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06/16/2014 - Minutes SALT LAKE CITY SISTER CITIES ORGANIZATION BOARD OF DIRECTORS MEETING Monday,June 16,2014 RECEIVED City & County Building 451 S State Street,Room 326 OCT 1 3 2014 Salt Lake City, Utah 84111 CITY RECORDER The regular Sister Cities Board of Directors meeting for Salt Lake City was held on Monday, June 16, 2014 at 5:15 p.m. at the City & County Building, 451 South State Street in Room 326. Board Members Karen Wiley (Chairperson), Jorge Arce-Larreta, Olga Efimova, Nicole Gallo, Rosemary Holt, Jinger Laguardia, Jeanette Misaka and Margaret Yee were present. Salt Lake City Community&Economic Development Director Eric Shaw was also present. WELCOME 5:17:27 PM Chairperson Karen Wiley called the meeting to order and welcomed all in attendance. REVIEW AND APPROVAL OF THE MINUTES 5:18:00 PM After reviewing the minutes, Ms. Wiley called for a motion to approve the Sister Cities Board of Directors Meeting minutes for January 27,2014. Mr. Arce-Larreta moved to approve the minutes as presented and Ms. Holt seconded the motion; all voted aye; the motion passed. UPDATE FROM NICOLE GALLO 5:19:37 PM Ms. Gallo indicated that she there was a student exchange from Torino in 2013 that the Board was not notified about. Ideas and suggestions for moving sister cities forward,but it is difficult to get assistance. We asked for input on the organization; not a take-over. There is no transparency or communication. There seems to be a black hole where it all gets lost. For more than two years we have been asking for answers. RESOLUTION RECOGNIZING TRUJILLO,PERU AS A SISTER CITY OF SALT LAKE CITY, UTAH 5:23:35 PM Ms. Wiley called for a motion to approve the Resolution. Ms. Efimova moved to approve the Resolution and Ms. Yee seconded the motion; all voted aye; the motion passed. 5:25:51 PM Sister Cities Board of Directors Meeting June 16, 2014 UPDATE ON TRUJILLO,PERU FROM JORGE ARCE-LARRETA 5:26:25 PM Mr. Arce-Larreta notified the group of an event taking place at The Leonardo. The Ministry of Culture in Peru is promoting Peruvian movies and one has been selected to tour the United States. Utah is one of the States they will be visiting. The screening will take place on Saturday, June 28, 2014 at 5:30pm UPDATE ON MATSUMOTO,JAPAN FROM JEANETTE MISAKA 5:27:50 PM Ms. Misaka said that a group from Matsumoto visits every year on July 24. She has not heard from them directly yet because she is not yet an official Board member. Gwen Springmeyer brings a group of students and they are invited to the picnic at Jordan Park. Tomoko has been contacted and told her to let them know when she is appointed. Eric said he will contact Tomoko to get that information and forward the information to Karen, Jinger and Jeanette. The picnic is not an official sister city related activity, but they students are welcome to attend, as is the case with any event. UPDATE ON KEELUNG,TAIWAN FROM MARGARET YEE 5:31:00 PM Ms. Yee reported that the Promontory Point event was a great success. Pictures of the event were circulated. Many dignitaries attended, including Eric Shaw. This year is the 35th Anniversary of the Keelung and Salt Lake City sister city relationship. The Mayor of Keelung and his wife are coming for the celebration. July 16, 2014 there will be a banquet at the Golden Dragon. Ms. Yee invited the Board members to attend. A table for 10 is $250. Eric Shaw will represent the Mayor. Invitation has been forwarded to the City Council and waiting to hear back from them regarding attendance. Delegation arrives on the 15` of July. They will meet with the Mayor and City Council the morning of the 16th in the Council Chambers. Mayor's Office will prepare a proclamation. Ms.Yee requested a key to the city be presented from the Mayor. Ms. Yee asked about the inventory of gifts. She would like to purchase gifts from the Sister City budget. She asked for the city's help with printing the invitation and program for the event. The total budget for the event is $4830. Ms. Wiley asked about what gifts the city has left for visiting dignitaries. Eric Shaw said he will check. Mayor's Office has several gifts on hand. Eric requested a list of attendees from Keelung who will be presented gifts. Margaret will a provide list. UPDATE ON CHERNIVTSI, UKRAINE FROM ROSEMARY HOLT 5:46:15 PM Ms. Holt reported that these are very difficult times right now in Chernivtsi with a lot of unrest. There is a new president in the Ukraine and a new Mayor in Chernivtsi. Our sister city is pro Europian. Ms. Holt read a draft letter to be sent from Mayor Becker to the new Mayor of Chernivtsi. Ms. Holt reported that she was approached by a young man from the film industry who is interested in doing a film on Chernvtsi. They are currently in discussions about that. 2 Sister Cities Board of Directors Meeting June 16, 2014 UPDATE ON IZHEVSK, RUSSIA FROM OLGA EFIMOVA 5:52:40 PM Ms. Efimova reported that she will be traveling to Izhevsk in July. She requested a letter from the city. She will provide a draft. A relationship has been established with the hematology departments of medical in Izhevsk and school here for collaboration and research. Now they are working on a relationship with Moran Eye Center. Next May is the anniversary of 70 years of victory in WWII and for Russia it is a main holiday. Russian community here will start working on events for that occasion. UPDATE ON TORINO,ITALY FROM JINGER LAGUARDIA 5:56:48 PM The Italian League is having a breakfast on June 29 if anyone is interested. August 10 is their Annual Lagoon Day. Italian Festival will take place August 15 and 16 and she would like to invite the Mayor. If the Mayor could present a proclamation that would be great. The Italian Center of the West announced that Salt Lake City will be featured once a month in the official Italian newspaper. They did a nice story about Salt Lake that Ms. LaGuardia presented to the group. REQUEST FROM MAYOR'S COMMUNICATIONS DIRECTOR 6:00:48 PM Karen notified the group that the Mayor's Communications Director has requested that they be notified of any events taking place so that they can help promote the event through press releases, etc. Eric reported that Helen Langan is the new Communications Director. Press releases go out the night before events. Information can also be included on the city calendar. Eric also reminded the group that if they are making contact with the media in their official capacity as a member of the Sister Cities Board,they need to get approval from Art Raymond in the Mayor's Office before speaking to the media. UPDATES FROM ERIC SHAW 6:06:26 PM Staff support—Mr. Shaw reported that he will continue to be the staff support for the Board, with the help of his assistant Robyn Stanczyk. If you have questions, concerns, or ideas, it is his job to connect you with the right folks at the city and help you navigate city hall. Board terms and paperwork for renewal—Jeannette's paperwork went through and was approved by the Mayor and she will be interviewed by the Council at their next meeting. Robyn is reviewing records to determine whose terms have expired and who was never appointed. We 3 Sister Cities Board of Directors Meeting June 16,2014 will send you the link to the application to complete for renewing your membership on the Board. Sister Cities commonalities—This has been delayed to the fall of next year. Consultant lined up but the contract has not been done. When we get findings from that we will be sure to share. Strategic Planning information—Thank you to everyone who spoke to Ellen Richardson as part of the strategic planning process. She presented five main findings: 1) Board would like more access to the Mayor directly; 2) Strong interest in creating an independent organization; 3) Additional work needs to be done to ensure that city goals and Board expectations are in line. What is the new role of cities in international diplomacy and what is the role of Sister Cities International? We need to work on capacity building and stronger continuity to support community building. Be sure to reference policies and bylaws of the Sister Cities Board and make sure they are in line; 5)The Board is not yet ready to start a strategic planning process. More fact finding is needed. The community should be included in the planning process. Mr. LaGuardia expressed a need to standardize the processes of the Board. She offered to create a new member packet for the group to approve. She would like to have standardized meeting dates, forms for members to fill out with events, standardized minutes, and agendas. Eric indicated that the strategic report showed there was a perspective that the members worked in silos rather than as a group. The standardizing process may be a good exercise for the Board to work on over the next year. Ms. Wiley asked the group if they would like to standardize agendas and meeting forms. Ms. LaGuardia will create a draft and send to Robyn. 6:28:50 PM Ms. Wiley confirmed with the group that Thursdays evenings are the best times for everyone to meet. Members agreed to hold monthly meetings on the second Thursday of the month at 5pm. until 6:30pm.No meetings will be held in July or December. Next meeting will be held on August 14, 2014. Robyn will locate a room. Ms. LaGuardia will create a standard form for Board Members to use when providing updates to the group regarding events, etc. Robyn will provide the form to members in advance of the meeting. BUDGET REVIEW FOR YEAR END (Eric Shaw) 6:31:23 PM The Board has been approved for another$10,000 for July 1, 2014 through June 30 of 2015. Remaining budget is$6,300 in this year. If it is not spent or encumbered by June 23 then it goes back. It cannot be spent on travel for non city employees. Ms. Wiley suggested that a discussion about the budget for each city be put on the agenda for the August meeting. Events upcoming: 4 Sister Cities Board of Directors Meeting June 16,2014 Delegation from Trujillo coming on June 28. Jorge will find out details in the next few days. Will need gifts for the delegation and maybe a proclamation. The Mayor is aware of the event. Jorge will present a small budget to Eric by Monday and copy Karen and Robyn. Keelung delegation coming July 15. Gifts for visitors will be necessary. Ms. Yee will provide a receipt for the restaurant where the banquet will be held so that those expenses can be covered. Matsumoto will need gifts for the July 24 events. Pins will be ordered. Ms. LaGuardia will order pins for the cities that want them. All members agreed to donate their remaining budget for other members to use who have events taking place this year. Ms. Wiley mentioned that the Sister Cities International Conference is coming up on July 30- August 1. If you are interested in attending, send her an email. SCHEDULE NEXT BOARD MEETING Next meeting will be held on August 14, 2014. Clean Air issues will be moved to that agenda. 6:59:59 PM There being no further business,the meeting was adjourned at 7:00p.m. Karen Wiley, Chairperson Sister Cities Board of Directors 5