2012-08-27 Sister City Commission MinutesEdmonds Sister City Commission
Meeting Date: August 27, 2012 — Meeting Minutes
Commissioners:
Pos. 1 Michelle Van Tassell
Pos. 4 Marlene Friend
Pos. 7 lyoko Okano
Pos. 10 Beth Fuhriman
Pos. 2 OPEN
Pos. 5 Kay Vreeland
Pos. 8 Kody McConnell
Pos. 11 Jill Van Berkom
Commissioners not in Attendance: Van Berkom, McConnell
Staff. Carrie Hite
Call to order: 7:OOpm
Pos. 3 Yoshikata Inoue
Pos. 6 Rita Bailey Ikeda
Pos. 9 Joseph Fletcher
Pos. 12 OPEN
Minutes: A move was made to make corrections to approved minutes limited to revision by
Commissioners within 1 week following the meeting. This was seconded and passed by the body.
Treasurer's report: No report was submitted for this month
Correspondence: A letter was received from the mayor of Hekinan. A discussion was raised by the
group about where and when to display the gifts that were received from Hekinan. For the 25tn
anniversary, it was suggested that we prominently display the gifts from Hekinan along with a letter
explaining the gift and a solicitation for donations.
Old business:
Review of the Hekinan Student Delegation visit, August 9t" — 215Y, 2012: The program was a success
overall! There were some minor problems but the families and student experiences a smooth program
and felt very relaxed.
Student Participation: It was noted that there were some aspects included in the Hekinan program that
involved the students writing, reflecting and promoting the program to other students and to the city of
Hekinan and that this activity might be helpful in our program.
Host Families & Volunteers: It was noted that in some cases, persons under the age of 21 were driving
students or delegates. It was suggested that in the future, the application process require driving
abstracts and require that all those who are to drive students or chaperones be over the age of 21.
It was also mentioned that we should attempt to verify the accommodations that are to be provided for
the students. This was discussed at length and the Commission said that there were several
complications to the idea of picking out parties for investigation versus reviewing accommodations for
all volunteer hosts. There was also an issue with packing for the return - there is a very strict limit for
baggage weight, size and configuration.
The topic of student age was brought up to express that this was the first year of Jr High students in the
program. It was briefly discussed that we may propose to change the program to every other year in
order to switch off with the Croatia program which is sending students every other year. These topics
will be discussed during a proposed Skype conference call between the ESCC and the Hekinan
counterparts.
There were also a couple of cases where spontaneous events were organized by student volunteers. It
was agreed to create some guidelines regarding non -host family related events organized outside the
official ESCC itinerary.
Another incident was discussed where it was felt that too many volunteer students participated. It was
noted that the student volunteers were very helpful when asked to render assistance but were
distracting when allowed to manage themselves. There were many improvements that were identified
with limiting and including volunteers. We also would like the volunteers to provide their own
transportation when attending events. Former Commissioners and friends of ESCC were praised for
their assistance.
Welcome Dinner: This was a great success, however it was mentioned that we should consider the
invitation list well in advance.
Farewell Party: It was noted that age of the kids limited the cooking capability of the students.
Mariners' Game: The game wasn't well attended and our section appeared sparse.
Seattle Day: It was noted that we need to research the bus schedule in order to board an express bus
for the downtown excursion.
Day Camp Day: The students seemed to do very well in this environment and interacted with the
counselors without the need for translation.
Next Saturday Market: September 151h. Michelle will send out a sign up sheet via email. The final
Saturday market is September 291h
Adult Delegation date: April 5, 2013
Lantern Walk: Kay contacted the lantern walk promoters who said that the program will have no cost to
us. Kay will contact the promoters and will ask them to attend the next meeting.
New Business:
• New Secretary is Joseph Fletcher
• Beth is starting a recruitment project for next year's students using the School District
eNewsletter to the schools, and our Facebook Page. Kay made a brief presentation relating our
Social Media Outreach progress indicating a large reach (95 Facebook Page Likes) during July
and August mainly due to the contributions of Jill, lyoko and Kay.
• Thank you notes should be created for the businesses and organizations which donated to the
program this year. Beth will provide a draft of a thank -you letter. The master list of donors will
be provided by Michelle. Thank yous can also be written on the FB pages of the donating
companies.
• Rita provided a CD containing photos taken by the families. The CD was given to the secretary
for archival.
• Denial letter to the request from the Edmonds Floretum Garden Club will be drafted by Joseph.
Tabled: <placeholder>
Next Meeting: September 24 — 7:OOpm
Adjournment: 9:15pm