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HomeMy WebLinkAboutMinutes - Sister Cities Commitee 02-16-2006APPROVED MINUTES A L_ F 3 PALM DESERT SISTER CITIES COMMITTEE MEETING FEBRUARY 16, 2006 — 3:00 P.M. ADMINISTRATIVE CONFERENCE ROOM I. CALL TO ORDER Committee Chair Talboys called the meeting to order at 8:30 a.m. II. ROLL CALL Members Present: Member Absent: Patricia Bannon Nancy Jo McIntosh Donna Jean Darby Bill Harris Rolf Hoehn John Marman Rose Mary Ortega Gil Slagel Mark Talboys Frank Villar Gary Walker Jean Whitney Staff and Others: Buford Crites, Councilmember Sheila Gilligan, Assistant City Manager Stephen Aryan, Assistant to the City Manager Lori Wimbish, Recording Secretary III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING HELD JANUARY 19, 2006 Mr. Harris moved to, by Minute Motion, approve the minutes of the January 19, 2006, meeting as amended. Motion was seconded by Mr. Walker and carried 11-0 by a show of hands. V. CONSENT ITEMS HELD OVER None APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING FEBRUARY 16, 2006 VI. NEW BUSINESS A. BUDGET 2006/07 Mr. Harris stated that the Ad Hoc Committee met to discuss the budget. He contacted the subcommittee chairs to request their budgetary needs for fiscal year 2006-07. The Ad Hoc Committee discussed issues such as the Executive Director position, office space, and utilities. The Ad Hoc Committee would need additional time to complete its work on the budget before it could be brought to the Committee for review. Mr. Talboys distributed a document, which outlined the proposed costs associated with moving to nonprofit status. Each subcommittee chair submitted a wish list for their programs; however, those numbers were not included in the distributed document. He added that the program numbers could be discussed during the retreat. Mr. Walker thanked Mr. Harris for putting together information prior to the meeting, which saved them a great deal of time. Mr. Talboys stated that Mr. Aryan was continuing to work on a format for the Sister Cities budget. Upon question by Mr. Talboys, Ms. Gilligan responded that the Henderson Building was designed for community use and not office space, although it would be a good place for Sister Cities to hold its meetings. When the Chamber of Commerce vacates the office on Park View, the Committee could put its bid in for that space through a line item on its budget proposal. She added that the Chamber was 1.5 years away from moving into its new building. She suggested that the Committee have a plan in place before coming to the City for financial support. There was a discussion regarding the Executive Director position as proposed in the Sister Cities nonprofit bylaws. No action was taken. B. ANNUAL RETREAT — DISCUSS AGENDA ITEMS AND SET DATE Mr. Talboys reported that the retreat would be held in the Club IntraWest conference room at Desert Willow on March 24, 2006, 8 a.m. to 3 p.m. No action was taken. C. 50th ANNIVERSARY AWARD (Added item by unanimous vote). Mr. Harris requested approval from the Committee to pay for a 50th Anniversary Merit Award made available through Sister Cities International. The Merit Award recognizes all communities demonstrating long-term Sister Cities Programs. APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING FEBRUARY 16, 2006 Each entry must include an electronic scrapbook documenting the history of its local programs. He offered to put together the submittal. Upon question by Ms. Ortega, Mr. Harris responded that all programs would be included. Upon question by Mr. Walker, Mr. Harris stated that every submittal would receive an award. Mr. Hoehn offered to pay the $50 registration fee from the Public Relations & Promotions budget. Mr. Harris moved to, by Minute Motion, approve $50 to cover the registration fee for the 50th Anniversary Merit Award, to be taken from the Public Relations & Promotion budget. Motion was seconded by Mr. Slagel and carried 11-0 by a show of hands. VII. CONTINUED BUSINESS None Vill. OLD BUSINESS A. UPDATE ON SISTER CITIES GOLF TOURNAMENT 2006 Mr. Talboys distributed golf tournament sponsorship and player registration forms to the Committee. Upon question by Ms. Darby, Mr. Talboys responded that there was a letter that states the amount of money raised and where the funds were donated. He requested that the Committee members give him company names, addresses, and phone numbers of any respective sponsor, and he would make certain the appropriate information and/or letter would be sent out to that individual. Mr. Hoehn suggested that committee members tell respective sponsors and/or players about the website. A discussion ensued about the various events going on throughout the golf tournament. The pairing party would be at Tommy Bahamas on April 20, 2006, from 5 — 7 p.m. Upon question by Ms. Ortega, Mr. Talboys mentioned that Club IntraWest was providing lunch on the course. The feedback from Club IntraWest members from last year's golf tournament was very positive and he expected continued support from those members this year. He said Sister Cities will pay for the food at the reception, but it would cost $5 less per person than last year. Upon question by Ms. Darby, Mr. Talboys responded that the net amount raised last year was $10,000. 9 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING FEBRUARY 16, 2006 Mr. Hoehn reported that as the Presenting Sponsor, Club IntraWest would be responsible for providing logistical support, administrative support, manpower resources, processing information as it comes through the mail and the Internet, staffing the golf course bars as well as those at the reception, and promoting the tournament to its membership. He fully expected to have a sold out field this year. The player rate was increased by $10, but the tournament was still very competitive with others in the area. No action was taken. IX. REPORTS AND REMARKS A. CITY COUNCIL None B. COMMITTEE CHAIR Mr. Talboys reported that Nancy Jo McIntosh was in the hospital, and he asked that Committee members please sign the "Get Well" card, which he will deliver with flowers. Mr. Talboys announced that Gisborne would not be visiting in August, September, or October of this year. Mr. Talboys would suggest September or October to them. C. COMMITTEE MEMBERS Ms. Darby reported on an article written by Joanna Beresford for the Press Enterprise on January 26, 2006, entitled "Global Bridges." Ms. Beresford interviewed Ms. Darby and Mr. Vanegas. The article included Sister Cities Programs. D. SUBCOMMITTEE MEMBERS Art, Culture & Education Mr. Vanegas announced that the "Native American Film Festival' would begin March 14-19. All films will be shown at the Camelot Theatre in Palm Springs. Tickets for the films can be purchased at the Camelot Theatre. He said the Agua Caliente Cultural Museum was hosting a "Story Telling Festival' in Palm Springs and invited the Committee to participate. He said Sister Cities could be represented in a booth at the festival. There would be no cost associated with the booth. The date is March 25 from 10 a.m. to 5 p.m. at the Pavilion Auditorium at Sunrise Park in Palm Springs. 15! APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING FEBRUARY 16, 2006 Tourism & Economic Development None Humanitarian Ms. Ortega received a notice that two members of the Executive Committee in Ixtapa-Zihuatanejo have been changed. She stated that there was a possibility that the total combined contribution to the Wheelchair Program would be $10,000, rather than the estimated $12,000. There was a possibility of a contact with the Wheelchair Foundation wherein they would contribute half of the amount needed. She continued to work toward that end. She had information for Mr. Villar with regard to the donation of the Dialysis machine. She added that she would speak with Mr. Villar about that because there was a possibility that something else may come up with their end, and she said she had questions for them to respond to before the donated machine could move forward. She was waiting for information from Ixtapa-Zihuatanejo with regard to the ambulance donation. They were made aware of the fact that the Committee had the ambulances, and it was urgent that they work on acquiring that ambulance. The firefighters will not be coming to Palm Desert on February 18 due to difficulty in getting visas; however, they did set a new date in April, and Mr. Otero and she had been in contact with them. She asked Mr. Otero if it was possible for his department to continue with the training program after the month of April, and he responded in the affirmative. She would continue working on that project as well. She wanted to revisit recognition of the firefighters at a City Council meeting. Mr. Vanegas announced that Mr. Otero was receiving an award on Saturday, February 18, at the 10`h Annual Hispanic Heritage Award for public service. Public Relations & Promotions Mr. Hoehn reported that April's Palm Desert BrightSide would have an article about the Sister Cities Golf Tournament. He said press releases would be staggered like last year, with the first being sent to the print media on Monday, February 20, 2006. 5 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING FEBRUARY 16, 2006 A discussion ensued regarding photographs from Ixtapa-Zihuatanejo and Gisborne. A discussion was held about the Sister Cities brochures and whether more copies need to be printed. E. STAFF Mr. Aryan reported that Lincoln School made a request to use its donated funds for other uses than was originally listed. Desert Sands School District and Carl's Jr. provided those items. The requested that funds be used to fund matching outfits and backpacks. The students won a Presidential Youth Award and wanted to use the money for that use. The Committee was fine with that use. X. ADJOURNMENT With Committee concurrence, the meeting was adjourned to the Sister Cities Retreat at Desert Willow on March 24, 2006, from 8 a.m. to 3 p.m. Q�i Lori Wimbish, Recording Secretary [1