City of Lawrence

Lawrence Sister Cities Advisory Board

November 10, 2010

 

MEMBERS PRESENT:

Bill Keel, Linda Hyler, Jon Josserand, Ken Albrecht, James Hilliard, Kelly Herndon, Gina Ross, Bob Moody

MEMBERS ABSENT:

Lynn Ground, Bob Schumm, Kathleen Hodge, Darrel Ward, Michael Kennedy, Dennis Christilles

STAFF LIAISON PRESENT:

Megan Gilliland

PUBLIC PRESENT:

Cydney Marshall, KU student

 

The meeting occurred at 5:42 pm in the Lawrence City Commission chambers.    Chair Keel called the meeting to order.

 

Announcements & Introduction of Guests

The board was saddened to learn about the death this week of Professor George Woodyard.    George was a vital in the origination of Lawrence Sister Cities and was a member of the original advisory board.  Professor Woodyard was a distinguished international scholar and teacher, led KU International Programs during his career, and was deeply committed to the principal of international cultural and educational exchange.

 

The board determined to make a contribution to the sister cities scholarship fund in honor of Professor Woodyard in lieu of flowers.   The board further determined to make a similar contribution to the scholarship fund in honor of the late Professor Tsubaki.  Chair Keel will make appropriate communications to the families on behalf of the board.

 

Hyler reported on a board gift for a special newborn. 

 

Cydney Marshall, a KU student from Fort Worth, Texas, attended the meeting at the invitation of the chair.   Cydney explained to the board her experiences as an individual who had participated in Fort Worth Sister Cities exchanges and as an assistant chaperone for some of those exchanges.  Fort Worth now has seven sister cities.  She explained to the board the very active program of international youth exchanges, including a two-week summer camp for both Fort Worth and international youth.

 

The board was very impressed with Cydney’s knowledge of, and enthusiasm for, sister cities programs.  It was also impressed and intrigued with aspects of the overall Fort Worth program.  The board encouraged Cydney’s involvement with Lawrence sister cities programs during her time in Lawrence.

 

Minutes - Josserand

The board reviewed the minutes for the October meeting, made minor corrections, and approved the minutes as so modified.

 

Treasurer’s Report  - Herndon

Herndon distributed an accounting summary to date.  It was approved.

 

In addition to the normal sister cities accounts, she reported that the net value of Douglas County Community Foundation assets (scholarship funds) as of September 30 to be $21,216.98    (This would not include receipts or expenditures from the this year’s Castle Tea Room fundraiser)

 

Herndon noted for the board’s information two very recent expenditures.  One was a $150 reimbursement to Stuart Boley, who responded to need for emergency unanticipated trip expenses associated with his guidance of the sixteen Eutin youth in their trip to Chicago.  The other was a $200 expense for graphic design services to for a new letterhead design and associated graphic products that board member Josserand had earlier incurred on behalf of the board and the marketing committee in accordance to their approval.

 

Based upon established sister cities policies, $5,300 (representing 25% of the $21,200 available in the scholarship fund) will be the maximum available for youth exchange scholarship support for 2011.  The scholarship committee will meet soon.  Hiratsuka scholarship applications have been received.   No applications from a 2011 Eutin program are currently anticipated.

 

Friends of Hiratsuka - Hilliard  

Friends of Hiratsuka - Hilliard reported that the application and interview process for the 2011 Hiratsuka students was recently completed.   Twenty-nine students applied, twenty were selected, with two alternates.

 

Ad Hoc Committee on the 2010 Eutin Trip  

The committee appointed last month met and decided to recommend to the board that the board adopt a future-leaning proposition and pursue appropriate communication with the school district to clarify of the relative roles of the Sister Cities organization and the school district relative to future youth exchange trips.  This recommendation was approved.  The chair with other members of the board will be pursuing these communications.

 

Friends of Eutin

Herndon brought up the issue of the recent successful hosing of Eutin students in Lawrence.  She advocated a similar effort next year be undertaken even if Lawrence students would not be going to Eutin.  This notion was met with great acceptance.   Keel recommended that the Friends of Eutin should meet soon to consider this and other issues relating to the Eutin exchange.  

 

Student Trip Refund Policy (Herndon/Josserand) 

Chair Keel brought up the topic of the proposed “student trip refund policy” which arose from experiences with some recent youth exchange trips.   The issue arises primarily when the budgeted trip amounts which are charged to families exceed required expenses.  This occurs primarily when anticipated air fares are less than usual due to the economy or good timing of those who purchase our group travel arrangements.  The policy establishes and balances the need to maintain a prudent fund balance to address emergency and unintended expenditures in youth exchanges, and the need to not over-charge the families actually involved in youth exchanges.

 

The trip refund policy was distributed to the board twice during the summer.   The policy was approved at this meeting, subject to one more review by the chair.  [Subsequent to the meeting, the board chair approved the policy, and requested it be published with other board policies on the city web site.]

 

 Draft Budget for 2011 – Hyler

Hyler submitted a draft budget for the board for 2011.  Several minor modifications were made and he board voted to approve the budget for 2011.   

 

Draft Budget for 2011 approved as amended at November 2010 meeting:

 

Josserand and Herndon noted that they were undertaking through significant volunteer time, the saving of approximately $1,200 next year which had been budgeted previously for accounting and professional accounting services.  They believe they will be able to accomplish the required tasks, but wanted to caution the board that this saving of these expenses may not occur long term.   Regardless, in the meantime, they want to devote some of these resources to improved marketing and membership recruitment efforts.

 

Membership Renewals 2011

The chair inquired about membership renewal mailings.  Josserand responded that gift letters to the scholarship event should be sent first, followed up by membership renewals at least a week or two later.  Renewal letters should go out soon.

 

The meeting was adjourned.

 

Next Scheduled Meeting: December 8, 2010, 5:30 pm at City Hall