11/20/2015 - Special Special Council Work Session Meeting Minutes November 20, 2015
City of Clearwater
Clearwater Main Library
100 N. Osceola Avenue
Clearwater, FL 33756
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Meeting Minutes
Friday, November 20, 2015
3:00 PM
Re Nagano Debriefing
Main Library - 2nd Floor Conference Room
Special Council Work Session
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City of Clearwater
Special Council Work Session Meeting Minutes November 20, 2015
Roll Call
Present 4 - Mayor George N. Cretekos, Councilmember Doreen Hock-DiPolito —
departed 4:01 p.m., Councilmember Hoyt Hamilton, and Vice Mayor Jay
E. Polglaze
Absent 1 - Councilmember Bill Jonson
Also Present -William B. Horne 11 — City Manager, Christopher Hubbard - Cultural Affairs
Specialist, Hubbard Patricia Sullivan — Board Reporter
To provide continuity for research, items are listed in agenda order although not necessarily
discussed in that order.
1. Call to Order
The Special Work Session was called to order at 3:00 p.m. at the Main Library.
2. Council Discussion Item
Welcome and introductions
The City Council and Nagano Delegation introduced themselves.
Recap of 55th Anniversary Delegation activities
AND
Lessons learned, Delegation takeaways
AND
Recap of Tourism/Cultural Exchange and Commerce Meeting
AND
Initiation for Further Development of Exchange
AND
Preparation for 60th Anniversary Visit
AND
Next steps
Mayor Cretekos thanked Vice Mayor Polglaze for his outstanding job leading the
delegation. Discussion ensued regarding delegate activities in Nagano and the
graciousness of their hosts, the beauty of the city and its surroundings, its admirable
manufacturing base, and the exemplary way the delegation was greeted and treated
throughout the visit.
The City Manager said Nagano officials wanted all international efforts re business
development, tourism promotion, and student exchange issues to be consolidated
and funneled through one individual. He hoped more interaction with Nagano officials
would have occurred. He appreciated the tourism perspective provided by the
Clearwater Beach Chamber of Commerce delegate. Cultural Affairs Specialist
Christopher Hubbard reviewed the invitation list. Significant attrition occurred
following initial interest.
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City of Clearwater
Special Council Work Session Meeting Minutes November 20, 2015
Discussion ensued with comments that the City Manager's participation as a delegate
was important, a contact person in Nagano would be helpful, and participation by
Clearwater's business community and USF (University of South Florida) was needed
to improve Clearwater's relation with Nagano, by establishing measures and methods
to develop economic opportunities with Nagano including food service,
Clearwater-based industries, manufacturing, tourism, etc. While concern was
expressed that tourism between Clearwater and Nagano was nonexistent and unlikely
to improve without financial assistance, it was stated that improved economic and
college connections could foster tourism between the cities.
Focusing on trade and including more business people in the next delegation were
encouraged. To maintain momentum and develop personal relationships that would
help drive business, it was recommended that a trade mission, with local factory,
economic development, business, and tourism representatives, including the City
Manager and Molin and GE representatives be scheduled in 2 %years. It was noted
that big city trade missions have had positive economic impacts.
It was stated the community needs to appreciate the value of Clearwater's Sister City
relationship with Nagano. For the program to grow and expand, it was recommended
that communication be improved between Sister Cities, the City, the business
community, the Chambers of Commerce, and Young Professional groups. It was
suggested that the Chambers of Commerce invite Mr. Hubbard, Clearwater Sister
Cities, Inc. members, and Councilmembers to board meetings for discussions about
the program.
Concern was expressed that only two people were at the airport to bid farewell to the
last exchange teacher and, noting the importance of ceremony to Nagano residents, it
was recommended that the City improve its efforts before the next delegation arrives.
It was recommended that the next delegation be provided a tour of the new GE facility.
Support was expressed for the City reactivating the high-school student exchange
program. Engaging businesses in the effort was encouraged. It was suggested
Clearwater contact St. Petersburg and Largo re encouraging student travel to Asia.
Linda Damsky offered to help reactivate the high school student exchange program
and encouraged the City to maintain a good relationship with the School District.
Concern was expressed that low income students were unable to participate in the
student-exchange program. It was stated the Sister Cities Advisory Board had
recommended the Council budget money for scholarships. It was suggested students
and CSCI could raise funds by investing sweat equity and working at City venues. It
was suggested businesses participating in the trade mission could fund scholarships.
It was suggested the City rejoin the International Sister Cities organization. It was
stated that Sister City efforts elsewhere have improved economic engagement and
educational and tourism development by boosting relationships, creating sustainable
businesses, and participating in modern globalization. It was recommended that
previous exchange students be encouraged to participate in fundraising efforts,
activities, and social media marketing campaigns and lead efforts to organize a
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City of Clearwater
Special Council Work Session Meeting Minutes November 20, 2015
message to improve participation and expand the program. It was recommended the
City adopt hash tags and expand its social media footprint to promote the Sister City
program to youth on platforms they use such as crowd funding and instagram.
The CSCI Chair said after two years of hard work, the organization had raised enough
money to offer two $500 scholarships. It was suggested that Sister Cities, Inc. become
involved with efforts to increase trade between Clearwater and Nagano.
For future delegations to Japan, the City Manager said travel acumen will vary among
participants. Recommendations: 1) encourage first-time visitors to extend their stay in
Japan beyond Nagano activities, 2) schedule a one-hour transportation orientation
with information on transiting domestic and international air terminals at gateway cities
and using airline, train, and taxi transportation in Japan where language challenges
are common, 3) delegation invitations to include Sister Cities Inc. members,
educators, elected officials, commerce representatives, City management, and
residents, 4) reduce scheduled activities and provide more free time, 5) consider the
varied ages and physical condition of delegates when booking activities and rate each
tour's activity level, 6) limit narration to one guide to describe sights and help the group
stay together, 6) schedule a dinner in a local Nagano restaurant where the delegation
and hosts can bond, 7) book dinners for groups of 8 or larger far in advance, 8)
engage an interpreter for officials to better understand conversations and clarify
interpreter duties: a) provide interpretation services; b) support group needs, and c)
assist during group emergencies, 9) base estimated travel expenses on a strong yen
and high costs in Japan, and 10) provide direction to citizen delegates re expected
roles i.e. should they participate at formal events or sit and be quiet.
Trip participants and the City Manager complimented Christopher Hubbard for his
hard work organizing the trip, leading the group, staying attuned to variations, making
decisions, and responding to emergencies in a forthright and proactive way. His
collegiality with his counterparts and the translator was praised. Mr. Hubbard and staff
were thanked for supporting the program and coordinating participants'separate
itineraries. Gratitude was expressed for Mr. Hubbard's efforts, which resulted in great
personal experiences.
3. Adjourn
The Special Work Session adjourned at 4:25 p.m.
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City of Clearwater