Town of Cary

Sister Cities Commission (SCC)

Page-Walker Arts & History Center

       Date:  Thursday, October 23, 2008        

 

Present:  Kris Carmichael (Staff Liaison), Theresa Dolan (Staff Liaison Secretary), Lisa Englert, Phil Henry, Ian Henshaw, Lyn Jackson, Jennifer Jones, Ginny Lou Laughlin,

Liz Mazurik, Brenda Monroe, Ananya Reddy (Teen Liaison) Tara Romano,

Phil Schwehm, Edward Yerha

 

Absent:  Elyse Elder (Teen Liaison)

 

Guests:  Cary Photographer Heath Clayton and his wife Suzanne and visiting Photographer from County Meath Ireland Andrew Kelly and his wife Emma. 

 

Handouts:  November 2008 Cary Cultural Arts Calendar, List of New Business Items to be approved for moving forward on agenda, Cary Sister Cities Commission proposed 2009 Meeting Calendar, Draft Proposal, Cultural Arts Division Comprehensive Program Plan “Special Events”, 2008 SCC Budget/Calendar Planning, 2008 SCC Actual Calendar Events, and 2009 SCC Budget/Calendar Planning.

 

A.  Call to Order:  Ian Henshaw 7:31 p.m.

 

B.  Introduction of new Teen Liaison, Ananya Reddy – Ed Yerha

  • Introduced Ananya Reddy as the new Cary Teen Council Liaison to the Sister Cities Commission members.  She attends Panther Creek High School in Cary and her passion is dancing.

 

Brief Announcements – Theresa Dolan - None

 

C.  Motion to adopt four items to the agenda and bring to the beginning of the meeting, since there will be a presentation at 8:00 p.m. on the County Meath Art Exchange, these items will fall under “New Business” – Ian Henshaw

  • 1.  Calendar for 2009 Commission Meetings
  • 2.  Description of the Sister Cities Commission/Expectations of Commissioners.
  • 3.  Adoption of the “Cultural Arts Division Comprehensive Program Plan – Special Events” Planning Procedure
  • 4.  Festival Committee Representative

 

ACTION:  Adopt four items to the agenda.  Lisa Englert made the motion to approve,

Brenda Monroe seconded the motion.  The motion passed unanimously.

     

D.  Approval of Minutes

·         September 18, 2008

 

ACTION:  The September minutes were approved.  Lisa Englert made the motion for approval of the minutes and Lyn Jackson seconded the motion.  The motion passed unanimously.   

                                                                                          

E.  Informational:

·         Cultural Events - Kris Carmichael

§         Passed around November 2008 Cary Cultural Arts Calendar

§         Made special reference to the Friends of Page-Walker upcoming performance by the Cashore Marionettes on Sunday, November 9, 2008 at 4:00 p.m.  Tickets are $15.00 and available through the Friends of Page-Walker.  They will be selling tickets at the door the day of the performance if available.

§         Cary Art Loop is on Halloween, Friday, October 31, 2008 6-9 p.m.

§         Upcoming art exhibit will be the Fine Arts League of Cary Members Show located on the 1st and 2nd floors at Page-Walker Arts & History Center.  Opening reception will be on Sunday, November 2, 2008 from 2-4 p.m.  Free and open to the public.

 

F.  New Business

·         1.   Sister Cities Commission proposed meeting Calendar for 2009.

§         All meetings to start at 7:30 p.m. and will be held on Thursdays at the Page-Walker Arts & History Center, are as follows:  January 22, February 19, March 19, April 16, May 21, June 18, July 16, August 20, September 17, October 15, November 19, and December 17, 2009.

 

ACTION:  Motion made to approve SCC meeting calendar for 2009 by Lisa Englert first and was

seconded by Jennifer Jones.  Approved unanimously.

·         2.   Description of the Sister Cities Commission/Expectations of Commissioners.

§          Draft Proposal to add the following details:  Commissioners are citizen ambassadors of the Town of Cary.  Volunteers are expected to commit time in addition to the monthly Commission meeting performing activities such as:

·         hosting delegations

·         assisting the Town with international visitors

·         working on planning committees

·         staffing events

·         mentoring Teen council representatives on youth initiatives

·         working with broad based citizens groups including the Sister Cities Association of Cary

·         promoting sister cities regionally

 

Through the commission, the Town is a member of Sister Cities International.

  • Discussion followed Draft Proposal.  A question was asked how official is this and the answer was it is official.  Members wanted to know how to move forward on this.  Kris Carmichael said she would ask Karen Gray how to move forward on this if the commission approves the Draft Proposal.
  • Feedback was Draft Proposal covered everything.  Sister Cities Commission members agreed they were a working board not an advising board.

 

ACTION:  Lisa Englert made the motion to approve the Draft Proposal.  Lyn Jackson seconded the motion.  The motion to approve the Draft Proposal passed unanimously.

·         3.   Adoption of the “Cultural Arts Division Comprehensive Program Plan – Special Events” Planning Procedure

§         The Town of Cary uses this document for program planning.  Adoption of this document/process will bring us within the process and procedures of the Town of Cary Parks, Recreation and Cultural Resources Department to which we belong.  This document will help us run a more professional program.

·         Discussion/feedback was this was a great idea.  Questions: Is there a budget template?  Kris will check into this. 

·         What is the process?  The benefit of this process if done far enough in advance, it will help with budgeting for upcoming events.

·         Lyn suggested taking it a step further and adding protocol for events, that this would be a very positive thing.

·         Ed asked if we were adding an approval process.  Kris explained it as a tool to monitor different projects.  Ian said it would add structure to help put on better programs.  Ginny Lou said it would be good to see what we have to work with.

 

ACTION:  Lisa Englert made the motion to adopt the “Cultural Arts Division Comprehensive Program Plan – Special Events” Planning Procedure and to add budget framework and look to add protocol proponent in the future.  Lyn Jackson seconded the motion.  Approved unanimously.

 

·         4.  Festival Committee Representative

§         Since the Sister Cities Commission is providing an increasing portion of the Lazy Daze Festival, it was proposed that the Sister Cities Commission provide a representative to the Festivals Committee.  The by-laws of the festival committee will need to be revised for this to occur.  Discussion/identification of representative.

·         Discussion/feedback on this was if the commission goes forward, they would need to identify a person or someone would need to volunteer to do this.

·         Liz Mazurik expressed interest in being the representative to the Festivals Committee, but needed more information about what the commitment involved, such as time commitment, how many meetings, where the meetings took place, and was this just for Lazy Daze and Spring Daze.

·         Consensus among the commission members was there was a need for more information and agreed to table this topic to the next meeting.

 

G.  Introduction of Andrew Kelly, Duleek Photo Group and Heath Clayton, Cary Photographic Artists – Ginny Lou Laughlin

·         Andrew Kelly and his wife Emma visiting from Ireland and Heath Clayton and his wife Suzanne from Cary where introduced at the meeting. 

·         Andrew and Heath gave a beautiful and entertaining presentation of the pictures they took while visiting each country.

·         Andrew started the presentation with pictures he took while visiting here in Cary and the surrounding towns.  He took a picture of pumpkins on a cart.  He said they do not have pumpkins in Ireland.  In Ireland on the night of Halloween, they have bon fires.  He had many other memorable pictures with stories behind each one.

·         Heath finished the presentation with pictures he took of his visit to Ireland, where he said it rained almost every day.  He too had great stories to tell with his pictures. He had beautiful pictures of the countryside in Ireland.

 

H.  Status and Progress Reports

·         Sister Cities International – Ed Yerha

§         Early registration deadline for people wanting to attend the annual Sister Cities International convention in Belfast, Ireland from July 29-August 1, 2009 is December 31, 2008.  Looking to coordinate a visit to County Meath.

·         County Meath

§         Photographer exchange portion of the program is ending.

§         Denise Dickens Public Art Coordinator for the Town of Cary and County Meath’s Art Director will curate the show.

§         Exhibit will open at Page-Walker Arts and History Center on Friday, February 27, 2009 during Cary Art Loop.

§         Reception to be held at Page-Walker Arts & History Center on Saint Patrick’s Day, Tuesday, March 17, 2009.

·         Hsinchu

§         Next year 2009 is the Year of Hsinchu.

§         Taiwanese Association will help with the Dragon Boat Festival.

·         Markham

§         More details to come on forming formal full Sister City relationship with Markham.  

·         Le Touquet

§         Mary Alice wife of the Mayor of Le Touquet, France has been e-mailing regularly and enjoyed her visit here this past summer.  She has extended an invitation for us to visit next summer.

·         Teen Council – Elyse Elder (not present) and Ananya Reddy

§         No report

Items for Discussion:

·         Discussion of meeting dates/times for 2009 – All

§          Discussion of meeting dates/times was motioned and approved to move to the beginning of agenda.

·         Debrief on Mary Jean Eisenhower visit – Brenda Monroe, Ginny Lou Laughlin and Ed Yerha

§         Event went well.  Brenda thanked everyone who helped to make this a successful and wonderful event.  This was a team effort.  Maybe the Sister Cities Commission can look to continue the Citizen Diplomacy Weekend on an annual basis.

§         Ginny Lou stated that Brenda did a phenomenal job in arranging Mary’s visit here, and thanked her for all the work she did in coordinating this event.

§         Ed and Phil were thanked for giving up their weekend in order to drive Mary around. 

§         Thanks were given to Town of Cary staff in their support too.

·         Discussion on the cost vs. value of Commission awareness campaigns – Ginny Lou Laughlin

§         There is a significant booth rental fee to participate in some of the festivals, while we gain exposure we need to discuss if this is something we should continue to pursue?  The consensus was yes because it is important to have our presence and exposure in the community.

§         Cary Community Foundation put on an event called Celebrate Cary at Sunset.  The cost of a booth at this event is minimal.  This is something we can look to do next year.  We need to look for an activity to engage people at our booth.

·         Idea(s) for proposed future Commission project(s) – Brenda Monroe

§         She is working on a few things, more to come next month.

·         Report for Sister Cites Association – Ginny Lou Laughlin

§         The Association Executive Committee will be meeting in November to discuss the budget.  I will be able to report in more detail at the next meeting.  The Association wants everyone to be aware that we cannot cover or refund expenditures unless approved in advance.

§         The Beaujolais Noveau is next month Friday, November 21, 2008.  Please RSVP to Ginny Lou.

§         Sister Cities Association of Raleigh, beginning on October 28, 2008, will be exhibiting photographs in the McCain Gallery of Meymandi Hall at Raleigh’s Progress Energy Center for the Performing Arts.  It will be open to the public during all performances at the Center.  It features the Chateau de Compiegne, a highlight of Raleigh’s French Sister City.  The Mayor will declare the year of Compiegne.

·         I.  New Business

§         A motion passed to bring new business forward on agenda for October’s meeting due to special presentation.

·         J.  Future Agendas

§         Next Meeting is Thursday, November 13, 2008 at 7:30 p.m. at Page-Walker Arts & History Center 119 Ambassador Loop, Cary, NC  27513.

§         Outcome of Town Council’s decision on new Board and Commissions procedures – Kris Carmichael

§         Review of 2008 plan and accomplishments / discussion of plans for 2009 – All

§         Update on having a Festivals Committee Representative from the Commission – Kris Carmichael

§         Update on citizen diplomacy initiative for 2009 – Brenda Monroe

§         Discussion on merging Poetry for Peace competition in with Young Artists and Authors Showcase 2009 – Phil Henry

§         Report from Sister Cities Association – Ginny Lou Laughlin

 

·         K.  Adjourn

§         Lisa Englert made the motion for the meeting to adjourn and Jennifer Jones seconded the motion.  The meeting adjourned at 9:25 p.m.

 

Submitted by Theresa Dolan, Town of Cary Staff Liaison Secretary for Sister Cities Commission