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Sister City 2016/02/22CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES February 22, 2016 COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: Anthony Al -Jamie, James Dinwiddie, Lori Dinwiddie, Jackie Filbeck, Ann Gallaugher, Debbie Julian, Chris Locke, Mark Lopez, John Nguyen, and Jeanne Tran Pepe Avila, Jess A. Carbajal, Lori Farrow, Brian O'Neal and Anna Piercy STAFF PRESENT: Greg Garcia, City Manager's Office Erin W. Ryan, City Manager's Office Maggie Solorio, City Manager's Office GUESTS PRESENT: David Bracey Agenda Posting A complete copy of the Anaheim Sister City Commission Agenda was posted on Friday, February 19, 2016 at 2:30 p.m. at Anaheim City Hall. Public Input: Chair Debbie Julian 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. L CALL TO ORDER The meeting of the Anaheim Sister City Commission (ASCO) was called to order at 4:05 p.m. by Chair Debbie Julian on Monday, February 22, 2016 at the Anaheim City Manager's Office, City Hall, 200 S. Anaheim Blvd., 7th Floor, Anaheim, California. IL OATH OF OFFICE Erin Ryan administered the Oath of Office to the newest member of the Sister City Commission, Lori Dinwiddie who was appointed by the City Council on February 9, 2016 with term expiring on June 30, 2017. Anaheim Sister City Commission February 22, 2016 Page 2 III. APPROVAL OF MINUTES MOTION: Commissioner James Dinwiddie offered a Motion, seconded by Commissioner Jackie Filbeck AND MOTION CARRIED (Vote: 10-0; Absent: Pepe Avila, Jess A. Carbajal, Lori Farrow, Brian O'Neal and Anna Piercy) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on January 25, 2016 as presented. IV. APPROVAL OF TREASURER'S REPORTS Treasurer Jeanne Tran reported there had been no transactions since the last report and the total balance remained the same at $20,590.74. MOTION: Commissioner Chris Locke offered a Motion, seconded by Commissioner Ann Gallaugher AND MOTION CARRIED (Vote: 10-0; Absent: Pepe Avila, Jess A. Carbaj al, Lori Farrow, Brian O'Neal and Anna Piercy) that the Anaheim Sister City Commission does hereby approve the Treasurer's Reports dated January 19 and February 19, 2016 as presented. V. AD HOC SUBCOMMITTEE REVIEW & REPORTS a. Cultural/Government Exchange Subcommittee None. b. Marketing/Fundraising Subcommittee Chair Debbie Julian shared the Fundraising Ad-hoc Subcommittee is going to meet later in the week to talk about fundraising for the student exchange and she expects to have some items to report back next month. c. Economic Development Subcommittee None. VI. OUTBOUND STUDENT EXCHANGE UPDATE Commissioner James Dinwiddie reported that after the ASCC meeting in January, he and Commissioner Anthony Al -Jamie called Mr. Wong and clarified some of the outstanding issues regarding the 2016 Student Exchange. They received confirmation that Anaheim can send six students with the stipulation that the chaperones would stay at a hotel. The students will leave on June 24 and return on July 5. Anaheim Sister City Commission February 22, 2016 Page 3 Commissioner Dinwiddie indicated the outgoing students were given a deadline of February 14 to provide a copy of their application for passports and those all came through. Also, there was an issue with one of the students that had scheduled a second trip to Japan during the same month, the student has since cancelled the other trip to Japan and decided to participate in the student exchange. Further, the applications for chaperones were sent out and the deadline to apply has ended. There are three applicants, one of which indicated they would be a backup in case someone could not go. Commissioner Dinwiddie stated since the Commission is asking the chaperones to come up with the travel costs, as well as lodging and food, he would like for the Commission to consider covering some of the costs. Commissioner Jeanne Tran recommends that the Commission cover the cost of the flight. Chair Debbie Julian proposed that the Commission hold -off on the decision to cover costs until they do some research on the budget and find out what the actual costs are going to be. Discussion took place regarding the items the Commission is going to cover for the students to travel to Japan and it was determined it would be roughly $2,200 for all six students. Greg Garcia suggested if the Commission wants to tack on an extra $1,000 to give to each chaperone, it may be a better idea to just cover the airfare and the Commission agreed. Greg Garcia asked if the Commission thought that paying for the flight tickets would increase the amount of people who will volunteer to be a chaperone. Commissioner Tran pointed out the deadline to apply to be a chaperone already passed, so they would have to extend the deadline. Greg Garcia further stated they have two people now who are willing to pay for everything, so if they are okay with that, they can maybe just select these two applicants and move on. Commissioner Jackie Filbeck confirmed the two people that submitted the applications are willing to pay for everything. Chair Julian asked if the Commission has had a chance to review the applications. Anaheim Sister City Commission February 22, 2016 Page 4 Commissioner James Dinwiddie stated they plan to do the same thing that they have done in the past as it relates to due diligence with the Police Department and that he has no issues with the chaperones. Commissioner John Nguyen asked who applied. Commissioner Jackie Filbeck stated since no one had applied by the application deadline, she asked her daughter Katie Filbeck to put in an application. And though Katie would love to go, it's a lot of money for her. Since there was no one else, Commissioner Filbeck submitted an application and asked her friend Steve White to also apply. So it's her and Steve and Katie as the backup. Commissioner Dinwiddie stated they can reopen the application submittal period to give an opportunity for others to apply. Commissioner Filbeck said she is okay if the application submittal is opened again. She said the Commission can leave it open and if someone else shows interest and is great, they can go in her place. After further discussion, the Commission decided to do due diligence as it relates to background check on the applicants and to move forward with the approval to pay for the cost of the airfare for the chaperones. They did not vote on the chaperones. MOTION: Commissioner John Nguyen offered a Motion, seconded by Commissioner Jeanne Tran AND MOTION CARRIED (Vote: 8-0; Abstained: James Dinwiddie and Jackie Filbeck; Absent: Pepe Avila, Jess A. Carbajal, Lori Farrow, Brian O'Neal and Anna Piercy) that the Anaheim Sister City Commission does hereby give their approval to pay for the cost of the two flight tickets for the chaperones that will be accompanying the students to Mito for the 2016 Outbound Student Exchange. Greg Garcia asked about the training the Commission is doing for outbound students. Commissioner Dinwiddie has a PowerPoint that Henri Soucy sent him that was used for training sessions for students visiting Mito and they plan to show that to the students during the training. Anaheim Sister City Commission February 22, 2016 Page 5 VII. PUBLIC COMMENT David Bracey reported that on May 7, Sister Cities International, California Chapter will hold their next regional meeting and it's going to be held in Anaheim. They are still in the process of locking down the location, but it appears that it's going to be at the Anaheim Convention Center. Erin Ryan gave a status update on the potential sister city relationship with Pudong. Staff is going to prepare a staff report for the March 22 Council meeting. This will be the final approval step for the sister city relationship with Pudong. Following the approval, staff will be planning a ceremony to be held in Anaheim or Pudong to memorialize the relationship. The Commission is encouraged to attend the Council meeting and offer their support of the relationship. Greg Garcia also announced that three Commissioners will be termed out at the end of June. If the Commissioners know people in the community that would be great to serve on the Commission, now is the time to start to get them interested and encourage them to apply. Commissioner Jackie Filbeck announced the YMCA Good Friday breakfast will be on Friday, March 25 at the Grove of Anaheim and if anyone is interested to let her know. Also, the Volunteer Luncheon will take place on March 16 at the Grove. If anyone is interested in attending, they can contact Erin Ryan. VIII. COMMISSIONER COMMENTS None. IX. ADJOURNMENT There being no further business, the meeting was adjourned at 4:50 p.m. to Monday, March 28, 2016 at 4:00 p.m. at the Anaheim City Hall, 7th Floor, City Manager's Office Large Conference Room.