Lawrence Sister Cities Advisory Board
October 28, 2009 special meeting minutes
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MEMBERS PRESENT: |
Bill Keel, Stuart Boley, Jon Josserand, Gina Ross, Bob Moody, Linda Hyler, Ken Albrecht |
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MEMBERS ABSENT: |
Bob Schumm, Michael Kennedy, Kelly Herndon, Andrew Tsubaki, Kathleen Hodge, Lynn Ground |
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STAFF LIAISON PRESENT: |
Cynthia Wagner |
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PUBLIC PRESENT: |
James Hilliard, Friends of Hiratsuka |
A special meeting was called by the Chair to address a number of deferred issues. It was held in the city commission chambers at City Hall at 5:30 on October 28, 2009. Chair Keel announced the presence of a quorum.
Scholarship Fund Investing (Boley)
Boley reviewed again the information provided by the Douglas County Community Foundation. The Board has considered transferring accrued scholarship monies to the Foundation. The purposes of this, in part would be to simplify bookkeeping, helping to eliminate the costs associated with preparing an annual IRS 990 form, increasing visibility and ability to secure donations, and improving the organizations ability to effectively manage these funds.
For purposes of discussion, a motion was made to transfer the scholarship monies to the DCCF. After discussion, the motion was tabled awaiting more information.
Boley will secure a meeting with Chip Blaser of the DCCF for interested members of the board to attend to resolve questions and concerns.
A report of this meeting will be made back to the board.
Moving Trip Accounting Receipts and Expenditures to City (Boley)
Boley and Wagner reviewed the pros and cons of moving the annual trip accounting (receiving receipts and making expenditures) functions of the exchange trips to the city. The objective of such a move would be to reduce the gross receipts of the organization associated with filing of an annual IRS 990 form, thus saving money. Wagner explained the requirements of city expenditure authority would not allow for overnight checks to be written, and that a normal turnaround of up to two weeks should be anticipated. This lack of last-minute flexibility, and the need for trip coordinators to understand the implications of this would be very important.
The board discussed these issues. Hilliard had expressed concerns about the trip coordinators personally “front-ending” substantial expenditures for trips while awaiting reimbursement.
After discussion, it is believed that lump-sums could be advanced by the city from a trip fund upon a request of the board, and that actual expenses could then be settled through a documented reconciliation process for which the board would be responsible. This process could minimize the “front-end” advancement of trip costs on behalf of the trip coordinators.
One item identified as a key concern was the issue of purchasing air travel. The board was of strong agreement that competitive bidding for such an item might not result in the best result, and that the ability to be nimble in purchasing lowest airfares have advantaged students and families over the years, and that this flexibility should be maintained.
Wagner will investigate the issue of travel purchases if we transferred this function to city accounting and report back.
Review of Trip Policies (Josserand)
The board reviewed the memorandum prepared by the ad hoc committee on policies and procedures. The board expressed a consensus about a number of the items identified by the committee. The board requested Josserand re-word some of these items as recommendations and to return those recommendations to the board for further review.
The meeting was adjourned.