Exhibit CC 2-18-14 Item No. 10 Sister City Policyti
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 5:25 PM
To: Kirsten Squarcia
Subject: FW: Sister City Policy, 2/18 Council Agenda Item# 10
From: Angela Chen Lee [mailto:achenlee8 @gmail.com]
Sent: Tuesday, February 18, 2014 5 :22 PM
To: Gilbert Wong; Mark Santoro; Rod Sinks; Barry Chang; Orrin Mahoney; David Brandt
Cc: Grace Schmidt; Chia -Ching Lin; Vicky Tsai; Janice Sung; Fenny Peng; Angela Chen Lee
Subject: Fwd: Sister City Policy, 2/18 Council Agenda Item# 10
Dear All,
I'd like to follow up on my previous request regarding; the Sister City Policy item. I'd like to withdraw
my request to defer the item since all decision makers are present in the meeting tonight, I hope the
policy can be finalized today. My main concerns arE! summarized in the three points below, my
requested changes that reflect my concerns are included in this email also.
Main Concerns:
1. Several policy items apply to an established program such as the annual student exchange program,
but will be difficult to follow in special situations such as an mayor /adult delegation's visit from our
sister cities.
2. The expense items are spelled out in details which can be misunderstood by staffs that are not
familiar with the current practices.
3. formation /termination of a sister city program should focus more on a well defined "program and
activities" other than the number of people involved :in the committee.
--------------------------------------------------------------------------------------------
Requested CHANGES:
PAGE 1,
Intent of Sister City Affiliations:
3rd paragraph
The ideal affiliation should involve a: large number of citizens and organizations in both cities, engaging in
exchanges of people, ideas and cultures on a long -term, continuing basis.
change to a group of citizens
Sister City Citizen Comm Responsibilities:
5th bullet:
CC 2 -18 -14 Item # 10
Finance from fundraising efforts and resources other than public funding, all travel and
program expenses beyond reasonable postage, fax, copying and printing costs for events
in which the City is participating. This includes fundraising or securing gifts for special
celebrations, such as anniversaries.
than e to "beyond reasonable expenses e _?q? enses re fer to Ci —e end_ iture policy on ite– m- -- s not a p r_o P riate to
apply the City funds to
PAGE 2,
Sister City Citizen Comm Responsibilities:
7th bullet:
Work with city staff several weeks at least two months in advance in arranging official
city promotional gifts and meetings for foreign delegations. For local groups traveling
abroad and bringing city_gifts, similar notice is required.
- - - - - - -- - -- - - -- —
change to "two months in advance for established programs such as the annual student exchange
program; or a shorter time frame upon 'j
City of Cupertino Responsibilities (With regard to City supported Sister City Committees):
Coordinated through the Parks and Recreation Service Department, the City will serve as a support
for programs and activities by:
❑ Providing for set -up and complimentary access to a City facility for two community event
per Sister City per fiscal year. All cost of food, drinks, and materials are the responsibility of
the Sister City Committee. __ _
-- --
change to "two community events per Sister City per fiscal year unless otherwise approved by the
City Manager for special visits made by Cupertino's sister cities.']
- _ -_
❑ Offering city affiliation with official committee for purposes of coverage under ABAG
insurance_ policy.
I lease lain.
❑
Coordinated through the City Manager's Office, the City will serve as a support for Sister City
programs and activities by:
Travel and Program Expenses:
Program Expenses –
Providing the use of meeting room space (up to 18 per calendar year) at no cost to the Sister
City Committee for related activities, except for a building attendant for after hour and
weekend meetings. Meeting room space does not include Community Hall or the Quinlan
Cupertino
Room.
change to "up to 18 per calendar y ea- r or otherwise approved by the City Manager in case of special
;adult delegation visits from our sister cities'
or a building atendant for after hour (after to pm) and weekend meetings unless staff or a council
member volunteers to open the door for the sister ci
CC 2 -18 -14 Item # 10
Travel Expenses —
Council or City Staff travel for Sister City programs :must be funded by Sister City
Committee fundraising activities, or by the individual traveling council or staff member, unless
authorized in advance by the City Council.
New Affiliations:
To ensure that there is a broad base of community support for a global partnership, the citizen
committee responsible for implementing the sister city program should include at least io active
Cupertino residents who are committed to making a new affiliation successful.
change to "a group of
Terminating a Sister City Affiliation
If a sister city affiliation is inactive for a period of three years and there is a lack of
community support
for the sister city relationship to continue, the City may initiate the process to terminate
the sister city
affiliation with the sister city and Sister Cities International.
Please de ne "inactive"
Thank you for developing the sister city policy and giving all of us an opportunity to discuss it.
Warm Regards,
Angela
Cupertino- Hsinchu Sister City Association
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 3:13 PM
To: Kirsten Squarcia
Subject: FW: Sister City Policy, 2/18 Council Agenda Item# 10
From: Angela Chen Lee [mailto:achenlee8 @gmail.com]
Sent: Tuesday, February 18, 2014 3 :11 PM
To: Orrin Mahoney; Mark Santoro; Gilbert Wong; Rod Sinks; Earry Chang; David Brandt
Cc: Angela Chen Lee; Chia -Ching Lin; Janice Sung; Vicky Tsai; Penny Peng
Subject: Fwd: Sister City Policy, 2/18 Council Agenda Item# 10
Orrin and all,
Hope all is well.
I don't think my email below reached all members of City Council previously. This is to respectfully
request that you consider deferring the final adoption of the Sister City Policy, and direct staff to have
one meeting with Sister City representatives to clari -�7 languages in the Policy. My request is justified
as below;
In the staff report, it was stated that the Policy reflects the current practices. But Sister City members,
the people involved in the current practices in the past to years (or 17 years in Toyokawa's case) have
questions and concerns regarding items in the policy. Since non of the sister city members are
involved in the development of the policy, I hope that we can at least have a short working meeting
with staff to have our questions answered, and concerns addressed.
Regards,
Angela
CHSCA
---- - - - - -- Forwarded message ---- - - - - --
From: Angela Chen Lee <achenlee8 gmail.com>
Date: Mon, Feb 17, 2014 at 6:31 PM
Subject: Re: Sister City Policy, 2/18 Council Agenda Item# 10
To: Gilbert Wong <gilbertswong_ggmail.com>
Thank you.
Angela
On Feb 17, 2014 6:28 PM, "Gilbert Wong" <gilbertswong R(,glnail.com> wrote:
Thank you Angela or your comments and concerns from the Cupertino Hsinchu Sister City. I have shared you
concerns and thoughts with city staff. Regards, Gilbert
CC 2 -18 -14 Item # 10
Sent from my iPad
On Feb 17, 2014; at 3:45 PM, Angela Chen Lee <achenlee8 a gmail.com> wrote:
Hi Gilbert,
I read the council memo and policy of the item regarding Sister City. I have some
comments, and questions that needs clarification. I think to go through details of the
policy in a public setting is not efficient use of City Council, staff and public's time. I
suggest that the Council defers the final adoption of the policy and
direct
staff to work with sister city reps to provide clarifications on many parts of the policy.
Angela
PAGE 1,
Intent of Sister City Affiliations:
3rd paragraph
The ideal affiliation should involve a: large number of citizens and organizations in both cities,
engaging in exchanges of people, ideas and cultures on a long -term, continuing basis.
Sister City Citizen Comm Responsibilities:
5th bullet:
Finance from fundraising efforts and resources other than public funding, all travel and
program expenses beyond reasonable portage, fax, copying and printing costs
for events in which the City is participating. This includes fundraising or securing
gifts for special celebrations, such as anniversaries.
PAGE 2,
Sister City Citizen Comm Responsibilities:
7th bullet:
Work with city staff several weeks at least: two months in advance in arranging
official city promotional gifts and meetings for foreign delegations. For local
groups traveling abroad and bringing city gifts, similar notice is required.
City of Cupertino Responsibilities (With regard to City supported Sister City
Committees):
Coordinated through the Parks and Recreation Service Department, the City will serve
as a support for programs and activities by:
❑ Providing for set -up and complimentary access to a City facility for two community
event per Sister City per fiscal year. All cost of food, drinks, and materials are the
responsibility of the Sister City Committee.
❑ Offering city affiliation with official committee for purposes of coverage under
ABAG insurance policy.
0
CC 2 -18 -14 Item # 10
Coordinated through the City Manager's Office, the City will serve as a support for Sister
City programs and activities by:
Travel and Program Expenses:
Program Expenses -
Providing the use of meeting room space (up to 18 per calendar year) at no cost to
the Sister City Committee for related activities, except for a building attendant for
after hour and weekend meetings. Mee Ling room space does not include
Community Hall or the Quinlan Cupertino
Room.
0
Travel Expenses -
Council or City Staff travel for Sister City programs must be funded by Sister City
Committee fundraising activities, or by the irLdividual traveling council or staff member,
unless authorized in advance by the Ci by Council.
New Affiliations:
To ensure that there is a broad base of community support for a global partnership, the
citizen committee responsible for implementing the sister city program should include
at least io active Cupertino residents who are committed to making a new
affiliation successful.
Terminating a Sister City Affiliation
If a sister city affiliation is inactive for BL period of three years and there is a
lack of community support
for the sister city relationship to continue, the City may initiate the process
to terminate the sister city
affiliation with the sister city and Sister Cities International.
Warm Regards,
Angela
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From:
Karen B. Guerin
Sent:
Tuesday, February 18, 2014 2:10 PM
To:
Kirsten Squarcia
Subject:
FW: CHSCA
Importance: High
From: Guijun ]i [mailto:ji guiiun @hotmail.com]
Sent: Tuesday, February 18, 2014 2:05 PM
To: Gilbert Wong; Rod Sinks; Barry Chang; Orrin Mahoney; Mark Santoro; Cupertino City Manager's Office
Subject: CHSCA
Importance: High
Hello Cupertino City Council members,
I am Guijun Ji, a resident of City of Cupertino. My daughter will join the Hsinchu Sister City Student Exchange
Program in 2014. She is very excited about the trip and it would be a wonderful learning experience for
her, stretching her responsibility even more on this trip to set a good image of Cupertino as she
mentioned. I would like to see the City of Cupertino continues and expands its support, financially and in staff
resources, for the Cupertino- Hsinchu Sister City Association related activities.
Yours sincerely
Guijun Ji & Lidan Ou
1202 Ruppell Place.
Cupertino, CA 95014
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 1:48 F'M
To: Kirsten Squarcia
Subject: FW: Sister Cities Agenda Item
From: Eleanor Chan [ mailto:eleanorchan6(&yahoo.com]
Sent: Tuesday, February 18, 2014 1:18 PM
To: City Council
Subject: Sister Cities Agenda Item
Dear City Council,
I am writing to urge you to please continue your support of the Sister Cities program, including
continuing the financial support. As a member of the Cupertino - Toyokawa Sister Cities board, I have
to tell you that I was impressed with the longevity of this organization when I first came on board.
Since its inception, this organization has exchanged over 400 Cupertino students. This is something
that the City Council should be proud of.
I'm sure each student delegate as a wonderful mernory that they can tell you about from their trip to
Toyokawa. My daughter has fallen in love with Japan and would really like to travel there again if
given the opportunity. Being a delegate gave her thE: opportunity to experience her first time in
Japan.
So, what I'm trying to say is that our organization has to raise funds to be able to subsidize the
delegations' travel to Japan and host the Toyokawa delegation here. If all the funds we raise is spent
on the facilities' rentals and other items that the City, covers, we end up not being able to send as
many students that we can. What a waste to spend funds raised to pay for a hall rental!
So, I hope you'll recognize that we need your continued support, at the current level, to keep our
program going strong. I would like to let you know that interest in our exchange program continues to
grow. At our last information night, we had over 100 interested students attending.
Thank you for your time.
Eleanor Chan
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 9:43 AM
To: Kirsten Squarcia
Subject: FW: In Support of CHSCA
From: Jatin Upadhyay [mailto:jupadhya @ gmail.com]
Sent: Sunday, February 16, 2014 8:57 PM
To: Gilbert Wong; Barry Chang; Mark Santoro; Cupertino City Manager's Office; Rod Sinks; Orrin Mahoney
Cc: Lin Chia- Ching; Khyati Upadhyay
Subject: In Support of CHSCA
To: Cupertino City Council in support of the Hsinchu Sister City
Hi Council Members,
I am Jatin Upadhyay, a resident of City of Cupertino. My child joined the Hsinchu Sister City Student
Exchange Program in _2013. We hosted an exchange student from Hsinchu city last year and it was a very
pleasant experience sharing our culture with them and learning about them in return. My son, Rishi, is visiting
Hsinchu city coming April.
I believe this is one of the best program being supported by the city.
I would like to thank the council for this program and would like to see the City of Cupertino continues and
expands its support, financially and in staff resources, for the Cupertino- Hsinchu Sister City Association related
activities."
Thanks,
Jatin Upadhyay
1065 West Hill Ct
Cupertino, CA 95014
408 -945 -1717
CC 2 -18 -14 Item # 10
Kirsten Squarcia
v
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 1004 AM
To: Kirsten Squarcia
Subject: FW: Support for Toyokawa- Cupertino Sister Cities program
From: Valerie Do [mailto:vdo @quantros.com]
Sent: Tuesday, February 18, 2014 10:03 AM
To: City Council
Subject: Support for Toyokawa- Cupertino Sister Cities program
February, 14, 2014
Dear Cupertino Mayor Gilbert Wong, Vice Mayor Rod Sinks, and City Council Members Barry Chang, Orrin
Mahoney, and Mark Santoro,
I am asking you to please support the interests, especially financial, of the four sister city organizations in
Cupertino. These organizations promote international cuilural awareness and student and adult exchange.
I was sponsored as a delegate to Toyokawa, Japan by the Cupertino- Toyokawa Sister Cities Inc. and had the
experience of a lifetime when I traveled to Toyokawa as a middle school student. In turn, my family hosted two
students from Toyokawa here in Cupertino. This experience has opened my mind to the ideas of global exchange
and getting along with people from a country so different, yet so similar to my own. I experienced different
language, food, and culture, yet found common interests and issues with the Japanese students as we interacted
on this trip. We couldn't speak each other's languages fluently, yet bonded emotionally very quickly as we found
that teens everywhere face many similar issues.
It meant so much to show our Japanese student visitors aspects of living in Cupertino and the surrounding area.
This would not have been possible without City support. We were able to warmly welcome the Japanese students
at our lovely City Hall, enjoy a BBQ at Memorial Park, and have a moving sendoff ceremony at the Community
Hall. The students experienced other activities, but these were highlights that really framed the trip in a
memorable way for all.
Please continue to support the Sister City Organizations in Cupertino so we can continue to build relationships
that stretch internationally and encourage young people to grow and welcome diversity in their lives.
Thank you for your consideration,
Sincerely,
Valerie Do
Sr Accountant / Revenue Manager I Quantros, Inc.
475 Sycamore Drive, Milpitas, CA 95035
P: 408 - 514 -4839 F: 408 -957 -3320
CC 2 -18 -14 Item # 10
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CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:47 AM
To: Kirsten Squarcia
Subject: FW: Friendship between Toyokawa and Cupertino
- - - -- Original Message---- -
From: Suchitra Vasudevan [mailto:suchivasu @gmail.corr►]
Sent: Monday, February 17, 2014 6:21 AM
To: City Council
Subject: Friendship between Toyokawa and Cupertino
Hello,
Toyokawa and Cupertino have been friends for all these years. We just don't unfriend people for financial
reasons.
Our children are the future citizens, by not canceling this wonderful program, We are giving them a message
that people are not important, friendship is not important, relationship is not important, only thing that is
important is money.
Please support our program to build a strong people.
Thank you
Suchi
Sent from my iPhone
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:46 FPM
To: Kirsten Squarcia
Subject:. FW:
From: Jean G [mailto:jeang8 @hotmail.com]
Sent: Monday, February 17, 2014 8:43 AM
To: City Council
Subject:
February, 117, 2014
Dear Cupertino Mayor Gilbert Wong, Vice Mayor Rod Sinks, and City Council Members Barry Chang,
Orrin Mahoney, and Mark Santoro,
I am asking you to please support the interests, especiially financial, of the four sister city organizations in
Cupertino. These organizations promote international cultural awareness and student and adult
exchange.
My daughter was sponsored as a delegate to Toyokawa, Japan by the Cupertino - Toyokawa Sister Cities
Inc. and had the experience of a lifetime when she traveled to Toyokawa as a middle school student. In
turn, our family hosted two students from Toyokawa here in Cupertino. This experience has opened our
minds to the ideas of global exchange and getting along with people from a country so different, yet so
similar to my own. Shel experienced different language, food, and culture, yet found common interests
and issues with the Japanese students as she interacted on this trip. They couldn't speak each other's
languages fluently, yet bonded emotionally very quickly as the kids found that teens everywhere face
many similar issues.
My husband and I joined the adult delegation, at our own expense, this past November. All that I said
above (except for the part about the teens!) holds true for us. We reconnected with adults and teens that
we hosted in the past. Many in the city of Toyokawa showed us a warm reception and I think that
global understanding and peace starts at this basic level of individuals sharing and connection.
It meant so much to show our Japanese student visitors aspects of living in Cupertino and the
surrounding area. This would not have been possible: without City support. We were able to warmly
welcome the Japanese students at our lovely City Hall, enjoy a BBQ at Memorial Park, and have a
moving sendoff ceremony at the Community Hall. The students experienced other activities, but these
were highlights that really framed the trip in a memorable way for all.
Please continue to support the Sister City Organizations in Cupertino so we can continue to build
relationships that stretch internationally and encourage young people to grow and welcome diversity in
their lives.
Thank you for your consideration,
Jean Gasperini
Secretary, Cupertino - Toyokawa Sister Cities Inc.
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:46 AM
To: Kirsten Squarcia
Subject: FW: Please continue to support Sister City Organizations in Cupertino
From: murthy.vasu @gmaiLcom [mailto:murthy.vasu @gmaiLcom] On Behalf Of Vasu Murthy
Sent: Monday, February 17, 2014 9:20 AM
To: City Council
Subject: Please continue to support Sister City Organizations in Cupertino
Dear Cupertino Mayor Gilbert Wong, Vice Mayor Rod Sinks, and City Council Members Barry Chang, Orrin Mahoney, and Mark
Santoro,
I am asking you to please support the interests, especially financial, of the four sister city organizations in Cupertino. These
organizations promote international cultural awareness and student and adult exchange.
My son was sponsored as a delegate to Toyokawa, Japan by the Cupertino - Toyokawa Sister Cities Inc. and had the experience
of a lifetime when he traveled to Toyokawa as a middle school student. In turn, we hosted two students from Toyokawa here in
Cupertino. This experience has opened his mind to the ideas of global exchange and getting along with people from a country
so different, yet so similar to my own. He experienced different language, food, and culture, yet found common interests and
issues with the Japanese students as we interacted on this trip. "they couldn't speak each other's languages fluently, yet
bonded emotionally very quickly as we found that teens everywhere face many similar issues.
It meant so much to show our Japanese student visitors aspects of living in Cupertino and the surrounding area. This would not
have been possible without City support. We were able to warmly welcome the Japanese students at our lovely City Hall, enjoy
a BBQ at Memorial Park, and have a moving sendoff ceremony at the Community Hall. The students experienced other
activities, but these were highlights that really framed the trip in a memorable way for all.
Please continue to support the Sister City Organizations in Cupertino so we can continue to build relationships that stretch
internationally and encourage young people to grow and welcome diversity in their lives.
Thank you for your consideration,
Sincerely,
Vasu Murthy
22686 Royal Oak Way
Cupertino, CA 95014
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:45 AM
To: Kirsten Squarcia
Subject: FW: Cupertino- Hsinchu Sister City Exchange Program
From: Medha J [mailto:medha903@yahoo.com]
Sent: Monday, February 17, 2014 1:54 PM
To: Gilbert Wong; Rod Sinks; Barry Chang; Orrin Mahoney; Mark Santoro; Cupertino City Manager's Office
Subject: Cupertino- Hsinchu Sister City Exchange Program
I am Medha Joshi, and my children joined the Hsinchu Sister City Student Exchange Program in 2011. We have
been hosting students for three years, and it has been a great experience for my family. My son also traveled to
Taiwan in 2012, and he is still in touch with the students lie met to this day. He had a great time, and we would
hate to see this program discontinued or underfunded. I would like to see the City of Cupertino continues and
expands its support, financially and in staff resources, fo:r the Cupertino - Hsinchu Sister City Association related
activities.
Regards,
Medha Joshi
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:40 AM
To: Kirsten Squarcia
Subject: FW: Sister City Organizations
From: chocolatsstar6lgmail.com rmailto:chocolatsstar @ gmaiLcom] On Behalf Of Angela Q.
Sent: Monday, February 17, 2014 2:23 PM
To: City Council
Subject: Sister City Organizations
Dear Cupertino Mayor Gilbert Wong, Vice Mayor Rod Sinks, and City Council Members Barry Chang, Orrin
Mahoney, and Mark Santoro,
I am asking you to please support the interests, especially financially, of the four sister city organizations in
Cupertino. These organizations promote international cultural awareness and student and adult exchange.
I was sponsored as a delegate to Toyokawa, Japan by the Cupertino - Toyokawa Sister Cities Inc., and it was one
of the best experiences of my life when I traveled to Toyokawa as a middle school student. The kindness and
warmth my host family and school showed us was incomparable, and getting to immerse myself in another
culture and country was an experience that I will never forget. In turn, my family hosted two students from
Toyokawa here in Cupertino. This experience has opened my mind to the ideas of global exchange and getting
along with people from a country so different, yet so similar to my own. I experienced different language, food,
and culture, yet found common interests and issues with the Japanese students as we interacted on this trip.
Even though we couldn't speak each other's languages, we still bonded emotionally very quickly as we found
that teens everywhere face many similar issues.
It meant so much to show our Japanese student visitors aspects of living in Cupertino and the surrounding area.
This would not have been possible without City support. We were able to warmly welcome the Japanese
students at our lovely City Hall, enjoy a BBQ at Memorial Park, and have a moving sendoff ceremony at the
Community Hall. The students experienced other activities, but these were highlights that really framed the trip
in a memorable way for all.
Please continue to support the Sister City Organizations In Cupertino so we can continue to build relationships
that stretch internationally and encourage young people to grow and welcome diversity in their lives. I want
other students to have the same amazing opportunity I did, and it can't be done without your help.
Thank you for your consideration.
Sincerely,
Angela Qiu
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:40 AM
To: Kirsten Squarcia
Subject: FW: Cupertino- Hsinchu Sister City Association
From: Li Wang [mailto:li4wana(cbgmail.com1
Sent: Monday, February 17, 2014 3:24 PM
To: Gilbert Wong; Rod Sinks; Barry Chang; Orrin Mahoney; Mark Santoro; Cupertino City Manager's Office
Subject: Cupertino- Hsinchu Sister City Association
Hi
I am Li Wang, a resident of City of Cupertino. My child, Trent Yu, joined the Hsinchu Sister City Student Exchange
Program in 2014. We are very excited about the opportunity. We believe the experience of visiting Hsinchu as a exchange
student will enrich my son's life in many different positive ways.
would like to see the City of Cupertino continues and expands its support, financially and in staff resources, for the
Cupertino- Hsinchu Sister City Association related activities.
Regards,
Li
CC 2 -18 -14 Item ## 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:40 AM
To: Kirsten Squarcia
Subject: FW: Sister City Concerns
- - - -- Original Message---- -
From: Fox Tammy [mailto:fox_tammy @cusdk8.org]
Sent: Monday, February 17, 2014 6:17 PM
To: City Council.
Subject: Sister City Concerns
February 17, 2014
Dear Cupertino Mayor Gilbert Wong, Vice Mayor Rod Sinks, and City Council Members Barry Chang, Orrin
Mahoney, and Mark Santoro,
I am asking you toplease support the interests, especially financial, of the four sister cityorganizations in
Cupertino. These organizations promote international cultural awareness and student and adult exchange.
According to Sister Cities International, the organization "strives to build global cooperation at the municipal
level, promote cultural understanding and stimulate economic development ". Reading that the City of
Cupertino is planning to reduce different kinds of support, is negligent of the city. The Cupertino - Toyokawa
is a very small, non - profit organization. I see we have the use of meeting rooms for a non- charge, but upon
further reading, the group has to pay for a receptionist to be there. While this may seem like a good idea to
generate some earnings for the city, I would argue this is one of Cupertino's requirements of support for a
Sister -City group.
I am currently the student- delegation coordinator and am in the position of working closely with both the City
of Cupertino and the City ofToyokawa. I have been to Toyokawa and the difference in the way the visits are
handled are as different as night and day. Toyokawa provided bussing service, a banquet, and an
International division leader to accompany us around the city on tours. The City of Cupertino has us using
parents as a mode of transportation, a bbq at a park in "rluch our organization pays for everything (except the
picnic site at the park), and no one from the city seems to care what the delegates are doing when they come to
Cupertino. As the delegation coordinator, I put information meetings together. Currently they are held at
CUSD board room because we can't afford to pay the citty another fee for renting a larger room. The board
room holds 75 people, we had over 300 people pack the meeting for information about these valuable sister
city program. It would help the all of the sister cities to be able to have large meeting spaces 4 or 5 times a
year, as part of the city support to these ongoing programs, with no charge.
I was sponsored as a chaperone to Toyokawa, Japan by the Cupertino - Toyokawa Sister Cities Inc. and had the
experience of a lifetime when I traveled to Toyokawa as an adult. In turn, my family hosted a chaperone from
Toyokawa. This experience has opened my mind to the ideas of global exchange and getting along with
people: from a country so different, yet so similar to my own. I experienced different language, food, and
culture, yet found common interests and issues with the Japanese students and adults as we interacted on this
CC 2 -18 -14 Item # 10
trip. We couldn't speak each other's languages fluently, yet bonded emotionally very quickly as we found that
teens and adults everywhere face many similar issues.
It meant so much to show our Japanese student visitors aspects of living in Cupertino and the surrounding
area. This wouldnot have been possible without City support. We were able to warmly welcome the
Japanese students at our lovely City Hall, enjoy a BBQ at Memorial Park, and have a moving sendoff
ceremony at the Community Hall. The students experienced other activities, but these were highlights that
really framed the trip in a memorable way for all.
I don't think you are aware of the lifetime impact these programs have on the all of the people it touches, in all
walks of life. These programs are invaluable. In the short term, the benefits to supporting these programs
include Self - development and awareness leading to enhanced self - confidence and self - esteem. This is often the
most noticeable change in returned exchange students. Maturity and social poise, fuelled by the necessity to
confront challenges outside a familiar support network and comfort zone are growing. Integration into
another family as well as the development of life -long friendships, fostering an appreciation of home and
family is often a lifetime friendship. A tremendous sense of accomplishment upon completion encourages
students to develop independent opinions, make informed decisions and strive to attain fresh goals. In the
long term, I have seen students and adults who participate go on to tertiary studies find themselves more
comfortable in 'foreign' environments. Prospective employers in almost every field look favourably upon
experience gained while living overseas and knowledge obtained of another language and culture. Increased
pressure to communicate and relate to others develops an awareness of group dynamics and personal
sensitivity towards others. Successful program completion represents an excellent measure of personal
flexibility, encompassing an ability to reachcompromise. focus and succeed through challenging times. The
city can do so much to support our four Sister City Organizations.
Please continue tosupport the Sister City Organizations in Cupertino so we can continue to build relationships
that stretch internationally and encourage young people to grow and welcome diversity in their lives.
I am not able to attend the meeting on Tuesday February 18, 2014. Thank you for your consideration,
Sincerely,
Dr. Tammy Fox, EdD
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:39 AM
To: Kirsten Squarcia
Subject: FW: Thank you for supporting our Sister City programs
From: janaye sakkas rmailto :janayesakkas20l5Ca)gmail.com]
Sent: Monday, February 17, 2014 7:40 PM
To: City Council
Subject: Thank you for supporting our Sister City programs
Dear Mayor Gilbert Wong, Vice Mayor Rod Sinks, and City Council Members Barry Chang, Orrin Mahoney,
and Mark Santoro,
I am asking you to please support the interests, especially financial, of the four sister city organizations in
Cupertino. These organizations promote international cultural awareness and student and adult exchange.
I am currently a junior in high school and was sponsored as a delegate to Toyokawa, Japan and also to
Hsinchu, Taiwan in the student exchange programs while I was in middle school. My brother also went to
Toyokawa when he was in middle school.
In turn, my family hosted two different sets of two students from Toyokawa, and a girl from Hsinchu. We are
still in contact with all of them. My parents even got to visit the first students we hosted after 7 years - they are
now in college! This experience has opened my mind to the ideas of global exchange and getting along with
people from a country so different, yet so similar to my own. I experienced different language, food, and
culture, yet found common interests. Even though we couldn't speak each other's languages fluently, we
bonded emotionally as we found that teens everywhere face many similar issues and have common interests.
It meant so much to show our exchange students around Cupertino and I appreciate the city allowing us to hold
events in City Hall, Memorial Park, and Community Hall.
Please continue to support the Sister City Organizations ;in Cupertino so we can continue to build relationships
that stretch internationally and encourage young people to grow and welcome diversity in their lives. Thank you
for your consideration.
Sincerely,
Janaye Sakkas
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:38 AM
To: Kirsten Squarcia
Subject: FW: [CupertinoToyokawaBoard] POLICIES AND GUIDELINES ON SISTER CITIES -
Toyokawa Sister City comments [1 Attachment]
From: ukubota @mindspring.com [mailto:ukubota @mindspring com]
Sent: Monday, February 17, 2014 11:48 PM
To: alysa sakkas; Cupertino T yokawaBoard(abyahoogroups .com; City Council
Cc: angela Chen
Subject: Re: [CupertinoToyokawaBoard] POLICIES AND GUIDELINES ON SISTER CITIES - Toyokawa Sister City
comments [1 Attachment]
Thank you Alysa.
Appreciatively,
Uina
Sent on the Sprint® Now Network from my BlackBerryOD
From: alysa sakkas <asakkasg mail.com>
Sender: CupertinoToyokawaBo ardgyahoo groups. com
Date: Mon, 17 Feb 2014 21 :28:14 -0800
To: <citycouncil a,cupertino.org>
Cc: CupertinoToyokawaBoard ayahoo groups. com <CupgrtinoToyokawaBoard(iD a�groups.com >; angela
then <achenl ee8 g yaho o. com>
Subject: [CupertinoToyokawaBoard] POLICIES AND GUIDELINES ON SISTER CITIES - Toyokawa Sister
City comments [I Attachment]
Dear City Council members,
I am a member of the Cupertino Toyokawa Sister Committee.
I think our exchange programs and Cherry Blossom Festival are wonderful programs, and I very
much appreciate the very generous support we receive from the city. This includes the financial
support, the use of city facilities and resources, the assistance of city staff, and the support each of
you have shown by attending our events, bringing credibility to our organization and mission.
A portion of our committee met to review the proposed redlines to the "Policies and Guidelines on
Sister Cities for the City of Cupertino ". We appreciate the time taken to update these, as it is
important to keep them current and relevant. We ft 01 there are some areas that should be clarified,
some questions, and have made comments where we don't agree with the redlines as stated.
Please refer to the attachment. I saved the proposed policy as an MS Word document with the
redlines accepted, and then I used redlines and cornments to provide our feedback.
CC 2 -18 -14 Item # 10
I've tried my best to represent the consensus of our committee. If you need clarification on any of
these comments, I am happy to provide. These comments are made respectfully with the intent of
reflecting the Toyokawa Sister City point of view. They are made with the best intentions of helping to
codify a city policy that applies fairly to all sister cities.
Thank you again for all your support to all the Cupertino Sister Cities and thank you for your
consideration.
Respectfully,
Alysa Sakkas
Cupertino Toyokawa Sister Cities
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POLICIES AND GUIDELINES ON SISTER CITIES
FOR THE CITY OF CUPERTINO
Background:
Presently, Cupertino has two active sister cities registered with Sister CiEiE:s International, the cities of
Toyokawa, Japan and Hsinchu, Taiwan.
Intent of Sister City Affiliations:
The city recognizes the value of developing people -to- people contacts as a way to further international
communication and understanding. Sister city partnerships have proved very successful in fostering
educational, technical, economic and cultural exchanges.
Sister city relationships are effective only when organizations of interested residents in one community
work with interested residents in another city to promote communication and understanding among
people of different cultures.
The ideal affiliation should involve a: large number of citizens and organizations in both cities, engaging it
exchanges, of people, ideas�and cultures on a long - term, continuing basis. The City intends to provide
limited financial 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.
Sister City Citizen Committee Responsibilities (Receiving City Support):
❑ Identify, manage, coordinate and implement all activities related to the :sister city program
❑ Establish a formal, incorporated 501 (c) (3) structure, with officers and appropriate functional
subcommittees.
❑ Maintain communication with the affiliate sister city committee, ensuring the counterpart committee is
equally committed to the program.
❑ Solicit donations and in -kind contributions from the local community as appropriate
❑ Finance from fundraising efforts and resources other than public funding, all travel and program
expenses beyond reasonable postage, fax, copying and printing costs for events in which the City is
participatins.l---------------------------------
❑ Prepare•a detailed budget from fundraising efforts other than public (City) funding for events and
activities and keep track of expenses. The budget should show funds available and should identify
,adequate, ongoing funding sources for program activities------------------------- ------- -- --
Comment [Al]: Recommend striking this. Gift
giving;is an important custom. Gifts should be
reciprocated between the cities. It seems
unequitable,to ask the Cupertino committee to be
financially responsible for reciprocating gifts and
special celebrations with the' *city.of,Toyokawa
(versus the City of Cupertino) .
Deleted: This includes fundraising or securing
gifts for special celebrations, such as anniversaries.
Deleted: ¶
❑ Work with city staff at least two months in advance in arranging official promotional gifts and meetings
for foreign delegations. For local groups traveling abroad and bringing city gifts, similar notice is required.
Meet the following eligibility requirements /annual submittals:
Proof of 501 (c) 3 status
(Detailed account �fprior year actual_ revenue and .expenses - - -_
Summary of prior year activities
Proposed budget plan
Fundraising plan
Work plan
Sister City Citizen Committee Responsibilities (Not Receiving City aupport):
❑ Identify, manage, coordinate and implement all activities related to the :sister city program
❑ Maintain communication with the affiliate sister city committee, ensuring the counterpart committee is
equally committed to the program.
❑ Solicit donations and in -kind contributions from the local community as appropriate.
City of Cupertino Responsibilities (With regard to City supported Sister City Committees):
Coordinated through the Parks and Recreation Service Department, the City will serve as a support for
programs and activities by:
❑ Providing for set -up and complimentary access to a City facility forihre_ community event per Sister
City per fiscal year. IAII cost of food drinks and materials are the responsibility of the Sister City
Committee.. _ _
• Offering city affiliation with official committee for purposes of coverages under ABAG insurance policy.
• Accepting gifts from the. Sister City. Said gifts are the property of the City and shall be displayed at a
City facility or distributed at the City's discretion.
Coordinated through the City Manager's Office, the City will serve as a support for Sister City programs
and activities by:
❑ Providing access to postage, fax, copying and printing equipment to Sister City Committee members
for support for sister city events in which the City is participating. City staff is not responsible for preparing
mailings or printed materials.
❑ Providing the use of meeting room space (up to 18 per calendar year) at no cost to the Sister City
Committee for related activities, except for a building attendant for lafter hour Land weekend meetings,____ -----------------
Meeting room space does not include Community Hall or the Quinlan Cupertino Room.
❑ Providing modest official City promotional gift items typically given at community events to government
representatives and official delegates -From visiting countries. These include: city t shirts, pens, reusable
bags, and lapel pins. The cost of each promotional gift or gift bag shall riot exceed .$ 15.
Comment [A2]: 'Point of clarification -assume
this refers to detailed account wrt funds given by
the city (versus overall organization and all its
programs)
Comment [A3]: Three versus two events. Three
events would be consistent with status quo for
student exchanges:
1) Info Meeting
2)Memorial park BBQ
3)Farewell
In years that there is a 5 year anniversary, we
normally have in addition:
1)Welcomedinner
2)Farewell
Deleted: two
Comment [A4]: Please clarify what this refers to.
Currently for student exchange, committee does
supply all food and drinks.for these events, but for
the adult exchange (every five years), the city has
been sponsoring the foo&and drink for the
welcome dinner and BBQ. Are the adult exchanges
covered by different city policy or do they need
elaboration in this policy?
Comment [AS]: Assume after hours means after
1OPM on weekdays? All of our meetings are held in
the evening. If this means after business hours (i.e.,
6pm)this would be asignificant financial burden for
the sister city committee.
Comment [A6]: The city of Toyokawa typically
gives these.typesof promotional . gift bags to
everyone in the delegation (not just government
representatives); so it would be:nice to reciprocate
and give gift bags to all delegates from Toyokawa.
-I-----------------------------------------------------
City of Cupertino Responsibilities (With regard to non -City supported Sister City Committees):
The City shall maintain registration with the Sister Cities International organization and shall charge the
Non -City Supported Sister City Committees resident rates on the rental of any City facility.
Travel and Program Expenses:
Program Expenses —
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 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/reviewed by the Finance Department. These funds represent the City's sole monetary
commitment each fiscal year with the exception of the items listed above.
Travel Expenses —
Council or City Staff travel for Sister City programs must be funded 1by Sister City Committee
,fundraising activities, -or by -the individual traveling council or staff member, unless authorized in advance
-- ----- ---- --- -------------"------------------------------------
by the City Council.
New Affiliations:
To ensure that there is a broad base of community support for a global partnership, the citizen committee
responsible for implementing the sister city program should include at least 10 active Cupertino residents
who are committed to making a new affiliation successful.
Proposal Process
The new Sister City Committee will prepare and submit the following to the City of Cupertino:
Comment [A7]:. Recommend striking this. Gifts
fromthe city ofToyokawa to official.visiting
delegates should be reciprocated with gifts from the
city of Cupertino to official visiting delegates from
Toyokawa.
Deleted: Additional gifts presented to members of
a Sister City delegation are the responsibility of the
Sister City Committee
Comment [A81: The Toyokawa sister city
committee has not funded traveling, council or staff
members.
Detailed demographic profile of the prospective city
Documentation of broad -based community support, with a minimum of 5 members on the organizing
committee.
A preliminary program plan outlining objectives and funding sources.
.If the City Council adopts a resolution establishing a new Sister City relationship, the City shall register
that new Sister City with Sister Cities International. If the proposed new Sister City Committee desires to
operate a.student exchange program and demonstrates that it can meet its responsibilities as a City
supported Sister City Committee, the City shall adjust the budget for the following year to provide for
financial support.
Terminating a Sister City Affiliation
While regrettable, it is sometimes necessary for a city to terminate a sister city affiliation. 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 Cupertino or the sister city may opt to terminate the sister city relationship.
If a sister city affiliation is inactive for a period of three years and there is a lack of community support
for the sister city relationship to continue, the City may initiate the process to terminate the sister city
affiliation with the sister city and Sister Cities International.
INTERNATIONAL DELEGATIONS _
Background:
Presently, Cupertino attracts many international delegations beyond its sister cities for business and
economic development reasons.
The City recognizes the value of developing people -to- people contacts as a way to further international
communication and understanding,
Delegations must contact city staff at least 60 days in advance in arranging meetings, unless waived by
the City Manager.
Coordinated through the City Manager's Office, the City will:
❑ Provide City promotional items typically given at community events tokepresentatives from visiting
countries. These may include: city t- shirts, pens, reusable bags, and lapel pins, to the extent there remains
a budgeted amount to purchase such gifts and promotional items.
❑ Conduct tours of city facilities.
Travel and Program Expenses:
Program. Expenses —
The City Council will, as part of its annual budget adoption process, establish a program budget for
promotional items for �Ielegation�_ Promotional gifts or gift bags shall not exceed the cost of S15 each_
Travel Expenses —
International travel shall be at the expense of the traveling council member unless authorized in advance
by the City Council.
Comment [A9]: These.types of gifts have
typically been given to all visiting representatives,
not just government representatives.
Deleted: government
Deleted:
�- - --- Formatted: No page break before
Comment [A10]: Note that use of the word
delegation here is consistent . with above comment
As (versus promotional items to government
delegates only.)
CC 2 -18 -14 Item # 10
Kirsten Squarcia
0
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:38 AM
To: Kirsten Squarcia
Subject` FW: Supports of Cupertino Hsinchu Sister City Association
From: Chia -ching Lin fmailto :cindylin60)yahoo.com]
Sent: Monday, February 17, 2014 9:43 PM
To: Michele Hugin; Gilbert Wong; Rod Sinks; Barry Chang; Orrin Mahoney; Mark Santoro; Cupertino City Manager's Office
Subject: Supports of Cupertino Hsinchu Sister City Association
Dear City Council members,
My name is Michele Hugin and I am a resident of Cupertino. My son Ben Pribe had the pleasure of
participating in the exchange program to Taiwan in April 2013. This trip offered our son a rare insight
into the food, culture and lifestyle of the Taiwanese people. Ben has been learning Mandarin since
his was 2 years old and this trip helped to solidify his knowledge of the language. He enjoyed serving
as an ambassador from Cupertino.
We enjoyed hosting a young man from Taiwan last October in the reciprocal exchange
program. Andy, our student, had a great time visiting San Francisco, Monterey and especially the
Apple campus.
This exchange program provides a wonderful opportunity to connect young people in Taiwan and
Cupertino- we hope you will continue to support this program.
Sincerely,
Michele Hugin
CC 2 -18 -14 Item # 10
Kirsten Squarcia
v
From: Karen B. Guerin
Sent: Tuesday, February 18, 2014 8:37 AM
To: Kirsten Squarcia
Subject: FW: POLICIES AND GUIDELINES ON SISTER CITIES - Toyokawa Sister City comments
Attachments: POLICIES AND GUIDELINES ON SISTER CITIES - alysa comments 02- 18- 14.docx
From: asakkas2011CabQmail.com [mailto:asakkas2011@gmail.com] On Behalf Of alysa sakkas
Sent: Monday, February 17, 2014 9:28 PM
To: City Council
Cc: Cu perti noToyokawa Boa rdaya hoog ro ups. com; angela chen
Subject: POLICIES AND GUIDELINES ON SISTER CITIES - Toyokawa Sister City comments
Dear City Council members,
1 am a member of the Cupertino Toyokawa Sister Committee.
I think our exchange programs and Cherry Blossorn Festival are wonderful programs, and I very
much appreciate the very generous support we receive from the city. This includes the financial
support, the use of city facilities and resources, the assistance of city staff, and the support each of
you have shown by attending our events, bringing credibility to our organization and mission.
A portion of our committee met to review the proposed redlines to the "Policies and Guidelines on
Sister Cities for the City of Cupertino ". We appreciate the time taken to update these, as it is
important to keep them current and relevant. We fE:E:I there are some areas that should be clarified,
some questions, and have made comments where we don't agree with the redlines as stated.
Please refer to the attachment. I saved the proposed policy as an MS Word document with the
redlines accepted, and then I used redlines and comments to provide our feedback.
I've tried my best to represent the consensus of our committee. If you need clarification on any of
these comments, I am happy to provide. These cornments are made respectfully with the intent of
reflecting the Toyokawa Sister City point of view. They are made with the best intentions of helping to
codify a city policy that applies fairly to all sister cities.
Thank you again for all your support to all the Cupe tino Sister Cities and thank you for your
consideration.
Respectfully,
Alysa Sakkas
Cupertino Toyokawa Sister Cities
POLICIES AND GUIDELINES ON SISTER CITIES
FOR THE CITY OF CUPERTINO
Background:
Presently, Cupertino has two active sister cities registered with Sister Ci'tiE!s International, the cities of
Toyokawa; Japan and Hsinchu, Taiwan.
Intent of Sister City Affiliations:
The city recognizes the value of developing people -to- people contacts as a way to further international
communication and understanding. Sister city partnerships have proved very successful in fostering
educational, technical, economic and cultural exchanges.
Sister city relationships are effective only when organizations of interested residents in one community
work with interested residents in another city to promote communication and understanding among
people of different cultures.
The ideal affiliation should involve a: large number of citizens and organizations in both cities, engaging in
exchanges -of people, ideas and cultures on a long -term, continuing basis. The City intends to provide
limited financial 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.
Sister City Citizen Committee Responsibilities (Receiving City Support):
❑ Identify, manage, coordinate and implement all activities related to the sister city program
❑ Establish a formal, incorporated 501 (c) (3) structure, with officers and appropriate functional
subcommittees.
❑ Maintain communication with the affiliate sister city committee, ensuring the counterpart committee is
equally committed to the program.
❑ Solicit donations and in -kind contributions from the local community as appropriate
❑ Finance from fundraising efforts and resources other than public funding, all travel and program
expenses beyond reasonable postage, fax, copying and printing costs for events in which the City is
participating.1 -------------------------------------------------------------------------------------------------------------
❑ Prepare a detailed budget from fundraising efforts other than public (City) funding for events and
activities and keep track of expenses. The budget should show funds available and.should identify
,adequate,_ongoinA funding sources forproAram activities_____________________
Comment [Al]: Recommendstriking this.. Gift
giving is an important custom. Gifts 'should be
reciprocated between the cities. It seems
unequitable to ask the Cupertino committee to,be
financially responsible for reciprocating gifts and
special celebrations with the city of Toyokawa
(versus the City of Cupertino) .
Deleted: q
❑ Work with city staff at least two months in advance in arranging official promotional gifts and meetings
for foreign delegations. For local groups traveling abroad and bringing city gifts, similar notice is required.
Meet the following eligibility requirements /annual submittals:
Proof of 501 (c) 3 status
(Detailed account[ofprior year actual revenue and expenses --------------------------------------------------
Summary of prior year activities
Proposed budget plan
Fundraising plan
Work plan
Sister City Citizen Committee Responsibilities (Not Receiving City iupport):
❑ Identify, manage, coordinate and implement all activities related to the :sister city program
❑ Maintain communication with the affiliate sister city committee, ensuring the counterpart committee is
equally committed to the program.
❑ Solicit donations and in -kind contributions from the local community as appropriate.
City of Cupertino Responsibilities (With regard to City supported Sister City Committees):
Coordinated through the Parks and Recreation Service Department, the City will serve as a support for
programs and activities by:
❑ Providing for set -up and complimentary access to a City facility forimled community event per Sister.
City per fiscal year. l l cost of food, drinks, and materials are the responsibility of the Sister City,'
Committee,[
❑ Offering city affiliation with official committee for purposes of coverage under ABAG insurance policy
❑ Accepting gifts from the Sister City. Said gifts are the property of the City and shall be displayed at a
City facility or distributed at the City's discretion.
Coordinated through the City Manager's Office, the City will serve as a support for Sister City programs
and activities by:
❑ Providing access to postage, fax, copying and printing equipment to Sister City Committee members
for support for sister city events in which the City is participating. City staff is not responsible for preparing
mailings or printed materials.
❑ Providing the use of meeting room space (up to 18 per calendar year) at no cost to the Sister City
Committee for related activities, except for a building attendant forlafter hour knd- weekend meetings_
Meeting room space does not include Community Hall or the Quinlan Cupertino Room.
❑ Providing modest official City promotional gift items typically given at community events to government
representatives nd official delegates lFrom visiting countries. These ;include: city_t_shirts, , reusable
- - ---- --- ----------- ---- — _pens ----------- -- - -.
bags, and lapel pins. The cost of each promotional gift or gift bag shall riot exceed S 15.
Comment[A2]: Point of clarification- assume
this refers to detailed account wrt funds given by
the city (versus overall organization and all its
programs)
Comment [A3]: Three: versus two events. Three .
events would be consistent with status quo for
student exchanges:
1) Info Meeting
2)Memorial park BBQ
3)Farewell
In years that there is a5year anniversary, we
normally have in addition:
1)Welcome. dinner
2)Farewell
Deleted: two
Comment [A4]: Please clarify whatthis refers to.
Currently for student exchange, committee does
supply all food and drinks for these events, but for
the adult exchange (every five years), the city has
beensponsoring -,the food and drink for the
welcome dinner and BBQ. Are the.adult exchanges
covered by a different city policy or do they need
elaboration in this policy?
Comment [AS]: Assume after hours means after
loPM'onweekdays? All of our meetings are held in
the'evening. If this means after business hours (i`.e.,
6pm) this would be a'significant financial burden for
the sister city. committee.
Comment [A6]; The city of Toyokawa typically
gives these types of promotional gift bags to
everyone in,the delegation (not just government
representatives), so it would be nice to reciprocate
and give gift bags to all delegates from Toyokawa.
Id
City of Cupertino Responsibilities (With regard to non -City supporled Sister City Committees):
The City shall maintain registration with the Sister Cities International organization and shall charge the
Non -City Supported Sister City Committees resident rates on the rental of any City facility.
Travel and Program Expenses:
Program Expenses —
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 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/reviewed by the Finance Department. These funds represent the City's sole monetary
commitment each fiscal year with the exception of the items listed above.
_ - Comment [A7]' Recommend striking this. Gifts
from the city of Toyokawa to official visiting
delegates should be reciprocated withgiftsfrom the
city of Cupertino to official visiting delegates from
Toyokawa.
Deleted: Additional gifts, presented to members of
a Sister City delegation are the responsibility ofthe
Sister City Committee
Travel Expenses —
Council or City Staff travel for Sister City programs must be funded �y Sister City Committee
fundraising activities, or by the individual traveling council or staff member, unless authorized in advance _ - -- Comment [As]: The Toyokawa sister city
— - --- --- rav l-- -------------- --- -- ---------- - - - - -- ------- - - - - -- --
by the City�Counct_l. committee has not funded traveling council or staff
members.
New Affiliations:
To ensure that there is a broad base of community support for a global partnership, the citizen committee
responsible for implementing the sister city program should include at least 10 active Cupertino residents
who are committed to making a new affiliation successful.
Proposal Process
The new Sister City Committee will prepare and submit the following to the City of Cupertino:
Detailed demographic profile of the prospective city
Documentation of broad -based community support, with a. minimum of 5 members on the organizing
committee.
A preliminary program plan outlining objectives and funding sources.
.If the City Council adopts a resolution establishing a new Sister City relationship, the City shall register
that new Sister City with Sister Cities International. If the proposed new Sister City Committee, desires to
operate,a student exchange program and demonstrates that it can meet its responsibilities as a City
supported Sister City Committee, the City shall adjust the budget for the following year to'provide for
financial support.
Terminating a Sister City Affiliation
While regrettable, it is sometimes necessary for a city to terminate a sister city affiliation. Sister city
affiliations are meant to be long- standing, official city linkages that involve extensive community
participation beyond government. Fora variety of reasons, ,a sister city relationship may lose community
interest and support, and Cupertino or the sister city may opt to terminate the sister city relationship.
If a sister city affiliation is inactive for a period of three years, and there .is a lack of community support
for the sister city relationship to continue, the City may initiate the proc(:ss to terminate the sister city
affiliation with the sister city and Sister Cities International.
INTERNATIONAL DELEGATIONS _
Background:
Presently, Cupertino attracts many international delegations beyond its , ister cities_ for business,and
economic development reasons.
The City recognizes the value of developing people -to- people contacts as a way to further international
communication and understanding.
Delegations must contact city staff at least 60 days in advance in arranging meetings, unless waived by
the City Manager.
Coordinated through the City Manager's Office, the City will:
❑ Provide City promotional items typically given at community events toiepresentatives from visiting Comment [a9]: These types of gifts have
countries. These may include: city t- shirts, pens, reusable bags; and lapel pins, to the extent there remains T typically been given to all visiting representatives,
a budgeted amount to purchase such,gifts and promotional items. not just government representatives.
Deleted: govemment
❑ Conduct tours of city facilities. Deleted:
Travel and Program Expenses:
Program Expenses —
The City Council will, as part of its annual budget adoption process, establish a program budget for
promotional items for 0clegationd_ Promotional gifts or gift bags shall not exceed the cost of $15 each_
Travel Expenses —
International travel shall be at the expense of the traveling council member unless authorized in advance
by the City Council.
----- Formatted: No page break before
Comment [A10]: Note that use of the word
delegation here inconsistent with above comment
A6 (versus ,promotional items to government
delegates only.)
cc '2-I1"01�
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POLICIES AND GUIDELINES ON SISTER CITIES
FOR THE
CITY OF CUPERTINO
Background:
Presently, Cupertino has two four active sister cities registered with Sister Cities International, the cities of
Toyokawa, Japan, and Hsinchu, Taiwan., Copertino, Kelly and Bhubaneswar, India.
Intent of Sister Citv Affiliations:
The city recognizes the value of developing people -to- people contacts as a way to further international
communication and understanding. Sister city partnerships have proved very successful in fostering
educational, technical, economic and cultural exchanges.
Sister city relationships are effective only when organizations of interested residents in one community
work with interested residents in another city to promote communication and understanding among
people of different cultures.
The ideal affiliation should involve a: large number of citizens and organizations in both cities, engaging in
exchanges of people, ideas and cultures on a long -term, continuing basis.
Sister- eity etiy tie e to be ete and T 1 1. cist City Genun:ttees —and sk ti ii �-ve
de p endent -3 pea City Chim tfibctie iS. inter- ested crti ccr, j. ivaps &r� icrpens t c-fe r
ixirprcxnciran�sirc °ci crry
The City intends to provide limited financial 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•'n +nr ° ° + °� ni +i, °n „r °..no nr° r °s nnnsihl° fnr
imnlemen +inn cis+ °r pity n gFaFRG
Sister City Citizen Committee Responsibilities (Receiving City Support):
❑ Identify, manage, coordinate and implement all activities related to the sister city program
❑ Establish a formal, incorporated 501 (c) (3) structure, with officers and appropriate functional
subcommittees.
❑ Maintain communication with the affiliate sister city committee, ensuring the counterpart
committee is equally committed to the program.
❑ Solicit donations and in -kind contributions from the local 19;S6Ress community as appropriate.
❑ Finance from fundraising efforts and resources other than public funding, all travel and program
expenses beyond reasonable postage, fax, copying and printing costs for events in which the City
is participating. This includes fundraising o r securing gifts for special celebrations, such as
anniversaries.
❑ Prepare a detailed budget from fundraising efforts other than public (City) funding for events and
activities and keep track of expenses. The budget should show funds available and should
identify adequate, ongoing funding sources for program activities.
❑ Work with city staff several weeks-- at least two months in advance in arranging official siiy
promotional gifts and meetings for foreign delegations. For local groups traveling abroad and
bringing city gifts, similar notice is required unless waived by the City Manager.-
Meet the following eligibility requirements /annual submittals:
• Proof of 501 (c) 3 status
• Detailed account of rior Year actual revenue and expenses
• Summary of prior year activities
• Proposed budget plan
• Fundraising plan
• Work plan
Sister City Citizen Committee Responsibilities (Nast Receiving City Support):
❑ Identify, manage, coordinate and implement all activities related to the sister city program
❑ Maintain communication with the affiliate sister city committee, ensuring the counterpart
committee is equally committed to the program.
❑ Solicit donations and in -kind contributions from the local community as a
City of Cupertino Responsibilities (With regard to City supported Sister City Committees):
Coordinated through the Parks and Recreation Service Department, the City will serve as a support for
programs and activities by:
❑ Providing for set -up and complimentary access to a City facility for two community event per
Sister City per fiscal year. All cost of food,drinks, and materials are the responsibility of the
Sister City Committee.
e. .�.
❑ Accepting gifts from the Sister City. Said gifts are the property of the City and shall be display
at a City facility or distributed at the City's discretion.
Coordinated through the City Manager's Office, the p=ity will serve as a support for Sister City programs
and activities by:
❑ Providing access to postage, fax, copying and printing equipment to Sister City Committee
members for support for sister city events in which the City is participating. City staff is not
responsible for preparing mailings or printed materials.
❑ Providing the use of meeting room space up to 18 per calendar year) at no cost to the Sister City
Committee for related activities, except for a building attendant for after hour and weekend
meetings. Meeting room space does not ir.Lclude Community Hall or the Quinlan Cupertino
Room-
El Providing City promotional gift items typically given at community events to
government representatives from visiting countries. These include, but are not limited to: city t-
shirts, pens, reusable bass, and label pins. The cost of each promotional gift or gift bag shall not
exceed $15. Additional gifts presented to members of a Sister City delegation are the
responsibility of the Sister City Committee.
City of Cupertino Responsibilities (With regard to non -City supported Sister Citv Committees):
The City shall maintain registration with the Sister Cities International organization and shall charge the
Non -City Supported Sister City Committees resident rates on the rental of any City facility.
Travel and Program Expenses:
Program Expenses —
The City Council will, as part of its annual budget adoption process f f eaeh fise 1 to the exten
deemed appropriate of neeesrsai�,, dete ed an , establish a program budget for anticipated City
supported Sister City program activities. 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/reviewed by the Finance Department. These funds represent the City's sole monetary
commitment each fiscal year with the exception of the items listed above.
2- AM neoifin evnenrlifi, from f, and in the
Adopted SisteF PregFam budget must be appFeved b-)� the City Geunc-,il advanr, Nin dms;h-irsemeRtS Will
be- Made vVithout appFeval by the City GG61RGil.
Travel Expenses —
Council or City Staff travel for Sister City programs must be funded by Sister City Committee
fundraising activities, or by the individual traveling council or staff member, unless authorized in advance
by the City Council.
New Affiliations:
share nhnrnr +eristins With the pity of r`, per +inn
de,, east fate potential f , o r-evAh and totifism. Generally, these oitie she, l d have strong
h
r of G ,nertino New sisteF ;t. if�l+ t -vii n als niust show .,,-t,,,,:tie for
t
mutually be efi ^1 etiltur-al n edu .,t:, eh gt. - ��.�. ,:t., „t to 1 to n + F
.,t. z ^..�. moo„ „r..
To ensure that there is a broad base of community support for a global partnership, the citizen committee
responsible for implementing the sister city program should include at least 29--10 active Cupertino
residents who are committed to making a new affiliation successful:
Gpertine residents of different ethnio heritages
Proposal Process
The new Sister City Committee will prepare and submit the following to the City of Cppertino:
• Detailed demographic profile of the prospective city
• Documentation of broad -based community :;upport, with a minimum of -510 members on the
organizing committee.
• A preliminary program plan outlining objectives and funding sources.
If the . e d sister ,.;t,.., opts the er-iter-ia f a o eta ;rte. affiliation and the Siste- !`;ty !''on ;ttee
de states sin,,R� to emant -t} > staff ill pre��n
r^r t o r ,. :> eonsideFatiop,.If the City 1-0.
Council adopts a resolution establishing a new Sister City relationship, the City shall register that new
Sister City with Sister Cities International. If the proposed new Sister City Committee desires to operate
a student exchange program and demonstrates that it can meet its responsibilities as a City supported
Sister City Conunittee, the City shall adjust the budget for the following year to provide for financial
sport.
Terminating a Sister City Affiliation
While regrettable, it is sometimes necessary for a city to terminate a sister city affiliation. Sister citX
affiliations are meant to be long- standing, official _city linkages that involve extensive community
participation bed government. For a variety of reasons, a sister city relationship may lose community
interest and support, and Cupertino or the sister city ay opt to terminate the sister city relationship.
If a sister city affiliation is inactive for a period of three years and there is a lack of community support
for the sister city relationship to continue, the City may initiate the process to terminate the sister city
affiliation with the sister city and Sister Cities International.
INTERNATIONAL DELEGATIONS _
Background:
Presently, Cupertino attracts many international delegations beyond its sister cities for business and
economic development reasons.
The City recognizes the value of developing people -to- people contacts as a way to further international
communication and understanding.
Delegations must contact city staff at least twe-Hio4i�,60 days in advance in arranging meetings, unless
waived by the City Manager.
Coordinated through the City Manager's Office, the City will:
❑ Provide City promotional items typically, given at community events to government
representatives from visiting countries. Then; may include, but are not limited to: city t- shirts,
pens, reusable bags, and lapel pippins, to the extent there remains a budgeted amount to
purchase such gifts and promotional items.
❑ Conduct tours of city facilities.
Travel and Program Expenses:
Program Expenses -
The City Council will, as part of its annual budget adoption process, establish a program budget
promotional items for delegations. Promotional gifts or ifs t bags shall not exceed the cost of $15 each.
Travel Expenses —
International travel shall be at-the expense of the traveling council member unless authorized in advance
by the City Council.
2805
Rio
INTEROFFICE MEMORANDUM
TO: ROD SINKS
FROM: CAROL. ATWOOD
SUBJECT: RI_,QU13ST FOR I3UDG1-1' AND AC1'UNL 1-,::XPFNDI'1'URF,S -SCC SIS'1'1_.R CITIES
DATE: 2/14/2014
Per your request, below are budget and actual amounts for Cupertino and the other cities that
have sister city relationships:
Budget
Estimated Actual
Milpitas
$6,240
$6,240 $4,832 @ 1/23/14
Mountain View
$3,830
$3,635 actual 12/13 total
San Jose
$10,000
$7,500+ $2,500 for 5 groups
Santa Clara
no reply
no reply
Cupertino
$19,937
$18,660
includes $2,218 for anniversary gift
T