February 10, 2016

LSCAB Minutes

 

Present: Bob Schumm, Kelly Scholz, Amy Pope, Ken Albrecht, Kathleen Hodge, Michelle Fales, Bill Keel, Jennifer Carttar, Hans Carttar, Dennis Christilles, Jon Josserand, Jon Niccum, Michael Dever

 

Absent: Billy Williams

 

Guests:  Angela Heili, Friends of Hiratsuka

 

Chair Bob Schumm opened the Meeting at City Hall at 5:30 on 10 February 2016.

 

Meeting Materials Provided:

Meeting Agenda, 13 January 2016 meeting minutes, Monthly financial report, Lawrence Sister Cities Trip Chaperone Guidelines, Email RE Kanagawa Visit, Standing Committees 2016 - Draft

 

·         January 13, 2016 Meeting Minutes approved unanimously.

 

LSCAB Financials:

·         Michelle explained that this will be the last month with 8 tabs/5 accounts in the financial report; we’ll get down to 3 accounts in March – Savings, Checking, and Douglas County Community Foundation.

·         The operating balance as of January 31, 2016 is $44,599.21.

·         Action:  Motion by Keel to allow treasurer to keep $10,000 in the checking account.   2nd by H. Carttar.  Approved unanimously.

·         Michelle met with Chip Blaser from the Douglas County Community Foundation.  The average return on investments is 13% total overall.

·         Options on investments going forward

o   Stay in Money Market with $500 annual fees;

o   Determine how we invest it;

o   Don’t use as investments, just keep in checking;

o   Chip offered to come to next month’s meeting

·         Suggestion to establish an investment Committee

o   Michelle, JJ and Jennifer Carttar

·         There’s a $2,500 donation from Frank Baron earmarked for whatever he chooses.  Keel suggested that it be assigned to the Eutin Friendship Garden.   (Tabled to that item on the agenda.)

·         LSCAB accounts are now completely separate from the city (Michelle reimbursed the city for the $1000 from the closed account in January).

·         See treasurer’s report for account details.

 

Chaperone Guidelines and Selection Update

·         Hans reported that the background check process is taking much longer than anyone expected.

·         Intellicorp is the agency recommended by National.  They are clearly very reputable and who we’re using.  They require liability insurance, physical office space that can be secured for document storage.

·         Porter has gained permission to use his office and lockable file cabinet.

·         Intellicorp will send a rep to audit the office and building to assure compliance for their level of security.

·         Liability insurance has been explored through two companies

o   CEK – Kelly – no response yet

o   Prairieland – Jamie Lowe with Prairieland recommends $1 million in coverage with D&O coverage and employment practices

o   This will be $744 annually for the $1M policy.

o   NOTE: Liability insurance covers board members and chaperones but not students.

·         Action:  Motion by Niccum to purchase $1M liability insurance with Prairieland for $744 for 2016.  2nd by H. Carttar.  Approved unanimously.

·         It’s illegal to turn down someone based on their background check.  Background check applicants have a 10 day window to contest results and/or explain an issue that may be flagging as trouble on their background check.  If contested, it likely would take 4 to 6 weeks to resolve.

·         Due to the time involved with the background check process and the urgency mounting to prepare for this year’s trip, Bob Schumm recommended a discussion about skipping background checks for this summer’s trips simply by having past/experienced chaperones lead the groups.

·         All agreed that this was acceptable for 2016 only. 

·         Hiratsuka chaperones will be changed.  Angela and Brian Heili will replace Ginny Ellis and Lisa Smith.

·         Amy pope volunteered to craft a job description for lead and co-chaperones.

·         Need better marketing to garner more interested candidates for chaperone positions.

·         Will start from scratch in 2017 with Chaperone Guidelines and policies including background checks, etc.

 

Hiratsuka 25th Anniversary Delegation

·         Kathleen Hodge reported that she’s been communicating with Yoshimi Tomita and they’re in the process of putting together their delegation for the Lawrence visit this fall.

·         At this point they have 7 participants:

o   Mayor Katsuhiro Ochiai

o   Mr. Tomita

o   Chair of City Assembly

o   President of HIEA 

o   President of Chamber of Commerce and Industry

·         2 city clerks as interpreters

·         They are looking at the first or second week of October

·         We should be thinking of sights to show them around Lawrence.

·         Initial ideas:

o   Circle S Ranch

o   City Commission Meeting – Tuesday nights

o   Kaw Valley Farm Tour - October 02, 2016

o   Free State East Side Brewery Tour - October 08, 2016

o   Late Night at the Phog – October 7, 15?

o   Spencer Museum Reopening (TBD)

·         Kathleen is organizing this 4 day visit

·         She needs to correspond with the City Commission

·         Hiratsuka Delegation Committee:  Kathleen Hodge, Kelly Scholz, Michelle Fales, JJ

·         Kathleen advised Angela Heili that Hiratsuka kids trio families might consider hosting delegates on their visit.

 

Visit from Kanagawa University

·         Megan Gilliland informed Porter about a short-term program for students from Kanagawa University during the month of February which includes a visit with the Mayor and tour of City Hall starting at 3:00 p.m. on 2/24.  Anyone from the Advisory Board is invited to join; 4th floor of City Hall.

 

Eutin - Lawrence Friendship Garden

·         The Garden show opens on June 23, 2016.

·         Kelly has requested and is waiting for updated plans on the garden to help solicit funds. 

·         City has donated $2500; LSCAB has raised $500 but committed to $1500.

·         Regarding Frank Baron, from page 1 under Financials: Fales will email Frank baron to seek clarity on how he wants his $2500 donation applied.  A check will be wired to the garden committee.

·         Kelly will provide routing information to Porter so the city can wire the donation to Eutin.

 

Scholarship Form

·         The updated form didn’t get printed so this is tabled until March.

 

2016 Committees

·         Reviewed the spreadsheet

·         Friends and Sister City group to send monthly report to Michelle Fales in regard to the Newsletter―this will be discussed further at the next meeting.

·         Kelly suggests we need an active scholarship committee.

 

Reports

·         Iniades meeting at Dennis Christille’s house 2/21