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Sister City 2013/09/23 CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES September 23, 2013 COMMISSIONERS PRESENT: Anthony Al-Jamie, James Dinwiddie, Jackie Filbeck, Ann Gallagher, Debbie Juliani, Laurie Leonard, Mark Lopez, Linda Newby, John Nguyen, Brian Anna Piercy, Pat Pina COMMISSIONERS ABSENT: Russell Lahodny, Kyndell Paine, Jennifer Vaughn STAFF PRESENT: Erin Wahlen, GUESTS PRESENT: Yuko Saito-Rodriguez Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted at 3:30 p.m. on Wednesday, September 18, 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. VIII. Public Comment. I.CALL TO ORDER The meeting of the Anaheim Sister City Commission (ASCC) was called to order at 4:08 p.m. on Monday, September 23 th Office, City Hall, 200 S. Anaheim Blvd., 7 Floor, Anaheim, California.  II.APPROVAL OF MINUTES MOTION: Commissioner Leonard offered a Motion, seconded by Commissioner Pina AND MOTION CARRIED (Vote: 10-0; Absent: Kyndell Paine, Jennifer Vaughn, Russell Lahodny; Abstained: John Nguyen, Mark Lopez) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC Commission meeting held on August 26, 2013 as presented.  III.TRE Commissioner Leonard reported that the money Mito sent for the Inbound Student Exchange  Anaheim Sister City Commission September 23, 2013 Page 2 Erin Wahlen explained there was a transition in the personnel who oversees the Anaheim Community Foundation account and due to an oversight; staff did not find out until late last week that the money had arrived on July 19. Discussion also took place regarding the amount of money the City of Mito contributed towards the Inbound Student Exchange, the money that was spent and the fact that the Commission had to come up with $2,094.14. However, it was also noted that City of Mito has always given the Commission a surplus in the past and that this year has been the only time they have come out short. In of money that the City of Mito donated last year. Erin Wahlen reported that all the accounting has been completed and that the thank you letters have been sent to all in-kind contributors and student sponsors. Additionally, Erin advised that the Anaheim Community Foundation (ACF) has asked for a projection of the estimated expenses and revenues for the Fiscal Year 2013/14. A document with such projections was prepared and distributed to the Commission for their review and comment. The Commission asked staff to find out why ACF is requesting a projection of expenses and revenues. Erin will report back. Commissioner Piercy suggested that the Commission may wish to convey the idea to City of Mito that we prefer a certain number. In other, words, the City of Mito has made clear that they will take four students and one chaperone because they have transportation for six when we send students. They are very gracious and they do a lot with the Anaheim students, so she thinks the Commission can establish a number as well. The Commission has enough experience now to know what the number is that works well for the Commission. Commissioner Leonard proposed mirroring the same number; if Mito says four students is all they can take, then the City of Anaheim should say four students is all we can take. Commissioner Dinwiddie clarified historically, going back to the Anaheim Sister City Association, the City of Mito would give the association money when they sent students, the association would not spend it all and then essentially they would use that money to pay for flights for Anaheim kids to go to Japan. That was the historic model that they used and if Anaheim decides to limit the number  Anaheim Sister City Commission September 23, 2013 Page 3 in a situation where they would have to generate funds to send Anaheim kids to Japan or make Anaheim students pay for it. Commissioner Piercy agreed that should be taken into consideration, because the Commission uses the money to pay for our four students flights to Japan and then everything else the students pay for. She further stated in reality, this whole exchange program over the last umpteen years has been funded by Mito. The previous Association did not raise money except by their very small amount of Commissioner Al-Jamie continue to make the student exchange a vibrant program and if we can we should try to increase those numbers. MOTION: Commissioner Dinwiddie offered a Motion, seconded by Commissioner Lopez AND MOTION CARRIED (Vote: 12-0; Absent: Kyndell Paine, Jennifer Vaughn and Russell Lahodny) that the Anaheim Sister City Commission does hereby approve September 16, 2013.  IV.ELECTION OF OFFICERS CHAIR, VICE CHAIR, TREASURER Chairman Nguyen asked Erin what the limits are in the bylaws for term of office. Erin indicated Section 3 The term of office for the Chair, Vice Chair, and Treasurer is one calendar year. Officers may not serve in the same position for more than three consecutive years. Erin added this may be something the Commission may want to discuss further to see if they want to extend those terms. Chairman Nguyen stated if that is something the Commission wants to do, they would have to amend the bylaws. Chairman Nguyen proposed that there be no limit on the number of consecutive years someone can serve in those positions, but still make those positions renewable on an annual basis. Just so if the Commission does not feel one of the officers is doing a good job, then there is an option of electing someone else. The Commission agreed this was a good idea and moved to amend the bylaws.  Anaheim Sister City Commission September 23, 2013 Page 4 MOTION: Commissioner Piercy offered a Motion, seconded by Commissioner Pina AND MOTION CARRIED (Vote: 12-0; Absent: Kyndell Paine, Jennifer Vaughn and Russell Lahodny) that the Anaheim Sister City Commission does herebyamend the bylaws to state that there is no term limit for commissioners  serving in an elected position. The elections of officers was continued to the October 28, 2013 Sister City Commission meeting. V.AD HOC SUBCOMMITTEE REPORTS Commissioner Newby reported on behalf of the Economic Development Ad Hoc Subcommittee that an itinerary has been prepared for our contacts in Vitoria- Gasteiz, Eduardo and his wife, Esperanza. They will visit Anaheim in October. Commissioner Newby passed out a copy of the itinerary to each Commissioner and asked Commissioners to look over the proposed itinerary and see if any one is available to attend any of the events, specifically the fundraiser event on October 24. Eduardo would like get to know the Commission on a one-to-one basis. She hopes they can attend and spend some time with him. Eduardo is going to be recognized at the October 22 City Council meeting and Commissioner Newby asked Commissioners to be present at the meeting to show their support. There is also going to be a photo opportunity in the Friendship Plaza on October 22 at 4:45 p.m. and she would like for as many commissioners to come and join them for a picture. She added there is a nice photo already on good time to add a picture of our friends in Vitoria-Gasteiz. Commissioner Newby further added that she will be entertaining Eduardo and his wife at Umami Burger and at the Ranch and would like for the Commission to consider justifying some funds for that for reimbursement. Commissioner Newby also requested four Ducks tickets for Commissioners Filbeck and Lahodny to take Eduardo and his wife to a Ducks game. Chairman Nguyen stated he is considering going to the Ducks game with them. Commissioner Dinwiddie suggested instead of having Eduardo ride in a special dignitary car in the Fall Festival Parade on October 26; why not have him watch the parade residence? Riding in the parade is a two-hour wait to get in the parade for ten minutes. Commissioner Dinwiddie will speak to Mr. Caldwell about it. was phenomenal. Eduardo went out of his way to accommodate them. He spent so much time with them and took them to several different places; the  Anaheim Sister City Commission September 23, 2013 Page 5 Commissioners were treated like VIP. She thinks the Commission needs to try and do as well for him. He has been out here a number of times and its time that we really show him a good time. VI.OCTOBER FUNDRAISER UPDATE Commissioner Juliani went over the details of the fundraising event that will be held on October 24 at the home of Drs. Thomas and Cynthia Coad. The fundraiser will benefit the Sister City Commission. They will celebrate the partnerships the City of Anaheim has with Mito, Japan and Vitoria-Gasteiz, Spain and the progressing relationship with Pudong, China. Eduardo and Esperanza Jimenez from Vitoria will be the guests of honor. They will highlight different areas of the home with a beverage and food offering. The auction items are going to be eliminated this year; however, they will offer a raffle at $5.00 per ticket or 5 tickets for $20.00. The Coads have graciously offered two, limited-edition wine bottles from China as gift options. There will be limited speaking and they are going to keep it as a networking event. The cost of the tickets was decided at $40.00 per ticket. All Commissioners were asked to participate in obtaining additional sponsorships and raffle/gift items. The Coads offered to donate the use of their home and underwrite the expense of the food for the event. Discussion took place about offering a shuttle from City Hall to the Coads residence and back. After further discussion, it was decided to move away from that and only offer valet parking. Commissioner Newby stated she would like for the Commission to consider a list of about 10 people that she would like to comp for this event. She would like to invite past Sister City Commissioners such as Kyoko Smith, Ted White and families that have hosted students continually. Commissioner Piercy agreed that would be a good idea. Chairman Nguyen suggested instead of each Commissioner buying two tickets for the event, why not have everyone purchase three tickets and donate the third ticket to a comp person. The Commission agreed that was a good idea. Commissioner Juliani asked for a list of people that should be complimentary and asked that the list be sent to Erin.  Anaheim Sister City Commission September 23, 2013 Page 6 It was also noted that the invitation would be completed by the end of the day on Tuesday, September 25. VII.PUDONG POWER POINT PRESENTATION Chairman Nguyen presented the Power Point presentation that was presented to the City of Pudong. The presentation highlights the City of Anaheim and it will be kept and shown to other potential sister cities. VIII.PUBLIC COMMENT Yuko Saito-Rodriguez Yuko stated the City of Mito wants to know how much upkeep Anaheim is willing to do after the project is completed. Chairman Nguyen stated Anaheim has expressed concern about the upkeep and any additional cost. Chairman Nguyen stated the most up-to-date internal discussion is that we need to keep this simple like a very nice plaque Memorial, and a touch up of the area around there by adding low maintenance trees. Yuko stated the City of Mito wants to design something that is functional and that will have a purpose. Chairman agreed that is fine, but it has to require very low-maintenance. Yuko also requested a drawing/layout of the area. Erin will send Yuko a drawing of that area. IX.COMMISSIONER COMMENTS Commissioner Lopez reported after his stay at Pudong, China he flew to Mito, Japan and stayed there for a couple of days. This is the first visit to Mito since former Commissioner Sandy Day visited Mito after the 2011 earthquake and tsunami. Commissioner Lopez presented a slide presentation of the pictures he took in Mito of the different places he visited and the people he visited with. The presentation included city symbol, Mito cmascot, the International Center staff, the Anaheim Sister City room, the exhibit Mito setup that includes the letters that Anaheim students sent following the 2011 earthquake the Anaheim Bridge, the Anaheim Square, earthquake damage, the plaque commemorating this visit and that  Anaheim Sister City Commission September 23, 2013 Page 7 was presented to Mayor Takahashi and a picture of Commissioner Lopez with Mayor Takahashi. Commissioner Lopez also brought back informational material that will be available at the October 24 fundraiser event. Chairman Nguyen stated he hopes to see all of the Commissioners at the October 22 City Council meeting and then again on October 24 for the fundraising event. Chairman Nguyen stated he and Commissioner Lopez are going to attend the September 25 Council meeting to give the City Council an update on their visit to Pudong and present the plate that the City of Pudong presented them with. Commissioner Lopez will also share about his trip to Mito. X.ADJOURNMENT There being no further business, the meeting was adjourned at 5:42 p.m. to th Monday, October 28, 2013 at 4:00 p.m. at the Anaheim City Hall, 7 Floor, Large Conference Room.