Sister Cities

APPROVED 12/14/23 SISTER CITIES ADVISORY COMMITTEE MEETING MINUTES November 9, 2023 ACTION ITEMS Roll Call and confirmation of Quorum 5:35 pm ● In attendance: Laura Combs, Lisa Armstrong, Jim Francis, Jeremy Crooki, Amanda Logan ● Absent: Chloe Doucette, Cindy Ozaki, Charlotte Combs, Amy Brumfield ● Introduction of New Committee Members ○ Jeremy Crook, Amy Brumfiield (higher education), Charlotte Combs (senior high school student member) ○ Still looking for a representative from INL and a business community representative. Approval of September 14, 2023 Minutes ● Amanda made minor copy edits. Lisa moved to approve the minutes with the copy edits and Laura seconded. Motion passed unanimously. Approval of October 12, 2023 minutes ● Amanda made minor copy edits. Laura moved to approve the minutes with copy edits and Lisa seconded. Motion passed unanimously. Approval of FY23 Reimbursements ● Amanda explained how some of the expenditures from the Adult Association crossed fiscal years but the Association has now submitted the receipts. These expenditures were previously approved based on estimates and new receipts indicate the amount is roughly $715.00 over budget. Budget also did not originally include association fees. Committee discussed approval of expenses from adult visit, but noted process for reimbursement of over budgeted money is unclear at this time. ● Lisa moved to approve reimbursement of the Adult Association as indicated by documented receipts and Laura seconded. Motion passed unanimously. ○ Great Harvest Lunch- $419.40 ○ Walmart-$14.69 ○ Papa Tom’s Pizza 363.00 ○ Olive Garden $402.86 ○ ENSO Nametags $310.00 ○ Salt Lake Express $1850.00 ○ Kevin Odette Photography $369.94 ○ Zip Print $80.46 ● Moving forward, Sister Cities Youth Association and Adult Associations will complete Vendor Application paperwork provided by the City to clarify the financial relationship between the city and the associations.  APPROVED 12/14/23 ● At each meeting in FY 2024, the Advisory Committee shall review receipts that need to be formally approved before they are submitted to the city so the reimbursements may happen in a timely manner. After approval, the Advisory Committee will submit, and the city will write checks to the associations. If there is an amount over $1,000.00, the Associations will work with the city to be paid directly so that the Association does not need to carry such a large debt while waiting for reimbursement. Receipts will still be submitted. ● Continuing to work with the City on policies moving forward. ● Checks given to Adult and Youth Associations to reimburse committee members for previous receipts received and approved. DISCUSSION ITEMS Review of FY23 Activities and Plan for FY24 ● Review FY23: ○ Established committee and intend to continue with regular meetings with established date and time. ○ Increased Public Awareness: media coverage, city day with increased involvement, library display, outreach at Farmer’s Market. ● Plan for FY24: ○ Outreach: Chamber Connect (possible network with a booth as a nonprofit) . ○ Add a plaque to the Friendship Garden that officially explains the history of our Sister City relationship. ○ Youth Association- picnic at the Friendship Garden. ○ Formalize mini-grants with teachers to educate more about Japan . ○ Connect with the Museum of Idaho: Oral History of minority groups in the area- connect with the Japanese American League. Report from Sister Cities Adult Association ● Tabled until the next meeting as Cindy was absent. Report from Sister Cities Youth Association ● The Youth Association had a successful Halloween Virtual Costume Party with Tokei Mura. Upcoming Outreach Opportunities ● Winter Carnival: talk to the City’s Public Information Officer about promoting through various media outlets (Facebook, Post Register, Idaho Falls Magazine). ● Jeremy recommended contacting Mountain America Center to see if there was a fundraising slot available. ● Jim noted that Tokei Mura had a strong senior club and recommended seeking a connection between Senior Clubs. ● Amanda recommended seeking an opportunity for the Youth and Adult Associations to present at a meeting of the Idaho Falls Rotary Club (Rotary has monthly themes for their presentations). Relatedly, we should see if there is a Rotary Club in Tokai-Mura. ● Look into being a featured nonprofit at Civitan’s Alive After 5 this summer.  APPROVED 12/14/23 Date and Agenda Items for Next Meeting ● Next meeting December 14, 2023 5:30pm-6:450pm; Chief of Staff’s Conference Room, City Hall ● Agenda: ○ Roll Call and Confirmation of Quorum ○ Approval of November 9, 2023 Minutes ○ Approval of Reimbursements ○ Review FY 2023 and Plan FY 2024 ○ Adult Association visit reflection ○ Calendaring outreach opportunities for 2024 ■ Winter Carnival ○ Fiscal Plans ADJOURNMENT ● Meeting adjourned at 6:41pm