Lawrence Sister Cities Advisory Board
November, 12 2008 minutes
Approved December 8, 2008
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MEMBERS PRESENT: |
Linda Hyler, Jon Josserand, Bob Moody, Andrew Tsubaki, Ken Albrecht, Michael Kennedy, Lori Hutfles, Kathleen Hodge, Gina Ross, Kelly Herndon, Bill Keel, Stuart Boley, Bob Schumm |
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MEMBERS ABSENT: |
Andrew Tsubaki, Lynn Ground |
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STAFF LIAISON PRESENT: |
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PUBLIC PRESENT: |
Friedeman Eisert |
Chair Keel announced the presence of a quorum.
Minutes
Minutes of the October regular meeting and October special meeting were approved.
Intoduction of Guests
Friedeman Eisert, the longstanding coordinator and frequent sponsor of the exchange program with Eutin, was introduced. He reported on a tragic fire which destroyed the lakeside residence of Alo and Susanne Kuehner, a couple very active with the “Friends of Lawrence” organization in Eutin. Many people from Lawrence have been hosted by this couple and had stayed in this residence. No injuries occurred. Ken Albrecht will send a card from the board to the Kuehner’s expressing our sadness and good wishes for rebuilding the home.
Finances
The Board accepted the financial documents for September and October.
Boley distributed a new statement of current fund balances and answered questions. Several board members pointed out the progress made in accounting efforts and commended Boley for his continuing work in this matter.
Friends of Hiratsuka
Kennedy announced that the application process for Hiratsuka students had concluded for the year. There were a higher number of applicants than usual. Each of the 44 applicants were personally interviewed. Twenty students were selected. Kennedy estimated that three or four students may be seeking scholarship aid. Of the applications, most were from junior high students, a few from senior high. He estimated one or two from seventh grade students, a few from tenth grade students, and the bulk from eighth and ninth grade students.
Because of what might be light demand on the scholarship fund this year, Boley suggested that we might want review our expenditure policies in this matter. Schumm reviewed the history of the “25% guideline.”
Herndon reminded the group of the need to determine how to apportion the costs of the Membership Event/Hiratsuka Farewell meeting. The board approved a motion to divide the costs of the event evenly between the Hiratsuka trip account and annual membership meeting accounts, each for $750.01. This is consistent with the board’s past practice of combining a farewell event with an annual meeting.
2009 Scholarships
Friedemann Eisert and Cathy Hilliard will be contacted about the submission of scholarship applications so that the scholarship committee can make its recommendations for 2009 at the December board meeting
Preparation of Budget
Hyler distributed her draft budget for the upcoming year. The majority of the meeting involved discussion on the budget. A number of suggestions were made. Hyler will prepare a refined budget for continuation of board discussion at the December meeting.
Membership Update Mailing
Keel reported that the membership mailing to current members was in process and would be completed in the next couple of weeks. He hopes that we can also send out membership forms to others in the future, including parents of exchange students and past members.
Meeting adjourned.