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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.