HomeMy WebLinkAbout~Master - AIPCA Meeting Minutes from May 19, 2016Ames International Partner Cities Association
Board Meeting
May 19, 2016
Call to Order 5:10PM
Members present:Dianne Brotherson, Lana Pavlik, Judy Jones, Lisa Shen, Tom Sauer, and Jen MaloneAlso present Karlai Thornburg, future Board member, Bill Malone and Bob Kindred, Asst
City Manager
Meeting Minutes:Minutes from the April 21 meeting were presented. Pavlik moved to accept the minutes with second by Shen. Board approved the minutes.
Treasurer Report:Malone reported there is bank account amount of $8,179.29. There has been one membership dues deposited since the last report. We are still eligible to receive $1,777.01
from the city. Upcoming expenses are: chaperone plane tickets to Japan, city gift for student delegation, printing for delegation, translation services and June annual meeting.Sauer
moved to approve the treasurer’s report and Pavlik seconded. Treasurer’s report was approved.
Old Business:a. Update on youth delegation traveling to Koshu. B. Malone reported the delegation will leave May 29. Malone reported that 5 adults and 20 students will make up the delegation.
B. Malone has host family information and information about the Tokyo hotel stay to share at the first training. Communication about the delegation while they are in Japan will be
on the face book web site: Japan Middle School Trip. An effort will be made to provide a picture of every child every day.b. Chaperones going with this delegation are: William Malone,
Jennifer Malone, Robert Reason, Christi Carr, and Traci Shogren-Knaakc. Discussion of occurrence involving student and parent as to delegation status, misunderstanding regarding airline,
and host family. The problem was resolved to Board and City satisfaction and the parent was reimbursed funds. Discussion by Board ensued regarding a review of group’s release forms.
The fall may be a good time to review and improve the process to make sure we follow best practices and have parents and AIPCA commitments and roles in writing.
New Business:a. Request from Montecchio Maggiore in the Veneto Region to be a sister-city. Brotherson has sent an email request to this group stating we are eager to participate.
There has been no response to date.b. Annual meeting.The date has been set for June 29, 2016. We will again use the Oakwood (City) Church. The returning students traveling to Japan
in June will be the program. AIPCA will provide Hickory Park meat, buns, beans, paper products and drink. Attendees will bring salad or dessert.
The following duties were assigned: Evite – Jones
Drink & pitchers – J. Malone
Ice – Jones
Grocery list, buns, utensils, – Brotherson and Jones
Hickory Park list, saucy southern, beans, BBQ – Brotherson & Jones
c. New Board members – we do need school representatives. Brotherson will contact Anthony Jones, Asst Principal about commitments to this board. Malone will create a video in Japan
school to show what their schools do.
Meeting adjourned at 5:15 PM. Minutes submitted by Judy Jones, secretary