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HomeMy WebLinkAbout03/21/2013 SCC MinutesSister Cities Commission Meeting March 21, 2013 Attending: Judy Thorne — Chair Irvana Wilks — Mayor Rachel Toeppen John Sibrava Janice Farley Paula Randant Guest: Judy McGinns Gerald Skip Farley Gary Randant John Korn - Trustee MaryAnn Sibrava Lorrie Huber Steve VanArsdale Barbara VanArsdale Secretary I- Meeting Call To Order at 5:40 PM — Judy Thorne, Co- Chair, acting for Chairperson Dorothy Kucera II- Minutes Of The Prior Meeting — accepted III - Citizens To Be Heard — no discussion IV- Mayor's Report - Irvana K Wilks, the Honorable Mayor of the Village of Mount Prospect - Distributed copies of a Village interoffice memorandum, and copies of "An Ordinance Amending Chapter 5, Articles II Through XVII of the Village Code of Mount Prospect, Illinois" -Mayor Wilks reviewed the memorandum, describing several changes to the Article II, which is to be renamed as "Article II — General Requirements — Board and Commissions ". - Discussion on the provisions in the amendment for dual appointments for Commissioner, that is, the award of a Commission to two persons who will share the responsibilities and a single vote. -Mayor Wilks requested the Commissioners to review the memorandum, and the ordinance. V -Vice Chair Report —Judy Thorne -Judy reported on the condition of Dorothy, the Chairperson of the Sister Cities Commission. VI- Treasurer Report Skip Farley, Former Mayor of the Village of Mount Prospect - Distributed copies of the Treasurer's Report - Reviewed the receipts and the balance as of February 28, 2013 VII - Committee Reports a) MPPL National Library Week —April 16` Barbara - Discussion regarding distribution of flyers - Discussion regarding banners stored at Mount Prospect Public Works - Barbara will contact Public Works (Sean Dorsey) regarding all available Sisters Cities materials and with Doreen Jarosz, Village Administrative Assistant for Sister Cities material stored in the Village Hall - Barbara reminded the Commissioners that she is ordering shirts embroidered with the Sister Cities emblem that Commissioners may purchase by contacting her directly to pay for them b) Pot Luck Dinner —April 25` Judy -Judy distributed the Event Form agreed upon by the Commissioners in prior discussions -There was a call for volunteers to assist with set -up and clean -up for the event - Barbara volunteered her husband Steve for the clean -up work -Judy distributed a letter describing the event suitable for soliciting raffle prizes from local vendors -Judy advised the Commissioners that volunteers would be welcome for assisting guests at the event, distributing place settings and flatware, and arranging food and seating -It was discussed that name tags and pens would be made available at the tables -Mayor Wilks suggested that incoming Mayor Arlene Juracek be asked to do the welcome c) Wine Tasting /World Market -May 23` Paula -Paula reported that posters to advertise the event will be ready soon -Paula requested volunteers to distribute the posters to businesses in the area -Judy suggested a broadcast Village email. Mayor Wilks suggested that a request could be sent to Doreen Jarosz, with a CC to former Village Public Information Officer Maura El Metennani who is assisting d) 4th of July Parade — Gary & Paula -Paula reported that she was waiting for the announcement letter e) Family French Festival —July 10 — MaryAnn -The "Language Stars" organization has been scheduled for the event, MaryAnn reported -There is to be a Family Language event on July 11 -A motion was made, seconded, and approved to allocate up to $50 to MaryAnn to purchase refreshments for the Family French Festival f) French Farmers Market — Sept.15 - Discussion was conducted on the organizing needed for this event -Mayor Wilks suggested the Commission contact Sean Dorsey of Public Works - Trustee John Korn volunteered to contact the Lions Club for a list of vendors -a call was made for a volunteer chairperson for this committee as the committee chairperson, Dorothy, is not available to work on the committee at this time -Paula volunteered to contact former Village Public Information Officer Maura El Metenanni to act as the co- chairperson for this event - Discussion was made on the 'Book Crossing' plans for exchanging suggested titles with the officials of the sister city Sevres g) Wine Tasting /World Market— Nov.7 — Paula -Paula advised that the event is on schedule, and reported that she would be advising the World Market personnel on arranging wines and related products for the event. VIII- 2013 Sevres Visit to Mount Prospect - Paula - sub - committee summary -There was discussion on the events. -Paula distributed a draft of a schedule of events with tentative times for each day. - Discussion was held on the needs for transportation for the visitors from Sevres -Mayor Wilks advised the Commission that the Village has vehicles and the Village Hall that will be made available to the Commission during the visit, Sept. 14 -19, and suggested that the Committee meet with the Village Manager Mike Janonis to make arrangements -A discussion was made on a group banquet for the visitors - Lorrie volunteered to co -chair a banquet event for the visitors at a suitable location in the Village -John Sibrava distributed copies of a "Picnic Event Timeline" for the afternoon of Sunday September 15 after the visitors from Sevres finish their tour of the Village French Farmers Market, and reported that the Park District permit for the event had been approved, the bandshell had been reserved, and tables had been obtained. It was noted that guests would be expected to bring their own chairs to the picnic event. - Janice showed the Commission the gift portfolio planned for the visitors from Sevres and advised Commissioners and interested parties that additional portfolios could be purchased along with the portfolios that the Commission would be purchasing for the visitors from Sevres -Paula distributed a preliminary budget outline for the events -The Commissioners generally agreed that the Commission has sufficient funds available for the event. -Paula announced that the next meeting of Committee is May 7 th at 5:30 PM IX -Open Discussion A call was made for any additional discussion and there were no additional discussions raised. X- Adjournment — Next meeting May 16` 2013 -Judy called for a motion to adjourn the meeting, and the motion was passed at 6:55 PM