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HomeMy WebLinkAbout1987-01-13; City Council; Info; SISTER CITIES INFORMATION ITEM- CI-OF CARLSBAD - AGEN~BILL 37 AB# 3fN Fa DEPT. CM SISTER CITIES INFORMATION ITEM MTG.1/13/87 TITLE: DEPT, CITY CITY I I I RECOMMENDED ACTION: If the City Council wishes to establish a Sister City affiliat: with Futtsu, Japan, your action is to direct staff to return w: a resolution. ITEM EXPLANATION: This item presents staff research into the financial responsib. social benefits and mechanics of establishing a Sister Cities tion. Early in July 1986, Mayor Masanori Kurosaka of Futtsu, Japan i Carlsbad through then-Mayor Casler to join Futtsu in a Sister affiliation. Subsequently, two contingents of Futtsu citizens in August and again in November. With each visit, Futtsu city reiterated their interest in Carlsbad. Staff has prepared the attached reports summarizing how affili are formed,associated costs involved and time commitments requ to sustain Sister City programs. Much of the information was from other cities in California involved in Sister Cities prog including Pic0 Rivera, Vallejo and Carson. These cities budge between $5,000 and $12,000 annually for direct costs including paid travel expenses for City Council members, meals, gifts an bus transportation usually borne by the host city. In additio direct costs for staff time needed to coordinate the program a for staff to attend hosted functions was significant among cit surveyed. Carlsbad and met with City officials, staff and community lead z 0 F- 0 4 0 z - z s 6 a $ z 3 0 Many American cities form citizens committees to coordinate Si Cities programs to raise funds and to plan and host activities Several community leaders in Carlsbad have already participatc initial Futtsu socials. These citizens, or representatives fr their organizations, may want to continue their involvement bJ on a citizens committee. FISCAL IMPACT: - Direct costs $5,000-$12,000 annually - Undetermined indirect costs for staff time, administratj support and overseas travel EXHIBITS: 1. Memo from Administrative Assistant, Finance 2. Memo from Public Information Officer G b 0 0 EXHIBIT 2 SEPTEMBER 22, 1986 TO : FINANCE DIRECTOR FROM: ADMINISTRATIVE ASSISTANT SISTER CITY COST BENEFIT ANALYSIS =+ As a follow up to a report prepared by the Public Information Officer, I have contacted several cities to discuss their perceptions of benefits and costs of a sister city affiliation. Pic0 Rivera, Vallejo, and Carson were contacted as they have populations similar to that of Carlsbad. Pic0 River has one sister city, San Luis Potosi, Mexico; Vallejo has two, Akashi, Japa and Trondheim, Norway; and Carson has three, Oyoko, Ghana, Sinait, Phillipi and Soka, Japan. Although Vallejo and Carson have more than one sister cit they both emphasized that they are most actively involved with the Japanese cities. All cities contacted responded that the travel exchange was the most preval benefit. Other responses included the benefits of friendship, fun, inter- cultural exchange, and enhanced business relationships. These benefits clo align those identified in the Public Information Officer's report. Progra used to enchance and encourage the benefits include youth education exchang teacher exchange, pen pal relationships, and musician exchange. Costs for a sister city affiliation cover a wide range, depending upon the of involvement desired and local politics. Direct expenses include gifts, and travel. All cities provided funds for gifts. Items ideal for exchange include pins, plaques, calendars, local art, and enlarged photographs. Cos gifts can vary depending upon the item selected, number of delegates visiti and whom will receive them. Meals were also included in a city's sister city activities budget. Genera the host city will provide one or two dinners per visit. Either welcome, f well, or both dinners are hosted. Again, costs will vary depending upon th establishment selected, and the number of guests. Another expense commonly borne by the host city is bus transportation. Usually buses are chartered t transport the visitors to and from their daily activities, and can include airport commute. Some cities also host visits to local tourist attractio or perhaps a lunch at the site. Occasionally the tourist destinations them will host the visitors for the day. City paid travel expenses illicited the widest range of responses. Pic0 Ri Chair of the Sister City Committee. Usually one trip per year is made to S Louis Potosi. Carson provides travel expenses for the Chairperson of their Sister City Committee only. Travelers from Vallejo must pay for their own expenses. Whether their voyager pays or not, other travel benefits are en- countered upon arrival at their destination. As in the United States, visi tors are invited to dinners and participate in visiting other areas of inte Vallejo has gone one step further with their Sister City Program. This cit recently constructed a Sister City Room in their library at a cost of $6,0C $7,000. The room serves as a repository for gifts received. Soon, Vallejc will be constructing a Japanese garden, with the assistance of their counte uses a council. fund to pay for trips for their City Council members and the 0 0 Page 2 Sister City Cost Benefit Analysis parts in Akashi. Costs are estimated at $15,000. These are costs which art non-recurring and can be considered optional. Direct costs then can vary depending upon the components of each program. Carson generally budgets $5,000-$7,000 per year for Sister City activities. One year $12,000 was budgeted. Vallejo budgets between $8,000-$10,000 per year for general activities and will appropriate more for specific projects Pic0 Rivera was unable to separate sister city expenses as they are include1 in the larger City Council Budget. Indirect costs for a Sister City Program are considered, although the Citie contacted were not able to specifically identify them. Staff time dedicate' to coordinating the program is significant. Each City has a Sister City Co: that approximately two (2) hours per day is not unreasonable. City officia must be committed to attending various activities. Most cities also includ Department Heads in their functions. A successful Sister City affiliation also includes community support. This attained by establishing a Sister City Committee. It's purpose is to regul and keep the program on course and active. Fundraising is an important ele of the committee. Benefits for the entire community can be gained from a Sister City affiliat the most prevalent one being friendship. The degree of direct and indirect expenses and effort put forth for the program, is proportional to the benef realized. All cities contacted felt very positive about their internationa relationships. mittee which must be staffed, and administratively supported. Carson indic, I- e 0 .t August 25, 1986 TO : CITY MANAGER FROM: Public Infomation Officer SISTER CITIES AFFILIATION EXHIBIT 3 Relative to your request for information on establishing a Siste Cities affiliation, the following League of California Cities information is provided. The Town Affiliation of the U.S. Inc.! also known as Sister Citi International, is a non-profit organlzation headquartered in Washington, D. C. It offers liason services between U.S. and ov seas cities seeking on-going sister cities relationships. The organization is a central clearinghouse through which direct con with embassies and government agencies abroad is available. Memberships available are: City member, Individual member, Serv Institutional member and Corporate Sustaining member. Dues are required, and for City membership they may vary depending on the municipality's size. Carlsbad's membership obligation would be Besides dues, other funds may be necessary to sustain the progra The Sister Cities International organization suggests that parti pating cities budget for publicity, postage and printing of mail and miscellaneous expenses to host visiting delegations. Exampl of budget allocations for cities with varying population are attached, Information from Sister Cities sums up the benefits of the progr as follows: -Exchange ideas and personal visits with counterparts in -Open new dialogues with another culture to find solutions -Participate in a program with real partners in another . other cultures on a direct, personal basis; to improving the quality of urban life; country so all members of the community can feel they are contributing to international understanding in a direct personal way; -Gain better understanding of your own community by inter- preting your way of life to another community. While many American cities use the Sister City organization to 1 a match abroad, Carlsbad has been approached already by Futtsu, city in Japan. A copy of a letter from Futtsu's Mayor to Mayor is attached. e 0 August 25, 1986 Memo - Page 2 SISTER CITIES AFFILITATION The City of Futtsu was apparently directed to Carlsbad by Dr. Richard Rush of San Diego State University. Futtsu, through the Jupitor Corporation, is seeking a Sister City in Southern including Lomita/Takaishi, Japan and Torrance/Kashiwa, Japan. Carlsbad and Futtsu do share similarities in demographics and economics. California, Jupitor has made other California/Japan affiliation -Futtsu is located 30 miles southeast of Tokyo -60% of the area in Futtsu is covered by hills and f.orests -Futtsu has a 20-mile long beach -the economy has historically been based on fishing and agriculture, including products like rice, melons, tomatoes and dairy products power plant in Futtsu of three smaller towns -Tokyo Electric power company has recently based a large -the City, incorperated in 1971, is the result of the merger I have just received a large mailing from Sister Cities Internat tion with you. If you have further questions, I will be happy to share that inf b_~’3bJJ ELIN THORGRE - Public Infosm tion Officer ET: jm .I 0 0 .h Futtsu City Hall 260 Minato Futtsu-shi, Chiba-I 299-16, Japan Hon. Mary Casler City Hall 1200 Elm Avenue Carlsbad, California 92008 July 1, 1986 Dear Mrs. Casler; Would you please excuse my writing this letter directly you, the Honorable Mayor of Carlsbad. I would like to ask a great favor in entering into a sister city affiliation betwl your Carlsbad and my Futtsu. For many years our cit.y has desired a better friendship w the United States through a sister city affiliation, especia . one in California. I am glad your city was recommended by l Fujimura, through a mutua1 acquaintance, Mr. Richard Rush, professor at San Diego State University. Mr. Fujimura, who once a commander in the Japanese Navy, is now the president California Jupitor Corporation. He lives at 1409 Emerald B Laguna Beach, California. Futtsu City was formed in 1971 when three neighboring to joined together. Futtsu City is located about thirty miles sou east of Tokyo, facing Tokyo Bay. Our city has a total area 200 square kilometers (500,000 acres). The population is -56, and Futtsu is a very beautiful and progressive city. Si percent of the area is covered by small hills and forests. have a beach that is twenty miles long, and have a nice v of Mt. Fuji. We are enriched by the beautiful national environm agriculture, producing such products as rice, melons, tomato and dairy products. Recently Tokyo Electric Power Company ba a large power piant in our city, along with technical resea laboratories which are presently under construction. We looking forward to building a fine, prosperous, and even m beautiful city in the near future. It would be a great pleasure and honor for us if we w able to smoothly enter into a sister city affiliation thro mutual friendly communications and contacts. Would you ple give our sincere proposal your prompt consideration. In the past. Futtsu's economy was based on fishing Yours very faithfully, qwQ.@* ' /- Masanori Kurosaka Mayor of Futtsu Y.S. We are ready at any time to welcome you to our beauti city, where you can see a grand view of Mt. Fuji across To Bay. .I rt I * e A yl#p 611 si! -- 1), ' W TO FORM A SISTER CITY AFFILIATIW mr If you are interested in the Sister Cities International program for your city, Sister Cities International (SCI) will assist you with program development and maintenance. The following is a brief sumnary of the process suggested for forming a sister city program. ' Bring cmunity leaders, the Mayor and City Council members in on the decision-making process on whether to get involved in the program. If a decision is made to do aheod with comnunity support, then initial specific city that best matches the unique characteristics of your city. . research should be made into a particular region of the world or a ' SCI maintains a list of cities around the world that have expressl: asked for a U.S. sister city and will forward that information to you. To avoid confusion, we can tell you which foreign cities are affiliated and/o: in the process of affiliating. The list will contain a brief sketch of thc cities. If any of these cities interests you, contact SCI and we will the1 forward any additional information we have that will assist you in making the final choice. ' Recognize that XI does charge a minimum fee to cover the expense of publications and consulting services to assist communities that are forming new affiliations. SCI is a non-prof it organization and needs support from you to provide for an effective operation. Membership dues are usually paid by the city, the Chamber of Gmnerce or the local sister cities comnittee. A city may pay half of the annual dues as a service fee during the initial stages of program formation, The remainder can be paid once the affiliation has been finalized. SCI maintains a schedule of dues based on population, ranging from $50 to $650, ' Notify SCI of the decision to participate in the program, making note of your comnunity's special concerns in locating a sister city. Plan! should be developed for the formation of a private, non-profit organizatiol with 501 (C) (3) status. This will ensure program continuity. As a non- profit organization, any donations to your program will be tax-deductible. This committee should be a broad-based coalition of people from all aspect: of city life. * When you have selected a city as a possible candidate, notify SCI. We will forward a sample letter of invitation and City Council resolution to you for use as a guideline in drafting a letter from your Mayor to the foreign Mayor and in drafting a City Council resolution supporting the proposed affiliation. These should be adapted to state your particular reasons for entering the program and for choosing the foreign city. Goals and subsequent programning should be clearly stated, as well as a request for views for programning from their city. An invitation for comnunity leaders to visit your city would be well-received if included in the lette ( OlrER ) ., - .. r' * e . . .: * ... - - ,-a ,- . .. I .. I -8 .,-, !. I .. .. .. . e. .. \. . I. ._ -!r < .. SAMPLES OF BUXETS .. ~ . .. ,' * PoPUlATION/CITY - CASH IN-KIED Under 50,000 Suffolk, VA under 500 under 500 Prescot t , AZ ,, .., 1,000-2 , 500 under 500 Vandalia, OH 5,000-10,000 "" Marquette, MI 500- 1,000 500- 1 , 000 Porterville, a :k,zy '4'!?d i -' 33 1,000-2,500 1,000-2,500 50,000- 100,000 /Curson, CA e<& .." ,- 500- 1,000 500- 1,000 - i 7, y ~-3 dc- ~22, f(jalle jo, CA / 97\ >! '% - " 5- &@on, a 5 13 s 5 ! I ?,om under 500 Kettering, OH -, . q? ,. . 2 , 500 ' 4ico Rivera, CA b '5-1 "-w333 2,500-5,000 500- 1,000 500- 1 , 000 500-1,000 500-1 ,Ooo under 500 1 00 , 000-300 , 000 Roanoke, VA Lexington, KY Ft. Lauderdale, FL Sacramen to, CA Louisville, KY . Syracuse, NY 1 , 000-2 , 500 500- 1 , 000 500- 1,000 10,000-12,000 5,000-10,000 5,000-10,000 5,000-10,000 under 500 2,500-5,000 . 84,000 under 500 under 500 Over 300,000 San Antonio, TX Charlotte, NC Toledo, OH San Francisco, CA Long Beach, CA Houston, TX** Los Angeles, CA** St. Louis, MO** Houston, TX** Los Angeles, CA" 5,000- 10,000 1,000-2,500 5,000-10,000 25,000 under 500 5,000-10,000 1,000-2,500 500- 1,000 1 ,000-2,500 2,500-5,000 5,000-10,000 500- 1,000 2,500-5,000 over 10,000 under 500 under 500 500- 1 , 000 500- 1,000 5,000-10,000 "" (**) denotes one sister city affiliation budget from a city with multiple affiliations Note: These budgets reflect the annual operation of a sister cities committee. It does not take into account any special events or projects that a city may develop in a given year. Source: 1983 SCI Annual Survey