HomeMy WebLinkAbout2012-04-24; City Council; 20880; Accept Policy 77 to Establish Guidelines for Sister City Program and Authorize Carlsbad Sister City Ambassadors Inc to Conduct the ProgramCITY OF CARLSBAD - AGENDA BILL 41
AB#
MTG.
DEPT.
20,880
4/24/12
Library &
Cultural
Arts
ACCEPT POLICY TO ESTABLISH
GUIDELINES FOR THE SISTER CITY
PROGRAM AND AUTHORIZE THE
CARLSBAD SISTER CITY
AMBASSADORS, INC.TO CONDUCT
THE PROGRAM
DEPT. DIRECTOR Hpmf
CITY ATTORNEY
CITY MANAGER (jj^^
RECOMMENDED ACTION:
Adopt Resolution No. 2012-093 , which accepts Council Policy No. 77 establishing
guidelines for conducting Carlsbad's Sister City Program and defining the process for the
development and ratification of future sister city relationships, and which authorizes the not-for-
profit, community-based organization, Carisbad Sister City Ambassadors, Inc., forthe purpose
of maintaining and conducting existing sister city relationships with Futtsu, Japan and Karlovy
Vary, Czech Republic.
ITEM EXPLANATION:
In January 1988, the City of Carlsbad established its first sister city relationship with Futtsu,
Japan (Resolution 88-18) and established a Sister City Steering Committee (Resolution 88-19),
made up of representatives from several community organizations. This body worked together
for 18 months and then requested a new structure with additional assistance from the City.
The Carlsbad Sister City Program was established In 1990 by City Council Resolution 90-3.
The Resolution established a nine-member Sister City Committee which worked with the City's
Cultural Arts Office to assume management ofthe sister city relationship with Futtsu, Japan. In
1991, Kariovy Vary, Czech Republic, was added as a second sister city to the program by
Resolution 90-452.
In June 2010, the City Council dissolved the Sister City Committee by Resolution 2010-160,
and suggested that the sister city program should be conducted by a not-for-profit, community-
based organization rather than through continued city management. At the same time, the
Council directed the city manager to return with a report and recommendation on the City's
relationship to the newly created non-profit organization, Carisbad Sister City Ambassadors,
Inc.
Staff performed a review of practices of other cities in California and nationwide whose sister
city programs are conducted by not-for-profit, community-based organizations and found that
the most successful programs have policies adopted by their city councils to guide the
relationship. This is the case particularly in situations where sister city relationships were
established prior to the incorporation ofthe not-for-profit, community-based organization. Such
DEPARTMENT CONTACT: Colleen Finnegan, Community Arts Coordinator
760-434-2900; colleen.flnnegan@carisbadca.gov
FOR CITY CLERKS USE ONLY. >
COUNCIL ACTION: APPROVED
DENIED
FOR CITY CLERKS USE ONLY. >
COUNCIL ACTION: APPROVED
DENIED
CONTINUED TO DATE SPECIFIC •
FOR CITY CLERKS USE ONLY. >
COUNCIL ACTION: APPROVED
DENIED CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER-SEE MINUTES •
AMENDED •
Page 2
policies regularly include the criteria and procedures to be used in developing new sister city
affiliations.
Staff recommends that the City Council adopt a resolution accepting Council Policy No. 77
(Exhibit #2). The Policy defines the relationship between the City and a not-for-profit,
community-based organization which would be authorized to conduct Carisbad's Sister City
Program and existing relationships with Futtsu and Kariovy Vary. It further requires said
organization to maintain the sister city program without dependence on or expectation of direct
financial support from the City and to seek support from independent funding opportunities
available in the community. The Policy also defines the criteria and procedures forthe
development, establishment and endorsement of any future sister city relationships and directs
that such relationships be enacted between the government of the future sister city and the not-
for-profit, community-based sister city organization, followed by a vote of endorsement by the
City Council. Finally, the Policy directs that from time to time said organization present reports
of its activities to the City Council.
Staff further recommends that within the same resolution the City Council authorize the
Carisbad Sister City Ambassadors, Inc. to be the not-for-profit, community-based organization
to conduct and manage Carisbad's Sister City Program.
FISCAL IMPACT:
The proposed action has no fiscal impact, as there is no current budget for sister city programs
or activities and no fiscal support of the authorized not-for-profit, public benefit corporation is
recommended.
ENVIRONMENTAL REVIEW:
Pursuant to Public Resources Code Section 21065, this action does not constitute a "project"
within the meaning ofthe California Environmental Quality Act (CEQA) in that it has no
potential to cause either a direct physical change in the environment, or a reasonably
foreseeable indirect physical change in the environment, and therefore does not require
environmental review.
EXHIBITS:
1. Resolution No. 2012-093 adopting Council Policy No. 77 and designating Carlsbad
Sister City Ambassadors, Inc. to be the not-for-profit, community-based organization to
conduct and manage Carlsbad's Sister City Program.
2. Council Policy No. 77 establishing guidelines for the management of Carlsbad's Sister
City Program and existing and future sister city partnerships involving the City of
Carisbad.
EXHIBIT 1
1 RESOLUTION NO. 2012-093
2 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, ACCEPTING COUNCIL POLICY NO.
3 77 TO ESTABLISH GUIDELINES FOR THE MANAGEMENT OF
THE CITY'S SISTER CITY PROGRAM AND AUTHORIZING THE
4 CARLSBAD SISTER CITY AMBASSADORS, INC. TO CONDUCT
THE SISTER CITY PROGRAM FOR THE CITY OF CARLSBAD
5 "
6 „
WHEREAS, the City of Carisbad entered into sister city agreements with the cities of
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Futtsu, Japan in 1988 and Kariovy Vary, Czech Republic in 1991 and has enjoyed ongoing
friendships with these cities over the ensuing years; and
WHEREAS, the City of Carisbad has determined that it is necessary and in the public
interest that these relationships and any future sister city relationships should be conducted by a
community-based, not-for-profit organization whose primary purpose is to maintain and conduct
sister city relationships and programs; and
WHEREAS, the City of Carisbad has determined that it is necessary and in the public
interest to establish a policy that guides the authorization and endorsement of such an
organization and that defines the criteria and procedures to be used in the creation of any future
sister city relationships between Carisbad and other cities; and
WHEREAS, the Library and Cultural Arts Department has researched the policies.
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guidelines and procedures used by other cities with sister city programs conducted by
2Q community organizations to determine the best practices among these cities and has proposed
2j that Council Policy No. 77, Guidelines for the establishment and management of sister city
22 relationships involving the City of Carisbad, be adopted to provide for the management of
23 existing sister city relationships and the process for establishment of any future sister city
24 relationships; and
25 WHEREAS, the Carisbad Sister City Ambassadors, Inc. was granted not-for-profit,
25 public benefit corporation status by the State of California in April, 2010 with its stated purpose
27 of conducting Carisbad's Sister City Program; and
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2 WHEREAS, staff recommends that the Carisbad Sister City Ambassadors, Inc. receive
3 designation as the organization approved by the City of Carisbad to conduct the relationships
with Futtsu, Japan and Kariovy Vary, Czech Republic and to promote the sister cities program
5 for the benefit of the City of Carisbad and its residents;
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7 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carisbad,
8 California, as follows:
^ 1. That the above recitations are true and correct.
2. That Council Policy No. 77 regarding the designation of a not-for-profit, community-
based organization for the establishment and management of sister city relationships
involving the City of Carisbad is hereby adopted.
3. That Carisbad Sister City Ambassadors, Inc. is hereby designated and approved as
the not-for-profit, community-based organization to conduct and manage the City of
Carisbad's Sister City Program.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carisbad on the 24*^ day of April, 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn and Packard.
None.
ABSENT: Council Member Douglas.
MATT HALL, Mayor
ATTEST:
(SEAL)
5
^CARLSBAD
CITY OF
Council PoUcy Statement
EXHIBIT
Page 1 of 2
Policy No.
Date Issued:
Effective Date:
Resolution No.
Cancellation Date
Supersedes No.
77
April 24, 2012
April 24, 2012
2012-093
N/A
N/A
Category:
Specific Subject:
CARLSBAD SISTER CITY PROGRAM
Guidelines for the establishment and management of sister city relationships
involving the City of Carisbad
PURPOSE:
The purpose of this policy is to
• Establish guidelines for the maintenance and expansion of Carlsbad's Sister City Program.
• Encourage sister city programs for the benefit of the City of Carlsbad and its residents.
• Duly authorize and endorse a not-for-profit, community-based organization to be the managing
organization for the sister city relationships with Futtsu, Japan and Karlovy Vary, Czech Republic
and for sister city program activities conducted for the benefit of Carlsbad citizens.
BACKGROUND:
The Sister City Program was officially established in 1956 by President Eisenhower for the purpose of
aiding in the development of mutual understanding between U.S. cities and international cities. One
facet of the program was furthering economic and cultural cooperation and interchange between the
participating entities.
In January 1988, the City of Carlsbad established its first sister city relationship with Futtsu, Japan
(Resolution 88-18) by invitation of that city. It also established a Sister City Steering Committee
(Resolution 88-19), made up of representatives from several community organizations, to be responsible
for the sister city program in Carlsbad. This body worked together for 18 months, and then requested a
new structure with additional assistance from the city.
The Carlsbad Sister City Committee and Program were established in 1990 by City Council Resolution 90-
3 which created a nine-member Sister City Committee with a staff liaison in the Cultural Arts Office to
assume management ofthe existing sister city relationship with Futtsu, Japan. In early 1991, Karlovy
Vary, Czech Republic requested a formal relationship with its namesake, Carlsbad, California, and
became the program's second sister city (Resolution 90-452).
In June 2010, the City Council dissolved the Sister City Committee by Resolution 2010-160, and
suggested that the sister city program should be conducted and managed by a not-for-profit,
community-based organization rather than through continued city management.
POUCY:
It is the policy of the City Council of the City of Carlsbad that the relationships between the City of
Carlsbad and its sister cities be conducted by a not-for-profit, community-based organization whose
City Hall
1200 Carisbad Village Drive Carisbad, CA 92008 I 760-434-2820 I 760-720-9461 fax I www.carisbadca.gov
purpose is the operation of international relations with sister city partners and the presentation of
appropriate recommendations to the City Council concerning the establishment of possible additional
sister city relationships.
Activities undertaken in pursuit ofthis purpose should increase the visibility, effectiveness, efficiency
and viability of Carisbad's existing sister city partnerships, thereby supporting their missions in the areas
of cultural, educational and economic relationships. At ali times the benefits to the residents of Carlsbad
should serve as the primary objectives ofthe not-for-profit, community-based organization as it
develops its relationships, programs and activities.
The City Council reserves to itself the right to rescind, restrict or transfer its appointment and
endorsement by a vote ofthe majority ofthe City Council members.
The not-for-profit, community-based organization must maintain and demonstrate the ability to fund its
activities without reliance on direct financial support from the City of Carisbad.
In considering the establishment of additional sister city relationships, the not-for-profit, community-
based organization should use sound policy and practices of its own development, should recommend
additional relationships only ifthe following requirements are satisfied:
1. There must be a logical area of mutual interest with the city in prospect, in the fields of culture,
commerce, education or history.
2. The not-for-profit, community-based organization must favor the proposed affiliation and
intend to pursue a meaningful program afterthe relationship is established. The not-for-profit,
community-based organization must be in a position to finance the resulting expanded activities
without expectation of financial backing by the City.
3. A similar identifiable civic or official group must exist in the city with which affiliation is
proposed, with a clear indication of intent to carry out active mutual programs. The government
ofthe foreign city itself must evidence a desire to affiliate.
Recommendations of new sister cities will be brought before the City Council for consideration and
approval before the not-for-profit, community-based organization proceeds with the formation ofa
Sister Cities Agreement (Agreement) with any proposed sister city. The Agreement will be executed
between the officials ofthe sister city and the not-for-profit, community-based organization and the City
of Carisbad will not be a party to any specific obligations and commitments undertaken within the scope
of the Agreement. After execution of the Agreement, and following a vote in favor by the City Council,
the City of Carisbad will sign an Acknowledgement recognizing the partner city as a Sister City of
Carisbad.
As a condition of its authorization to manage and operate Carlsbad's Sister City Program, the not-for-
profit, community-based organization will appear before the City Council from time to time to submit
current reports on its programs, relationships and finances. Within its appropriate scope of activities as
an incorporated not-for-profit organization, the not-for-profit, community-based organization is
encouraged to pursue independent funding opportunities in the community.
From:
Sent:
To:
Subject:
Heather Pizzuto
Friday, March 30, 2012 2:36 PM
John Coates
Sister City Ambassadors
To the members ofthe;
AC
Date .City Manager ^.j::!-
Relentiv an inquiry was received from Tom Hersant about the status of a report and recommendations on the
rela ioX etween the city and Sister City Ambassadors. As Tom mentions, the Sister ^'W Embassadors presented to
he Cultural Arts Office Its proposed affiliations policy for establishing new sister cities, which is a good start. In turn, the
CulturrArts Office has been working on a policy guiding the maintenance and expansion of the sister city program
thigh the Citys relationship with the Sister City Ambassadors. That policy draft has been circulated for review. We
are aiming for the April 27 City Council meeting to bring it forward for approval.
Please let me know if you have any questions or would like additional information.
CARLSBAD
CITY LIBRARY
Heather Pizzuto
Library & Cultural Arts Director
CityofCarlsbad
www.carlshadllbrarv.org
P: 760-602-2056
F- haathpr pizzutoPcarisbadca.gov
Date: W^ff^
Distribution:
City Clerk _
Asst. City Clerk _
Deputy Clerk _
BpoR SP _
P.O. Box 1 31202
Carlsbad CA 92013 USA
www.CarlsbadAmbassadors.us
"Creof,ng connecfions between CaHsbad Califonva
and mfernat,onally dispersed communities to promote
peace, cultural owo.eness ond ecco.nc Opportuni^!^'
Honorable Mayor /vlatt Hall;
23 March 2012
^emo^N^^^^^^^ recor.mendation or. the city's
revised draft and deiiveradTin^ff ? unanimously approved a
We were told tStlttasSorof H K ^ ""^"^'° ^^^^ that week,
next step woul5?eXreTsTo?J i^and S^^?^^
recommendation prepared for a c'ouncragend?mi«ng
official recognition we have beerjculnLf ^^^^ ^^""^'""^
position When dealing with FutS"and SvTC°" °"
SeTxracN SgSdS ^""'^^^ '^^'^ recommendation on
Tom Hersant, President
G: Lisa Hildebrandt, City Manager
A :-)07('cjf3j nonorofif corooration nffilJatf^H whh <;k
CITY OF CARLSBAD - AGENDA BILL
AB#
MTG.
DEPT.
20,278
6/22/10
Arts
DISSOLVE THE SISTER CITY
COMMITTEE
DEPT. HEAD
CITY ATTY.
CITY MGR.
RECOMMENDED ACTION: ^^i^tw^f
Ad^Dt Resolution No72010-160 to dissolve the Carlsbad Sister City Committee, send a letter of
appreciation to current and past committee members expressing thanks for their service to the
citv and the community, and direct the city manager to return within nine months with a report
and recommendation on the city's relationship to the newly created non-profit organization.
Carlsbad Sister City Ambassadors, Inc.
^fcar^ad^Si^city program was created in 1988 by City Council Resolution 88-19, which
created a Steering Committee of representatives from various Carisbad civic and business
orqanizations to coordinate a newly established sister city partnership with Futtsu. Japan
Responding to a request ofthe Steering Committee in 1990, the City Council disbanded the
Steering Committee and established instead a nine-member Sister City Committee by
Resolution 90-3 as an appointed Committee subject to the regulations of the Brown Act and the
State of California Fair Political Practices Commission. Staff liaison and assistance was to be
provided by the Cultural Arts Office; budget for the program was allocated from the General
Fund.
In 1991, Kariovy Vary. Czech Republic, was added as a second sister city to the program.
Over the years a variety of culturally oriented programs have been carried out under the Sister
Citv program including international educational exchanges, visits to and from both sister cities
by delegations and tour groups, the Carisbad-to-Karlovy Vary Vocal Competition the
Multicultural Festival, and Japan-in-a-Suitcase school presentations. The Sister City Committee
also organized various fundraising programs to augment its allocation from the General Fund.
Also over the years, the Sister City Committee has continually expressed a desire to expand
the proqram add new partners, and increase its budget and activities, and so in 2008. a city
goal assignment was approved (#9038) that directed Cultural Arts Office staff to review all
aspects of the Sister City program and to recommend the most effective and efficient
administrative structure for the program's future.
After a year of research and interviews with many other sister city programs, it was clear to
Cultural Arts Office staff that most cities had moved away from the traditional city-sponsored
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED •
DENIED •
CONTINUED •
WITHDRAWN •
AMENDED •
CONTINUED TO DATE SPECIFIC O
CONTINUED TO DATE •
UNKNOWN
RETURNED TO STAFF •
OTHER-SEE MINUTES •
PAGE 2 OF AB "DISSOLVE THE SISTER CITY COMMITTEE"
.ovem.ental .elevations, were no ^S^^^Z^^T:^^^^^^
W^ti^oIsS City Council, Municipal
Improvement Program Budgets. On a rr^inute rno?nn L/MO^^^ Operating and Capital
Chair Kulchin, fhe Council/Board/ComSon^oteH .^^ ^^"''^'^ President/Vice
Of n " 'T''" ''^^ Carlsbad 'Sl^it^KS' nr ''H'.'.^" 9^^"'^^-Board of Directors is Jacqueline Thye. '^moassadors. Inc., and the president of the
FJSCALJMPACT:
2h '^e'^^'ci'^^^^^^^ program was 33,000 and
' 'o-^ui 1 and beyond is now $0
iNViRpjNiy^^^
The proposed action to dissolve the Si^fpr r.>w xx
the California Environmental QuaEty S (CE^pr^^^^^^^^ ^.^^"'^^ ^ "Project" under
^ does not result in a direct or reasonable fore^^^^^^^^ Guidelines Section 15378 as environment. rareseeaoie indirect physical change in the
EXHIBITS:
1. Resolution No
appreciron to Hi^^^dtaTcSmmrtteT^^^^^ ^°'"'^'«««. ^-"^ing a letter of
the city and the community and direchnn fh^^T ^^P^essmg thanlcs for their service to
a report and recommendi^on on tS^^^^^^^^^ ^^"^ '-"f^'" "ine mon7hs wfth
organization. Carlsbad Sister City AmSSJnc ^ ^ '^^'^^'^ "°"-Profit
Department Contact- Peter RnrHnn Art., i»i
reier cordon, Arts Manager 760-434-2921
P-eter.mdon@car!s!ba^^^^^^
Sister City PolicyApril 24, 2012Colleen Finnegan, Community Coordinator
Purpose of Resolution•Adopt Policy for Carlsbad Sister City Program –Establish guidelines for maintenance and expansion of program–Authorize a non‐profit, community‐based organization to conduct the program•Authorize Carlsbad Sister City Ambassadors, Inc. to conduct the program
History of program•Current Sister Cities–Futtsu, Japan ‐1988–Karlovy Vary, Czech Republic – 1991•Carlsbad Sister City Steering Committee1988 – 1990•City of Carlsbad Sister City Committee1990 – 2010•Carlsbad Sister City Ambassadors, Inc.2010 ‐present
Resolution 2010‐160 •Dissolved Sister City Committee•Directed staff to return with recommendation on city relationship to Carlsbad Sister City Ambassadors, Inc.
Staff Research•Best Practices –Sister city programs run by non‐profit, community‐based organizations–City governments adopt policies to guide sister city programs–Policies include criteria and process for new sister cities
Specifics of the policy•Program conducted by Council‐authorized non‐profit, community‐based organization•Activities that benefit Carlsbad and support sister cities mission•No reliance on city financial support•Process for considering new sister cities•Regular reports to City Council
Carlsbad Sister City Ambassadors, Inc. •Incorporated in 2010 as a private, non‐profit organization•Currently conducts sister city relationships and activities for City of Carlsbad•“New Affiliations Policy” approved in February 2012
Recommended Action•Adopt Resolution No. 2012‐093, approving Council Policy 77, establishing the guidelines for the management of the Sister City Program and authorizing the Carlsbad Sister City Ambassadors, Inc., to conduct the Sister City Program.