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Sister City 2014/01/27CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES January 27, 2014 COMMISSIONERS PRESENT: Anthony Al-Jamie, James Dinwiddie, Jackie Filbeck, Ann Gallagher, Laurie Leonard, Mark Lopez, John Nguyen, Brian Kyndell Paine, Pat Pina, Debbie Juliani, Linda Newby COMMISSIONERS ABSENT: Anna Piercy, Russell Lahodny, one vacant seat STAFF PRESENT: Erin Wahlen, Office GUESTS PRESENT: Yuko Saito-Rodriguez Stephen King Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted at 11:00 a.m. on Friday, January 24, 2014 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 4:09 p.m. on Monday, January 27, 2014 th City Hall, 200 S. Anaheim Blvd., 7 Floor, Anaheim, California.  II.APPROVAL OF MINUTES MOTION: Commissioner James Dinwiddie offered a Motion, seconded by Commissioner Pat Pina AND MOTION CARRIED (Vote: 9-0; Absent: Anthony Al-Jamie, Mark Lopez, Kyndell Paine, Anna Piercy, Russell Lahodny and one vacant seat) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on November 25, 2013 as presented.  Anaheim Sister City Commission January 27, 2014 Page 2 III. Commissioner Leonard submitted a two- a Summary Income Statement dated January 13, 2014 and the final copy of the 2013 ASCC Fall Fundraiser. Commissioner Leonard addressed the second page of the report which was the final figures of the Fall Fundraiser and noted that all of the checks that were outstanding have been received. She was pleased to announce that the Commission had a net profit of $1,633.07. That is before in- kind donations. Commissioner Leonard further noted that the Treasures Report shows the $1,633.07 profit of the ASCC Fall Fundraiser on the last line item bringing the current account balance to $18,687.26. MOTION: Commissioner Jackie Filbeck offered a Motion, seconded by Commissioner AND MOTION CARRIED (Vote: 10-0; Absent: Anthony Al-Jamie, Mark Lopez, Anna Piercy, Russell Lahodny and one vacant seat) that the Anaheim Sister City Commission does hereby approve the eport dated January 13, 2014. IV.UPDATE ON HOUSEKEEPING ITEMS Chairman Nguyen reviewed the Sister City Commission Ad Hoc Subcommittee List and the Sister City Commission Roster that was emailed to the Commission as part of the agenda packet on Thursday, January 23. Chairman Nguyen noted that Jennifer Vaughn resigned on November 20. Erin Wahlen stated the purpose of sending these documents out was to share with the Commissioners the subcommittees that each Commissioner serves on and also so that everyone is aware of the terms that are currently in place. Erin also announced that the appointment of a new commissioner vacancy a new commissioner is appointed, Erin will send out an email with the new c Discussion took place regarding the appointment of a new commissioner at the January 28 City Council meeting. There was a misperception by some of the Commission members that Council needed a formal recommendation by the Sister City Commission in order to appoint a commissioner. It was clarified that Commission members are welcome to email or contact City Council members to suggest a recommendation, but ultimately it is up to the City Council to decide who gets appointed. If the Commission wishes to email the City Council, they should email the Council Coordinator Sue Ray at sray@anaheim.net and Sue will forward the emails to the Mayor and City Council. Anaheim Sister City Commission January 27, 2014 Page 3 Chairman Nguyen asked for any updates on the sister city display case located on the first floor of City Hall. Erin Wahlen advised that in order to preserve the real estate it is better that the display case gets updated soon. Commissioners Anthony Al-Jamie and Pat Pina will be making an inventory of the artifacts in the display case and make a recommendation of the items that should stay. Erin Wahlen will check in with them in a couple of weeks to see if they need additional assistance. With regards to updating the Sister City Commission website, Erin reported that some photos from 2013 have been added and they have cleaned it up some. Erin is trying to gather additional photos from Mito and Vitoria-Gasteiz to enhance the pages and really show what these cities look like. suggested that staff reach out to Mr. Wang and ask for photos of Mito. Chairman Nguyen will contact Mr. Wang, and Commissioners Al-Jamie and Lopez are going look at their photos of Mito and submit what they have. Chairman Nguyen also advised that the Commission pictures on the website need to be updated. Commissioner Lopez suggested that staff hold off updating the Commission photos until the new commission members are appointed in July. The group photo will be taken down then and replaced with individual photos of the Commission. Chairman Nguyen announced he will not be attending the February ASCC meeting as he will be in Houston. V.FUNDRAISING Commissioner Debbie Juliani recommended that the Commission start planning another fundraising event to be held in the next six months and welcomed any suggestions. She would like to keep thi to raise awareness and money. Commissioner Al-Jamie stated he can assist by contacting companies and letting them know what the Commission is doing and ask for contributions. Anaheim Sister City Commission January 27, 2014 Page 4 Commissioner Laurie Leonard asked if they could ask the City Council for a donation of the City Suite to a popular event and then auction it off. The Commission agreed that is a good idea and it would be kept in mind for an upcoming ASCC fundraising event. Commissioner Pina suggested that the Commission strive to deliver donor/participant thank you notes within two weeks after each event. VI.AD HOC SUBCOMMITTEE REPORTS Chairman Nguyen went over the standing Sister City Commission Ad Hoc Subcommittee List. He advised that everyone is encouraged to serve on more than one committee. There being no changes to the list he moved on to the ad hoc subcommittee reports. Erin Wahlen announced that Mr. Wang had informed her that their plans for nt Exchange this year is for students to visit Anaheim from July 25 through August 9. Mito is also proposing to bring 10 students, 2 teachers and 1 chaperone. Chairman Nguyen explained that Mr. Wang reached out to staff because Dr. recently passed away and asked for a letter of condolence. Commissioner Anthony Al-Jamie kindly prepared two letters in both English and Japanese, one on behalf of the Commission and the other on behalf of Mayor Tait. Chairman Nguyen spoke to Mr. Wang and asked him if they could increase their budget this year and Mr. Wang indicated that should not be a problem. Commissioner Leonard suggested that the Commission get budget first before planning any of the events. Erin also indicated there would be a half page advertisement in the winter issue of Anaheim magazine soliciting host families and that staff is going to make sure the application is updated by the time the magazine goes out, between February 21 and 28. Commissioner Pina suggested the Commission should start calling host families now before they make their vacation plans. Anaheim Sister City Commission January 27, 2014 Page 5 Commissioner Dinwiddie finds it to be very difficult to find 13 host families for a 15-day commitment and requested that if he is going to continue to chair the Cultural/Government Exchange Committee that Mr. Wang be referred to him directly to talk about the Inbound Student Exchange. Discussion took place by the Commission regarding the large number of students and the length of stay that Mito is proposing. Chairman Nguyen stated the Commission has the power to reduce the number of students. Commissioner Leonard would like to see the length of stay shortened because 15 days for a host family is a huge commitment. first and then they can decide if they need to scale it down from 13 visitors to a more manageable number. Commissioner Pina suggested to also scale down the length of stay of the students to one week or a week and two days before the host families are contacted. Erin advised she needs to have any changes to the proposed dates and number of students by Friday, February 7 to be able to meet the print deadline for Anaheim magazine. Once the advertisement is finalized, Erin will send it to Commissioner Lopez for circulation, as well as distribute among City Department Heads. VII.PUBLIC COMMENT Yuko Rodriguez stated the Mayor of Mito asked her to attend this meeting and let January 17 and her service is going to be on February 10. Chairman Nguyen stated staff will make sure that the letters from the City reach Dr. Hataya before February 10. Yuko also shared that she has a preliminary landscaping design plan for Dr. outside of City Hall. She does not have authorization to show it to the Commission yet, but indicated that it will be very low maintenance. rocks, low maintenance trees, a water feature and a bridge. Stephen King introduced himself. He is a Project Manager at OCTA and is a new resident to the City of Anaheim. He attended the meeting to learn more about the Commission and to hopefully join the Commission sometime in the near future. Anaheim Sister City Commission January 27, 2014 Page 6 Erin announced that the Commission members will all be invited to the Volunteer Recognition Luncheon taking place at the City National Grove on March 19. a citywide volunteer appreciation luncheon. Invitations will follow. VIII.COMMISSIONER COMMENTS Chairman Nguyen and Commissioner Juliani invited the Sister City Commission to the Youth Leadership America (YLA) 12th Graduation on Friday, Jan. 31, 2014 at 6:00 p.m. at Hilton Anaheim. Chairman Nguyen explained YLA is a nonprofit organization that fosters leadership and networking among high school students. Tickets are $75.00 per guest or $100.00 for two. IX.ADJOURNMENT There being no further business, the meeting was adjourned at 5:24 p.m. to th Monday, February 24, 2014 at 4:00 p.m. at the Anaheim City Hall, 7 Floor, City onference Room.