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11/07/2019 - Special Meeting Sister Cities Advisory Board Meeting Minutes November 7, 2019 City of Clearwater Main Library- Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 tl e Meeting Minutes Thursday, November 7, 2019 2:00 PM Special Meeting Main Library - Council Chambers Sister Cities Advisory Board Page 1 City of Clearwater Sister Cities Advisory Board Meeting Minutes November 7, 2019 Roll Call Present 5 - Vice Chair Pamela Gene Benton, Board Member Candace Hays, Board Member Hoyt Hamilton, Board Member Sallie Parks, and Board Member Lucas Geraldi-Smith Absent 1 - Chair Michael Ballard Also Present— Christopher Hubbard — Cultural Affairs Coordinator, Patricia O. Sullivan - Board Reporter 1. Call To Order The Chair called the meeting to order at 2:00 p.m. at the Main Library. Cultural Affairs Coordinator Christopher Hubbard welcomed Member Lucas Geraldi-Smith. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 2. Approval of Minutes 2.1 Approve the July 25, 2019 Sister Cities Advisory Board Meeting Minutes. Member Hamilton moved to approve minutes of the July 25, 2019 Sister Cities Advisory Board meeting as submitted in written summation. The motion was duly seconded and carried unanimously. 3. Citizens to be Heard Regarding Items Not on the Agenda: None. 4. New Business Items 4.1 Introduce and welcome Haruko Takamisawa, Nagano exchange teacher It was stated that Nagano exchange teacher Haruka Takamisawa could not attend today's meeting; CSCI (Clearwater Sister Cities, Inc.) did take her out to dinner. Ms. Takamisawa's visits to Pinellas County middle and high schools were reviewed. All were invited to the November 9, 2019 Sayonara Party at Moccasin Lake Environmental Education Center. 5. Old Business Item 5.1 Review details of an upcoming City Council resolution to approve the adoption of a Sister Cities relationship with Bourges, France. At the November 4, 2019 City Council Work Session the Council reviewed a resolution to adopt a Sister Cities relationship with Bourges, France. This represents the next step in the administrative process to establish a new Sister Cities relationship per Sister Cities International protocols. City Council will consider this item at its November 7, 2019 Council Meeting. Page 2 City of Clearwater Sister Cities Advisory Board Meeting Minutes November 7, 2019 Mr. Hubbard said the City Council supported Resolution 19-35 which would develop a Sister Cities partnership agreement with Bourges, France. Both cities have a shared interest in education, tourism, and economic issues. The Bourges company Monin's North and South American operations were headquartered in Clearwater. In response to a question, he reviewed the history of the developing relationship. It was stated that CSCI also enthusiastically supported a Sister Cities partnership with Bourges. 5.2 Review an update on the postponement of the 60th Anniversary Delegation to Nagano, Japan. Due to damage from Typhoon Hagibis, the 60th Anniversary Delegation to Nagano was postponed by mutual agreement of both parties. Nagano City suffered significant damage when the Chikuma River overflowed its banks and flooded the city. Extensive damage to the Shinkansen bullet train line reduced service from Tokyo to Nagano City and the prefecture was investing significant resources to provide aid to its citizens. The Delegation visit will be rescheduled when Nagano has recovered and is prepared to entertain guests. The Nagano Delegation was still scheduled to visit Clearwater in October 2020. Staff is working with Tampa Taiko to develop a benefit show with proceeds to be donated to Nagano City in the form that is most helpful. Pinellas County Schools and Clearwater Sister Cities Inc. have pledged their assistance in providing support. It was stated many homes in Nagano were destroyed, shelters had opened, clothing was being collected, and the schools, although damaged, reopened 3 days after the storm. It was anticipated that Nagano's infrastructure would be running by year's end. 5.3 Provide direction on emeritus Sister Cities status with Kalamaria, Greece and Wyong, New South Wales, Australia. The City of Clearwater has three Sister Cities listed on the Sister Cities International roster: Nagano, Japan; Kalamaria, Greece; and Wyong, New South Wales, Australia. Only Nagano, Japan is an active relationship. Kalamaria, Greece was unresponsive to City communications. In recent emails, the Council of Wyong, NSW, indicated they could not find any documentation of a Sister Cities relationship with Clearwater. Staff recommended transitioning Kalamaria and Wyong into emeritus status, per Sister Cities International protocols which would preserve the Page 3 City of Clearwater Sister Cities Advisory Board Meeting Minutes November 7, 2019 history of partnership between the cities, but would remove the cities from active status. Mr. Hubbard said Clearwater also was unable to find records on its Sister Cities relationship with Wyong. The Sister Cities International tool kit indicated dormant programs could be transferred to emeritus status or repealed. As the City had not heard from Kalamaria in 3 years, it was questioned how Kalamaria would have a negative perception of Clearwater if the City repealed its Sister Cities relationship. It was noted that Wyong and Clearwater had no record of a Sister Cities relationship. It was recommended the City focus on its Nagano and Borges Sister Cities programs. Mr. Hubbard said he would follow Sister Cities International procedures. Member Hamilton moved to recommend repealing Clearwater's Sister Cities relationships with Kalamaria, Greece and Wyong, NSW, Australia. The motion was duly seconded and carried unanimously. 5.4 Review details of upcoming High School Exchange from Nagano for December 6-14, 2019. A group of five high school students and one teacher will visit the City of Clearwater on December 6-14 as part of the student exchange program. The students will attend Countryside High School and Palm Harbor University High School, both schools with active international and language programs. The students also will have a City Day in which they will meet members of City Council and tour city government and tourist locations. The students will not visit Disney World per the group's request to spend more time at schools. Homestay host families are still needed and any recommendations should contact Christopher Hubbard. Mr. Hubbard said staff was looking for host families for the 5 female students, none of the host family applications on file listed high school aged females in the homes. The female chaperone had requested to stay with Linda Damsky. A Rotary Club student was staying with Christina Joseph's family, Rotary prohibited doubling up students at a host family home. It was stated that potential host families could be approached at the upcoming Sayonara Party. It was reported some interested families had difficulty accessing the application via Mr. Hubbard's link. Former Young Ambassadors will be contacted. Mr. Hubbard said host families also were needed for the February 7— 11, 2020 Nagano middle school student exchange. Page 4 City of Clearwater Sister Cities Advisory Board Meeting Minutes November 7, 2019 It was recommended that middle school exchange students visit Carwise Middle School which arranges an amazing experience. In response to a suggestion, it was stated the City always welcomed students to stay longer but their abbreviated visits were mandated by the Nagano school calendar. It was noted that exchange students in middle school, not high school, were eager to visit Walt Disney World. It was suggested that future high school student exchange trips to Nagano schedule more free time in Tokyo as planned activities in Nagano left no time for shopping or exploring. Mr. Hubbard said December 2, 2019 was the application deadline for the 2020 high school student exchange trip to Nagano. The application and trip information were available on line; Mr. Hubbard could be contacted at the City Manager's office. The City also posted exchange trip information on Facebook. It was stated that information would be emailed to CSCI members. 6. Director's Report Board Member/CSCI Representative Hays said more than 200 people participated in the November 9, 2019 event at Moccasin Lake Environmental Education Center. She said the Hamburger Mary fundraiser only raised $700. She reviewed upcoming events including the Festival of Trees and a membership social in January. She hoped the CSCI display at the Clearwater Historical Society would be installed prior to the Nagano Delegation's visit. Mr. Hubbard said the Clearwater Historical Society had room for the CSCI display. For insurance purposes, an appraisal of CSCI display items was needed. The City's Risk Management Department will report if City insurance would cover display items. Member Hays said applications for the 2020 Young Ambassador trip will be released this week. 7. Board Members to be Heard: None. 8. Adjourn The meeting adjourned at 2:45 p.m. Attest• // C air - Sister Cities Advisory Board :oard Rep• City of Clearwater Page 5