HomeMy WebLinkAboutItem 12b - Friendship Cities Program Policy
DATE: September 17, 2019
TO: Honorable Mayor and City Council
FROM: Dominic Lazzaretto, City Manager
By: Michael Bruckner, Assistant to the City Manager
SUBJECT: FRIENDSHIP CITIES PROGRAM POLICY
Recommendation: Adopt
SUMMARY
At the May 21, 2019, City Council meeting, the Heilongjiang Business Association, a
USA-Cal 501(c)(3), requested that the City of Arcadia consider establishing a
Friendship City relationship with Dongfang City, Hainan Provence, China. Council
Member Tay made a motion to bring this item back at a future study session. Council
Member Chandler and Council Member Amundson voted in support of this motion.
At the August 6, 2019, City Council meeting, after a lengthy study session, a City
Council majority voted to table adoption of the Friendship Cities Program. After review
of the City Council’s comments, staff has updated the Friendship Cities Program Policy
to address concerns expressed during the study session. The revised Friendship Cities
Program Policy (Attachment No. 1) is being presented for reconsideration. Therefore, it
is recommended that the City Council adopt the revised Friendship Cities Program
Policy.
DISCUSSION
The revised Friendship Cities Program Policy addresses several concerns raised by the
City Council during its August 6, 2019, City Council meeting. Below is a summary of the
revisions made to the policy:
1. No public funds shall be used in support of a Friendship City engagement with
the exception to limited staff time to support the establishment of a Friendship
City relationship and small gifts for Friendship City dignitaries.
2. A Friendship City proposal will require sponsorship and recommendation by a
member of the City Council and must be approved by a majority of the City
Friendship Cities Program Policy
September 17, 2019
Page 2 of 3
Council. The Friendship City Council sponsor shall submit an application on a
form provided by the City Manager’s Office on behalf of the Friendship City and
provide background to the City Manager’s Office staff for review. Upon receipt of
a completed application packet, the City Manager shall place the item on an
upcoming City Council agenda for consideration.
3. The City Council Member that sponsors the relationship assumes the
responsibility of “Ambassador” to the Friendship City. Ambassador duties may
include hosting and organizing City events, visits, and other official acts in
support of the Friendship City relationship.
4. All Friendship City relationships must be documented by a Friendship City
Agreement between both cities. All Friendship City Agreements must be
approved by the City Council and signed by the Mayors of both cities in order to
be valid.
5. The City of Arcadia’s funding for the Friendship Cities Program shall be limited
to: visitor’s gifts such as City of Arcadia branded pins, pens, and other souvenirs
of minor value; nominal City staff time to coordinate meetings for visiting
dignitaries with the City Council and City staff; and securing City-owned facilities
for such meetings, if appropriate. Any additional costs beyond those referenced
above, including costs for travel by City Council representatives to Friendship
Cities, shall be at the individual participant’s expense. No public funds shall be
authorized at any time for travel to a Friendship City.
Based on the forgoing, it is recommended that the City Council adopt the revised
Friendship Cities Program Policy. Upon adoption, the City Manager’s Office will begin
preparing the necessary application materials for Friendship City sponsorship. Upon
receipt of a completed application by a City Council sponsor, staff will prepare an
agenda item for City Council consideration.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
There is no cost associated with the designation of Friendship City status. Per the
Friendship Cities Program Policy, no public funds may be used in support of Friendship
City relationships except for minor dignitary gifts and very nominal staff time to
coordinate attendance at events.
Friendship Cities Program Policy
September 17, 2019
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council adopt the Friendship Cities Program Policy.
Attachment No. 1 - Friendship Cities Program Policy (Clean Version)
Attachment No. 2 - Friendship Cities Program Police (Red-Lined Version)
CITY OF ARCADIA
FRIENDSHIP CITIES PROGRAM POLICY
PURPOSE
The purpose of Arcadia’s Friendship Cities Program is to create opportunities for the City of Arcadia to
establish ongoing communication with similar municipal governments around the globe and to learn from
one another.
DEFINITIONS
A “Friendship City” is a relationship established between the City of Arcadia and a city in another country
that is mutually beneficial. City officials or staff and interested community members or organizations from
the City of Arcadia and its Friendship Cities may periodically keep in contact for the purpose of discussing
topics of mutual interest.
POLICY
The Friendship Cities Program is a way for the City to initiate relationships on a municipal government to
municipal government basis with international cities on a less formal basis than through an official Sister
City relationship.
Friendship City engagement with foreign municipalities will foster increased global cooperation and
communication at the municipal level for the benefit of participating cities. The program allows the City
to form flexible ties with international cities without having to apply the more formal process established
under the guidelines of Sister Cities International.
No public funds shall be used in support of a Friendship City engagement with the exception of limited
staff time to support the establishment of a Friendship City relationship and small gifts for Friendship City
dignitaries.
GOAL
The primary goal of a Friendship City relationship is to open lines of communication between the City of
Arcadia and the Friendship City. The Program is designed to establish an informal relationship between
the City of Arcadia and participating international cities, creating an atmosphere of goodwill.
Friendship City relationships may include the exchange of correspondence between Mayors, City Council
Members, and other community leaders regarding areas of mutual interest. While funding limitations may
preclude travel or more formal program activities, the Friendship Cities Program provides the opportunity
to initiate information and cultural exchanges, and the ability to generate community interest and
support.
Attachment No. 1
PROCEDURES
1. The Friendship Cities Program is coordinated and managed through the City Manager’s Office.
2. Selection and adoption of Friendship Cities shall be based upon, but not limited to, the following:
a. Careful consideration of City of Arcadia’s current and prospective ties to the country;
relevant political, cultural, and economic issues; and an appraisal of the benefits that
would accrue from the Friendship City relationship.
b. Support from individuals, groups, or organizations in the Arcadia community with a
demonstrated interest in the Friendship City relationship.
c. Strong consideration will be given to cities comparable to Arcadia in areas such as
demographics, culture, geographical similarities, tourism, economics, business, and
population.
3. A Friendship City proposal will require sponsorship and recommendation by a Member of the City
Council and must be submitted to, and approved by, a majority of the City Council. The Friendship
City Council sponsor shall submit an application on a form provided by the City Manager’s Office
on behalf of the Friendship City and provide background information to the City Manager’s Office
staff for review. Upon receipt of a completed application packet, the City Manager shall place the
item on an upcoming City Council agenda for consideration. Required documents include:
a. Friendship City Application.
b. Letter of Interest from Friendship City.
c. Friendship City background information and summary of proposed benefits.
4. The City Council Member that sponsors the relationship assumes the responsibility of
“Ambassador” to the Friendship City. Ambassador duties may include hosting and organizing City
events, visits, and other official acts in support of the Friendship City relationship.
a. Should a current City Council Member assigned as Ambassador to a Friendship City no
longer serve on the City Council or is otherwise unable to serve as the Ambassador, a
current sitting City Council may assume Ambassador duties for the Friendship City as
defined herein.
b. If an Ambassador is not identified, the Friendship City relationship will be terminated.
5. All Friendship City relationships must be documented by a Friendship City Agreement between
both cities. All Friendship City Agreements must be approved by the City Council and signed by
the Mayors of both cities in order to be valid. The proposed Friendship City Agreement shall
include the following provisions:
a. Adhering to the principle of equality and mutual benefit, both cities will strive to learn
from one another through information sharing opportunities to promote prosperity and
quality of life.
b. City officials, relevant City departments, and interested community members and
organizations, may periodically keep in contact for the convenience of discussing topics
of mutual interest.
c. Friendship City Agreement may be terminated when such action is deemed appropriate
by either City to be in its best interest.
6. The City of Arcadia’s funding for the Friendship Cities Program shall be limited to : visitor’s gifts
such as City of Arcadia branded pins, pens, and other souvenirs of minor value; nominal City staff
time to coordinate meetings for visiting dignitaries with the City Council and City staff; and
securing City-owned facilities for such meetings, if appropriate. Any additional costs beyond those
referenced above, including costs for travel by City Council representatives to Friendship Cities,
shall be at the individual participant’s expense. No public funds shall be authorized at any time
for travel to a Friendship City.
7. The City Manager shall have authority to develop and implement administrative policies,
practices, and materials deemed necessary to support City Council-approved Friendship City
agreements and administration of the Program.
CITY OF ARCADIA
FRIENDSHIP CITIES PROGRAM POLICY - DRAFT (Revised)
PURPOSE
The purpose of Arcadia’s Friendship Cities Program is to create opportunities for the City of Arcadia to
establish ongoing communication with similar municipal governments around the globe and to learn
from one another.
DEFINITIONS
A “Friendship City” is a relationship established between the City of Arcadia and a city in another
country that is mutually beneficial. City officials or staff and interested community members or
organizations from the City of Arcadia and its Friendship Cities may periodically keep in contact for the
purpose of discussing topics of mutual interest.
POLICY
The Friendship Cities Program is a way for the City to initiate relationships on a municipal government to
municipal government basis with international cities on a less formal basis than through an official Sister
City relationship.
Friendship City engagement with foreign municipalities will foster increased global cooperation and
communication at the municipal level for the benefit of participating cities. The program allows the City
to form flexible ties with international cities without having to apply the more formal process
established under the guidelines of Sister Cities International.
No public funds shall be used in support of a Friendship City engagement with the exception of limited
staff time to support the establishment of a Friendship City relationship and small gifts for Friendship
City dignitaries.
GOAL
The primary goal of a Friendship City relationship is to open lines of communication between the City of
Arcadia and the Friendship City. The Program is designed to establish an informal relationship between
the City of Arcadia and participating international cities, creating an atmosphere of goodwill.
Friendship City relationships may include the exchange of correspondence between Mayors, City Council
Members, and other community leaders regarding areas of mutual interest. While funding limitations
may preclude travel or more formal program activities, the Friendship Cities Program provides the
opportunity to initiate information and cultural exchanges, and the ability to generate community
interest and support.
Attachment No. 2
PROCEDURES
1. The Friendship Cities Program is coordinated and managed through the City Manager’s Office.
2. Selection and adoption of Friendship Cities shall be based upon, but not limited to, the
following:
a. Careful consideration of City of Arcadia’s current and prospective ties to the country;
relevant political, cultural, and economic issues; and an appraisal of the benefits that
would accrue from the Friendship City relationship.
b. Support from individuals, groups, or organizations in the Arcadia community with a
demonstrated interest in the Friendship City relationship.
c. Strong consideration will be given to cities comparable to Arcadia in areas such as
demographics, culture, geographical similarities, tourism, economics, business, and
population.
3. A Friendship City proposal will require sponsorship and recommendation by a Member of the
City Council and must be submitted to, and approved by, a majority of the City Council. The
Friendship City Council sponsor shall submit an application on a form provided by the City
Manager’s Office on behalf of the Friendship City and provide background information to the
City Manager’s Office staff for review. Upon receipt of a completed application packet, the City
Manager shall place the item on an upcoming City Council agenda for consideration. Required
documents include:
a. Friendship City Application.
b. Letter of Interest from Friendship City.
c. Friendship City background information and summary of proposed benefits.
4. The City Council Member that sponsors the relationship assumes the responsibility of
“Ambassador” to the Friendship City. Ambassador duties may include hosting and organizing
City events, visits, and other official acts in support of the Friendship City relationship.
a. Should a current City Council Member assigned as Ambassador to a Friendship City no
longer serve on the City Council or is otherwise unable to serve as the Ambassador, a
current sitting City Council may assume Ambassador duties for the Friendship City as
defined herein.
b. If an Ambassador is not identified, the Friendship City relationship will be terminated.
5. All Friendship City relationships must be documented by a Friendship City Agreement between
both cities. All Friendship City Agreements must be approved by the City Council and signed by
the Mayors of both cities in order to be valid. The proposed Friendship City Agreement shall
include the following provisions:
a. Adhering to the principle of equality and mutual benefit, both cities will strive to learn
from one another through information sharing opportunities to promote prosperity and
quality of life.
b. City officials, relevant City departments, and interested community members and
organizations, may periodically keep in contact for the convenience of discussing topics
of mutual interest.
c. Friendship City Agreement may be terminated when such action is deemed appropriate
by either City to be in its best interest.
6. The City of Arcadia’s funding for the Friendship Cities Program shall be limited to : visitor’s gifts
such as City of Arcadia branded pins, pens, and other souvenirs of minor value; nominal City
staff time to coordinate meetings for visiting dignitaries with the City Council and City staff; and
securing City-owned facilities for such meetings, if appropriate. Any additional costs beyond
those referenced above, including costs for travel by City Council representatives to Friendship
Cities, shall be at the individual participant’s expense. No public funds shall be authorized at any
time for travel to a Friendship City.
7. The City Manager shall have authority to develop and implement administrative policies,
practices, and materials deemed necessary to support City Council-approved Friendship City
agreements and administration of the Program.