City of Lawrence

Lawrence Sister City Advisory Board

February 13, 2013 minutes

MEMBERS PRESENT:	Kennedy, Albrecht, Josserand, Daly, Unruh, Christilles, Herndon, Niccum, Vanhouten, Barnhill, Hodge
MEMBERS ABSENT:	Allen, Williams
STAFF PRESENT:	Cynthia Wagner
PUBLIC PRESENT:	James Hilliard (Friends of Hiratsuka)

5:35 meeting called to order

FoH (Friends of Hiratsuka)

• Waiting on Board for the updated by-laws
• 12 students and 2 chaperones will be going to Hiratsuka on the delegation trip in 2013
• Tuesdays with Erika Norakami – 7:00-8:00 PM

Ø April 9 – Fire Station #5 – Jayhawk room

Ø April 16 – South Middle School

Ø April 23 – Fire Station #5 – Jayhawk room

Ø April 30 – Fire Station #5 – Jayhawk room

Herndon – vice chair

• Suggested that friends chairs submit electronic reports to go with the agenda as a way to improve meeting efficiency
• Scholarship report-

The committee had the potential to award $5566.00 in scholarships based on our fund at DCCF and our policy on awards.

For Eutin:
1 scholarship for a total of $500

For Hiratsuka:
4 scholarship recipients

$250
$250
$1150 (max award of half the trip cost)
$1150 (max award of half the trip cost)
Total for Hiratsuka = $2800

Total scholarships awarded for 2013 trips = $3300

Wagner – Staff Liaison

• Reported that on Tuesday, February 19 the Keys to the city would be presented to Helmut Scheewe (Friends of Lawrence – Eutin), and Yoshimi Tomita (Friends of Lawrence – Hiratsuka).  Scheewe was presented the keys live via Skype, and Tomita would be presented the keys the next day via a recording of the evening presentation.  A DVD was made for each gentleman, as well as plaques that will travel with coming delegations and presented at that time.  Various news media outlets were contacted.

FoI (Friends of Iniades)

• An open house will be held on March 10, 2013 at Ione Unruh’s house (916 W. 20^th Terr.) at 2:00 PM.  The meeting will be focused on working on a group structure/organization.  Don Schawang (Headmaster of Bishop Seabury), Amy Meyers (Chair, Foreign Languages, Bishop Seabury), and the students that will be travelling with them to Iniades have been invited to attend the meeting.  In addition, the group will be reaching out to teachers of Latin and world history at both of the public high schools and inviting those teachers to become involved with the Friends of Iniades.
• The group will be composing a letter for donations to purchase a copier for Iniades as a thank you for their hospitality and use of the facilities. 
• Mayor Bob Schumm and Commissioner Mike Dever are planning on travelling to Iniades in April for the “Garden of Heroes” festival/celebration.  More information to follow.

FoE (Friends of Eutin)

• 7 students will be travelling to Eutin this summer (2013) with LHS German language teacher, Natalie Aaron.
• 3 interns from Eutin will be coming this year.  The Bartchers and Fales families will be hosting these interns. 
• 5 additional families are expected to be needed this fall to help host students from Eutin. This is because Eutin is sending more students to Lawrence than Lawrence is sending to Eutin.  Friends of Lawrence - Eutin officials – would like to increase the number of Eutin students coming to Lawrence even more due to the large number of students from Eutin interested in coming to Lawrence.

Josserand – Chair

Membership

• A list of current paid members and past non-current members has been compiled
• Board members are asked to bring 3 business names to the next meeting on Wednesday, March 13 for solicitation.

Budget

• Provided a draft and overview of the 2013 budget (copy of 2012)
• Discussed increasing amounts given to various areas of the budget

Lawrence Sister Cities Advisory Board
Calendar 2013 Budget
Anticipated Income:
Membership Dues	$5,000.00
City of Lawrence Appropriation	$7,500.00
Interest Income	$100.00
	$12,600.00
Anticipated Expenditures:
Postage and PO box rental	$500.00
Printing and Supplies	$1,000.00
Dues - International Sister Cities	$680.00
Direct Support for youth trips (2 x $2000)	$4,000.00
Transfer to 5-year hosting reserve (3 x $1200)	$3,600.00
Transfer to Friends groups (3 x $350)	$1,050.00
Support for Jet Stream Youth Group	$200.00
Membership and records development	$850.00
Miscellaneous & contingency	$720.00
	$12,600.00
Changes for Calendar 2013 from Calendar 2012
1- Increased anticipated dues income by $1,000 due to enhanced membership recruitment and retention
2- Increased transfer to 5-year hosting reserves by $200 (3 x $200 = $600 total increase) to increase 5-year accumulated amount to approximately $6,000 for each city. This annual transfer amount has not been adjusted for over 15 years.
3- Increased this year’s transfer to each friends group by $100 to a total of $350 per friends group (3 x $100 = $300 total increase).  This transfer amount has ranged between $250 and $1,000 per city in recent years
Approved February 13, 2013

7:00 PM the meeting adjourned