Lawrence Sister Cities Advisory Board
March 11, 2009 minutes
Approved April 8, 2009
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MEMBERS PRESENT: |
Bill Keel, Stuart Boley, Bob Schumm, Jon Josserand, Andrew Tsubaki, Ken Albrecht, Michael Kennedy, Gina Ross, Kelly Herndon, Bob Moody, Lori Hutfles |
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MEMBERS ABSENT: |
Kathleen Hodge, Linda Hyler, Lynn Ground |
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STAFF LIAISON PRESENT: |
Lisa Patterson |
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PUBLIC PRESENT: |
Dennis and Karen Christilles
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The meeting was held in the city commission chambers at City Hall at 5:30 on March 11, 2009. Chair Keel announced the presence of a quorum.
Introduction of guests:
Dennis and Karen Christilles were in attendance, and gave a report as part of Schumm’s committee report.
Review of Documents:
Minutes from the February meeting were approved as corrected.
Accounting documents for February were presented for any questions.
Boley also reported on the meeting which occurred last week regarding last months discussion – re: refining of the accounting question to be submitted to the city attorney’s office. Attending the meeting were Boley, Keel, Josserand, Lisa Patterson, and Boecker. The discussion at that meeting revolved around the accounting of receipts and expenditures of the student exchange trips, and exploring ways to eliminate filing of IRS 990 because
One alternative discussed at that meeting, would call for the city to be the fiduciary agent to receive deposits and make expenditures. It was noted that this would be less flexible than the current situation and would require good planning by the trip coordinators. Patterson expressed initial support for exploring with city staff the appropriate way to transition these expenditures in this manner.
Boley also indicated another possibility for exploration would be to transfer scholarship funds to the Douglas County Community Foundation, which would serve as the fiduciary and investment agent on behalf of the Sister Cities Advisory Board. He will explore this option in more detail.
Old Business – Committee Reports:
Scholarship committee (Keel)
No committee report, however a question arose about whether this year’s participants have accepted scholarships. The answer to this was unknown. Amounts awarded for scholarships were appropriately indicated in this month’s accounting documents.
Fundraiser committee (Moody)
The committee met and recommended having an event at the same location, same approximate time of the year (mid-September to mid-October). It was noted that this time may be during a visit from the Eutin Guitar Orchestra. The committee will be reaching out to the Friends groups for input and for help in attendance-building and sponsorship solicitation.
Public Relations Committee (Hodge)
Herndon indicated that the committee had met and brainstormed recently. One idea was for the possibility of obtaining an intern from the school of journalism to prepare a media kit. Another idea was to work with Jayni’s Kitchen cable show.
New Sister Cities Committee (Schumm)
The Christilles were in attendance and indicated they had convened several meetings of the developing Friends of Iniades. They have met about once a month. The core group of the organization is very solid. Around eighteen people have indicated their strong interest in the group. The group intends to develop more internet and email relationships with Iniades. The KU program has a twenty year history with the area. The friends group indicates they would like to develop relationships which would allow for Iniades residents to travel to Lawrence, probably in the summer time. There is a strong interest from the Greeks to learn and improve their English language skill. The two sides are in regular communication about every two weeks.
20th Anniversary of Eutin Exchange (Albrecht)
Approximately 15 adults and 3 children are expected for the trip, including one city commissioner. As previously discussed, a photographic exhibition of 30 prints by Carolyn Young will be made in Eutin. The friends group would like to purchase several smaller items for gifts A motion was made to approve the expenditure of $150 for 10 photographic prints from the appropriate 20th anniversary fund. The motion was approved.
There will be a visit of a small number of guitar orchestra players to Eutin this June. (Marc Greenberg and others). A request has been made by the Friends of Eutin group to allow for fundraising to assist with this visit. A motion was made to approve of this fundraising. The motion was approved with no nays and one abstention. It was specified that the fundraising should be by check only, paid to the sister cities account, and that Bob Moody must approve individuals and businesses to be contacted in advance.
Ten to eleven people are anticipated from the Eutin guitar orchestra. The date being explored is in the October 5-18 time period. Timing is an issue based on other people from Eutin needing to be hosted on their 20th anniversary visit here. Communication will occur with Marc Greenberg and Frank Baron in this regard.
The official Eutin delegation will arrive here on September 30, with nine expected in the delegation. Tentative plans include a reception at the Loveland residence on October 1, and a luncheon with city commissioners on October 2. The schedule will include visits to the two high schools and Bishop Seabury. Other possible program opportunities being considered include the Lawrence Community Nursery School and Van-Go arts. A possible visit to the tallgrass prairie and/or Cottonwood Falls was discussed. It is of note that October 3 is German Unification Day. The traditional dinner would be October 4, with a departure scheduled for October 5. (The guitar orchestra would potentially then arrive October 5).
20th Anniversary of Hiratsuka Exchange (Tsubaki)
The committee met this month and talked mainly about the nature of the exchange. The committee is working on an official letter to Hiratsuka seeking direction about the potential exchange in 2012 of the children’s choir. The official 20th year exchanges between the two city delegations will occur in 2010.
Membership project (Boley & Josserand)
Josserand distributed a list of names of previous members who are not current. A mailing is being developed for solicitation of this group. The board was requested to review the list for corrections and deletions and get back to him.
New Business
2010 City Appropriation (Moody)
Moody presented an idea to the board regarding foregoing the normal budget request in the upcoming 2010 budget cycle to the city commission. The item was discussed.
The meeting was adjourned.
Next Scheduled Meeting: April 8, 2009, 5:30 pm at City Hall
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