CC 04-13-2023 Item #3 Sister City_Desk ItemCC 04-13-2023
#3
Sister City funding
Desk Item
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CITY COUNCIL STAFF REPORT
DESK ITEM
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: Since there are funds available in the City Manager's travel account, and the
amount is relatively small, does CM not have the authority to approve this
without CC authorization? (Vice Mayor Mohan)
Staff response: The City Manager does have the authority to use her fund for travel expenses as
needed. Since these funds are being requested for a Sister City visit, the Council must authorize
the expense as described in the Sister City Policy. Council may consider revisions to the policy to
avoid this unusual restriction on the City Manager’s discretion over an administrative matter.
Q2: The staff report states, "City Manager Pamela Wu is a part of the delegation and will
be supporting the Mayor on official City business." Please clarify what "official city
business" the Mayor will be conducting, which will require the City Manager's assistance.
(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.
Q3: The Sister City Policy (Attachment A) states "The City Council will, as part of its
annual budget adoption process, establish a program budget for anticipated City
supported Sister City program activities. This budget will include up to $ 2, 500 for a
Sister City with a student exchange program of 5 to 9 student delegates and up to $5,000
for a Sister City with a student exchange program of 10 or more student delegates, as
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funds allow. An additional $5,000 will be considered for adult delegation visits every 5
years. This adopted budget, less the cost of the Sister City membership fee, will be
remitted to the Committee once an accounting of the prior year expenditures have been
received and reviewed by the Finance Department." How much has the city budgeted for
the Hsinchu Sister Committee in FY2022-23? How much for FY 2023-24? Have they
requested the additional $5000 per year for an adult delegation? (Councilmember Chao)
Staff response: The City budgets up to $5,000 per year for each Sister City student exchange
program as per the Sister City Policy. These funds are available to each Sister City on a
reimbursement basis only. The additional $5,000 for the adult delegation will be considered every
5 years as stated in the Sister City Policy. The Hsinchu Sister City Committee has not requested
the additional $5,000 for the adult delegation within the last five years.
Q4: The Sister City and Friendship Policy (Attachment A) states "Friendship City travel
and program expenses will be treated as those of international delegations and will
follow the guidelines outlined in this policy in the " Travel and Program Expenses"
section under " INTERNATIONAL DELEGATIONS." Under the " INTERNATIONAL
DELEGATIONS."" section, the policy states "International travel shall be at the expense of
the traveling Councilmember unless authorized in advance by the City Council."
According to this policy for international delegation, there is no coverage of any travel
expenses for "city employees," with or without Council approval. That policy applies
only for city councilmembers. Please point me to any city policy is for the approval of any
international trip for city employees on official city business. (Councilmember Chao)
Staff response: 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.
Q5: It is the city practice to provide the estimated staff hours, in terms of dollar amounts
costing the city for each project. Please provide an estimate for the dollar amount for this
trip in terms of the staff hours spent on this trip. My estimate is about $1500 per day,
including salary and benefits for the staff time, based on the city manager's salary and
compensation. For 6 working days, excluding the one vacation day, the cost to the City is
about $9,000 dollars. If my estimate is not accurate, please provide correction.
(Councilmember Chao)
Staff response: Estimated staff hours are provided when considering new projects for the City. The
Sister City program is a long-standing program that is not tied to a specific project.
Attachments Provided with Original Staff Report:
A. Sister City and Friendship City Policy (2018)