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HomeMy WebLinkAboutCity Council Resolution 24-010, Adopting City Council Policy 003-Sister City and Friendship City Guidelines RESOLUTION NO. 24-010 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING CITY COUNCIL POLICY 003- SISTER CITY AND FRIENDSHIP CITY GUIDELINES WHEREAS, the City of Saratoga recognizes the value of developing people-to-people contacts as a way to further international communications and understanding; and WHEREAS, on December 6, 2023, the City Council directed staff to create a policy regarding the establishment and maintenance of Sister City and Friendship City relationships; and WHEREAS, this policy will help ensure a clear understanding by the community of the purpose and process for creating those relationships; and WHEREAS, this policy seeks to promote affiliations that would involve a large number of community members and organizations in both cities engaging in exchanges of people, ideas, and cultures on a long-term, continuing basis. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby adopt the attached Sister City and Friendship City Guidelines. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 61" day of March 2024, by the following vote: AYES: COUNCIL MEMBERS FITZSIMMONS, PAGE, WALIA, VICE MAYOR AFTAB, MAYOR ZHAO NOES: NONE ABSENT: NONE ABSTAIN: NONE M an Zhao ATTEST: 12 C� Britt Avrit,MMC, City Clerk Resolution 20-010 Page 2 of SARgT0 CITY OF SARATOGA 9 CITY COUNCIL POLICY 1956 OgLIF0?1 POLICY TITLE: Sister City and Friendship City Guidelines POLICY NUMBER: CCP-003 POLICY EFFECTIVE DATE: 03-06-2024 LAST REVISION: N/A I. Definitions Sister City:A Sister City is a formal relationship established between the City of Saratoga and a city in another country that has interests and characteristics similar to the City of Saratoga to develop long-term civic and people-to-people linkages and promote the exchange of cultural, educational, economic and social information. A Sister City relationship is supported by a formal organization of Saratoga residents. Any future Sister City interests after the adoption of this policy shall also become a member of Sister Cities International. City officials, the Sister City organization, and interested community members or other organizations from the City of Saratoga periodically keep in contact with their Sister City counterparts to discuss topics of mutual interest. Friendship City: A Friendship City is a relationship established between the City of Saratoga and a city in another country that has interests and characteristics similar to the City of Saratoga to explore the possibility of developing long-term civic and people- to-people linkages and promote the exchange of cultural, educational, economic and social information. City officials and interested community members or organizations from the City of Saratoga and its Friendship cities may periodically keep in contact to discuss topics of mutual interest. II. Background The City of Saratoga has one Sister City; Muko, Japan. In addition, Saratoga has established two Friendship Cities with New Taipei City, Taiwan, and Xi'an, China. III. Purpose Sister City and Friendship City relationships are most effective when interested residents in the community work with interested residents in the Sister or Friendship city to promote communication and understanding among people of different nations and cultures, and when identifiable resident groups or associations can maintain connections over many years despite changes of involved residents. Resolution 20-010 Page 3 Sister City and Friendship City programs shall be completely financially independent from the City, except for limited staff support and use of City facilities as described below. While funding limitations may preclude travel or more formal program activities, the Sister City and Friendship City Program provides the opportunity to initiate information exchanges and the ability to generate community interest and support. The City of Saratoga has established the following guidelines for the Sister City and Friendship City Programs. IV. Sister City Selection In cooperation with an identifiable resident group or association in the proposed Sister City, the Saratoga organization proposing a Sister City designation must prepare and submit the following to the City: • A detailed demographic profile of the proposed Sister City. • Documentation of broad-based community support - a list of volunteers, professionals, or other organization in the City of Saratoga and in the proposed Sister City that are committed to supporting the program and responding in a timely fashion to each other. • A preliminary program plan that outlines objectives and funding sources, including planned activities for the first year of the relationship A Sister City proposal must include a statement of support by a member of the City Council. Establishing a Sister City relationship requires approval by the City Council and as signed formal agreement between the Mayor and the top official of the proposed Sister City, as well as becoming a member of Sister Cities International. Selection Guidelines: Selection of a Sister City shall be based upon, but not limited to,the following guidelines: • A city chosen for a Sister City affiliation should be located in a country that has established diplomatic relations with the United States. • The proposed Sister City should be similar in population size, and/or role in the region, and/or have cultural, educational, socio-economic, governmental, or other tangible features in common with the City of Saratoga, making it an appropriate Sister City. • There should exist in Saratoga an identifiable resident group or association which favors the proposed affiliation and intends to pursue a meaningful program after the relationship is established. The group should be in a position to organize and finance its own activities over the long term as the program must be financially independent of the City. • The municipal government of the proposed Sister City should demonstrate support for establishing and developing a Sister City affiliation with the City of Saratoga. • Ensuring that the Sister City relationship does not conflict with the rules of Sister Cities International. Resolution 20-010 Page 4 V. Friendship City Selection In cooperation with an identifiable resident group or association in the proposed Friendship City, the Saratoga residents proposing the Friendship City must prepare and submit the following to the City: • A detailed demographic profile of the proposed Friendship City. • Documentation of community support - a list of volunteers, professionals or other organizations in Saratoga and the proposed Friendship City committed to supporting the program and responding in a timely fashion to each other. A Friendship City proposal must include a statement of support by a member of the City Council. Establishing a Friendship City relationship requires approval by the City Council, and a signed Memorandum of Understanding between the Mayor and the top official of the proposed Friendship City. Selection Guidelines: Selection of a Friendship City shall be based upon, but not limited to,-the following guidelines: • Consideration should be given to developing connections with cities in countries that do not already have a Sister City or Friendship City relationship with the City of Saratoga. • Consideration should be given to cities comparable to Saratoga in areas such as population size,culture, business interests, and community characteristics. • There should exist in Saratoga an identifiable resident group or association which favors the proposed affiliation and intends to pursue a meaningful program after the relationship is established. The group should be in a position to organize and finance its own activities over the long term as the program must be financially independent of the City. • The municipal government of the proposed Friendship City should demonstrate support for establishing and developing a Friendship City affiliation with the City of Saratoga. • Ensuring that the Friendship City relationship does not conflict with the rules of Sister Cities International. VI. City of Saratoga Responsibilities Establishing and supporting new Sister City and Friendship City affiliations requires a significant commitment by the City and will be dependent on the availability of City staff and other public resources that will be necessary to help develop and sustain a successful city-to-city relationship. Coordinated through the City Manager's Office, the City will support the Sister City and Friendship City Programs by: Resolution 20-010 Page 5 • Providing for set-up and complimentary access to City facilities for Sister City and Friendship City events. When possible, Sister City or Friendship City delegations should contact City staff at least 45 days in advance for anyformal visits, events, and meetings. Refreshments may be provided for meetings and activities when deemed appropriate. City funds may not be used to pay for alcoholic beverages. • Providing access to postage, fax, copying and printing equipment to community sponsoring organizations for support for Sister City and Friendship City events in which the City is participating. • Providing modest official City promotional gift items typically given at community events to government representatives from visiting countries as discussed below. City staff resources are limited and will typically involve extending or receiving invitations from Sister Cities and Friendship Cities, annual correspondence from the Mayor/City,Council, and limited support for visits by the Mayor, Vice Mayor, or council members to Sister Cities and Friendship Cities (e.g. official City letters, visas, and formal gifts.). VI I. Gifts An exchange of promotional and formal gifts is typical of visits to Sister Cities and Friendship Cities, and from delegations that visit the City of Saratoga. Modest official promotional gifts such as City t-shirts, pens, reusable bags, and lapel pins may be funded by the City.The cost of each promotional gift or gift bag shall not exceed $25. Council Members on an official delegation visit to a Sister City or Friendship City typically present a gift to the host city dignitary, such as the Mayor. This host-City dignitary gift should not exceed $200. Additional gifts presented to members of a Sister City of Friendship City delegation are the responsibility of the community-sponsoring organization. Gifts or memorabilia presented to a representative of the City of Saratoga which are intended for the City become the property of the City and shall be displayed at a City facility or distributed at the City's discretion. Gifts or memorabilia intended for and received by individual City Council Members or City employees are subject to applicable Fair Political Practices Commission and Government Code reporting requirements. Vill. Travel Expenses International travel shall be at the expense of the traveling Council Member or any accompanying staff member unless authorized in advance by the City Council. Resolution 20-010 Page 6 IX. Terminating a Sister City or Friendship City Affiliation or Placing a Sister City on Emeritus Status Sister City affiliations are meant to be long-standing official city linkages that involve extensive community participation beyond government. For a variety of reasons, a Sister City relationship may lose community interest and support, and the City of Saratoga or the Sister City may opt to place the relationship into emeritus status or terminate the Sister City relationship. If a Sister City affiliation is inactive for a period of three years or longer, or if there is a lack of community support through the community sponsoring organization for the Sister City relationship to continue, the City may initiate the process to place the relationship into emeritus status or to terminate the Sister City affiliation with the Sister City. The Mayor or his or her designee will send a letter to the Mayor or lead representative of the Sister City to express the City's intent to end the Sister City affiliation or place the Sister City affiliation on hold in emeritus status. A Friendship City affiliation may be terminated when such action is deemed appropriate by either city.The Mayor or their designee will send a letter to the Mayor or lead representative of the Friendship City to express the City's intent to end the Friendship City affiliation. 1746586.1