2013-05-22 Sister City Commission MinutesEdmonds Sister City Commission
Meeting Date: May 22nd, 2013
Call to Order: The meeting was called to order at 7:04 PM
Attendance: Pos. 1 Michelle Van Tassell Pos. 2 Ray Olitt
Pos. 4 Marlene Friend Pos. 5 Kay Vreeland
Pos. 7 lyoko Okano Pos. 8 Kody McConnell
Pos. 10 Beth Fuhriman Pos. 11 Jill Van Berkom
Student Rep. Michelle Rockstead
Commissioners Absent: Marlene Friend (unexcused)
Staff Liaison: Carolyn LaFave
Guests: Lauren Price, Oleg Gorboulev, and Mara Vinson.
Pos. 3 Open
Pos. 6 Rita Bailey Ikeda
Pos. 9 Joseph Fletcher
Pos. 12 Paul Anderson
The Commission welcomed several guests. Lauren Price, who is the recommended candidate for the
AET position, introduced herself. Ray briefly explained her outstanding background in Japanese
language and culture. Some discussion followed
The Commission also welcomed two guests, Oleg Gorboulev & Mara Vinson of the Olympic Ballet, who
are interested in working with the Sister City Commission. They expressed an interest in taking a group
of dancers to Japan. There followed a short discussion on what form the exchange program could take
and about a previous similar effort. These opportunities are being discussed with the Hekinan
Delegation sub -Committee.
Agenda: Meeting Agenda was approved without corrections. Meeting minutes were updated to
record adjournment as 8:40pm.
Treasurer's report: Kody expressed a need to supplement the application to the Hazel Miller
Foundation with information concerning community -related cultural exchange aspects of the program.
Aspects that were mentioned were the Mural Society, interest in Ballet Exchange, Floretum Garden Club
relationship, Farmers Market, Arts Commission, Chamber of Commerce and others. The Foundation
also asked in what way the Edmonds community benefits from our work.
Kody asked that any and all donations be forwarded to Kody. It was suggested that the
membership/donation form and receipt be made available to all members by utilizing the Google Drive.
Kody also mentioned that he had obtained an estimate on the street banner — which would be used for
the delegation visit and become an important piece of Commission history.
Committee Reports:
Chair's Report: Michelle reported the feedback from her presentation to the City Council on
May 71h included a suggestion that the Commission can better advertise and solicit donations. Michelle
also reminded everyone to check their City email. A request was made for provision of instructions on
how to add the City mail account to iOS devices.
It was also noted that with Yoshi's departure, the Vice -chair position is open. Michelle asked that the
current Commissioners consider the position.
PR Report: Kay reports that the last three weeks have seen Maintenance PR for ESCC: Guide to
Edmonds update, Call for New Commissioner Press Release, and status updates on Facebook. It was
also reported that MyEdmondsNews.com has a new "self -serve events calendar" on which community
events can be added. Other community calendars exist on which we can add 'save the date' events.
Kay will coordinate event updates.
Jill reports that the brochures are on the way.
Photographs taken on the Hekinan trip will be archived on the Google Drive account. Photographs can
be delivered to Joseph.
Beth reports that a new display is being prepared for the Library in September. She asks for help in the
preparation of the display. Paul volunteered to help.
An article will be produced by Beth for the Edmonds Beacon which will summarize the Edmonds Mayor's
Delegation trip.
Staff Report: Carolyn is working to secure contract details for the AET with Hekinan. She and
lyoko are working on finalizing the information.
Student Representative Report: No report was given.
Official Correspondence: Michelle and Carolyn are working on sending official letters of thanks to
the Hekinan officials. lyoko reported that she made a request to Hekinan that the Hekinan volunteers
and host families should be invited to visit Edmonds. These volunteers may be included in the culture
night program.
Old Business:
Five -Year Plan: Tabled in interest of time.
25-Year Anniversary Planning: Michelle and Rita have been working on this behind the scenes and
have provided several documents describing their efforts so far. These documents will be included in
the meeting attachments. The group discussed the large work package that will be required and a sub-
committee was formed that will be responsible for the complete itinerary. The entire Commission will
meet together following the sub -committee's planning meeting. June 10t" was selected as the date for
the special Commission meeting at 7pm.
Farmers Market: August 17th and Sept 14th have been allocated for Commissions booths, though
there may be additional opportunities. We may be able to have raffle baskets again this year. Ray
mentioned that there should be forms where people can sign up for information or volunteer
opportunities.
Membership Drive: Marlene is working on this initiative.
ESCC Brochure: Brochure has been ordered and should be available soon.
Items Tabled:
Japanese Culture Class: Ray has made many contacts to enlist someone to offer this class.
Announcements: Japanese Ghost Stories at Otherworlds, Hazel Miller Plaza — has been rescheduled to
June 1st, 6 pm.
Next Meeting: Special Meeting: Monday, June 10t". Regular Monthly meetings: June 24t" July 22nd
Aug 26t", Sept 23rd, Oct 28t".
Adjournment: 8:40 PM