CC 09-20-05 #8-a
City OF
CUPElQ1NO
City Ha\\
10300 Torre A venue
Cupertino, CA 95014-3255
Telephone: (408) 777-3212
FAX: (408) 777-3366
davek@cupertino.org
OFFICE OF THE CITY MANAGER
STAFF REPORT
Agenda Item Number
[0--
Agenda Date: September..:w 2005
)
SUBJECT AND ISSUE
Approval of the Revised Policy and Guidelines for Sister City Partnerships
BACKGROUND
The City Council adopted the "Guidelines for Sister/Friendship City Partnerships" in 2000.
However, since that time circumstances have changed resulting in leaner budgets and the potential
for the proliferation of associations. This situation strongly argues for revising the guidelines.
The proposed revisions are centered on two very important elements of any program of this kind.
These are:
. Consideration of a much more refined and specific set of criteria for any potential new
affiliation of Sister/Friendship City partnership.
. Specific criteria and procedures for the budgeting and expenditure of any city (public) funds
for Sister City travel andlor program expenses
Attached is a proposed revision to the guidelines with particular emphasis on the two areas noted
above.
RECOMMENDATION
Adoption of the proposed revision to the Policies and Guidelines on Sister Cities for the City of
Cupertino
Respectfully submitted:
pX
David W. Knapp, City Manager
Dr{ -I
Printed on Recycled Paper
POLICIES AND GUIDELINES ON SISTER CITIES
FOR THE
CITY OF CUPERTINO
Backl!round:
Presently, Cupertino has two active sister cities registered with Sister Cities 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.
Interested citizen groups are responsible for implementing sister city programs.
Sister City Citizen Committee ResDonsibilities:
· 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 ITom the local business
community as appropriate.
· Finance ITom 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.
· Prepare a detailed budget from fundraising efforts other than public (City)
funding for events and activities and keep track of expenses. Budget should
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Policies on Sister Cities
Page 1 00
show funds available and should identify adequate, ongoing funding sources
for program activities.
. Work with city staff several weeks in advance in arranging official city gifts
and meetings for foreign delegations. For local groups traveling abroad and
bringing city gifts, similar notice is required.
City of Cupertino Responsibilities:
. Serve as a support for sister city programs and activities by:
· Providing reasonable postage, fax, copying, and printing support
for sister city events in which the city is participating.
· Providing the use of meeting room space at no cost to the Sister
City Committee for related activities.
· Offering city affiliation with official committee for purposes of
coverage under ABAG insurance policy.
· Providing modest official city gifts to government representatives
from visiting countries.
Travel and Prol!ram Expenses:
· The City Council will, as part of its annual budget adoption process for
each Fiscal Year, to the extent deemed appropriate or necessary, determine
and establish a program budget for anticipated sister city program
activities.
· During the course of annual sister city program activities, specific
expenditures from funds in the Adopted Sister Program budget must be
approved by the City Council in advance. No disbursements will be made
without approval by the City Council.
New Affiliations:
· Cupertino will not establish a relationship with any foreign city that already
has an affiliation in the U.S. The city also will not establish a relationship
with more than one sister city in the same country.
· Future international relationships will involve cities that share characteristics
with the city of Cupertino. Generally, these cities should be sf similar
psp\llatiofl, be lseated in a similar gesgraphie region, have a strong
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Policies on Sister Cities
Page 2 of3
educational community component, house numerous high-technology
companies or other characteristics common to the city of Cupertino.
. 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 20 active Cupertino residents who are
committed to making a new affiliation successful. The committee should
include Be eeffi 3osed of Cupertino residents of different who do not
e¡¡elusiyely share an ethnic heritages with the 3ros 3eetiYe sister eity.
Adopted by Cupertino City Council on
,2005
Patrick Kwok, Mayor
3
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