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Sister City 2024/11/25CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES November 25, 2024 — 4:00 p.m. COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: STAFF PRESENT: Lori Dinwiddie, James Dinwiddie, Simin Heydari, Chiarina Piazza, Joseph Aihara, Susan Klaren- Hatzenbuhler, Anthony Al -Jamie, David Bracey Kristin Erickson, Monika Sargent. Juan -Carlos Mendez, Alicia Valadez-Gonzalez, Deana Helmy Karen Harrell, City Administration Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted on Thursday, November 21, 2024, at 4:00 p.m. at Anaheim City Hall. I. CALL TO ORDER Chair Lori Dinwiddie called the Anaheim Sister City Commission (ASCC) meeting to order at 4:09 p.m. on Monday, November 25, 2024. II. FLAG SALUTE Commissioner James Dinwiddie led the flag salute. III. PUBLIC COMMENT There were no public comments. IV. APPROVAL OF MINUTES Commissioner Monika Sargent offered a Motion, seconded by Commissioner James Dinwiddie AND MOTION CARRIED (Vote: 10-0; Absent: Juan -Carlos Mendez, Alicia Valadez-Gonzalez, Deana Helmy (Two Vacant Seats) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on October 28, 2024, as presented. Anaheim Sister City Commission November 25, 2024 Page 2 V. APPROVAL OF TREASURER'S REPORT No motion made as the commission waits on an updated report from the Anaheim Community Foundation. VI. REVIEW CONFIRMED SUB-COMMITTEES/BUDGETS • COMMITTEE GOALS • DISCUSS FUNDRAISING IDEAS Commissioner Kristin Erickson discussed having a fundraising goal. Commissioner Simin Heydari suggested that the Commission start fundraising without a set goal. Commissioner Joseph Aihara agreed that the Commission should have an amount to raise and how it will be dispersed within the Commissions activities. Chair Lori Dinwiddie suggested that the commission bring the discussion item back at a later date. VII. DISCUSS UPDATE ON VICTORIA-GASTEIZ City Staff Karen Harrell reported that, Ted White; Deputy City Manager would attend the following meeting to discuss the Victoria-Gasteiz Sister City relationship. VIII. REVIEW STUDENT APPLICATION Chair Lori Dinwiddie discussed that after meeting with the outbound student sub -committee, the committee had recommendations for the 2025 student application. Chair Lori Dinwiddie requested to change the 300-word essay portion and have the students submit a video instead. Chair Lori Dinwiddie also recommended to change the order of the application questions. Chair Lori Dinwiddie discussed having the students create a City of Anaheim PowerPoint that the students will present in Japan. Commissioner Joseph Aihara gave an example of the previous exchange students that gave a presentation on an Anaheim location/interest of their choice to the Mito Mayor. Chair Lori Dinwiddie spoke about an instance when a student did not want to stay with their host family. Chair Lori Dinwiddie recommended to add an additional clause in the application to state that the student is liable for hotel expenses. Anaheim Sister City Commission November 25, 2024 Page 3 Commissioner Anthony Al -Jaime asked for clarification on the process of managing issues between students and their host families. Chair Lori Dinwiddie stated that in some instances, students are moved to another home or placed in a hotel. Chair Lori Dinwiddie requested to add a requirement for the students to keep a daily log and memory book. She stated that the memory book could then be presented to highlight each student's experience on the trip. Chair Lori Dinwiddie also added that the memory books could be used to advertise and fundraise for future trips. Chair Lori Dinwiddie recommended to require all students and parents to attend pre -departure cultural orientation meetings. Chair Lori Dinwiddie also recommended to require all students to attend a specific number of events when the student from Japan are in Anaheim. Furthermore, Chair Lori Dinwiddie, discussed the changing the amount that will be required this year. Chair Lori Dinwiddie mentioned that the sub -committee decided the students will pay 50% of the trip along with a volunteer requirement. Commissioner Anthony Al -Jaime suggested that the students can volunteer at the Youth Leadership Summit. Commissioner Simin Heydari suggested that the volunteer hours begin prior to the student interviews, to ensure they have enough time to complete the required hours. She further suggested that the students volunteer only at the library, to make transportation easier for the students. She stated that library staff have already confirmed they would be sure to have volunteer hours available for students. Commissioner Anthony Al -Jamie stated that it is already difficult to find homestays for the students and it would be too demanding for the students to also have volunteer requirements. Chair Lori Dinwiddie stated that the alternate students should also be required to do volunteer hours with the opportunity to possibly be a part of the exchange the following year. Commissioner Kristin Erickson said it's a good idea that offering/requiring alternates do volunteer hours with the chance to attend the following year. Commissioner Kristin Erikson mentioned that the majority of students already volunteer or have other commitments. Anaheim Sister City Commission November 25, 2024 Page 4 Commissioner Anthony Al-Jaimie suggested to increase the cultural orientation training days from 3, to either 6 or 8 days. Commissioner Anthony Al-Jaimie stated that the purpose is not to volunteer at the city, the purpose is their commitment. Commissioner Joseph Aihara agreed that it's more about seeing the student's commitment level. Commissioner Simin Heydari asked about the process for students who do not attend the trainings or complete the volunteer hours. Chair Lori Dinwiddie stated if the students do not complete the requirements, they will be selected to go on the exchange trip. Commissioner Chiarina Piazza stated the importance of the trainings to prepare for the trip. Commissioner Susan Klaren-Hatzenbuhler agreed with increasing the hours of training and stated it is critical to have the students understand what is appropriate and inappropriate within the Japanese culture. Commissioner Susan Klaren- Hatzenbuhler also added that students should be given the option to volunteer at various locations including, helping at a future fundraiser and having the parents join. Commissioner Simin Heydari mentioned that having the students volunteer at the library would ensure that the student are completing all the hours. She added that if the students volunteer at other locations like an animal shelter, it is difficult to monitor and approve their hours. Commissioner Kristin Erickson asked if students could alternatively get approval and have their hours signed at an animal shelter. She added all students could be notified that they need to complete 20 hours, and the Commission could extend the option for them to complete their hours at the library. Commissioner Susan Klaren-Hatzenbuhler thanked Commissioner Simin Heydari for reaching out to the library. She added that if the students going on the trip help with fundraiser and increase their training, it would show their commitment. Commissioner Kristin Erickson stated she is concerned with the timing and not having adequate for the students to complete all their volunteer hours. Anaheim Sister City Commission November 25, 2024 Page 5 Commissioner Chiarina Piazza asked regarding students that can pay for the trip in its entirety but want to opt out of the required hours or training. Chair Lori Dinwiddie stated that they would need to show proof, and it would be handled case by case. Commissioner Chiarina Piazza stated that her university group did a similar approach by adding an extra requirement, but it was too difficult for applicants. Commissioner Anthony Al -Jaime stated that the focus needs to be on the cultural training not the volunteer hours. Staff Karen Harrell suggested to add an additional hour after the cultural trainings and have the students complete their volunteer hours. Chair Lori Dinwiddie suggested removing the volunteer hours requirement due to lack of preparation time. Commissioner Susan Klaren-Hatzenbuhler offered a Motion to accept the updated changes to the application, requiring 6 to 8 training sessions of cultural training, a student contribution of $750 to attend trip and no additional volunteer hours, seconded by Commissioner Kristin Erickson AND MOTION CARRIED (Vote: 9-1; with Commissioner Simin Heydari opposing motion. Absent: Juan - Carlos Mendez, Alicia Valadez-Gonzalez, Deana Helmy (Two Vacant Seats) that the Anaheim Sister City Commission does hereby approve the motion presented. IX. COMMISSIONER COMMENTS Chair Lori Dinwiddie stated she will update the student application and send out the application to the commissioners for their review. Commissioner Simin Heydari asked about the attendance policy for Commissioners. Chair Lori Dinwiddie reviewed the bylaws, and after 3 absences, the Commission can for formally remove a member from the commission. Staff Karen Harrell discussed she will confirm with the City Clerk. X. STAFF COMMENTS Staff Karen Harrell stated she will be requesting Ted White to attend the January 27th, 2025, meeting. Anaheim Sister City Commission November 25, 2024 Page 6 XI. ADJOURNMENT There being no further business, the meeting adjourned at 5:13 p.m. to Monday, January 27, 2025, at 4:00 p.m.