Loading...
HomeMy WebLinkAboutMinutes Sister Cities Committee 06/15/06APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING THURSDAY, JUNE 15, 2006 — 3:00 P.M. ADMINISTRATIVE CONFERENCE ROOM CALL TO ORDER Committee Chair Talboys called the meeting to order at 3:00 p.m. II. ROLL CALL IX. Members Present: Patricia Bannon Donna Jean Darby John Marman Rose Mary Ortega Mark Talboys Gary Walker Jean Whitney Member Absent: Bill Harris Rolf Hoehn Nancy McIntosh Frank Villar Staff and Others: Buford Crites, Councilmember Stephen Aryan, Assistant to the City Manager Lori Wimbish, Recording Secretary ORAL COMMUNICATIONS None CONSENT CALENDAR A. MINUTES OF THE REGULAR MEETING HELD APRIL 6, 2006 Y-) 3 Mr. Walker moved to, by Minute Motion, approve the April 6, 2006, meeting minutes as amended. Motion was seconded by Ms. Bannon and carried 7-0 by a show of hands. IV. CONSENT ITEMS HELD OVER None V. NEW BUSINESS A. ADOPT RESOLUTIONS AND CHARTERS PER THE BYLAWS Discussion was held regarding language of Resolutions and Charters. Mr. Marman moved to, by Minute Motion, approve the adoption of the Resolutions and Charters per the Bylaws. Motion was seconded by Mr. Walker and carried 7-0 by a show of hands. APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING JUNE 15, 2006 B. NOMINATION OF COMMITTEE CHAIRS Mr. Talboys nominated Nancy Jo McIntosh as Committee Chair to the Finance Committee and chair to the Audit Committee. He also nominated Gary Walker as chair to the Nominating Committee. Mr. Marman was in agreement with Mr. Talboys' nominations; however, he was concerned about the legality of Ms. McIntosh being able to be the Committee Chair of both the Finance and Audit Committees. Mr. Talboys responded that he did not believe that it would be illegal for Ms. McIntosh to hold both positions. Further discussion about nominations continued. Ms. Darby moved to, by Minute Motion, appoint Nancy Jo McIntosh as chair to the standing Finance Committee and Bill Harris as its Committee member; and appoint Gary Walker as chair to the standing Nominating Committee and Frank Villar as its Committee member. Motion was seconded by Mr. Marman and carried 7-0 by a show of hands. Mr. Walker moved to, by Minute Motion, appoint Jean Whitney as chair of the standing Audit Committee and Rosemary Ortega as its Committee member. Motion was seconded by Ms. Bannon and carried 7-0 by a show of hands. C. PALM DESERT SISTER CITIES FOUNDATION BANNER PRODUCTION Mr. Talboys noted that this was an emergency due to the Committee's participation at the Sister Cities International Conference in July. He said the banners should reflect the Committee's new status as a nonprofit. He proposed purchasing banners in various sizes. Mr. Marman stated that the cost of the banners should be charged to the 2005/06 budget. Mr. Marman moved to, by Minute Motion, approve the purchase of banners, not to exceed $1,500. Motion was seconded by Ms. Darby and carried 7-0 by a show of hands. D. NEW LOGO FOR PALM DESERT SISTER CITIES FOUNDATION Discussion was held regarding the new Palm Desert Sister Cities Foundation logo. The Committee agreed to have a logo created under the direction of Mr. Talboys. Mr. Walker moved to, by Minute Motion, approve the creation of a new logo for the Palm Desert Sister Cities Foundation, not to exceed $400. Motion was seconded by Ms. Darby and carried 7-0 by a show of hands. 2 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING JUNE 15, 2006 E. BUDGET 2006-07 Councilmember Crites presented the Palm Desert Sister Cities Foundation's budget to the Committee. Mr. Talboys echoed Ms. Darby's comments regarding the creation of a reserve fund. Upon question by Mr. Marman, Mr. Aryan responded that the Foundation would be able to make any decisions it deemed appropriate with regard to funds raised by the Foundation. Mr. Aryan stated that the City Council's desire was to provide a base for the Foundation so that it could eventually become its own separate entity. Councilmember Crites was in agreement with Mr. Aryan. Ms. Darby was concerned about finding a qualified, interested, and dedicated individual to fit into the administrative role. No action was taken. F. NON-PROFIT STATUS UPDATE Mr. Aryan said the Articles of Incorporation were currently being reviewed by the Secretary of State's office, and it may be another thirty days before they become approved. July 1, 2006, was the beginning of the City's new fiscal year, and the Committee would continue to operate as the Palm Desert Sister Cities Committee. Upon approval, a resolution dissolving the Palm Desert Sister Cities Committee would be drafted, and a contract to fund the Palm Desert Sister Cities Foundation would be in place. At that point, a check would be issued to the Palm Desert Sister Cities Foundation. No action was taken. G. SISTER CITIES GOLF TOURNAMENT WRAP UP Mr. Talboys thanked Committee members, Debra Bamber, and her staff at Club IntraWest, for doing their part on tournament day. The management staff at Desert Willow was also pleased and expressed their desire to continue being a part of the Sister Cities Golf Tournament. Ms. Ortega believed the tournament was wonderful. Her only comment was to seek a solution to reduce the expenses associated with the golf tournament. Mr. Walker would like better promotion before the tournament and increased focus on the presentation of auction items. Otherwise, great! Mr. Marman said, "You have to spend money to make money." The Committee's goal was to create a tournament that would attract a certain 3 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING JUNE 15, 2006 clientele to participate in something special, and he believed that goal was being met. With regard to auction items, the New Zealanders were here to golf, and purchasing auction items was not on their agenda. He added that ticket sales for the ball drop and general registration for the tournament were much less than they should have been. Ms. Darby felt that compared to the amount of revenue that was generated, it was a lot of work garnering sponsors and auction items. She commented that the City had underwritten a lot of golfers in years past and thought they were not getting a good response from the community. She felt that many of the items donated for the auction were purchased well below what they were worth. Ms. Bannon believed that donation letters should be sent out at least six months in advance of the tournament. The Committee discussed having a timeline for all items associated with the tournament. H. DISCUSSION REGARDING THE 17T" U.S./MEXICO SISTER CITIES CONVENTION IN MEXICALI Ms. Ortega said the convention was very well done. The City of Mexicali and David Perez did an excellent job in putting the convention together. There were 13 cities from the United States and 30 cities from Mexico represented. The Ambassador to Venezuela spoke about the undocumented worker situation and the importance of diplomacy and increasing cultural awareness. She was impressed with the fact that the Mayor of Mexicali attended all of the functions and socialized with everyone. Mr. Walker attended the SCAG program and said he had never seen a more technologically competent set of presentations. There were translation systems and people assisting throughout the program. The evening activities were elegant, smart, and sharp. He said the University of Baja California's school buses were used for transportation. The whole convention was stylish. Ms. Bannon went to the opening evening dinner where the Mayors for each city described their Sister Cities Programs. She said Mexicali was very proud of the City of Palm Desert and praised them often. A discussion was held regarding business cards for the Committee. CONSIDERATION OF PURCHASING VISITOR CENTER FOR GISBORNE (Added to agenda by unanimous vote.) ITEMS FROM THE PALM DESERT DELEGATION IN NOVEMBER 2006. Mr. Talboys requested the Committee's approval of the purchase of polo shirts for the delegates from New Zealand and the purchase of books for the children at the SPELD school in New Zealand. 0 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING JUNE 15, 2006 Mr. Walker moved to, by Minute Motion, approve the purchase of polo shirts and books in the amount of $265, plus shipping. Motion was seconded by Ms. Bannon and carried 5-2 by a show of hands. Ms. Darby and Mr. Marman abstained. VI. VIII. IX. CONTINUED BUSINESS None OLD BUSINESS None REPORTS AND REMARKS A. CITY COUNCIL None B. COMMITTEE CHAIR Mr. Talboys advised the Committee members that Gil Slagel had resigned from the Committee. He announced that Gary Walker's high school named its Performing Arts Center, "The Gary Walker Performing Arts Center." Congratulations were extended. A delegation from New Zealand will be arriving in Palm Desert November 7-13, 2006. The Committee will be apprised of the itinerary when available. Mr. Talboys also reported on information he received from Sister Cities International with regard to "Best Practices." C. COMMITTEE MEMBERS None D. SUBCOMMITTEE MEMBERS Art, Culture & Education Mr. Marman reported that there was a discontent with Ixtapa-Zihuatanejo and Gisborne with regard to the Aesthetic Education Program. Mr. Marman said each Sister City received its information well in advance of the Program. There will be one person participating in the Program this year. That individual participated last year. Discussions continued regarding participation on the part of both Ixtapa- Zihuatanejo and Gisborne. 5 APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE MEETING JUNE 15, 2006 Tourism & Economic Development Mr. Talboys reported that the TED Subcommittee sent Ixtapa- Zihuatanejo and Gisborne a six -page proposal extending an invitation to participate in the Art of Food and Wine Festival. Ixtapa-Zihuatanejo had committed to participating in four or five events. Gisborne had not yet committed to any involvement. Mr. Talboys will continue to update the Committee regarding this item. - Humanitarian Ms. Ortega distributed information regarding the HUM Subcommittee programs. Public Relations & Promotions None E. STAFF A. SOUTHERN CA CHAPTER S.C. INTERNATIONAL — 501h Anniversary Joseph Harlow Youth Scholarship No discussion was held on this item. Mr. Aryan distributed a questionnaire for the Preparation of Application for Recognition of Exemption (Form 1023). He asked that the Committee complete the application and return them to the Anna Gamboa at Steven Quintanilla's office. He also distributed the Sister Cities FY 2005/06 Budget Tracking document. X. ADJOURNMENT With Committee concurrence, the meeting was adjourned at 6:00 p.m. Lori Wimbish, Recording Secretary *Reminder: Our next meeting will be held July 20, 2006 at 3:00 p.m. 0