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Sister City 2013/03/25 CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES March 25, 2013 COMMISSIONERS PRESENT: Anthony Al-Jamie, Cynthia Coad, James Dinwiddie, Debbie Juliani, Russell Lahodny, Laurie Leonard, Mark Lopez, Linda Newby, John Nguyen, Kyndell Paine, Anna Piercy, Pat Pina COMMISSIONERS ABSENT: Ann Gallagher, Jennifer Vaughn STAFF PRESENT: Greg Garcia, GUESTS PRESENT: None Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted at 3:30 p.m. on March 22, 2013 at Anaheim City Hall. Public Input: Chairman Nguyen explained that members of the public are invited to address the Anaheim Sister City Commission and will be called upon under Agenda Item No. VII. Public Comment. I.CALL TO ORDER The meeting of the Anaheim Sister City Commission (ASCC) was called to order at 4:12 p.m. on Monday, March 25 th City Hall, 200 S. Anaheim Blvd., 7 Floor, Anaheim, California.  II.APPROVAL OF MINUTES MOTION: Commissioner Leonard offered a Motion, seconded by Commissioner Juliani AND MOTION CARRIED (Vote: 13-0; Absent: Ann Gallagher, Jennifer Vaughn) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC Commission meeting held on February 25, 2013. Further, Commissioner Pina commented that she would like to receive the minutes earlier in the month.  III. Commissioner Report since last month therefore the balance remains at $18,880.33.  Anaheim Sister City Commission March 25, 2013 Page 2  IV.AD HOC SUBCOMMITTEE REPORTS Commissioner Dinwiddie reported on behalf of the Cultural Exchange Committee that the student exchange students from Mito, Japan will be here beginning Friday, July 26 through Saturday, August 10. At this time, the group will consist of ten students and two chaperones. Commissioner Dinwiddie is suggesting that the commission start advertising for the host families and preparing for the visit. V.REVIEW AND APPROVE 2013 AD HOC SUBCOMMITTEES Chairman Nguyen led the discussion and Greg Garcia read the results of the Ad Hoc Subcommittee selections as listed below: The Sister City Commission Subcommittee List Executive Subcommittee John Nguyen Chairman Kyndell Paine Vice Chair Laurie Leonard Treasurer Debbie Juliani Marketing/Fundraising Chair James Dinwiddie Cultural/Government Exchange Chair Russell Lahodny Economic Development Chair Marketing/Fundraising Subcommittee Debbie Juliani Chair Linda Newby Mark Lopez Russell Lahodny Cultural/Government Exchange Subcommittee James Dinwiddie Chair Pat Pina Laurie Leonard Anna Piercy Anthony Al-Jamie Economic Development Subcommittee Russell Lahodny Chair Linda Newby Kyndell Paine Ann Gallagher Cynthia Coad  Anaheim Sister City Commission March 25, 2013 Page 3 MOTION: Commissioner Pina offered a Motion, seconded by Commissioner AND MOTION CARRIED (Vote: 13-0; Absent: Ann Gallagher, Jennifer Vaughn) that the Anaheim Sister City Commission does hereby approve the Ad Hoc Subcommittee selections as read by Greg Garcia.  VI.APPROVE RECOMMENDATION OF PUDONG, CHINA AS NEXT SISTER CITY AND DISCUSS NEXT STEPS Commissioner Newby reported that the Commission met with and received feedback from the Council Members regarding approval of recommending Pudong, China as a potential Sister City. The Commission has also created an internal timeline document with goals and prospective next steps to pursue. Greg Garcia led a discussion on the various options that the commission can utilize in order to develop a plan to proceed. MOTION: Commissioner Coad offered a Motion, seconded by Commissioner Leonard AND MOTION CARRIED (Vote: 13-0; Absent: Ann Gallagher, Jennifer Vaughn) that the Anaheim Sister City Commission does hereby approve Pudong as a Sister City recommendation to City Council. The Commission will seek a resolution for the commission to approach the Council to propose a sister city relationship with Pudong, China.  VII.REVIEW AND APPROVE TRAVEL POLICY BYLAWS ADDENDUM Chairman Nguyen presented a copy of the updated travel policy for the Commission to review, edit and approve. The Commission discussed and edited the travel policy and Greg Garcia read the update as follows:   1). The participants of any delegation, or Sister City Commission associated trip, will travel at their own expense unless otherwise approved by the majority of the Commission. On the occasion that sponsorship funds are provided to the ASCC for travel, the majority of the commission shall determine the specific allocation of those funds. 2). The Commission will concurrently invite all City Council members, City staff and Commission members on delegation and visiting/goodwill trips as appropriate.  Anaheim Sister City Commission March 25, 2013 Page 4 3). their own expense. The Commission will exert its best possible effort to secure discounted hotels, meals and entertainment, unless otherwise approved by the majority of the Commission. MOTION: Commissioner offered a Motion, seconded by Commissioner Pina AND MOTION CARRIED (Vote: 12-0; Absent: Ann Gallagher, Jennifer Vaughn, Cynthia Coad) that the Anaheim Sister City Commission does hereby approve the amendment to the bylaws to add a formal travel policy that is agreed upon, as read by Greg Garcia and noted above. VIII.DISCUSS SISTER CITIES INTERNATIONAL SO CAL CONFERENCE PARTICIPATION Chairman Nguyen took a count of which commissioners will be attending the Sister Cities SoCal International Conference on Saturday, April 6 and stated that he will register all of the attendees. Scheduled to attend the conference are Commissioners Nguyen, Newby, Piercy, Al-Jamie, and Leonard. Chairman Nguyen also announced that Commissioner Al-Jamie is now serving on the SoCal Sister City Board of Directors.  IX.PUBLIC COMMENT None.  X.COMMISSIONER COMMENTS Commissioner Leonard noted that she attended the 35th Annual Volunteer Recognition Luncheon which honors volunteers and donors that made significant contributions to the City in 2012. Many commissions were referenced; however the ASCC was not mentioned. The Commission expressed the desire to receive more recognition.  XI.ADJOURNMENT There being no further business, the meeting was adjourned at 5:37 p.m. to April 22, 2013 at 4:00 p.m. at the Anaheim City Hall, Conference Room #2.