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CC 03-04-2025 Item No. 10 Study Session on updates to Sister City Policies_Written CommunicationsCC 03-04-2025 Item No. 10 Study Session on updates to the Policies and Guidelines on Sister Cities Written Communications From:Liang Chao To:City Clerk Subject:Written Communication for Item 10 Sister City Policy Date:Tuesday, March 4, 2025 2:37:39 PM Attachments:image725695.png 2025-03-04 Revision to Sister_Friendship Policies.pdf Please enter the attached PDF into the written communication for Item 10 Sister City Policy. I'll refer to those slides in the council meeting. Liang Chao​​​​ Mayor City Council LChao@cupertino.gov 408-777-3192 Revision to Sister/Friendship Policies 2025-03-04 Liang Chao International Staff Travel at the City’s Expenses Requires Authorization by Council (Current Policy) INTERNATIONAL DELEGATIONS Intent of International Delegations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. Travel Expenses - International travel shall be at the expense of the traveling Councilmember or any accompanying staff member unless authorized in advance by the City Council. INSERT: Staff Travel in official capacity require prior authorization by Council (Revised Policy) INTERNATIONAL DELEGATIONS Intent of International Delegations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. Travel Expenses - International travel shall be at the expense of the traveling Councilmember or any accompanying staff member unless authorized in advance by the City Council. When the authorization is not obtained prior to the international trip, the city shall not fund any expenses by traveling Councilmember or any accompanying staff member. Any accompanying staff member shall not join the delegation in their official capacity as city staff during the trip unless the City Council has granted prior authorization, including a statement outlining the specific city business that necessitates the staff member’s presence in the foreign country. INSERT: Staff Travel in official capacity require prior authorization by Council (Revised Policy) INTERNATIONAL DELEGATIONS Intent of International Delegations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. The City intends to provide limited financial and staffing support to international delegations, enabling city staff to focus on official city business. An information brochure about Cupertino—including its population profile, financial status, and business landscape—may be provided to delegation members. [LC] NOTE: No in-person presentation by a city staff about the City’s profile is necessary. INSERT: Limited Staffing Support Intent of Sister City Affiliations: The City intends to provide limited financial and limited staffing support to those Sister City Committees that operate student exchange programs. Those Sister City organizations which do not operate student exchange programs shall be completely financially independent from the City, except for limited City facility use. ADD Reporting Requirement when there is student exchange program Sister City Citizen Committee Responsibilities (Receiving City Support):: ●Identify, manage, coordinate, and implement all activities related to the Sister City Program. ●…. ●Meet the following eligibility requirements/annual submittals: ○Proof of 501(c)(3) status ○Detailed accounting of prior year actual revenue and expenses ○Summary of prior year activities, including the student exchange program, its recruitment process and the number of students served ○Proposed budget plan ○Fundraising plan ADD Reporting Requirement when there is no student exchange program Sister City Citizen Committee Responsibilities (Not Receiving City Support): ●Identify, manage, coordinate, and implement all activities related to the Sister City Program. ●…. ●Meet the following eligibility requirements/annual submittals: ○Proof of 501(c)(3) status ○Detailed accounting of prior year actual revenue and expenses ○Summary of prior year activities ○Proposed budget plan ○Fundraising plan ADD two large facility for sister-city committee without student exchange program City of Cupertino Responsibilities (With regard to non-City supported Sister City Committees): ●The City shall maintain registration with the Sister Cities International organization. ●Providing for set-up and complimentary access to a large City facility for two community events per Sister City per fiscal year. ●Provide the use of meeting room space (up to 4 per calendar year) at no cost to the Sister City Committee for related activities. … [LC] NOTE: For sister-city committee with student exchange program, they get “complimentary access to a large City facility for three community events per Sister City per fiscal year” and “the use of meeting room space (up to 18 per calendar year)” Toyokawa is on a 5-year rotation Travel Expenses: ●The City will pay for 50% of one trip per year for the Mayor or their designee, provided the trip is in conjunction with an official delegation. ●All other Council travel for Sister City programs shall be funded by Sister City Committee fundraising activities, when feasible, or by the individual traveling councilmember, unless authorized in advance by the City Council. ●The City will budget for one Sister City delegation trip per year. The number of current Sister City relationships will determine the rotating frequency of delegate visits (e.g. visits to each Sister City will occur every three years when three current Sister City relationships exist, every ten years when ten relationships exist, etc.) Travel expenses for Sister City visits occurring outside this annual rotating schedule will be the sole responsibility of the persons traveling. ●The Toyokawa Sister City delegation trip happens every 5 years, which is on a set schedule.