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2018-01-12 Sister City Commission MinutesNotes from retreat January 12— First of all, many thanks to Karyn for all the delicious snacks! Introductions were made. Commissioners present were Karyn Heinekin (Chair), Laura Otto (Vice Chair), Michele Fellows (Secretary), Gillian Lim, Greg Lange, Gabe Longoria, and Patrick Sweeney. Calendar We reviewed and approved the proposed meeting dates for 2018. Can't conduct official business at a retreat so will need to do this again. Z Monday, March 26, 2018 Z Monday, April 23, 2018 Z Monday, May 21, 2018 Z Monday, June 25, 2018 Z Monday, July 23, 2018 Z Monday, August 27, 2018 Z Monday, September 24, 2018 Z Monday, October 22, 2018 Monday, November 26, 2018 Monday, December 24, 2018 —need to change or cancel this meeting Overview Karyn gave an overview of the Commission for new members starting with our mission - to promote international communication and understanding through exchanges of people, ideas, and culture. Meetings - Commissioners are expected to attend all meetings, but may miss up to two meeting in a calendar year. Please notify Karyn or Carolyn in advance if you are unable to attend. Budget — Carolyn manages the financial tasks instead of a Treasurer volunteer position. This facilitates things with the City Accounting Office. Carolyn will prepare a budget. Most of our expenses occur when the students are here. There are two accounts — one is public funds, and one is private donations. Programs - We have three programs running and one on hold. • The main project is the student exchange every year. The Edmonds students visit Hekinan in the last half of July. The Hekinan students visit Edmonds during the first two weeks of August. They stay in each other homes, but the Commissions (Hekinan planning is done by City staff) in each city are responsible for planning and implementing weekday activities. The resident group also prepares a Welcome Dinner on the first Friday of the visit. The visitors prepare an evening of celebration (dinner, activities, games, songs) for the last Friday of the visit. • Every five years there is an adult exchange. Usually the Edmonds group goes in April and the Hekinan group comes in late October. • ALT—this is a full-time position in the Hekinan school district for an American from our area to help teach English to the middle school students. They are contracted for two years. • Classroom visits — Could include calligraphy lessons, kamishibai, art projects (volunteers come into the classroom) as well as a "Culture Box" which could be checked out to use in the classroom. We have had trouble getting information to teachers on this program as well as finding classrooms to visit. Gillian and Karyn were both interested in pursuing the Culture Box idea for 2018. Michele will get them a list of items that are in the similar box from Burke Museum. Expectations other than meetings: This year, a reception for Japanese delegation in October Student delegation visit support (future years) including Welcome Dinner Fundraising event Recruitment — commissioners, chaperones, students, volunteers Annual Calendar: The calendar covers the main tasks taking place during a specific month in each of five categories. It is updated monthly prior to the meeting. A sample was passed around. Michele will update the 2018 version for review at February meeting. Movine forward: Goal for 2018 is to set the groundwork for a sustainable commission despite staff/member changes specifically written instructions and examples for the main six areas of work. • Adult delegation — Since it is in process, we hope to capture the tasks and details going into the process for future visits. Almost all the preparation is taking place through the Mayor's Office so won't need a committee working on this one, just one person to liaison with Carolyn. • Commission SOPS — We want to capture all the various documents in one place as well as any traditions, historical information, etc. for reference. This includes the information in the binder as well as explanations of any internal procedures and details of processes for meetings, commissioner recruiting and training, budgeting • Student Recruitment — to finish with a detailed task list and timeline for recruiting, mostly in the high schools. • Hekinan Delegation — want to document the steps taken to prepare for the Japanese student delegation, including host family recruitment, contacts and info for various outings, other support people, info on Welcome Dinner. • Chaperone Support — explaining how we publicize the openings and choose our chaperones. Should include information on requirements and expectations of Chaperones as well as the student interview process, orientations, fund raiser, trip tips, role at Farewell Dinner, City Council presentation, photos. • ALT Hiring — explaining how we publicize the openings and make our recommendation. Includes information on requirements and expectations of ALT. Support after hiring and during stay... Our goal would be to have an outline in these areas with Gantt timelines where appropriate with as many details as we are able to capture. In our discussions other projects came up... Newsletter, Media Calendar, "The Room", Cultural Classroom Box, list of available translators Follow up items included: Binders for new commissioners at next meeting, Date of orientation/meeting of Edmonds adult delegation, Request to assist with soliciting, collecting and packaging gift items for Japanese adult delegation List of tasks with volunteer(s) Date of orientation/meeting of Edmonds adult delegation Laura Annual Calendar Michele Media Calendar Michele and Gillian "The Room" Michele and Patrick Cultural Classroom Box Gillian and Karyn Binders for new commissioners at next meeting Karyn/Carolyn list of available translators Gillian Request to assist with gift items for Japanese adult delegation Gillian & Gabe (soliciting, collecting and packaging)