Lawrence Sister Cities Advisory Board
August 11, 2010
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MEMBERS PRESENT: |
Linda Hyler, Jon Josserand, Ken Albrecht, Kathleen Hodge, Michael Kennedy, James Hilliard, Bob Moody, Bob Schumm, Kelly Herndon, Darrel Ward, Dennis Christilles |
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MEMBERS ABSENT: |
Bill Keel, Gina Ross, Lynn Ground |
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STAFF LIAISON PRESENT: |
Cynthia Wagner |
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PUBLIC PRESENT: |
Ted Kuwana, Michael Schaetzel, Carol Grieb |
The meeting occurred at 5:30 pm in the Lawrence City Commission chambers. Vice Chair Linda Hyler called the meeting to order.
Minutes – Accounting Documents
Minutes of the June 2010 meeting were approved. Only one check was approved in the preceding month. Herndon briefed the board on the status of reconciliation of expenses for the 2010 Eutin report and a number of questions she had. Discussion occurred. It was decided to appoint an ad hoc committee consisting of Schumm, Herndon, Ground & Albrecht to review the receipts submitted, any issues involved, and make any recommendations necessary
Policies & Procedure Committee – Josserand
Josserand called the board’s attention to the draft trip refund policy which had been previously distributed. He has received no questions or concerns.
Rather than take up time during this meeting, Josserand requested people review the policy and get back to him with any questions or suggestions. He prefers to wait for the return of Keel before the policy is adopted by the board.
Friends of Hiratsuka & Hiratsuka 20th Anniversary Exchange – Hilliard
Hilliard distributed a list of potential attendees. The group has grown since the last Board meeting. October 6 is scheduled as the welcome tour, October 9 and 10 will be the home stay days.
Eighteen students and three adults visited Lawrence for this year’s youth exchange with Hiratsuka. In addition, ten older Jet Stream students returned to Lawrence for a second visit at approximately the same times. There were 75 attendees of the farewell party, where a barbeque and pot luck dinner was held, and entertainment provided by the Hiratsuka students.
Friends of Iniades & KU Theater Connection– Hyler
Hyler updated the board on the upcoming plans for the August 28th Performance of The Trojan Women at KU Theatre. This event will help commemorate the first anniversary with the relationship with Iniades. An information table and reception will be held after the Saturday performance. Board members were encouraged to attend. An email to the Sister Cities membership rolls will be made to encourage attendance.
Communications Committee – Josserand
Josserand circulated the drafts of the proposed letterheads and looked for feedback. The consensus was for the letterhead using themes of the existing identity decal.
Trip Accounting – Herndon
Herndon distributed a financial accounting for the trip account and briefed the board on the status of reconciliation of expenses for the 2010 Eutin trip. She identified several issues which needed guidance. Expenses ran over budget by about $1,500, although there were also unanticipated circumstances. Discussion occurred. It was decided to appoint an ad hoc committee consisting of Schumm, Albrecht, Ground, and Herndon which would meet to review these expenditures.
Scholarship Fundraiser
Moody indicated that the scholarship committee recently met with the DCCF staff to explore ways the DCCF would work with the upcoming fundraiser and to assist in fundraising efforts. Sister Cities will be providing to DCCF a list of approximately 150 names to add to their existing mailing list of 1,500.
Youth Choir – 2013
Hyler updated the board on the status of her communications regarding the possibility of the Lawrence Youth Choir to visit Hiratsuka. The first available time this might happen would be the 2013 calendar year, as the Choir is already tentatively scheduled to visit Vancouver in 2011 as part of their practice of scheduling biennial international tours.
Friends of Eutin – Albrecht
An immediate need for homestays exists for the Eutin students who will be coming to Lawrence. Sixteen students and one teacher are expected the first part of September. It is anticipated these students would be split between LHS and Free State. Former trip coordinator Eisert has agreed to assist with this effort.
Trip Coordinator Committee – Hodge
Hodge reported that that the committee met on July 26. Sue Hack was able to join the committee and provided an overview of past trip supervision experience and how it was structured in the past. An individual had previously been identified as a possible future trip coordinator. In an effort to review existing job descriptions and structure, Hodge inquired about the status of the notebook given to Friends of Hiratsuka, which should contain this material.
Hilliard has the notebook. Hodge indicated that another meeting will occur after the handbook is retrieved.
Kanagawa University delegation
Josserand briefed the board on what he knew relative to an official good will visit from officials of Kanagawa University visit occurring in late August. The relationship with Kanagawa University is part of the Lawrence-Hiratsuka relationship, which started 20 years ago. He indicated that although we did not know the full nature of the visit or its schedule, that the delegation had expressed an interest in visiting with Sister Cities Officials. KU International Programs indicated that a hosting or co-hosting opportunity might be possible. Schumm moved to authorize expenditures of up to $500 for expenses associated with hosting of this delegation from Hiratsuka. The motion was approved.
Gift Back Card – Hyler
Hyler briefed the board on the Gift Back Program. City staff advised caution exploring this opportunity.
Michael Schaetzel – environmental sustainability
Mr. Schaetzel addressed the board and talked about his interest in and the need for environmental sustainability. He expressed his interest in visiting with sister cities of Lawrence about this topic. He would be open to receiving support to pursue these issues. It was recommended that Mr. Schaetzel make contact with the Lawrence sustainability coordinator and sustainability board.
The meeting was adjourned at 7:00pm.