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minutes 1993SISTER CITY COMMISSION Minutes - Meeting, January 21, 1993 The meeting was called to order at 7:20pm by Chairperson Mandl, immediately following the Recognition Dinner Present: Dietl, Oster, Schaefer, Mandl, Kirchner, Duffey, Bankey, Couture, and Mayor Kirsch Absent: Sandahl (unexcused), Gundgovi (excused) Approval of Minutes The minutes from the December 17 meeting were presented and approved subject to corrections to Paragraphs 4 and 5. Due to the Recognition Dinner, this was a short meeting, dealing only with issues of staffing for the display at the Ethnic Celebration and some financial matters. 1) Financial Report Oster handed out the financial report. A contribution form Lyndale hardware ($50) was received. The promised contribution from Walser Buick has not been received yet. 2) Ethnic Celebration Plans for the Ethnic Celebration Display were finalized. We will have a 12 foot long display table, located in the cafeteria. There was some discussion about a covering for the table. It was suggested that Costa Rican beach towels with designs be used. Also, Couture has a table cloth. which might be suitable. Mayor Kirsch will pick up the Ox-cart from City Manager Prosser's office, and bring to the High School. Oster and Dietl will help with set-up, and Mandl will bring a number of items for the display. The display will include the Ox-cart, the Costa Rica National Parks book, the recent newspaper article from the Sun, some of the books purchased for the schools, the flag, the banner (if it can be easily attached) , Friendship pins (for sale) , the new Commission brochures, and an identification sign. Also, Duffey has prepared a sign for the coffee identifying it as Costa Rican coffee and a display for the Friendship pins. In addition to the people staffing the display area itself, it was felt that we should have a person near the coffee area directing people to the display. Schaefer will take some pictures. The meeting was adjourned at 8:OOpm Respectfully submitted, Jim Schaefer Secretary Page 1 :Sister City Commission -Special Meeting January 28, 1993 The meeting was called to order and 7:15 PM by Chairperson Mandl, Present Couture, Dietl, Duffey, Kirchner, Mandl This meeting was called following the receipt of a FAX dated January. I4 from the Chamber of Commerce of Heredia, Costa Rica, signed by Enrique Cordezo, Chaizperson of the Chamber. The FAX was diirected to Mandl and Judy Schulte, Richfield FFigh School Spanish language teacher. In the FAX the Chamber expressed its serious concern and disappointment because Julio Ballestera has apparently not communicated with them about any of the arrangements for the RichSeId student trip to Heredia in mid-Fey. The Chamber requested that the Sister City Commission take steps to ensure that the Heredia Chamber of Commerce be included in plans for the students whsle they are in Costa Rica On January 1.5, Mandl, Duffey and Schulte met to discuss the FAX. C}n January 1$, Schulte responded by FAX to both Cordero and Ballestem, requesting that both parties in Heredia meet and work toward resolving their differences. Qn January 17, Mandl reached Cordem by telephone gad speaking through Maria Camacho, assured him that the issues rased in his FAX of January 14 will zeceive our full attention. Also on January 17, Mandl, Duffey and Martin Kirsch met with Manuel Tones to get his evaulation of the situation and advice. tan January 19, Mandl and Duffey met with Tony Andersen, ~Ionorary Consul to Costa Rica. Andersen had already spoken by telephone to both Enrique Cordero and Julio Ballestero in an effort to encourage them to meet and: resolve differences. He has directed Cordero and Ballestero to report back to the Richfield Sister City Commission with a wzitten plan of action. Andersen also plans to meet with both men iu March during a visit to Coss Rica. Zn an effort to deternriue the best way to proceed in the future, the Richfield Sister City Commission will further examine gad evaluate its relationship with the Chamber of Commerce and its representatives, the city of Heredia and its repmsentarives and Julio Ballestero; who is currently the coozdinator of the Sister City Commission in l:Teredia. This evaluation will rake place after the return of the Richfield students from the I3igh School's trip to Costa Rica. The meeting was adjourned at 9:50 PM. Respectfully submiti.~ed, , Mary Aizn Diets . Acting Secretary NOTE: NEXT MEETING OF SISTER CITY CGMMtSSIi~N WIr.L BE Pte. I8 SISTER CITY COMMISSION Minutes - Meeting, February 18, 1993 The meeting was called to order at 7:00 PM by Chairperson Mandl. Present: Mandl, Duffey, Dietl, Couture, Bankey, Zacher, Bullock, Gundgovi, Kleeberger, Mayor Kirsch Absent: Kirchner (excused) Approval of minutes.: Minutes .from the December 17th, January 12 and January 28th meetings were approved. Introductions: Mandl reviewed attendance requirements and how the meetings were structured. Copies of the latest bylaws were distributed to new commission members. Discussion followed about possibly changing the bylaws to create new officers and change other descriptions. A subcommittee of Mandl, Couture, and Bullock will review and report back to the commission. Couture identified some inconsistencies within the existing bylaws regarding the determination of a quorum and voting status of students. Bullock will review with city staff and report back to the full commission. Rules of order: Some discussion regarding the use of Sturgis Rules of Order rather than Roberts Rules. Mandl provided a handout to all members. Election of officers: The following members were elected to offices: Chair Cynthia Mandl Vice-Chair Pamela Duffey Secretary Bill Bullock Historian Phyllis Couture Ethnic Celebration: Pictures taken by Jim Schaefer were passed around. It was suggested that copies be placed in a scrapbook. The Friendship Pins were also displayed. In addition, photos from the Costa Rican Independence Celebration were passed. It .was thought that copies could be obtained from Lupida. Fund raising letter: Books about Costa Rica have been ordered for the library, public and parochial schools in Richfield. Discussion was held regarding how to acknowledge the organizations and businesses that provide the funds necessary to purchase these books as was the question of how to distribute the books. It was noted that the donation from Walser, which specifically requested the purchase of educational material, had not yet arrived. It was the desire of the group to inscribe the books to acknowledge donors of book funds. Duffey will check with Lowell Larson on meetings with school principles. Bullock will procure 24 bookmarks, and Couture will see if her granddaughter can provide the inscription. Ox cart: A display case is to be built to hold the ox cart. Dick Maas felt the high school shop students would take on the project. Brett will coordinate this project .with the shop teachers. Bob Radatz has agreed to donate his services to coat the cart, as wood from tropical climates will dry out .and crack in a climate like ours. Once in the display case, the cart will be displayed at various locations throughout the city. Zacher suggested having Coutures granddaughter develop a graphic design of an ox cart to be used on a certificate used to thank merchants and organizations which contributed money to the commission. Dietl agreed to work on the needed text. Friends of Sister City: Jim Schaefer is working with Russ Susag to form the group. Soccer tournament: The Richfield Soccer Association has not yet heard from Julio regrading participation by the team from Heredia. The Association has stated a willingness to host a team, preferably that of our sister city. Chamber of Commerce: Heredia's Chamber wants to bet more actively involved in our relationship. Richfield Chamber President Jan Jacobson will contact Heredia's Chamber. Folk dancers: Dick Maas has indicated that the Costa Rican Folk Dancers may be performing at the high school in late April. Fourth of July parade: An invitation to appear in the parade in likely, and Mandl encouraged members to consider what we should do. One thought was to invite the RHS students who just returned from Heredia in our event. RHS Heredia trip: Reports indicated that the trip was largely successful and that organizers feel another trip would result in larger participation. Tony Anderson is in Heredia and will meet with their Mayor, City Manager and Chamber of Commerce president, hoping they will organize a formal Sister City Commission. Mayor Kirsch praised Mandl and Duffey for their efforts in trying to resolve differences resulting from the absence of a commission in Heredia. _ Zacher brought a program from the Historical Society's recent Swedish and Latvian concert at RHS, which included a salute to Heredia. Bullock will forward a thank you letter to the society. The slide show was deferred to the next meeting. The meeting was adjourned at 9:00 PM. Respectfully submitted, Bi11 Bullock Secretary SISTER CITY COMMISSION Minutes - Meeting, March 18, 1993 The meeting was called to order at 7:00 PM by Chairperson Mandl. Present: Mandl, Duffey, Bankey, Bullock, Dietl, Kirchner, Zacher, Gundgovi, Kleeberger, Council Member Susag Absent: Couture (excused), Lissarrague (excused) Opening comments: Mandl indicated the City Council appointed Armando Lissarrague to the Commission. Bullock will have the Commission roster updated. Kirchner spoke about their recent trip to Costa Rica and indicated that Paul and Ann Hanson where leaving the following Monday for two weeks in Costa Rica, where they have two sons living. The Hanson's offered their services in connection with their trip. Minutes: The subcommittee meeting to discuss changes to the bylaws should reflect Deitl and not Couture. Bob Raditz noted the ox cart should be rubbed with lemon oil and. needs no refinishing at this time. Other than typos, minutes were approved. Subcommittee: Bullock reviewed the proposed changes to the Commission bylaws. Copies of these will be forwarded to members not at the meeting for formal action in April. Walser: Mandl reviewed the latest with securing a donation from Walser. It is hoped that will be forthcoming before the next meeting. Ox cart drawing: Bullock reviewed conversations that have occurred with various Commission members and Coutures granddaughter, Alyn Shannon. Deitl reviewed other options for certificates of appreciation, Bankey also presented an option. Mandl suggested having a half-tone drawing of an ox cart with a border. Susag indicated he might have access to a color printer. Books: Duffey reported the School Board must officially receive donated books under state law, either in person or by letter. This can be done in a presentation at the principals meetings, scheduled for April 1, 15 (possibly), 29 and May 2. A letter will be drafted to the School Board. The private schools will have no meetings prior to the end of the school year, and it was thought they could be invited to a private session to receive the books. Ox cart: Mandl reported that Bob Raditz had reviewed the cart. The portion of the cart separating is veneer on one side, making repair difficult. Otherwise, the cart is in good shape. Bankey offered to help oil and deliver the cart to Richfield High School. Kirchner will speak with Al Oster to find out where the cart should go at the high school. Friends of Sister City: Susag and Jim Schaefer have a list of potential members. Soccer: No group will be coming from Heredia for the USA Cup this summer. A Richfield coach is very interested in sending group of players down to Heredia. The U5A Cup will offer the same deal next year and wave the fee. Heredia organization: Julio is no longer our main contact. Tony Andersen and Lupita met with Rafael recently, who is now our primary contact. Communications will continue to go through the city manager's office with a copy of the mayor. Organization of their committee and the role of their Chamber of Commerce are unclear. Travel: Rumor is that Enrique may visit this summer. Dancers: No additional information available from Lupita. Fourth of July: No ideas - yet! In the past we have used a wooden cart from the high school French Department and decorated it with flowers. The idea of renting afloat was discussed. Zacher will contact the committee to get information. High school trip: Duffey reported on the follow up reports that appeared in the Sun Current. Highlights of the trip will be part of the Spartanview program. Some of the high school students are preparing and will send their own video down to Heredia of various sights around town. Miscellaneous: Tom and Dona Morgan, who were expecting their first guests, forwarded an article about a Cannon Falls couples trip to Costa Rica. Kirchner suggested the commission promote a tour for Richfield adults. The Friends of Sister City group could also identify interested participants. Susag suggested having the library help on procuring books in the future, as they may be able to obtain lower prices. Slide show: The group viewed several slides of commission members traveling to Heredia. Respectfully submitted, Bill Bullock Secretary Proposed Changes To Bylaws And Procedural Guidelines Richfield Sister City Commission OFFICERS Vice-Chairperson: Avice-chairperson shall be elected at a meeting in February for a term of one year. The vice-chairperson's duties shall be to: 1. Represent the chairperson in the chairperson's absence, and assist the chairperson in carrying out his/her duties. 2. Establish liaisons from the Commission to work with other city organizations and activities as appropriate. 3. Carry out those additional duties which the Commission may from time to time recommend. Treasurer: A treasurer shall be elected at a meeting in February for a term of one year. The treasurer's duties shall be to: 1. Prepare the Commission's financial reports, to include reconciliation with city records. 2. Maintain a log of items belonging to the Commission as well as their locations. 3. Maintain the inventory and coordinate the sale of pins. 4. Carry out those additional duties which the Commission may from time to time recommend. Historian: A historian shall be elected at a meeting in February for a term of one year. The historian's duties shall be to: 1. Keep a scrapbook and records of activities of the Commission. 2. Carry out those additional duties which the Commission may from time to time recommend. Public Relations: A public relations officer shall be elected at a meeting in February for a term of one year. The public relations officer's duties shall be: 1. Arrange for publicity and press releases regarding activities of the Commission, to include cable TV, Sun Newspaper, Your City/Your Schools, and other media as appropriate. 2. Maintain an up-to-date list of all media contacts. 3. Carry out those additional duties which the Commission may from time to time recommend. April 7, 1993 SISTER CITY COMMISSION Minutes - Meeting, April 15, 1993 The meeting was called to order at 7:00 PM by Chairperson Mandl. Present: Mandl, Duffey, Bankey, Bullock, Couture, Dietl, Kirchner, Lissarrague, Zacher, Gundgovi, Kleeberger, Council Member Susag Special Guests: Anne and Paul Hansen, Luis and Mauricio Arias, The meeting began with a discussion of the recent trip of Anne and Paul Hansen. Luis and Mauricio also spoke of life in Costa Rica. Minutes: After a short break, the meeting continued with approval of the minutes with one correction; the school board must receive a letter before books can be donated to the school. With that correction, the minutes of the March 18th meeting were approved. By-Laws: Proposed changes to the by-laws were distributed at least five days in advance of the meeting. Motion to approved proposed changes carried. Elections: The following were elected by unanimous vote: Treasurer: Chuck Bankey Public Relations: Mary Ann Dietl Budget/Walser: Mandl reported the donation from Walser Automotive was finally received. Oxcart/Display Case: Bankey reported the cart was at Richfield High School waiting construction of the display case. Couture reported the cart had been .oiled prior to it's delivery. Graphics: Bullock reviewed status and indicated need of a picture or photograph which can be used by the graphic artist. Presentation of Books: A letter has been drafted and will be delivered to Mandl for her review. Friends Group: Susag indicated he would be meeting with Jim Schaefer soon. Heredia Organization: The present structure in place in Heredia was reviewed for new members. Pen Pal Letters: Dietl will send a letter to Alicia Fallas regarding the pen pal letters. The goal is to have these letters go through the Education Department. Travel Rumors: Another subject of concern. In the past visitors have arrived with little, if any, advanced notice, presenting challenges in locating host families. Emily Day: Mandl reported Emily will be traveling to Costa Rica for two weeks and offered her services to the Commission. Dancers: Mandl reported they. will be performing in Richfield on March 28th. Motion to provide $5.00 per participant for a meal during their trip to the Mall of America passed. Fourth of July: Zacher reported no floats were available .for rental this year. No other ideas were presented. The meeting was adjourned at 9:50PM Respectfully submitted, Bill Bullock Secretary SISTER CITY COMMISSION Minutes - Special Meeting, June 1, 1993 The meeting was called to order at 7:00 PM by Chairperson Mandl. Present: Mandl, Duffey, Bullock, Couture, Kirchner, Lissarrague, Zacher, Mayor Kirsch, Steve Lindgren Absent: Bankey, Dietl, Gundgovi, Kleeberger The minutes of the May 20th meeting were reviewed. The minutes were corrected to note the proper date and the inclusion of Mandl at the planning session. Global Insights: Russ Susag obtained a fact sheet on Costa Rica which was distributed to commission members. Response to fax: A facsimile was received from Heredia indicating a delegation of fourteen members of the Chamber of Commerce are planning a visit from June 29th through July 5th. The names and relations of all visitors were included in the fax. Lissarrague and his mother were recognized for their translating efforts in preparing the fax to Heredia. Housing: Kirchner reported confirmed housing arrangements had been obtained for four of our guests. Committee members suggested several possible host families and will meet to finalize the arrangements. Mandl suggested preparing guidelines for our guests to deal with problems that have occurred in past visits. Specific reference was made to guests going drinking after certain functions when their host families had made plans for their guests. Lissarrague suggested preparing a letter to Enrique to address this. No action was taken. Agenda: A meeting was held May 23rd with Steve Lindgren, Executive Secretary of the Richfield Chamber of Commerce. An agenda was developed and discussed with commission members. Gifts: The idea of gifts was discussed. No action was decided. The meeting was adjourned at 9:25 PM. Respectfully submitted, Bill Bullock Secretary SISTER CITY COMMYSSYON Minutes - Meeting, June I7, 1993 The meeting was called to order at 7:OD PM by Chairpexsan Mandl. Present: Mandl, Duffey, Sankey, Bullock, Couture, riietl, Kirchner, Lissarrague, Zacher, Gundgovi, Mayer Kirsch Guests:' Steve Lindgren, Ke11y Gamble, Council Member Susag Absent: Kleeberger (excused) Minutes from the June lst meeting were approved. Discussion then focused on the upcoming visit from the Heredia Chamber of Commerce. Housing: Kirchner and Zacher presented a list of all host families and their assigned guests. Several families who will be out of town during the visit expressed an a.nterest ~.n hastzng a :~ami.ly in the future. A meeting. for all host families will be held June 23rd at 6:30PM at City Hall. Agenda: The agenda of the visit was reviewed. Commission members were encouraged to bring bars car cookies for the reception at Zacher+s house the evening of June 29, Susag will coordinate transpartatior: to the Optimist's breakfast meeting on June 30. The will also be a farewell reception an July 4 at the z~merican Legion in the Charlie Turner Tioom, sponsored in part by the Richfield Chamber of Commerce; the cast to oux~ commission is expected to Less than $100. After this, the group will meet to watch. the fireworks at 9:aoPM. Transportation; Sankey, Mandl, Kirsch, and puffy will meet the delegation at the airport, as will Judy Schulte from the high school. Lissarrague, Susag, and Kirchner will be avai~.able if the need arises. The transportation requirements of the host families are picking up guests Tuesday night at ZacherYs, bring guests to community Center Wednesday night, dropping. off at Hampton 2nn Thursday morning, and dropping off at Wood Lake Nature Center Friday morning. After visiting Rainbow Foods. Friday afternoon, drivers to the parks wall be Mandl, Duffy,.Kirsch, and Couture. Translation: Commission members evening. Lissarrague will help Edwina Garcia will handle the Lissarrague will again take oar Manuel Torres will be present fa Jennifer Rano from Public Saf Thursday afternoon. On Sunday, assistance from Lupita and Judy will serve as translators Tuesday will the Optimist+s breakfast. Wednesday lunch meeting, and e of the Twin+s game that night. r the Mall of America visit, and ety will translate the seminar Lissarrague will translate, with Schulte during the-parade. Gifts: certificates of appreciation will be given to our translators and those making donations. Host families wi7.1 receive a certificate and two pins of the American and ,Costa Rican flags. Fiats will be presented to our guests from f~eredia. J UL F9 J ` 7J vJ7 • Go ether Items. Concerns of host families making plans with their guests, then having someone else make plans for the same guests without discussing this with the hest family was discussed and will be a topic for the June 23rd meeting with host ~'arnilies as well as at the reception at Zacher~s house June 29th. The meeting was adjourned at 9:45PM. Respectfully' submitt~.d, Bill Bullock Secretary AUG 19 '93 1505 SISTER CITY COMMISSION Minutes - Meeting, July 15. 1993 r.c~3 The meeting was called to order at 7:15 PM by Chairperson Nlandl. Present: Mandl, Bankey, Bullock, Kirchner, Zacher, Council Member Susag Absent:•Duffey, Couture, Dietl, Lissarrague, Cundgovi, Kleeberger (excused) Minutes from the June 17th meeting were approved. An evaluation of the recent visit from the Chamber of Commerce delegation was the topic of the evening. Host families: An evaluation form and thank you letter will be sent to all host families. The data on the evaluation forms will be reviewed upon receipt. Agenda: The general consensus was that more time would have been desirable for touring the nature center and businesses in the 66th and Lyndale area. Discussion. was also held regarding. the lunch provided by McDonald's and that perhaps far future visits we order for our guests in order to control quantities. Translators: The number and flexibility of translators was thought by all to have been great. Cultural awareness: Discussion centered on whether to pxovide guidel~.nes to future guests regarding appropriate gifts for hosts families, specifically liquor. Also, the desire to have a minority . family 'in Richfield as a future host family was encouraged. Additionally,.discussion was started regarding a 'cultural gram": Tt was thought we could obtain .some help-from the Minneapolis City Ha11 and Chamber of Commerce. Publicity: The Richfield Chamber newsletter had extensive coverage • of the recent visit. The Sun .Current featured a front page story in relation to the delegation at the Fourth of July parade. Future communications: The City of Heredia was tc reorganize effective April 30th, however we have not been able to get any response to requests for this information. Cattail Days: We have been encouraged to participate on Sunday, September 19th in the Marketplace area. A "demonstration" is preferred, and Lupita is trying to line up an individual for us. soarer Team: The USA Cup is willing to waive fees for a group from Costa Rica, and the Richfield soccer Association has expressed a willingness to host team members. This offer will also be extended next year. AU6 S9 '9~ 15 06 Oxcart display: No report. The meeting was adjourned at 9:25PM. Respectfully submitted, r.a~.~ Bill Bullock Secretary SISTER CITY COMMISSION Minutes - Meeting, August 19, 1993 The meeting was called to order at 7:00 PM by Chairperson Mandl. Present: Mandl, Duffey, Bankey, Bullock, Couture, Dietl, Kirchner, Zacher, Gundgovi, Kleeberger, Council Member Susag Absent: Lissarrague (excused) The minutes from the July 15th meeting were approved. Treasurers report: Bankey reported on the commissions finances. He is also in the process of gathering and identifying the location of all items belonging to the Commission. Public Relations: The latest edition of "Your City & Schools" had a news article regarding the recent visit from the Heredia Chamber of Commerce. The Minnesota Costa Rica Expression may also have an article in their upcoming edition. Dietl brought in wooden loons that could be used as gifts for future visits. She will find out how many are available and will purchase as many as 75 for about $3.00 each. Chamber Visit: Thank you letters went out, and six surveys were received from host families. Suggestions included more activities in the metro area, going to the north shore, and going to small towns. Questions regarding co-hosting families were not well received. No problems with language barriers were mentioned, however one comment addressed appropriate gifts and a quieter location for a farewell party. A postcard from Carlos Zamora was read by Dietl. Graphics: Bullock presented examples of graphics to be used for certificates. Bookplates will have a small outline or border with an oxcart. Cattail Days: Duffey reported that attempts to line up a demonstration did not work out. Discussion turned to a slide show. Zacher will look into getting a slide projector. We will also hand out samples of Costa Rican coffee. Couture and Kirchner have coffee makers, Duffey has coffee and a Costa Rican dress that can be worn by a child. Susag offered his oxcart for display. The commission's banner will also be displayed. Costa Rican Independence Celebration: Tony Andersen is hosting the event September 18th. We will meet at City Hall that evening at 9:OOPM before the party to discuss Cattail Days. There will be no regular meeting on September 16th. Friends Group: No report available. Communications: Discussion regarding how to address requests from groups and individuals looking for host families while attending school in the area for several months. At present, we don't have that kind of organization in place, however it was thought that perhaps the Friends group could provide some of the answers. It was suggested that a communication be drafted requesting details from our friends in Heredia. Soccer: Discussion regarding getting organized in time for next year's USA Cup. Duffey will pick an assistant. Oxcart: Bankey reported that no work had been done at that time. Dinner: The idea of commission members going out for dinner was raised, with the thought of having a Latino restaurant catering the annual commission dinner a possibility. A Latino restaurant at 3450 Lyndale was identified. The meeting was adjourned at 9:55PM. 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