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HomeMy WebLinkAboutMinutes - Sister Cities Committee 02/17/2005APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 — 3:00 p.m. NORTH WING CONFERENCE ROOM CALL TO ORDER Chairman Talboys called the meeting to order at 3:00 p.m. II. ROLL CALL Members Present: Members Absent: Patricia Bannon Bill Harris Donna Jean Darby Rolf Hoehn Nancy Jo Mclntosh John Marman Rose Mary Ortega Gilbert Slagel Mark Talboys, Chairman Staff/Others Present: Sheila Gilligan, Assistant City Manager Donna Gomez, Visitor Center Manager Sarah Healy, Ex-Officio Member Briana Kirkwood, Ex-Officio Member Carlos Ortega, City Manager Ignacio Otero, Ex-Officio Member Lori Wimbish, Recording Secretary Frank Viccar, Visitor William Peterson, CSUSB Palm Desert III. ORAL COMMUNICATIONS 1►[:7T N. CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING HELD JANUARY 20, 2005 Ms. Darby moved to approve the minutes of the January 20, 2005 meeting. Motion was seconded by Ms. Bannon and carried unanimously by a show of hands. 8-0 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 V. NEW BUSINESS A. PRESENTATION BY THE CITY OF DESERT HOT SPRINGS REGARDING KYRGYZSTAN DELEGATION HANK HOHENSTEIN of Desert Hot Springs reviewed the Information Packet that was distributed to Committee members. He stated that the City of Desert Hot Springs was interested in establishing a sister city relationship with the community of Kyrgyzstan and bringing a delegation from that country to the Coachella Valley. That delegation would be traveling from the City of Tomok and be visiting for a period of three weeks. The purpose of their visit would be to learn about Americans. He said they would be taking them through the City's processes, water treatment plants, high schools, CVAG, and College of the Desert. He had two requests from the Committee and those were: 1) to schedule an informal meeting with the delegation from Tomok and the Palm Desert Sister Cities Committee; and 2) to ask for financial support to help cover the cost of the delegation's visit. He said it would cost around $20,000 to $22,000 to bring the delegation to the Valley. They currently have support from several businessmen and the Agua Caliente Indian Tribe. If the Committee could help them out with a little financial support, he would greatly appreciate it. Upon questioned by Mr. Farzaneh, Mr. Hohenstein responded that nine delegates would be coming from the Valley. Mr. Talboys asked if the participants had accepted the invitation to visit the Valley. Mr. Hohenstein said yes. Mr. Talboys asked if he had approached the Palm Springs School Board regarding their visit, and Mr. Hohenstein responded that he had. Ms. Ortega asked Mr. Hohenstein if he would be approaching any other cities for sponsorship. Mr. Hohenstein said he had not approached the City of Cathedral City as yet; however, he did have a meeting scheduled with Mary Roach from the City of Indian Wells. Mr. Farzaneh offered to host the delegation and Committee members in his home for one evening wherein he would serve dinner from their region of the world. Mr. Talboys told Mr. Hohenstein that the Committee would review and consider his proposal for sponsorship. 2 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 No action was taken on this item. B. REVIEW AND APPROVAL OF DIRECTION DISCUSSED AT RETREAT AND APPROVAL OF MISSION STATEMENT. Ms. Gomez distributed a synopsis of the retreat as prepared by Mr. Talboys. Mr. Talboys commented that the synopsis accurately reflected what was achieved at the retreat, and included a wish list that could be added to or deleted from at any time, or for any reason. He stressed that the subcommittees needed to focus on defining the programs they want to undertake in this fiscal year; however, the list of programs should be flexible and include long- term goals. The Committee discussed the Mission Statement. The consensus was for the Committee members to email Ms. Gomez their suggestions and/or changes. Rolf Hoehn moved to approve the direction discussed at the retreat and defer the Mission Statement to the meeting of March 24, 2005. Motion was seconded by Rose Mary Ortega and carried unanimously by a show of hands. 8-0 C. CONSIDERATION OF ATTENDANCE AT SISTER CITIES INTERNATIONAL CONFERENCE IN SPOKANE, JULY 27-31 Mr. Talboys said that he had circulated the program for the conference at an earlier meeting. He asked if anyone had any thoughts about participating in this conference or thoughts on the number of attendees. Ms. Gomez responded that in the past, the Committee's direction was for the staff liaison and one committee member to attend the conference each year. She felt that in order to provide consistency, the permanent attendee should be the chairperson. She added that further recommendation from the Committee was that new members or members who had never attended the conference before be chosen to go. A discussion ensued regarding the number of attendees the Committee should send and the criteria the Committee would use to determine who would attend. Ms. Gomez stated that she would not be able to attend the conference this year due to the opening of the new Visitor Center in July. Mr. Hoehn asked if the Committee was being asked to decide on the maximum number of members the Committee would want to 3 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 attend the conference, and Mr. Talboys responded they were. Mr. Hoehn said that they were then being asked to make the decision about who would be going. Ms. Gomez mentioned that the deadline for early bird registration is April. Mr. Hoehn asked if the Committee needed to decide who would be going to the conference this evening. Ms. Gomez responded that the budget expenditure for this convention is in fiscal year 2005-06, so the decision is at the pleasure of the Committee. Mr. Hoehn recommended that the Committee determine the number of attendees for each event independently, depending on the programs or themes being offered, i.e., if the Committee is receiving an award, more members may wish to attend. Ms. Gomez responded that the events needed to be planned ahead of time for budget and registration purposes. She added that maybe the Committee would want to determine today who was interested and who would make themselves available to attend. Nancy Jo McIntosh and Mark Talboys indicated they were available and interested in attending. Rose Mary Ortega was interested but uncertain as to whether she would be available. No action was taken on this item. D. CONSIDERATION OF FORMATION OF A COMMUNITY OUTREACH SUBCOMMITTEE John Marman moved to approve the formation of a Public Relations and Promotions Subcommittee. Motion was seconded by Donna Jean Darby and carried unanimously by a show of hands. 8-0 E. CONSIDERATION OF SISTER CITIES INTERNATIONAL REQUEST FOR GLOBAL MEMBERSHIP Mr. Talboys referenced a letter dated January 27, 2005, from Tim Honey, Executive Director for Sister Cities International, regarding Global Membership. As he understood the letter, the Committee had two options: 1) to advise its two Sister Cities of the global membership, or 2) underwrite the membership dues for its two Sister Cities at $140 each. Upon questioned by Ms. McIntosh, Ms. Gomez responded that the Committee pays approximately $300 for annual membership dues. 4 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 Discussions were held regarding the two options stated by Mr. Talboys in his opening statement. Some of those comments are listed below: Ms. Ortega felt that underwriting the membership fee was a gesture of good will. Mr. Marman recommended making the gesture to pay for the first year and then encourage the cities to continue that membership the following year. Mr. Talboys personally felt that one positive thing, other than programs, that could be done for its two Sister Cities would be to make the gesture to pay for the membership dues at $140 each; however, he was in agreement with the statements made by Mr. Marman. Mr. Hoehn felt that the Committee was passing up an opportunity to explore a dialogue with both Sister Cities. He suggested that the Sister Cities be motivated to become members themselves at their own expense. If after their dialogue they indicate that they would be interested but could not make the commitment this year, we would then offer to pay one year's membership for them. Ms. Ortega looked at it differently. She said to give, as a gesture of good will, does not imply whether or not they can afford it, but rather it was an invitation and gift. Mr. Talboys said the Committee could either contact its two Sister Cities or pass it along to Sister Cities International for them to make contact, and they could provide their information to Sister Cities International. Mr. Hoehn said the first step would be to contact the two Sister Cities and convince them that this would be good for them. The second step would be to pay for the first year so that they could gain experience and see if it was really worth their while; if they then decide that they did not gain any benefit from it, then they could discontinue the membership. Mr. Slagel asked when the membership fee was due. Ms. Gomez said a date was not indicated. Rolf Hoehn moved to: 1) Contact Sister Cities to foster the understanding of the benefits of the Global Membership and invite them to join; 2) If they are interested, offer to pay for their membership the first year as a gesture of good will. Motion was seconded by Patricia Bannon and carried unanimously by a show of hands. 8-0 5 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 F. CONSIDERATION OF SISTER CITIES BECOMING A NON- PROFIT COMMUNITY BASED ORGANIZATION. The following is verbatim transcript of this portion of the meeting. Key CLO Carlos L. Ortega, City Manager SRG Sheila R. Gilligan, ACM/Community Services Division DG Donna Gomez, Visitor Information Center Manager MT Mark Talboys, Sister Cities Committee Chair RMO Rose Mary Ortega, Sister Cities Committee Member NJM Nancy Jo McIntosh, Sister Cities Committee Member JM John Marman, Sister Cities Committee Member RH Rolf Hoehn, Sister Cities Committee Member MT The recommendation is by Minute Motion continue item to allow for further research and analysis. 1 hope however that everybody has since the parting comments at the retreat... since the retreat the closing (unclear) at the retreat that you have given a lot of thought and now of course you have the benefit of having these White Paper that should be in front of you know. Does anyone not got the White Paper? The so-called White Paper. What 1 would like now is some serious discussion and we do have Sheila as Assistant City Manager and Carlos Ortega as City Manager here to respond to any comment or question that we may have and we certainly appreciate both of you coming as 1 said. It seems to me that obviously the authors of this there has been a lot of effort. Somebody has done their homework, but before they pat themselves on the back too much, the Council back in 92' in their resolution had Sister Cities International and the principals of the whole thing very well versed in what Sister Cities was all about. Obviously they addressed the essence of it, in terms of international good will, (unclear) and all that. So, 1 would just like to commend the authors. In theory, my preliminary (unclear) the nonprofit is okay it's a great idea. It allows more opportunity perhaps for the community to contribute. Specifically in terms of fundraising opportunity and that is alluded to in the White Paper obviously. My question is one of the questions 1 have is why are we actually considering this and what is the benefit. We've got the benefits for the Sister City. What if any benefit associated as far as the City is concerned because if 1 follow this scenario through I'm wondering is it the intention that there would be cost savings as far as the City is concerned? Because if there are 1 don't see where those cost savings would come in. CLO Let me answer what the reason behind the (unclear). The City Council around since last year asked us to do the pros and cons of having this become a nonprofit. Let me give you some history. When Cathedral City 6 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 hosted the Mexico City/US Conference they had a lot of activities and 1 noted that basically there was a lot of participation from the merchants, for example they had a big reception, and things like all the merchants in Cathedral City turned out and it was a community effort rather than a City Hall driven effort and the reason that 1 thought was that Cathedral City was going through some financial difficulties, so 1 asked their City Attorney, "How is it that you guys are organized" so he said, well, you know, actually the way we organize so that we could go for more participation is we formed a nonprofit corporation." And 1 said, Have you seen an advantage." And he said, "Yes, we have seen an advantage to that." Underscore that the politics in Cathedral City and in Palm Desert maybe a little bit different. Okay. Why did you do that? And he said, Well, because initially there was a lot of resistance to the Sister Cities Program from people outside who from the naysayers that all of this was you're spending public money." It is a perception issue, okay, not a real issue, okay. And he said, "Since we did that we seemed to have received better participation and the perception had gone away. Okay. To answer you're question do we see this as a means by which the City gets rid of its financial responsibility? No, and as a matter of fact, the City's financial responsibility may increase depending on which way you want to go. It you decide to go the nonprofit way and say, look this is essentially a City program, we're just maybe doing it through the nonprofit method, but you are not off the hook. Here's a budget. Here's what the Committee's willing to do and 1 don't presume that any of you joining a City Committee SO that you could become fundraisers. But, on the other hand, to the extent that you would be a nonprofit, 1 think the perception would be there that maybe you'd get more participation in terms of donations and (unclear) participation. 1 have been in city government for 33 years, okay, and for some reason out there there seems to be a resistance to give money to the City, 1 don't know why... MT 1 think we've all experienced that. CLO ... that's just our society and if some how if you turn away something from the City people are more willing to participate, even if that perception is wrong. So, so when the Council directed us to do that, to come up with the pros and cons, we said okay, we're going to do that and my point of view and we (unclear) decided to (unclear) with the Council when we started the budget process, that this is going to be an issue that they all have to deal with because a: there is a budget that goes along with this Program; and b: there is such a thing as to the provision of staff support. Right now, because you are a City Committee, for a City Committee City provides all of the staff support. But as you know, that staff support basically has been provided by the Visitor Center. There is another big project that the Council is considering and that is, you know we are moving into a big, much larger Visitor Information Center, that is going to 7 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 MT JM require that that staff support that you have had, that you counted on, is may be directed in a different direction. So the question is, "How do you get staff support?" It could be that you don't get city personnel, you'll get City personnel, you will still meet here and we will provide you with... but whether it's part of your budge, a budget that you is mostly funded by the City. You'II have to provide your own staff support. Okay. Those things are undecided; they are still part of the budget discussion. 1 insisted, and 1 continue to insist, that before this is implemented, that you folks were was the ones that are impacted, be able to provide your own opinion. If your own opinion is, no we would rather be a city Committee for the following reasons: we don't want to be out there alone despite all the arguments (unclear), certainly that is going to be something that the Council will look at. This is still a work in progress its been shared with the Council, mine sense is that if you folks think that it's a good idea and you have no major objections for being a nonprofit, the Council will say. " Go for it." 1 should basically tell that if 1 stand away from being a City Manager okay and try to get in your shoes, 1 would say, But we don't want to be going out there on our own, we don't want to be fundraisers (although fundraising is a part of what you do), here's the budget, here is what we need from the City, and here's what we think that we can provide (unclear). And as you know, the background is that if you look at the budget that this Committee has (unclear) on, a lot of it is through your fundraising efforts. Okay. For example, a lot of money that has gone so far through your Mexico programs, okay, except for the City paid trips to, all of the fire equipment, all of the hospital equipment has been through money that you guys have raised or that somebody has raised on your behalf, for example, through the Rotary Club. So, if you look at the money that has been spent a lot of it you have already raised the money even though sometimes you didn't know you were raising the money because somebody was raising it for you, for example, through the Rotary Club. So, this is what you may see some disadvantages, but from your perspective that we don't see. 1 was looking at it and you've got all the advantages and then 1 look at the disadvantages and it seems that the disadvantages really a lot of it is tied up in actually taking up, such as setting up the nonprofit, except for the area you touched on (unclear) staff (unclear). 1 know that you make reference to providing the cost or the people to actually make that transition. 1 just would like to know if anyone on the Committee has come up with any other disadvantages, any other negatives, other than what was presented here on the paper, as far as negatives moving into a nonprofit status. What bothers me might be would be the name maybe could be changed from Committee to something else. Much like the Historical Society of Palm Desert. The one thing that 1 see that might be a problem, is critical and is one of our problems that we need to work with all the time anyway 8 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 is the communication aspect. If we're working with Donna and working right there, things pretty well, communication is going on. If there's no Donna and we have somebody else who we hire, or we get to help as our staff, how does that communication go? We have a lot more communication would be harder to flow, back and forth, as to what we can and can't do, when some of these events take place in city hall and other places. It seems to be it's very close, and even then we have some communication deal now and then. No you can't do it this day because of this day. We are going to miss that, that's the one thing we are going to miss. MT Well are we going to miss that or are we going to miss Donna? JM MT 1 think we are going to miss the fact that Donna works for the City and she has their ear anytime she wants to get it. 1 think somebody else may not have that. The paper seems to suggest that we still have their ear. In fact, 1 think their suggesting that we'd have four. Two pairs of ears. To sit on the suggested Committee (unclear) so 1 don't know whether... JM 1 think that there is a daily communication sometimes that must go on here that we don't see. Maybe I'm wrong. NM Behind the scenes at the City that we don't that we're not privy too. JM 1 think with the Historical Society their out there and you don't really have too much to do with. SRG But we do. 1 would almost say that we have daily communication with the Historical Society between Hal and Ann, and that is funneled through Pat Scully. The ear for the City is here and you've got it just as you do with the Sister Cities Committee you have City Council support and one of our Council sits up there on that board and its Jean Benson and she is the liaison so she can keep in touch. 1 think that what we were proposing was that there be a board member, which would be a City Council member and then a member of the Board that the City Manager would delegate. Maybe when you come up with your bylaws it's another person, but the communication with the City, with my division 1 would hope, wouldn't change because we give, like 1 said, daily support to the Historical Society and we have had fundraisers with them... JM SRG 1 just that don't... you know. 9 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 JM yeah, 1 know that. 1 just haven't seen the way it works here and maybe 1 haven't been in a position where I've seen how much we rely on somebody like Donna. We don't get it what? CLO An example of two boards on of which 1 am willing to sit on that 1 think work well and the reason they work well, because they have some independence as a Board, for example if you look at the Alumni Association for the College of the Desert, okay, even though it was something that was created by the College, it has it's own board. The fact that it is somewhat independent and has the ability to make certain decisions, and they also created the Foundation, the College of the Desert Foundation, which goes out and looks for money. In the beginning, it was rough sailing; they would have to ask the College for operational funds. Now it is very well endowed, it is doing very well on its own doesn't mean that it is totally separate from the College, no, but it is separate nonprofit foundations the College still has some members on the Board, they still have input but otherwise the Board has its own budget, you know it's almost like a Director, 1 don't think you'll have enough money to do that, hire your own staff, but they have their own staff and those work fine. You (unclear) are not going to make a decision to but you need to study it and ultimately come up with your own independent report to the City Council so that the Council can get input about how you feel. SRG When you were talking about the Historical Society and the Sister Cities being a nonprofit, you run into a lot of red tape when you have to bring things to us to approve expenditures, etc. With the Historical Society they come in and they say these are the programs we want to do and this is the amount of money it goes to them. They come back at the end of the year and tell us how, but they make the decisions on how to spend that money. When you are sitting here as a City Committee/Commission, especially with Sister Cities and the potential for the red flag going up, this eliminates that because you are going to be able to make your own decisions on how that money gets spent. It would be up to you versus having to deal with the Government Code, and our Finance Director, and the Auditors so we saw that as a real specific advantage to the Committee. MT JM Talking about an Executive Director Carlos, you do make reference to a part-time staff member for the Committee, and maybe that also addresses part of... 1 took it for granted that there would be one. But would that person have the same communication (unclear) that Donna does? Probably not, maybe we don't need it. SRG And 1 think probably that person or the staff person is going to be in touch with the City and whomever Carlos, and if Donna moves onto the Visitor Center, which is full-time, and bringing somebody else on staff reporting 10 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 CLO as the liaison to the Sister Cities Committee. Whoever you would hire would have a direct contact with that person, and that person would probably also sit on your Board or already have the information, so it isn't to drop communication or to drop support, or to drop any City efforts, it's really how we better facilitate the Sister Cities Committee. 1 know years ago we hosted a seminar here in Palm Desert for Sister Cities and we were the only City at the table that was a City Committee, they were all nonprofit organizations, so 1 think a couple of our Council also (unclear) the Sister Cities Committee and say maybe its to our benefit to have them as a nonprofit. That's why we are looking at it all. We understand that the City of Irvine, of course much larger and they have a diverse community in terms of their ethnic groups that they have a very successful 501 C 3 and that case what happens in there that the coordinator is actually funded by the City. That way you always know that you always have a person other wise the budget always comes up in the community you may want to have somebody like that make a presentation to you. Does this really work? Would you recommend it? Because they have some actual experience and they can tell you what are the advantages or disadvantages are. You may say to the Council, "Yes, we agree but here's what we are going to want from the City. You know. 1 don't know if the City Council intentions is saying, You guys are on your own, figure it out." Remember that the basic premise of the Sister Cities Program is that this is first of all a government -to -government relationship. Those are the conditions of the Sister Cities Program. MT Well not necessarily. That's one of the (unclear). The attention is from the grass roots... CLO Well of course. MT ... It can change from the grass roots level, the community level. RMO (Unclear) 1 think they talk about how critical it is to have the involvement of City Government and the relationship. MT What is the research that has been undertaken? Can we (unclear) the Cities? How many cities did you actually contact? Which ones were they? Can we see any of that information? DG 1 provided an additional packet today because I, just in the last couple of weeks have been trying to make some additional phone calls and gather some information. 1 did include the Irvine Bylaws for everybody to take a look at and it is rather large so you will want to take some time after the meeting today. Just today 1 provided you with information from the City of San Jose and then you will see on the front cover page 1 did provide you a 11 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 synopsis of Santa Barbara's Program. That's just some that 1 done in the last week and 1 have calls into about five other communities. Santa Barbara is also sending me there bylaws as well as San Jose and a few other cities, so am in the process of gather additional, besides what Carlos' assistant haws researched. RMO Because these are very large cities it would be difficult to compare. DG Some of the other ones are smaller cities. 1 am having a hard time finding cities our size that have active Sister Cities Programs. RMO And you know many of those (unclear) those are not nonprofit (unclear) to ours. Always the conversation would come the topic of struggle. The struggle to support the Sister Cities Program and so 1 think the issue of fundraiser, as you pointed out, 1 think is something that would definitely have to be considered and as you said, we could come to the City as ask what kind of (unclear) we can count on. That's just one issue. The other one 1 agree with John about the direct communication that we would have one (unclear) and (unclear) and if we were to become a nonprofit might be more steps between and the communication process is something that 1 know 1 would be concerned about as well. And 1 think perhaps just really needing and coming down on the list of the pros and the cons, which would strengthen on argument or the other, 1 guess when 1 have been out in the community and 1 talk to people about Sister Cities, 1 have not experienced that negative reaction to the fact that we represent a committee that is connected to the City. In fact, to me it has been positive. It's been advantages to be connected to the City of Palm Desert and 1 see that as an advantage rather than a disadvantage. 1 know that we were concerned with the Desert Sun and some of the articles there questioning something, but ever since we've really been participating in the programs that we have had, and the success that we have had, 1 don't think we have had any negative publicity on the part of the media. But, you know, that's again my perception. SRG 1 don't think the intent here is to say that you're not associated with the City, it is to give you a nonprofit status people contributing get the tax deduction, you have a greater ability to spend your money without the red tape without the bureaucratic red tape and without the potential for bad press... DG You can apply for grants that we are not eligible for now. SRG ... so, it was never a part of this for anybody who put forth together that we were separating that it wouldn't be a City sponsored, it will always be a City sponsored. When 1 went to the Conference they all had support from 12 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 MT their cities, but it was more in money. This City is committed to a Sister Cities Program and the budget that you have. 1 don't anybody is looking at cutting it if you come in with (unclear) want you are going to be doing. It could be maybe, 1 don't want to say that, but increased. And 1 think separate from the funding is the funding for the staffing. Obviously nonprofit (unclear) and you would have to pay for an Accountant and what 1 think Carlos is saying is that the City would assist in the payment of those. So, Sister Cities by nature is out in the community fundraising just by trying to get people to go and trying to people to contribute to programs that we are doing and it seems very logical to us then to make it nonprofit. Because there is a stigma in the community, we work very hard to make it good in the press, maybe you guys are planning a trip (unclear) we do get quite a bit, but that's part of the job with Sister Cities is to go visit these places, so, we were looking at how to better facilitate the activities of this Committee to make it community based, which was always the intention to get it out into the Community. Here it says, It is volunteer driven and not dominated by City Hall." Well, 1 always thought we are volunteer driven and 1 never got the impression that we were really dominated by City Hall... DG 1 think ultimately Council has the final say but if you are a nonprofit foundation or corporation, it's your say. Council... RMO But it hasn't been negative. It hasn't been... DG ... no, right that's what I'm saying. SRG Now we have had differences with opinions of City Council members where they haven't wanted to do something but a couple of them have wanted to do something it seemed that you took the reins of that organization it would be easier from a political standpoint as well. RH CLO 1 want to clarify what you said earlier the sense of the Council. So that 1 understand better as to how much pressure we are under going, making a decision or going either way. Is the Council looking for us to make a recommendation whether we want to stay one way or to go the other way, or if we don't do anything is the Council going to make a decision and say, we want you to create a nonprofit?" Let me answer a different way. 1 told the Council that this should not be a unilateral decision by the Council that you were the ones impacted and you should be able to provide an opinion or recommendation. RH 1 get the feeling though that they... 13 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 CLO My sense is 1 think that if you are in favor and you want to make it work what the Council will say, "yes." But on the other hand, like 1 say as, you have to look at it from the issues, if you do decide to go that way you should come up with some specific wants... RH absolutely. CLO And in the case of where there may be some disadvantages, you can come up including some contractual agreements that take away those disadvantages. Let me give you an example, if we fund probably 15 to 20 nonprofits out there, okay, and it is through an agreement, and they provide a budget, and the agreement... RH it's a formal process. CLO spells out what the City's responsibilities are, how much money you are going to provide, what they are going to try to raise, and 1 sign them all and they make their own decisions. You know the only thing we would say is "did you say, did you do what you say you were going to do?" We don't question did you spend the money on a pencil, did you spend it on a pen, did you take a trip. You know, we give you money to go (unclear) nonprofit to take care of a broad number of objectives and other than that is it's your responsibility. And you know you are free to do it as long as you comply with the terms of that contract. JM This is a lot to process. The one thing that could come up is, I'm looking down the road a bit, and I'm sure that Donna or someone has a whole bunch of materials that are Sister Cities materials. So we get a staff person, somebody to come in and help us, do they work out of their house? Is there a place somewhere there might be a room or an office? SRG We got the Historical Society could rent you one. JM I'm just looking down, if you really get going and you want to have a "home" it may not have to be as big as the Historic Society, but some place where you have your staff person, you have your materials, and the printer and a chair can go in there, or people know where somebody is going to be. We (unclear) open houses... CLO That could be one of your conditions that the City provides you with an office, and a phone, and a computer. SRG There is another building where the Chamber of Commerce will be housed and it's called the multi -purpose building and it's got huge reception space. There is a conference meeting space and there are some small areas that that might be a potential for you. 14 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 JM Is that going to be in the same area? SRG Yes, right by the Visitor Center. DG If 1 might address communications, 1 think to one of the things to think about is a current structure compared to the new structure and how it is proposed in the White Paper, will communication increase possibly when you have say a council member and a staff person serving on your board as opposed to them just being liaisons. To me you might get a better buy - in and a better communication if they have an actual board position and a right to vote as opposed to a liaison position. PB One question, the City is going to have exactly the same power to do the social with the cities we are right now engaged? SRG Sure. CLO Yes. SRG You will have the Mayor -to -Mayor participation, you'll have the City Manager participation, administrative staff to administrative staff, absolutely. PB RMO SRG Because other cities like, example Mexico. Mexico is more than a Government even if you are a nonprofit you just giving a budget to the Sister City over there, but they have to work with the Government. Without that money and Government involvement that committee disappears completely. Sister Cities disappears. There concern is also they are a nonprofit and according to their bylaws they have to have 40% representation on the Executive Board from the Committee. They have no budget they are fundraisers. So you should pick really good members of the City Council to make up the 40% of your Board. And Carlos and 1 have been around long enough to watch when way back when Gisborne approached us and said, "Do you want to be a Sister City and the man bringing it was George Marcacola (spelling) and we were so new we had a flood we thought who cares we finally took his picture and say okay you know. And nothing really happened for a while, and then 1 believe they came here and we went over there a couple of times and the program grew and grew. It certainly had its snags where it was dormant and went dormant for a few years. So 1 think Donna has done an incredibly great job in organizing all of this and 1 think you have Buford's participation, you have Jean's, every one of our Council 1 think now has gone at least to Ixtapa. 1 think three out of five 15 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 have gone to Gisborne (unclear). The one thing you need to know is this is the way we see the Sister Cities growing. Still having the contacts, still having the input from the City, but being autonomy enough that it has greater opportunity for participation, contribution wise, and business wise. RH A good buy -in. SRG Yea. 1 mean when someone comes and says, "Gee, can you give me $100 for the Sister Cities Committee?" The City doesn't need money. That would be my reaction to it. If it's a nonprofit and that person can write it off, that means a whole different story. They might be more willing... CLO They can write if off if they give it to the City, okay, because the City is the ultimate nonprofit, but for some reason out there, you know people see it differently. RMO That's where 1 differ that 1 think 1 don't see. That's just my opinion. MT The alternative could be we could say well we like where we are but can we have extra staff. SRG This Committee has become a full time job for Donna. 1 mean she's (unclear) the Visitor Center and once we open the new Visitor Center she sort of gotta pick her choice here and obviously she is going to choose the Visitor Center she is definitely good at that as well. 1 don't know that any committee actually does require as much staff time and 1 think that is not going to go away we are going to assisting you, but you'll be doing more of the direction than the City staff (unclear). MT How does Desert Willow Resort work cause they have a Management Company and are charged with making a profit? CLO Desert Willow we've formed a separate corporation a funded corporation. 1 am the President. There is a board of directors (unclear) every month and then annually we have a board of director's meeting. It has it's own budget that reports to the IRS. As a matter of fact, you don't see it, the City is actually about 1, 2, 3, 4, 5, 6 different corporations. The City runs about six different corporations. RH Which are formed to run as businesses. CLO Yea, and of course we (unclear). Yea. MT The staffing appears to be a key issue. 16 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 SRG If you went non-profit and you had a subcommittee that worked directly with (unclear) and you have the input, you have the contact communication without the specific direction (unclear) but it would be (unclear) letting that person move forward with (unclear). You would have a smaller group... MT A smaller... SRG ...just like a City subcommittee and act like it would be you and Rose Mary, and John and they would meet with the person that's on your board, the City staff person, and they how do we work this through the City staff being administrative. 1 don't see us losing touch with the Sister Cities Committee ever. That would be a way the subcommittee. RMO Sheila would it be an advantage for us to perhaps sit and talk to the folks at the Historical Society to see how they operate... NJM 1 would like to see somebody (unclear) RMO ... right. SRG John you sat (unclear) am 1 right, but you very active in the Historical Society and Hal Rover is the President. JM They do different types of things. They have the things they do and they do em' and 1 know that they don't your happy with what they're doing and 1 just didn't see all that other stuff going on. SRG Like their brochure and everything. CLO Like from the City of Irvine, come in and share their experiences with you and 1 talked with the lady, used to be a lady its been more than a year, and she said I'd be glad to talk to your Committee to see how we operate. Talk to people on the business don't rely on us exclusively. You know. You may decide, no we're not (unclear) we don't think we have the same type of (unclear) community that they do. They seem to do well under that arrangement, but we are not Irvine. MT Does anyone else have any other questions for Senior Ortega Senora Gilligan? Question. RH No 1 think we need to discuss how we 1 mean what is the next steps to you know analyzing all the paper we got and forming a subcommittee in order to address this issue and to come up with solution or (unclear) or recommendations as to what we should do. It is a process that we need to go through. 17 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 MT Yea. RH 1 think we need to address it and 1 think the White Paper is terrific as a starting point and then we have to clarify all the other questions. MT 1 think we need to gather more information and a task force would be the way to do that. 1 will be in contact with everybody. JM This should be something that we need to address fairly soon. MT Yup, yup. DG Since we are taking this forward as part of the budget process... SRG We are looking for (unclear) and we need your reactions, get your comments, get your recommendations and take it with the White Paper process. CLO You can take this and add your comments or you can have your independent way. We sit down sometime in May we will be sitting with the Council once more and then in May where we have all the what we call the White Papers and all the budget items. RH So by April. CLO Yea, you have a couple of months. And if you need more time. RH No 1 mean for our benefit we need to work through this and create a framework. SRG The direction from Council was that we move forward and look at this and we have been doing that. Over the year Donna has researched she has met with the people. We start no at staff we have to probably make a decision one way or the other by your meeting in April. So that's two months. We will make ourselves available. We'II be behind you and to go through to get whatever you need to make the analysis 1 think the idea of having a task force or subcommittee is a great one. CLO You maybe want to talk to Steve Cansania. You know, we talked to him and he volunteered to assist you folks and to provide you, and he said free of charge. You may want to say, come and talk to us about what we are getting into before we make a decision. JM Donna do you have the visitor 1 mean the Historical Society's contract? 18 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 DG No 1 don't. JM Can we get that? To see what they're getting and what they're doing regarding their staff. MT To expedite things who would be interested in sitting in on a little task force. DG You have a quorum. CLO You can have as many members as you want the question is do you want to have a meeting. You know. The only difference between meetings to discuss... DG You have to post an agenda. So it can be a special meeting. MT Thank you very much for coming along and providing an illuminating discussion. SRG You may want to meet with Steve. We'II bring him to the meeting if you want to talk to the person from Irvine we'll help that too. Anything we can do to assist. MT Alright. SRG Okay. MT Thank you Sheila. Thank you Carlos. Rose Mary Ortega made the motion to defer this item to a special meeting, at an unspecified date, to further explore the proposal of the Sister Cities Committee becoming a non-profit community based organization. Motion was seconded by Patricia Bannon and carried 7-1 by a show of hands. (Darby ABSENT) G. CONSIDERATION OF HOSTING A RECEPTION FOR FIREFIGHTERS FROM IXTAPA-ZIHUATANEJO DURING THEIR MARCH VISIT Mr. Talboys proposed to the Committee the idea of hosting a reception for the firefighters from Ixtapa-Zihuatanejo during their March visit. Mr. Otero reported that the arrival of six firefighters was confirmed for March 18t" through the 27t". He added that the fire department was planning on having a dinner for them on Friday, March 25t". He suggested that they could incorporate their dinner with the 19 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 reception. He said there would be about forty people and suggested having the reception and dinner at the Fire Station on Towne Center. Ms. Gomez said the event could be hosted and catered by the Committee. Mr. Otero also went over the itinerary of the fire fighter's visit. Ms. McIntosh inquired if there was money in the budget to cover the reception, and Ms. Gomez responded that there were funds available. Gil Slagel made the motion to approve hosting a reception for the firefighters and send to subcommittee for organizing. Motion was seconded by Rolf Hoehn and carried 7-1 by a show of hands. (Darby ABSENT) H. CONSIDERATION OF APPLICATION FOR SISTER CITIES INTERNATIONAL 2005 ANNUAL AWARDS Mr. Talboys asked the Committee members if they were interested in submitting an application for the 2005 Annual Awards Ceremony. Ms. McIntosh said that it was a big job the last time but felt the Humanitarian subcommittee could pull it together. Ms. Ortega said she would certainly do whatever she could; however, she had never done one before. Mr. Talboys said that there was a template of last year's application, which was successful. Ms. Gomez responded that the application included an executive summary with an additional two pages. She explained further what other information was needed in the application as well as the information she included in the application last year. She also stated that she had the photo collection. Ms. McIntosh commented that the Humanitarian subcommittee could certainly help with gathering some information. Mr. Marman asked when the application was due. Mr. Hoehn said the deadline is March 31, 2005. Nancy McIntosh made the motion to approve application for Innovation in Humanitarian Assistance. Motion was seconded by Rolf Hoehn and carried 7-1 by a show of hands. (Darby ABSENT) 20 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 VI. CONTINUED BUSINESS None VII. OLD BUSINESS None VIII. REPORTS AND REMARKS A. CITY COUNCIL None B. COMMITTEE CHAIR Mr. Talboys said homework would be deferred to the next meeting. Ms. McIntosh and Mr. Marman gave their homework assignments to Ms. Gomez. Ms. Ortega is awaiting further information before she can complete her homework assignment. Mr. Talboys distributed a document outlining the responsibilities of the subcommittees. The information was based on discussion at the retreat. C. COMMITTEE MEMBERS Mr. Hoehn distributed an outline of the objectives and programs for the new promotion subcommittee. D. SUBCOMMITTEE MEMBERS Art, Culture & Education Ms. McIntosh said they were continuing to work on the draft forms for the Student Exchange Program. Ms. Healy said she could not complete the student exchange packet without the response from Gisborne. Ms. Gomez said she would contact Miriam Swarbrick and give her Ms. Healy's email address so they could communicate with each other directly. She asked that Ms. Healy copy Mark Talboys and herself on any correspondence going to Ms. Swarbrick. Mr. Talboys reported that the reception at the Agua Caliente Museum for the exhibit of Maori artwork was a success. Ms. 21 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 Gomez added that two pieces of art were sold, and she was told that the reception was the largest turnout the Museum had ever had. A discussion ensued about the method in which the Maori artists would be paid for the artwork that is being sold at the exhibit. Tourism & Economic Development Sister Cities Golf Tournament Debra Bamber from Club Intrawest addressed the Committee. She distributed the sample registration form for the Sister Cities Golf Tournament. She asked the Committee for feedback on the form before it goes to print. Ms. Gomez said the subcommittee had reviewed the registration form prior to this meeting. Mr. Talboys asked if there was going to be any difference between the fee for a foursome and the fee for a single. Ms. Bamber said she wanted to get feedback about that, and she said it would make sense if there were a difference. If they want to give the foursome a price break on that they could do that. Mr. Slagel recommended that the foursome cost $500.00. Mr. Talboys asked Ms. Bamber if she had put figures to the foursome. Ms. Bamber said they would drop the cost $50 per person to make it $500. Mr. Hoehn commented that if they wanted to give people an incentive to put a foursome together there should be a difference. Mr. Talboys asked how low can the cost go. Ms. Bamber responded that $500 would be the limit. She added that Desert Willow has agreed to display the registration forms in their pro shop and she has offered to the pro that sells the most foursomes and complimentary two night stay at the Club. Ms. Gomez commented that the address on the perforation by changed to Hwy. 111. Ms. Ortega asked about the listing of the proceeds on the form. Mr. Talboys responded that one of the criticisms they received in the past was, "where does the money go." Ms. 22 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 Ortega was concerned that the items listed had not been established as priority and inquired as to how the items were determined. Mr. Talboys responded that the donations are to be used for children, in the lower grades, school supplies. We did discuss books written in Spanish. Ms. Gomez said that Dr. Cantu had indicated that books were a priority for them. She said it had originated with Club Intrawest. Instead of throwing a party they wanted to use the monies to benefit the community of Ixtapa. Ms. Ortega said she remembered that conversation, she just didn't recall the specific items. Ms. Bamber said they were going to go to contact the Sister Cities Committee in Ixtapa and the Palm Desert Schools and ask them what they need. Let them tell us what would be most helpful for them. Ms. Gomez suggested that the wording be more general, such as, educational programs. Ms. Darby said it was very generic the way it was written. Mr. Talboys mentioned that even though they had not been given specifics from Ixtapa, he believed that the Committee members had visited Ixtapa enough times that they would not be negligent to assume that this list was not accurate. Ms. Ortega asked if the list was specific enough and broad enough that the Committee would be okay with it. Mr. Talboys responded affirmatively. Ms. Bamber said they want to show what their goals were this year. The Committee reviewed the registration form and had a discussion regarding its contents. Mr. Marman asked if tee sponsorships are being sold. Ms. Bamber responded that they listed two sponsors on the form. He asked about the ball drop. Who will be selling tickets for the ball drop? Mark said there will be 2,500 balls and the cost would be $10 per ball. We are expected to sell sponsorships; raffle tickets and ball drop tickets. Ms. Bamber said ball drop tickets would be sold in several locations. Club Intrawest, La Quinta and Trilogy. Mr. Marman said there is a lot of selling going on here. Mr. Talboys said we have done that in the past. Ms. Bamber explained the way the ball drop is held. There will a bucket with 2, 500 golf balls; each ball would have a number. The helicopter flies over and drops all of the balls at the same time, and the ball closest to the pin is the winner. If you have the ticket number for that ball you are the winner of a prize. Ms. McIntosh said we would be selling 23 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 the ball drop tickets to the golfers. Mr. Talboys said it would be just like the raffle tickets. Ms. Bamber said she would approach anyone she comes in contact with to sell the tickets. She did not want to saddle anyone with that kind of responsibility. Ms. Gomez said Club Intrawest has stepped up to the plate and has done a major portion of the organizational part of the golf tournament, so if the Committee is expected to sell that is just a small portion of what the Committee had done in the past. Mr. Marman said he didn't have a problem with any of that; he just wanted to know what the Committee was getting in to. Nothing has been said about it and the smallest sponsorship is $500. He felt that the past sponsors would not be able to go that amount. He thought that the tournament was going big time. He could get someone to give $200 or $350, but not $500. Mr. Hoehn commented that the Green Sponsorship does not include a spot in the tournament. Ms. Barber responded that that was correct. He also said that if the registration form goes to print before Tee Sponsorship is sold, their name will not be on the registration form, and therefore that item has to be deleted from the form. Mr. Marman said you could say the recognition would be on next years registration form. Mr. Hoehn said certainly recognition at the event. Not only the signage on an assigned Tee, but then also at the reception. Mr. Talboys asked Ms. Bamber how many firm potential Tee Sponsors did they have. Ms. Bamber said a couple for sure. If you want to leave the Tee Sponsorship at $2,000 and add a couple of sponsorships with a smaller amount that could be done. Ms. Gomez commented that there didn't seem to be much difference in the Tee Sponsorship package and the Green Sponsorship package. She thought there needed to be more benefits with the Tee Sponsorship package. Mr. Hoehn agreed. Mr. Marman said maybe $1,000 sponsor would give you a foursome and an individual spot with the $500 sponsor. Mr. Hoehn said usually with sponsorships like this you would categorize them by value in terms of presenting sponsor or title sponsor. Then with that you would elaborate on the benefits that go with each of the sponsorship levels. The question is since Club Intrawest is the presents the golf tournament so that kind of ties you hands in terms of selling sponsorships in that traditional way. If you come to me and say $2,000 1 am going to ask what am 1 getting for that money. What kind of exposure do 1 get, 24 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 am 1 the host sponsor, am 1 the platinum sponsor. Ms. Bamber said the had a driving range sponsor, staging area sponsor, the welcoming sponsor flags down the driveway to Desert Willow, putting contest sponsor, patio sponsor. Mr. Hoehn said maybe they need to consider that concept. Whoever provides the biggest exposure goes into the $2,000 level. The putting contest would be next highest level because everyone will go to that area. Staging area may be a lower level because there is not much attention paid to that area. Ms. Darby said what about this KISS philosophy Keep It Simple. Ms. Gomez said in the past they have had about 10 different sponsorship opportunities in the past at varying levels and she thought the Committee felt it was too complicated so they were trying to simplify the process this year, which they have done, she felt that the $2,000 level needed to be more valuable. She thought the values were too close. Mr. Hoehn said if it is questionable as to how many are going to be sold, either you can make it $2,000 or $3000 as long as someone will buy it. That sponsor will be everywhere. The putting contest, the staging area, and all other areas could be incorporated into that $2,000 level. Mr. Talboys said the sponsorships in the past were $375. He said they could get 16 of those sponsors, beefs up the value there and may be include one more level somehow. Mr. Marman said you might have a platinum or gold for the whole thing. A main sponsor who is really involved and the tee sponsors should be for a tee. The top sponsorship could have a better name. Mr. Hoehn said the subcommittee could get together with Ms. Bamber and iron all this out. This needs to be done quickly. Meet on Friday, 2/18/05 at 9:00 a.m. at Club Intrawest. Mr. Slagel asked if the City's ID number could be on the registration form. Ms. Gomez said that the city is not a 501 C 3. They are considered a nonprofit, but not established in the traditional sense of a nonprofit. She suggested that the registrants be advised to speak with their tax person with regard to the tax benefit. Mr. Talboys asked the Committee members if they would be agreeable to moving the March Committee meeting to the 24t" of the month. 25 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE FEBRUARY 17, 2005 Nancy McIntosh made the motion to move the regular meeting of the Sister Cities Committee from March 17, 2005 to March 24, 2005. Motion was seconded by Rolf Hoehn and carried 7-1-1 by a show of hands. (Darby ABSENT/Ortega NO) Humanitarian Ms. Ortega stated she was awaiting feedback from Ixtapa- Zihuatanejo on the fire engine. Ignacio Otero was told that the paperwork was approved and being processed, and it should be completed within the next 20 days. E. STAFF Ms. Gomez announced that free Indio Date Festival tickets were available to interested Committee members. Ms. Gomez distributed copies of a list of individuals that were entered into the Committee's new database. Mr. Hoehn requested the addition of any institution or organization that would be beneficial to the Promotion Subcommittee in the future. He said that he would like email addresses to be on the list as well. Ms. Gomez said Mayor Crites noticed that there were several California communities that have sister cities in New Zealand and thought the Committee would like to make a connection with those communities and arrange a get together. She asked if one of the subcommittees would look into the Mayor's request. Mr. Talboys said the TEC subcommittee would be happy to make inquiries to those communities. IX. ADJOURNMENT Adjournment at 5:50 p.m. to the next regular meeting on March 24, 2005 at 3:00 p.m. Lori Wimbish, Recording Secretary 26