HomeMy WebLinkAbout~Master - AIPCA Meeting Minutes from October 18, 2012Minutes
AMES INTERNATIONAL PARTNER CITIES ASSOCIATION
Ames, Iowa
Thursday, October 18, 2012 at 5:00pm
Call to Order – In attendance – Bill, Judy, Diane, Judy, Kathleen, Stacey, John
Approval of July and August Minutes – Diane moved, Stacey seconded to approve as presented.
Vote on officers for term June 2012-July 2013.A. Judy (Pres), Diane (VP), Bill (Treas) and Tom (Sec) nominated.Judy moved, Kathleen seconded to approve.
Treasurer’s Report (Bill)A. A fiscal review of the period 6/11-5/12 was approved.B. Reviewed the 11/15 Grant review with Bob Kindred.We may follow the 2012 submissions with expectations
for:
Exchange 1 to Japan – Early summer 2013
Exchange 2 to Ames – Fall 2013
20th Anniversary funding in 2013
Expenditures for student delegation $2170.78 w/HIRTA yet to bill
Chaperone expenses in last FY not recoverable. Have asked for a grant to compensate the trip organizer in the budget. Be sure to give notice to community members to participate, especially
with any compensation to organizers.
Consider Lions or other civic organizations for help. Put into designated accounts for fundraising.
Overall goal to maintain $5000 balance of funds from the city grant.
Old Business: A. Wrap Up of Koshu City Exchange
Expense Report (Bill) – See above.
Host Family Feedback (Judy)– still coming.
Koshu City Feedback (Judy)
Board Feedback
Set up a shutterfly account for photo drop (Rhonda or Emily) for what is most likely for the Japanese delegation to utilize. Consider a professional photographer for next visit.
Judy will check the city website to look for a link to place/request photos. Will ask Erin Thompson and Cathy Gersima
Parent night was a good ice breaker
Asked Japanese delegation for 2013 dates to be more prepared; Koshu and Enzan also have a Bordeau sister city.
Would like to have the 20th Anniversary trip include Bob Kindred, Dan Culhane and teachers who have given much support to the program for the 2013 Adult trip (20 persons target).
From 2014, Koshu would like to do more mixed groups, one per year to sync with Bordeau
For the next trips, check with new travel agents or work directly with airlines with help of higher status frequent fliers.
May look into a sister city relationship with Wuhlfrat (in partnership with school program).
VI. New Business
A. Future Needs: 20th Anniversary Planning Ahead
1. Suggested dates for sending and hosting – Early summer and early fall.
2. Some things we can plan now and get them out of the way
B. Need for sub-groups. Need to draw membership in.
a. Gifts and gift bags – discussed branding/developing a logo, especially for 20th trip to Japan.
b. Adult activities/sponsorships. Company tours, local agricultural operations, wine operations
c. Define connection with Chamber (Yuki’s letter)
d. Opportunity to pair with person who has similar work – e.g. Dan at the Chamber
e. Choosing a travel company – see above.
B. Newsletter items
Need someone to take charge of getting items for Nov/Decnewsletter. Cappie has typically formatted it for us, but will need appropriate time (mid Nov for Dec).
VanBrederone host family may be featured.
Also pictures from visit to Ames, article on interest in going to Japan
Diane will work on a piece for the 20th anniversary history, and ask for hosts for the 20th Anniversary delegation attending Ames.
Emily will write on the AET program.
Membership piece from Judy and Bill
Need a long term student host
C. AET Update
-several active candidates mentioned, with Koshu to send their criteria (not received yet)
Alysia Pringle – Ames 2004 trip; set for November review around the 11/15 mtg
Kara K (2014 ISU grad)
Bill may have another candidate
D. Other
Moved and seconded to purchase ISU Reflections while on close out sale. 25 @ $7 each.
Wine tasting at Cyclone Liquors as part of the next delegation to Ames
IV. Motion to Adjourn at 6:20 pm.
Next meeting is Thursday, November 15th at 5pm