Sister Cities

APPROVED 10/10/24 09/12/24 SISTER CITIES ADVISORY COMMITTEE MEETING MINUTES The September 12, 2024 Sister Cities Advisory Committee meeting was held in Room 310A of Building 3 at College of Eastern Idaho (1600 S 25th E, Idaho Falls, ID 83404) and via Zoom. ACTION ITEMS 5:36 PM ● Roll Call and Confirmation of Quorum ○ Attending: Julie McMurtrey (not yet approved as a voting member—on the City Council agenda tonight), Sunny Katseanes (via Zoom), Lisa Armstrong, Charlotte Combs, Laura Combs, Amanda Logan (via Zoom), Cindy Ozaki (via Zoom) ○ Absent: Catherine Smith, Chloe Doucette, Jake Durtschi, Jeremy Crook ● Approval of Prior Meeting Minutes ○ August Approval of amended minutes (Amanda’s name listed twice) ■ Lisa moved to approve the August 8, 2024 Meeting Minutes as amended; Cindy seconded the motion. Motion passed unanimously. ● Approval of Reimbursements ○ $275.00 to reimburse the Adult Association the cost of registering the Sister Cities Association 501(c)(3) paperwork with IRS ■ Laura moved to approve a $275.00 reimbursement to the Adult Sister Cities Association for the cost of registering the Sister Cities Association 501(c)(3) paperwork with the IRS; Lisa seconded the motion. Motion passed unanimously. ○ $410.00 reimbursement for meal costs associated with hosting the Japanese Youth delegation. These funds will come from the outreach line rather than the hosting line on our reimbursement form ■ Amanda moved to approve a $410.00 reimbursement to the Youth Sister Cities Association for meal costs associated with hosting the Japanese Youth delegation; Cindy seconded the motion. Motion passed unanimously. ○ $278.00 reimbursement for wooden name tags used when then the Japanese Youth delegation visited. These funds will come from the outreach line rather than the hosting line on our reimbursement form. ■ Lisa moved to approve a $278.00 reimbursement for wooden name tags used when then the Japanese Youth delegation visited; Cindy seconded the motion. Motion passed unanimously. ● Review of budget expenditures from FY 23-24 ○ The City hasn’t provided a breakdown for us to review yet. ○ Rollover of funds doesn’t automatically happen from year to year. Amanda said Catherine is helping us encumber funds to cover anything not paid out for the current budget year with the City Treasurer’s office. This will allow us to pay it out in October, if we have invoices dated and in-hand by the end of September. ■ We will review these during the October meeting. DISCUSSION ITEMS 5:58 PM ● Updates from City  APPROVED 10/10/24 ○ Catherine was not present. ○ The Committee should hear whether the budget request was approved by the City and what the final amount was at our next meeting. ● Report from Sister Cities Adult Association: Cindy ○ The Adult Association has discussed cultural etiquette during recent meetings and are finalizing the gifts. ○ The delegation leaves for Tokai-mura on October 29th and will return on November 8th ○ The City is still discussing if the events with the trade delegation visit will happen. Mayor Casper, Catherine, and Amanda have moved their flights one day later to accommodate a potential visit but are still working on details to arrange the meetings. ● Report from Sister Cities Youth Association ○ The Youth Association held their two monthly meetings and learned some Japanese. ● Community Outreach ○ Local Educator Grants: No applications yet. Lisa will contact Dylan Barfus about advertising these in the district teacher newsletter. She’ll also share with fellow educators, specifically Lisa Pinkham ○ Booths at Community Events ■ Nothing upcoming. ○ Friendship Garden Sign ■ No update. ○ Social Media ■ Amanda should let the City’s PIO know that meeting schedule should reflect the following on the City’s Sister Cities Advisory Council page: ● Adults meet the second Monday of every month at the library. ● Youth meet the first Wednesday of each month and then twelve days after that on a Monday at the library. ● New Business ● Next meeting: 5:30 PM on October 10th in Room 310A of Building 3 at CEI ADJOURNMENT 6:16 PM