Dixon Sister Cities
Dixon, Illinois U.S.A.

May Minutes

Dixon Sister Cities Association

Board Meeting

May 17, 2016

5:45 PM

 

Called to order:  President Ray Schmidt at 5:50 PM.

Board members present:  Judy Arnould, Laura Brown, Jim Brown, Sue Coers, Ellen Mumford, Meg Schmidt, Ray Schmidt, Peggy Ulferts, and Cathy Seagren, which made a Quorum.

Absent:  Elise Ulferts-Hume and Geoff Vanderlin-excused.

Association Members: Carol Jones

Agenda:  Accepted with the addition of Flags in New Business requested by Ellen Mumford.

Minutes:  The minutes were approved as submitted.

Treasurer’s report: Treasurer, Jim Brown reported a current bank balance of $18.140.03 as of today. There are no outstanding checks.

Ray and Meg submitted a bill or $190.00 for two registrations, at $95.00 each, for registration for the Illinois Sister Cities Conference.  This was previously approved.

COMMITTEE REPORTS:

Membership:  There are no new members this month. It was noted that thank you notes are to be sent to new members and donors as was planned in April.

Public Relations & Website: Fundraising: No new information.

German Committee: No report.

Irish Committee:  No report.

Kenya Committee:  Cathy Seagren reported for Geoff Vanderlin. Friend in Thika, John Kamau has been named Journalist of the year(Jennifer Wanjiru). Geoff has not had contact with Bill Kariuki and it appears he has had the incorrect email as Cathy Seagren has had communication. Bill indicated that 2017 might not be best for visit as it is an election year. He also said that Dr Ikenye has been attempting to get contact with officials since form of local government has changed.

Russia Committee:   No Report

OLD BUSINESS:

Memorial Fund Project:  Ellen has had contact with John Morley. There has been difficulty working with him. She will continue to try, but also has permission to look to other businesses.

Office at City Hall: Discussion about new office. Ellen Mumford has toured the new building and there is sufficient storage and place for us to have an office. We need to decide (if asked) if we want to be under the new umbrella of groups being created by the city. It appears each organization(such as Main Street) will maintain their autonomy but there will be a coordinator linking the groups. Ray Schmidt will contact Mayor Arellano regarding our space.

Highway Signs:  Eric Eglund has been contacted. He has the permit to move our Route 2 sign from the west. Ellen will maintain contact. Discussion about getting the additional signs from someone other than John Morley as with our other project. Morley’s did the art work originally,

NEW BUSINESS:

501(C)3 Tax filing 2016:  President Ray Schmidt indicated we have notification from the IRS that they were in error when they removed our 501(C)3 status. This has been corrected. John Berg has been given the information and it is filed with the secretaries minutes and with treasurer, Jim Brown.

Ellen Mumford was informed by John Groshans(Riverfront) that he needs new flags. Maintaining a supply of flags has been approved previously. Geoff Vanderlin will be contacted by Cathy Seagren to see if he has some in hand. If not, he needs to order.

GENERAL INTEREST ANNOUNCEMENTS;

The next board meeting will be Tuesday, June14, 2016 at 5:45 PM at the Dixon Public Safety Building. This is to be verified by Cathy Seagren as it is a week earlier than normal.

A motion was made and seconded to adjourn. This carried unanimously.

Respectfully submitted,

Cathy Seagren, Secretary

April Minutes

Dixon Sister Cities Association

Board Meeting

April 19, 2016

5:45 PM

Called to order:  President Ray Schmidt at 5:50 PM.

Board members present:  Judy Arnould, Laaura Brown, Jim Brown, Sue Coers, Elise Ulferts-Hume, Meg Schmidt, Ray Schmidt, and Geoff Vanderlin which made a Quorum.

Absent:  Ellen Mumford, Cathy Seagren, and Peggy Ulferts all excused.

Association Members: None

Agenda:  Accepted

Minutes:  After the correction of the date regarding possible trip to Kenya early in 2017 rather than 2016, the minutes were approved.

Treasurer’s report: Treasurer, Jim Brown reported a current bank balance of $17,866.89 as of 3/31/2016. This did not show a $240.00 deposit for donations and dues, or an outstanding check for $19.00, which gave the checkbook balance of $18,087.89.  The flag stands that were approved last month came to $23.00 each. The total cost for the five stands was $115.00. Ray and Meg will submit a bill next meeting for $190.00 for two registrations, at $95.00 each, for registration for the Illinois Sister Cities Conference.

COMMITTEE REPORTS:

Membership:  Five membership dues came in. The checks were turned in to Jim Brown for deposit. The board agreed that the president, Ray Schmidt, will send out thank you notes to new members that are businesses and/or donors.

Public Relations & Website: Elise will update the minutes on the website. The board feels it will be good to participate in the Dixon Petunia Festival Parade this year. The parade will be on July 3rd, 2016. Ray Schmidt shared ideas on short-term student exchanges that he gleaned from the IL Sister Cities Conference. Members can contact Ray if they are interested in learning more about successful student exchanges.

Fundraising: Meg shared ideas she gleaned from the IL Sister Cities Conference on fundraising in smaller sister cities. The main idea being to promote one Sister City at a time. Perhaps we can promote one at the Scarecrow Festival. We can have flyers and posters.

German Committee:  Judy Arnould reported that Deter called John for his birthday.

Irish Committee:  No report.

Kenya Committee:  Sue Coers’ donation to Dixon Sister Cities is earmarked for Namratha Shah Orphanage. The $500.00 will be wired there. Geoff Vanderlin indicated to Travel Consultants that there could be an upcoming trip to Thika in early 2017.

Russia Committee:  The former mayor of Dikson, Siberia was unable to come for a visit due to poor health.

OLD BUSINESS:

Memorial Fund Project:  The final editing of the signage will happen when Ellen Mumford is back in Dixon. They will present the information for approval at the May meeting.

Office at City Hall:  Dixon Sister Cities office at City Hall was packed up and put in a storage room until we find out where it will be moved. We need a representative from our Dixon Sister Cities board to contact Mike Venier about our storage office.

Highway Signs:  No report, but the question was asked if we can go through Lee County Highway Department to make the signs instead of Morley?

State Sister City Conference Report- Meg and Ray:  Many ideas were shared for Youth Exchanges and Fundraising. Ray Schmidt would like more communication on sharing visits with other cities.

NEW BUSINESS:

501(C)3 Tax filing 2016:  The determination letter is in the mail to Dixon Sister Cities PO Box. Jim Brown currently has Cathy’s key.

GENERAL INTEREST ANNOUNCEMENTS;

The next board meeting will be Tuesday, May 17, 2016 at 5:45 PM at the Dixon Public Safety Building.

A motion was made and seconded to adjourn. This carried unanimously.

Respectfully submitted by Meg Schmidt, substituting for Cathy Seagren, Secretary

March Minutes

Dixon Sister Cities Association

Semi Annual Meeting

March 15, 2016

Public Safety Building

 

Called to order:  President Ray Schmidt at 7:12 P.M.

Board members present: Judy Arnould; Laura Brown; Jim Brown;; Elise Ulferts-Hume; Meg Schmidt; Ray Schmidt; Peggy Ulferts; Geoff Vanderlin;  Cathy Seagren-Quorum

Absent: Ellen Mumford; Sue Coers

Association Member: David Nelson; Claudia Nelson; Tom Burns

Agenda: – Accepted with addition for Flag Stands in New Business.

Minutes:  After individual review, the minutes from February were approved. September 2015 minutes were also available for review. (Already approved)

Treasurer’s Report: Treasurer, Jim Brown reported a current balance of $17,879.69 per the bank. The check which was still outstanding last month has now been cashed. He wrote a check today for the State of IL in the amount of $15.00 to be included with the current tax information which has been prepared by Gary Berg and will be mailed tomorrow.  Cathy Seagren presented a bill for name tags from Illini Trophy for $19.00.

COMMITTEE REPORTS:

Membership: Current paid membership is 26 which includes, individuals and families.  A total of $405.00 has been collected so far for dues. Former members were mailed membership invitations but there has been no response.

Public Relations & Website: Elise Ulferts-Hume has put pictures on the website. She also has kept the minutes current on the site.

Geoff Vanderlin and Cathy Seagren presented information on the High School Homestay Exchange Program which is being initiated by International. The first step is to have a local coordinator. We will work in coordination of the Kiwanis group.  Discussion about the costs and requirements ensued and will be addressed as we progress.

Fundraising: There are no plans for fundraising at this time.

German Committee: No report.

Irish Committee: No report.

Kenya Committee : Geoff Vanderlin reported that he is trying to make contact with Dr Ikenye and Bill Kariuki regarding a possible visit in early 2017 and to send a donation given for the orphanage at Thika. He will be sending out an email to membership soon to see who is interested in the trip and will follow with an informational meeting.

Russia Committee: David Nelson reported that the former mayor of Dikson will not be visiting as he has health issues. There has been no contact with Dikson recently.

Also, the conference in Florida which was planned for 2016 was cancelled. It is hoped that there will be one in 2017.

Old Business:

Highway Signs:  It was noted that the sign on Route 2 west of Dixon is leaning and needs to be moved soon. No further discussion on other signs.

Memorial Funds:  Ellen sent Elise an example of a memorial sign with the map of the country included as was suggested last month. She will be working with Mr Morley to get the signs completed soon.

New Business:

Illinois Sister Cities Association Conference:  At this time, Ray and Meg Schmidt and Cathy Seagren are signed up and are attending. It was noted that the reduced fee of $95.00 is being honored til the end of March. Cathy reported that she has been told that registration is low. The conference is in Decatur on April 8th and 9th.

International Dues: Cathy Seagren sent a thank you to the City of Dixon for the payment of International dues.

501(c)3 Tax Filing: The paperwork is complete and will be sent tomorrow.

Flag Stands: Cathy Seagren presented information for new indoor stands for our flags. These would be much easier to transport than the current ones which would still be used for outside use. Cathy made a motion to purchase 5 stands at the current price of $29.00 from US Flags, Inc. or at a sale price if appropriate. The motion was seconded and unanimously approved.

General Interest Announcements:

The next Board meeting is April 19, 2016. It will be at the Public Safety Building at 5:45 P.M.

A motion was made and seconded to adjourn. This carried unanimously.

All in attendance enjoyed a time of coffee and cookies which were provided by Peggy Ulferts.

Respectfully submitted,

Cathy Seagren, Secretary

 

February Minutes 2016

Dixon Sister Cities Association

Board Meeting

February 16, 2016

Public Safety Building

 

Called to order: President Ray Schmidt at 5:54 P.M.

Board members present: Judy Arnould; Laura Brown; Jim Brown; Sue Coers; Elise Ulferts-Hume; Meg Schmidt; Ray Schmidt; Peggy Ulferts;  Cathy Seagren-Quorum

Absent: Ellen Mumford; Geoff  Vanderlin

Association Member: None

 

Agenda: – Accepted

 

Minutes:  After individual review, the minutes were approved.

 

Treasurer’s Report: Treasurer, Jim Brown reported a current balance of $17,242.66. There is one check still outstanding- issued to IL Charitable Trust for $215.00. Jim will check records to see if we received mail receipt of delivery as the check was mailed registered with a receipt several months ago.

 

COMMITTEE REPORTS:

 

Membership: Cathy Seagren sent out letters to current members. A few have been received. Checks were turned over to Jim Brown for deposit. Cathy also said she would send out more letters soon to some recent members. We will expand from that in the near future.

 

Public Relations & Website: Elise Ulferts-Hume has not met with Tony as yet but will be meeting him soon.  A card was passed around for Jim Burke, former Dixon Mayor, as he is quite ill at this time.

 

Fundraising: It is doubtful that cookouts are going to be held at Dixon Food Center. Owner, Dan Willard has had health problems and isn’t working much right now. Cathy will bring a card for him next month.

 

German Committee: No report.

 

Irish Committee: No report.

 

Kenya Committee : Geoff Vanderlin reported via Cathy Seagren that he has been in contact with Travel Consultants regarding possible trip to Kenya early in 2016.

 

Russia Committee: The former mayor of Dikson, Siberia has contacted the Dixons regarding the possibility of a visit sometime in April as he will be in Minneapolis visiting his granddaughter at that time. He has been notified that we would be happy to host him for a visit to Dixon.

 

Old Business:

 

Highway Signs: The sign on Route 2 west of Dixon must be moved. Hopefully it can be placed in a less damaging place.

 

Memorial Funds: Ellen sent Elise an example of a memorial sign. It measures approximately 14 X 10 or 12. Sue Coers suggested that perhaps an outline of Germany with Herzberg’s placement starred would be good. Elise will be in contact with Mr Morley.  It is a goal to have the plaques in place by summer when there is more activity on the riverfront.

 

New Business

 

Young Artists Showcase: Information was presented regarding the upcoming event through the International program. Meg Schmitt suggested that the young artist who did riverfront display might be interested. Cathy Seagren will send her the information.

 

Illinois Sister Cities Association Conference: Cathy Seagren sent information to board members earlier in the month. $95.00 is the advance fee cost. She has paid her fees. She also indicated that as a State Board Member she cannot vote for any issues presented to the member associations in the state. Each member organization has two votes. Ray and Meg Schmitt will also attend. Jim and Laura were undecided as yet.

Peggy Ulferts made a motion to pay for board members registration fees for the conference. The motion was seconded and carried unanimously. Treasurer, Jim Brown will reimburse Cathy Seagren for her fees and will do the same for any others who decide to go.

 

International Dues: The International Dues have been paid by the City of Dixon. Cathy Seagren will send a thank you to the Mayor, Li Arellano.

 

The next Board meeting is our semi annual meeting. It will be at the Public Safety Building on March 15, 2016 at 7:00 P.M.

 

A motion was made and seconded to adjourn. This carried unanimously.

 

Respectfully submitted,

 

 

Cathy Seagren, Secretary

November 2015 Minutes

Dixon Sister Cities Association

Board Meeting

November 17, 2015

Public Safety Building

Called to order: President Ray Schmidt at 5:56 P.M.

Board members present: Ellen Mumford; Meg Schmidt; Jim Brown; Elise Ulferts-Hume; Ray Schmidt; Cathy Seagren-Quorum

   Absent: Sue Coers; Peggy Ulferts; Laura Brown; Geoff Vanderlin

Association Member: David Nelson

Agenda: – no acceptance or denial.

Minutes:  After individual review, the minutes were approved with no corrections.

Treasurer’s Report: Treasurer, Jim Brown reported that he still does not have the checkbook or records.

He will contact Geoff and will go through last year’s books with him before the next meeting. Per the bank statement he received there is a balance of $17,263.33 with one outstanding check in the amount of $215.00. The actual balance is $17,048.33.

One bill, the annual fee for the Post Office Box was presented for payment in the amount of $66.00. Payment of this was approved.

COMMITTEE REPORTS:

Membership: Cathy Seagren reported there has been no change. It is time to send out membership renewals to current members. This will be followed by a larger drive. Cathy will update the membership

form and send it to Ray for his ok before it is sent out. Ray will do membership letter. New committees will be assigned after forms are returned.

Public Relations & Website: Elise Ulferts-Hume will get Tony’s help to put pictures of recent farm visitors and the parade on the sight.

Ellen has received the certificate from Petunia Parade and has framed it. It will be put in City Hall display in the next few days.

Meg Schmidt told about a student who did a replica of the riverfront for a school project at Reagan School. The student included our flags in their display. She will see if she can get permission to put a picture of the project on our website.

Meg suggested that we should contact the city in Illinois that has a French sister city to offer our condolences and support for France in light of the shootings in Paris this past week. She will do this.

Fundraising: No immediate plans. Fundraising must be a priority in the coming year. Cathy Seagren will

get a “cookout date” from Dixon Food Center when signup becomes available.

German Committee:  Ellen Mumford had nothing to report.

Irish Committee: Meg Schmidt had nothing to report.

Kenya Committee :  No report in Geoff Vanderlin’s absence. Ray and Meg received a thank you from the

farm visitors.

Russia Committee: David Nelson had nothing to report.

Old Business:

Highway Signs: Ellen Mumford reported that she received information on new signs from Morley Signs.

A complete set of signs will be $660.00 or $1,320.00 for two sets.  Replacement signs for the Russian signs currently in place are $90.00 and 5 website signs will be $325.00. These total $2,035.00. She is in contact with the State Highway department regarding placement of signs including moving the sign on Route 2 west, which needs to be moved, as well as the city department that involves sign placement.

Memorial Funds:  No more action. Ellen stated that information needs to be completed on each plaque planned for the riverfront(1 for each sister city). Asked for some help and Elise Ulferts-Hume said she would meet with Ellen and they will get this done!

501(c)3: Our status is questionable at the moment.  The appropriate paperwork has been received by the state. They have not cashed our check as yet.

New Business:

Christmas Family: Carol Jones has called Goodfellows for a family. They have not responded as yet.  President Ray will write a letter to be sent to the membership. Meg  Schmdt will do the mailing. Cathy Seagren will get a list of members to her. Checks will need to be made out to the Association this year for tax deductions.  Jim’s address will be used for members to send checks rather than the PO Box.

Ellen Mumford reported that she had gone to the office at City Hall about a week ago and the room was empty. All our things were in another room. She went to the offices upstairs and asked why things had been moved. They indicated that they thought we weren’t going to use the room. Cathy Seagren and Mary Gilbert dropped off a box of records on Monday November 16th and the Sister Cities property was back in the room.

A lease for the upcoming year should be received soon. Cathy Seagren made a motion to be proactive and issue a check for the $1.00 rent for 2016  and mail it now. The motion was seconded and carried unanimously.

The next Board meeting will be at the Public Safety Building on January 19, 2016 at 5:45 P.M.

Respectfully submitted,

Cathy Seagren, Secretary

October 2015 Minutes

Dixon Sister Cities Association

Board Meeting

October 20, 2015

Call to Order:  President Ray Schmidt called the meeting to order at 5:50 PM.

Board Members Present:   Judy Arnould, Laura Brown, Jim Brown, Ellen Mumford, Meg Schmidt, Ray Schmidt, Peggy Ulferts , Geoff Vanderlin and Cathy Seagren .

Sue Coers and Elise Ulferts-Hume were excused.

Association Members Present:   David Nelson

Agenda: A motion to approve the agenda was made and motion carried.

Minutes:  After individual review, corrections were noted to change the spelling of Mukila Maitha’s name and that the student indicated is from Uganda not Kenya. The minutes were approved as corrected.

Treasurer’s Report: Treasurer, Jim Brown, indicated that he had just received the bank statement and had no other records to date. The balance at 9/1/2015 was $16,958.46 and ended at $17,360.50 9/30/2015. A donation of $400 was received and interest of .04.  A full report will be made in November.

It was also noted that the audit of the previous years’ books has not been completed as yet.

Bills: Cathy Seagren presented a bill for $215.00 for the Secretary of State for the annual fee for a Charitable Organization and a related fine for late filing; and Ray Schmidt presented the bill for dinner for the guests from the past Saturday totaling $91.42.  Both were approved to be paid.

COMMITTEES:

Membership:  No change. President Ray Schmidt indicated that he would like to have a membership drive that would bring new active members into the group.

Public Relations & Website:  Elise indicated to Cathy that she will be posting pictures to the website and that she has last month’s minutes already there.

German committee:  Ellen Mumford had nothing to report.

Irish Committee:  No changes or news. Cathy will get Nora’s email address to Meg so she can communicate with her.

Kenya Committee: Geoff Vanderlin and Ray Schmidt reported on the visit Saturday by Mukila Maitha, Rich Johnson and Fullbright scholar, Byamugisha Jimrex. They had a very good visit to several farms in the area and all involved felt it was a worthwhile day. We  had dinner with the guests at Palmyra Place

which several other members attended as well as board members.

Abe Tumati’s father, who was instrumental in our Thika connection has passed away.

He indicated that we should plan a trip to Kenya and it would probably occur during 2017.

Russia Committee: No changes or news.

Fund Raising: Ellen Mumford reported that the booth at the Scarecrow/Oktoberfest event in Dixon was

canceled. As it appears to have had small attendance it was best we had cancelled.

There was some discussion about having Oktoberfest again as a group.

No other fundraising is planned at this time. All board members are to think about new ideas.

Old Business

Highway signs were discussed again. It was noted that attempts have been made by Ellen Mumford to

to contact Mr Morley regarding the price of signs.
Plaques for the flagpoles on the riverfront also were discussed and Ellen is working on this.

Our 501c(3) status may help us attract donations and members.

New Business: Cathy Seagren reported that Carol Jones is willing to be chairperson over “The Christmas Family” again. She will contact Goodfellows for the name of one or two families in need this year. A letter will be sent out to the membership asking for donations as in previous years. Shopping will be done by several members and delivered to the assigned families the week before Chrismas. It was noted that in the letter to members it should remind people of our new tax status which will make the donations tax deductible. Due to this, donations will need to be given in the Dixon Sister Cities Associaiton, rather than directly to Carol .

Member David Nelson has items in his garage that need to be placed in our room at City Hall. It was also noted that a day of organization needs to be done very soon. Ellen will purchase file folders to help with

this and it was agreed that all would help.

Adjournment: Motions to adjourn were made and approved and the meeting ended at 6:56 pm.

The next meeting, will be held at the Dixon Police Station Community Room on November17, 2015 at 5:45 P.M.

Respectfully submitted,

Cathy Seagren

Secretary