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CC 04-13-23 Item #3 Hsinchu Sister City Visit_Supplemental Report1 CITY COUNCIL STAFF REPORT SUPPLEMENTAL 1 Meeting: April 13, 2023 Agenda Item #3 Subject Consider authorizing City funding of up to $2,200 for the visit to Sister City Hsinchu, Taiwan Recommended Action Authorize City funding of up to $2,200 for the visit to Sister City Hsinchu, Taiwan Background: Staff’s responses to questions received from councilmember are shown in italics. Q1: The policy for Sister Cities is meant for the Councilmembers, who are not a paid employee of the city, and the community members to engage in culture exchange activities. What actions Mayor Wei will conduct which will require the assistance of the City Manager, the top paid employee of the City? (Councilmember Chao) Staff response: Mayor Wei will be leading an adult delegation to one of the City’s Sister Cities. The City Manager will be attending and supporting the Mayor to help maintain strong affiliations with the City’s Sister Cities as described in the Sister City Policy. The Sister City Policy contemplates staff travel as part of the program, which may be funded by Sister City Committee fundraising, or with Council approval, by City funds. Q2: What's the itinerary of the trip? Which cities the delegation will visit and what city officials they will meet? (Councilmember last name) Staff response: The delegation will be in New Taipei on April 18-19 then in Hsinchu on April 20- 21. They will meet with school district officials, teachers, principles, and students as well as elected officials from New Taipei and Hsinchu, and other officials from the Ministry of Foreign Affairs (MOFA) and the American Institute in Taiwan (AIT). Q3: The delegation leaves the day after the 4/13 Council meeting. When was the decision made that the City Manager will join this delegation? When was the flight ticket purchased by the City? (Councilmember Chao) Staff response: The decision was made in February. The flight was purchased in March. 2 Q4: My understanding is that the City Manager is not invited by the Hsinchu Sister City Committee to join the delegation. Mayor Wei invited the City Manager to join the delegation. Is my understanding correct? (Councilmember Chao) Staff response: This question is irrelevant to the requested action before Council. As aforementioned, City Manager Wu will be attending the delegation and supporting the Mayor to help maintain strong affiliations with the City’s Sister Cities as described in the Sister City Policy Q5: As a paid employee of the City and while not on vacation, what official city business will the City Manager conduct, which falls under Cupertino's Municipal Code? For each day of this trip. (Councilmember Chao) Staff response: The City Manager will be attending and supporting the Mayor to help maintain strong affiliations with the City’s Sister Cities as described in the Sister City Policy. Q6: In which City Council meeting has the City Council discussed any city business related to any foreign country or specific to Hsinchu, the sister city, or other cities being visited? (Councilmember Chao) Staff response: The City Council adopted a Sister City Policy with the intention to further international communication and partnerships with Sister Cities, including Hsinchu. This policy was first adopted at a Council meeting in 2005 and was later updated in 2013, 2016, and 2018. Q7: Has the City ever sent any city employee on a sister city delegation and using their working days to visit a foreign country? Please clarify? (Councilmember Chao) Staff response: The City Manager and employees in the City Manager’s Office have always been an integral part of the Sister City partnership and are able to accompany Councilmembers on visits as needed. Staff has joined delegation visits in the past. Q8: Has any of the two council members who are serving as liaisons for the Sister Cities Committees been consulted on whether they would like to join the delegation? (Councilmember Chao) Staff response: The Sister City Committee liaisons have historically only worked closely with the Toyokawa Sister City Committee. This is a non-City Committee that is run by the non-profit Sister City organization. Councilmembers are always welcome to join or ask about how to get involved with any of Cupertino’s four Sister Cities. Q9: My understanding is that goal of the Hsinchu sister city committee is mainly to support their very well-run student exchange program. Which part of the City Manager's trip is a necessary part to the student exchange program to justify their funding a portion of the city manager's travel expenses? (Councilmember Chao) Staff response: The Hsinchu Sister City Committee facilitates an annual student exchange program and adult delegation visits. The Mayor and the City Manager are attending as part of the adult delegation. Attachments Provided with Original Staff Report: A. Sister City and Friendship City Policy (2018)