2016-03-28 Sister City Commission MinutesEDMONDS SISTER CITY COMMISSION
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Meeting date: March 28, 2016
Pos. 1: Alicia Crank
Pos. 4: Marlene Friend
Pos. 7: lyoko Okano
Pos. 10: Karyn Heinekin
Student Representative:
Pos. 2: Patrick Sweeney
Pos. 5:
Pos. 8: Michele Fellows
Pos. 11:
Call to Order
The meeting was called to order at 7:00 pm.
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Pos. 3: Pam Erickson
Pos. 6: Rita Ikeda
Pos. 9:
Pos. 12:
Attendance
Commissioners present: Pam Erickson, Patrick Sweeney, Rita Ikeda, Michele Fellows
Commissioners absent: Excused - Marlene Friend, lyoko Okano, Alicia Crank, Karyn Heinekin
Staff Liaison: Carolyn LaFave
Welcome guests/Public comment: No guests
Administration
Approve/Amend Agenda - Patrick moved to approve the agenda. Rita seconded. Motion passed.
Approve/Amend minutes - Michele moved to approve the minutes as corrected. Rita seconded. Motion
passed. Amended minutes attached.
Treasurer's Report — No Change from previous month
Chair's Report— No report
Public Relations — Michele proposed a two prong campaign in April addressing both the May 3rd event
and recruiting commissioners. Carolyn will put information on both in the Mayor's newsletter coming
out in April. Rita recommended following up with the chaperone applicants regarding commissioner
positions. VolunteerMatch.org, Edmonds Beacon, Blue City Monthly, and regular outlets will be
contacted.
Student Report — No report
Official Correspondence— No report
Old Business
Chaperones - The position was offered to Meghan, but she declined for this year. Then we offered the
position to Anita and she accepted. She is prepared to begin student interviews next week. Carolyn
suggested sending two chaperones since there are 8 students of mixed gender. The group agreed that
Robert should be notified of the probability. Carolyn will touch base with Anita and Robert regarding
the change. The group agreed it is helpful to have one returning chaperone and one new chaperone.
We may want to consider changing the expectation to a two year commitment.
Student Recruiting — Eight students have applied and will be interviewed as soon as possible. There will
be 10 Japanese students visiting. Carolyn is confident there will be no issues finding homestays for
everyone.
Elementary Classroom Visits — No report
Red Onion Fundraiser on May 3 — Volunteers are needed to assist in the following areas. Please let
Michele know by April 6 which task you will take on.
TASK
DONE BY
Set up shifts and position descriptions
Market the event
Michele, with help from Carolyn
Design promotions for the restaurant
poster for front, handouts on ESCC,
Design flyer for event
need by student orientation date (mid -April)
Manage Albertsons donation station
sign, table or easel, bin/basket, staffing (1 hour
shifts)
New Business
Student Interviews - The interview questions are from a set list and are given to both the chaperone and
the students beforehand. The chaperone asks the questions of the students. An experienced
commissioner is there to answer questions the students or chaperone might have. Carolyn greets and
guides the students to and from the interviews. lyoko and Karyn will help Anita with interviews. Patrick
and Pam are available the week of April 11 as a backup commissioners.
Commissioner Responsibilities — Please review the attached draft of expectations for commissioners.
We will use this in recruiting additional volunteers. All chaperone candidates and Erica Largent of Kings
High School will be invited to participate either as a Commissioner or a volunteer.
Let Michele know any additions/changes by April 4.
Itinerary Planning
We need to decide if any changes are to be made to the August activities. Please check the minutes
from September and the itinerary from last year (attached). Bring ideas for new activities (if any) and
your choices on which activities you are interested in leading/helping with.
Announcements -None
Next Meeting
April 25, 2016 in Room 113 at Frances Anderson Center, 7:00 pm.
Pamela will be out of town for the next meeting.
Adjourn
Meeting was adjourned at 8:05 pm.
Minutes recorded by M. Fellows; approved by P .Erickson. 3129116