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HomeMy WebLinkAboutStudy Session Item a - Accept Donation for China TripGPyIF0R'N r /� �lu6ust 5, 1903 -11p� -42 it, of v i j DATE: February 3, 2015 TO: Honorable Mayor and City Council FROM: Stephen P. Deitsch, City Attorney STAFF REPORT Office of the City Attorney SUBJECT: ACCEPT DONATION TO THE CITY; APPROVE TRAVEL BY DELEGATION OF CITY OFFICIALS AND EMPLOYEES TO CHINA AND TAIWAN FOR "SISTER CITY" AND OTHER CITY BUSINESS PURPOSES; AND APPROPRIATE FUNDS TO PAY FOR BUSINESS PORTION OF SUCH TRAVEL Recommended Action: Accept Donation; Approve Business Travel; and Appropriate Funds for Business Travel SUMMARY The City has been offered a donation, but staff has not confirmed the amount of the donation or the exact name of the donor or donors at the time of this writing. Staff will provide donor information and the amount of the donation at the City Council Study Session on February 3, 2015. If accepted, the donation may be placed in the general fund and will be available for any use by the City. The City Council may use funds from the donation to send representatives to China and Taiwan for "sister city" and other City business purposes. The City Council may authorize City officials to travel to China and Taiwan to meet with officials to explore establishing a sister city relationship and to obtain information on local governmental services, residential design and culture in these countries. BACKGROUND The City Council may authorize business travel to China and Taiwan to formulate a sister city relationship with cities in these countries. The sister city concept was developed by President Eisenhower as part of a citizen diplomacy initiative as a way for communities in different countries to connect through shared cultural and diplomatic relations. Section 37110 of the California Government Code specifically authorizes cities to expend funds in furtherance of sister city relationships, and many cities across the state have sister cities. Acceptance of Donation February 3, 2015 Page 2 of 3 The countries of China and Taiwan have a unique connection to the City of Arcadia because more than 50% of the City's population is of Chinese or Taiwanese heritage. Mayor Wuo has been in discussions with the consulates for both China and Taiwan, who have been seeking out cities that share similar demographics or other matters of common interest with the City. The City Council may consider authorizing a delegation of city officials to travel to such cities for a diplomatic meeting with officials from those cities. In addition to meeting with foreign local officials to discuss the sister city relationship, City officials will also study the nature of local governmental services, including land use planning and design, code enforcement, police services, and other relevant city services. The City Council may also authorize the delegation to visit other cities and local city officials to learn about the culture and customs of these regions. The goal is for City officials to obtain information and understanding that will allow for better provision of services to the City's population. The City's expense reimbursement policy generally authorizes the advance payment of expenses for educational or informational meetings and allows for reimbursement related to transportation, lodging, meals, baggage handling fees, and reasonable and customary gratuities incurred while conducting City business. The City Council will need to find that all travel expenditures for the sister city and other business travel are consistent with this policy. The City will not pay, advance, or reimburse for any unauthorized expenditures under the expense reimbursement policy, including expenditures for personal expenses, entertainment expenses, or alcohol. The City will determine the scope of the travel that will constitute the conduct of City business and will be subject to reimbursement. Because these travel expenditures are not part of the current budget, the City Council must make an appropriation for all travel - related expenditures pertaining to City business. Staff will recommend an amount for the appropriation at the City Council Study Session. The City Council must also ultimately identify and approve the officials and employees that will form the delegation. The initial authorization of the travel, determination of the delegation, determination of the length of the travel, and an appropriation of funds will be necessary for the initial travel planning, including reservations of flights, other transportation, and lodging. Approval of the specific itinerary may follow at a later time. FISCAL IMPACT The fiscal impact of the donation will be provided at the Council Study Session; the entire amount of the donation will be placed into the City's general fund. The fiscal impact of appropriation for travel expenditures has yet to be determined but will be an amount recommended at the City Council Study Session after staff confirms the estimated costs. Acceptance of Donation February 3, 2015 Page 3 of 3 RECOMMENDATION It is recommended that the City Council accept the donation to the City; approve City officials and employees travel to China and Taiwan for "Sister City" and other City business purposes; and appropriate funds to pay for business portion of such travel. Approved' Dominic Lanza City Manager