HomeMy WebLinkAbout~Master - AIPCA Meeting Minutes from November 15, 2012
MINUTES
AMES INTERNATIONAL PARTNER CITIES ASSOCIATION
Ames, Iowa
Thursday, November 15,2012 at 5:00pm
I.Call to Order by Judy Kemp
Attending –Judy Kemp, Diane Brotherson, Judy Jones, Lana Pavlik, John Kolb, Bill Diesslin.
Absent: Tom Sauer, Ken Hampson, Stacey Culhane
Guest: Grace Amemiya
II.Approval of October Minutes
Diane moved to approve, Lana seconded to approve as provided.
III.Treasurer’s Report
Net $75! City reimbursement is waiting on HIRTA receipt (not yet provided by HIRTA);. May submit reimbursements without HIRTA receipt if delay continues past 11/19.
$4450 balance as of the meeting. Approximately $2600 reimbursement from the city will add to this. No outstanding receipts.
IV.Old BusinessA. Grant Funding Update
The 2013 grant was submitted on time! Judy will be asking for an exemption from the process moving forward on the argument that AIPCA does not fit grant requirements; still quite time
consuming.
Grant will run July 2013 through June 2014 – Adult delegation going to Koshu City for 20th anniversary in June 2013 would be in this fiscal year’s grant already received. September exchange
to Ames included in the 2014 grant, along with an added exchange the following June of 2014.B. AET Update
Interview set for 6pm today with Alycia Pringle. Several members will interview via Skype; more may stay to participate if desired. Question development to occur following the regular
meeting.
Several highlights for Alycia – 2004 exchange participant, Asian studies at BYU, and has been in Japan in an internship in Osaka. Seems to have the needed background, so “fit” and educational
ability are the main evaluation points for the interview. Feedback will be given to Koshu City, and they will conduct an additional interview. Bill asked about her Japanese language
skills –she feels they are a good level of basic skills. Koshu has a renewable one (1) year contract.C. 2013 Delegation Dates/Correspondence from Koshu City
June and September delegations. Need to decide dates.
Strategy for advertising for Ames delegation.
Need a chair and committee for September delegation.
Japanese response letter reviewed (with thanks to Japanese students for translation!). They are ok for June (Japan) & September (Ames) adult delegations. Our group should start to develop
an agenda and list of potential participants and several key delegates (see October minutes).
Need to develop:
Projected 12 -19 June time frame (Wednesday departure/returns). School is out end of May to allow for teachers to addend.
Tokyo Hanada was an excellent arrival point (last delegation did this).
Bill may be able to work on an informational presentation to help recruit. Bill, Diane and Judy may have interest in helping in recruitment. Could present to:
Targeted individuals, especially city officials, due to 20thAnniversay importance
Civic organizations, e.g. Lions (Bill) or Rotary (John)
Letter to AIPCA membership and city council
Newspaper article and advertisement
Prior host families (if not current members)
Interest meeting
Kathy Hanson (?) is the current communications person at ACSD, previously with Trib; could be a contact?Trip goal for approximately 20 -25 persons (couples may help with space).
Goal from Judy – work over holidays to get a start so our January meeting is productive!
Actions
Check group air rates - United (Judy), Delta (Lana), American (Judy)
Diane provided a draft letter for Christmas mailing/history of the relationship. Several edits made for specific uses of the draft. (Diane & Judy)
Christmas or New Year’s card and postage for mailing in December as a “Happy New Year and save the date” informational piece (13 December, Brotherson’s, 292-8613, 400 Ash Avenue, 7 pm).
Will need a mailing list of current members (Bill) and post cards (Diane). 2013 is the year of the rabbit, fyi!
Work with Mayor Campbell to draft a reply letter to Japan to request the two exchange dates with the Koshu City mayor (Judy).
18 or 25 September would be options for September arrival of Japan adult delegation (third week of September). Use the planning for the two exchanges as new officer training and preparation
(See E below).D. Newsletter Articles
– Tara’s piece on host family is done. Stacey and Judy have items in progress. Membership draft done by Diane as edited at the meeting and adapted for New Years mailing.
V.Other business
- The committee also needs to start to develop succession planning for 2013 officer transitions, e.g. Judy will not be able to stay on the board, and officers need to rotate.
- Development of an AIPCA website. City of Ames may post agendas & minutes only.
V. Interview with Alycia Pringle at 6pm
- Bill may have another candidate – could be Alycia? A student delegate who stayed with Bill met a student in Tokyo. Kara C may be the name?
Adjourned at 6 pm. Moved by Diane and seconded by Lana.
Next AIPCA Board Meeting: Thursday, January 17, 2013
Board gathering at Brotherson’s home December 13 @7pm to do Christmas/New Year mailing