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minutes 2010Richfield Friendship City Commission Meeting Minutes January 21, 2010 The meeting was called to order by Roger Swanson, Chair. Present were Craig Osten, Molly Olson, Dave Delzer, Frank Sitko and Roger Swanson. Mary Supple and Cynthy Mandl were excused. The minutes of the November 19t" meeting were approved as corrected (to reflect bags of coffee left, three rather than four). Craig Osten, Treasurer, reported a balance of $3664.57. Dave and Craig will buy the last two bags of coffee. Storage of our archives was discussed. Craig reported on the Pen Pal Project. He has followed through with Louis at the K-2 Spanish immersion school here and will a-mail Olga in Costa Rica. Molly suggested high school students may be interested. She will contact the Spanish class teacher and the Spanish Club at Holy Angels. Molly is a third year Spanish student there. We held off on discussing the proposed trip to Costa Rica until Cynthy is back. We have one new member, Tracy Hollenback. Roger Swanson was reappointed. There are three vacancies counting Christine Kargel who has not been to a meeting since she was appointed and has not responded to our attempts to contact her. We also have a youth member vacancy. Craig indicated he hadn't realized his appointment was up and is interested in continuing on the commission. He will fill out an application and submit it right away. We will elect officers next month. Submitted by Dave Delzer, Vice Chair for Mary Supple, Secretary Richfield Friendship City Commission Meeting Minutes February 18, 2010 The meeting was called to order by Roger Swanson at 7:00 p.m. Members present were Molly Olson, Craig Osten, Tracy Hollenback, Dave Delzer, Frank Sitko, Cynthy Mandl, Roger Swanson, and Mary Supple. Christine Kargel was absent. New members of the Commission were introduced and welcomed. The minutes were approved as corrected. Cynthy Mandl is a guest of the Commission, and, therefore did not need to be listed as excused from the January meeting. The treasurer's report of a $3,685 balance was received as well. Nominations were opened and officers were elected as follows: President Roger Swanson, Vice President Dave Delzer, Treasurer Craig Osten, Secretary Mary Supple, and Historian Frank Sitko. Reports were given on the pen pal project. Molly made inquiries with the Spanish Club advisor at Holy Angels. She also has a family contact with a teacher in Costa Rica. Craig has also been in e-mail contact with Olga in Heredia. Many options were discussed and will be explored further. The pen pal discussion led into brainstorming about possible uses of Facebook to increase communication between Heredia and Richfield. Tracy and Molly will bring back information to the next meeting. Cynthy reported on how earthquake relief funds had been used to pour concrete for a floor in an outdoor gymnasium at the local school. Cynthy showed pictures from the project and will forward them to the donors. Cynthy reported on progress for plans to send a Richfield delegation to Heredia in early 2011. Alvaro has indicated that March works better for them than February. We could send a maximum of 18 participants. A possible itinerary was highlighted. It was suggested that an Open House at City Hall be set up to advertise for participants. The garage inventory will wait for spring. The possibility of participating in the city's Cinco de Mayo celebration was brought up. The next scheduled meeting is March 18, 2010. The meeting was adjourned. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Meeting Minutes March 18, 2010 The meeting was called to order at 7:00 p.m. by Chair Roger Swanson in the City Council Chambers as we were locked out of the Heredia Conference Room. In attendance were Craig Osten, Roger Swanson, Frank Sitko, Cynthy Mandl, Molly Olson, Dave Delzer, Tracy Hollenback, and Mary Supple. Christine Kargel was not in attendance. Also noted, Molly is not receiving the Commission mailings. The February 18, 2010, minutes were approved as presented. The treasurer's report was filed. We have a balance of $3,705. Molly reported that there are students interested in participating in the pen pal project. She has contacted Olga about the project. Craig will check into it as well when he is in Costa Rica in April. Craig and Molly volunteered to develop a draft application form for interested parties. Tracy will contact schools in Richfield as well. There has been no correspondence from Heredia on the earthquake relief efforts since the last meeting. Cynthy will send pictures to donors when she receives the mailing list. The proposed trip to Costa Rica was discussed. Early March of 2011 is being looked at, but we cannot book airfare until April. The cost is estimated to be under $2,000. Trip agenda items for future meetings were discussed. Dave e-mailed the garage to expect us for an inventory of Commission items in mid-May. One of the coffee machines may need to be replaced. Facebook options were reported on. Heredia has a page with 1,800 people on it. The City of Richfield also has a fan page. Tracy will do more research and look into a test page. Dave reminded us of the Cinco de Mayo celebration in Veteran's Park on Mays from 4:30 to 7:30. Our next meeting will be Apri122, 2010. Please note this is the fourth Thursday in April. The meeting was adjourned. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Meeting Minutes April 22, 2010 The meeting was called to order by Chair Roger Swanson. In attendance were commission members Roger Swanson, Craig Osten, Dave Delzer, and Mary Supple, and guests Stacey Osten and Cynthy Mandl. Excused absences were reported for Frank Sitko, Tracy Hollenback, and Molly Olson. The March 18, 2010, minutes were approved. The treasurer reported that we have a balance of $3,710.45 with no activity other than interest. Craig and Stacey Osten reported on their weeklong trip to Heredia. They stayed with Olga Solis Soto who visited Richfield on the last trip. Discussion of a Facebook page and the inventory at the garage were postponed until May. Craig filled us in on the penpal project. He is in contact with a teacher in Heredia and has been working with Molly on an application form. Cynthy updated the group on plans for a March 3-14, 2011, trip to Heredia. The old on- line information needs to be updated. Prices are not guaranteed until ticketing, but seem to be running in the mid $800 range. Because of increased costs, Cynthy is planning the same activities with fewer hotel nights. The proposed cost is $1,899 at this time. The lapel pins from a previous trip have been located. A motion passed to spend up to $150 framing the ceremonial parchment that was found in storage. We will report to the City Council on October 12. Our next meeting is May 20, 2010. The meeting was adjourned. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Minutes May 20, 2010 7:00 p.m. The meeting was called to order at 7:00 p.m. by Chair Roger Swanson. In attendance were Craig Osten, Molly Olson, Frank Sitko, Cynthy Mandl, Dave Delzer, Roger Swanson, Tracy Hollenback, and Mary Supple. The minutes of the April 22, 2010 meeting were approved. The treasurer reported that we have a balance of $3,710.79 with no activity this month. Craig brought the framed certificate to show the commission. It was put on display. Thanks to Craig. Molly showed the sample pen pal application that was created. Tracy is working with a teacher at Blessed Trinity who is interested in setting up communication with a school in Heredia. Plans were made for having a table for the commission at the RDLS Multicultural Fair on Saturday. Tracy will be working on a Facebook fan page for the commission since it is more appropriate for our purposes than a group page. The inventory of the items in the garage will take place later in the year. Cynthy reported that we have received an invitation to visit the adult day care in Heredia as part of the trip. We are waiting to hear the meeting night for the Heredia City Council before finalizing the itinerary. The next scheduled meeting is June 17, 2010. The meeting was adjourned. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Minutes November 30, 2010 (replaces December meeting) The meeting was called to order at 7:00 p.m. by Chair Roger Swanson. Present were Craig Osten, Roger Swanson, Dave Delzer, Cynthy Mandl, Molly Olson, Mary Supple and guest, Linda Thomas. Tracy Hollenback has resigned from the Commission. After discussion, a motion was made to release the block of reserved plane tickets since we did not have 10 confirmed flights from Minneapolis. It was further moved to make a decision after the previously published deadline as to whether or not it was feasible to continue with the trip. If so, individual tickets could be purchased at that time. The motion carried. The January meeting was moved to January 4; 201 1, at 7:00 p.m., tentatively to be held at the Heredia Room if the space is available. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Minutes November 18, 2010 The meeting was called to order at 7:00 p.m. by Chair Roger Swanson. Present were Craig Osten, Roger Swanson, Dave Delzer, Cynthy Mandl, Frank Sitko, and Mary Supple. Tracy Hollenback and Molly Olson had excused absences. The minutes of the Oct. 28, 2010, meeting were approved as printed. The treasurer reported minimal activity with a balance of $2,495.79. Cynthy updated on trip issues. Three deposits have been paid with others expressing interest. In order to hold the airline ticket block, we need to have 10 confirmed flight reservations. We are close to that amount, but will make a final decision at the November 30 meeting which is taking the place of a December meeting. Decisions will be made about gifts at that time as well. Roger will send out a notice as to the location of the November 30 meeting. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Minutes October 28, 2010 The meeting was called to order at 7:00 p.m. by Chair Roger Swanson. Present were Cynthy Mandl, Molly Olson, Dave Delzer, Roger Swanson, Craig Osten, and Mary Supple. Tracy Hollenback and Frank Sitko were absent. The minutes of the September 16 and 30 meeting were approved with one correction. At the September 16 meeting, Craig Osten had an excused absence. The treasurer's report was given. As of September 30, we had $2,540.24 with the main activity being the paying of deposits for the upcoming trip. Molly Olson has been appointed for another one-year term. Roger gave the annual commission report to the City Council on October 12. Nine people attended the Open House meeting at the Community Center. Cynthy has also e-mailed out around 100 brochures to interested travelers. Many people will be repeat travelers. There is nothing new to report on the penpal project. A drawing was held for the coffee from names submitted at Cattail Days. Kathy Orcutt won. Cynthy reported on the trip status. Three people have already paid deposits. We need at least 10 deposits in by December 3 to accommodate the airline reservations. .Cynthy is calling people who have expressed interest and more brochures are being distributed. Cynthy brought in items to add to the archives. We are still monitoring progress on a plaque for Heredia Park and the names of the conference rooms for City Hall. Also in old business the third coffee pot is now functioning. Our next meetings will be on November 18 and December 9. Please note the earlier week for the December meeting. The meeting was adjourned. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Minutes August 26, 2010 7:00 p.m. The meeting was called to order by Chair Roger Swanson. In attendance were Tracy Hollenback, Cynthy Mandl, Dave Delzer, Frank Sitko, Molly Olson, Craig Osten, Roger Swanson, Mary Supple, and several guests. The July 15, 2010, minutes were approved. Craig reported that the balance in our treasury is $3,576.62. There was very little activity, but more is expected as plans are made for upcoming events. Molly created a Facebook group page for the Commission. The gallo pinto recipe will be posted. It was asked if a penpal application could be attached to the Facebook group page. It can. The inventory of Commission property stored at the City Garage was completed. Thanks to Cynthy, Dave, Justin, and Roger for doing this. The pictures that were taken will be linked to the descriptions on the inventory. Amore secure location for the items is being sought. Roger will inquire about the time line and process for moving the items currently stored at City Hall into the new building. The Commission will again have a booth at Cattail Days on September 18 from 9-5. Plans.were finalized for coverage of the booth, display materials, set up, and tear down. Tentative dates, times, and locations were discussed for an Open House to publicize information about the upcoming trip to Heredia. Roger will check with City Hall and get back to us with finalized details. After that, the Commission will send notice to people who have expressed interest in the past as well as issuing public notices. Roger will be giving the annual report of the Friendship City Commission to the City Council on Octoberl2, 2010. Mary &Cynthy went to a Scholastic Books warehouse sale and looked for children's books in Spanish. None were available, but could be at a larger sale in December. Craig still has the wheelchairs and walkers in storage at his house. It was also proposed to collect/purchase sweaters and soccer shoes for the trip. Up to $100 was authorized for the purchase of gently worn soccer shoes to bring as donations on the trip. The next scheduled meetings are September 16 and Oct. 28. Roger will not be at the Sept. 16 meeting. The meeting was adjourned. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Minutes July 15, 2010 The meeting was called to order at 7:00 p.m. by Chair Roger Swanson. In attendance were Cynthy Mandl, Molly Olson, Roger Swanson, Dave Delzer, Tracy Hollenback, Frank Sitko, and Mary Supple. Craig Osten was excused. The June 17 minutes were approved. There was no activity in the treasury this month. Molly will be creating a Facebook group page for Richfield and Heredia. Dave responded to an inquiry the Commission received with regard to volunteer opportunities in Heredia. He asked for more information from the person who inquired. At this point, there has not been a reply. Arrangements were made to conduct the garage inventory of commission property before the next meeting. Cynthy reported that several itinerary items have been firmed up for the proposed trip to Costa Rica on March 3 to 14. A motion was made, seconded, and passed to use commission funds to place deposits as needed for the trip. The Commission will be reimbursed out of the fees paid by trip participants. Seats are being held for us on American Airlines. Participants will be charged $1,899.00 for the trip. During old business, Mary reported on seeing the area devastated by the earthquake for which relief money had been collected and sent to Costa Rica. During new business, a motion was made, seconded, and approved to authorize expenses as needed for having a Commission booth at Cattail Days on September 18. Other new business included plans for an open house and other methods of advertising the upcoming trip in March of 2011. A tentative open house date of September 16 was chosen. It was decided to hold the next Commission meeting one week later than usual on August 26. The meeting was adjourned. Respectfully submitted, Mary Supple, Secretary Richfield Friendship City Commission Minutes June 17, 2010 The meeting was called to order by Vice Chair Dave Delzer. Present were Craig. Osten, Frank Sitko, Dave Delzer, and Mary Supple. Excused Commission members were Molly Olson, Roger Swanson, and Tracy Hollenback. Friendship City Ambassador Cynthy Mandl was also unable to attend. The minutes of the May 20, 2010 meeting were approved. The treasurer reported that we have a balance of $3,571.75. Craig is waiting for contact information from a teacher in Heredia for the penpal project. Tracy e-mailed pictures from the Richfield Dual Language School exhibit on May 22. Craig reported that it was fun and the booth generated interest. Dave reported that the Commission's cabinet at the City Garage has been moved to a more accessible location. The inventory process will be completed later this year. Olga, who visited Richfield with the last Heredia delegation, has been maintaining contact. No other correspondence from Heredia was reported on. Discussion of the proposed 2011 trip to Heredia was postponed until the July meeting. The next scheduled meeting will be on July 15, 2010. The meeting was adjourned. Respectfully submitted, Mary Supple, Secretary