Lawrence Sister Cities Advisory Board
February 11, 2009 minutes
Approved March 11, 2009
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MEMBERS PRESENT: |
Bill Keel, Stuart Boley, Bob Schumm, Kathleen Hodge Linda Hyler, Jon Josserand, Andrew Tsubaki, Ken Albrecht, Michael Kennedy, Gina Ross, Kelly Herndon, Lynn Ground, Bob Moody |
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MEMBERS ABSENT: |
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STAFF LIAISON PRESENT: |
Cynthia Boecker |
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PUBLIC PRESENT: |
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The meeting was held in the city commission meeting room at City Hall at 5:30 on February 11, 2009.
Review of Minutes
The draft minutes from the January, 2009 meeting were distributed. Minutes were approved.
Review of Accounting Documents – Boley
Boley reviewed the monthly documents.
Boley made a motion to request an opinion from city staff and the city attorney’s office regarding whether student exchange programs need to be included in the accounting documents and IRS form 990 submissions. Some have expressed the opinion that these monies are not those of the Sister Cities Advisory Board and are held as custodians for the students and parents. Discussion occurred about the history of this issue. Cynthia Boecker will convene a group to discuss the precise question to be answered
Report from Friends of Hiratsuka (Tsubaki and Kennedy)
o The Committee met to discuss 2011 anniversary trip planning. The committee is still investigating issues associated with the possible participation of the Lawrence Children’s Choir. The committee is also investigating other scenarios in case the Children’s Choir cannot participate.
Report from Friends of Eutin (Albrecht and Keel)
o A meeting of the Friends of Eutin was held on February 9 at the Max Kade Center.
o Last year 15 students went each direction in the exchange. Again the students visited Chicago with the assistance of Graham Kreicker. This year was memorable because the visit coincided with the night of the US elections in November. 15 students came here. 15 went there last year. German students have annually visited Chicago via Kreicker. Visited Chicago night of election. Interest remains strong. Dollar is better this year.
o This year, the visit from Eutin will include the principal of one of the high schools in Eutin. The visit from Eutin will include the principal of the high school in Eutin. Albrecht is contacting Lawrence school officials to see if a participant can be encouraged.
o Interest in the KU summer language program seems strong. Anticipated group size is about ten.
o This is a five year anniversary year, and plans for the Lawrence delegation visit to Eutin plan for an arrival approximately May 29 in Eutin, and for presentation of a plaque for the Sparkasse in recognition of their long time support for exchange programs. The German American Evening is Tuesday. Departure on Wednesday.
o Marc Greenburg gave a report to the friends group on the Eutin Guitar Orchestra. A trio (?) will be visiting June 12-21st in Eutin for a series of six concerts.
o A new bank scholarship is being sponsored by the Volksbank
o The Eutin & Lubeck newspapers, which share common ownership, are sponsoring a six week long internship between the two papers.
o Eutin has established a second bank internship. In addition, the Eutin and Lubeck newspapers will be providing a new journalism internship of three weeks at each of the two newspapers.
Approval of Budget for 2009 (Hyler)
The budget as approved at last months meeting was distributed by Hyler.
Review of Scholarship Policies (Keel)
The revised draft of the scholarship policies was distributed and discussed. On a motion for approval, there was one vote to abstain, and one “no” vote. The revised policy is attached.
Keel also distributed a list of committee preferences for 2009. Keel requested that members who want their assignments to be changed to contact him. The list is attached.
Update on Iniades (Schumm & Hodge)
There will be a meeting of the developing Friends of Iniades group at 2:00 Sunday Feb 15 meeting at the Christilles home.
The meeting was adjourned. The next scheduled meeting of the Board is: March 11, 2009, 5:30 PM at City Hall Commission Chambers.
Lawrence Sister City Advisory Board Scholarship Policies
[revised 10 November 2004; revised 11 February 2009]
A. The stipend received annually from the City of Lawrence for student scholarships will be divided equally among the school exchange programs to offset program costs, effectively reducing the program fee for all student participants.
B. At the beginning of the fall semester, the Treasurer will determine the amount of scholarship money available to be awarded for the following summer. The total amount of scholarship money shall not exceed 25% of the available funds in the scholarship account at the beginning of the school year (on or about September 1).
C. Scholarships are awarded on the basis of student/family financial need and without regard to program equity (i.e., the same amount of money being awarded to students in each program).
D. Scholarship awards will be based on the following:
-- awards will be made on the basis of demonstrable financial need;
-- no award to an individual student may exceed 75% of the exchange program cost;
-- the actual amount of a scholarship award will be based on the following factors:
the financial need of the applicant,
the number of eligible applicants in a given year,
and the total amount available for scholarships;
-- prior awardees may not apply for a scholarship award for another exchange program.
E. Scholarship applications will be provided to the coordinators of each school exchange program at the beginning of the school year. Program coordinators will return completed applications to the chair of the scholarship committee by mid-November. Scholarship awards will be announced to each program director in early December.
F. The board may waive any of these policies to meet the special needs of an individual student.
Timeline:
early September Amount available for scholarships for the following summer determined.
mid-September Scholarship application sent to exchange program coordinators
September/October Scholarship applications distributed to students.
early November Applications returned to exchange program coordinators
mid-November Coordinators submit completed applications to scholarship chair.
early December Scholarship committee announces scholarship awards to coordinators.
Committee preferences for 2009 (Keel)
Keel distributed a list of committee preferences for 2009. Keel requested that members who want their assignments to be changed to contact him.
· Scholarships: Review applications for need-based scholarships for the student summer exchange trips and make recommendations for scholarship awards to the board. Bill Keel, Bob Schumm, Michael Kennedy
· Scholarship Fundraiser: Plan and organize a Fall Fundraiser for the scholarship fund, including soliciting sponsors, selecting the site and the program, and inviting Sister Cities members and the public to the event. Bob Moody, Lynn Ground, Kathleen Hodge, Lori Hutfles
· 20th Anniversary Exchange (Eutin 2009): Organize delegation from Lawrence to Eutin and plan events for delegation from Eutin. Ken Albrecht, Bill Keel, Stuart Boley, Graham Kreicker, Frank Baron☺
· 20th Anniversary Exchange (Hiratsuka 2010/2011): Organize delegation from Lawrence to Hiratsuka and plan events for delegation from Hiratsuka. Andrew Tsubaki, Michael Kennedy, Bob Moody, Linda Hyler, Gina Ross, Graham Kreicker☺
· New Sister City: Review inquiries regarding sister city affiliation with Lawrence and make recommendations to the board. Bob Schumm, Kathleen Hodge, Jon Josserand, Gina Ross, Lynn Ground
· Membership Event: Plan and organize the annual membership event for Sister Cities, if possible in conjunction with an event for one of the Friends’ groups, and, if appropriate, using the event as a vehicle to increase membership in Sister Cities by inviting the general public. Linda Hyler, Andrew Tsubaki, Kelly Herndon, Michael Kennedy, Ken Albrecht
· Public Relations: Kathleen Hodge, Bob Moody, Ken Albrecht, Kelly Herndon, Lori Hutfles