City of Lawrence

Sister Cities Advisory Board

August 11, , 2004 minutes

 

MEMBERS PRESENT: Boley, Hodge, Hyler, Josserand, Kennedy, Kreicker,  Reiber, Schumm, Swisher

 

MEMBERS ABSENT:  Immel, Keel, Ross, Tsubaki

 

STAFF LIASION PRESENT: Patterson

 

PUBLIC PRESENT:  Frank Baron

 

Kreicker called the meeting to order at 5:35 pm.

 

Hodge moved that the minutes of the previous meeting be approved.  Seconded by Reiber, passed unanimously.

 

Boley presented the Treasurer’s report and explained details.  Schumm moved to

approve the minutes.  Seconded by Hodge and passed unanimously.

 

It was noted that four checks were written from the Operating Fund to cover the costs of activities of the Hiratsuka exchange students during their recently concluded visit to Lawrence.  Schumm moved that funds to cover these expenses be transferred from the Hiratsuka Special Travel Account to the Operating Account.  Seconded by Kennedy and passed unanimously.

 

Kreicker reported that he was in error to use e-mail to ask members for their opinion on recommendations for new board members, as he had done on two or three occasions.  It is considered official business even though it is the Mayor that makes the appointment.  Schumm provided insights into the law based upon his years as City Commissioner.  Kreicker had conferred with the City’s staff attorney, David Corliss, about this matter and recommended that Corliss attend our October meeting to review the Kansas Open Meetings Statutes with the Board.  Kreicker also reported that Corliss stated that members could not legally use the internet for electronic discussions, “chat rooms” or “bulletin boards” as that would also be a violation of the Open Meeting Act.

 

Kreicker stated that due to Trish Bransky’s resignation, the Board may recommend a candidate to Mayor Rundle for his consideration as a replacement.  Schumm moved that Nancy Bjorge be our nominee.  Seconded by Hodge and passed unanimously.

 

Patterson outlined the request for a contribution of one item or a very few items to be placed in a time capsule on Sunday, Sept. 19th.  The deadline of Sept. 2nd has been set by the Sesquicentennial Committee.  After discussion, Kreicker appointed Hyler and Baron to select and gather the items.

 

Hodge and Schumm reported on the Sesquicentennial Banquet progress and showed a proof of the attractive and distinctive invitation which met with Board approval. Board members and host families must act quickly to assure they get banquet tickets.  Patterson will contact the City Commissioners and Staff to secure intentions regarding their banquet participation.

 

Patterson showed a sample of the note card packets which each delegate will receive.  She reported that the original art of the Japanese Garden will me mounted, framed and hung in the “Sister Cities” Room at City Hall.  She is seeking volunteers to tie ribbons around the packets to create a more festive appearance.

 

Kreicker showed items from a “gift bag” that included the book and candy we will furnish, along with the selection of items provided by Chamber of Commerce members.

 

Hyler proposed that we have two or three students that have just returned from Hiratsuka and/or Eutin attend the banquet to present the gift bags to delegates and otherwise assist as required.  The concept was heartily endorsed by the Board.

 

Kreicker distributed copies of our current letter of agreement with the City, which shows the requirements for the kinds of record keeping, and IRS reports we must file.  It is this agreement which enables us to get City funding and we must comply with its provisions.

 

Boley highlighted the progress being made by the City’s Auditor, Tom Singleton, and his staff as they seek to compile the required data for the years prior to 2003 in order to file IRS form 990.  In order to have enough time to accomplish the necessary work,

Singleton’s staff has filed a second extension which has a December 15th deadline.

 

Kreicker reminded the members that there would be another meeting next Wednesday,

August 18th, at 5:30 pm.  However, instead of going through a visioning process regarding the future make-up and activities of the Board, it will be to finalize plans and activities for the Sesquicentennial weekend.

 

At 7:05 pm., Boley moved that the meeting adjourn.  Seconded by Hodge and passed unanimously.