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Sister City 2014/08/25CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES August 25, 2014 COMMISSIONERS PRESENT: Anthony Al-Jamie, JamesDinwiddie, Lori Farrow, Jackie Filbeck, Debbie Juliani, Laurie Leonard, Mark Lopez, Brian Anna Piercy, Pat Pina, COMMISSIONERS ABSENT: Ann Gallaugher, John Nguyen, Kyndell Paine, Jeanne Tran and one vacant seat STAFF PRESENT: Office GUESTS PRESENT: David Bracey Yuko Saito-Rodriguez Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted at 3:00p.m.onFriday, August 22, 2014at Anaheim City Hall. Public Input: Treasurer Laurie Leonard 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 4:07p.m. by Treasurer Leonard on Monday, August 25, 2014at the Anaheim thFloor, Anaheim, California. II.OATH OF OFFICE Erin Wahlen administered the Oath of Office to Sister City CommissionerMark Lopez who wasreappointed on June 10, 2014 by the City Council to serve on the Sister City Commission with term ending on June 30, 2017. III.APPROVAL OF MINUTES MOTION: Commissioner Anna Piercy offered a Motion, seconded by Commissioner AND MOTION CARRIED (Vote: 9-0; Abstained: Mark Lopez; Absent: Ann Gallaugher, John Nguyen, Kyndell Paine, Jeanne Tran Anaheim Sister City Commission August 25, 2014 Page 2 and one vacant seat) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on July 21, 2014 as presented. IV. dated August 14, 2014 was presented at the meeting. Commissioner Leonard reported to date, the expenses that have been approved and paid for the 2014 Mito Inbound Student Exchange Program that took place at the end of July totaled $2,390.68 and they still have outstanding expenses coming in. The current balance is $22,354.88. MOTION: Commissioner offered a Motion, seconded by Commissioner Pat Pina AND MOTION CARRIED (Vote: 10-0; Absent: Ann Gallaugher, John Nguyen, Kyndell Paine, Jeanne Tran and one vacant seat) Report dated August 14, 2014. V.AD HOC SUBCOMMITTEE REPORTS Debbie Juliani thanked Erin for sending out a copy of the latest Ad Hoc Subcommittee List. She is going to be contacting the members of the Marketing/Fundraising Subcommittee and will be putting together a meeting shortly. Discussion took place to agendize the election of newly appointed commission members to the Ad Hoc Subcommittees after the Sister City Commission report is presented during a September City Council meeting. Commissioner James Dinwiddie gave an update on the 2014 Mito Inbound Student Exchange. He started off by showing the video that was recorded by Katie Filbeck friend, John Meza. The cost to produce the video was $300 and the Commission was very pleased with it. Commissioner Filbeck conveyed Katie had planned to be at the Commission meeting that day, but she had to work. Commissioner Filbeck read a thank you note from Katie Filbeck who chaperoned and taught the Mito students during their stay this year: Thank you for the flowers and generous gift card. They were unexpected, but very much appreciated. I also wanted to thank you for the opportunity to be a part Anaheim Sister City Commission August 25, 2014 Page 3 of this program. It was a wonderful experience that I will never forget. I would definitely like to be considered again next year. Sincerely, Commissioner Pina expressed if they were to have Katie again next year, she feels they need to pay her. MOTION: Commissioner James Dinwiddie offered a Motion, seconded by Commissioner Laurie Leonard AND MOTION CARRIED (Vote: 9-0; Abstained: Jackie Filbeck; Absent: Ann Gallaugher, John Nguyen, Kyndell Paine, Jeanne Tran and one vacant seat) that the Anaheim Sister City Commission does hereby approve a gift of $700 to Katie Filbeck for her time this year. went very well and there was a very friendly atmosphere at the Sayonara Dinner. The students seemed to enjoy the stay, the events they attended and the places they visited. Treasurer Leonard noted that included with the Financial Report dated August 14, 2014 there was an itemized expense report of the 2014 Mito Inbound Student Exchange Program that included in-kind contributions. The in-kind contributions were included to show the actual cost if the Commission had not received those contributions. Even though the Commission did not pay for a large portion of it, the in-kind shows what the true costs are. The total expense was $7,100.34 including the in-kind. The financial statement shows the expenses without the in- kind contributions and that was $2,390.68, but that does not include the additional $700 to Katie and about $600 of pending expenses. The total cash expense was approximately $3,700. Treasurer Leonard indicated this report is to be used as a rule of thumb for the Commission, so that when discussions start with Mr. Wang for the 2015 Student Exchange Program, they will know how much Mito City International Association contributed $4,818.30 and the students gave Commissioner Dinwiddie a total of $1,200 when they arrived, so the Commission received a total contribution of $6,018.30 for 2014. In comparison, the Anaheim Sister City Commission August 25, 2014 Page 4 Commission received $8,100 for 2012 and $6,400 for 2013. The number of students was greater last year and they also stayed for a longer period of time. Treasurer Leonard proposed that after all the outstanding expenses come through, which will roughly be $1,000, be used for promoting the Student Exchange Program and maybe have some type of event with the host families that have already participated. Commissioner Debbie Juliani agreed that is a good idea and added you have to promote it if you want to get more host families. are some high schools that offer Japanese classes and suggested having a Sister City representative at a table with information about the Mito Student Exchange at these schools to help promote it. Treasurer Leonard stated all in all the 2014 Inbound Student Exchange was a great success and thanked all the Commissioners that helped make it a success. VI.COMMISSION UPDATE STAFF REPORT Erin Wahlen reported that a recent Council meeting, Council Member Brandman asked that the appointment of a Sister City Commission member be held off until City Council received a report on the Sister City Commission efforts. In preparing the report, Erin came across a document containing the three core goals of economic development, government collaboration and cultural exchange. Copies of the document were available for each member of the Commission for their information. Erin noted the staff report that is going to go before the City Council is essentially an update to periodic updates, but this report will include all of the Commission efforts. VII.PUBLIC COMMENT Yuko Saito-Rodriguez reported there will be approximately 30 people in the Mito October 27. send a copy to Erin. So far, the plans are to have a tour of Loara High School at 8:30 a.m. Anaheim Sister City Commission August 25, 2014 Page 5 A subcommittee headed by Debbie Juliani, Laurie Leonard, Jackie Filbeck and Lori Filbeck was formed to plan additional tours, lunch and dinner for the delegation to take place on October 27. VIII.COMMISSIONER COMMENTS None. IX.ADJOURNMENT There being no further business, the meeting was adjourned at 5:25 p.m. to Monday, September 22, 2014 at 4:00 p.m. at the Anaheim City Hall, 7th Floor,