HomeMy WebLinkAbout2018-01-23; City Council; ; Amendment to City Council Policy No. 77 regarding sister city relationships involving the City of Carlsbad and approval of annual funding for membership in Sister CitiesCA Review u..r(_.,
~ CITY CO UNC IL
• Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
Jan.23,2018
Mayor and City Council
Kevin Crawford, City Manager
Heather Pizzuto, Library & Cultural Arts Director
heather.pizzuto@carlsbadca.gov or 760-602-2056
Amendment to City Council Policy No. 77 regarding sister city relationships
involving the City of Carlsbad and approval of annual funding for
membership in Sister Cities International
Recommended Action
Adopt a Resolution amending Council Policy No. 77 regarding sister city relationships involving
the City of Carlsbad and approving funding for membership in sister cities international.
Executive Summary
City Council Policy No. 77 as currently adopted, guides the establishment and management of
sister city relationships involving the City of Carlsbad and authorizes a not-for-profit,
community-based organization to conduct and manage a sister city program without reliance
on direct financial support from the city. On April 24, 2012, Resolution No. 2012-093 designated
Carlsbad Sister City Ambassadors (CSCA) as the organization authorized to conduct and manage
the City of Carlsbad's sister city program. CSCA has requested city funding for a variety of
activities. The proposed amendment will authorize city-funded membership in Sister Cities
International which offers resources and expertise of broad benefit for communities
maintaining sister city relationships. A transfer of $1,000 from the City Council's General Fund
Contingency account is requested for 2018 membership fees, along with the authorization for
the ongoing annual payment, including any future fee increases, for each successive year's
membership dues. The budget for subsequent membership fees will be requested annually as
part of the regular operating budget process.
Discussion
On November 7, 2017, CSCA representative Tom Hersant presented a request to the City
Council to fund a variety of activities including membership in Sister Cities International,
program functions, student travel and to host a Mayoral delegation from Sister City Futtsu,
Japan. Council Policy No. 77, adopted on April 24, 2012, established guidelines for the
maintenance and expansion of Carlsbad's sister city program and designated CSCA as the not-
for-profit, community-based organization authorized to conduct and manage the City of
Carlsbad's sister city program including existing sister city relationships with Futtsu, Japan and
Karlovy Vary, Czech Republic. The policy states that the not-for-profit organization must
maintain and demonstrate the ability to fund its activities without reliance on direct financial
support from the City of Carlsbad. Therefore, in order for the city to contribute to CSCA the
Jan. 23, 2018 Item #2 Page 1 of 10
funds necessary for CSCA to pay its annual fee to Sister Cities International (SCI), Council Policy
No. 77 must be amended.
CSCA and the city will receive a benefit from being a member of SCI. SCI offers resources and
expertise for the management of sister city programs including information on governance and
policy matters. SCI provides services of broad public benefit such as best practice exchange,
grants and funding opportunities, assistance with protocols and procedures related to sister
cities, webinars, and toolkits. These benefits support the goals of Council Policy 77, and are
anticipated to foster CSCA's success in effectively managing Carlsbad's sister city relationships
without reliance on any other direct financial support from the City of Carlsbad.
The proposed amendment authorizes the city to contribute $1,000, plus any future fee
increases, annually to CSCA for payment of its membership fee to SCI on an ongoing basis,
unless otherwise directed. A transfer of $1,000 from the City Council's General Fund
Contingency account is requested for CSCA's 2018 membership fee.
As to other requests for funding presented by CSCA, including, travel and event support, at this
time, it is not recommended that the city provide any funding for these activities pursuant to
the goals established in Council Policy 77.
Fiscal Analysis
The recommended action will result in an annual cost of $1,000 to be included in future fiscal
year operating budgets unless otherwise directed. A transfer of $1,000 from the City Council.'s
General Fund Contingency account is requested for the 2018 membership fees.
Next Steps
City staff will implement the amended policy. Membership in Sister Cities International will be
established for calendar year 2018.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code section 21065, this action does not constitute a "project"
within the meaning of 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.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to scheduled meeting date.
Exhibits
1. Resolution approving amendment to Council Policy No. 77 regarding Sister City relationships
involving the City of Carlsbad and approval of funding for Sister Cities International
membership
2. Redline version of Council Policy No. 77
Jan. 23, 2018 Item #2 Page 2 of 10
RESOLUTION NO. 2018-008
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AMENDING COUNCIL POLICY NO. 77 REGARDING SISTER CITY
RELATIONSHIPS INVOLVING THE CITY OF CARLSBAD AND APPROVING
FUNDING FOR MEMBERSHIP IN SISTER CITIES INTERNATIONAL
Exhibit 1
WHEREAS, the City Council of the City of Carlsbad, California has determined that sister city
relationships provide broad public benefit; and
WHEREAS, City Council Policy No. 77 guides the establishment and management of sister city
relationships involving the City of Carlsbad and authorizes a not-for-profit, community-based
organization, Carlsbad Sister City Ambassadors (CSCA), to conduct and manage the sister city program
without reliance on direct financial support from the city; and
WHEREAS, CSCA made a request of City Council at a council meeting on Nov. 7, 2017, requesting
funding for a variety of activities including membership in Sister Cities International; and
WHEREAS, Sister Cities International (SCI) offers resources and expertise for the management
of sister city programs including information on governance and policy matters, which provides services
of broad public benefit; and
WHEREAS, these benefits support the goals of Council Policy 77, and are anticipated to foster
CSCA's success in effectively managing Carlsbad's sister city relationships without reliance on direct
financial support from the City of Carlsbad; and
WHEREAS, City Council Policy No. 77 should be amended to authorize funding annual
membership in Sister Cities International; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That City Council Policy No. 77 will be amended to authorize funding annual
membership in Sister Cities International
3. That City Council approve annual funding of $1,000 for membership in Sister Cities
International
Jan. 23, 2018 Item #2 Page 3 of 10
Exhibit 1
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 23rd day of January, 2018, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
(SEAL)
Jan. 23, 2018 Item #2 Page 4 of 10
{9ityof
Carlsbad
Council Policy Statement
Category: CARLSBAD SISTER CITY PROGRAM
Policy No.
Date Issued:
Effective Date:
Resolution No:
Cancellation Date:
Supercedes No.
77
Jan. 23, 2018
Jan.23,2018
2018-008
N/A
77 dated
Apr. 24, 2012
Specific Subject: Guidelines for the establishment and management of sister city
relationships involving the City of Carlsbad
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 of the existing sister city relationship with
Page 1 of 3
Jan. 23, 2018 Item #2 Page 5 of 10
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.
POLICY:
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 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 of this purpose should increase the visibility, effectiveness,
efficiency and viability of Carlsbad's existing sister city partnerships, thereby supporting their
missions in the areas of cultural, educational and economic relationships. At all times the
benefits to the residents of Carlsbad should serve as the primary objectives of the 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 of the majority of the 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 Carlsbad,
other than CSCA's annual Sister City lnternational's membership fee, including future fee
increases, which the City can decide to discontinue at any time. CSCA will maintain
membership in the Sister Cities International for the general benefit of the community and to
support effective management of the program, unless otherwise directed by the City Council.
If the City Council directs CSCA to not enroll with Sister Cities International, the City will no
longer appropriate the annual membership fee to CSCA.
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 if the 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 after the 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.
Page 2 of 3
Jan. 23, 2018 Item #2 Page 6 of 10
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 of the 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 of a Sister Cities Agreement (Agreement) with any proposed sister city. The
Agreement will be executed between the officials of the sister city and the not-for-profit,
community-based organization and the City of Carlsbad 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
Carlsbad will sign an Acknowledgement recognizing the partner city as a Sister City of Carlsbad.
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 annually 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.
Page 3 of 3
Jan. 23, 2018 Item #2 Page 7 of 10
{city of
Carlsbad
Council Policy Statement
Category: CARLSBAD SISTER CITY PROGRAM
Policy No.
Date Issued:
Effective Date:
Resolution No:
Cancellation Date:
Supercedes No.
77
April 24, 2012
April 24, 2012
2012-093
N/A
N/A
Specific Subject: Guidelines for the establishment and management of sister city
relationships involving the City of Carlsbad
PURPOSE: j
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 of the existing sister city relationship with
Futtsu, Japan. In early 1991, Karlovy Vary, Czech Republic requested a formal relationship
Page 1 of 3
EXHIBIT 2
Jan. 23, 2018 Item #2 Page 8 of 10
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.
POLICY:
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 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 of this purpose should increase the visibility, effectiveness,
efficiency and viability of Carlsbad's existing sister city partnerships, thereby supporting their
missions in the areas of cultural, educational and economic relationships. At all times the
benefits to the residents of Carlsbad should serve as the primary objectives of the 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 of the majority of the 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 CarlsbadL
other than CSCA's annual Sister City lnternational's membership fee, including future fee
increases, which the City can decide to discontinue at any time. The City of Carlsbad CSCA will
maintain membership in the organization International Sister Cities International for the
general benefit of the community and to support effective management of the program,
unless otherwise directed by the City Council. If the City Council directs CSCA to not enroll
with Sister Cities International, the City will no longer appropriate the annual membership fee
to CSCA.
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 if the 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 after the 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.
Page 2 of 3
Jan. 23, 2018 Item #2 Page 9 of 10
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 of the 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 of a Sister Cities Agreement (Agreement) with any proposed sister city. The
Agreement will be executed between the officials of the sister city and the not-for-profit,
community-based organization and the City of Carlsbad 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
Carlsbad will sign an Acknowledgement recognizing the partner city as a Sister City of Carlsbad.
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.
Page 3 of 3
Jan. 23, 2018 Item #2 Page 10 of 10