Loading...
HomeMy WebLinkAboutItem 11a - Establishing a Friendship City relationship with Dongfang City, Hainan Province, China DATE: November 19, 2019 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Michael Bruckner, Assistant to the City Manager Laena Shakarian, Management Analyst SUBJECT: CONSIDERATION OF ESTABLISHING A FRIENDSHIP CITY RELATIONSHIP WITH DONGFANG CITY, HAINAN PROVINCE, CHINA Recommendation: Provide Direction SUMMARY On October 7, 2019, Council Member Tay submitted a Friendship City Application (Attachment “A”) and Letter of Interest (Attachment “B”) on behalf of Dongfang City, Hainan Province, China to establish a Friendship City relationship. Dongfang City is one of the seven county-level cities of Hainan Province, China. It is located on the western coast of Hainan Island facing Vietnam across the Gulf of Tonkin, a very strategic position for trade and commerce in that part of Asia. Per the City’s adopted Friendship Cities Program Policy, it is recommended that the City Council provide direction regarding the request to establish a Friendship City relationship with Dongfang City, Hainan Province, China. BACKGROUND A Friendship City is a relationship established between two communities that is mutually beneficial. City officials or staff and interested community members or organizations from the cities may periodically keep in contact for the purpose of discussing topics of mutual interest. Friendship City relationships are usually pursued based upon activities and thematic areas that are important to both communities, including business, trade, educational, and cultural interests. A Friendship City relationship is less formal and rigid than a “Sister City” relationship and can be as active or passive as the participating cities wish. 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 Request for Friendship City Designation with Dongfang City, Hainan Province, China November 19, 2019 Page 2 of 4 Friendship City relationship with Dongfang City, Hainan Province, China (Attachment “C”). 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 discussion, a City Council majority voted to table the adoption of the Friendship Cities Program along with considering a Friendship City relationship with Dongfang City. After review of the City Council’s comments, staff updated the Friendship Cities Program Policy to address concerns expressed during the Study Session. At the September 17, 2019, City Council meeting, the City Council voted to adopt a Friendship Cities Program Policy (Attachment “D”). Based on this adopted Policy, application forms were developed and made available to the City Council. DISCUSSION On October 7, 2019, Council Member Tay submitted a Friendship City Application and Letter of Interest on behalf of Dongfang City to establish a Friendship City relationship. Dongfang City is one of the seven county-level cities of Hainan Province, China. It is located on the western coast of Hainan Island facing Vietnam across the Gulf of Tonkin, which is a very strategic position for trade and commerce in the east Asian region. The Heilongjiang Business Association (“Association”) is sponsoring this application on behalf of Dongfang City. The primary activities of the Association are focused on arts and culture, youth and education, business and trade, and overall community development. The Association is interested in helping establish a Friendship City relationship between the Cities of Arcadia and Dongfang, in part because the organization has an interest in promoting cooperation between China and the United States, and in particular the Pacific Coast region. Additionally, Dongfang City would like to develop a racetrack, improve their malls, hospitals, and senior centers, and looks to Arcadia as an example. According to the Association, a friendship between the two cities is in the spirit of the Association’s goals, and can be accomplished with minimal effort on the part of the City since the Association would be willing to do the legwork. Per the policy, selection and adoption of a Friendship City shall be based upon, but not limited to, the following: • Careful consideration 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 relationship. • Support from individuals, groups, or organizations in the Arcadia community with a demonstrated interest in the friendship relationship. Request for Friendship City Designation with Dongfang City, Hainan Province, China November 19, 2019 Page 3 of 4 • Strong consideration will be given to cities comparable to Arcadia in areas such as demographics, culture, geographical similarities, tourism, economics, business, and population. Due to the high number of residents in Arcadia who have emigrated from various parts of China, establishing a Friendship City relationship with a Chinese community is a natural choice. However, with 813 cities in China having populations over 10,000, deciding which community might be the best fit is a little more difficult. The internet provides only limited information on Dongfang City. The table below compares the population, size, climate, industry, and form of government of the two cities: Arcadia Dongfang City Population 58,156 454,800 Size 11 sq. mi. 871 sq. mi. Climate Mediterranean Tropical Industry Health, Science, Technical Chemical, Bio-energy Government Local/Municipal County This is the Association’s first attempt at establishing a Friendship City relationship with another city and Dongfang City has no other Friendship or Sister City relationships in the United States or any other country. Should the City Council wish to engage in a Friendship City relationship with Dongfang City, the Friendship City Program Policy provides some general guidelines for the establishment of this relationship. By submitting the application, Council Member Tay has certified that he is willing to serve as the Ambassador between Dongfang City and the City of Arcadia. In addition, per the adopted policy, Council Member Tay has also stated that he has no financial interest and will derive no financial benefit from serving as Ambassador. Council Member Tay will also present more information during the discussions on this item on why he feels Dongfang City meets the criteria for establishing a Friendship City relationship. FISCAL IMPACT There is no impact to the General Fund. Per the City’s adopted Friendship Cities Program Policy, no costs may be incurred in support of the Friendship Cities Program, with the exception of minor staff time for administration and other small monetary gifts for dignitaries. Request for Friendship City Designation with Dongfang City, Hainan Province, China November 19, 2019 Page 4 of 4 RECOMMENDATION It is recommended that the City Council provide direction regarding the request to establish a Friendship City relationship with Dongfang City, Hainan Province, China. Attachments: “A” – Friendship City Application – Dongfang City “B” – Letter of Interest (English & Chinese) “C” – City Council Presentation – May 21, 2019 “D” – Friendship Cities Program Policy FRIENDSHIP CITY APPLICATION A.BACKGROUND: 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. 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. The first step towards establishing a Friendship Cities Designation is for a City Council Member to complete the attached application. This application helps to identify the proposed goals of the relationship, the supporting activities expected, and highlights the areas of interest and strengths or needs of each party. This information is provided to the City of Arcadia City Council for their consideration. B.CRITERIA: The Friendship Cities Program is coordinated and managed through the City Manager’s Office. The selection and adoption of Friendship Cities shall be based upon, but not limited to, the following: 1.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. 2.Support from individuals, groups, or organizations in the Arcadia community with a demonstrated interest in the Friendship City relationship. 3.Strong consideration will be given to cities comparable to Arcadia in areas such as demographics, culture, geographical similarities, tourism, economics, business, and population. C.WHO MAY REQUEST A FRIENDSHIP CITIES DESIGNATION? A Friendship City proposal will require sponsorship and recommendation by a current City Council Member and must be submitted to, and approved by, a majority of the City Council. The Friendship City Council sponsor shall submit this application 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: 1.Friendship City Application Attachment "A" 2.Letter of Interest from Friendship City 3.Friendship City background information and summary of proposed benefits D.RESPONSIBILITIES: 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. 1.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. 2.If an Ambassador is not identified, the Friendship City relationship will be terminated. E.PROCESSING AND APPROVAL OF THE APPLICATION: 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: 1.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. 2.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. The Friendship City Agreement may be terminated when such action is deemed appropriate by either City to be in its best interest. F.FUNDING: 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. IMPORTANT: Please complete and return the application below, along with all supporting materials, to the City Manager’s Office. The application will only be processed once all the required documents have been completed and received. For any questions regarding the Friendship Cities policy, program, or application, please contact Mike Bruckner at mbruckner@ArcadiaCA.gov or at (626) 574-5433. Last Name: Term Expiration: APPLICATION FOR DESIGNATION A City Council Member interested in establishing a Friendship City relationship must provide a completed application that addresses all the questions below in addition to a Letter of Interest from the proposed Friendship City. Submission of a completed application does not guarantee that the City of Arcadia will enter into a Friendship City relationship. 1.Arcadia City Council Ambassador Term (First or Second): Signature:Date: Email: Climate: Nearest Airport: By signing this form, I agree that the forgoing is true and correct, and assume the duties of Ambassador as outlined in the City of Arcadia’s Friendship Cities Policy. I further agree that I have no financial interest in, or will derive any financial benefit from, serving as an Ambassador to the proposed Friendship City. 2.Proposed Friendship City Proposed Friendship City (name & country): Name and Title of Highest Elected Official: Name and Title of Friendship City Representative: Mailing Address: Phone Number: Website: Population: Nearest Major City: ______________________ͺ ____________________________ _________________________________ __________________________ ________________________________ ___________________________________________________ ____________________________________________________ ______________________________________________ _________________________________________________________________________ _______________________________ ____________________________________ ___________________________ͺ ___________________________________ _________________________________ _____________________________ ____________________________ ___________________________________________________________________________Demographics: &Žƌŵ ŽĨ 'ŽǀeƌŶŵeŶt:ͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Tay Second November , 2022 10/6/2019 Dongfang, Hainan province, China Gang Tei, Mayor Gang Tei , Mayor 3 Office Building, Dongfang City, Haian Province, CN 572600 +011 86 0898 25523399 http://www.chinatoday.com/city/hainan.htm tropical443,000 Sanya Phoenix internationalSan Yang population subdividing into the Han, the Li, the Miao, the Hui and other nationalities. ShoFirst Name: ________________________________ ϯ.Sponsorship Organization Is a third party organization sponsoring this application in support or on behalf of the proposed Friendship City? If yes, please provide their information below͘ /Ĩ ŶŽ͕ ƉůeĂse sŬiƉ tŚis seĐtiŽŶ ĂŶĚ ĐŽŶtiŶƵe tŽ seĐtiŽŶ ηϰ͘ Organization Name: Name and Title of Organization Representative: Mailing Address: ______________________________________________________________________ ________________________________________________ _________________________________________________________________________ ____________________________________ Is the Organization a registered 501(c) 3 non-profit in good standing? If yes, please provide verification of non-profit status and a copy of their most recent tax returns. ___________________________ What is the mission of the Organization? Phone Number: ͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ŵĂiů: Website: ͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Heilongjiang Buisness Association Binying Qi and Lihua Song P. O. box 62, Sierra Madre, Ca 91025 Qibinying@yahoo.com626-456-0032 Yes, Tax documentation for the Organization is on file with the City of Arcadia To promote business and cultural relations between China and the United States. What is the relationship between the Friendship City and the Organization? What is the Organization’s experience in developing activities, events, programs, and exchanges in support of Friendship City relationships? Please provide examples. The organization promotes education, culture, tourism and development between the United States, particularly the West Coast and China This is the Heilongjiang Business associations first attempt supporting Friendship City relationships. There are no examples of previous efforts. ϰ.&ƌŝĞŶĚƐŚŝƉ ŝƚLJ ĂĐŬŐƌŽƵŶĚ /ŶĨŽƌŵĂƚŝŽŶ Please provide some background information about how your relationship with the proposed Friendship City was established. Žes tŚe ƉƌŽƉŽseĚ &ƌieŶĚsŚiƉ itLJ ŚĂǀe ĂŶŽtŚeƌ &ƌieŶĚsŚiƉ Žƌ ^isteƌ itLJ ƌeůĂtiŽŶsŚiƉ ǁitŚ Ă h͘^͘ itLJ͍ /Ĩ LJes͕ ǁŚeƌe is tŚe &ƌieŶĚsŚiƉͬ^isteƌ itLJ ůŽĐĂteĚ͍ The President of the Heilongjiang Business Association, Lihua Song, is working on the development a pilot training school and air transport facility in Dongfang City, and is involved in educational and cultural and travel activities No. Dongfang City has no friendship or sister city relationships in the United States Does the proposed Friendship City have ŽtŚeƌ &ƌieŶĚsŚiƉ Žƌ ^isteƌ itLJ relationships in other countries? If yes, where is the Friendshipͬ^isteƌ City located? WŚĂt Ăƌe tŚe &ƌieŶĚsŚiƉ itLJΖs ĐŽŵŵƵŶitLJ ĂŶĚ ĐƵůtƵƌĂů ĂĐtiǀities͍ ;i͘e͘ Ăƌt ƉƌŽŐƌĂŵs͕ sƉŽƌts teĂŵs͕ ŚŽsƉitĂůs͕ ŵeĚiĂ͕ ĨestiǀĂůs͕ ĐŽŵŵƵŶitLJ eǀeŶts͕ etĐ͘Ϳ No, Dongfang City has no friendship of sister city relationships in other countries Dongfang culture resources: The Baicha Shipform Cultural Village Fuque Xinxian Square The Hainan Railway Development Museum The Modern Agricultural Tourism Demonstration China Scholarship Council, Dongfang International Center for Education Exchange Dongfang Film Festival The Oriental Minority Festival (February) Red Dragon Fruit Festival in February. Tourist Festival in January Traditional Banboo Dance Festival (United Nations Cultural Heritage registered) WƌŽǀiĚe iŶĨŽƌŵĂtiŽŶ ŽŶ tŚe &ƌieŶĚsŚiƉ itLJΖs eĚƵĐĂtiŽŶ sLJsteŵ: ;i͘e͘ ŵĂũŽƌ ĐŽůůeŐes͕ ƵŶiǀeƌsities͕ teĐŚŶiĐĂů͕ tƌĂiŶiŶŐ iŶstitƵtiŽŶs͕ etĐ͘Ϳ deůů Ƶs ĂbŽƵt tŚe &ƌieŶĚsŚiƉ itLJΖs eĐŽŶŽŵiĐs ĂŶĚ tŽƵƌisŵ͘ WŚĂt Ăƌe its ƉƌiŵĂƌLJ iŶĚƵstƌies ĂŶĚ ƉƌŽĚƵĐts͍ /s it Ă ĚestiŶĂtiŽŶ ĨŽƌ ǀisitŽƌs ĂŶĚ bƵsiŶesses͍ Government supported Elementary, Middle and High School System Dongfang Institute of Technology Dongfang Pilot School School for Students with Special Needs College for Hospitality Services, Hotel, Restaurant and Tourism Hainan Island has a long and complex history. The indigenous Li and Miao ethnic peoples each have distinct cultures and customs. Hainan was administered as part of Guangdong Province until 1988. Since then it has been designated a Special Economic Zone (SEZ) and has become a magnet for investment and has developed a large tourist infrastructure. Being nation's tropical crop base, produces rubber, sisal hemp, coffee, coconut, pineapple, tea, cocoa, condiment and perfume. The reserves of titanium, crystal and precious stone run the first place in China. Coconut, tea and pepper are its famous local and special products. Known as “China’s Hawaii,” Dongfang attracts visitors from China and beyond, especially to its southern beaches around Sanya. The major scenic spots include Wugong Temple and Hai Rui's Tomb in Haikou; The Remostest Corners of the earth Scenic Spot, Luhuitou Park and Wuzhi Mountain in Sanya. Describe iŶ ĚetĂiů ǁŚĂt beŶeĨits ĂŶĚͬŽƌ ĐŚĂůůeŶŐes LJŽƵ ĂŶtiĐiƉĂte Žƌ edžƉeĐt ĨŽƌ tŚe itLJ ŽĨ ƌĐĂĚiĂ iŶ ĚeǀeůŽƉiŶŐ tŚis &ƌieŶĚsŚiƉ itLJ ƌeůĂtiŽŶsŚiƉ͘ /teŵs ŵĂLJ iŶĐůƵĚe: esĐƌibe iŶ ĚetĂiů ǁŚĂt beŶeĨits ĂŶĚͬŽƌ ĐŚĂůůeŶŐes LJŽƵ ĂŶtiĐiƉĂte Žƌ edžƉeĐt ĨŽƌ tŚe &ƌieŶĚsŚiƉ itLJ iŶ ĚeǀeůŽƉiŶŐ tŚis ƌeůĂtiŽŶsŚiƉ͘ /teŵs ŵĂLJ iŶĐůƵĚe: •Areas of interest upon which the relationship will focus. •Opportunities for growth and potential outcomes. •Areas of interest upon which the relationship will focus. •Opportunities for growth and potential outcomes. If the two cities, Arcadia and Dongfang City can form a friendship relationship, that implies that residents of different ethnicities can accept each other. And this “friendship city" relationship will not bring financial burden to Arcadia and will present a good image for both cities. Arcadia is also the immigrant city in the hearts of the Chinese people. The establishment of sister cities in the two cities can promote the economic development of the two cities, and Dongfang City welcomes Arcadia residents to the East (the cost is much cheaper than Hawaii), and the eastern residents can also come to Arcadia for a holiday. Arcadia has a racecourse, botanical gardens, shopping malls, hospitals, and elderly activity centers. Dongfang City would like to develop a racecourse and improve their malls, hospitals and senior centers and looks to Arcadia as an example. Hainan province is very much like Hawaii, and is also a great tourist destination. WůeĂse ĂĚĚ ĂŶLJ ƉŚŽtŽs͕ ůiŶŬs tŽ tŽƵƌisŵ Žƌ ƉƌŽŵŽtiŽŶĂů ǀiĚeŽs͕ ŵeĚiĂ͕ Žƌ ŽtŚeƌ iŶĨŽƌŵĂtiŽŶ tŚĂt ĐĂŶ ƉƌŽǀiĚe Ă ǀisƵĂů ƌeƉƌeseŶtĂtiŽŶ ŽĨ tŚe ƉƌŽƉŽseĚ &ƌieŶĚsŚiƉ itLJ͘ REMINDER: /ŶĐůƵĚe Ă ůetteƌ ŽĨ iŶteƌest ĨƌŽŵ tŚe ŚiŐŚest ƌĂŶŬiŶŐ ŽĨĨiĐiĂů ĨƌŽŵ tŚe ƉƌŽƉŽseĚ &ƌieŶĚsŚiƉ itLJ ǁitŚ LJŽƵƌ ĂƉƉůiĐĂtiŽŶ͘ WůeĂse ĂĚĚ ĂŶLJ ĂĚĚitiŽŶĂů iŶĨŽƌŵĂtiŽŶ ĂbŽƵt tŚis ƉƌŽƉŽseĚ ƌeůĂtiŽŶsŚiƉ ĂŶĚͬŽƌ tŚe iŶǀŽůǀeĚ ĐitLJ ĂŶĚ ŽƌŐĂŶinjĂtiŽŶ͘ See attached Dongfang Municipal People's Government DFH No. 〔 2019 〕 86 Letter from Dongfang Municipal People's Government on the Intention to Establish Sister City Ties with Government of the City of Arcadia Arcadia Municipal Government: Arcadia is an historic, beautiful and wealthy city with a long history, convenient communication and a rich culture. It is known as "the City of Trees" and is a resort for tourism and recreation. The city has made remarkable achievements in economic growth, urban management, humanist education and leisure tourism, which are worthy of our study and reference. Dongfang city is one of the three major coastal cities in Hainan, with a long history, rich resources and a pleasant climate. It has been known as the "Land of Thanksgiving and Pears." The city has the largest tropical plain in Hainan, and is an important energy and chemical industry base in Hainan. It is the only city port with a border trade policy and designated port of entry for fruit in Hainan, making it one of the most promising areas in Hainan. We believe that Arcadia and our city are both committed to building prosperous areas, economically, culturally, and for tourism. W e hope to further strengthen the economic and social cooperation and exchanges with your city, as well as mutual exchanges, enhance friendship, and jointly promote the complementary advantages, resource sharing, strategic cooperation and win- win development of both sides through the establishment of sister city ties. We plan to visit your city in June or July to discuss matters related to the establishment of sister city ties. We hope your city can support our idea and reply as soon as possible. At the same time, we invite the leaders of your city to visit and provide guidance on Dongfang city. Contacts: Shan Jiliang (Director of the Municipal Party Committee Office of the Communist Party of China), Tel: 1397666 1161, Li Weibo (Director of the Office of the Dongfang Municipal People's Government), Tel: 136376 00789 Hereby issue this letter. Dongfang Municipal People's Government April 16, 2019 Attachment "B" Attachment "C" 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 "D" 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.