2018-04-23 Sister City Commission MinutesEdmonds Sister City Commission
Meeting Date: Monday, April 23, 2018
Pos. 1 Harold (Dar) Williams Pos. 2 Patrick Sweeney
Pos. 4 Marlene Friend Pos. 5 Gillian Lim
Pos. 7 lyoko Okano
Pos. 10 Karyn Heinekin
Student Representative:
Pos. 8 Michele Fellows
Pos. 11 Lindsey Crawford
Commissioners Absent: lyoko Okano (Ex)
Staff Liaison: Carolyn LaFave
Call to Order: 7:04pm
Guests: David Huneke
Pos. 3 Greg Lange
Pos. 6 Laura Braithwaite Otto
Pos. 9 Gabe Longoria
Pos. 12 OPEN
Michele introduced David and they shared photos and stories from their trip to Hekinan. The Edmonds
delegates would like to be involved with the October visit.
Administration
• Agenda: Michele moved to approve the agenda as written. Greg seconded. Motion passed.
• Minutes: Laura moved to approve the minutes as written. Marlene seconded. Motion passed.
• Financials: Carolyn reported $893 in the 200 account as of end of year. The $5000 from city
budget will be transferred in June.
Continuing Business:
• Review of Calendar: Karyn provided copies of the revised calendar. Please review and return
comments, additions, and suggestions to her by May 7.
• Adult Delegation: The group discussed pros and cons of increasing the delegation size from 12
to 20 as requested. It was agreed to grant the request and plan for 20 visitors from Hekinan.
The tentative dates of the visit are 10/24 - 11/3.
We reviewed the six areas where commissioner help is needed.
o Mayor's welcome reception - will take place at Harbor Inn during the early afternoon
Need someone to bring/hang/hold the banner, 2-3 greeters who can also pass food and
hand out gift bags. Marlene and Karyn are available.
o Gift bags - Need 1-2 people to assemble the gift bags, need suggestions of other items
to include from everyone. Thinking about using string backpacks.
0 30th Anniversary Party - Commissioners should attend. It will be the evening of
November 1, 2018 at Cascadia Art Museum who is donating the space. Estimated 100
people in attendance including City Council, Consul General of Japan, Edmonds
delegates, Arts Commission, and any sponsors.
o Halloween — Need 2-4 people to set up and staff booth (hand out candy) outside City
Hall from 5-8, one person to plan decorations and buy candy in advance. Marlene
mentioned a party was organized by the Chamber last time. Carolyn will check into
possibility.
o Donations/Sponsorships —
o The Mayor is willing to approach large sponsors. A list of potential sponsors who will be
contacted was distributed. Other suggestions are welcome as is help following up with
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them. Our needs are: sponsors for lunches, party food, party beverage, reception food,
reception beverages. Carolyn would like help creating the sponsorship form/packet.
o Day Trips — Carolyn will bring an itinerary next month, but the general (unconfirmed)
plan is...
Monday
Arrival at hotel, welcome party, marsh walk, dinner at Scott's (sponsored by Dave & Sue
Earling)
Tuesday
Take ferry to Coupeville, scenic drive North to Deception Pass then to La Conner. Lunch
needs sponsor.
Wednesday
Visit City Hall, meeting with Mayor, Edmonds Museum tour, visit Arts Commission
Gallery, stop at police department, then back to hotel before light meal in Brackett
Room. Then to downtown Edmonds for Halloween fun. Karyn suggested adding a tour
of Edmonds Elementary. Gillian suggested visiting Madrona K-8 as it will be a brand new
building modelled on a Japanese school in Japan (3 interpreters available). Everyone
will be responsible for their own lunch, but a sponsor for dinner is needed.
Thursday
Seattle Day, specifics to be announced. Everyone will be responsible for their own
lunch. Dinner will be at the 30th Anniversary Party.
Friday
Visit the state capitol in Olympia, followed by a Seattle stop such as The Roastery and/or
Volunteer Park or Kerry Park (somewhere with photo ops). Sponsor for lunch is needed.
Dinner will be in local homes. Patrick, Marlene, Laura, Karyn, and Michele offered to
host or co -host.
Saturday
Off to the airport
• Task Committees
o Newsletter outline - Laura will contact delegates for articles on the Hekinan
trip. Michele will provide contact info and potential topics.
New Business:
• Michele noted announcing the new commissioners could bring some media attention this
month.
• Carolyn noted a new logo might be nice. Bring ideas to the next meeting.
Announcements: none
Next Meeting: Monday, May 21, 2018 @ 7pm, FAC Room 123 NB: This is not the 4t" Monday.
Adjournment: 8:00 pm
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Tasks
All - Review calendar/comments to Karyn
All - Ideas for potential sponsors/donors to Carolyn
All - gift bag donation ideas to Carolyn
GK - Check with administration for possibility of school visit in October
?? - Help with party invitation design (check with Carolyn)
?? - Help with sponsorship information
May 7
May 21
May 21
May 21
May 15
May 15
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