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Sister City 2017/05/22CITY OF ANAHEIM SISTER CITY COMMISSION COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: STAFF PRESENT: GUESTS PRESENT: MINUTES May 22, 2017 Anthony Al -Jamie, Taline Cole, Lori Dinwiddie, Jackie Filbeck, Matthew Hicks, Debbie Julian, Mark Lopez, Jerry O'Keefe and Anna Piercy Paul Anderson, Pepe Avila, Julia Erdkamp, Yanni Guo, Brian O'Neal and Jeanne Tran Kimberly Kelemen, Community Services Maggie Solorio, City Manager's Office David Bracey Katie Filbeck Teri O'Keefe Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted on Friday, May 19, 2017 at 3:00 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. VIII. Public Comment. L CALL TO ORDER Chair Debbie Julian called the meeting of the Anaheim Sister City Commission (ASCO) to order at 4:20 p.m. on Monday, May 22, 2017 at the Anaheim City Manager's Office, City Hall, 200 S. Anaheim Blvd., 7th Floor, Anaheim, California. IL APPROVAL OF MINUTES a. Approval of Minutes from the March 27, 2017 Meeting MOTION: Commissioner Anna Piercy offered a Motion, seconded by Commissioner Jerry O'Keefe AND MOTION CARRIED (Vote: 6-0, Abstained: Anthony Al -Jamie, Taline Cole and Matthew Hicks; Absent: Paul Anderson, Pepe Avila, Julia Erdkamp, Yanni Guo, Brian O'Neal and ITEM NO. 03 Anaheim Sister City Commission May 22, 2017 Page 2 Jeanne Tran) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on March 27, 2017 as presented. b. Approval of Minutes from the April 24, 2017 Meeting MOTION: Commissioner Lori Dinwiddie offered a Motion, seconded by Commissioner Jerry O'Keefe AND MOTION CARRIED (Vote: 7-0, Abstained: Debbie Julian and Anna Piercy; Absent: Paul Anderson, Pepe Avila, Julia Erdkamp, Yanni Guo, Brian O'Neal and Jeanne Tran) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on April 24, 2017 with the following corrections: On Page 2, Paragraph IV, correct first sentence to begin with Commissioner Jackie Filbeck, not Katie Filbeck. On Page 5, correct Mrs. O'Keefe's first name to Jeri. III. APPROVAL OF TREASURER'S REPORTS Chair Debbie Julian presented the Treasurer's Report dated May 19, 2017 and noted that since the last report, six airline tickets had been purchased for the outbound students, leaving the current balance at $14,817.09. MOTION: Commissioner Anna Piercy offered a Motion, seconded by Commissioner Lori Dinwiddie AND MOTION CARRIED (Vote: 9-0, Absent: Paul Anderson, Pepe Avila, Julia Erdkamp, Yanni Guo, Brian O'Neal and Jeanne Tran) that the Anaheim Sister City Commission does hereby approve the Treasurer's Report dated May 19, 2017. IV. 2017 INBOUND/OUTBOUND STUDENT EXCHANGE PROGRAMS Vice Chair Anthony Al -Jamie noted there is an issue with the airline tickets. The flights were booked, but there was some confusion as to where they wanted to land. Though Vice Chair Al -Jamie requested to land at the Narita Airport, the flights were booked to the Haneda Airport, not Narita. Haneda to Mito is an hour and fifty minutes and Narita to Mito is an hour and twenty minutes by bus, so it's an extra thirty minutes for them which is a hassle for Mr. Wang. Vice Chair Al -Jamie contacted the travel agency and explained what had happened, and though they admitted it was their mistake and they were sorry for the misunderstanding, the problem is that they do not have direct flights on Delta to Narita. The only way for them to fix it, is to put them on a flight from LA to Seattle to Narita, which is even worse. Vice Chair Al -Jamie is expecting a call back from the manager of the travel agency. He anticipates that they are going to Anaheim Sister City Commission May 22, 2017 Page 3 offer to transport the students from Haneda to Narita or Haneda to Mito, one of the two, whichever Mr. Wang prefers. The Commission agreed that the best option was to stay with the direct flight and have the students transported from the airport to Mr. Wang's preference. Commissioner Lori Dinwiddie announced they selected the chaperones for the 2017 Outbound Student Exchange Program; they are Jennifer Sasai, Assistant Principal at Brookhurst Jr. High School and Melody Hirayama, Japanese teacher at Loara High School. Katie Filbeck gave feedback for the 2017 Inbound Student Exchange Program. She requested booking the rooms at the Downtown Community Center for the entire week, if possible. Kimberly Kelemen explained they are not able to book the same room all day for the whole week. They have several contracts in place with different groups, classes, senior activities, and many different things going on every day. She has asked the supervisor to book everything he can that is open and available and then they will do their very best to try to make it consistent. Katie noted the students had a lot of fun at the Orange County Fair. She received postcards from students thanking her for how much fun they had at the fair. This year, she would recommend additional pre -planning with more commissioners volunteering that day so that they can break up in smaller groups. Commissioner Filbeck added that Commissioner Pepe Avila was able to get them free admission to the fair and was wondering if he would be able to do that this year. Chair Julian is going to reach out to him and get back to Commissioner Filbeck. Commissioner Filbeck indicated the students really enjoyed the Packing House last year and asked if City staff would be able to pay for their lunch with a credit card. Kimberly Kelemen confirmed that staff would be available to do that. It was further noted that they would need transportation to the beach (one-way), to the fair (to and from), and to Disneyland (to and from). Commissioner Mark Lopez asked when the subcommittee anticipates having an itinerary for the program. Commissioner Filbeck responded they would definitely have a set schedule by the Commission meeting in June. Anaheim Sister City Commission May 22, 2017 Page 4 Commissioner Filbeck indicated she still needs items for the goody bags they hand out to the inbound students. So far, they have Angel's sweatshirts, hats and bags. She stated anything Disney would be great, especially pins and kindness tokens from Mayor Tait. Chair Julian is going to reach out to Commissioner Avila to see what he has been able to collect. Commissioner Filbeck also reminded staff that the chaperones would be needing gifts to take to Japan and give them to dignitaries, principals and shuttle drivers. There the Disney pins were the biggest hit last year. Katie noted that in order to finalize the schedule, she needs the dates for the day at Disneyland, the Angel game and the tour of the fire station. An email communication will be sent out when the dates for those events are finalized so that they can finalize the schedule. V. VITORIA-GASTEIZ ANNIVERSARY Kimberly Kelemen spoke to Greg Garcia. He reached out to his contact at Vitoria-Gasteiz and did not hear back. He is going to reach out to them again. He would like the Commission to come up with ideas of what they would like to do to celebrate the 301' anniversary in 2018. It could be hosting a delegation in Anaheim, or sending a delegation from Anaheim to Vitoria-Gasteiz. Since the Commission is unsure of the outcome of the restructure of the Sister City Commission, they are not comfortable planning for something they may or may not be part of and would prefer to table this until there is a more definitive answer. VI. CHINA There was no update available on this item. VII. AD HOC SUBCOMMITTEE REVIEW & REPORTS a. Cultural/Government Exchange Subcommittee None. b. Marketing/Fundraising Subcommittee None. c. Economic Development Subcommittee None. Anaheim Sister City Commission May 22, 2017 Page 5 VIII. PUBLIC COMMENT David Bracey stated Sister Cities International, Southern California Chapter had its annual election of officers at their last meeting and he was pleased to report that Dr. Al -Jamie will be president for one more year. IX. COMMISSIONER COMMENTS Commissioner Mark Lopez reported that day would be his last day serving as a Sister City Commissioner because he was recently appointed to serve on the Budget Commission. He would be attending his first meeting on Wednesday that week. He added it has been a little over four years now and his time on the Commission has gone by really quick. It has been a pleasure and if anything comes up, he will be happy to help. X. STAFF COMMENTS Kimberly Kelemen had follow ups to report from the last meeting. The City will be able to provide a 13 -passenger van and a driver when the Commission needs it and noted she will need advanced notice to schedule it. The City will be able to play the 2016 Exchange Video on the local government channel. She just needs a copy of the video. The Commission will send it to Kimberly. She reported Greg Garcia confirmed the City's videographer would be able to make the video that the Commission has historically paid someone to do. The videographer may not be available for all of the events to take pictures or videos, but it is an option. Also, that the City would be able to create a promo video to recruit host families and chaperones for the future. It is not a requirement for chaperones to be City of Anaheim residents, preferable in an around that know the City, but it is not a requirement. It is acceptable for Commissioners to transport the students. XI. ADJOURNMENT There being no further business, the meeting was adjourned at 5:19 p.m. to Monday, June 26, 2017 at 4:00 p.m. at the Anaheim City Hall, 7th Floor, City Manager's Office Large Conference Room.