2018-06-25 Sister City Commission MinutesEdmonds Sister City Commission
Meeting Date: Monday, June 25, 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: Marlene Friend (Ex); Greg Lange (UnEx)
Staff Liaison: Carolyn LaFave
Call to Order: 6:55 pm
Guests: Valerie Claypool
Guest Presentation
Pos. 3 Greg Lange
Pos. 6 Laura Braithwaite Otto
Pos. 9 Gabe Longoria
Pos. 12 OPEN
Halloween Party: Valerie Claypool reviewed her proposal (attached) which includes food
beverages, photo booth, decorations, serveware, facility and her services for $5000 total. She
would also assist as needed with the 30th Anniversary party on November 1.
Administration
• Minutes: Pat moved to approve the minutes as written. Lindsey seconded. Motion passed.
• Financials: Carolyn reported there were no expenses since the last meeting. The $5000 from the
city will be transferred soon.
Continuing Business:
• Review of Calendar: Michele distributed a draft media calendar. A copy with suggested changes
is attached. You can also view it on Google Drive at
https://docs.google.com/spreadsheets/d/lZO03ddVAEMvgFNudUKaTMeU si31ETplQs2Ugxw2
WBY/edit?usp=sharing.
Carolyn suggested a separate promotion plan for the upcoming visit. Michele will draft for next
meeting.
• Adult Delegation: We reviewed the list of visitors coming in October. lyoko reported that
Mayor Negita has stipulated that all delegates will stay at Harbor Inn. (No homestays.)
- Friday night socials: The Hekinan visitors will be asked if they have a specific family they
want to visit with on the free Friday night. The rest will be assigned a spot, perhaps in
groups of two.
- 301h Anniversary Party: Cascadia is all set. There will be wine and cold food. The
commission will provide the manpower for the event.
- Budget: Carolyn distributed a budget for the entire visit. The total cost is $11015.
Despite generous support from Dave and Sue Earling, we still need $5500 in additional
funds to do everything we discussed. If we do not have the additional funding, the
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Halloween party will become a casual hosted dinner. We will need to decide by the next
meeting.
Sponsorships: Valerie is not presently working on sponsorships. She will at our request
for a 15% fee. The group decided to focus on sponsors this month in order to decide if
we can raise enough on our own. Lindsey has a list of potential business supporters.
Carolyn has a list of previous commission supporters. There were suggestions for
contacting past commissioners, host families, chaperones. Carolyn has a sponsorship
flyer prepared. She will email an electronic copy to everyone and have hard copies
available.
• Newsletter Update
The newsletter was up on Sister City Facebook page, City Facebook page and our website. The
Opt -in feature is being implemented.
New Business:
• New logo: The group gave Dar some general guidelines. He will follow up with some mock ups
soon. Lindsey showed the group an example using an online application.
• Delegate gifts: We are still exploring options for string backpacks. The minimum order found so
far is 300. Lindsey offered to speak with local retailers who sell tote bags and might be willing to
help out. Carolyn is also going to check with the company we purchase our tee shirts from for
other options. Karyn had another possible lead as well. Requests for gift bag items will go out
in late August. Send suggestions to Carolyn.
• Council Presentation: Carolyn suggested the adult delegates make a presentation to city
council. Michele offered to spearhead the effort with a timeline of late September, early
October.
• Communication: The easiest way to reach the whole group is to email to citizens-sis-
city@edmondswa.gov. This one address gets your message to all commissioners and Carolyn.
Announcements: none
Next Meeting: Monday, July 23, 2018 @ 7pm, FAC Room 123
Adjournment: 8:10 pm
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