HomeMy WebLinkAbout~Master - AIPCA Meeting Minutes from January 21, 2016Ames International Partner Cities Association
Board Meeting
January 21, 2016
Call to Order 6:00 PM
Members present:Dianne Brotherson, Judy Jones, Lisa Shen, Jen Malone, and Tom Sauer. Also in attendance Bill Malone and Bill Diesslin.
Meeting Minutes:Minutes from the November meeting were presented. J. Malone moved to accept the minutes. Second by Shen. Board approved the minutes.
Treasurer Report:Treasurer J. Malone updated expenses for the September and October events. These covered the Koshu group tours/meals and also the farewell dinner. The total expenses
for the Koshu visit were $3,18l1.37. There were a couple of donations for the event – Hickory Park catering paid by the Chamber and also drinks from Café Diem for a total of $1,689.63.
One unexpected expense was for a licensing fee for Olde Main. Since the drinks were served at Reiman, a licensing fee was required. It will not be an issue when the youth are here
in September, but for future events with adults, it should be considered.
Sauer moved to accept the report and second by Shen. The report was approved.
Old Business:a. Report on AIPCA Holiday letter. The letter was mailed in December to names on the database and emailed to Koshu. As a result of information regarding renewing membership,
$480 in dues were received. b. Emails from Koshu - Brotherson received communication thanking her for sending the newsletter. The Koshu contact forwarded to the Koshu delegates to
share. It was stated that the Binoculars project has been put on hold. Some problems may be related to the expense and also the time differences in communication.Shen may know someone
who might be interested in the Koshu teaching position and will follow up.c. By-laws and number of members – a note from Brotherson regarding the by-laws- the secretary maintains the
membership list. Jones was given update forms and update addresses from the newsletter mailing.
Brotherson will follow up with Bob Kindred relating the by-laws and stated members on Board. The city by-laws show we have 12 members and our by-laws dated, 2013 show we have 9 members.
Communication with the city shows there are differences in documents. Brotherson will have a conversation with Kindred to clear up the issue. Brotherson would recommend that it reads,
the Board consists of at least 9 members and not more that 12 as long as the ratio is 3-3-3 or 4-4-4.
Brotherson also related in the bylaws it states that a member should be replaced if that member misses six consecutive meetings or has three unexcused absences. This would define current
member Lisa Kirsch. Brotherson will follow up. A discussion followed on finding school representatives. Students on the trip have lived in Ames but went to Gilbert schools. Should
we find a representative from Gilbert Schools to work with us and be on this Board? Even though the city gives us money for this organization, the school boundaries are different than
the city boundaries. Changes might require a change in the by-laws.It was also suggested that contact be made with all principals asking for input on anyone they could recommend.
New Business:a. 2016 Youth delegation to Koshu. B. Malone reported that the delegates have been chosen for the trip to Koshu leaving May 29. He thanked Brotherson and Diesslin for
their help in the selection. The group consists of 20 students and 5 adults. Besides Bill and Jen Malone, leading the trip, Bob Reason, Katrina Williams and Christi Carr will chaperone.
The flight cost is $1,300. $1,800 is budgeted to pay half of the flight costs of coordinators. That will leave around $500 for gifts. The first meeting with all the delegates will
be Jan 3 at 3:00 at Ames Public Library. The delegates will receive information to create packets for their Koshu host families and hopefully these can be completed by February. There
will be a later orientation meeting in April with more detailed information. It will be stressed that those going on this trip are encouraged to host in the fall.
There were some comments about the selection process as some of those applying were not selected because of space limitations. There were many more applicants this year than space.
A suggestion was made that maybe in the future interviews could be held with students rather than just picking. The committee did think working interviews into the timeline would
be good. b. 2016 Youth delegation from Koshu – September. There are people who have already signed up as hosts. The itinerary for this group will be similar as in past youth groups.
J. Malone will talk to an artist about possible gift items. c. Other – March 1 will be an International World Friendship Day. Details will be obtained at a later date.
Meeting adjourned at 6:00 PM. Moved by Sauer and second by Shen.
Minutes submitted by Judy Jones, secretary