Lawrence Sister Cities Advisory Board
March 10, 2010
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MEMBERS PRESENT: |
Bill Keel, Jon Josserand, Bob Moody, Kelly Herndon, Michael Kennedy, Linda Hyler, Ken Albrecht, Darrel Ward, Gina Ross, Lynn Ground |
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MEMBERS ABSENT: |
Bob Schumm; Dennis Christilles; Kathleen Hodge |
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STAFF LIAISON PRESENT: |
Cynthia Wagner |
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PUBLIC PRESENT: |
Lisa , KU reporting student |
The regular monthly meeting was held in the city commission chambers at City Hall at 5:30 on March 10, 2010. Chair Keel announced the presence of a quorum.
Minutes (Josserand)
Minutes from the February meeting were distributed and approved with minor corrections.
Treasurer’s Report (Herndon)
Herndon met this week with Boley to transfer documents from 2008 and 2009 and receive year-end information necessary to file the IRS 990.
Herndon distributed spreadsheets showing receipts and expenditures for the last two months.
The accounting documents were approved by motion of the board.
20th Anniversary with Hiratsuka (Kennedy/Hilliard)
Kennedy reported that Hilliard has been in contact with the City of Japan. He has confirmed that the Japanese delegation will visit Lawrence in early October 2011. Letters of invitation have gone to the city, county, and school board regarding participation in the 2010 visit from Lawrence to Hiratsuka. Background discussions have occurred between Hyler Lawrence Civic Choir executive leadership exploring the possibility of a choir visit to Hiratsuka. Rough budget numbers for such an enterprise are being developed. Such international trips obviously require a significant commitment to raise money, and the Civic Choir board leadership carefully considers these endeavors. If their board decides to make such a visit it is possible that a choir visit would not occur until 2012 or 2013. We will await a decision from the choir before contacting Hiratsuka officials about this possibility.
Membership Development (Josserand)
Josserand reported that no committee meeting had yet occurred, but should occur soon. He is still collecting names from individual board members for a prospective membership solicitation but wishes to have a membership mailing out in the next 10-14 days.
Herndon reported that approximately $4,000 in memberships and scholarship donations has been raised from 92 membership payments for so far for 2010. She will be making her first deposit of scholarship funds collected from membership solicitations at the end of March. She indicated she would recommend similar transfers to DCSS be made on a quarterly basis
Scholarship Fundraiser (Moody)
The Castle Tea Room has been generous enough to indicate preliminary availability at a modest expense this fall for a scholarship fundraiser, depending upon the actual date. It was noted that the Lawrence 20th year exchange trip to Hiratsuka would be from October 6 to 13, depending upon any other individual travels. Moody is working on a similar catering arrangement as last year.
Decals have been received. A discussion occurred relative to distribution and payment for these. The board decided to pay $577 for the decals as an expense of scholarship fundraising, and to pay for envelopes and mailing from general operations for a mailing to sister cities members.
Moody discussed the possibility of providing donors at a certain level of contribution with no-cost memberships. Discussion ensued. A motion was made to allow for such status based on recommendation of the scholarship fundraiser committee. The motion was approved.
Scholarships (Keel)
No meeting has occurred. Albrecht advised Keel that a meeting would be necessary to consider applications from two applicants for the Eutin exchange.
Friends of Eutin (Albrecht)
Things still look good for a 2010 summer exchange with six participants. The new trip coordinator Jason Crawford will attend the board meeting in April. Two scholarship applicants are anticipated. The real issue is up to fifteen students from Eutin would like to come to Lawrence on the other side of the exchange. Crawford is investigating opportunities to host students in Lawrence beyond the exchange participants.
Herndon expressed a concerned about plans for the collection of monies for this trip, as nothing has yet been formalized, and because of the late planning involved with this exchange.
Report from Friends of Hiratsuka (Kennedy)
Kennedy reported that Sunday March 28 may be the annual organization meeting for Friends of Hiratsuka, possibly at the Lawrence Public Library. Kennedy will advise the board of the actual plans by the Hiratsuka friends.
A report was made regarding the current status of collections from Hiratsuka participants for the 2010 youth exchange to Hiratsuka.
Only $24,800 is on hand, and $30,045 is required to purchase these tickets. The deadline for final payment is approaching at the end of March. Several students have paid very little against the required schedule of payments, which is reported to be very atypical. Discussion occurred.
One issue involves a $66 per ticket handing fee which is in addition to the airfare. This fee may be passed along to the participants as a surcharge. The cost of a ticket with the fee is $1,415 this year.
Report from Friends of Iniades (Christilles)
Although Christilles was unable to attend tonight he has indicated that the KU Summer Theatre in Greece program is a go for this summer, and they are considering inviting some of the Iniades students who appear in the Greece production to return to Lawrence to perform in here in late August. Other sister cities activities could surround this visit.
Student Trip Refund Policy (Herndon/Ground)
Herndon has a draft policy to serve as a starting point and is working on a meeting to consider recommendations
The meeting was adjourned.