City of Lawrence

Lawrence Sister Cities Advisory Board

November 10, 2004 minutes

MEMBERS PRESENT:	Nancy Bjorge, Stuart Boley, Linda Hyler, Bill Keel, Graham Kreicker, Beth Reiber, Gina Ross, Bob Schumm, Andrew Tsubaki
MEMBERS ABSENT:	Kathleen Hodge, Sheila Immel, Jon Josserand, Mike Kennedy, Karen Swisher
LIASON PRESENT:	Lisa Patterson
PUBLIC PRESENT:	David Corliss, Assistant City Manager and City Staff Attorney

Kreicker called the meeting to order at 5:35 pm.

Ross moved to approve the minutes of the 10/06/04 meeting. Seconded by Hyler and passed unanimously.

Treasurer, Boley, presented copies the IRS returns and annual Compilations for the years 2001, 2002, 2003, and also the Compilation for the first six months of 2004, which took over seven months of work by the City’s auditing firm, Lowenthal, Singleton, Webb & Wilson. Boley reviewed details of the reports and explained that although the IRS had received our documents they had not yet advised us that they were approved. Upon questioning, Boley stated that the cost of the compilations and filings came to $4,400.

Hyler asked where our copies of the compilations and filings would be kept. Boley stated that one set would be turned over to Patterson to be kept at City Hall and one set would be kept by Kreicker until our permanent record storage facility has been designated.

Boley stated that, with all checks cleared, he will close the U.S. Bank account as previously agreed to by the Board.

Boley reported that the previously approved subcommittee on financial matters will consist of Advisory Board Members Ross, Keel, Hyler and Boley and also Lisa Patterson representing the city.

Ross moved that we transfer $223.24 from the Friends of Hiratsuka special account to the operating funds account to replenish funds from that account that were expended in conjunction with visitors from Hiratsuka. Seconded by Hyler and passed unanimously.

Schumm moved to change the signatories on the Intrust Bank account from Hodge and Schumm to Keel and Boley. Seconded by Ross and passed unanimously. A copy of the minutes of this meeting showing this action will be provided to the bank by Schumm.

David Corliss, Assistant City Manager and City Staff Attorney, gave a very informative and helpful presentation on the Kansas Open Meetings Act and related legislation, and the ways the law impacted on our procedures and communications. Each attendee received appropriate handouts covering the salient points.

Boley outlined the relationship between our Board and the two Friends organizations as established in the City ordinance that created our Board. This relationship will be a key element in bringing our operations into concurrence with our present IRS exemption or reaching a decision to have the IRS modify the status of our exemption.

Boley stated that he wishes to relinquish the role of Treasurer at the end of the year and outlined the need to hire a professional bookkeeping service to handle the monthly activities of the Board and to maintain our records in a way that will speed and simplify the preparation of compilations and tax filings. Schumm moved to hire a bookkeeping service to handle the accounting matters AND also to handle the membership roster, renewals, etc. Seconded by Hyler and passed unanimously.

Tsubaki reported on the establishment of the Greater-Kansas City-Japan Council that will help fill the vacancy created by the closing of the Japanese Counsel General office in Kansas City. Our Board will be part of the new council that has no costs involved.

Tsubaki gave a preview of the official delegation trip to Hiratsuka next May & June and urged members to sign up early so that plans can be completed in a timely manner.

Keel reported on the sequence of scholarship qualification activities that is just beginning and which will lead to the board getting scholarship funding recommendations at the December 8^th meeting.

At 7:05 it was moved by Boley that we adjourn. Seconded by Keel and passed unanimously.