Whakatane District Sister Cities Committee Meeting Thursday, 27 February 2014 Agenda

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WHAKATANE DISTRICT SISTER CITIES COMMITTEE MEETING THURSDAY, 27 FEBRUARY 2014 AGENDA

Meeting to be held in Committee Room 1,

Civic Centre, Commerce Street, Whakatane, at 4:00 pm

Marty Grenfell CHIEF EXECUTIVE

21 February 2014

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WHAKATĀNE DISTRICT COUNCIL THURSDAY, 27 FEBRUARY 2014 WHAKATANE DISTRICT SISTER CITIES COMMITTEE - AGENDA

TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

1 Membership ...... 4

2 Apologies ...... 4

3 Presentation ...... 4

4 Confirmation of MInutes ...... 5

4.1 Whakatane Distict Sister Cities Committee - 1 August 2013 ...... 5

5 Reports ...... 9

5.1 Sister City Objectives, Conference and Chinese Delegations ...... 9

5.1.1 Sister Cities Objectives 2014-2019 ...... 11

5.1.2 SCNZ Gore Conference Draft Programme ...... 16

5.1.3 Relationships with China ...... 19 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 27 FEBRUARY 2014 WHAKATANE DISTRICT SISTER CITIES COMMITTEE - AGENDA

1 Membership

Councillor A V Iles - Chairperson

J R Farrell - Deputy Chairperson

Councillor J C Jukes

S Appleton

M Bryson

M Eddy

H Harison

D R Herdman

T Koroheke

A Ranson

L Ranson

S Wilson 2 Apologies

Apologies have been received from M Eddy and M Bryson 3 Presentation

The Promotions Officer Nicola Burgess will provide a power point presentation on her recent trip to Kamagaya and Aomori as a recipient of the CLAIR sponsored programme that she participated in.

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4 Confirmation of MInutes

4 Confirmation of MInutes 4.1 Whakatane Distict Sister Cities Committee - 1 August 2013

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4.1 Whakatane Distict Sister Cities Committee - 1 August 2013 (Cont.)

WHAKATANE DISTRICT SISTER CITIES ASSOCIATION HELD IN COMMITTEE ROOM 1, CIVIC CENTRE, MINUTES OF COMMERCE STREET, WHAKATANE, MEETING ON THURSDAY, 1 AUGUST 2013 COMMENCING AT 4:10 PM

PRESENT: Councillor A V Iles (Chairperson), I Black, M Bryson, J Farrell, A Ranson, L Ranson and S Wilson

IN ATTENDANCE: H J Storey (Administration Officer Community)

APOLOGIES: Apologies were received and sustained on behalf of His Worship the Mayor A A Bonne, S Appleton, H Harison and W N Checkley

1.0 CONFIRMATION OF MINUTES: 21 MARCH 2013: 3.4.1

Refer pages 1-3 of the agenda.

RESOLVED:

THAT the minutes of the Whakatane District Sister Cities Association meeting held on Thursday, 21 March 2013 be confirmed as a true and correct record.

Bryson/Farrell CARRIED

2.0 ITEMS: 3.4.1

2.1 Kamagaya – Visit to Whakatāne – 22-27 August 2013: 3.4.1

Refer page 3a of the tabled items.

A copy of a draft itinerary for the Kamagaya student visit was tabled outlining visits to two local schools, horse riding and boating activities. Alterations were made to the draft programme and it was suggested that the Mayor provide each member with a certificate commemorating the visit.

RESOLVED:

1. THAT the Draft Itinerary be received; and

2. THAT the Whakatane District Sister Cities Association cover the costs of the activities for the Kamagaya Visit.

Farrell/Wilson CARRIED

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4.1 Whakatane Distict Sister Cities Committee - 1 August 2013 (Cont.)

WHAKATANE DISTRICT SISTER CITIES ASSOCIATION: 1 AUGUST 2013

2.2 Student Scholarship

Refer to page 4 of the agenda.

The meeting was advised that no applications to take up the student scholarship had been received to date. An interview panel consisting of the Chairperson and Members Harison, Black and Bryson was approved to conduct the interviews if any were received. It was also agreed that the deadline date could be extended if required.

2.3 Relationships with China: 3.4.1

Refer to pages 5-16 of the agenda and pages 16a-i of the tabled items.

A copy of a draft Guidelines for Chinese Delegations compiled by Simon Appleton was tabled. Discussion ensued on the document and the way forward with regards to future approaches from Chinese groups. It was suggested that there needed to be some common ground between Whakatāne and the Chinese city and that initially a friendship agreement may be entered into rather than a sister city relationship. It was also noted that while Members understood that any relationship would have an economic base, they did not want to forego the connection to world peace and friendship aspects of sister city relationships.

It was noted that Etsuko Tsuchida from Kamagaya City Hall would be escorting the student group on the upcoming visit and it was considered an ideal opportunity to hold discussions with her to move the relationship forward.

It was agreed that a workshop be held in mid-September to consider the objectives for the committee and that it include possible connections with China.

RESOLVED:

1. THAT the Relationships with China report be received; and

2. THAT the Committee hold a workshop session to review the Whakatane District Sister Cities Association Objectives; and

3. THAT the Committee consolidate the existing Sister City relationship with Kamagaya and liaise with Warwick regarding the current relationship and the future expectations of both parties; and

4. THAT the Committee research the forming of a relationship with a Chinese City; and

5. THAT the Committee provide support for the establishment of a Chinese Language Week.

Farrell/Black CARRIED

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4.1 Whakatane Distict Sister Cities Committee - 1 August 2013 (Cont.)

WHAKATANE DISTRICT SISTER CITIES ASSOCIATION: 1 AUGUST 2013

2.4 Sister Cities NZ – Business Plan 2013/14: 3.4.1

Refer to pages 17-20 of the agenda.

RESOLVED:

THAT the Sister Cities NZ – Business Plan 2013/14 be received.

Farrell/Black CARRIED

3.0 OTHER ITEMS

Mr Bryson advised that he had recently visited Japan and had visited Kamagaya for a night. He said that he had stayed with Ms Tsuchida, had visited Kamagaya City Hall and had met the male teacher that would also be accompanying the student visit in August. Mr Bryson advised that he had purchased two taiko drums and spoke of the frustration and cost he incurred to get them from Japan to New Zealand.

Mr Bryson noted that he was currently teaching taiko drumming to six students and they had recently held a concert at Edgecumbe in conjunction with a taiko drum band from Hamilton. He said that there had been approximately 100 people at the event.

Members were reminded of the Mayoral afternoon tea for the Shibukawa group on 6 August 2013.

THE MEETING CLOSED AT 5.12 PM

Confirmed this day of

CHAIRPERSON

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5 Reports

5 Reports 5.1 Sister City Objectives, Conference and Chinese Delegations

SISTER CITY OBJECTIVES, CONFERENCE AND CHINESE Subject: DELEGATIONS

To: WHAKATĀNE DISTRICT SISTER CITY COMMITTEE

Meeting Date: THURSDAY, 27 FEBRUARY 2014

Written by: ADMINISTRATION OFFICER COMMUNITY

File Reference: 3.4.1 - A423723

1. REASON FOR THE REPORT

The purpose of this report is to provide Members with information on the Sister Cities Conference, approaches being made to the Mayor regarding relationships with cities in China and to adopt the draft Objective 2014-2019.

2. DRAFT OBJECTIVES 2014-2019

The Committee considered its draft Objectives for 2014-2019 at the Annual General Meeting held on 25 October 2013 and recommended changes. These changes have been incorporated in the new document which is attached to this report now requires adoption.

3. SISTER CITIES NEW ZEALAND CONFERENCE

The Sister Cities New Zealand conference is being held at Gore from 3-5 April 2014. The programme is attached to this report. Costs for attendance of one member would be approximately $2,100 broken down as follows:

Airfares and airport transfers- $800 Registration and dinners – $820 Accommodation and breakfast– 3 nights - $480

There is $1,070 in the budget to cover conference expenses. If a member was to attend they would need to cover half of the cost themselves.

4. REQUESTS FROM CHINA

Mayor Bonne has received several approaches recently from Chinese delegations. One is from Sanya City, Hainan Province who will be visiting Whakatane from 6-8 March 2014 to seek investment and partnership opportunities and has also indicated that Mayor Li would be keen to sign either a sister city or friendship agreement with Whakatane.

The other approach is from the Tongren Municipal Council, in the Guizhou Province. A delegation from Tongren visited Whakatane in December 2012 and are now seeking to open a sister city relationship with Whakatane.

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5.1 Sister City Objectives, Conference and Chinese Delegations (Cont.)

There is very little information on either of the Cities apart from the approaches to the Mayor. A report on China was provided to the 1 August 2013 meeting and is attached to this report. The decision from that meeting was:

THAT the Committee research the forming of a relationship with a Chinese City

The Council’s Business Services Manager is willing to commission a report identifying preferred options and criteria for establishing a Sister City Relationship with a Chinese city. The report would also outline the high level costs of establishing such a relationship. It is noted that the approaches being made are of a random nature and the report would outline a proactive approach rather than a reactive one.

5. CONCLUSION

The Committee Objectives for 2014-19 have been developed and now require adoption. Registrations are open for the 2014 Sister Cities NZ Conference to be held in Gore and Members will need to decide on whether to partially support a delegate to attend. The Manager Business Services has offered to provide a report to identify options and criteria when dealing with approaches from Chinese delegations.

RECOMMENDATIONS:

1. THAT the Sister Cities Objectives, Conference and China Delegations report be received; and 2. THAT the Draft Objectives 2014-2019 be adopted; and 3. THAT the Committee sponsor $1,070 towards the cost of a delegate attending the Sister Cities NZ Conference in Gore from 3-5 April 2014; and 4. THAT a report be requested identifying options and criteria for establishing a Sister City relationship with a Chinese city.

Attached to this report:

Draft Objectives 2014-2019 Sister Cities NZ Conference Programme Report on Chinese delegations provided to the 1 August 2013 meeting

Report Authorisation

Report writer: Janie Storey Administration Officer Community

Final Approval: David Bewley General Manager Strategy and Planning

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5.1.1 Sister Cities Objectives 2014-2019

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5.1.1 Sister Cities Objectives 2014-2019 (Cont.)

WHAKATANE DISTRICT SISTER CITIES ASSOCIATION

MISSION STATEMENT

“To encourage and promote international exchange through development and maintenance of Sister City links.”

DRAFT OBJECTIVES 2014-2019

Objective One

To liaise with Kamagaya to determine their aims and objectives

Goals:

(a) To seek clarity from Kamagaya on their objectives for the relationship into the future (b) To continue to grow the frequency of information and mutual exchanges between Kamagaya and Whakatane

Objective Two

To promote Sister City affiliations internationally and encourage interaction on a people-to- people basis to foster understanding and friendship

Goals:

(a) To hold a minimum of one seminar annually to advise and inform stakeholders in private and business communities of Sister City events and developments eg, travel agents, travellers to Japan, tourist operators, moteliers, accommodation houses, restaurant owners

(b) To set up and maintain a “Sister Cities Corner” in the Information Office to display posters, brochures and other information to encourage interest in each Sister City as a travel venue. The information and cabinet to be reviewed with opportunities to promote visits to Kamagaya

(c) To compile a set of resources and hand out material on cultural protocols to assist relationships between citizens of both countries. Collect information on Kamagaya for display

(d) To investigate and facilitate sharing of cultural knowledge between each city. Build on opportunities to gain knowledge and embrace the host countries culture so it becomes an integral part of exchange visits

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5.1.1 Sister Cities Objectives 2014-2019 (Cont.)

Objective Three

To disseminate information gathered from local and international sources

Goals:

(a) To provide the committee meeting agenda and minutes on the web and to the local media

(b) To provide regular articles for publication in the media prior to Sister City exchanges advising the community of the exchanges and highlights

(d) To facilitate interest in and contact with what the Sister City relationship can offer at the commercial and industry level by holding information seminars as opportunities arise

(e) Distribute newsletters and information received from Sister Cities to Committee Members, Councillors, the media and other interested citizens

(f) To update the Council’s Sister Cities webpage on a regular basis and encourage the use of social media to highlight activities

Objective Four

To encourage community activities within the Whakatane District in association with affiliates in other countries

Goals:

(a) To support service club exchanges and involve service club members in exchanges

(b) To provide information for groups proposing to travel to Kamagaya, on matters relating to etiquette, phrases and important cultural characteristics and protocols

Objective Five

To encourage youth activity aimed at community and international friendship

Goals:

(a) To maintain a programme of bi-annual educational exchanges from Trident High School to Kamagaya and three yearly from Kamagaya to Whakatane involving students, teachers and supporters. Continue to encourage other visits

(b) To promote Kamagaya as a destination for inclusion in the itinerary of sporting, cultural and art trips undertaken by schools and youth organisations

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5.1.1 Sister Cities Objectives 2014-2019 (Cont.)

(c) To encourage one Y12/13 Student to take up the Scholarship exchange to Kamagaya each year by providing sponsorship of $1,500 towards the cost of the exchange

Objective Six

To link with other organisations having similar aims and objectives

Goals:

(a) To support other organisations within the Whakatane district that has forged a relationship with Kamagaya

Objective Seven

(a) To encourage and promote activities for public benefit

Goals:

(a) Investigate the possibility of sporting exchanges eg. badminton, baseball, soccer, golf

(b) Investigate reciprocal exchange of Museum artefacts as a follow on from the 2004 exchange

Objective Eight

To advise the Whakatane District Council on matters relating to its present or possible future Sister City affiliations

(a) To explore and facilitate Council staff exchanges with Kamagaya City Hall as opportunities become available

(b) To schedule one Mayoral visit to or from Kamagaya each Council triennium

Objective Nine

To explore opportunities to establish long-term business relationships between citizens and companies of Kamagaya and Whakatane

Goals:

(a) To promote business opportunities that will provide benefits to individuals and organisations of both Cities by facilitating one reciprocal exchange visit for business people each triennium

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5.1.1 Sister Cities Objectives 2014-2019 (Cont.)

(b) To develop a Sister City business framework between Kamagaya and Whakatane that: • leverages off Trade New Zealand expertise, presence, and reputation • facilitates contact between reputable business people from Kamagaya and Whakatane who share common business interests • generates funds for Sister City development through a percentage commission based on annual turnover where successful business relationships develop as a result of the introductions through the Sister City business framework

Objective Ten:

To remain open to explore further relationships with other countries

Goal:

(a) While the committee is not actively seeking a new relationship it will give due consideration to any approaches made by delegations from other countries, eg China

(b) to explore opportunities for new relationships as they arise

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5.1.2 SCNZ Gore Conference Draft Programme

Sister Cities New Zealand Conference Scenic Circle Croydon Hotel Gore 3-5 April 2014

2014 Programme

AIR new GO RURAL CITY LIVING SLftOT GMM ZEALAND\5~

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5.1.2 SCNZ Gore Conference Draft Programme (Cont.)

Wecome

Programme

Thursday 3 April 2014

1pm Official welcome by His Worship the Mayor, Mr Tracy Hicks and powhiri

1.25pm Conference MC Gerry Forde - all you need to know about the conference

1.30pm Keynote address - His Worship the Mayor, Mr Tim Shadbolt on the Invercargill and Kumagaya connection

2.15pm Presentation from Sister Cities Australia

2.30pm Afternoon tea

3pm Keynote address - Mr John Anderson, founder of Contiki Travel

4-4.15pm Presentation from CLAIR, Sydney

5pm-6.15pm Mayoral reception, Eastern Southland Gallery

6.30pm Optional delegates dinner at the Thomas Green, Hokonui Drive, Gore

2 2014 SISTER CITIES NEW ZEALAND CONFERENCE

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5.1.2 SCNZ Gore Conference Draft Programme (Cont.)

il 2014

8.45am Welcome back from MC, Gerry Forde

9am Keynote address - Mr Rex Capil, Venture Southland - international education project

10am Morning tea

10.30am Keynote address - Australian High Commissioner, His Excellency Mr Michael Potts

11.15am Real Journeys presentation - Ms Lenska Papich, Corporate Communications Manager

12.30pm Lunch

1.30pm Regional collaboration session - delegates to break into regional groups to discuss common issues

2pm Keynote address - Tamworth Regional Council - on the 22 year link with Gore

3pm Afternoon tea

Address by Mr Philip Shackleton, Principal Policy Advisor, Local Government New Zealand, on the New 3.30pm Zealand Core Cities China Project

3.45pm Annual General Meeting, Sister Cities New Zealand

4.30pm End day 2

7pm Air New Zealand Awards dinner

Saturday 5 April 2014

9am Welcome back from MC, Gerry Forde

9.10am Youth Forum - report back

10am Presentation by Gore District Young Ambassador, Miss Adele Gardyne

Mr Jim Geddes, District Arts and Heritage Curator, on the future vision of the renowned Eastern Southland

10.20am Gallery and the arts and heritage precinct.

Keynote address - Ms Margo Reid, Dunedin City Council International Relations and projects - on the Dunedin-Shanghai relationship. Will be accompanied by a staff member on exchange from the Shanghai 11am Municipal Government Foreign Affairs Office.

Announcement of secondary school competition winners organised by Sister Cities New Zealand and

11.30am sponsored by the Asia New Zealand Foundation.

12noon End of conference, light lunch provided.

2014 SISTER CITIES NEW ZEALAND CONFERENCE 3

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5.1.3 Relationships with China

3.4.1

To: WHAKATANE DISTRICT SISTER CITIES ASSOCIATION

Meeting Date: THURSDAY, 1 AUGUST 2013 Written by: ADMINISTRATION OFFICER COMMUNITY REPORT FOR AGENDA Subject: RELATIONSHIPS WITH CHINA

1.0 REASON FOR THE REPORT

There have been several requests to the Mayor recently from Chinese agents suggesting relationships with cities in China. The topic requires discussion, a review of the current objectives and suggestions on a way forward.

2.0 DISCUSSION

Attached to this report are two emails received by the Mayor. One is in relation to the visit by representatives from Jiangyin and the other is from John Hong and Asia Pacific Investment Advisor from Auckland. Other approaches have included a delegation from Hefei and Yan Ping Sun’s presentation at the last meeting.

Also attached is a letter from Raymond Hau MP seeking support for a Chinese Language Week.

2.1 Jiangyin

The visit from the Jiangyin People’s Congress and Municipal Foreign Affairs Office, which took place on 11 March 2013 was reported to the last meeting. They are seeking to develop a strong relationship between Jiangyin and the Eastern Bay of Plenty.

2.2 John Hong

Mr Hong has made a general request seeking the possible setting up of a “friendly” or sister city relationship with a coastal city in China and Mayor Bonne has replied that the Council would consider looking at such a relationship.

2.3 Chinese Language Week

Mr Hou’s letter outlines the increasing relationship between China and New Zealand and is seeking support to establish a Chinese Language Week and initially the setting up of a NZ Chinese Language Committee. Once this has been established they would be asking that the committee become partners in the event and actively promote it.

2.4 Way Forward

Currently the Council has no official relationship with any Chinese groups, and the Committee’s objectives do not specifically relate to China. Several “scouting party” approaches have been made over the past few years as well as those

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5.1.3 Relationships with China (Cont.)

noted above in the past few months. It now seems an appropriate time to review the current relationships and consider whether there is potential to open up new ones.

Some considerations include: • 33 Chinese cities currently have partnerships with New Zealand towns and cities – see attached list • There are currently 20 Chinese Cities listed on the Sister Cities Website seeking to open relationships with towns and cities in New Zealand • Aquaculture projects in conjunction with Ōpōtiki District Council • Rotorua, Tauranga and Taupo have partnerships with China • Partnerships with China generally have an economic focus • Commercial relationships are forming with China throughout the Eastern Bay of Plenty • The visits and approaches to date have been as a result of a local contact • Does the committee wait for further approaches or take up offers that have been made to develop relationships further? • There are local Chinese residents who would be interested in providing connections

3.0 OPTIONS

The committee has the option to investigate the forming of a relationship further or to indicate that they do not wish to enter into further relationships at this stage.

Advice could be sought from Sister Cities NZ and our neighbouring local authorities on how to best to progress a relationship and provide guidance on the customs that should be observed. As noted above, the visits we have had to date usually included a local contact wishing to establish business connections with a city in China.

This is also an opportunity to consider the future direction of the committee and carry out a review of the Committees objectives which focus mainly on Kamagaya and are attached to this report.

The Tauranga Sister Cities group have had a relationship with Yantai for a number of years and they would be in a position to provide information and guidance on relationships. Committee Member Simon Appleton also has a number of contacts with the Chinese.

4.0 FINANCIAL BUDGET IMPLICATIONS

The Sister Cities annual budget is $4,720 per annum. This financial year there will be costs of approximately $1,000 incurred with the Kamagaya Student visit and the $1,000 student scholarship to Kamagaya is open for application.

5.0 CONCLUSION

Due to the recent approach by Chinese delegations there is a need to consider whether or not to progress one to a relationship stage, and if so the best approach to do so.

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5.1.3 Relationships with China (Cont.)

RECOMMENDATION:

1. THAT the Relationships with China report be received; and

2. THAT the Committee hold a workshop session to review the Whakatane District Sister Cities Association Objectives; and

3. THAT the Committee research the forming of a relationship with a Chinese City; and

4. THAT the Committee provide support for the establishment of a Chinese Language Week.

Janie Storey David Bewley ADMINISTRATION OFFICER GENERAL MANAGER COMMUNITY STRATEGY AND POLILCY

21 February 2014

Attached to this • Sister City NZ relationships with China report: • Emails to Mayor Bonne • Letter from R Hou • Whakatane District Sister Cities Association Objectives

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5.1.3 Relationships with China (Cont.)

NZ Sister City Partnerships with Chinese Cities

Beijing Wellington Xiamen Changchun Masterton Gansu Christchurch Wuhan Guilin Hastings Mianyang Harbin South Taranaki Guangzhou Auckland Ningbo Quindao Taichung Guiyang Palmerston North Kunshan Huangshi Nelson Jiaxing District Hauraki Kunming New Plymouth Lianyungang Napier Liaoning Far North Puyang Ashburton Rizhao Gisborne Sha nghai Dunedin Suzhou Taupo, Xi’an Taizhou Hutt City Xi’an Weihai Timaru Wuxi Hamilton Wuzhong District Rotorua Xuyi County Xuzhou Hawke's Bay Region Yangzhou Porirua Yantai Tauranga

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