Lawrence Sister Cities Advisory Board
March 14, 2007 minutes
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MEMBERS PRESENT: |
Stuart Boley, Nancy Bjorge, Linda Hyler, Jon Josserand, William Keel, Michael Kennedy, Graham Kreicker, Bob Moody, Gina Ross, Bob Schumm, Andrew Tsubaki |
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MEMBERS ABSENT: |
Lynn Ground, Kathleen Hodge, Karen Swisher |
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STAFF LIASON PRESENT: |
Michael Tubbs |
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PUBLIC PRESENT: |
Lynn Chen from LHS, with Youth and Local Government Club, Jon Barta |
All documents presented and/or approved by the SCAB meeting tonight follow at the end of the meetings as requested by the Ross so that they are an official part of our records.
The meeting was called to order at 5:30 by Ross.
Kreicker moved Josserand seconded that the minutes from February be approved as corrected. Passed.
Moody had some questions regarding the following passage in the Organizational Structure of a Friend’s Group:
Duties of Officers:
President. The president shall preside at all meetings of the Friends Group; prepare an agenda and make it public at least one week of advance of the meeting.
The president is also expected to serve as a member of the Sister Cities Advisory Board and act as a liaison between the Board and the Friends Group.
Moody moved and Kreicker seconded that the passage read as follows:
The president or his/her designee is also expected to serve as a member of the Sister Cities Advisory Board and act as a liaison between the Board and the Friends Group.
Motion passed.
Schumm reported on the work and the meetings that had been done with the Friends of San Lorenzo. At this time, the Friends of San Lorenzo have withdrawn their interest in becoming a Sister City with Lawrence. Kreicker moved and Moody seconded that we accept the report and recommendations of the sub-committee’s report. Motion passed.
Ross reviewed the returned the mail from membership renewal. Members were emailed a list of current members of SC. Board members are strongly encouraged to join SC.
Boley reported that the Restricted Equity Subcommittee report will be presented in May.
Moody moved that we send out the current Hiratsuka newsletter via email when possible or via US mail when there is no email available. The letter will be sent out with the new Hiratsuka web site if it is working. If not that information will be removed. Schumm seconded. Motion passed.
Ross recognized Tsubaki and extended our congratulations to him on behalf of the SCAB at his honor of receiving the order of the Sacred Treasure. The award, given in the name of the Prime Minister of Japan, Mr. Shinzo Abe, was presented to Tsubaki by the Consulate General of Japan in January 2007. Congratulations! Details of that award are on the front page of the Hiratsuka newsletter.
Schumm moved that flowers, not to exceed $50, be sent to Patterson when the baby is born. Josserand seconded. Motion passed.
Jon Barta provided the committee with an overview of the website. He is waiting on others to provide him with the additional data to put on the site before it can go up.
Moody moved to adjourn. Schumm seconded. Motion passed.
Next meeting April 11.
Lawrence Sister Cities Advisory Board
Policy for the Organizational Structure of a Friends Group
Approved December 13, 2006
Amended March 14, 2007
Amended April 14, 2007
Policy Purpose:
A Friends Group should be an active organization of volunteers working to foster and further the relationship between the citizens of Lawrence and those of one of its Sister Cities.
Policy Guidelines:
A Friends Group should:
· elect officers,
· hold regular meetings,
· publish an agenda public at least one week prior to its meetings,
· record minutes of each meeting and make them public,
· maintain a mailing list,
· submit requests to the Lawrence Sister Cities Advisory Board for payment of authorized projects,
· publish a newsletter at least once a year,
· actively recruit students for exchange programs,
· build a network of resources to support programs such as home stay families,
· develop exchange opportunities in addition to student exchanges,
· conduct other activities as necessary that enhance relationships with the Sister City, and
· invite the Board to all meetings and other events.
Duties of Officers:
President. The president shall preside at all meetings of the Friends Group; prepare an agenda and make it public at least one week in advance of the meeting.
The president or his/her designee is also expected to serve as a member of the Sister Cities Advisory Board and act as a liaison between the Board and the Friends Group.
Secretary. The Secretary shall keep an accurate record of the proceedings of the meetings of the Friends Group; maintain and preserve the records of the Friends Group.
Resources:
To assist the Friends Group in successfully fulfilling their responsibilities, the Sister Cities Advisory Board will:
· raise funds for scholarships;
· annually award scholarships;
· transfer the City of Lawrence exchange trip stipends to the appropriate account;
· provide guidelines and funding for exchange activities;
· support Friends events with board attendance; and
· foster a community environment supportive of Sister Cities’ relationships.
Guidelines for the Selection Procedure of Student Applicants
Approved February 14, 2007
Guidelines Purposes:
The student selection procedure should be as fair as possible and students should know the standards by which they are selected. The purpose of the guidelines is to aid those who select the students applying for the Lawrence Sister Cities’ travel programs to Eutin, Germany and Hiratsuka, Japan.
The selection of students for exchanges trips will generally be made by the chaperones of that trip, and representative(s) from the appropriate Friends group.
Possible Rubric for Friends Groups |
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Student: |
School: |
Grade: |
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Phone: |
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Evaluator: |
Date: |
Gender: |
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Item |
Score (1-4) |
Notes |
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Application accurately completed on time |
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1st or Repeat trip |
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Age of Student |
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Activities |
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Letters of referenced |
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Input from adults |
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Essay |
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GPA |
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Attendance @ sessions |
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Scholarship? |
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Travel experience |
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Summary / Recommendation Rating |
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Lawrence Sister Cities Advisory Board
Policy for Funding Cultural Exchanges
Approved December 13, 2006
Sister Cities Mission: The purpose of the Board is to seek, support, coordinate, foster and develop sister city exchange programs of an educational or charitable nature. Source: Sister Cities Advisory Board Bylaws, Article I. Section 2.
Policy Purpose: The Sister Cities Advisory Board strives to foster educational exchange programs focused on cultures native to our Sister Cities and to empower the Friends Groups to pursue additional programs and exchanges related to these purposes.
Policy Guidance: The purpose of this policy is to establish the guidelines to be used by the Sister Cities Advisory Board in providing financial support for these programs through its several Friends Groups.
The Sister Cities Advisory Board supports and encourages the ongoing functioning of the Sister Cities Friends Groups in executing the educational exchange programs as well as creating, prioritizing, and underwriting requests for related exchanges and ancillary requests. Friends Groups will be the primary group responsible for responding to and funding these requests. Friends Groups shall recruit members, elect officers, conduct public meetings on a regular basis, and submit minutes to the Sister Cities Advisory Board. It is anticipated that the Friends Groups will maintain the closest working ties with individuals in the Sister Cities programs and therefore shall be the entities to receive and make determinations regarding requests for support of educational exchanges and related and ancillary programs, within the amounts available to them.
Process: The Sister Cities Advisory Board will make an annual allocation of operating funds to the Friends Groups for the purpose of supporting their exchanges of programs and activities native to the cultures in our Sister Cities and in Lawrence, KS. The allocation will be made once each year during the board’s budget process in November.
Principles: In responding to requests for exchanges, similar supportive programming, and other ad-hoc requests for support, the Friends Groups should be guided by the following principles and priorities:
AGREEMENT FOR THE USE OF SISTER CITIES ADVISORY BOARD FUNDS
This Agreement is entered into between the Sister Cities Advisory Board, (hereafter “Board”) and Kari Paludan (hereafter the “Recipient”), on this 1 day of March 2007, for the purpose of establishing certain conditions on the receipt, expenditure and use of Board funds received by the Recipient.
I. Use of Board Funds
As a condition of the receipt of Board funds amounting up to $1,250 during board budget year 2007, the Recipient hereby agrees to use and expend all such funds pursuant to:
A. All applicable federal, state, and local laws;
B. Monies shall be expended for such purposes as the Board determines. The purpose of this trip is to celebrate the 750th anniversary of Eutin, Germany, and thus continue to foster and develop sister city cultural exchange.
C. Recipient warrants that funds will be used for the purpose of traveling to the City of Eutin, Germany to perform free of charge in any occasion as arranged by Eutin's City Officials and by the Eutin-based group "Friends of Lawrence" associated with the celebration of Eutin’s 750th anniversary. The funds will be used to reimburse recipient for the airfare to Eutin, Germany; ground transportation expenses to and from the airport and U. S. point of departure associated airport parking expenses. While in Eutin, and during the period of performance, the funds may also be expended for any lodging and transportation expenses not provided by the Eutin-based group "Friends of Lawrence.”
D. Recipient warrants that he/she will not conduct any additional performance for fee in Eutin, Germany, or any other city in Europe during the duration of the trip reimbursed by the Board.
E. Expenses will not be reimbursed for alcoholic beverages, personal entertainment or lodging charges other than normal room and fees.
F.This trip must be completed in 2007.
II. Independent Contractor
The Recipient further agrees that it is an independent contractor of the Board, and that the employees, agents, and vendors of the Recipient are not employees of the Board.
III. Disbursement of Funds
The Recipient shall request disbursement of funds as follows:
A. Requests for disbursements shall be made by the Recipient in writing,
IV. Reporting Requirements
The Recipient shall provide written reports to the Board as follows:
A. A written report shall be due no later than three months after the completion of the activity and shall include a description of the progress made towards meeting the goals and outcomes described in section I of this agreement.
V. Access to Financial Records
In addition, the Recipient shall provide the Board with reasonable access to financial records concerning the expenditure of Board funds.
VI. Withholding of Payment
The Board shall retain the authority to withhold any and all payments to the Recipient if, in the sole judgment of the Board, the proposed or continued use of the funds violates the terms of this Agreement, any applicable law, or is contrary to the appropriate use of public funds.
THE UNDERSIGNED, DULY REPRESENTING THE Recipient OF THIS AGREEMENT, HEREBY AGREES TO THE CONDITIONS OF THIS AGREEMENT FOR THE RECEIPT, EXPENDITURE AND USE OF CITY FUNDS:
Signature: _________________________________________________________________
Print Name and Title: ___________________________________________________________
STATE OF KANSAS
COUNTY OF DOUGLAS
The foregoing Agreement was acknowledged before me this ___________ day of ____________, 2007 by __________________________________, representing ____________________________________ as the Independent Agency of this Agreement. In testimony whereof, I have hereunto set my hand and affixed my official seal on the day and year last above written.
________________________
Notary Public
My commission expires: ______________
THE UNDERSIGNED FOR THE SISTER CITIES ADVISORY BOARD:
Signature: _______________________________________________________________
Printed Name and Title: _____________________________________________________
STATE OF KANSAS )
COUNTY OF DOUGLAS )
The foregoing Agreement was acknowledged before me this ___________ day of _____________, 2007 by ____________________, representing the City of Lawrence, Kansas. In testimony whereof, I have hereunto set my hand and affixed my official seal on the day and year last above written.
____________________________
Notary Public
My commission expires: _______________
AGREEMENT FOR THE USE OF SISTER CITIES ADVISORY BOARD FUNDS
This Agreement is entered into between the Sister Cities Advisory Board, (hereafter “Board”) and Melanie Hadley (hereafter the “Recipient”), on this 1 day of March 2007, for the purpose of establishing certain conditions on the receipt, expenditure and use of Board funds received by the Recipient.
VI. Use of Board Funds
As a condition of the receipt of Board funds amounting up to $1,250 during board budget year 2007, the Recipient hereby agrees to use and expend all such funds pursuant to:
A. All applicable federal, state, and local laws;
B. Monies shall be expended for such purposes as the Board determines. The purpose of this trip is to celebrate the 750th anniversary of Eutin, Germany, and thus continue to foster and develop sister city cultural exchange.
C. Recipient warrants that funds will be used for the purpose of traveling to the City of Eutin, Germany to perform free of charge in any occasion as arranged by Eutin's City Officials and by the Eutin-based group "Friends of Lawrence" associated with the celebration of Eutin’s 750th anniversary. The funds will be used to reimburse recipient for the airfare to Eutin, Germany; ground transportation expenses to and from the airport and U. S. point of departure associated airport parking expenses. While in Eutin, and during the period of performance, the funds may also be expended for any lodging and transportation expenses not provided by the Eutin-based group "Friends of Lawrence.”
D. Recipient warrants that he/she will not conduct any additional performance for fee in Eutin, Germany, or any other city in Europe during the duration of the trip reimbursed by the Board.
E. Expenses will not be reimbursed for alcoholic beverages, personal entertainment or lodging charges other than normal room and fees.
F.This trip must be completed in 2007.
VII. Independent Contractor
The Recipient further agrees that it is an independent contractor of the Board, and that the employees, agents, and vendors of the Recipient are not employees of the Board.
VIII.Disbursement of Funds
The Recipient shall request disbursement of funds as follows:
B. Requests for disbursements shall be made by the Recipient in writing,
IX. Reporting Requirements
The Recipient shall provide written reports to the Board as follows:
B. A written report shall be due no later than three months after the completion of the activity and shall include a description of the progress made towards meeting the goals and outcomes described in section I of this agreement.
X. Access to Financial Records
In addition, the Recipient shall provide the Board with reasonable access to financial records concerning the expenditure of Board funds.
VI. Withholding of Payment
The Board shall retain the authority to withhold any and all payments to the Recipient if, in the sole judgment of the Board, the proposed or continued use of the funds violates the terms of this Agreement, any applicable law, or is contrary to the appropriate use of public funds.
THE UNDERSIGNED, DULY REPRESENTING THE Recipient OF THIS AGREEMENT, HEREBY AGREES TO THE CONDITIONS OF THIS AGREEMENT FOR THE RECEIPT, EXPENDITURE AND USE OF CITY FUNDS:
Signature: _________________________________________________________________
Print Name and Title: ___________________________________________________________
STATE OF KANSAS
COUNTY OF DOUGLAS
The foregoing Agreement was acknowledged before me this ___________ day of ____________, 2007 by __________________________________, representing ____________________________________ as the Independent Agency of this Agreement. In testimony whereof, I have hereunto set my hand and affixed my official seal on the day and year last above written.
________________________
Notary Public
My commission expires: ______________
THE UNDERSIGNED FOR THE SISTER CITIES ADVISORY BOARD:
Signature: _______________________________________________________________
Printed Name and Title: _____________________________________________________
STATE OF KANSAS )
COUNTY OF DOUGLAS )
The foregoing Agreement was acknowledged before me this ___________ day of _____________, 2007 by ____________________, representing the City of Lawrence, Kansas. In testimony whereof, I have hereunto set my hand and affixed my official seal on the day and year last above written.
____________________________
Notary Public
My commission expires: _______________
Memorandum
Sister Cities Advisory Board
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TO: |
Sister Cities Advisory Board |
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FROM: |
Third Sister City Subcommittee members Bob Schumm, Chair Lynn Ground Kathleen Hodge Jon Josserand Gina Ross |
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CC: |
Lisa Patterson, City of Lawrence, Communications Manager |
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Date: |
February 21 |
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RE: |
Update on work with Friends of San Lorenzo |
The Third Sister City Subcommittee has been working with the Friends of San Lorenzo to gain an understanding of the city and its potential as a Sister City to Lawrence. The following report is intended to recap the subcommittee’s efforts and summarize the outcome of the work.
I. Project Description.
Based on a past community survey, the Sister Cities Advisory Board is aware that a Spanish speaking Sister City is of interest to the community. In February 2008, the Board learned of the Kansas Paraguay Partners and the relationship of Lawrence community members with citizens of San Lorenzo, Paraguay.
The Third Sister City Subcommittee, a standing Board committee, began examining the San Lorenzo relationship in the summer of 2006 to learn if there was a fit for the next Lawrence Sister City. The Third Sister Cities Subcommittee is charged with making a recommendation to select a future Sister City, a decision that will affect our community for a long time. The subcommittee’s goal is to recommend a city for a relationship that will benefit the Lawrence community both annually and over the long-term.
II. Project Description/History.
In the past, the Board and subcommittee has worked on other potential Sister Cities including an Irish, Spanish and French city. During these explorations, the efforts of the subcommittee to analyze a future Sister City have focused on five main criteria:
III. Project Timeline.
February 8, 2006 – Kansas Paraguay Partners introduced at Sister Cities Advisory Board meeting. (minutes attached)
June 2006 – Board Chair Gina Ross sends greetings letter to Mayor of San Lorenzo
August 16, 2006 – Subcommittee meets and reviewed the information that needs to be collected when considering a Third Sister City
August 26, 2006 – the Subcommittee’s questions are sent to the Friends of San Lorenzo (see attached)
October 30, 2006 – Friends of San Lorenzo made presentation to Subcommittee (see attached)
November 20 – Subcommittee met to discuss Friends presentation and the elements of a Third Sister City
December 8, 2006 – Subcommittee’s memo on items for additional information is sent to Friends of San Lorenzo
January 16, 2007 – Subcommittee receives San Lorenzo e-mail indicating a decision to not go ahead with the Sister Cities program at this time
February 3, 2007 - Subcommittee met with John Poertner of Friends of San Lorenzo to discuss timing and next steps
February 13, 2007 – John Poertner of Friends of San Lorenzo indicated the group decided not to seek Sister City status
IV. Project Status.
The subcommittee has learned that the Friends of San Lorenzo have decided not to seek Sister City status. The subcommittee’s recommends
1. seeking a Spanish-speaking Sister City using other contacts and connection.
2. Contacting the Friends of San Lorenzo and asking to continue the work
3. Some other action
V. Action Request.
The subcommittee requests the Sister Cities Advisory Board accept this report on the status of the discussion of Friends of San Lorenzo and include the report in the Board’s minutes.
Attachments:
Sister Cities Agenda_Queries Meeting with Friends San Lorenzo 082306
Sister Cities Third Sister City Subcommittee Memo to Friends of San Lorenzo 120706
Material from Friends of San Lorenzo presented at Oct. 30, 2006 meeting