Sister Cities

Idaho Falls Sister Cities Youth Board Meeting April 26, 2017 Attendees: Wendy Boring Peter Cebull David Eaton Whitney St. Michel Melinda Cebull Katie Eaton Kendra Peck Criteria for Selecting Students to go to Japan: We are lucky to have 26 students in our group this year. We will only be able to take 15 or 16 students to Japan. The board is working to clearly define selection criteria so all of the members will understand how we will select the members who go to Japan. - Requirements from the Bylaws  13 – 18 years old at the time of the trip  In good standing (Code of Conduct, Medical Forms, Application Form)  Attend 50% of the meetings & activities  Valid overseas health insurance  Passport - Considerations from the Bylaws  Students point accumulation  Longevity in the organization  Students who have not been to Japan yet  Age (younger students will have opportunities to go later)  Record of adherence to the Code of Conduct. A student must meet all of the requirements stated in the bylaws and shown above. For the students who meets the requirements, the board will look at the student and parent points accumulated. If there is more than one student in a family, the parent’s points will be split evenly between their students who are eligible to go to Japan. Tickets are purchased in the February/March timeframe. The decision on who will go will be made at the end of January so tickets can be purchased. Points to decide who will go will be based on points accrued until January of the year before the trip. Students will continue to accrue points up until the time of the trip for reimbursements.  Students who have not been to Japan and will be too old to go in the future will be awarded extra points (10% more or a set amount i.e.10 points).  Students who have been to Japan will have points deducted (10% or a set amount i.e. 10 points) for each time they have been to Japan. Note the point addition and deductions are only used for deciding who goes to Japan and will have no effect on funds reimbursed. Example: (Each student has 100 points) Student A has been to Japan once 100 – (1 * 10) 90 Student B has been to Japan twice 100 – (2 * 10) 80 Student C has not been to Japan but could go later 100 100 Student D has not been and will not be able to go next time 100 + 10 110 The above adjustments will be made to the student totals and the top 15 or 16 students will go to Japan. Dave will look at the points from 2016 and make a recommendation to the board on whether to use a percentage of the points or a set amount of points. Garage Sale: Wendy will bring sign-up sheets to the next meeting. We can use as many people as possible to help with setup on May 19th at 4 pm. She will have 2 hour shifts from 6:30 to 12:30 on May 20th. Points will be given for helping with setup and helping on the day of the sale. Note: The bylaws state a person will receive one point for 4 hours in the same day. Whitney will modify the raffle donation receipt so it can be used if a person wants to track donations for tax purposes. We will have a bake sale if people wish to donate baked items. Town and Country: Melinda asked if we wanted to keep gift cards on hand to sell to people who want one right away. No decision was made. We will not keep extras on hand until the board decides on an amount. Newsletter: Kendra has the newsletter completed. Peter offered to edit it before we place it on our Facebook page and website. Team INL, Fluor Grants: We will ask at the meeting to see if anyone is willing to request a Team INL donation to help with hosting. Dave Eaton will see if Fluor has any community grants or donations. Hosting: Kendra mentioned she had a list of the Japanese students coming to Idaho. She forwarded the information to the rest of the board. The Japanese want to learn another song and Kendra will discuss this with the group at our next meeting. Kendra said the Japanese would like to provide information (family, hobbies, interests, .. ) for all of the students coming to Idaho and involved in their group. They would like our students to provide information to them too. Whitney has a calendar with a few of the main events scheduled, and she will present it to the group and have them help fill in the other dates with activities. The board will meet on May 9th after we have a better idea of the hosting activities to assign points for coordinating the different events during hosting. People will be able to sign-up to help with the hosting activities. Whitney plans to send an email with the names of the people who have signed up to host and a host preference form to bring to the next meeting.