Sister Cities Commission

AGENDA Sister Cities Commission Meeting 5:15 PM - Monday, December 2, 2024 City Hall Council Chambers Page 1. CALL TO ORDER 1.1. Thank you to outgoing commissioner Jeremy Reed 2. ROLL CALL 3. ELECTION OF OFFICERS 3.1. Election of 2025 Officers:  Chair (Tom Schmitz 2024)  Vice-Chair (Dick Seeboth 2024)  Secretary (Elaine Haala 2024; resigned effective June 3, 2024) - At the August 5, 2024 meeting, Lorie Rieser was elected as secretary. Lorie has resigned from the commission. 4. APPROVAL OF MINUTES 4.1. Approve the November 4, 2024 Sister Cities Commission meeting minutes. 3-4 SCC minutes 11-04-2024 5. FINANCIAL REPORT 5.1. Approve the financial report for the date ending November 30, 2024. 5-6 SISTER CITIES 11.30.2024 General SISTER CITIES 11.30.2024 6. HANS JOOHS CULTURAL EXCHANGE PROGRAM 6.1. One application has been submitted for the program. 7. OLD BUSINESS 7.1. German Language Day Camp 2025 (Carolyn Smith/Ellie Sveine) 7 - 16  Schedule German Language Day Camp Sub-Committee meeting to discuss possibility for conducting the camp in 2025.  2013 was the last year the camp was held  Former German instructor was paid $600 stipend for conducting the camp German Language Day Camp Parent Letter 2013 German Language Day Camp Ad for Journal 2013 German Language Day Camp Registration Form 2013 Committee Responsibilities - German Language Day Camp German Language Day Camp Documentation 7.2. Recognition Award (John Vorwerk/Brian Filzen) 17  Select 2024 Recognition Award Recipient  Select date and location to hold award reception (reception held in January)  Order plaque Page 1 of 24  Recipients 8. NEW BUSINESS 8.1. Committee preferences for 2025 will be selected during the January meeting. 18 - 22 Committee responsibilities are attached for your review to provide information on each committee. Committee Responsibilities Updated 2024 Sister Cities Committee Assignments 2024 9. ANNOUNCEMENTS 9.1. Reminder of Open Meeting Law Requirements (excerpt from Boards and 23 - 24 Commissions Handbook attached) Handbook 2024 - Open Meeting Law 9.2. When emailing businesses, schools, media, etc. relating to Sister Cities activities, Cc: City Administration (Lisa Pelzel) to keep the commission's records updated. 10. ADJOURNMENT 10.1. The next meeting will be held on Monday, January 6, 2025 at 5:15 p.m. at City Hall Conference Room. If someone would like an item discussed at an upcoming Sister Cities Commission meeting, please send an email to lisap@newulmmn.gov so the item can be added to the Agenda. The SCC meets the first Monday of the month. In order for an item to be added to the Agenda, please submit the information five (5) days prior to the meeting. Page 2 of 24 Minutes of the Sister Cities Commission Monday, November 4, 2024 5:15 pm Roll call Members present: Ron Wendinger, Carolyn Marti-Smith, John Vorwerk, Tom Schmitz, Ellie Sveine, Dick Seeboth, Ex-Officio Mayor Kathleen Backer. Absent: Brian Filzen, Larry Mack, Jeremy Reed Election of Officer Secretary position. Carolyn Marti-Smith made a motion for Ellie Sveine to be interim secretary, second by Tom Schmitz. Motion carried. Approval of Minutes from October 7, 2024 John Vowerk made a motion to accept the minutes, second by Carolyn Marti-Smith. Motion carried. Financial Report ending October 31, 2024 Dick Seeboth made a motion to accept the report, second by John Vorwerk. Motion carried. Special Fund to reimburse Carolyn Marti-Smith for pictures for the Hans Joohs Kiosk, Dick Seeboth made a motion to pay Carolyn and offered a thank you for her work on this project, second by Ron Wendinger. Motion carried. Old Business We had continued discussion about the German Language Day Camp for 2025. We are still trying to find a teacher. There was discussion on what the compensation should be for this role. Tom also felt that there could be more than one teacher. Ron Wendinger questioned if there was community interest for children to attend the camp. Ellie Sveine agreed to serve on the sub-committee to assist Carolyn Smith. Carolyn Smith submitted historical information and photos to The Journal for a Lifestyle article. Work will continue on this project. Gary Klimmek presented the enhanced video that will be posted to the Hans Joohs Exchange page of the city website. The group was pleased with the video. Dick Seeboth made a motion to get the video posted as soon as possible, second by Carolyn Marti-Smith. Motion carried. New Business Recognition Award was discussed. This is normally held in January, we need to set a date and choose the recipient. John Vorwerk and Brian Filzen are on this committee, please submit any possible recipient names to them. Page 3 of 24 Announcements Tom Schmitz stated that Jeremy Reed will be stepping down in January and we should be thinking of any names that may want to join this commission. Adjournment The next Meeting will be held on Monday, December 2, 2024 at 5:15 pm at City Hall Conference Room. Minutes submitted by Ellie Sveine. Page 4 of 24  Sister Cities Commission General Fund For the Month Ended 11/30/24 Revenues: Budget 0.00 Revenues: 1,650.00 Budget remaining 1,650.00 Percent of budget remaining 0% Expenses: Budget 3,570.00 Expenses (3,660.00) Budget remaining (90.00) Percent of budget remaining -3% Total Budget Remaining 12/31/2024 1,560.00 Detailed Revenue and Expenses Revenue: Hans Joohs Stipend Park & Rec $1,650.00 TOTAL REVENUE $1,650.00 Expenses: February 2024 Sister Cities International Membership -$440.00 June Reimburse flight to Germany -$1,320.00 Travel Stipend - '24 Out-Bound Hans Joohs Exchange -$150.00 July Stipends Inbound -$550.00 August Stipends Inbound -$550.00 September Stipends Inbound -$550.00 In-Bound Host Family Appreciation 2024 -$100.00 TOTAL EXPENSE -$3,660.00 Page 5 of 24  Sister Cities Commission Special Projects Fund For the Month Ended 11/30/24 Beginning Balance: 1/1/2024 8,714.03 Revenue: Interest 142.79 Other Contributions/Sales 667.50 810.29 Expenses: Other (1,440.23) (1,440.23) Ending Balance: 12/31/2024 8,084.09 Detailed Revenue and Expenses Revenue: June Interest $142.79 July Brat Stand - Tips $56.00 Brat Stand - Earnings $315.50 August Brat Stand - Tips $76.00 September Brat Stand - Earnings $220.00 TOTAL REVENUE $810.29 Expenses: February Recognition Award -$73.50 July Car Rental - Hans Joohs Cultural Exchange -$250.00 Hans Joohs Mileage/parking -$138.30 Narren Stipend - Germany Trip -$500.00 Annika Welcome Reception -$178.39 SCC Polo Shirt -$33.00 Brat Stand expenses -$44.14 October Annika Farewell Reception -$198.72 November Hans Joohs Kiosk Photos -$24.18 TOTAL EXPENSE -$1,440.23 Page 6 of 24  City of New Ulm Sister Cities Commission Telephone: (507) 359-8233 100 North Broadway Fax: (507) 359-9752 New Ulm, Minnesota 56073 10 July 2013 Dear Parents and German Day Camp Participants, Hallo! Yes, you read correctly. That is not a misspelling of “hello.” It is the way Germans spell the word. German Language Day Camp is approaching and will be here before we know it. This letter will hopefully inform you of any important information that you need to prepare for the upcoming event. As you already know, the camp begins on Monday, July 15, and runs through Friday, July 19. We will be holding the camp on the campus of Martin Luther College. You should drop off your children in the parking area off of the Center Street entrance to the college. The camp teachers will be near the parking area to greet your children and take them into the college. So that we can start promptly at 9:00 AM, please drop your children off between 8:45 and 8:55 AM. The camp will run until noon each day. You will be able to pick up your children in the same area as the drop off. Please pick them up promptly at noon. On Friday we will have somewhat of a different format. The campers will eat lunch with us at 11 AM. We would like to show you what we learned during the week. We will perform a short program of songs and such beginning around 11:30 AM. Weather (and bug) permitting we will perform outside near the circle drive off the Summit Avenue entrance to the college. If it is too windy, rainy or buggy, we should be able to meet in the college auditorium, which is close by. You can park in the parking area off of the Center Street entrance. We will send further details the week of the camp. If you have any further questions, please feel free to contact Michelle Malecha . We are looking forward to seeing you on Monday, July 15! Bis dann (that’s German for “until then”), Your German Language Day Camp Teachers and Committee Members P.S.—On the first day of camp please bring a bag of crayons or markers (just the basic colors) and a scissors for some of the craft activities. Make sure to put your things in a bag with your name on it so that they don’t get misplaced or mistaken for someone else’s things. It might be a good idea to bring a backpack to camp since you will be taking things home each day. Page 7 of 24 German Language Day Camp The New Ulm Sister Cities Commission will offer the Children’s German Language Day Camp which seeks participants who are 8-12 years old. The camp will be held from 9:00 a.m. to noon during the week of July 15 – 19, 2013 at Martin Luther College. The camp features a week of activities, crafts and songs, which will help children begin learning about German language and culture. On the last day, an ethnic meal for the participants and a brief program for parents and friends will take place. Past participants will be grouped together to build on previous experiences. Cost is $25 and is limited to 50 students. Registration forms are available at www.ci.new-ulm.mn.us. Questions should be directed to Lisa Pelzel at City Hall lisa.pelzel@ci.new-ulm.mn.us or 507-359-8233. Page 8 of 24  New Ulm Sister Cities Commission German Language Day Camp July 15 – 19, 2013 9:00 a.m. to 12:00 p.m. Age: 8-12 Cost: $25.00 Student Name Gender: Male Female Age: Grade Next Year: Past Participant: Yes No If yes, how many years? Parent/Guardian Address Telephone Email Please return registration form and fee of $25.00 to: New Ulm Sister Cities Commission Lisa Pelzel – City Hall 100 North Broadway New Ulm, MN 56073 Enrollment questions, please contact Michelle Malecha, Sister Cities Hans Joohs Exchange Participant, 612.770.5810 Please make checks payable to the New Ulm Sister Cities Commission Page 9 of 24  YOUTH GERMAN LANGUAGE CAMP COMMITTEE (2014 inactive committee due to lack of German instructors) • Get registration information into community resources ▪ Call Vogel Arena for summer recreation registration info (February) ▪ Contact New Ulm Journal for Editor’s Mailbag notices (Lisa Pelzel will submit as needed following registration) • Secure use of Martin Luther College (February) ▪ Address letter to President of college • Secure teachers (teacher to participant ration 1/12) (February) ▪ Contact lead teacher o Determines curriculum o Buys supplies and gets reimbursed from receipts o Meets and orients with other teachers o Responsible for day to day functioning of camp ▪ Contact MLC students or others that have had extensive German experience • Be present at registration at the Civic Center (April or May) ▪ Have registration forms available ▪ Use posters and signage if possible ▪ Registrations go to Lisa Pelzel at City Hall • Secure snacks for five breaks (weeks leading up to camp) • Secure treats/trinkets for participants on last day (weeks leading up to camp) (Letter gets sent from Lisa Pelzel at City Hall.) ▪ Domeiers, Guten Tag Haus, mayor • Make arrangements for lunch on last day (weeks leading up to camp) ▪ Grocery stores have often provided much of the food • Arrange schedule of commission members to help with break and lunch (last commission meeting prior to camp) • Ask mayor to speak at Friday culmination (last commission meeting prior to camp) • Send out note to parents with reminder and list of supplies for children to bring (Lisa Pelzel sends them from City Hall a couple of weeks before camp. Instructor usually supplies letter) • Send out note to parents to remind them of the culminating activity on Friday of camp week (Wednesday of camp—teachers take care of this) • Take pictures, keep mementos, etc., for scrapbook of camp • Write thank you letters to vendors/businesses for contributions and support (Lisa Pelzel sends them from City Hall.) Page 10 of 24  Jase/22m (7223; X0]; 77 W+( / __u?{/’a,_.£c/. WYSML _ “? mm . _L~a—. 2m, 34 2_4_____,-_ GEL/C Page 11 of 24 Page 12 of 24 Page 13 of 24 Do- lo R Eu (’09st Orly Page 14 of 24  Cities W'Imnemhlus !5 youth. Page 15 of 24 Ybuth Gennan Language Camp Page 16 of 24 SPECIAL RECOGNITION AWARDS 2024 2023 Jim Maday & Jayne Maday Hulke 2022 Concord Singers 2021 Joel T. Albrecht 2020 Award was not presented due to COVID-19 2019 Bob and Jess Webb 2018 Carolyn Marti Smith and Sue Marti/Eddie Portner 2017 Ted and Jodi Marti 2016 Leo Guggisberg and Mary Ann Kalz 2015 Jack Minch 2014 Brian and Mary Lou Serbus 2013 Terry Johnson 2012 Rick Isbell 2011 Parker Hannifin 2010 Dan Balge 2009 New Ulm Park & Recreation Department 2008 Martin Luther College and Kurt Wittmershaus 2007 Cash Wise Foods 2006 Hy-Vee Food Stores 2005 Jensen Motors, Inc. 2004 The Journal and KNUJ 2003 Arnold Koelpin 2002 Jim Bartels 2001 Carl Wyczawski 2000 Richard Seeboth 1999 Denis Warta 1998 Dr. Ted Fritsche Page 17 of 24  Revised November 26, 2024 HANS JOOHS CULTURAL EXCHANGE COMMITTEE Outgoing A. Send letters to various colleges, schools, local newspaper, etc. the middle of November with a press release listing deadline to apply for the program. (Lisa Pelzel has list and sends out upon notice from the Commission) B. Set up an interview panel and interview candidates. Criteria for selection 1) German Language Skills; 2) Ties to New Ulm; and 3) Presentation Skills C. Select candidates and send letters of notification. (Lisa Pelzel sends) D. Send letter to Office of the Burgermeister advising of whom will be coming, their required type of work and approximate dates. E. Arrange travel for selected candidate. (Ordered airline ticket via Internet; Lisa Pelzel will do so charges are applied to City credit card) F. Secure advance of $150.00 which is given to the candidate to help defray cost of getting to the host family (could be used for passport, train from airport to town, etc.). G. Instruct candidate he/she is required to e-mail to City of New Um three (3) reports on the experiences/job in Germany which are published in The Journal. Incoming A. Find job for incoming-candidate. B. Provide link to candidate to apply for visitor visa. B. Find host families. C. Arrange for rental car with Jensen Motors. Take he/she on a driving expedition (City will insure he/she but he/she is responsible for gas). D. Arrange to pick up candidate from the Airport. E. Arrange speaking engagement schedule. F. Arrange interview with The Journal and KNUJ. G. Secure check from the City to get Chamber dollars ($50) for host families. (Lisa Pelzel will process claim for check and mail along with thank you letter) H. Arrange travel for the trainee exchange to the airport when leaving. I. Contact intern and suggest possible topics for presentation to groups. J. Schedule meeting to introduce to Mayor and Lisa. K. Appoint commission member as the contact person for intern. Keeps a schedule of events and maintain communication with Mayor, commissioners and Lisa. Page 18 of 24  ADVERTISING AND PROMOTION COMMITTEE FEBRUARY Call Cash Wise and get dates for the Brat Stand (two sessions). Find workers for Brat Stand. MARCH Schedule workers for Brat Stand. JUNE Arrange for interview for Intern Exchange person (this varies from year to year). JULY Assist with German Language Camp. Arrange to participate in Bavarian Blast parade (varies depending if intern is in New Ulm – update magnetic name signs for vehicle) SEPTEMBER Sister Cities State Meeting. OCTOBER Arrange to participate in German-American Day parade (varies depending if intern is in New Ulm – update magnetic name signs for vehicle) Other Arrange for exit interview on KNUJ and farewell for Intern (this varies from year to year) Page 19 of 24  RECOGNITION COMMITTEE A. Select recipient for the "Special Recognition Award". B. Arrange date for award (usually held in conjunction with a regular meeting). C. Order plaque. D. Arrange to have recipient during the award reception. E. Arrange a photograph (Journal news department). Page 20 of 24  YOUTH GERMAN LANGUAGE CAMP COMMITTEE (2014 inactive committee due to lack of German instructors) • Get registration information into community resources ▪ Call Park & Recreation for summer recreation registration info (February) ▪ Contact New Ulm Journal for Editor’s Mailbag notices (Lisa Pelzel will submit as needed following registration) • Secure use of Martin Luther College (February) ▪ Address letter to President of college • Secure teachers (teacher to participant ration 1/12) (February) ▪ Contact lead teacher o Determines curriculum o Buys supplies and gets reimbursed from receipts o Meets and orients with other teachers o Responsible for day-to-day functioning of camp ▪ Contact MLC students or others that have had extensive German experience • Provide program information to Liz Malloy at Park & Recreation to include with the summer brochure online registration (March 1st) • Secure snacks for five breaks (weeks leading up to camp) • Secure treats/trinkets for participants on last day (weeks leading up to camp) (Letter gets sent from Lisa Pelzel at City Hall.) • Make arrangements for lunch on last day (weeks leading up to camp) ▪ Grocery stores have often provided much of the food • Arrange schedule of commission members to help with break and lunch (last commission meeting prior to camp) • Ask mayor to speak at Friday culmination (last commission meeting prior to camp) • Send out note to parents with reminder and list of supplies for children to bring (Lisa Pelzel sends them from City Hall a couple of weeks before camp. Instructor usually supplies letter) • Send out note to parents to remind them of the culminating activity on Friday of camp week (Wednesday of camp—teachers take care of this) • Take pictures, keep mementos, etc., for scrapbook of camp • Write thank you letters to vendors/businesses for contributions and support (Lisa Pelzel sends them from City Hall.) Page 21 of 24  Sister Cities Committee Assignments 2024 Advertising Committee: Ron Wendinger Jeremy Reed Hans Joohs Exchange Committee: Larry Mack Tom Schmitz Recognition Committee John Vorwerk Brian Filzen German Language Camp Elaine Haala Lorie Reiser Carolyn Marti Smith Chair and Vice-Chair attend all sub-committee meetings. Page 22 of 24 7. Advisory body meetings are covered by the MN Open Meeting Law, MN Statutes 13D. a. This statute requires all body meetings to be open to the public.  A meeting is defined as a gathering of a quorum or more members of the body at which members intentionally discuss, decide or receive information as a group on issues relating to the official business of the body.  Serial face-to-face or phone conversations between members of the body, to martial their votes on an issue for the purpose of making a body decision, is a violation of the statute.  Additional requirements include: notice of meetings, recording votes, and providing written materials to the public. Your staff liaison and departmental staff will assist in this process. If you have any questions, please contact them.  Meetings may be closed for quasi-judicial functions involving disciplinary proceedings, to consider strategy of labor negotiations and to discuss litigation strategy with legal counsel. Before closing a meeting, the body must state on record the specific grounds that permit the meeting to be closed and describe the subject to be discussed. The same notice requirements apply to closed meetings as open meetings.  While law is unclear about the use of technology such as email in regards to open meeting regulations, it is best to limit the use of technology when either of these criteria exist: a quorum is contacted regarding the same matter and the matter discussed is body business. For example, on a seven-member body, three members may communicate with one another by way of e-mail. However, “forwarding” an e-mail message to a fourth member is to be avoided. In addition, avoid using the reply to all function. This can inadvertently link a quorum of your body and would be a violation of the open meeting law. When communicating, only reply to the sender. b. Any person may observe any advisory body meeting.  The Council (and all bodies) encourages citizen attendance to help raise public awareness of city business. Citizens must be able to hear the discussion and must be able to determine who votes for or against a motion. A minimum of one copy of the agenda and all materials should be available for the audience. The amount of meeting agenda materials should somewhat reflect expected public attendance.  Although anyone can attend body meetings, citizens cannot speak or otherwise participate in any discussions unless the presiding chair recognizes them for this purpose. The body should not sample public opinion by asking for a show of hands. The majority opinion of those attending does not necessarily represent general public opinion. Individuals who are noisy or unruly do not have the right to remain and should be ordered to leave.  The body should make sure citizens are invited to participate when appropriate and listen with courtesy. Citizens attend meetings to receive or give information for the body to consider. Brief verbal exchanges to clarify information or encourage participation are acceptable. However, prolonged, intense discussions between individual body members and individual citizens during a meeting are inappropriate. Advisory Body Handbook::Revised April 16, 2024 Page 12 Page 23 of 24  Open Meeting Law The Minnesota Open Meeting Law requires that meetings of governmental bodies generally be open to the public. This information brief discusses the groups and types of meetings covered by the open meeting law, and then review the requirements of and exceptions to the law and the penalties for its violation. The law applies to all levels of state and local government. The open meeting law applies to:  a state agency, board, commission, or department when it is required or permitted by law to transact public business in a meeting;  the governing body of any school district, unorganized territory, county, city, town, or other public body;  a committee, subcommittee, board, department, or commission of a public body subject to the law; and  the governing body or a committee of a statewide or local public pension plan. “Public body” is not defined but the Minnesota Supreme Court has stated that in common understanding, ‘public body’ is possibly the broadest expression for the category of governmental entities that perform functions for the public benefit.” The law does not cover chance or social gatherings. The open meeting law does not apply to chance or social gatherings of members of a public body. However, a quorum of a public body may not, as a group, discuss or receive information on official business in any setting under the guise of a private social gathering. The primary requirement of the open meeting law is that meetings be open to the public. Open meetings must be held in a public place within the borders of the public body. Penalties The open meeting law provides a civil penalty of up to $300 for intentional violation. A person who is found to have intentionally violated the law in three or more legal actions involving the same governmental body forfeits the right to serve on that body for a time equal to the term the person was serving. The Minnesota Supreme Court has held that this removal provision is constitutional as to removal of elected officials only if the conduct constitutes malfeasance or nonfeasance and provided that the violations occurred after the person had a reasonable amount of time to learn the responsibilities of office. The above information is an excerpt of the Minnesota Open Meeting Law. To review the entire Minnesota open meeting law access http://www.house.leg.state.mn.us/hrd/pubs/openmtg.pdf Advisory Body Handbook::Revised April 16, 2024 Page 15 Page 24 of 24