2014-04-28 Sister City Commission MinutesEdmonds Sister City Commission
Meeting Date: April 28, 2014
Call to Order: The meeting was called to order at 7:15pm
Attendance: Pos. 1 Michelle Van Tassell Pos. 2 Ray Olitt
Pos. 4 Marlene Friend Pos. 5 Kay Vreeland
Pos. 7 lyoko Okano Pos. 8
Pos. 10 Pos. 11
Student Rep. Michelle Rockstead
Commissioners Absent: Ray Olitt (on leave), Joseph Fletcher
Staff Liaison: Carolyn LaFave
Guests / Public Comment: none
Administration
Agenda: moved and seconded
Minutes: March minutes will not be approved until next meeting.
Chair's Report:
Pos. 3
Pos. 6 Rita Ikeda
Pos. 9 Joseph Fletcher
Pos. 12 Paul Anderson
Chair: Michelle VT thanked everyone who came to Wednesday's student orientation and
commented on its success.
PR Report: Larry Vogel covered the first student orientation, including photos, for the online My
Edmonds News There will be an article by Kay with photos by Michelle R in the print and
online Beacon on May 1st. Michelle R's 6-minute video of Highlights of Sister City is on our
YouTube Channel and our Facebook Page and there will be a link from our website. There are
three online accounts, Facebook Page, Flickr account and YouTube Channel that will need a
transfer -of -ownership protocol at some point. All Commissioners have been informed of the
usernames and passwords for these accounts and five Commissioners, the Student
Representative and Carolyn are all Admins of the Facebook Page.
Staff /Treasurer's Report: Carolyn said that $3000 was deposited into the student trip fund. She
also said that the travel agent will accept students through 5/30 and that our deadline will be extended
until one week before in hopes of filling more of the remaining 5 positions. The current price is only
guaranteed through 4/30. The city attorneys are working on the travel contracts. Right now there are 10
students and 2 chaperones. All the students have been interviewed by chaperones, Karen and Phil with
lyoko present. We need to ask again for allergy and medicine information. The student with known
allergies will be hosted by a family with a nurse. The next orientation is May 14. Meetings are also
scheduled for 5/28, 6/25 and 7/10 (which will also be our host family orientation). They will be in the
Brackett Room.
Student Representative Report: Michelle R. will attend all the student orientation meetings.
Correspondence: lyoko received an email from Mr. Okamoto. He said that they met on April 26 and
have a total of 15 coming, including 2 chaperones (one male, 1 female), 8 junior high students (1 male, 7
females) and 5 high school students (1 male, 4 females). Their first orientation will be May 18. At this
time they will send photos and bios. They will have 10 more orientations.
Old Business
Student Delegation: see above.
Fund raising: Mariner's night is confirmed for Tuesday, August 12t". It will be in the Beacon and is also
on our Facebook page. Carolyn will link it to our web page. The Red Onion fundraiser is unavailable.
Michelle VT shared a past letter that can be used as a template. It will be updated by Carolyn and will
include signatures by Michelle VT and Rita. Michelle hopes that each commissioner will send the letter
to two organizations. Kay took a grant -writing workshop and plans to look into organizations such as the
Mariners. Carolyn is talking with the Mayor about requesting funds for next year to ease the burden of
fundraising.
Commissioner Recruiting: This is an ongoing job. Joseph will be leaving the commission at the end of
August and Michelle VT will be leaving at the end of this year.
New Business
Five -Year Plan Update: No update this month.
Local Correspondence: None.
Review of Action Items:
Items Tabled: None
Next Meeting: Wednesday, May 28, 2014 (due to Memorial Day holiday) at 6:00pm (to precede the
orientation meeting)
Adjournment: 8:00pm