Lawrence Sister Cities Advisory Board
December 14, 2011 minutes
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MEMBERS PRESENT: |
Bill Keel, Linda Hyler, James Hilliard, Bob Moody, Michael Kennedy, Jon Josserand, Ken Albrecht, Gina Ross, Kathleen Hodge, Kelly Herndon, Lynn Ground |
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MEMBERS ABSENT: |
Dennis Christilles |
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STAFF LIAISON PRESENT: |
Cynthia Wagner |
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PUBLIC PRESENT: |
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Chair Keel opened the regular monthly meeting in city commission chambers at City Hall at 5:30 on November 9, 2011.
Minutes – Josserand
The November draft minutes were approved as submitted to the board.
Treasurers Report – Herndon
Herndon reported that the account at Mainstreet Credit Union (Eutin trip reserve account) had been closed and will be transferred to Intrust bank, as previously approved by the board. This will simplify the work for the Treasurer in the future.
Herndon will check on the balance of the scholarship fund held by DCCF and let the scholarship committee know of the amount available for scholarship awards for 2012.
2012 Budget – Hyler & Herndon
Hyler distributed an updated draft for a 2012 budget. Josserand distributed a list of possible expenditures related mostly to marketing and membership. General discussion ensued. Decisions reached included:
· Increase direct trip support for the Eutin and Hiratsuka trip exchanges to $2,000 per year per trip ($4,000 total). (This amount has been $1,500 per trip for over ten years)
· Create a budget account for Jet Stream club support ($200)
· Budget membership fee income conservatively because of recent growth (budget at 80% of 2011)
· Reduce annual allocation to Friends groups operating accounts to $250.
· Provide resources for design and mailing of an approximate 500-piece membership recruitment piece in 2012
It was noted that expenditures were less than budget in 2011. Josserand pointed out that sister cities has been frugal in its expenditures the last couple of years and it may be appropriate to review the balances in the retained earnings accounts and transfer a portion of these balances to the scholarship fund. He intends to appoint a committee of the board during 2012 to review this issue, and other budget related issues.
The following budget for calendar year 2012 was approved:
Anticipated Income:
Membership Dues $ 4,000
City of Lawrence Appropriation 7,500
Interest Income 100
Total Income $11,600
Anticipated Expenditures:
Postage and P.0. box rental $ 500
Printing and supplies 1,000
Dues – International Sister Cities 680
Direct support for youth trips (2 x $2,000) 4,000
Transfer to 5-year hosting reserves (3 x $1,000) 3,000
Transfer to “Friends” reserves (3 x $250) 750
Support for Jet Stream youth group 200
Membership records & development 850
Miscellaneous & contingency 620
Total Expenditures $11,600
Scholarship Committee – Keel
The scholarship committee will meet as soon as completed applications for 2012 have been received. There are several outstanding applications from Hiratsuka students. Also applicants listed different amounts for the Hiratsuka trip. Hilliard indicated the correct estimate for the 2012 Hiratsuka trip is $2,300.
Albrecht indicated he had consulted with members of his committee. He is synthesizing their inputs and will forward this product directly to Cynthia.
Friends of Hiratsuka – Hilliard
Only 16 applications were received this year. All were accepted. Schools represented: 2 from South; 3 from West; 1 from Central; 3 from Southwest; 1 from LHS; 6 from FSHS. Hilliard expects 5 scholarship applications to be submitted.
Discussion ensued on the low number of applicants this year, and how this could be changed in the future. Having complete application materials distributed earlier and increased communication with teachers and principals would be part of the solution.
The cost of this year’s trip and airfares was discussed. (estimated $2,300 total, $1,750 for airfare).
Hilliard indicated he had been contacted by Nancy Hope of KU’s Center for East Asian Studies regarding a grant opportunity which would place a Japanese national coordinator in the Lawrence community. This coordinator could assist with education of the students going to Japan. The possibilities of this coordinator assisting the school district were also discussed.
Hilliard indicated he would be meeting with Hope soon. Josserand indicated he was interested in attending this meeting.
Friends of Eutin – Albrecht
Albrecht indicated the trip has lost one student, so the 2012 trip count is back to nine students. It appears that we will be eligible to receive support from the German American Partnership Program (GAPP) despite being one below their threshold requirement.
Friends of Iniades
No report.
The meeting was adjourned at 7:00 pm.