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Sister City 2017/04/24CITY OF ANAHEIM SISTER CITY COMMISSION COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: STAFF PRESENT: GUESTS PRESENT: MINUTES April 24, 2017 Anthony Al -Jamie, Paul Anderson, Taline Cole, Lori Dinwiddie, Jackie Filbeck, Matthew Hicks, Mark Lopez, Jerry O'Keefe and Jeanne Tran Pepe Avila, Julia Erdkamp, Yanni Guo, Debbie Julian, Brian O'Neal and Anna Piercy Kimberly Kelemen, Community Services Maggie Solorio, City Manager's Office David Bracey, Anaheim University Teri O'Keefe, Anaheim Resident Agenda Posting A complete copy of the Anaheim Sister City Commission Agenda was posted on Friday, April 21, 2017 at 2:30 p.m. at Anaheim City Hall. Public Input: Vice Chair Anthony Al -Jamie 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 Vice Chair Anthony Al -Jamie called the meeting of the Anaheim Sister City Commission (ASCO) to order at 4:13 p.m. on Monday, April 24, 2017 at the Anaheim City Manager's Office, City Hall, 200 S. Anaheim Blvd., 7th Floor, Anaheim, California. IL APPROVAL OF MINUTES The consideration to approve the March 27, 2017 Sister City Commission minutes was continued to the May 22, 2017 meeting because there were not enough commissioners present at the meeting that were in attendance at the March 27 meeting to represent a quorum. Anaheim Sister City Commission April 24, 2017 Page 2 III. APPROVAL OF TREASURER'S REPORTS Vice -Chair Anthony Al -Jamie presented the Treasurer's Report dated April 20, 2017 and noted that the $6,000 contribution from the 2017 outbound students had been received and deposited and that there had also been a $180 meet and greet expense reimbursed to Commissioner Lori Dinwiddie, leaving the current balance at $20,236.07. MOTION: Commissioner Matthew Hicks offered a Motion, seconded by Commissioner Mark Lopez AND MOTION CARRIED (Vote: 8-0, Absent: Pepe Avila, Julia Erdkamp, Yanni Guo, Debbie Julian, Brian O'Neal, Anna Piercy and Jeanne Tran) that the Anaheim Sister City Commission does hereby approve the Treasurer's Report dated April 20, 2017. IV. 2017 INBOUND/OUTBOUND STUDENT EXCHANGE PROGRAMS a. Introduce Katie Filbeck and Obtain Her Feedback for the 2017 Inbound Student Exchange Program Commissioner Jackie Filbeck reported Katie Filbeck was not able to attend the meeting that day due to work obligations, but Commissioner Filbeck reviewed the 2016 schedule with Katie and has recommendations for the 2017 Inbound Student Exchange Program. They would like to maintain Monday and Tuesday with very light activities because they are still recovering from the trip. On the first day, they have a class time, they visit the fire station, and they eat lunch at In -n -Out and spend the rest of the day at the community center. The next day, they visit the Friendship Garden, they look at the display case on the first floor of City Hall, and they meet the Mayor and get a tour of the Council Chambers. Commissioner Filbeck further advised they really need a room at the Downtown Community Center from Monday through Friday because they are constantly coming in and out and they need a safe place to leave their belongings. Kimberly Kelemen informed the Commission it is not possible to have a room all day for the entire length of the inbound students' stay at the Downtown Community Center. That center is one of the busiest centers they have throughout the City. She suggested getting a copy of the program for the student's stay so that she can work with the supervisor that oversees the community center and they will do their absolute best to find a room and lock some things down the best they can, but they can't hold a room all day all week. They just do not have that ability; they have contracts in place and user groups that use that facility throughout the week. Commissioner Filbeck mentioned there was an issue with WIFI the year before when Katie tried to show the students an informational video clip and Anaheim Sister City Commission April 24, 2017 Page 3 Kimberly assured her that staff would make themselves available to test the WIFI ahead of time to make sure everything works. Continuing with the recommendations for the 2017 Inbound Student Exchange, Commissioner Filbeck stated they want to keep the Anaheim focus and the history. They recommend keeping Disney Day and to start late the following day and have lunch at the Packing House. In the past, the City has paid for this lunch with a credit card and they would like to Kimberly to make those arrangements again. That is also a good day to visit the Mito Bridge and to go to the beach with campfire experience. In the past, the students have also enjoyed having a few hours to shop at the Resort and to learn to make flower arrangements. They also recommend getting a suite at Angel stadium for one of the Angel games or sitting together at field seats. Katie recommended getting tickets to the Angel's game on Friday, August 4 or Tuesday, August 1. Commissioner Filbeck stated they would like to keep all those activities in place. Last year they took the students to the Orange County Fair and that worked out, but they had to keep everyone together and it was a little more difficult to manage. Commissioner Filbeck asked if anyone has any ideas to include in the program, to share them with her in the next few weeks. She will work with Katie and Commissioner Dinwiddie to set a tentative schedule and share it at the May ASCC meeting. b. Review 2016 Inbound/Outbound Expenses The Commission did not discuss this item. c. Discuss Transportation for Inbound Student Exchange Commissioner Filbeck advised they are going to need transportation for the inbound students to go to Disneyland, the Mito Friendship Bridge at Anaheim Shores and the beach and possibly another event. d. Discuss Videographer for Inbound Student Exchange Commissioner Filbeck stated the cost to have a videographer is $500.00. The students get copies to take home with them and the video can be used as a promotional for the program. Commissioner Jeanne Tran stated though the 3 -minute videos taken at the prior years have been great, they are too long for a promotional. If they are going to use the video as a promotional, it needs to be 30 to 45 seconds at the maximum. Anaheim Sister City Commission April 24, 2017 Page 4 Commissioner Filbeck stated all prior videos have played on Channel 3, except the 2016 video. She sent copies to staff twice and it just never got anywhere. Commissioner Filbeck is going send Kimberly Kelemen a link to the 2016 video. Commissioner Taline Cole stated unless there is going to be a specific use for the 2017 video, she would not support the video, but a cd of pictures instead. It is a lot of money to waste. Commissioner Hicks expressed this may not be the best promotional video because it sounds like it is more of a keepsake and thought maybe the City's video person can help create a promotional video for the Commission. Some of those images from this visit can be used to create it with Commissioners or people taking about the need for homestay parents. Commissioner Taline asked whether the Commission had received any applications from potential host families and Commissioner Dinwiddie responded she had received an application from Thu Vu, an Anaheim resident. e. Finalize Chaperone Application for Outbound Student Exchange Commissioner Jeanne Tran stated the chaperone application has been finalized; the only thing that they need to include is a deadline to submit the application. Commissioner Mark Lopez noticed that two of the Commissioner names listed on the left side margin of the application were not in alphabetical order and asked staff to switch the names. The question was raised if anyone from the Commission was interested in going to Mito as a Chaperone. Because not everyone from the Commission was present, Commissioner Tran is going to follow up with an email to the entire Commission asking if anyone is interested. If no one shows interest then the Commission will reach out to other prospective candidates. V. VITORIA-GASTEIZ ANNIVERSARY Kimberly Kelemen spoke to Greg Garcia regarding this and Greg would like for the Commission to come up with ideas of what they would like to do to celebrate the 301' anniversary. It could be hosting a delegation in Anaheim, or sending a delegation from Anaheim to Vitoria-Gasteiz or planting a tree, etc. Anaheim Sister City Commission April 24, 2017 Page 5 The Commission is going to consider this and share ideas at the May 22 ASCC meeting. VI. AD HOC SUBCOMMITTEE REVIEW & REPORTS a. Cultural/Government Exchange Subcommittee Commissioner Lori Dinwiddie inquired how the Commission would be paying for the outbound flights. She asked if the City could purchase the tickets and then get reimbursed through the Anaheim Community Foundation (ACF). Kimberly Kelemen responded the account with ACF does not have the ability to purchase the tickets because they do not have a debit card, though they would be able to write a check with an invoice. Vice -Chair Al -Jamie advised they could have the travel agency send the City an invoice. Kimberly is going to confirm that the foundation is able to issue a check and will follow up with Vice -Chair Al -Jamie. b. Marketing/Fundraising Subcommittee Chair Debbie Julian sent Vice -Chair Al -Jamie an email stating she is working on fundraising ideas, trying to help offset the cost for both the inbound and outbound student exchange and will have a report in the next couple of weeks. c. Economic Development Subcommittee None. VII. PUBLIC COMMENT Commissioner Jerry O'Keefe introduced his wife Jeri O'Keefe. David Bracey gave an update on the Sister Cities International annual Youth Leadership Summit that is going to take place in July in Virginia Beach. SoCal Sister cities extended the deadline to apply for a scholarship to May 1. This is a 4 -day event with special speakers and they have a diplomatic simulation moderated by the US Diplomacy Center. The scholarship covers the registration fees and the accommodations to attend while the youth will need to cover the cost of airfare. If anyone wants to apply there is scholarship application on the SoCalSisterCities.org website, this is for youth ages 14 to 18. Anaheim Sister City Commission April 24, 2017 Page 6 Vice -Chair Al -Jamie asked if the Commission knew of anyone that would be interested in applying. The Commission suggested opening the opportunity to the students who participated in the 2016 outbound exchange. Vice -Chair Al -Jamie is going to contact the outbound students and extend an invitation for them to apply. VIII. COMMISSIONER COMMENTS Vice -Chair Al -Jamie reported that immediately following the Commission meeting that evening he and Commissioner Jeanne Tran are going to conduct a proper etiquette training session to the six outbound students that are going to Mito, Japan in June. IX. STAFF COMMENTS None. X. ADJOURNMENT There being no further business, the meeting was adjourned at 5:25 p.m. to Monday, May 22, 2017 at 4:00 p.m. at the Anaheim City Hall, 7th Floor, City Manager's Office Large Conference Room.