Sister Cities Commission

AGENDA Sister Cities Commission Meeting 5:15 PM - Monday, May 5, 2025 City Hall Council Chambers Page 1. CALL TO ORDER 2. ROLL CALL 3. ELECTION OF OFFICERS 3.1. Election of 2025 Officers: Chair (Tom Schmitz 2025) Tom resigned from the commission to serve as City Councilor Ward 3 4. APPROVAL OF MINUTES 4.1. Approve the April 7, 2025 Sister Cities Commission meeting minutes. 3-4 SCC minutes 04-07-2025 5. FINANCIAL REPORT 5.1. Approve the financial report for the date ending April 30, 2025. 5-6  830 Fund: Payment to Concordia Lanes for the Recognition Award reception in the amount of $192.26.  830 Fund: Payment to Printwear Graphics for Recognition Award plaque in the amount of $73.50. SISTER CITIES 04.30.25 SISTER CITIES 04.30.2025 General 6. HANS JOOHS CULTURAL EXCHANGE PROGRAM 6.1. Outbound Hans Joohs Intern - Martha Balge  Intern dates May 26 through August 15  Martha will work at the Danube Office helping organize a big event in July called "U(l)mweltwoche" (concerning environmental issues).  Martha's second intern location will be with the City of Ulm to support school childcare and vacation program for kids which begins mid-July. 6.2. Inbound Hans Joohs Intern - Samuel Knoops 7 - 10  Intern dates September 2 through November 24  Schell's Brewery will host Samuel for his internship  SCI provided recommendations (attached) from Alliance for International Exchange to provide visa applicants a safe and smooth exchange program. The document was emailed to Samuel.  Samuel's interview at the consulate is scheduled for Friday, May 9, 2025  Appoint a commissioner to pick up Samuel from MSP airport (flight details will be provided once received) Alliance PreDeparture Recommendations 20250404 submitted by SCI 6.3. Host Families September 2 - October 13 - Sharon & Dick Seeboth Page 1 of 14  October 14 - November 24 - open Ad to generate host family interest was placed on City of New Ulm's Facebook page and NUCAT channel 7. OLD BUSINESS 7.1. German Language Day Camp (Carolyn Smith/Ellie Sveine/Jayne Maday Hulke)  Select date(s) to hold camp in 2026  Budget  Number of days  Location 7.2. 2025 Brat Stand 11  Sunday, June 22, 2025 and Monday, August 25, 2025 Brat Stand June 22 and August 25, 2025 8. NEW BUSINESS 8.1. 2026 Budget Request - deadline to submit June 27, 2025 12 - 14 2026 Budget Request Process and Application Sister Cities Letter Budget Request for 2026 9. ANNOUNCEMENTS 9.1. The next meeting will be held on Monday, June 2, 2025 at 5:15 p.m. at City Hall Conference Room. 10. ADJOURNMENT 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 14 Minutes of the Sister Cities Commission Monday, April 7, 2025 5:15 pm Roll call Members present: Carolyn Marti-Smith, John Vorwerk, Ellie Sveine, Jayne Maday-Hulke, Larry Mack, Ron Wendinger, Brian Filzen, and Kathleen Backer. Absent: Dick Seeboth and Tony Beranek. Meeting Called to Order Larry Mack, acting chair called the meeting to order at 5:15. Election of officers Tom Schmitz resigned as Chair of the commission due to City Council commitments. Larry Mack called for nominations. Carolyn Marti-Smith made a motion to table this until all members are present, seconded by Brian Filzen. Motion carried. Approval of Minutes from March 3, 2025 Ellie Sveine made a motion to accept the minutes, second by Carolyn Marti-Smith. Motion carried. Financial Report ending March 31, 2025 Brian Filzen made a motion to accept the financial report, second by Ron Wendinger. Motion carried. Hans Joohs Cultural Exchange Program Our outgoing exchange intern, Martha Balge, will be in Germany May 25 – August 15. She will intern at the Danube Office assisting staff with an event in July called U(i)mweltwoche (environmental issues). The incoming exchange intern, Samuel Knoops, will be in New Ulm, MN September 2 – November 24, interning at Schell’s Brewery. Samuel has concerns related to entering and exiting the US due to a report of Europeans being detained. We have asked for assistance in this matter from Sister Cities International. We are still in need of host families. Please let us know of anyone who is interested in hosting. Page 3 of 14 Old Business German Language Day Camp for 2025. The sub –committee members Carolyn Marti- Smith, Ellie Sveine, Jayne Maday-Hulke are going to get together soon to make further plans for this event. New Business Brat Stand at Cash Wise Foods - The dates will be Sunday June 22, 2025 and Monday August 25, 2025. Sign-up sheets will be sent out by Lisa P. for members to sign up. Jayne Maday-Hulke will be checking our signs and other equipment we have used in the past. A representative from the Narren was scheduled to report on their recent trip to Germany, but they were not present. Mayor Kathleen Backer will get in touch with them and see if someone can come to the next meeting to report. Announcements The recognition award reception will be at the Kegel Klub following the meeting. Adjournment The next Meeting will be held on Monday, May 5th, 2025 at 5:15 pm at City Hall Council Chamber. Minutes submitted by Ellie Sveine. Page 4 of 14  Sister Cities Commission Special Projects Fund For the Month Ended April 30, 2025 Beginning Balance: 1/1/2025 8,166.23 Revenue: Interest 0.00 Other Contributions/Sales 0.00 0.00 Expenses: Other (265.76) (265.76) Ending Balance: 12/31/2025 7,900.47 Detailed Revenue and Expenses Revenue: TOTAL REVENUE $0.00 Expenses: April Recognition Award Reception -$192.26 Recognition Award Plaque -$73.50 TOTAL EXPENSE -$265.76 Page 5 of 14  Sister Cities Commission General Fund For the Month Ended April 30, 2025 Revenues: Budget 0.00 Revenues: 0.00 Budget remaining 0.00 Percent of budget remaining 0% Expenses: Budget 3,570.00 Expenses (2,407.01) Budget remaining 1,162.99 Percent of budget remaining 33% Total Budget Remaining 12/31/2025 1,162.99 Detailed Revenue and Expenses Revenue: TOTAL REVENUE $0.00 Expenses: January 2025 Sister Cities International Membership -$440.00 March Flight to Germany - M. Balge -$1,817.01 Travel Stipend - M. Balge -$150.00 TOTAL EXPENSE -$2,407.01 Page 6 of 14 The following is information and recommendations exchange organizations and sponsors may wish to provide visa applicants and participants to ensure their exchange program experiences are as safe and smooth as possible. None of this information should be construed as legal advice and is meant only as suggestions and recommendations. Last updated: April 4, 2025 PRIOR TO DEPARTURE FOR THE U.S.: REVIEWING SOCIAL MEDIA The U.S. government began using social media for immigration vetting in a limited capacity starting in 2014. In May 2017, the U.S. Department of State issued an emergency notice to increase the screening of visa applicants and, in 2019, began collecting social media handles from “nearly all foreigners” applying for visas to travel to the U.S. On March 25, 2025, U.S. Secretary of State Marco Rubio instructed U.S. embassies and consulates to begin referring certain student and exchange visitor visa applicants for a mandatory social media review. This guidance states that F, J, and M visa applicants that fit one or more of the following criteria will be subject to this enhanced vetting:  “who is eligible and that the (consular) officer has reason to believe has openly advocated for a designated foreign terrorist organization;  “who was previously in the U.S. on an F-1, J-1, or M-1 visa between October 7, 2023 and August 31, 2024; or  “whose previous SEVIS record was terminated between October 7, 2023 and now.” With this guidance in mind, visa applicants may wish to review their personal social media accounts and history and/or make those accounts private. Page 7 of 14 UPON ARRIVAL IN THE U.S.: PREPARING FOR SCREENING Exchange visitors and international students should be prepared for the possibility of additional screening or questioning by U.S. Customs and Border Protection (CBP) at the airport. Here are tips for how to be prepared: Ensure a personal item carry-on (not a carry-on suitcase, but a smaller bag a traveler can keep on their person) contains:  Originals and copies of all documentation, including (as applicable):  Passport and visa Travelers might consider  DS-2019 or I-20 form sending digital copies of  Letter from program implementer, these documents to a sponsor organization, or university trusted person in advance.  Contract from host employer or letter of admission from university or academic program  Name and contact information for a Point of Contact from program (i.e. host employer, host family, host camp, university representative, etc.)  Name and contact information for a Point of Contact from program implementer or sponsor organization  Any provisions to remain comfortable if a long wait is required, including water, snacks, and required medication. Travelers should alert a contact in the U.S. if they are selected for additional screening. Cell phones may be inspected upon arrival in the U.S. Travelers may wish to delete or disable any apps with personal or demographic information (social media, email, family photo albums, health tracking, etc.) they do not wish to be subject to review. Page 8 of 14 WHILE IN THE UNITED STATES Exchange visitors and international students in the U.S. are advised to always carry:  One form of official government ID (original copy)  Digital copies of passport, visa, DS-2019 or I-20, I-94 arrival record, SEVIS number, and a letter from program/sponsor/employer/university  U.S. state driver’s license (if applicable)  Medical insurance card/information (if applicable)  Emergency contact and information Exchange visitors and international students should know the rights and resources afforded to visitors to the United States:  The right to remain silent. Nobody is required to speak to Immigration and Customs Enforcement (ICE) or other government officers. o Consider obtaining and carrying a “know-your-rights card” that can be handed to an officer. The card explains the right to remain silent and to speak with an attorney.  Nobody is required to open the door if they don’t know who is knocking.  To enter your place of residence, ICE officers must have a warrant signed by a judge. Unless the officers can show a warrant, they do not have to be let in. They can show the warrant through a window or slide it under the door, and it must have the correct name and address on it to be valid.  Create a safety plan.  Memorize the phone number of a point of contact from the program sponsor, employer, host family, host university, etc.  Make sure loved ones and program staff can use ICE’s online detainee locator (https://locator.ice.gov/odls/homePage.do) or they can call the local ICE office in the event of detainment.  Consider documenting any interaction with ICE officers using audio or video recording. Page 9 of 14 Exchange visitors and international students should not:  Break program rules and regulations or violate state or federal law, which could have immediate implications on visa status. Exchange visitors and international students should exercise caution in these instances:  Traveling outside of the United States while on program. Re-entry to the U.S. is always subject to screening and at the discretion of Customs and Border Protection.  Remaining in the United States past the date outlined on DS-2019 forms.  Participating in political activity while in the United States.  Posting political or inflammatory opinions on social media. Page 10 of 14 Cash Wise Brat Stand Work Schedule Date Sunday, June 22, 2025 Two in Booth One Griller TIME SELLERS (need 2 people) GRILLER Open/Close 9:45-11:00 Carolyn Smith Ellie Sveine Larry Mack Lorie Reiser 11:00-12:00 Carolyn Smith Ellie Sveine Lorie Reiser 12:00-1:00 Larry Mack 1:00-2:00 2:00-3:00 3:00-4:00 4:00-5:00 5:00-6:00 Date Monday, August 25, 2025 Two in Booth One Griller TIME SELLERS (need 2 people) GRILLER Open/Close 9:45-11:00 Carolyn Smith Ellie Sveine 11:00-12:00 Carolyn Smith Ellie Sveine 12:00-1:00 Sue Marti Ron Wendinger Jayne Maday-Hulke 1:00-2:00 Jim Bartels Ron Wendinger 2:00-3:00 Jim Bartels (2:45) 3:00-4:00 Larry Mack (3:15) 4:00-5:00 Sue Marti Larry Mack Jayne Maday-Hulke 5:00-6:00 Sue Marti Larry Mack Larry Mack Jayne Maday-Hulke Page 11 of 14  City of New Ulm 100 North Broadway Telephone: (507)-359-8259 New Ulm, Minnesota 56073 Fax: (507)-359-8219 2026 Budget Request Process 1. Complete an application. 2. Provide verification of nonprofit status. 3. Provide financial statements, including a balance sheet and income statement, for the most recently completed fiscal year. 4. Provide budget for upcoming fiscal year. 5. Submit application and other documents to: City Administration 100 North Broadway New Ulm, MN 56073 -or- Email: lisap@newulmmn.gov 6. City Staff will review applications and prepare the information for City Council review. 7. There will be a work session with the City Council on July 15th to discuss the applications that are received. Please be prepared to have a representative at the work session. 8. Contributions will be approved at the August 5, 2025 City Council meeting but will not be final until the Preliminary Budget is approved at the September 16, 2025 meeting. All applications for the 2026 Budget must be submitted by June 27, 2025. Page 12 of 14  City of New Ulm 100 North Broadway Telephone: (507)-359-8259 New Ulm, Minnesota 56073 Fax: (507)-359-8219 2026 Budget Request Application Name of Organization__________________________________________________________________ Point of Contact – Name: ____________________________________________ Address: ___________________________________________ Phone#: ___________________________________________ Email (required): ____________________________________ Amount requested________________________ Other Revenue Sources: ________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Explain how the funds will be used: ________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ If the organization received funds from the City for the current year explain how the funds were used and provide documentation for that use. ________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ Page 13 of 14  City of New Ulm Sister Cities Commission Telephone: (507) 359-8233 100 North Broadway Fax: (507) 359-9752 New Ulm, Minnesota 56073 __________, 2025 Mr. Chris W. Dalton, City Manager City of New Ulm 100 North Broadway New Ulm, MN 56073 RE: Sister Cities Commission Budget Request Dear Mr. Dalton: On behalf of the Sister Cities Commission, I wish to thank the City of New Ulm for their continued support of the work of the commission. We are confident that the New Ulm Sisters Cities Commission brings positive attention to our community, locally, regionally, and even internationally. Looking ahead to the coming calendar year, the New Ulm Sister Cities Commission respectfully requests a $___________ allocation in the 2026 annual budget for its work. We do supplement the money allocated to us by working the brat stand at Cash Wise Foods. We are hopeful to conduct the Hans Joohs Cultural Exchange program in 2026. Again, the Sister Cities Commission appreciates the City of New Ulm’s budgetary support. We enjoy our modest role in the ongoing life of our vibrant community. Thank you for considering our request for allocation in the 2026 budget. New Ulm Sister Cities Commission Approximate Anticipated Expenditures for 2026 Description 2025 2026 Hans Joohs Cultural Exchange Program $2,825.00 Advertising and Promotions 315.00 Sister Cities International Membership Dues 430.00 Total $3,570.00 New Ulm Sister Cities Commission Dick Seeboth, Vice Chair Page 14 of 14