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minutes 1992SISTER CITY COMMISSION Minutes -.Meeting, November 19, 1992 (Corrected) The meeting was called to order at 7:OOpm by Chairperson Mandl. Present: Dietl, Oster, Schaefer, Mandl, Kirchner, Duffey, and Gundgovi Absent: Sandahl (unexcused), Bankey and Couture (excused) Approval of Minutes The minutes for the October 16 meeting were presented and approved subject to corrections to Paragraphs 6 and 13. 1) Membership of Committee Jim Schaefer has. submitted his resignation to the city, with a copy to Chairperson Mandl. His. resignation will be effective following the January 21, 1993 meeting. This means that several new members need to be recruited to replace those whose terms expire and may no longer serve, as well as those who have moved out of Richfield. Also, new students need to be recruited. 2a) Finance Report Oster. reported on the total funds available on deposit at Richfield Bank & Trust. Mandl reported on the success of the fundraising letters she had sent out. She received responses from Richfield Bank in the form of a $1,000 donation, which was received on November 2, 1992.. The Commission also received $500 from the Richfield VFW,. $400 .from Walser Buick, and $50 from Firstar Bank. Lyndale Hardware indicated that it would probably contribute something in the near future, LaSalle Group- will call back regarding a contribution, and the Frenchman's might make a contribution. Rainbow Foods prefers to donate food products, and will probably not contribute at this time, and Wally McCarthy's Oldsmobile will probably not contribute at this time, as it donates the "air time" on the radio. Richfield-Bloomington Credit Union will see if their 1993 budget will allow for a contribution. The goal of $2,000 in donations had been set as a target, and with these contributions, we have reached $1,950. The $2,000 budget was estimated by Mandl as follows: Letters (Shipping & mailing) $300 Educational Materials 400 Display Case 500 Brochure Printing 100 Coffee (served at events) 100 Hosting of Visitors 300 Heredia Projects 300 Total 2 000 Page 1 SISTER CITY CONL~IISSION Minutes--March 19, 1992 ~` ° Meeting called. to order at 7:05PbY chairperson, Dona Morgan. PRESENT: Oster, Mandl, Duffey, Schaefer, Morgan, Couture, Kirchner. ABSENT: Weibel VISITOR: Mary Ann Dietl Introductions were made. Minutes were approved as corrected. to ask Adendum to Feb. Minutes: A fax was sent to Julio Ballestero on Feb. Were they him to follow, up on lettVreTe~~ntREpLy.R1L~tters will becdela vered`early March delivered? To whom deli of this letter is in aS~Co t~a Rica school year begins at that time. Copy ~ity -~a11. NOMINATIONS FOR OhFlMandl Chair.--.Cyn y Vice'-Chaif.--Pam Duffey Secy.-- Jim Scl~eCouture Historian--Phy Nominations were closed and slate unaminously elected. Al Oster agreed to continue a~ internal auditor. Committee for long-range planning---goals: Dona Morgan, Jim Schaefer, Garnett Kirchner. will be represented on Mar. 21 at the 7th grade Cultural We (the commission) Pam phyll, and Cynthy will set-up a display Fair at the Junior High School. ~ of Costa Rica and attend the table. t 1~1 event hosting the Costa Rica As a tool for evaluation of our Sep •~ the event. The questioriaire delegation, Pam presented a questionaire reviewing will be sent will be sent to our host elo elforareturnmland they maysrespond anonymously with a self-addressed env p J~ if so desired. under new business of Feb. minutes concerning display case were They then may Items ~2 and 3 tabled until we have the new studentlansrtoeconstruct a~display case for our follow up with school personnel on p ro ect. Costa Rica ox-cart. Al Oster will act as~advisor to the p ~ Discussion of whereto eep our "gift" books. No decision made. • n ~'` 'group ttend~r, "The Rain Forest" production at Omni Theater. Discussio No decision made. Discussion of how to get school response to student's letters sent last Sept. with the Costa Rica delegation. Letter read from Mayor Kirsch stating guide-lines for fund raising for city commissions. etter received from Sister City International ~ogarespons blel ~~~ Discussion of 1 ~~ Jimchaefer will respond that we are not Submittedtby efore ~~~/ _ for,~membership fee. ~~~,~~~~~.~,,,~~~,~> ~' `~l SISTER CITY COMMISSION Minutes `- March '19, 1992 The meeting was called to order at 7:05 p.m. by Chairperson Dona Morgan. - PRESENT: Oster, Mandl, Duffey, Schaefer, Morgan, Couture, Kirchner. ABSENT• Weibel VISITOR: Mary Ann Dietl Introductions were made. Minutes were approved as corrected. Addendum to February minutes: A fax was sent to Julio Ballestero on February 5 to ask him to follow up on letters sent from Richfield school children. Were they delivered? To whom delivered? Reply: Letters. will be delivered in early March as the Costa Rica school year begins at that time. A copy of this letter is in City Hall. Nominations for Officers: Chair: Cynthy Mandl Vice-Chair: Pam Duffey Secretary: Jim Schaefer Historian: Phyll Coutoure Nominations were closed and slate unanimously elected. Al Oster agreed to continue as internal auditor. Committee for long-range planning goals: Dona Morgan, Jim Schaefer, Garnett Kirchner We (the Commission) will be represented on March 21 at the 7th grade Cultural Fair at the Junior High School. Pam, Phyll and Cynthy will set-up a display of Costa Rica and attend the table. As a tool for evaluation of our September 1991 event hosting the Costa Rica delegation, Pam presented a questionnaire reviewing the event. The questionnaire will be sent to our host families and commission members. They will be sent with a self-addressed envelope for return and they may respond anonymously, if so desired. Items 2 and 3 under new business of February minutes concerning display case were tabled until we have the new student representatives appointed. They then may follow up with school personnel on plans to construct a display case for our Costa Rica ox-cart. Al Oster will act as an advisor to the project. Discussion of where to keep our "gift" books. No decision made. Discussion of sponsoring a group to attend "The Rain Forest". production at Omni Theater.. No decision made.. Discussion of how to get school response to students' letters sent last September with the Costa Rica delegation. Letter read from Mayor Kirsch stating guidelines for fund raising for City Commissions. .Discussion of letter received from Sister City International regarding a bill received. Jim Schaefer will respond that we are not-members, therefore not responsible for the membership fee. Respectfully submitted, Garnett Kirchner, Secretary Pro-tem GK:ds SISTER CITY COMMISSION Minutes - April, 16, 1992 The meeting was called to order at 7:05 pm by Vice-chair Duffey Present: Oster, Duffey, Couture, Schaefer, Morgan, Kirchner. Absent: Mandl (excused), Weibel (unexcused) Minutes were approved as submitted. 1) Junior Hiah Cultural Fair The Commission was represented by Duffey, Mandl, and Couture at the 7th Grade Cultural Fair at the Junior High School. Kirchner also attended the fair. Duffey commented that the Fair was successful, and the many of the students were interested in the Commission's display. Duffey suggested that the Commission participate when the fair is held next year. The Commission received a Thank-You note from the school to be placed in the chair's record book. 2) Visit Ouestionnaires Duffey reported that she had sent out questionnaires to host families from the summer visit by the Commission's counterparts in Costa Rica. She has received 5 of these forms back to date. The general tone of the comments was positive, with the problems of the language barrier and the length of stay noted as negatives in some cases. 3) Display Case Oster handed out a the cart. It would cover. We are wait the High. School so constructed by the drawing of consist of ing for the that plans shop stude: the proposed display case for a plywood box base and a clear appointment of a student from can be finalized and the case nts at the High School. 3a) Discussion of appointment of High School Students The commission has received the name of a student from Holy Angels who is interested in joining the Commission as a student. Further contact through Mayor Kirsch needed to have RHS students appointed. 4) Rain Forest film at Omni Theater Duffey received a news letter from the Costa Rican consulate highlighting the Rain Forest film at the Omni Theater. This was passed around to the members. The film runs through September, 1992. It was decided that the Commission (Chair Mandl and Historian/PR Couture) would write a letter to the editor of the Sun newspaper suggesting that Richfield residents take the opportunity to view the film, and indicate the connection between Richfield and the film. -Duffey will contact Lupita at Consulate to have new members added to mailing list to received information form the consulate. 5) Financial Oster reported no change in financial status. Discussion of possible receipt of funds from Richfield Foundation. Discussion of possible fund raising programs, including "Friends of Sister City" group. Schaefer suggested that discussion of funding be incorporated into Long Range Planning. Schaefer also requested copies of Commission Charter or Bylaws for new members. Duffey will contact Karen Batchelder to have included with next mailing. 6) Past Due Invoice Schaefer reported that he wrote to Sister City International about the invoice, indicating that our membership had been terminated. Response letter from Sister City International indicated that they had never received any formal notice of termination, and had been considering us members since 1985. They also sent some informational material about the role of sister city International, in the event the Commission decides to re-affiliate. 7) Long Range Planning Morgan attempted to schedule a meeting to discuss LR Planning, but schedules conflicted. This will be rescheduled and ideas will be brought to next Commission meeting. Meeting was adjourned at 7:55pm Respectfully submitted, Jim Schaefer Secretary S ~~ ORGANIZATIONAL BYLAWS AND PROCEDURAL GUIDELINES SISTER CITY COMMISSION COMMISSION MEMBERS This Commission shall consist of nine members selected,by the City Council through application and interview process. Each member shall serve for three years staggered so there are three new members appointed each year. Two high school students shall be appointed to serve as members for a term of one year. OFFICERS Chairperson:' A chairperson shall be elected at a meeting in February for a term of one year. The chairperson's duties shall be to: 1. Preside over meetings. 2. Prepare an agenda prior to each meeting. Mail out minutes with agenda one week before the next meeting. 3. Supervise the writing, distribution of minutes .and other. reports. 4. Represent the Sister City Commission in dealings with the City Council, civic organizations, and other matters pertaining to the Commission. 5. Carry out those additional duties which the Commission may from time to time recommend. 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. 2. Assist the chairperson in carrying out his/her duties. 3. Carry out those additional duties which-the Commission may from time to time recommend. Secretary: A secretary shall be elected-at a meeting in February for a term of one year. The secretary's duties shall be to: 1. Take minutes at .each meeting of the Sister City Commission. 2. Submit minutes to chairperson for review within two weeks of meeting. 3. Carry out those additional duties which the Commission may from time to time recommend. ., Sister City Commission Bylaws Page two Historian/Public Relations Officer: A historian/public relations officer shall be elected at a meeting in February for a term of one year. The duties of this office shall be to: 1. Keep a scrapbook and records of activities of the Commission. 2. Arrange for publicity and press releases regarding activities of the Commission. 3. Carry out those additional duties which the Commission may from time to time recommend. RESIGNATION OF OFFICERS If the chairperson of the Sister City Commission resigns or retires from the Commission before the next regular organizational meeting, the vice-chairperson shall automatically becoming acting chairperson and a new officer will be elected to the vacated position at the-next regular meeting of the Commission. If the vice-chairperson, secretary or historian/public relations officer resigns or retires from the_Commission before the next regular organizational meeting, a new officer shall be elected to the vacated position at the next regular meeting of the Commission. CITY COUNCIL/CITY STAFF SUPPORT The Mayor and City Manager shall represent the City of Richfield as ex-officio members to the Commission. They shall act in an advisory capacity, and have no voting powers. Meeting notice mailings, copies of minutes and all other information for the Commission shall be prepared and mailed by a City staff member. MEETINGS 1. There shall be at least one regular meeting in each calendar month unless a quorum of the members agree otherwise. 2. The meetings shall be held on the third Thursday of each month at 7:00 p.m. 3. All regular meetings shall be open to the public. 4. The Commission may hold special meetings to complete or initiate business at the call of the chairperson, or upon the request of three (3) members of the Commission. 5. Each member shall be notified by telephone at least 48 hours previous to any special meeting, of the time, place and purpose of same. Fr > 1~ Sister City Commission Bylaws Page three 6. The Commission shall follow the most recent issue of Robert Rules of Order (Revised Edition). 7. A quorum shall consist of five (5) members. Students should not be included when determining a quorum. 8. Students shall have the same voting rights as other members. ATTENDANCE 1. In the event that a member misses three consecutive nonexcused meetings or 1/4 of the meetings in any 12 month period, the Commission may request the City Council to replace that member. The person shall be given written notice regarding his/her absenteeism by the chairperson prior to the Commission requesting that the Council replace the member. Ample time of 30 days shall be given to the member for a response to the Commission before an action is taken. 2. The chairperson shall be notified prior to a meeting if a member will be unable to attend the meeting. COMMITTEES 1. Various subcommittees may be established from time to time if the need arises. The duties and responsibilities of the committee shall be defined at the time of their formation. AMENDING BYLAWS 1. These articles can be amended by approval of 2/3 of the Commission membership. 2. Proposed amendments shall be mailed to Commission membership at least five (5) days prior to the meeting at which they are to be voted upon. Approved this 11th day of April, 1985. Amended this 16th day of February, 1989. Amended this 18th day of July, 1991. SISTER CITY COMMISSION Minutes - May, 21, 1992 The meeting was called to order at 7:02 pm by Chairperson Mandl. Present: Oster, Duffey, Schaefer, Mandl, Kirchner, Dietl, Gundgovi and Mayor Kirsch. Absent: Morgan, Weibel, Couture, and Sandahl (all excused) Approval of Minutes Following a brief discussion regarding the person responsible for writing the letter to the editor about the Omni Theater's presentation of "The Rain Forest", the minutes were approved as submitted. 1) Introduction of New Members. Mary Ann Dietl and Seema Gundgovi were introduced as new members to the Commission. An additional new member, John Sandahl, was unable to attend. Sandahl and Gundgovi are the new student members, and are both sophomores at RHS. There was some discussion about the possibility of two present members resigning, and suggestions for persons to replace these members once resignations are tendered. 2) Visit uestionnaires Duffey reported that she is still waiting for two remaining responses before compiling the final results. 3) Cart Display Case Oster will be contacting Sandahl regarding the possibility of using students at RHS to assist in construction of the cart display case. °' 4) Appointment of High School Students Two high school students, both sophomores at RHS, have been appointed to the Commission. They are Seema Gundgovi and John Sandahl. 5) Rain Forest film at Omni Theater Schaefer commented that First Bank is a sponsor for the film, and was mailing coupon for discount admission with credit card statements. 5) Financial Oster reported there was no change in the account status, which still shows a balance of $1,288.10. 6) Past Due Invoice Schaefer reported that the matter has been taken care. Page 1 Sister City Commission Minutes from May 21, 1992 7) Lonq Range Planning Schaefer reported that he, Kirchner, and Morgan had met to discuss Long Range Planning for the Commission. At this meeting, an outline was used to help formulate ideas (Copy attached). The LR Planning committee felt that the Commission's role should be that of educator, and should focus on making people aware of our Sister City relationship. The Commission should work with other organizations, e.g., the Rotary, the Chamber of Commerce, etc., to coordinate and encourage these groups to establish relationships in Heredia. It was suggested that slides could be used as part of a program given to these other organizations. Also, the Commission should be part of various recurring events, i.e., the Cultural Fair. Also, the Commission should be part of the Fourth of July parade, and should encourage high school groups to visit Heredia. Schaefer indicated that he would like a copy of previous goals and/or Mission statements for the Commission to use in compiling a new LR plan. Duffey to contact Karen Batchhelder to see that new members receive these statements. 7a) Fund Raising Schaefer reported that he had met with City Manager Prosser and a representative from the City Attorney's office to discuss fund raising activities of the Commission. He noted that Mr. Prosser indicated that the city has no problem with the Commission soliciting funds from the Legion or VFW, etc., although he feels that this is not the most effective means of using these groups. Prosser's comments were that the Commission should use these groups to spread awareness and to do "joint" projects with the Commission. 8) Meeting with Lupita Mandl reported that she and Schaefer had met with Lupita Barahona from Tony Anderson's office. Lupita was going to be traveling to Costa Rica, and would attempt to contact our counter-parts in Heredia, and attempt to resolve some of the communication problems we have been having, especially with the school letters. Mandl also reported that Lupita had called her with a report on her return from Costa Rica. Heredia now has a committee set up to handle Sister City matters. The committee includes Julio, the ex-mayor, Rafael, the current mayor, Antonio, Enrique Cordero, and two others. Julio has been named the coordinator for the committee. Mandl feels this is a positive step, and should make communications easier. Lupita also indicated that the committee had two special requests: 1) Specific information on our schools in Richfield; and 2) Information on training and education of mentally handicapped/retarded children, especially those with Down's Syndrome. Duffey will contact the schools and prepare this information on the Richfield Schools. Mandl will contact someone with experience in the training of the mentally handicapped and compile that information. Page 2 Sister City Commission Minutes from May 21, 1992 9) Sister City Singers Mandl reported that the Wood Lake Nature Center will be presenting a program on birds which migrate between Costa Rica and Minnesota on July 11, from 9:30 to 11:00 am. It was felt that the Commission should have a display and perhaps serve refreshments at the Nature Center to make more people aware of the Sister City relationship. 10) Materials Inventory Mandl would like an inventory of all Commission materials taken, so the Commission knows where all of its materials are. Also, an inventory should be made of all objects which are privately owned, but which might be available for use at presentations. Oster will track down all Commission items, and contact former Commission members and other interested people about materials which they have which may be used. 11) Girl Scouts Mandl has been in contact with a Brownie troop leader interested in establishing contact with Costa Rica. She will provide this person with information. 12) Books about Costa Rica Mandl and Mayor Kirsch met with the librarian at Augsburg library about placing the Costa Rican book in the library and about the availability of a display case for other materials. It wa decided that the national park book would given to the library and designated as an uncataloged reference book, which will not circulate. The library has a display case which is available for up to 6 months at one time for displaying other materials. Also, the Friends of the Library will be donated some money soon, which may be used to purchase books on Costa Rica. The Commission is also able to use the meeting rooms for presentations, and should consider taking part in a travel film presentation on Costa Rica. 13) Fourth of July Parade The Commission decided to take part in the Fourth of July Parade. The Commission will have a banner, and possibly a cart with taped music and an ox cart. Duffey to contact parade organizers to have Commission included. It was moved and seconded to obtain a new Sister City Banner with the following design: Page 3 Sister City Commission Minutes from May 21, 1992 14) Cattail Days Cattail Days will be on September 19 & 20. It wa moved and seconded to get an information area booth, as a food booth was not viewed as productive. Mandl to arrange for booth reservation, assuming there will be little or no charge for such a booth. 15) City Hall Display Case Mandl indicated there might be a place for a Sister City display case at City Hall on the wall between the lobby and the council Chambers. Schaefer to meet with City Manager Prosser to discuss this. 16) Old Memories Mandl told a story about events which transpired one year ago while Commission members were in Heredia. Meeting was adjourned at 9:25 pm. Respectfully submitted, Jim Schaefer Secretary Page 4 SISTER CITY COMMISSION LONG RANGE PLANNING Planning Process 1> What are we? Where are we? What do we have now? How are we organized? Why are we organized that way? etc. 2> Where do we want to go? Why do we want to go there? Does this correspond to #1 above? Mission statement/Goals/ Objectives? 3> How do we get from 1 to 2? What changes/additions do we need to make, if any? Why are changes needed? Resources needed? Internal/External? People/Monetary? 4> Written marketing/business plan should follow this type of f ormat ! I. Goals/Objectives of Commission A.Changes 1.Revise to reflect establishment of relationship 2.Wi11 we want to establish other relationships? 3.How to maintain relationship B.What is the Commission trying to do? 1.Cultural Exchange 2.Business/Commercial Exchange 3.Educational Exchange II.Resources/Structure A.Commission Structure 1.How selected 2.Terms 3.Support of Community a.City Council b.School Board c.Chamber of Commerce d.Other Community Groups 4.Role of the Commission B.What do we need and why? 1.Target Sources of Funding a.Internal (within context of Richfield) b.External (outside Richfield) (1)Identify sources (2)Contact Sources (3)Business Plan 2.People Resources a.Volunteers b.Paid III.Focus Areas A.Identify B.Concrete proposals C.Short term/Long term SISTER CITY COMMISSION Minutes - June 17, 1992 The meeting was called to order at 7:05 pm by Chairperson Mandl. Present: Oster, Couture, Duffey, Schaefer, Mandl, Dietl, Gundgovi, and Morgan. Absent: Weibel, Kirchner, and Sandahl (all excused) Anuroval of Minutes The Minutes of the may meeting were approved pending correction of typographical mistakes. 1) 4th of July Parade. Duffey submitted the Commission's application form, including a description of our entry into the parade. The cart used in previous parades is available from RHS. Duffey brought some photos of the previous parade entry. Mandl reported that the old banner had been found, but that it was not in good repair, and the text was outdated. She called several area banner/sign companies to get prices on new banner. After some discussion on size, style, color, and price, Dietl indicated that her company orders banners from one of the companies Mandl contacted. She will check on the possibility of repainting a previously used banner and see if there is a reduction in price. Also, the commission decided to add a crossed flag (US/Costa Rica) to the banner design if possible. The commission indicated that the price of the new banner should be kept close to $100. Mandl reported that the paper flowers had been found, and that Kirchner had worked to "fluff up" the flowers. There are about 50 paper flowers, which should be adequate to cover the cart. The commission has some tapes of Costa Rican music, and Dietl and Duffey will provide "boom box" style radios to be placed in the cart. The cart needs to be picked up from and returned to RHS. Oster and Schaefer will pick-up on Thursday, July 2 @ 3:OOpm and bring to Duffey's, where cart will be decorated. Lupita has 5 women's costumes available; Men to wear black/dark trousers with white shirts. Lupita has some red bandannas for men. Dietl will pick up costumes from Lupita. Duffey, Morgan, and Schaefer will be in parade for sure. Commission to find additional people willing to walk in parade. Mandl suggested to contact Lupita for native Costa Rican who might be interested in taking part in future parades at invitation of commission. 2) Visit Questionnaires Duffey reported that she is still waiting for one remaining response before compiling the final results. Page 1 3) High School Program Duffey spoke with Dick Maas and Judy Schulte at RHS regarding possible Spanish class trip to Heredia. They may be able to send 20-25 students. Mandl and Duffey faxed letter, indicating need for response in a short time. Costa Rican families are needed for 4-6 day home stays. 4) Possible Commission Vacancies Possible candidates were contacted. The Burches are unable to serve at this time. Judy Murphy presently has schedule conflicts which preclude her from serving. 5) Financial Oster reported there was no change in the account status, which still shows a balance of $1,288.10. 6) Sister City Singers Mandl reported that the Wood Lake Nature Center will be presenting a program on birds which migrate between Costa Rica and Minnesota on July 11, from 9:30 to 11:OOam. Dietl, Couture, and possibly Kirchner will serve coffee and set-up a small display with some brochures and pins. 7) Materials Inventory Commission members submitted lists of materials to Oster to compile. 8) Ox Cart Display Oster still needs to talk with Sandahl about using RHS shop class to make display case. 9) Cattail Days Mandl reserved space in Information area. We will have a six foot table for brochures. We can sell pins, but no food products. Mandl indicted that she spoke with Lupita about Costa Rican folk dance group which might be her during that time. Their schedule is not yet set, but may be postponed to May 1993, and may include a performance at the Ordway. Commission to think about ideas for this program. 10) City Hall Display Case Schaefer reported that he spoke with city building engineer. The wall being considered has a brick, load-bearing wall behind it, so recessing a case is not possible. He also spoke with the Community Center, and they indicated that some space might available in the future, and they will contact us if and when it becomes available. Page 2 11) Historical Society Ice Cream Social The Ice Cream Social is August 9. It was determined that schedule conflicts will not provide enough people to have a booth or display at the Social. 12) Trip to Costa Rica Mandl reported that she had talked to Karen Johnson of Preferred Travel. The travel agency is planning a trip to Costa Rica in February/March to celebrate the 10th anniversary of the Minnesota-Costa Rica connection. 13) Sister City Brochures Dietl reported that she talked to the print shop at RHS. They can do the art work if we provide new text. It was decided to change the color of the paper for the new brochures, to update the text in the brochures and to include only chairperson's name at bottom of text. Also, if we can find a suitable map design, it will be included in the brochure. 14) Your City & Schools Dietl spoke with the Editor of "Your City and Schools" about deadlines, etc. September 14th is the next deadline. We need to provide copy and photos (photos used may not be returned due to processing). If schedules will allow, the presentation of the book to the library will be included in the next issue. The meeting was adjourned at 9:10 pm. Respectfully submitted, Tim Schaefer Secretary Page 3 . ~~ ~ ~ `. ~~ ~~ ~;~ RICHFIELD SISTER CITY COMMISSION 1 ~, MISSION/GOALS STATEMENT The Sister City Commission has been established to further the exchange of culture between Richfield and its current Sister City, Heredia, Costa Rica, and any additional Sister Cities which may be designated in the future. Selection of Members See original City Council Resolution and Commission By-laws. Role of the Commission 1. In order to facilitate cultural exchange with Heredia, the Commission shall act as an educator and resource for all Richfield organizations which chose to establish relationships with counter-part organizations in Heredia. The Commission will act to promote both Business and Commercial Exchange, and Cultural Exchange, and shall encourage all Richfield organizations to establish and maintain relationships with organizations in Heredia. 2. The Commission will work with, provide support for, and seek the support of, all groups and organizations in Richfield, including, but not limited to such organizations as: Optimists, Rotary, Schools (both public & private), Historical Society, and the Chamber of Commerce. The Commission will assist all organizations to establish and maintain relationships and cultural exchange with counterpart organizations, and will be a source of resource materials for all organizations desiring to educate their members about Richfield's Sister City relationship with Heredia. 3. The Commission will work to identify those areas most requiring attention in order to preserve and foster growth in the relationship between Richfield and Heredia. 4. If needed, the Commission will work with those organizations in Richfield to jointly sponsor fund raising activities and educate the community at large about the Sister City relationship with Heredia. 5. The Commission will look for ways to educate the public at large, and to publicize the existence of the Sister City relationship with Heredia, and will use all resources at its .disposal to make the relationship known to as many Richfield residents as possible. Specific actions to betaken: a) Need to identify those groups or individuals in Richfield which have the greatest opportunity to engage in business, educational, or cultural exchange with Heredia, and assist/aid in the exchange. b) Need to establish and maintain a contact person in each group in Richfield and in Heredia. c) Promote and publicize the Sister City relationship by displaying Sister City materials in public places. (Find a display case location, library display, etc.) d) Establish a network (eg.,"F 0 S C") to increase awareness of Sister City in the public. 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Present: Oster, Duffey, Schaefer, Mandl, Kirchner, Gundgovi and Couture. Absent: Weibel, Dietl, and Sandahl (all excused) Approval of Minutes The minutes were approved, subject to a slight correction regarding the availability of Judy Murphy to serve on the commission (substitute "may have" for "presently has") 1) Status Update - Brad Weibel/New Members Weibel still needs to turn in a written letter of resignation to City Hall. He was to have faxed letter to city on afternoon of July 16. One person is interested in applying for'~position, Chuck Bankey, who received a brochure at the 4th of July parade. The city will have to start the entire application process once Weibel formerly resigns. 4) Fourth of July Parade Mandl reported that Lupita was enthused by the parade. She took some photographs, which she will put in a Costa Rican newsletter. Additional Comments about Parade: Concern about spacing within our group, ie., too close together; should we hand out something, eg., flowers?; the banner was good, quite visible; will need to make red tissue paper flowers for next year; $21.00 incurred in additional parade expenses; we should look into inviting Costa Ricans to join in parade in future; Lupita suggested the wearing of Costa Rica T-Shirts. 5) High School Spanish Trip Information on possible RH5 trip to Heredia sent out by fax. A fax was received in return indicating interest hosting students in Heredia and Duffey are meeting with Judy Schutte (RHS Spanish teacher) to provide information. Lupita will provide a video tape, and Lupita or Tony Anderson may visit the schools . Mandl also met a .person with a Spanish class connection in Costa Rica. The Commission will organize a slide program to be shown to the students, Oster to arrange slides. RHS would like to present trip information in September. 6) Financial Oster reported there was no change in the account status, which still shows a balance of $1,288.10. We will have a charge of $100 for banner, and about $21.00 in additional parade expenses. 7) Materials Inventory Morgan reported that the VFW gave the Commission a US flag. We are still missing the Heredia flag presented to city. Morgan will check at City Hall to see if it can be tracked down. Page 1 8) Sister City Singers Couture and Dietl attended and served coffee. Couture reported that there was a very small crowd in attendance, and the primary speaker did not show up. She felt this was not a worthwhile event. 9) Historical Society Ice Cream Social It was decided not to have the Commission have a display at the Ice Cream Social. 10) Cart Display Case Oster reported that he is still waiting for a contact at RHS before going ahead with Ox Cart display case. 11) Cattail Days Mandl reported on the information she received about a booth at Cattail Days. She also indicated that a group of people from Heredia, including Julio might be coming at the same time, in order to attend the Costa Rican Independence Day Celebration at the Ordway. Due to this possible conflict, it was decided not to reserve a booth at Cattail Days. 12) Sister City Commission Brochures Mandl suggested, at it was decided, that all members names and signatures would appear on new brochures. 13) Julio's Visit in September The Commission needs to plan for a visit of new committee members from Heredia, led by Julio. They will be coming in September, but final dates are not certain. We will need additional information on who is coming and when. Commission will need to recruit families where the delegates can stay, and plan activities. An additional meeting has been scheduled for Thursday, July 23 @ 7:00 pm to plan for this visit. Members are to prepare lists of people interested in helping Commission, and a list of activities. 14) Visit Questionnaires The results of the questionnaires were reviewed. Need to keep this information in mind when planning for upcoming visit. 15) Miscellaneous a) Chamber of Commerce is publishing a new directory. Schaefer to contact regarding the Commissions information in directory. b) It was decided to keep the old banner. c) Schaefer requested members to review planning materials mailed with agenda and minutes, and make suggestions and additional comments. The meeting was adjourned at 9:25 pm. Respectfully submitted, Jim Schaefer Secretary Page 2 SISTER CITY COMMISSION Minutes - Special Meeting, August 27, 1992 The meeting was called to order at 7:06pm by Chairperson Mandl. Present: Kirchner, Dietl, Morgan, Oster, Schaefer, Mandl, Couture, Bankey and Mayor Kirsch Abs= Duffey, Sandahl and Gundgovi (all excused) Approval of Minutes Corrected minutes for the July meeting were distributed. The minutes for the August 20 meeting were approved. 1) Visit Preparation Matters A fax was received and picked up by Mandl shortly before the meeting began. This fax indicates that the representatives from Heredia will arrive on Wednesday, September 9 at 6:3opm. The fax also indicated that the estimated departure time was 11:OOam on Wednesday, September 16.1 According to the fax, 8 people would be visiting. The schedule of events was reviewed and finalized. (See calendars.) Also, commission members were able to sign up for the events they wished to participate in, and volunteer to .bring food to the various pot-luck meals. Bankey to coordinate the acquisition of Twins tickets for the Friday night game. Couture to provide pie for the visit to the Community Center. The Commission decided to present the visiting delegation with Minnesota coffee mugs. Dietl and Oster to check with various companies to obtain these mugs. 2) Fund Raisina Kirchner suggested that some local companies may have budgeted but as yet unspent funds available to donate to the Commission. She suggested a number of businesses which should be contacted by letter indicating our need for funding for various projects and events. Additional business groups within the city were suggested, as well as possible items for which ..funds might be needed.. 1 Subsequent to this meetin indicated that the group would not depart untiltThursdaya September 17. Page 1 3) Publicity Dietl reported that the new brochures would be ready by September 9, provided that we could get our signatures on paper so they could be ~rinted on the new brochures. Schaefer to contact Wally McCarthy's Oldsmobile about radio program spot on Saturday morning during the visit. 4) Due to busy schedules of the Commission members during the visit, it was decided tocancel the September regular meeting. The meeting was adjourned at 9:35pm Respectfully submitted, Jim Schaefer Secretary Page 2 SISTER CITY COMMISSION Corrected Minutes - Meeting, October 16, 1992 The meeting was called to order at 7:07pm by Chairperson Mandl. Present: Dietl, Morgan, Oster, Schaefer, Mandl, Couture, Bankey and Duffey Absent: Sandahl and Gundgovi (unexcused), Kirchner (excused) Approval of Minutes _The minutes for the August 27 Special meeting were approved as presented. 1) Membership of Committee Dona Morgan has submitted her resignation to the city, with a copy to Chairperson Mandl.. The Commission wishes her Good Luck in her new venture in Cannon Falls. 2) Pins Oster collected funds from the Friendship pins which had been sold by Commission members since being distributed at a previous meeting.. 3) Expenses from Visit Activities Bills were received from providers of services related to the Heredia delegation's visit. The room rental at Woodlake Church was $25.00, which covers the cost of the janitor. Couture submitted invoices for the-cakes-and pies, Bankey submitted an invoice for $80 for Twins tickets, and donated one ticket to the Commission. Dietl submitted receipts for the mugs. An invoice for the bus rental for $18 was received. Kirchner donated the plastic utensils and plates used by the Commission for the pot-luck dinner. The Commission wants to try tQ value the amount of donations in kind to determine the cost of the visit. Mandl also reported that Tony Anderson donated $250 to the Commission to help defray the costs of .the visit. The values of donated items are as follows: Woodlake Potluck Welcome Dinner - $250 (50 @ $5) City .Hall Pot Luck Lunch - $49.00 Long Distance Phone Calls charged to Dietl's Phone - $13.00 Other Items donated: Zoo - Free admission and free Monorail ride Dairy Queen - reduced cost of Zoo lunch Old Country Buffet - dinner Chamber of Commerce - breakfast Bill Fillmore @ Richfield Liquor Store - assorted beverages Oster reported that checks had been issued for $219.08 for the visit expenses. 4) Financial Record Kee in Oster explained that he does not keep copies of paid invoices, but Page 1 that the city keeps all the whether the Commission sho~ order to have them readily in the future. Oster can ins possible, in his records. 5) 6) 7) 8) 9) 10) Mandl reported that the Co' left over from the various items. It was-_suggested tha .families and people who h• distribute these items. So the Northfield Commission. Thank-you Notes gapers on paid items. Discussion. as to d keep records of these materials in ccessible when we are planning events cate nature of expenses, to the extent .fission has an inventory of beverages vents. Discussion on how to use these the wine be used as gifts for the host ped out with the visit. Mandl will ,.will also be used when meeting with Mandl reported that Thank,,you notes have been sent people ho assisted with visit. Dietlsent notes to .translators, Duffey sent notes to the Host Families,'and Mandl sent notes to City Officials and School officials who helped with the various agenda events. Mandl attempted to write -a'~ letter to the editor the Sun no longer General Thank-you to the Richfield community, but accepts this type of letter. Instead, an article about the visit will be put in Your City and Schools. Schaefer to contact Lupita about pictures, and write article, due November 9, 1992. Hats Julio had several "basebal be distributed. Several ~ employees. The remaining Bankey. Honeywell Travel-Club Mandl received a phone cal Club. They are planning a a speaker to present infor as their meeting night is Fund Raising _" style caps sent to the commission to ere given to host families and city two were distributed to Schaefer and L from Jack Post of the Honeywell Travel trip to Costa Rica, and are looking for mation. We are not able to send someone, the same as ours. A letter written by Chairperson Mandl soliciting contributions was read to the Commission. This particular letter will be sent to Richfield Bank & Trust. .Similar letters will be sent to various business interests located in Richfield. School Letters The letters from the Hers translated and sorted. translations, and have ab to be translated. Lette Spartan Elementary, and F of letters from San R~ Commission. There are al; schools in Richfield, eg pia schools are in the process of being Duffey and Dietl are working on ~t 70-80 of the 400 letters received left have been given to Sheridan Hills, ~hfield Intermediate Schools. A package gel will be given to the Northfield some letters available for the private St. Peter's and Assumption. Page 2 11) Brochures Dietl picked up about 100 copies of the new brochure. There appear to be some problems with the print .quality, in that the signatures did not turn out, and the contrast was not consistent. Also, one typographical mistake slipped through. Commission feels that the quality will be better, and will re-do some of the signatures, and have additional brochures. printed in January, in time for the Cultural. Festival. 12) Hiah School Trip Duffey reported that. Judy-Schulte had 5 students sign up for the trip to date.. In -order to keep the costs at the most affordable level, they still need about 20-25 students, and they will need to sign up by 10/19, or other plans may have to be made. 13) Firefiahter's Group Mandl read a letter .from the Heredia Fire Department inviting the Richfield Fire Department to maintain a correspondence relationship and take part in the Heredia equivalent of Fire Prevention Week. Steve Sutter of the Richfield Fire Department sent a response letter indicating interest in sharing information with Heredia's Fire Department. 14) Citv Manaer's ouestionnaire The ICMA has sent a questionnaire to City Manager Jim Prosser, including a section on international involvement. Duffey handed out copies of the section as drafted regarding Richfield's involvement with Heredia. The .draft needs some corrections before being returned to the association. 15) USA Cup Soccer Team The Commission received materials related to the USA Cup Soccer tournament to be held in the Twin Cities in July 1993. The Richfield Soccer Association has indicated that they would be able to arrange for home stays for a soccer team from Heredia, and the USA Cup has waived some of the fees. The application deadline is May 1, 1993. We have sent a preliminary fax to Julio, and will be sending additional materials to them via the Northfield group, which is planning a visit to Costa Rica in the near future. We will delegate most of the responsibility for this venture to the soccer association and will need a letter from them inviting the team from Costa Rica. 16) Cable TV Program Jean Fox prepared some film clips of the visit activities to be aired on the Richfield Public Access Cable TV (Channel 33). The program runs about 13 minutes, and will be shown on Wednesday evenings and Saturday mornings in October. 17) Northfield Commission The Northfield Commission, which is establishing a Sister City relationship with San Rafael, Costa Rica, would like to meet with Page 3 us. Pete Stolley, the city manager of Northfield, called and set up a meeting to be held at Richfield City Hall on October 29 @ 7:30 pm to discuss possible joint projects. 18) Evaluation of Visit It was decided to send out a survey similar to the previous one to evaluate the recent visit. Dietl will prepare survey form with help from Bankey. Schaefer will) draft a letter to Julio to request feedback-from the Commission members in Heredia. Also discussed was the possilbility of preparing a "Culturegram" for visitors to explain American and Minnesota customs, and what to expect when they'arrive~her~~e. The meeting was adjourned at 10:hOpm I Respectfully submitted, '' Jim Schaefer I Secretary '', Special thanks to Phyl Couture for-the post-meeting apple pie. Page 4 SISTER CITY COMMISSION Minutes - Meeting, November 19, 1992 The meeting was called to order at 7:OOpm by Chairperson Mandl. Present:. Dietl, Oster, Schaefer, Mandl, Kirchner, Duffey, and Gundgovi Absent: Sandahl (unexcused), Bankey and Couture (excused) Approval of Minutes The minutes for the October 16 meeting were presented and approved subject to corrections to Paragraphs 6 and 13. 1) Membership-of Committee Jim Schaefer has submitted his resignation to the city, with a copy to Chairperson ..Mandl. His resignation will be effective following the January 21, 1993 meeting. This means that several new members need to be recruited to replace those whose terms expire and may no longer serve, as well as those who have moved out of Richfield. Also, new students need to be recruited. 2a) Finance Report__ Oster reported on the total funds available on deposit at Richfield Bank & Trust. Mandl reported on the success of the fundraising letters she had sent out. She received responses from Richfield Bank in the form of a $1,000 donation, which was received on November 2, 1992. The Commission also received $500 from the .Richfield VFW, $400 from. Walser Buick, and $50 from Firstar Bank. Lyndale Hardware indicated that it would probably contribute something in the near future, LaSalle Group will call back regarding a contribution, and the Frenchman's might make a contribution. Rainbow Foods prefers to donate food products, and will probably not contribute at this time, and Wally McCarthy's Oldsmobile will probably not contribute at this time, as it donates the "air time" on the radio. Richfield-Bloomington Credit Union will see if their 1993 budget will allow for a contribution. The goal of $2,000 in donations had been set as a target, and with these contributions, we have reached $1,950. The $2,000 budget was estimated by Mandl as follows: Letters (Shipping & mailing) $300 Educational Materials 400 Display Case 500 Brochure Printing 100 Coffee (served at events) 100 Hosting. of Visitors 300 Heredia Projects 300 Total 2 000 Page 1 2b) 2C) 3) 4) Purchase of Materials As some contributors indicatE to be used for educational m; possibility of purchasing boy the libraries of the school: Park Community Library. Aft brought by Mandl, and after involved, Duffey. moved, and purchase copies of Children elementary schools in Richf i~ and Inside. Guide - Costa R: Richfield Junior High 5choc Holy Angels, and -the Commur local book distributors on contact Kroch and Brentano'. Mandl was able to order book .contact Kroch-and Brentano' Other Ideas Other ideas for using the f contact Richfield High Schc of display case for .the ox Prosser' s office . It was establish a traveling exhi and photos. This exhibit cc to school, as well as to c which have display cases f be-used for the purchase coin & currency displays, and music & language .tapes The .Commission should also the materials as an oppo~ photos for the local newsp d that they wanted their contributions aerials, the Commission discussed the Mks about Costa Rica and giving them to in the city, as well as the Augsburg :r reviewing some materials and books trying to estimate some of the costs it was adopted, that the Commission >f the World - Costa Rica for all eight old and the Augsburg Community library, ca for the eight elementary schools, 1, Richfield Senior High School, and ity Library. Mandl was to check with availability and cost, and Schaefer to in New'York. (Subsequent to meeting, a locally, and Schaefer did not need to ~.) nds were discussed as well. Oster will .1 directly to discuss the construction ;art, and will obtain the cart from Jim also suggested that the Commission ~it with Costa Rican currency, artwork ild move on a regular basis from school ;her commercial .buildings in Richfield r community affairs. Also, money could f video tapes, puzzles, flags, framed hotographs, children's artwork, dolls, ook into the use to the presentation of :unity to invite the "press" to take pers.- Mandl reported on the Commission's inventory of materials. All of the baseball caps given by Julio have been distributed, and the remaining wine was delivered, except the wine going to Dietl, Tony Andersen, and Lupita. Them will be some wine remaining for future use. Northfield Meeting Re-can Schaefer and Duffey proviaE Northfield Committee. They dealing with our fellow S Northfield Committee, Dave to Costa Rica, and took dog The establishment of a Na~ discussed. This is suppose the four "Sister Cities". any intervention form their the Sister Cities for fina were also made about the m< Committee, which is organ: :d a quick re-cap of the meeting with the were interested in our .experiences in Oster City Commission. A member of the Hvistendahl, was going to be travelling 'n our letters and the USA Cup materials. :ure Preserve and Study Center was also ~ to be a joint project, possibly between The Costa Ricans explicitly do not want government, and are possibly looking to racial support for this venture. Comments .ke-up and organization of the Northfield .zed less formally than Richfield's, and Page 2 reflects the "college" influence in Northfield. Their .commission also appears to have strong support from the City Manager, Pete Stolley. 5) USA Cup Soccer Tournament Duffey reported that the materials were Hvistendahl of the Northfield Committee ,.received prior to the meeting. There Northfield as to the exact. departure date 6) School Letters- sent to Heredia through No response had been was some confusion in of Dave Hvistendahl. Duffey reported that most.of the letters had been translated and distributed to the various schools. There are some letters still to be translated. There is also someone from Heredia looking to establish an adult pen-pal relationship. Also, as Julio indicated that: there should be more letters, Oster will contact the Post Office dead-letter office to see if there is another package of letters which may have been mis-directed through the mail. . 7) Hiah School Trin Duffey reported. that Judy Schulte now has 12 students,. and possibly Judy's husband signed up for the trip. The total includes one teaching assistant (listed as a student). The cost is $1,395. The biographies of the students have been mailed to Julio to aid in matching with host families. The students will be selling calendars as a fund .raiser for the trip. The Commission will need a report on this trip for evaluation purposes... 8) Upcoming Events a) Cultural Festival/Ethnic Celebration The Richfield Junior High School Cultural Fair and the Richfield Senior High School Ethnic Celebration will both be held on January 23, 1993. The Cultural Fair is tentatively scheduled for 9-12 am,-and the Cultural Fair from 12:30-4 pm. Both of these events provide the Commission an opportunity to display materials about Heredia, and should be attended. Members are to consider working at one or the other, and this will be discussed more fully at the December meeting. Also, the Commission can serve coffee at the Ethnic Celebration, and the sponsors will reimburse the Commission for the cost of the coffee. We will need to obtain an estimate of the number of visitors in order to determine how much coffee to purchase. b) Cost Rican Folk Dancers Lupita has informed Mandl that the folk dance group (which was to have been here for the Independence Celebration) will be here for the Festival of Nations in St. Paul. They may be available during part of their stay for a program in Richfield. The dance program runs about 1 hour and 15 minutes. The group will be here from April 29 to May 2, and will be performing on the evening of April 30 at Macalester College in St. Paul. Several options were discussed, including a paid admission evening program, a free evening program, and a Page 3 program for the school ~ of this type of progra that a "Friends of the help with the organizat get additional informat wring the day. Since the organizested may be extensive, it was Bugg sister City11 group might be formed to on. Schaefer to contact Russ Susag to _on on this. g) Other Letters/Phone Calls a) Letter from Maria Mandl received a lette not communicating with and was trying to cont b) Margaret Roback Mandl received a phone Margaret Roback. Marga Psychology, and will extended period of ti community there. She Following discussion o get involved, it was d a neighbor of some Co responsible person, s Rosa Ruiz, who run the as this seems to be a her background. from Maria indicating that Julio was ie city officials and Chamber members, 1 all Sister City activities himself. call from "a friend of a friend" named ~et has experience in the field of Child gibe travelling to Costa Rica for an ~e and wants to become involved in the requested the name of a contact person. whether or not the Commission wants to etermined that this person is related to m~nission members, and would seem to be a e-will be given the name of Kueta and "Little Seed" Child Development project ri organization which might benefit from c) Community xe5vui ~~ r ~~ Mandl received a call a presentation on Cosi 1, 1992. Schaefer in Oster will assemble s rom the Community Resource Pool to give i Rica to Assumption School on December icated he could help out. Duffey and ides for program. d) Norm Holen Norm Holen sent a letter to Mandl, along with a photograph of a sculpture. The sculpture was a tree, made from stainless steel, and could be sealed to any size. He indicated he would be interested in doing this type of sculpture as part of an artistic exchange with Heredia (price not stated). The meeting was adjourned at 10:OOpm Respectfully submitted, Jim Schaefer Secretary Page 4 SISTER CITY COMMISSION Minutes - Meeting, December 17, 1992 .The meeting was called to .order. at 7:OOpm by Chairperson Mandl. Present: Dietl, Oster, Schaefer, Mandl, Kirchner, Duffey, Bankey, Couture, and Mayor Kirsch- Absent: Sandahl (unexcused), Gundgovi (excused) Special Guest• Maria from Heredia Approval of Minutes- Thee-minutes from 'the November 19 meeting were presented and approved subject to corrections to Paragraphs 6, 8, and 9b. 1) Introductions The Commission members introduced themselves to Maria, a visitor from Heredia, who will be staying with the Mandl family for the holidays. 2) Membership of Commission Bankey, Couture, and Gundgovi have re-applied for their positions on the Commission. There appears to be other Richfield residents who have expressed some interest in joining the Commission. 3) Cultural Festival/Ethnic Celebration The Richfield Junior High School Cultural Fair and the Richfield Senior High School Ethnic Celebration will both be held on January 23, 1993. The groups in charge of organizing these events have decided that there will be no overlap between the two events. The Commission will have a display only at the Ethnic Celebration, on Saturday, January 23, 1993 at the High School. The program starts at 12:30pm, and the exact time for the display to be ready will be announced at the next meeting. The Ox cart will be part of the display, as well as some posters and a map, and possibly the Sister City Banner, if feasible to display. Also, Costa Rican coffee will be served, and the coffee will be obtained by the organizers of the Ethnic. Celebration. Duffey is to prepare a sign identifying the Sister City Commission display, and also identifying the coffee as coming from Costa Rica, where our Sister City is located. Also, a table easel is needed to hold the table sign; Couture and Duffey to obtain. Dietl will arrange to have the promotional brochures reprinted and available for the Ethnic Celebration. New signatures were obtained for the new brochures. 4) Publicitv Mandl and Maria agreed to visit some local businesses and the schools to help generate interest and awareness of the Sister City relationship. They will also try to arrange an interview with the Sun newspaper and an article for the December edition of Your Citv & Schools. Page 1 5) 6) 7) 8) 9) Financial Report Mandl reported on the resul She received contributions of the fundraising letters sent out. follows: Richfield Bank & Trust Norwest Bank Firststar Bank Lyndale Hardware VFW Richfield/BToom. CU LaSalle Management Gr Frenchmen's Walser Buick $ 1,000 200 50 Will contribute in the future 500 Possible Contribution in 1993 200 100 400 (To be used for educational materials) Book orders The books decided on at t. Mandl was able to order Chi from the publisher at the Guide - Costa Rica was orc the retail price of $19.95 November meeting have been ordered. 'en of the World - Costa Rica directly ice of $10.95 per copy. The Insiaht :d through the Rand McNally store at ch less a 10% discount. Cart Case Oster contacted Richfieldl'iHigh School directly to discuss the construction of display. case-for the ox cart. He had a difficult time making the connection with. Dick Maas, but finally was able to make contact, and will be working directly with a Shop teacher. High School Trip There was a meeting with Karen Johnson, the travel agent working on the trip, Judy Schulte,. the students and parents of the students going on the trip. This meeting included a slide show, and some .travel basics. Judy Schulte is waiting for Host Family assignments, as the host families and students have not yet been matched. The final number. of people traveling to Costa Rica is 12 students, Schulte and herhusband, and the final cost will be $1,395 per student. i Friendship Pins. The Sister-City Friendshipl~pins will be available for sale at the Ethnic Celebration on January 23, 1993. There are still plenty of pins to sell. ', Page 2 10) Friends of Sister Citv Schaefer contacted Russ Susag to discuss formation of a "Friends of Sister City" group to assist the Commission. It appears the primary focus should be in the area of volunteers to work on various projects. Susag will review Sister City Resource List (database) prepared by Schaefer, and make some initial contacts in order to form a core group from which to expand. 11) School Letters Duffey reported that there are still 18 letters to be translated and distributed to the various schools, plus some which Judy Schulte has: Oster checked with. the Postal Service and reported that foreign "dead letters" of this type have probably been discarded. 12) Slide Presentation for Commission members The slides will be shown at either the January or February meeting, time permitting. It is intended to let as many of the new Commission members as possible see the slides. Couture to see if there are additional slides in the "Historian's" Box. 13) Margaret Roback Mandl received Margaret's resume, and has the information ready. She is waiting for: further contact by Margaret. 14) Costa Rican Folk Dancers Mandl attempted,to contact Dick Mass at RHS to see if there was any interest at the school-regarding the dancers. Judy Schulte knows of the possibility of .the dancers' coming to Richfield. 15) Visit Feedback There has been no response to our request for comments from Julio and the Committee from Heredia. The meeting was adjourned at 8:20pm Respectfully submitted, Jim Schaefer Secretary Page 3 SISTER CITY COMMISSION Minutes -.Meeting, November 19, 1992 (Corrected) The meeting was called to order at 7:OOpm by Chairperson Mandl. Present: Dietl, Oster, Schaefer, Mandl, Kirchner, Duffey, and Gundgovi Absent: Sandahi (unexcused), Bankey and Couture (excused) Approval of Minutes The minutes for the October. 16 meeting were presented and approved subject to corrections to Paragraphs 6 and 13. 1) Membership of Committee's Jim Schaefer has. submitted his resignation to the city, with a copy to Chairperson Mandl. His resignation will be effective following the January 21, 1993 meeting. This means that several new members need to be recruited to replace those whose terms expire and may no longer serve, as well as those who have moved out of Richfield. Also, new students need to be recruited. 2a) Finance Report. Oster reported on the total funds available on deposit at Richfield Bank & Trust. Mandl reported on the success of the fundraising letters she had sent out. She received responses from Richfield Bank in the form of a $1.,0.00 donation, which was received on November 2, 1.992.. The. Commission also received $500 from the Richfield VFW,. $400 .from Walser Buick, and $50 from Firstar Bank. Lyndale Hardware indicated that it would probably contribute something in the near future, LaSalle Group. will call back regarding a contribution, and the Frenchman's might make a contribution. Rainbow Foods prefers to donate food products, and will probably not contribute at this time, and Wally McCarthy's Oldsmobile will probably not contribute at this time, as it donates the "air time" on the radio. Richfield-Bloomington Credit Union will see if their 1993 budget will allow for a contribution. The goal of $2,000 in donations had been set as a target, and with these contributions, we have reached $1,950. The $2,000 budget was estimated by Mandl as follows: Letters (Shipping & mailing) $300 Educational Materials 400 Display Case 500 Brochure_Printing 100 Coffee (served at events) 100 Hosting of Visitors 300 Heredia Projects 300 Total 2 000 Page 1 2b) Purchase of Materials As some contributors indicat to be used for educational r possibility of purchasing be the libraries of the school Park Community Library. Afi brought by Mandl, and after involved, Duffey moved, an~ purchase copies of Children elementary schools in Richf~ and Inside Guide - Costa F Richfield. Junior High Scho Holy Angels, and the Commu local book distributors on contact Kroch and Brentano' Mandl was able to order boo} contact Kroch and Brentano' ed that they wanted their contributions iaterials, the Commission discussed the Woks about Costa Rica and giving them to s in the city, as well as the Augsburg .er reviewing some materials and books trying to estimate some of the costs i it was adopted, that the Commission of the World - Costa Rica for all eight eld and the Augsburg Community library, Ica for the eight elementary schools, ~l, Richfield Senior High School, and pity Library. Mandl was to check with availability and cost, and Schaefer to s in New York. (Subsequent to meeting, .s locally, and Schaefer did not need to s.) 2c) Other Ideas Other ideas for using the f contact Richfield High Schc of display case for the ox Prosser's office. It was establish a traveling exhil and photos. This exhibit cc to school, as well as to c which have display cases f~ be used f or the purchase ~ coin & currency displays, ~ and music & language tapes Inds were discussed as well. Oster will ~l directly to discuss the construction :art, and will obtain the cart from Jim also-suggested that the Commission it with ..Costa Rican currency, art work old move on-a regular basis from school ;her commercial buildings in Richfield r community affairs. Also, money could f video tapes, puzzles, flags, framed iotographs, children's art work, dolls, The Commission should also the materials as an oppo photos for the local news 3) ook -into the use to the presentation of ;unity to invite the "press" to take pers. Mandl reported on the Commission's inventory of materials. All of the baseball caps given by Julio have been distributed, and the remaining wine was delivered, except the wine going to Dietl, Tony Andersen, and Lupita. There will be some wine remaining for future use. 4) Northfield Meeting Re-cap Schaefer and Duffey provide Northfield Committee. They dealing with our fellow S: Northfield Committee, Dave to Costa Rica, and took dow The establishment of a Nat discussed. This is supposes the four "Sister Cities". any intervention form their the Sister Cities for finar were also made about the ma Committee, which is organi d a quick re-cap of the meeting with the were interested in our experiences in ster .City Commission. A member of the Hvistendahl, was going to be travelling Z our letters and the USA Cup materials. ure Preserve and Study Center was also to be a joint project, possibly between Che Costa Ricans explicitly do not want government, and are possibly looking to cial support for this venture. Comments ~e-up and organization of the Northfield red less formally than Richfield's, and Page 2 reflects the "college" influence in Northfield. Their commission also appears to have strong support:. from the City Manager, Pete Stolley. 5) 6) 7) 8) USA Cup Soccer Tournament Duffey reported that the materials were sent to Heredia through Hvistendahl of the Northfield Committee. No response had been received prior to the meeting. There was some- confusion in Northfield as to the exact departure date of Dave Hvistendahl. School Letters Duffey reported that°most of the letters had been translated and distributed to the various schools. There are some letters still to be translated. There is also someone from Richfield looking to establish an adult pen-pal relationship. Also, as Julio indicated that there should be more letters, Oster will contact the Post Office dead-letter office to see if there is another package of letters which may have been misdirected through the mail. High School Trip Duffey reported that Judy Schulte now has 12 students, and possibly Judy's husband signed up for. the trip. The total includes one teaching assistant (listed as a student). The cost is $1,395. The biographies of the students have been mailed to Julio to aid in matching with host families. The students will be selling calendars as a fund raiser for the trip. The Commission will need a report on this trip for evaluation purposes. Upcoming Events.: a) Cultural Festival/.Ethnic Celebration The Richfield Junior High School Cultural Fair and the Richfield Senior High School Ethnic Celebration will both be held on January 23, 1993. The Cultural Fair is tentatively scheduled for 9-12 am, and the Ethnic Celebration Fair from 12:30-4 pm. Both of these events provide the Commission an opportunity to display materials about Heredia, and should be attended. Members are to consider working at one or the other, and this will be discussed more fully at the December meeting. Also, the Commission can serve coffee at the Ethnic Celebration, and the sponsors will reimburse the Commission for the cost of the coffee. We will need to obtain an estimate of the number of visitors in order to determine how much coffee to purchase. b) Cost Rican Folk Dancers Lupita has informed Mandl that the folk dance group (which was to have been here for the Independence Celebration) will be here for the Festival of Nations in St. Paul. They may be available during part of their stay for a program in Richfield. The dance program runs about 1 hour and 15 minutes. The group will be here. from April 29 to May 2, and will be performing on the evening of April 30 at Macalester College in St. Paul. Several options were discussed, including a paid Page 3 admission evening prc program for the school of this type of progr that a "Friends of the help with the organiza get additional inform 9) Other Letters/Phone Calls gram, a free evening program, and a during the day. Since the organization am may be extensive, it was suggested Sister City" group might be formed to lion. Schaefer to- contact Russ Susag to lion on this: a) Letter from Maria b) Mandl received a letter from Maria indicating that Julio was not communicating with the city officials and Chamber members, and was trying to control all Sister City activities himself. Margaret Roback Mandl received a phone Margaret Roback. Marga Psychology, and will extended period of ti community there. She Following discussion c get involved, it was d a neighbor of some .Con responsible person. 5 Rosa Ruiz, who run the as this seems to be a: her background. call from "a friend of a friend" named -et has experience in the field of Child be travelling to Costa Rica for an ie and wants to become involved in the equested the name of a contact person. ~ whether or not the Commission wants to :termined that this person is related to nission members, and would seem to be a ~e will be given the name of Queta and "Little Seed" Child Development project organization which might benefit from c) d) Mandl received a call from the Community Resource Pool to give a presentation on Costa.-Rica to Assumption School on December 1, 1992. Schaefer indicated he could help out. Duffey and Oster will assemble slides for program. Norm Holen Norm Holen sent a lets a sculpture. The scu: steel, and could be sc be interested in doin artistic exchange wit The meeting was adjourned at 10 Respectfully submitted, ~7"im Schaefer Secretary r to Mandl, along with a photograph of lure was a tree, made from stainless led to any size. He indicated he would this type of sculpture as part of an Heredia (price not stated). ;OOpm Page 4