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HomeMy WebLinkAboutMinutes - Sister Cities Committee 03/24/2005APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE THURSDAY, MARCH 24, 2005 — 3:00 p.m. NORTH WING CONFERENCE ROOM I. CALL TO ORDER Chairman Talboys called the meeting to order at 3:15 p.m. II. ROLL CALL Members Present: Patricia Bannon Donna Jean Darby Bill Harris Rolf Hoehn Nancy Jo McIntosh, Vice -Chair John Marman Rose Mary Ortega Gilbert Slagel Mark Talboys, Chair Staff/Others Present: Sheila Gilligan, Assistant City Manager Donna Gomez, Visitor Center Manager Sarah Healy, Ex-Officio Member Briana Kirkwood, Ex-Officio Member Ignacio Otero, Ex-Ofcio Member Lori Wimbish, Recording Secretary Frank Viccar, Visitor III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING HELD FEBRUARY 17, 2005 Ms. McIntosh moved to, by Minute Motion, approve the minutes of the February 17, 2005, meeting. Motion was seconded by Ms. Bannon and carried unanimously by a show of hands. 9-0 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 V. NEW BUSINESS A. CONSIDERATION OF FISCAL YEAR 2005-2006 BUDGET Ms. Gomez distributed the budget for fiscal year 2005-2006 to the Committee members. Ms. McIntosh commented that any remaining funds from the previous fiscal year could be appropriated by the Finance Department and put into a trust account. Ms. Gomez had a discussion with Mr. Gibson, Director of Finance, regarding the revenue funds. He said the Finance Department had changed its policy, and because Sister Cities is a City committee, it had to follow the City's policies and procedures. Any remaining revenue funds at the end of the fiscal year would be deposited back into the City's general fund account. She noted that the Finance Department had agreed to transfer this years revenue funds into the 610 trust fund account for next year's budget. Upon question by Mr. Marman, Ms. Gomez responded that the Committee would retain all revenue funds if it became non-profit next week. After further discussion, Mr. Slagel moved to, by Minute Motion, approve the proposed budget as presented. Motion was seconded by Ms. Darby and carried unanimously by a show of hands. 9-0 B. CONSIDERATION OF ADDITIONAL FUNDING FOR FIREFIGHTERS TRAINING IN APRIL Mr. Talboys commented that Mr. Otero was extremely supportive of the Sister Cities Project, and he felt that he was doing an excellent job working with the firefighters. Mr. Otero announced that the date of arrival for the firefighters was changed to April 8 — 17, 2005. He gave a brief description of the itinerary for the firefighters' visit. He said they were requesting additional funds because they would like to purchase uniforms, belts, and boots for the firefighters. 2 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 Ms. Darby said this program was growing and becoming very positive. She was supportive of approving additional funds for the firefighters' training. The dinner, which will be hosted by the Committee, was scheduled for Wednesday, April 13th, and Debra Bamber offered Club Intrawest for the location of the dinner. Committee members who volunteered for the dinner were: Mr. and Mrs. Gil Slagel, Ms. Darby, Ms. Ortega, Mr. Talboys, Mr. Harris, Ms. Gomez and Tony Gomez (Donna's husband). Ms. McIntosh was appointed to coordinate the dinner. Ms. Darby moved to, by Minute Motion, approve the additional funding of $2,250 for a total of $5,000 ($2,750 raised from raffle). Motion was seconded by Ms. McIntosh and carried unanimously by a show of hands. 9-0 C. CONSIDERATION OF ARTIST IN RESIDENCE PROGRAM FOCUS ON PHOTOGRAPHIC ARTIST Ms. Darby gave a brief history of the Artist in Residence Program. She said this year they would like to invite Kerry Fox, who she felt was an absolutely phenomenal photographic artist. She outlined an itinerary for the two -week program, which included touring desert parks and art events. She further described how they could incorporate the Artist in Residence Program with the Middle School Educational Program including the interaction between Ms. Fox and the middle school children. Ms. Fox could visit classrooms and talk to the children about their photographs. She said they could also plan an evening in which they could invite high school teachers, professors from the College of the Desert, the Sister Cities Committee, and the community into the Pollack Theatre and perhaps have Ms. Fox's photographic works on display in the Mark's Gallery. She also thought they might be able to research ideas involving the Palm Desert calendar. Mr. Marman suggested that photographs by the students could be incorporated into the Palm Desert calendar project as well. He said the publicity would be good for the Sister Cities Committee. Mr. Talboys was pleased with the ideas expressed by Ms. Darby; however, he envisioned a commemorative sculpture by artists from New Zealand and Ixtapa-Zihuatanejo that could be placed on the grounds of the new Visitor Center. Ms. Darby said that four teachers from New Zealand and four teaching artists from Ixtapa-Zihuatanejo would be attending the 3 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 Aesthetic Education Program. While they were here they might be able to get some ideas going with those eight people and, over a period of time, create something that Mr. Talboys envisioned. Ms. Ortega said the students' photographs could encourage the Sister Cities of both Ixtapa-Zihuatanejo and Gisborne to have a photo contest for their youth. Ms. Darby said she spoke with Ms. Gomez about coordinating with Debbie Thompson with the Student Art and Essay Contest. She also had a couple of ideas as to how they could incorporate the Student Art and Essay Contest into the Artist in Residence Program. Mr. Marman moved to, by Minute Motion, approve the focus this year to be a photographic artist to come to Palm Desert. Motion was seconded by Mr. Harris and carried unanimously by a show of hands. 9-0 VI. CONTINUED BUSINESS A. CONSIDERATION OF MISSION STATEMENT Mr. Talboys said that the Committee had thoroughly reviewed the Mission Statement, and he thought the final draft accommodated everyone's comments. Ms. McIntosh moved to, by Minute Motion, approve the Mission Statement as presented. Motion was seconded by Ms. Ortega and carried unanimously by a show of hands. 9-0 VII. OLD BUSINESS A. APPROVAL OF THE PURCHASE OF TWO ART PIECES FROM GISBORNE ARTISTS Ms. Gomez showed photographs of the art pieces to the Committee. She said the reason the Committee had to formally approve the purchase of the two paintings was because the Committee would be paying for them. Ms. Gomez noted that she and Mr. Vanegas worked with the Gisborne artists and successfully negotiated lower prices on the existing pieces. Ms. Darby moved to, by Minute Motion, approve the purchase of Te Ahika for $500 and Tangaroa — Series Mangopare for $500. Motion was seconded by Ms. McIntosh and carried unanimously by a show of hands. 9-0 Il APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 B. UPDATE ON GOLF TOURNAMENT Mr. Talboys announced that he would not be attending the golf tournament on April 8th. He gave a brief presentation, which emphasized golf registrations securing sponsorships, and obtaining silent auction items. He said Ms. Bamber from Club Intrawest was completing details of the golf ball drop, and raffle tickets would be available on Monday, April 4th. He distributed assignment sheets to the Committee members. He reiterated that the golf tournament was the Committee's number one fundraiser, and he was very appreciative of the partnership with Club Intrawest. Ms. Bamber distributed a flyer that explained the details of the golf ball drop. She said there would be 2,500 golf balls, each one representing a raffle ticket. Raffle tickets were $10 each and would be available for the Committee members to pick up at the Visitor Center on Monday, April 4th. She explained how parking would be handled. She was also sending out about 40 registration forms and signing up guests who were staying a Club Intrawest the weekend of the tournament. She was confident that they would have a full field. Upon question by Mr. Marman, Ms. Bamber said the golf ball drop would take place at 12:30. The drop would be near the driving range, chipping, and putting greens, and the ball closets to the pin would be the winner. Mr. Marman made a few suggestions about the golf ball drop, which were well received by the Committee. Ms. Barber said one platinum sponsor and a couple of lower level sponsors had been signed. She said Country Wide was 99% committed to providing a certificate for the golfers' goody bags; Oakley was donating sunglasses, and Club Intrawest massage certificates would be included as well. She said more items were needed for the bags. Ms. Barber displayed the prize for the first place team, which was a 14 kt. gold ball marker that would be engraved with the Tee'd to Read logo. Mr. Marman suggested that Pete Carlson might donate bags or hats. Ms. McIntosh said Pete Carlson donated golf clubs a couple of years ago. Mr. Hoehn suggested approaching Mr. Carlson relative to sponsorship. 5 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 A discussion ensued about the Committee's t-shirts. Ms. Ortega suggested that the Committee purchase polo shirts with the Tee'd to Read logo just for the event. Mr. Harris commented that he knew of a newly opened business that the Committee might want to consider using. Ms. Barber said a comment made to her regarding the Tee'd to Read logo was that it needed to be trademarked. Mr. Hoehn asked Ms. Gomez if she would speak with the City Attorney about the process of getting the logo trademarked. The Committee members were in agreement with purchasing polo shirts for the Sister Cities Golf Tournament. Mr. Hoehn spoke about the newspapers that he had contacted regarding the advertising of the golf tournament. While he was having difficulty with the Desert Sun, he felt he had made some progress. He asked the Committee members to assist him in contacting the radio and television stations to request their attendance at the tournament. Ms. Bamber noted that Gino Lamont from 99.5 was running promotional spots for the tournament. Ms. Ortega mentioned that Kathy Strong, editor of the magazine '92260', was a past member of the Committee and would probably assist in promoting the tournament. Mr. Talboys said Ms. Strong would be writing an article about the Sister Cities Program, and he thought it would be good for her to be at the tournament Mr. Harris suggested submitting photographs to the Desert Sun for the Snapshots section of the paper. Mr. Hoehn agreed and said that could be done after the event. Ms. Darby donated a painting for the silent auction by Graeme Baxter, who was commissioned by the City of Palm Desert to paint the 17t' Hole. She said Mr. Baxter would be golfing in a foursome and said he agreed to be available for any kind of participation with regard to promotion. Upon question by Mr. Hoehn, Ms. Gomez responded that there were currently seven foursomes signed up to play, and there would probably be a foursome from Ixtapa-Zihuatanejo. Mr. Talboys asked if an email had been sent to Jack Stewart, Palm Desert High School coach, asking him if he would be interested in participating in the golf tournament. Ms. Healy responded that she had emailed the coach but had not received a response. 9 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 Ms. Ortega asked if the other cities had been contacted. Ms. Gomez said they could send registration forms, but they would not be sending an invitation to play. Mr. Hoehn initiated a conversation about promoting the golf tournament on the radio. Mr. Marman said ESPN had a local show in the afternoon, and they used to broadcast their show from golf courses. Mr. Hoehn said anyone who had a contact could provide that information to him or Ms. Bamber. Ms. Gomez said she had a contact with Easy 103, which promoted the Art & Wine Tour for Soroptimist, and Mr. Hoehn suggested they speak with him about promoting the tournament. Mr. Talboys said a videographer and a photographer would document the golf tournament. Mr. Talboys asked for a volunteer to be driven in a golf cart to take candid shots of the golfers. Ms. McIntosh volunteered to take pictures. Mr. Hoehn asked if anyone knew Jennifer Larson. Mr. Harris said he would be meeting with Ms. Larson on Friday, April 1st and would forward her email address to Mr. Hoehn Mr. Harris mentioned that he would not be able to attend the tournament, nor would Ms. Kirkland. Ms. Darby moved to approve and support the Golf Tournament and the purchase of Tee'd to Read golf shirts for Committee members. Motion was seconded by Ms. Ortega and carried unanimously by a show of hands. 9-0 C. UPDATE ON STUDENT EXCHANGE PROGRAM Ms. Healy said she was awaiting a response from Gisborne and did not have anything current to report. No action was taken on this item. Vill. REPORTS AND REMARKS A. CITY COUNCIL Ms. Gomez reported that City Council had completed its interviews for the vacant positions on the Sister Cities Committee, and appointments would be made at the March 24, 2005, City Council meeting. She added that there would be new members at the April meeting. Mr. Marman asked if the new members could be contacted to find out if they would be available and/or interested in r] APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 participating at the April 8th golf tournament, and Ms. Gomez responded that they could. B. COMMITTEE CHAIR Mr. Talboys reminded the Committee members to turn in their Conflict of Interest Form 700 to Rachelle Klassen, City Clerk, if they have not already done so. He said forms must be received in the City Clerk's office by April 1, 2005. Mr. Talboys reported that he had not received any responses from Ixtapa-Zihuatanejo or Gisborne regarding the membership opportunity with Sister Cities International. Mr. Talboys mentioned that he had received the agenda for the Mexico National Conference. He said Ixtapa-Zihuatanejo asked that the Committee participate in the National Conference and stay an additional day for a joint retreat. He said the topic the Committee was asked to speak about was the procedure for the delivery of supplies and vehicles to the border. He did not feel this was the Committee's jurisdiction and could not encourage participation at this time. He also could not recommend the Committee's attendance for a one -day retreat; however, if anyone would like to attend the conference, they could certainly make their own arrangements. Ms. Ortega thought the Committee discussed supporting Ixtapa- Zihuatanejo's hosting of the National Conference by way of its attendance. She said she met an individual from Mexicali whose sister city is San Bernardino, and they spoke about attending the Conference. She noted that sharing experiences that the Committee had with the process of exporting donated items would be of value to other sister cities attending the Conference. Mr. Harris said that Ixtapa-Zihuatanejo's Sister Cities Committee had new members, and attending the Conference would be a good opportunity to meet them. Ms. Gomez believed that the Committee could add value to the Conference by getting experts who could explain the process of exporting items without all the complications. Mr. Hoehn thought there were two aspects to this issue: 1) the Committee could contact the U.S./Mexico Chamber of Commerce in Los Angeles to request its attendance at the Mexico International Conference to speak on the subject of exporting; and 2) the APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 importance of rebuilding the relationship with Ixtapa-Zihuatanejo with regard to communication. Ms. Ortega felt that it would be diplomatically and internationally unacceptable if the Committee did not attend a conference that was being hosted by its sister city, Ixtapa-Zihuatanejo. Further discussion ensued regarding the pros and cons of attending the Mexico International Conference. Mr. Talboys said the item would be placed on the agenda of the April meeting. He said he would provide daily schedules for the Conference at that meeting. C. COMMITTEE MEMBERS None D. SUBCOMMITTEE MEMBERS Art, Culture & Education Ms. McIntosh distributed a memo to the Committee outlining topics discussed at its March 21, 2005, meeting. Tourism & Economic Development Mr. Talboys distributed a memo to the Committee outlining topics discussed at its March 2005, meeting. Humanitarian Ms. Ortega gave an overview of the memo she distributed to the Committee outlining the projects and items discussed at the Humanitarian meeting of March 8, 2005. Public Relations & Promotions Mr. Hoehn said he had planned to give a verbal presentation about the golf tournament and a memo he distributed at last month's meeting; however, since the budget draft needed to be amended, he would reformulate the plan and give his presentation at next month's meeting. 9 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MARCH 24, 2005 E. STAFF Ms. Gomez reported that the invitation extended by Mayor Crites to the Mayor of Gisborne to attend the golf tournament was declined, and Gisborne was looking at a delegation -visiting Palm Desert in 2006. IX. ADJOURNMENT With Committee concurrence, the meeting was adjourned at 5:15 pm. Lori Wimbish, Recording Secretary *Reminder: Our next meeting will be held April 21, 2005 at 3:00p.m. 10