CC 10-10-23 Item No. 5 - Sister City Policies & Guidelines_Written Communications (2)CC 10-10-2023
Item No. 5
Updates to the Policies and
Guidelines on Sister Cities,
Friendship Cities, and
International Delegations
Written Communications
From:Liang Chao
To:City Clerk
Subject:Fwd: Item 5: Policy Update for Sister Cities program
Date:Tuesday, October 10, 2023 3:26:47 PM
Please enter this email as written communication for this item.
Thanks.
Liang Chao
Council Member
City Council
LChao@cupertino.org
408-777-3192
From: Liang Chao <LChao@cupertino.org>
Sent: Monday, October 9, 2023 11:02 AM
To: Pamela Wu <PamelaW@cupertino.org>
Subject: Re: Item 5: Policy Update for Sister Cities program
Q9: What organizations would quaify for the use of 4 free uses of meeting rooms as "non‐City
supported Sister City Committees"? What organizations have utilized this secion of the policy?
Below is the quote from the policy:
City of Cupertino Responsibilities (With regard to non‐City supported Sister City
Committees):
The City shall maintain registration with the Sister Cities International
organization.
Provide the use of meeting room space (up to 4 per calendar year) at no cost to
the Sister City Committee for related activities. For additional meeting room
uses, non‐City supported Sister City Committees shall be charged the facility use
resident rate on the rental of any City facility. Meeting room space does not
include Cupertino Community
Liang Chao
Council Member
City Council
LiangChao@cupertino.org
408-777-3192
From: Liang Chao
Sent: Monday, October 9, 2023 12:10 AM
To: Pamela Wu <PamelaW@cupertino.org>
Subject: Item 5: Policy Update for Sister Cities program
Item 5: Updates to the Policies and Guidelines on Sister Cities, Friendship Cities, and
International Delegations
Q1: Who has requested this policy update and when was such a request made?
Q2: There were a few other policy updates requested by the residents during the 2023‐24
Work Program creation process, but they were not approved by the Council, such as a request
to update noise level policy and sign ordinance. Through which agenda setting process, has
this item been prioritized over other items?
This is to ensure that the city operations follow the Council direction, per Municipal Code and
to ensure transparency in city operations so we give fair treatment to every item and every
request.
Q3: The staff report states "Staff recently met with all Sister City representatives in order to
gather feedback and incorporate their recommendations whenever possible."
Please provide meeting dates and meeting minutes and attendees of these meetings.
This is to ensure transparency and accountability for policy recommendations, especially since
the Council would have to adopt policy updates based on staff recommendations created
from these meetings with representatives.
Q4: The staff report states "As part of the research on similar programs in other cities, staff
reviewed the Sister and Friendship City policies in cities throughout California: Santa Cruz,
South San Francisco, Bakersfield, Irvine, Menlo Park, Millbrae, Mountain View, Pasadena,
Redwood City, San Diego, San Jose, Vallejo and Watsonville."
I would like to know the number of hours of staff time spent to prepare this policy updates,
including meeting with the sister city representatives, which normally are not done by any city
staff, as the Council members were normally the ones engaging with sister cities, and the time
spent researching the policies for the 13 cities mentioned.
Q5: Since the staff has done thorough research on other policies, could these policies be made
available, and a summary be made available? What policy updates proposed are in reference
to these policies?
Q6: The current policy states that the "eligibility requirements" include
o Detailed accounting of prior year actual revenue and expenses
o Summary of prior year activities
o Proposed budget plan
o Fundraising plan"
I am curious where do I find such report from each sister city in the past 4 years?
Q7: One important change is the minimum size of the student exchange program is change
from a minimum of 5 to none.
As a result, a student exchange with only one student would receive $2500 funding from the
City.
Please provide the rationale for such a change and any supporting documents to support this
recommendation.
Q8: One important change is that the termination of any sister or friendship city relationship
would be done administratively. Please provide the rationale for such a change and any
supporting documents to support this recommendation.
I would like to pull this item since I have other comments on the rest of the policies, including
some on the existing one and some on the revised one.
Thank you.
Liang
Liang Chao
Council Member
City Council
LChao@cupertino.org
408-777-3192
From:Kitty Moore
To:Kirsten Squarcia; City Clerk
Subject:Item 5 Written Communications City Council October 10, 2023
Date:Tuesday, October 10, 2023 3:46:28 PM
Attachments:Sister Cities Funding.pdf
Dear City Clerk,
Please include the updated attachment along with this email as written communications for Item 5. I
had not included the $73,086 in the Sister Cities Budget expenditures.
Waived Festival Fees for Staff, Sheriffs, Facilities: approximately $40,000
Budget Unit 100-10-110 expenditures for Sister Cities: $73,086
72 Free facility uses for meetings (acceptable times/days/facilities are not shown): unknown cost
Total program cost for Sister Cities and Friendship Cities: please provide
Thank you,
Kitty Moore
Kitty Moore
Councilmember
City Council
Kmoore@cupertino.org
(408) 777-1389
Councilmember Kitty Moore
Councilmember Questions/Written Communications
Cupertino City Council Special Meeting Agenda for October 10, 2023
Agenda Item 5: Updates to the Policies and Guidelines on Sister Cities, Friendship Cities, and
International Delegations
Q1: What are our current Friendship Cities, please provide name and country.
Q2: What rooms/facilities are included for free use and what is their total cost along with staff
and equipment use? 18 meeting rooms per year for 4 Sister Cities are granted for free and
exclude Cupertino Community Hall and the Quinlan’s Cupertino Room but there are many
meeting rooms throughout the City.
https://www.cupertino.org/home/showpublisheddocument/33743/638270768289700000
Q3: Please provide the total amount granted through 72 free facility rentals and whether that
includes staff time and set up. Without staff or other uses it has a low range of $2,500 but
depending on what is rented, the cost goes much higher. This question excludes the Festival Fee
waivers.
Q4: The policy does not explain how much is granted through the Festival Fee waivers annually
to the various Sister Cities, please provide the Festival Fee waiver policy and the totals granted
to each Sister City. The adopted FY 23-24 Budget does not show the festival grants on pages
378-379. It does show a $77k reduction for removal of contract services for 4th of July fireworks.
https://apps.cupertino.org/pdf/FY_2023-24_Adopted_Budget.pdf
Here are some previous waived fees as examples with a grand total over $126,000 waived:
Q5: The Staff Report lists a number of cities whose Sister Cities were reviewed, please share a
report on what was found. How many cities have both Friendship and Sister Cities, how much
money, sheriff, staff, and facility use is donated to these organizations in other cities compared to
Cupertino? Are we granting far more or less? Do some cities take a pause on granting when in a
financial crisis?
Q6: With the Budgeted Sister Cities Budget Unit 100-10-110 of $73,086, festival fee waivers of
approximately $40,000, travel expenses paid by the city, 72 total free facility uses with staff
time, etc. What is the grand total to run Sister Cities and Friendship Cities along with staff time
to present this information to Parks and Recreation Commission and Council?
Sister Cities
Budget Unit 100-10-110
General Fund - City Council - Sister Cities
Budget at a Glance
2024 Adopted Budget
Total Revenues $ -
Total Expenditures $ 73,086
Fund Balance $ -
General Fund Costs $ 73,086
% Funded by General Fund 100.0%
Total Staffing 0.1 FTE
Program Overview
Cupertino has four active sister cities registered with Sister Cities International; Toyokawa, Japan; Hsinchu,
Taiwan; Copertino, Italy; and Bhubaneswar, India.
Service Objectives
To further international communication and understanding through the Sister City Program
To foster educational, technical, economic and cultural exchanges
To encourage student exchange programs to promote communication and understanding among people of
different cultures
Adopted Budget
On June 6, 2023, City Council approved a budget of $73,086 for the Sister Cities program. This represents an
increase of $9,080 (14.2%) from the FY 2022-23 Adopted Budget.
Funding for this program includes Sister Cities membership and visits, delegation swag, and giOs as outlined in
the Sister Cities Policy.
Revenues and Expenditures
The following table details revenues, expenditures, changes in fund balance and General Fund costs by category.
It includes actuals for two prior fiscal years, the Adopted Budget for the prior fiscal year, and the Adopted Budget
for the current fiscal year.
FY 2023-24 Adopted Budget Council and Commissions 209
Category 2021 Actual 2022 Actual 2023 Adopted Budget 2024 Adopted Budget
Revenues
Total Revenues $ -$ -$ -$ -
Expenditures
Employee Compensation $ 12,301 $ 11,095 $ 12,005 $ 12,533
Employee Benefits $ 5,727 $ 4,320 $ 6,066 $ 5,957
Materials $ 768 $ 1,210 $ 5,830 $ 15,680
Contract Services $ 4,235 $ 2,825 $ 20,000 $ 20,000
Cost Allocation $ 37,129 $ 31,921 $ 19,459 $ 18,520
Contingencies $ -$ -$ 646 $ 396
Total Expenditures $ 60,160 $ 51,371 $ 64,006 $ 73,086
Fund Balance $ -$ -$ -$ -
General Fund Costs $ 60,160 $ 51,371 $ 64,006 $ 73,086
Staffing
The following table lists full-time equivalents (FTE) by position. It includes actuals for two prior fiscal years, the
Adopted Budget for the prior fiscal year, and the Adopted Budget for the current fiscal year.
Position Title 2021 Actual 2022 Actual 2023 Adopted Budget 2024 Adopted Budget
PUBLIC INFORMATION OFFICER 0.05 0.05 0.05 0.05
SR OFFICE ASSISTANT 0.05 0.05 0.05 0.05
Total 0.10 0.10 0.10 0.10
There are no changes to the current level of staffing.
FY 2023-24 Adopted Budget Council and Commissions 210
Festival Festival Producer Notes Facility Usage P&R Staff
Costs
PW Staff
Costs Sheriff Misc.
Costs Total
Cherry Blossom (two-
day)Toyokawa Sister City $11,097.50 $464.00 $4,596.00 $2,695.16 $18,852.66
World Journal (one-
day)
World
Journal/Cupertino
Chinese School $1,273.75 $251.25 $2,496.00 $1,347.58 $5,368.58
Fall Festival (one-day)Cupertino Rotary $3,142.50 $296.75 $1,890.00 $2,394.92 $7,724.17
Kids N Fun Festival (one-
day)
Taiwanese Cultural and
Sports Association $2,582.50 $208.50 $1,890.00 $1,558.02 $6,239.02
Diwali (one-day)
Cupertino Chamber of
Commerce $3,970.00 $242.25 N/A $1,320.07 $5,532.32
Ikebana Flower Show WAFU Ikebana Society $14,680.50 $280.50 N/A N/A $14,961.00
Veteran's Day (one-day)
Cupertino Veteran's
Memorial N/A $170.00 $455.00 $625.00
Holi Festival (one-day)
Cupertino Chamber of
Commerce
CANCELLED in
2015 $0.00
Super Heroes 5k (one-
day)County of Santa Clara $2,000.00 $286.00 $2,250.00 $0.00 $4,536.00
Lions Club Chicken
Feed (one-day)Lions Club
At Blackberry
Farm $690.00 $0.00 $690.00
Costs for 2015 Events $64,528.75
Festival Festival Producer Facility Usage P&R Staff
Costs
PW Staff
Costs Sheriff Misc.
Costs Total
Cherry Blossom (two-
day)
Toyokawa Sister
City $11,097.50 $594.00 $3,780.00 $3,180.96 $19,468.46
World Journal (one-
day)
World
Journal/Cupertino
Chinese School $1,273.75 $0.00 $396.00 $1,500.00 $3,169.75
Kids 'N Fun Festival
(one-day)
Taiwanese Cultural
and Sports
Association $2,582.50 $208.50 $1,890.00 $1,558.02 $6,239.02
Fall Festival (one-day)Cupertino Rotary $3,142.50 $296.75 $1,890.00 $867.75 $6,197.00
Diwali (one-day)
Cupertino Chamber
of Commerce $3,970.00 $242.25 N/A $1,320.07 $5,532.32
Veteran's Day (one-
day)
Cupertino Veteran's
Memorial N/A $170.00 $697.50 $867.50
Super Heroes 5k (one-
day)
County of Santa
Clara $2,000.00 $286.00 $2,250.00 $0.00 $4,536.00
Costs for 2016 Events $46,010.05
Festival Date Festival Producer Recreation Facility/Park/
Road Permits Sheriff Public
Works Materials Total
Kids 'N Fun Festival Aug. 12, 2017
Taiwanese Cultural and
Sports Association $1,441 $7,336 $3,966 $2,803 $15,546
Fall Festival Sept. 9, 2017 Cupertino Rotary $1,364 $5,938 $3,966 $3,008 $14,277
Diwali Sept. 30, 2017
Cupertino Chamber of
Commerce $1,409 $5,800 $3,948 $3,031 $14,188
Veteran's Day Nov. 11, 2017
Cupertino Veteran's
Memorial $618 $1,000 $18 $1,593 $3,229
Ikebana Flower
Show March 3-4, 2018 WAFU Ikebana Society $258 $19,065 $19,323
Egg Hunt March 24, 2018 Home of Christ Church $789 $1,000 $0 $38 $1,827
Holi April 8, 2018
Cupertino Chamber of
Commerce $902 $1,000 $871 $18 $2,791
Cherry Blossom April 28-29, 2018 Toyokawa Sister City $3,606 $16,463 $4,356 $5,801 $30,226
World Journal May 12, 2018
World
Journal/Cupertino
Chinese School $1,868 $2,960 $4,356 $3,004 $12,188
Tournament of
Bands October 15, 2017
Cupertino Tournament
of Bands $0 $3,000 $0 $176 $3,176
Heroes Run August 26, 2017 County of Santa Clara $0 $4,120 $0 $74 $4,194
Costs for FY 17/18
Events $12,254 $67,682 $21,464 $17,972 $1,593 $120,964
Festival Date Festival Producer Recreation Facility/Park/
Road Permits Sheriff Public
Works Materials Total
Kids 'N Fun
Festival Aug. 11, 2018
Taiwanese Cultural and
Sports Association $869 $6,648 $5,289 $2,832 $15,638
Fall Festival Sept. 15, 2018 Cupertino Rotary $1,364 $5,938 $5,289 $3,008 $15,599
Diwali October 13, 2018
Cupertino Chamber of
Commerce $1,409 $6,710 $5,264 $3,031 $16,414
Veteran's Day Nov. 11, 2018
Cupertino Veteran's
Memorial $618 $1,000 $18 $1,593 $3,229
Egg Hunt April 13, 2019 Home of Christ Church $789 $1,000 $0 $38 $1,827
Holi April 7, 2019
Cupertino Chamber of
Commerce $902 $3,000 $871 $18 $4,791
Cherry Blossom April 27-28, 2019 Toyokawa Sister City $3,606 $17,466 $4,356 $5,801 $31,229
World Journal May 11, 2019
World
Journal/Cupertino
Chinese School $1,868 $4,960 $4,356 $3,004 $14,188
Tournament of
Bands October 15, 2017
Cupertino Tournament
of Bands $0 $3,000 $0 $176 $3,176
Heroes Run August 26, 2017 County of Santa Clara $0 $4,120 $0 $74 $4,194
Costs for FY
18/19 Events $11,425 $53,841 $25,425 $18,001 $1,593 $110,284
Festival Festival Producer Recreation Facility/Park/
Road Permits Public Works Sheriff Materials Total
Kids 'N Fun Festival
Taiwanese Cultural and
Sports Association $1,331 $10,040 $2,871 $6,008 $20,251
Fall Festival Cupertino Rotary $1,607 $7,576 $3,047 $4,714 $16,943
Diwali
Cupertino Chamber of
Commerce $1,260 $6,980 $3,070 $2,851 $14,161
Veteran's Day
Cupertino Veteran's
Memorial $612 $1,000 $18 $1,508 $3,138
Ikebana Flower
Show WAFU Ikebana Society $294 $19,065 $19,359
Egg Hunt Home of Christ Church $483 $2,120 $23 $0 $2,626
Holi
Cupertino Chamber of
Commerce $1,122 $3,000 $18 $965 $5,106
Cherry Blossom Toyokawa Sister City $3,496 $17,826 $5,892 $4,015 $31,229
World Journal
World
Journal/Cupertino
Chinese School $1,564 $4,960 $3,043 $4,908 $14,475
Tournament of
Bands
Cupertino Tournament
of Bands $0 $3,220 $3,000 $175 $6,395
CEEF 5k CEEF $3,220 $1,461 $4,681
Heroes Run County of Santa Clara $0 $3,220 $74 $0 $3,294
Costs for FY 20/21
Events $11,770 $82,227 $18,058 $27,922 $1,683 $141,658
TOTAL $112,053.73 Total $29,604.68
Waived Fees City Paid expenses
CANCELED
due to
Pandemic
Festival Date Festival Producer Recreation Facility/Park/
Road Permits Public Works Sheriff Materials Total
Kids 'N Fun
Festival Aug. 8, 2020
Taiwanese Cultural and
Sports Association $1,331 $10,000 $2,871 $4,702 $18,904 CANCELED
Night Market Aug. 22, 2020 Chamber of Commerce $1,757 $4,630 $3,070 $5,642 $15,099 CANCELED
Fall Festival Sept. 12, 2020 Cupertino Rotary $1,607 $7,576 $3,047 $4,702 $16,931 CANCELED
Diwali Oct. 17, 2020
Cupertino Chamber of
Commerce $1,260 $6,630 $3,070 $5,642 $16,602 CANCELED
Veteran's Day Nov. 11, 2020
Cupertino Veteran's
Memorial $612 $1,000 $18 $1,508 $3,138 CANCELED
Holi March 28, 2021
Cupertino Chamber of
Commerce $1,122 $3,000 $18 $1,881 $6,021 CANCELED
Cherry Blossom April 24-25, 2021 Toyokawa Sister City $3,496 $19,776 $5,892 $4,702 $33,866 CANCELED
World Journal Date TBD
World
Journal/Cupertino
Chinese School $1,564 $4,960 $3,043 $5,662 $15,229 CANCELED
Konark Dance and
Music Festival
Cupertino Bhubaneswar
Sister City $1,270 $2,910 $1,667 $1,410 $7,257 CANCELED
Relay for Life June 19, 2021 American Cancer Society $294 $2,000 $14 $2,308 CANCELED
Tournament of
Bands
Cupertino Tournament
of Bands $3,400 $3,000 $1,400 $7,800 CANCELED
CEEF 5K Sept. 26, 2020 CEEF $3,400 $2,000 $2,000 $7,400 CANCELED
Heroes Run Nov. 7, 2020 VMC Foundation $480 $3,400 $2,000 $5,880 CANCELED
Costs for FY 20/21
Events $14,793 $72,682 $29,711 $37,741 $1,508 $156,435
TOTAL $117,185.68 Total $39,248.86
Waived Fees City Paid expenses
Festival Date Festival Producer Recreation Facility/Park/
Road Permits Public Works Sheriff Materials Total
Kids 'N Fun Festival Aug. 14, 2021
Taiwanese Cultural
and Sports
Association $784 $5,270 $2,871 $4,702 $13,627 Completed
Fall Festival Sept. 11, 2021 Cupertino Rotary $1,515 $5,360 $3,081 $4,800 $14,757
Diwali Oct. 16, 2021
Cupertino Chamber of
Commerce $1,188 $6,630 $3,070 $5,889 $16,777 Completed
Veteran's Day Nov. 11, 2021
Cupertino Veteran's
Memorial $628 $1,000 $18 $1,508 $3,154
not taking
place in 2021
Ikebana Flower
Show N/A
WAFU Ikebana
Society
not taking
place in 2021
Holi April 3, 2022
Cupertino Chamber of
Commerce $1,205 $3,000 $18 $1,881 $6,104 Completed
Cherry Blossom
April 30- May 1,
2022 Toyokawa Sister City $3,662 $19,682 $5,892 $4,702 $33,937
World Journal TBD
World
Journal/Cupertino
Chinese School $1,647 $4,960 $3,043 $4,251 $13,901
Konark Dance and
Music Festival
Cupertino
Bhubaneswar Sister
City $1,352 $2,910 $1,667 $1,410 $7,339
Relay for Life June 18, 2022
American Cancer
Society $294 $2,576 $14 $2,884
Tournament of
Bands
Cupertino Tournament
of Bands $3,400 $3,000 $1,400 $7,800
CEEF 5k N/A CEEF
not taking
place in 2021
Heroes Run-
ESTIMATED VMC Foundation $480 $3,400 $2,000 $5,880
Heroes Run
has moved to
new venue
Costs for FY 21/22
Events $12,756 $58,188 $24,676 $29,035 $1,508 $126,161
TOTAL $95,618.68 Total $30,542.30
Waived Fees City Paid expenses
No show in FY 21/22
No event in FY 21/22