City Manager's Office

STAFF REPORT

Sister City and Friendship Committee Meeting Date: 7/26/2016 Staff Report Number: 16-004-SC

Regular Business: Approval of Protocol for Establishing and Maintaining Sister Cities Relationships

Recommendation Staff recommends that the Sister City and Friendship Committee approve a Protocol for Establishing and Maintaining Sister Cities Relationships for adoption by the City Council.

Policy Issues This recommendation is based on direction from Menlo Park Resolution NO. 6294, to establish a Sister City Committee to develop and support the services of the new Menlo Park Sister Cities Program. Prior action by the Council requested opportunities for cultural exchange and mutual economic benefit with foreign city governments. This policy will set a protocol for establishing sister city relationships with other municipalities.

Background Per Council direction and Resolution NO. 6294 in 2015, the City of Menlo Park established the Sister City and Friendship Committee (SCFC) and became a member of Sister Cities International (SCI), a nonpartisan 501(c)(3) nonprofit. With the SCI membership, the City and SCFC has access to SCI’s directory of other members, diplomatic and protocol services, professional advice and support, trainings and publications. Attachment B is an SCI publication called Member Toolkit - Building Your Sister Cities Program to help cities build their Sister City Program.

Based on staff research of other Sister City Programs and SCI’s resources:

Terminology Sister City: Two cities that have entered into a formal relationship with each other through a Sister City Agreement. Sister City Agreement: A formal, long-term agreement that involves the commitment of municipal resources (i.e. staffing and financial) to achieve specific goals and objectives. Sister City Agreements usually involve participation in projects and/or exchanges that promote cultural awareness, joint educational opportunities, and/or trade and economic development. Friendship City: Generally a demonstration of goodwill between two cities that does not carry the same level of commitment or obligation as a formal Sister City arrangement. Is often used as a first stage in the relationship, and after it is strengthened and the partners are sure they want a long-term relationship they will become Sister Cities.

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Staff Report #: 16-004-SC

Friendship City Agreement: An informal agreement which typically involves the signing of a Memorandum of Understanding (MOU) by the Mayors of two communities to promote friendship and cooperation between their communities. Sponsor Organization: A local organization that will manage the Sister City relationship. The organization must be based within the city and be either a select committee of Council or a registered non-profit society. A department from the City can act as the Sponsor Organization. Sponsor Agreement: A Memorandum of Understanding (MOU) between the City and the sponsor organization outlining the requirements for managing the/a Sister City relationship(s).

Current Sister & Friendship Cities: • Galway, Ireland - Sister City • Bizen, Japan - Friendship City • Changchun, China - Friendship City • Kochi, India - Friendship City

At the Sister City and Friendship Committee’s first meeting, on June 27, 2016, it was requested that staff prepare a packet of background information on each Sister and Friendship City. The information should include, but is not limited to: The signed Friendship/Sister Agreement, the Terms of Agreement, Exchange Program Activates and any School / Business Associations. Details and backup documentation of each Sister and Friendship City can be found in Attachment A

Sister/Friendship Type & Date City Reason City Established Documentation Galway, Ireland Sister City Resolution Cultural Exchange 06/03/2016 NO. 6294 & Historical Interest Staff Report # 15-178-CC Friendship City Proclamation Historical Interest 10/17/2013 08/27/2013 Sister City Resolution Historical Interest Endeavor NO. 1642 09/017/1961 Bizen, Japan Friendship City Staff Report Cultural Exchange 2015 # 15-020 Changchun, Friendship City Staff Report Cultural Exchange China 12/16/201515 # 15-110 Economic Exchange Business Exchange Kochi, India Friendship City Staff Report Cultural Exchange 02/11/20115 # 15-020 Economic Exchange Business Exchange

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Staff Report #: 16-004-SC

Establishing a Protocol for a New Sister City Protocol and criteria for establishing a new Sister City is at the sole discretion of the SCFC and/or the City. SCI suggests cities establish “criteria for the selection of future sister cities.” “Population size, geography (e.g. mountain resorts, ports, etc.), historical connection, previous collaboration by other organizations, similar names and similar industries/exports,” are common criteria according SCI.

Every City has a unique criteria for establishing a new Sister City. Attachment C is the ART0-1.01, the criteria for Sister City Relationships for Portland, Oregon. While their criteria is subjective and broad, their policy requires an extended courtship, including an existing,long-term relationship with the Portland community, followed by a two year Friendship City Agreement and then, finally a Sister City Agreement. The requirements for Greater Columbus, Attachment D, are more subjective but give specific criteria for selection. Finally, Attachment E is a scoring matrix of criteria that SCI provides as a template.

Establishing Protocol for Maintaining Sister Cities Maintaining Sister City relationships is also at the discretion of the SCFC and/or the City. SCI encourages the Sister Cities to sustain and enhance their relationships. They also suggest maintaining close, constant contact with SCI. SCI suggests creating a committee or appointing a person to serve as the liaison between the program and the SCI. As an example, Mayor Frank Fahy reported, during his recent visit, that the City Council of Galway is discussing the possibility of appointing two City Councilors to serve as liaisons to each of Galway’s 12 sister cities.

Analysis The City of Menlo Park’s Sister City Program was established in order to develop opportunities for cultural exchange and mutual economic benefit with foreign city governments. In keeping with SCI’s vision, Menlo Park’s Sister City/Friendship Program has focused on facilitating cooperation and an exchange of culture, economy, education and scholarship, history, science, sports, tourism, and community life through a variety of activities. Therefore staff suggests the below recommendation for Establishing and Maintaining Sister Cities:

Protocol for a New Sister City Selection Criteria Similarity – What are the identifiable similarities and/or mutual interest? (Examples: Population size, geography, economy, name, industries, exports, education, interest, commercial bases, etc.) Exchange – What is the potential for reciprocal cultural, educational, recreational, sport, tourism and/or economic exchange? History – What is the common history or connections with the city and/or community? City Benefit – What are the long and short term benefits of the proposed relationship? What are the costs and benefits of entering and maintaining the relationship? Community Benefit – Is there active community leadership, involvement and/or support? Is there a current and/or prospective organization/business/school collaboration?

Process Any request for establishing a new sister city or friendship relationship will be submitted to SCFC for analysis and recommendation to the City Council.

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Staff Report #: 16-004-SC

The SCFC recommendation should include, but not be limited to findings of compatibility and stated goals that this new relationship will achieve. The SCFC shall work with staff to prepare a report with the following information: • Name and country of proposed Sister City • Contact information for key City and Community members involved (both cities) • Background Information: o Demographic profile proposed Sister City o Detailed report on all Selection Criteria . Similarity . Exchange . History . City benefit . Community benefit • Recommendation & Justification o Short and long termed benefits to both cities . Identify Sponsor Organization . Attach draft Sponsor Agreement: if necessary o Sister City’s expectations for the relationship o A 1, 3 and 5 year work plan . Process and timeline for formalizing the relationship o A budget for the work plan Official Sister City or Friendship City Agreements require approval by the City Council, a signed Friendship City Agreements or Sister City Agreement by the Mayor and the top official of the proposed Sister City and participation by SCI.

Protocol for a Maintaining Sister Cities Every Sister City and Friendship City shall be reviewed at a minimum of every three years and a report made to City Coucil. This report is to determine if the City’s Sister City Agreement’s objectives are being met. Should it be determined that a Sister City relationship is not fulfilling the Sister City Agreement goals, the SCFC shall make recommendations to Council to either terminate the relationship, re-establish the relationship, or retain the status quo.

Impact on City Resources Staff does not anticipate the need for additional resources as a result of this action. However, as the City adds additional sister city relationships it is possible that additional resources will be necessary.

Environmental Review This action is not a project under CEQA.

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Staff Report #: 16-004-SC

Public Notice Public Notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments A. Detailed breakdown of each Sister & Friendship City B. Sister Cities International - Member Toolkit Building Your Sister Cities Program C. Portland, Oregon ART0-1.01 criteria for Sister City Relationships D. Greater Columbus Sister City Requirements E. A scoring matrix of criteria. By: SCI

Report prepared by: Meghan Revolinsky, Management Analyst, Housing and Economic Development

Reviewed by: Jim Cogan, Housing and Economic Development Manager

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org ATTACHMENT A

Galway, Ireland

Agreement Type: Sister City

Timeline & Documents: • 08/1854 - Menlo Park was founded by Dennis J. Oliver and Daniel C. McGlynn, from the village of Menlough, County of Galway, Ireland, when the two men travelled to California and purchased a ranch they named Menlo Park. • 09/07/1961 – The Menlo Park City Council passed Resolution NO. 1642, which states, “Resolution of the City Council of the City of Menlo Park, California, expressing its desire to authenticate the historical meaning of said city "Menlo Park" and authorizing C. A. Burley (publisher of the Menlo Park Recorder) to represent said city on his forthcoming trip to Ireland and requesting full support from Menlo Park’s "Sister City" Menlough, County Galway, Ireland, in said endeavor.” • 06/04/2013 - Menlo Park Mayor Ohtaki, Menlo Park, sent a letter to the Galway Mayor O’Flaherty about “Proposed Friendship Relationship.” • 07/25/2013 – The Galway Mayor replied, confirming interest in Proposed Friendship Relationship. • 08/27/2013 – The Menlo Park City Council approved a Friendship Agreement with Galway, Ireland. • 10/27/2013 – Mayor Ohtaki and Mayor O’Flaherty signed a Friendship City Agreement. • 11/17/2015 - Staff produced Report Number 15-178-CC “Adopt a Resolution Directing Staff to Join Sister Cities International, Enter into a Sister City Agreement with Galway Ireland and Establish a Sister City Committee to Help the City Maintain and Provide Direction for The Menlo Park Sister City Program.” • 11/17/2015 – The Menlo Park City Council passed Resolution NO. 6294 “resolution of the city council of the city of Menlo Park joining Sister Cities International, entering into a sister city agreement with Galway Ireland and establishing a sister city committee to help the city maintain and provide direction for the Menlo Park sister city program.” • 05/03/2016 - Staff produced Report Number 16-077-CC “Authorize the Mayor to sign a Sister City Agreement between the City of Menlo Park and City of Galway, Ireland.” • 06/09/2016 – Mayor Cline and Mayor Fahy signed the Sister City Agreement in Menlo Park.

Scope of Interest: • Cultural Exchange • Historical

Terms of Agreement: • The agreement establishes friendly relations and cooperation between the cities of Galway and Menlo Park, which reflects the interests and efforts of our governments to strengthen friendly relations between the Republic of Ireland and the United States of America. • It supports the development and strengthening of relations between our two countries; to the consolidation of peace all over the world; and to the growth and improvement of humanity. • The Agreement is designed to determine the main spheres of cooperation and exchange between Menlo Park and Galway City, within the framework of existing relations between our countries and with the purpose of enriching them and giving them a more lively and dynamic character, taking into account all of the values of life and interests of both cities, thereby increasing mutual respect and regard for the shared history, customs and ways of life. • In order to implement the Agreement, Galway City and Menlo Park will develop an appropriate program of cooperation and exchanges. Under the Program of Cooperation and Exchanges, Galway City and Menlo Park agree to implement an ongoing, substantive exchange of both information and representatives in the fields of culture, economy, education and scholarship, history, science, sports, tourism, community life and the activities of the respective City Councils and their various departments. Menlo Park and Galway City agree that these exchanges may take various forms, including bilateral meetings, celebrations, concerts and performances, exchanges of exhibitions, films, literature and other articles of culture, collaboration between educational institutions, joint research and economic projects, professional seminars, tour groups, and official delegations. • Promote a positive atmosphere of cooperation and mutual understanding, encourage the participation of the broadest spectrum of the population in Sister City exchanges, and foster a free and open exchanges of ideas, values and experiences. • Encourage free contact between groups and individuals of the two cities, within the framework of the Agreement. • Regularly inform the citizens of their respective cities and each other about Sister City activities, and promote and exchange print and broadcast media reports on Sister City activities in both cities. • Develop and manage the proposed Programs of Cooperation and Exchanges.

Exchange Program Activities: • Yearly visit from Galway Mayor to the City of Menlo Park • Yearly visit of Menlo Park Mayor to the City of Galway, Ireland • Yearly, around June 1st, congratulatory letter to the newly elected Galway Mayor is sent from the Menlo Park Mayor

Partner Organizations: • None

City Description: • Galway’s population, according to the 2011 census, is 72,729 (fourth largest city in the Republic of Ireland, and sixth on the island of Ireland). • Its major Industries include the manufacturing industry, tourism, retail and distribution, education, healthcare and services that include financial, construction, cultural, and professional. • Galway has 27 primary schools, 11 secondary schools, National University of Ireland, Galway (NUIG) and The Galway-Mayo Institute of Technology (GMIT). • Galway has a diverse sporting heritage, with a history in sports ranging from horse racing, Gaelic games, soccer and rugby to rowing, basketball, motorsport, greyhound racing and others. • Is known as Ireland's Cultural Heart, and is renowned for its vibrant lifestyle and numerous festivals, celebrations and events. • Galway will be European Capital of Culture in 2020. (The European Capital of Culture is a city designated by the European Union for a period of one calendar year during, which it organizes a series of cultural events with a strong European dimension.)

701 Laurel Street, Menlo Park, CA 94025 Telephone (650) 330-6610 www.menlopark.org

June 4, 2013

Cllr. Terry O’Flaherty Mayor of Galway City of Galway – City Hall College Road Galway, Ireland

Re: Proposed Friendship Relationship with City of Menlo Park, California

Dear Mayor O’Flaherty:

Several members of our community have been exploring the benefits of being a Sister City with Galway City. As you may know, in 1854, two citizens of Galway named Dennis Oliver and his brother-in-law Daniel C. McGlynn came to our area and purchased a 1,700-acre ranch they called Menlo Park, as it was reminiscent of their hometown of “Menlough”. They were probably the first residents of the area, and the city that grew up to include their ranch was eventually called Menlo Park. Thus our roots are well connected with your City.

I’ve asked a recently formed committee of concerned citizens to explore ways in which our two cities may benefit from a Sister Cities partnership, patterned after the Sister Cities International program. The committee consists of members from the Menlo Park Historical Association (MPHA), the Menlo Park Chamber of Commerce, local schools and interested citizens.

I suggest we begin a dialogue on this topic. We already have a lot of cooperation through our universities (Stanford and NUIG), US multi-national companies based in Galway, including Hewlett- Packard, which is located nearby, with a 40 year history in Galway. I would appreciate your ideas and recommendations on the best ways to move forward, such as with a friendship relationship and later on moving towards a more formal arrangement. With the time difference, please do not hesitate to email me at [email protected] and perhaps we can set up a Skype video call.

We feel that we are already twinned through history including with present day commercial and educational relationships. Rather than starting something new, we view a proposed Friendship Agreement as recognition of what is already in existence between our two communities.

Respectfully,

Peter Ohtaki Mayor

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-I,. C, AGENDA ITEM F-2 City Manager's Office

STAFF REPORT

City Council Meeting Date: 11/17/2015 Staff Report Number: 15-178-CC

Consent Calendar: Adopt a Resolution Directing Staff to Join Sister Cities International, Enter into a Sister City Agreement with Galway Ireland and Establish a Sister City Committee to Help The City Maintain and Provide Direction for The Menlo Park Sister City Program

Recommendation Staff recommends that the City Council Adopt a resolution (Attachment A) directing staff to join Sister Cities International, enter into a Sister City agreement with Galway Ireland and establish a Sister City Committee to help the City maintain and provide direction for the Menlo Park Sister City Program.

Policy Issues This recommendation is consistent with prior action of the Council to develop opportunities for cultural exchange and mutual economic benefit with foreign city governments. It is also consistent with the Economic Development Plan Goals: 1. Diversify and Growing City Revenue Sources and 7. Enhance Cultural and Arts Offerings.

Background Sister Cities International Sister Cities International (SCI) is a nonpartisan 501(c)(3) nonprofit which serves as the national membership organization for individual sister cities, counties and states across the U.S. This network unites tens of thousands of citizen diplomats and volunteers in 545 communities with over 2,100 partnerships in 145 countries on six continents. Sister city relationships offer members the opportunity to form connections between communities that are mutually beneficial and which address issues that are most relevant for partners. Programs vary greatly from basic cultural exchange programs to shared research and development projects. Programming can typically be classified in four main areas: Youth and Education, Arts and Culture, Business and Trade and Municipal Exchange and Community Development.

Eighty-three California cities have Sister City programs. Below is a list of the 13 San Mateo and Santa Clara County Cities with Sister City Programs: Cupertino Milpitas Redwood City South San Francisco Gilroy Morgan Hill San Jose Los Altos Mountain View San Mateo Milbrae Palo Alto Santa Clara

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org PAGE 23 Staff Report #: 15-178-CC

Galway In 2013, the City in partnership with the Community Organization Two Menlos, investigated and developed a friendship agreement between the City of Menlo Park and the City of Galway, Ireland. The Friendship Agreement (Attachment B) was signed by former Mayor Peter Ohtaki and former Galway Mayor Padraig Conneely on October 17, 2013. Over the last two years there have been multiple visits of representatives from Galway to Menlo Park and of representatives of Menlo Park to Galway. As a result of the strengthening relationship the Galway City Council took action to expand the relationship with the City of Menlo Park to a sister/twinning cities relationship on September 14, 2015. Current Galway Mayor Frank Fahy reported this action to Mayor Carlton in a letter received October 20th (Attachment C).

Sister City Committee There are a variety of ways that cities organize sister city programs. Sister city organizations may be run by a group of volunteers, representatives from local institutions, the mayor’s office or municipal government, or by some combination of these. Most often, sister city organizations are incorporated as 501(c)(3) nonprofits, although the municipal government may have representation or a formal relationship with the group. Many are governed by a board of directors or commission, although the majority of members are volunteers from all sectors of the community. Some sister city organizations are run by local institutions, such as a museum, cultural center or chamber of commerce. Most municipal contacts for sister city organizations are in the office of the mayor, office of tourism/convention and visitors bureau, office of international affairs, office of protocol or office of economic development. Finally, some cities establish a sister cities commission to assist with managing the program and support projects.

Locally, the Cities of Los Altos, San Jose, and Santa Clara Sister City Programs are run by independent nonprofits, while the Cities of Milpitas, Milbrae and Mountain View Sister Cities programs are run by City. The Cities of Milpitas and Milbrae utilize Sister City Commissions of residents, appointed by the City Council to assist with maintaining Sister City relationships and events to support the goals of the City.

Analysis The further formalizing of the relationship of our two cities will require the City of Menlo Park to join SCI. Staff is recommending that the City join SCI due to the high level of benefits that the City will receive in exchange for a relatively modest annual membership fee. Membership in SCI is scaled by population would be $580 for 2016. Membership in SCI will provide the City access to the SCI directory of other members, diplomatic and protocol services, as well as professional advice and support for the Menlo Park Sister City Program.

Sister City Committee Staff recommends that the City begin the Sister City Program by establishing a 5-member committee, appointed by the City Council, consistent with our approach for other committees. As the program evolves it may be appropriate for the Menlo Park Sister Cities Program to establish a nonprofit, but initially Staff feels that the Program can be managed through the City Manager’s Office of Economic Development and Housing.

The following list of duties is consistent with those of other Sister Cities commissions; however Staff is soliciting the City Council’s feedback on any other duties that may be appropriate:

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org PAGE 24 Staff Report #: 15-178-CC

1. Develop a mission statement and program plan consisting of projects, exhibits, contacts and exchanges of all types to foster and promote the objectives of the mission statement 2. To implement the approved program plan upon request of the City Council 3. To keep the community informed concerning the Sister City program 4. To advise the City Council on matters pertaining to any Sister City affairs 5. To perform such other duties as may be assigned to the Committee by the City Council

Impact on City Resources Staffing a new committee and maintaining this new level of diplomatic relationships will have both fiscal and staffing impacts. Staff believes that the staffing impact can be absorbed through the City Manager’s Office of Economic Development and Housing. The Fiscal Year 2015-16 City Budget allocated funding to support the City Council’s efforts to develop friendship agreements with foreign cities. Staff will bring forward any additional necessary funding requests through the Fiscal Year 2016-17 City Budget process.

Environmental Review This action is not a project under CEQA.

Public Notice Public Notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments A. Resolution B. Galway Friendship Agreement C. Mayor Fahy Letter

Report prepared by: Jim Cogan Economic Development and Housing Manager

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org PAGE 25 THIS PAGE INTENTIONALLY LEFT BLANK

PAGE 26 ATTACHMENT A

RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENLO PARK JOINING SISTER CITIES INTERNATIONAL, ENTERING INTO A SISTER CITY AGREEMENT WITH GALWAY IRELAND AND ESTABLISHING A SISTER CITY COMMITTEE TO HELP THE CITY MAINTAIN AND PROVIDE DIRECTION FOR THE MENLO PARK SISTER CITY PROGRAM

WHEREAS, Sister Cities International is a nonpartisan 501(c)(3) nonprofit which serves as the national membership organization for individual sister cities, counties, and states across the U.S.; and

WHEREAS, this network unites tens of thousands of citizen diplomats and volunteers in 545 communities with over 2,100 partnerships in 145 countries on six continents; and

WHEREAS, joining Sister Cities International will provide the City of Menlo Park with access to the Sister Cities International directory of members and professional diplomatic and protocol services; and

WHEREAS, entering into a Sister City Agreement with Galway, IR will formalize and strengthen the relationship between our two cities; and

WHEREAS, establishing a Sister City Committee will provide residents an opportunity to help guide the development and support the services of the new Menlo Park Sister Cities Program.

NOW, THEREFORE BE IT RESOLVED, that the City of Menlo Park, acting by and through its City Council, having considered and been fully advised in the matter and good cause appearing therefore do hereby direct staff to join Sister Cities International, enter into a Sister City Agreement with Galway Ireland and establish a Sister Cities Committee consisting of five members.

I, Pamela Aguilar, City Clerk of Menlo Park, do hereby certify that the above and foregoing Council Resolution was duly and regularly passed and adopted at a meeting by said Council on the seventeenth day of November 2015, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

PAGE 27 IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this seventeenth day of November 2015.

Pamela Aguilar City Clerk

PAGE 28 ATTACHMENT B

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PAGE 30 ATTACHMENT C

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PAGE 32 RESOLUTION NO. 6294

WHEREAS, Sister Cities International is a nonpartisan 501(c)(3) nonprofit which serves as the national membership organization for individual sister cities, counties, and states across the U.S.; and

WHEREAS, this network unites tens of thousands of citizen diplomats and volunteers in 545 communities with over 2,100 partnerships in 145 countries on six continents; and

WHEREAS, entering into a Sister City Agreement with Galway, IR will formalize and strengthen the relationship between our two cities; and

WHEREAS, establishing a Sister City Committee will provide residents an opportunity to help guide the development and support the services of the new Menlo Park Sister Cities Program.

AYES: Carlton, Cline, Keith, Mueller, Ohtaki

NOES:

ABSENT:

ABSTAIN:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this seventeenth day of November 2015.

Pamela Aguilar City Clerk

AGENDA ITEM H-6 City Manager's Office

STAFF REPORT

City Council Meeting Date: 5/3/2016 Staff Report Number: 16-077-CC

Consent Calendar: Authorize the Mayor to sign a Sister City Agreement between the City of Menlo Park and City of Galway, Ireland

Recommendation Staff recommends that the City Council approve the language for the Sister City Agreement between the City of Menlo Park and the City of Galway, Ireland.

Policy Issues This recommendation is consistent with prior action of the Council to develop opportunities for cultural exchange and mutual economic benefit with foreign city governments as outlined below. It is also consistent with the Economic Development Plan Goals: 1. Diversify and Growing City Revenue Sources and 7. Enhance Cultural and Arts Offerings.

Background Galway In 2013, the City in partnership with the Community Organization Two Menlos, investigated and developed a friendship agreement between the City of Menlo Park and the City of Galway, Ireland. The Friendship Agreement was signed by former Mayor Peter Ohtaki and former Galway Mayor Padraig Conneely on October 17, 2013. Over the last two and a half years there have been multiple visits of representatives from Galway to Menlo Park and of representatives of Menlo Park to Galway. As a result of the strengthening relationship the Galway City Council took action to expand the relationship with the City of Menlo Park to a sister/twinning cities relationship on September 14, 2015.

Sister City and Friendship Committee On November 17, 2015, the City Council voted to establish the Menlo Park Sister City and Friendship Committee and directed staff join Sister Cities International and draft a Sister City Agreement between the City of Menlo Park and the City of Galway, Ireland. On April 12, 2016, the City Council appointed three residents and two business leaders to serve on the Committee.

Agreement with Galway Staff has worked with staff from the City of Galway to develop language for a Sister City Agreement (Attachment A).

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org PAGE 83 Staff Report #: 16-077-CC

Analysis Mayor Rich Cline will be traveling on business and has planned to attend a signing ceremony on May 19th with Mayor Frank Fahy in order to formalize the Sister City Agreement. Staff will make any revisions to the Sister City Agreement that Council approves and provide two revised copies for Mayor Cline to bring with him to Galway.

Impact on City Resources The Fiscal Year 2015-16 City Budget allocated funding to support the City Council’s efforts to develop friendship agreements with foreign cities. Staff will bring forward any additional necessary funding requests through the Fiscal Year 2016-17 City Budget process.

Environmental Review This action is not a project under CEQA.

Public Notice Public Notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments A. Draft Sister City Agreement Between the City of Menlo Park and the City of Galway, Ireland

Report prepared by: Jim Cogan, Economic Development and Housing Manager

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org PAGE 84 ATTACHMENT A

An Agreement

Between the City of Galway, Republic of Ireland and the City of Menlo Park in the State of California, United States of America.

The City of Menlo Park in the State of California, United States of America, is represented by the Honourable Mayor Rich Cline and the City of Galway in the Republic of Ireland is represented by the Honourable Mayor Frank Fahy; and

Whereas, the cities of Menlo Park and Galway share a historical bond that dates back over 150 years when two Galway-men, Dennis J. Oliver and Daniel C. McGlynn, from the village of Menlo in the city of Galway, travelled to California and purchased a ranch they named Menlo Park; and

Whereas, a joint interest in establishing a protocol of friendship guided by the desire to establish friendly relations and cooperation between the cities of Galway and Menlo Park, which reflects the interests and efforts of our governments to strengthen friendly relations and cooperation between the Republic of Ireland and the United States of America; and

Whereas, friendship and cooperation between Galway City and Menlo Park will contribute to the development and strengthening of relations between our two countries; to the consolidation of peace all over the world; and to the growth and improvement of humanity; and

Whereas, the mutual interests of the citizens of Galway City and Menlo Park towards each other's life and culture, manifested in the representative bodies of the Galway City Council and the Menlo Park City Council, in the efforts of friendship and cooperation, have decided and agreed to the following;

ARTICLE 1

The present agreement is designed to determine the main spheres of cooperation and exchange between Menlo Park and Galway City, within the framework of existing relations between our countries and with the purpose of enriching them and giving them a more lively and dynamic character, taking into account all of the values of life and interests of both cities, thereby increasing mutual respect and regard for the shared history, customs and ways of life of each city.

ARTICLE 2

In order to implement the present Agreement, Galway City and Menlo Park will develop an appropriate program of cooperation and exchanges. Under the Program of Cooperation and Exchanges, Galway City and Menlo Park agree to implement an ongoing, substantive exchange of both information and representatives in the fields of culture, economy, education and scholarship, history, science, sports, tourism, community life and the activities of the respective City Councils and their various departments. Menlo Park and Galway City agree that these exchanges may take various forms, including bilateral meetings, celebrations, concerts and performances, exchanges of exhibitions, films, literature and other articles of culture, collaboration between educational institutions, joint research and economic projects, professional seminars, tour groups, and official delegations.

PAGE 85 ARTICLE 3

To encourage the broadest possible participation of the citizens of Galway City and Menlo Park in the activities outlined in the present Agreement, each city shall endeavour to: a) Promote a positive atmosphere of cooperation and mutual understanding, encourage the participation of the broadest spectrum of the population in Sister City exchanges, and foster a free and open exchanges of ideas, values and experiences. b) Encourage free contact between groups and individuals of the two cities, within the framework of the present Agreement. c) Regularly inform the citizens of their respective cities and each other about Sister City activities, and promote and exchange print and broadcast media reports on Sister City activities in both cities.

ARTICLE 4

Galway City and Menlo Park agree that, in order to implement the present Agreement, each city will work with the representatives of a recognized association, commission or non-profit organization to: a) Develop and manage the proposed Programs of Cooperation and Exchanges. b) Act as official representation for their respective City Council in the facilitation of the ongoing aspects of the Sister City relationship, and periodically report to them.

ARTICLE 5

The present Agreement shall come into effect after its adoption by the City Council of the City of Galway and by the City Council of the City of Menlo Park, and shall be deemed in effect on May 19, 2016 and shall remain in effect thenceforth.

In confirmation thereof, we have signed this Agreement today, in two copies both being identical and equally valid.

______Frank Fahy Rich Cline Mayor Mayor City of Galway City of Menlo Park

PAGE 86 çteiô y eemeut between the City of Gaiway, Republic of Ireland and the City of Menlo Park, California, United States of America

Whereas, the City of Menlo Park in the State of California, United States of America, is represented by the Honourable Mayor Rich Cline and the City of Galway in the Republic of Ireland is represented by the Honourable Mayor Frank Fahy; and Whereas, the cities of Menlo Park and Galway share a historical bond that dates back over 150 years when two Galway-men, Dennis J. Oliver and Daniel C. McGlynn, from the village of Menlo in the city of Galway, travelled to California and purchased a ranch they named Menlo Park; and Whereas, a joint interest in establishing a protocol of friendship guided by the desire to establish friendly relations and cooperation between the cities of Galway and Menlo Park, which reflects the interests and efforts of our governments to strengthen friendly relations between the Republic of Ireland and the United States of America; and Whereas, friendship and cooperation between Galway City and Menlo Park will contribute to the development and strengthening of relations between our two countries; to the consolidation of peace all over the world; and to the growth and improvement of humanity; and Whereas, the mutual interests of the citizens of Galway City and Menlo Park towards each others life and culture, manifested in the representative bodies of the Galway City Council and the Menlo Park City Council, in the efforts of friendship and cooperation, have decided and agreed to the following; ARTICLE 1 The Agreement is designed to determine the main spheres of cooperation and exchange between Menlo Park and Gaiway City, within the framework of existing relations between our countries and with the purpose of enriching them and giving them a more lively and dynamic character, taking into account all of the values of life and interests of both cities, thereby increasing mutual respect and regard for the shared history, customs and ways of life. ARTICLE 2 In order to implement the Agreement, Galway City and Menlo Park will develop an appropriate program of cooperation and exchanges. Under the Program of Cooperation and Exchanges, Galway City and Menlo Park agree to implement an ongoing, substantive exchange of both information and representatives in the fields of culture, economy, education and scholarship, history, science, sports, tourism, community life and the activities of the respective City Councils and their various departments. Menlo Park and Galway City agree that these exchanges may take various forms, including bilateral meetings, celebrations, concerts and performances, exchanges of exhibitions, films, literature and other articles of culture, collaboration between educational institutions, joint research and economic projects, professional seminars, tour groups, and official delegations. ARTICLE 3 To encourage the broadest possible participation of the citizens of Galway City and Menlo Park in the activities outlined in the Agreement, each city shall endeavour to: a) Promote a positive atmosphere of cooperation and mutual understanding, encourage the participation of the broadest spectrum of the population in Sister City exchanges, and foster a free and open exchanges of ideas, values and experiences. b) Encourage free contact between groups and individuals of the two cities, within the framework of the Agreement. c) Regularly inform the citizens of their respective cities and each other about Sister City activities, and promote and exchange print and broadcast media reports on Sister City activities in both cities. ARTICLE 4 Galway City and Menlo Park agree that, in order to implement the Agreement, each city will work with the representatives of a recognized association, commission or non-profit organization to: a) Develop and manage the proposed Programs of Cooperation and Exchanges. b) Act as official representation for their respective City Council in the facilitation of the ongoing aspects of the Sister City relationship, and periodically report to them. ARTICLE 5 The Agreement shall come into effect after its adoption by the City Council of the City of Galway and by the City Council of the City of Menlo Park, and shall be deemed in effect on June 03, 2016, and shall remain in effect thenceforth. In confirmation thereof, we have signed this Agreement today, in two copies both being identical and equally vaTid.

Frank Fahy Rich Cline Mayor Mayor City of Galway City of Menlo Park Bizen, Okayama Prefecture, Japan

Agreement Type: Friendship City

Timeline & Documents: • 01/27/2015 - Staff produces Report #: 15-020 “Approve and Authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, China, Kochi, India and Bizen, Japan.” • July 2015 – Mayor Carlton and Mayor Yoshimura sign a Friendship City Agreement in Bizen.

Scope of Interest: • Cultural Exchange

Terms of Agreement: • Adhering to the principle of equality and mutual benefit, both cities may initiate various information sharing opportunities and exchanges in terms of education, culture, and economy in order to promote common prosperity and quality of life. • Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange. • This agreement may be terminated, in whole or in part, when such action is deemed by either city to be in its best interest.

Exchange Program Activities: • November 2014 - Mayor Yoshimura and other Bizen representatives came to Menlo Park’s State of the City. • July 2015 - Mayor Yoshimura and other Bizen representatives came to visit Menlo Park. • Yearly Student Exchange. o Bizen students came to Menlo Park in July 2015. o Menlo Park students went to Bizen, Japan in July 2016. o Council Member Carlton has been the organizer of the annual Student exchanges.

Partner Organizations: • None

City Description: • Bizen’s population, according to the 2005 census, is 41,954. • Its industries include Bizen-yaki pottery, tourism and fishing– especially its oysters (both the meat and the shells). • Bizen is famous for its Bizen-yaki pottery, the oldest and most revered form of pottery in Japan. There is an excellent Bizen-yaki museum. Some artist shops offer tours of their workshops and special firing kilns. • Bizen is home to the Shizutani School, the first public school in Japan, which was established in the 17th century. The original lecture hall, built in the 18th century, still stands and has been designated a national treasure. • Bizen Osafune Japanese Sword Museum is one of only a limited number of sword museums in Japan. Visitors can view beautiful and ancient swords, and learn about the history and manufacturing process for Japanese swords from videos, games, and metal hammering demonstrations. AGENDA ITEM D-1 OFFICE OF THE CITY MANAGER

Council Meeting Date: January 27, 2015 Staff Report #: 15-020

CONSENT CALENDAR: Approve and Authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, China, Kochi, India and Bizen, Japan

RECOMMENDATION

It is recommended that the City Council approve and authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, China, Kochi, India and Bizen, Japan.

BACKGROUND

Council expressed interest in pursuing cultural exchange agreements with Xinbei, China, Kochi, India and Bizen, Japan. At its meeting on October 21, 2014, this item was brought before the City Council and it unanimously approved authorizing the Mayor to execute said agreements with Xinbei, China and Kochi, India. At that time, the Council also established a subcommittee and appointed Councilmembers Ray Mueller and Catherine Carlton to explore opportunities for additional, similar relationships with other foreign cities. Bizen, Japan has been identified as another city for Menlo Park to agree to a cultural exchange. Pursuant to Council direction, staff has prepared agreements for Council’s review and approval.

IMPACT ON CITY RESOURCES

Staff time and resources will be required to support reciprocal City-sponsored visits and events that may result from these Cultural Exchange Agreements.

PUBLIC NOTICE

Public Notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting.

ATTACHMENTS

A. Cultural Exchange Agreement with Xinbei District, China B. Cultural Exchange Agreement with Kochi, India C. Cultural Exchange Agreement with Bizen, Japan

Report prepared by: Pamela Aguilar City Clerk

Page 5 THIS PAGE INTENTIONALLY LEFT BLANK

Page 6 ATTACHMENT A CULTURAL EXCHANGE AGREEMENT between XINBEI DISTRICT, CHANGZHOU PREFECTURE, PEOPLE’S REPUBLIC OF CHINA and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

The District of Xinbei, ChangZhou Prefecture, People’s Republic of China, and the City of Menlo Park, California, United States of America, wish to enhance the understanding and friendship between their two cities, and agree to establish friendly relations through consultations as follows:

1. Adhering to the principle of equality and mutual benefit, both cities may initiate various information sharing opportunities and exchanges in terms of education, culture, and economy in order to promote common prosperity and quality of life.

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

Xinbei District, ChangZhou Prefecture, People’s Republic of China

(District Official) Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

Page 7 THIS PAGE INTENTIONALLY LEFT BLANK

Page 8 ATTACHMENT B CULTURAL EXCHANGE AGREEMENT between KOCHI, INDIA and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

The City of Kochi, India, and the City of Menlo Park, California, United States of America, wish to enhance the understanding and friendship between their two cities, and agree to establish friendly relations through consultations as follows:

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

City of Kochi, India

Tony Chamminy, Mayor Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

Page 9 THIS PAGE INTENTIONALLY LEFT BLANK

Page 10 ATTACHMENT C CULTURAL EXCHANGE AGREEMENT between BIZEN, OKAYAMA PREFECTURE, JAPAN and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

The City of Bizen, Okayama Prefecture, Japan, and the City of Menlo Park, California, United States of America, wish to enhance the understanding and friendship between their two cities, and agree to establish friendly relations through consultations as follows:

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

City of Bizen, Okayama Prefecture, Japan

Takeshi Yoshimura, Mayor Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

Page 11 THIS PAGE INTENTIONALLY LEFT BLANK

Page 12 CULTURAL EXCHANGE AGREEMENT between BIZEN, OKAYAMA PREFECTURE, JAPAN and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in Bizen, Okayama, Japan on the 21 day of July 2015. In case of divergence in interpretation, the English text shall prevail.

City of Bizen, Okayama Prefecture, Japan

City of Menlo Park, California, United States of America

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Agreement Type: Friendship City

Timeline & Documents: • July 2014 - Jonathan Hakim introduced a delegation from ChangZhou to Mayor Mueller and Vice Mayor Carlton. • 10/21/2014 - Menlo Park City Council reviewed agenda Item F1 “Information describing the City of Kochi, pertaining to why the City of Menlo Park should enter into an agreement for a year of cultural exchanges” & “Xinbei City, ChangZhou prefecture, People’s Republic of China.” • 01/27/2015 - Staff produced report #: 15-020 “Approve and Authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, ChangZhou, China, and Kochi, India and Bizen, Japan.” • 12/16/2015 - Mayor Carlton signed the Friendship City Agreement in Changzhou, China.

Scope of Interest: • Cultural Exchange • Education Exchange

Terms of Agreement: • Develop cooperation and exchange for education, culture and entrepreneurism between Changzhou and Menlo Park on the basis of equality and mutual benefit. • Both parties agree to collaborate on the following areas within the validly of this MOU: o Developing school partnerships o Facilitating student and teacher exchanges o Facilitating exchanges between entrepreneurs and incubator companies that teach business skills in each country. • Providing professional development training for teachers and school leaders, to take place in either country. • Sharing best practices, curriculum resources and education philosophy using Internet and information technology. • This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Exchange Program Activities: • A delegation from Changzhou visited Menlo Park in July 2014. • The Changzhou Vice-Mayor and delegation visited Menlo Park in December 2014. • The Menlo Park Mayor visited Changzhou, China in July 2015. • Discussions about opportunities include: o Discussions with Richard Moran, the President of Menlo College o Discussions with Paul Marca, Executive Director of the Stanford University Center for Professional Development

Partner Organizations: • None

City Description: • Changzhou is part of the highly developed Yangtze Delta region of China, northwest of Shanghai. Its total population was 4,592,431 inhabitants at the 2010 census. The agglomeration is now part of the Suzhou-Wuxi-Changzhou metropolitan area which has now more than 36M inhabitants, only second in China after the Pearl River Delta Economic Zone. • Changzhou is an educational hub and is home to several universities, including Changzhou University, Hohai University, Jiangsu Teachers' University of Science and Technology, Jiangsu Teachers' University of Technology, and Changzhou Institute of Technology. The city also has a number of prominent secondary schools, including the Changzhou Senior High School of Jiangsu Province. • Changzhou is one of the top business cities in China. According to a Forbes 2008 ranking, it was the 9th best business city in China in 2008. • Changzhou has two industrial zones: o Changzhou Export Processing Zone began operation in October 2006. The zone focuses on electronic information, electromechanical integration and new materials. o Changzhou National Hi-Tech District (CND) is a state-level high-tech industrial development zone. More than 1,300 foreign companies and over 5,000 local industrial enterprises have been registered within the district. Around 40% are from European and American countries. • Changzhou has a dinosaur museum, supported by a highly rated dinosaur themed amusement park, called China Dinosaur Park. Another amusement park called CC Joyland recently opened near Taihu lake in Wujin District in the south of Changzhou. • Hong Mei Park includes a small children's amusement park, a zoo, a rose garden and many scenic waterways. Of historical interest in the park is a historical pavilion with exhibits related to the Changzhou comb industry. • As Changzhou is noted for its combs, the city has reconstructed its Fine Comb Lane area with contemporary architecture. Changzhou combs can be purchased in most places in the city. • Dongpo Park, located in the east part of downtown of Changzhou city, is composed of cultural sites and natural landscape. During the time of south Song dynasty, the civilians of Changzhou established Yizhou Pavilion to commemorate the literary master, Su Dongpo. • The city is also home to the Tianning Temple—one of the largest Zen Buddhist temple and monasteries in China. • Other sites include Changzhou's sunken city and area of archaeological ruins from the Spring and Autumn Period.

AGENDA ITEM F-1

To: The Menlo Park City Council From: Mayor Ray Mueller Re: Information describing the City of Kochi, pertaining to why the City of Menlo Park should enter into an agreement for a year of cultural exchanges.

Dear Colleagues:

Below is information I have gathered and copied pertaining to Kochi, India, describing both its historical and economic background. Given Kochi’s size, industry and rich historical and cultural background, I strongly recommend the City Council approve my executing an agreement to enter into a year of cultural exchanges with the City of Kochi.

Kochi (colonial name Cochin) is a vibrant city situated on the south-west coast of the Indian peninsula in the breathtakingly scenic and prosperous state of Kerala, hailed as 'God's Own Country'. Its strategic importance over the centuries is underlined by the sobriquet Queen of the Arabian Sea. Informally, Cochin is also referred to as the Gateway to Kerala.

From time immemorial, the Arabs, British, Chinese, Dutch, and Portuguese have left indelible marks on the history and development of Cochin. Over the years, Cochin has emerged as the commercial and industrial capital of Kerala and is perhaps the second most important city on the west coast of India (after Mumbai/Bombay). Cochin is proud of its world class port and international airport that link it to many major cities worldwide.

This lovely seaside city is flanked by the Western Ghats on the east and the Arabian Sea on the west. Its proximity to the equator, the sea and the mountains provide a rich experience of a moderate equatorial climate.

Strictly speaking, Cochin is a small city in India, with a population of 612,000. But, Cochin has outgrown its original bounds and is now the general name given to much of the region adjoining the original town, which now includes Cochin, Fort Kochi, Mattanchery, Ernakulam and many other nearby towns and villages. Cochin is situated in Ernakulam district in the state of Kerala. Ernakulam is also the name of a town - the administrative capital of Ernakulam district - but, for all practical purposes Ernakulam and Cochin, generally, refer to the same place.

Kochi is the arguably the ideal starting point for exploring the unfathomable diversity and beauty of Kerala, rated in the top three tourist destinations by the World Travel & Tourism Council and featured in National Geographic Traveler's '50 greatest places of a lifetime'.

PAGE 27 Cochin Stock Exchange - Cochin Stock Exchange was originally established in 1978. Cochin Stock Exchange was the first exchange to introduce computerization and online trading in 1990. In 1999, CSE set up a subsidiary Cochin Stock Brokers Limited, which is a coporate member of the National Stock Exchange, Delhi and the Bombay Stock Exchange, providing trading facilities on these exchanges to users all over the state.

Infopark Kochi - Infopark Kochi, an IT infrastructural programme promoted by the government of Kerala, is a 100-acre campus situated close to the Cochin Special Economic Zone (SEZ). The Infopark is the best connected IT park in India with a host of ISPs as well as being close to VSNLs primary gateway that handles around 70% of the country's internet traffic. The Infopark aims to provide excellent infrastructure including office space and connectivity along with ease of starting up intotech companies within its campus.

PAGE 28 To: The Menlo Park City Council From: Catherine Carlton, Mayor Pro Tem Re: Xinbei City, ChangZhou prefecture, People’s Republic of China

Below is the information that I have gathered regarding Winbei, describing its historical, cultural and economic background. Considering Xinbei’s technology-based industries, located in the heart of China’s Silicon Triangle, and the cultural offerings Xinbei provides to visitors of all ages, I recommend the City Council approve Mayor Mueller executing an agreement to enter into a year of cultural exchanges with the city of Xinbei.

Located on the southern bank of the Yangtze River, Xinbei (pronounced Shin Bay) literally means “New North,” and is one of the five districts under the jurisdiction of the Chang Zhou prefecture in the People’s Republic of China. Xinbei is situated in the affluent Yangtze Delta region of China, West of Shanghai, in what is referred to as the Silicon or Golden Triangle of China.

The earliest record of a settlement on the site of the city is as a commandery founded in 221 BC at the beginning of the Qin Dynasty. During the interregnum between the Sui and Tang, the city of Piling was the capital of Shen Faxing's short-lived Kingdom of Liang (AD 619 to 620). Changzhou got its present name meaning "ordinary prefecture" in 589. Following construction of the Grand Canal in 609, Changzhou became a canal port and transshipment point for locally-grown grain, and has maintained these roles ever since. The rural counties surrounding the city are noted for the production of rice, fish, tea, silk, bamboo and fruit. During the Taiping Rebellion of the 1850s, one of five palaces housing the leaders of what was called the "Kingdom of Celestial Peace" was constructed. Today the ruins of the "King's Palace" can be found near the People's No.1 Hospital. In the 1920s, Changzhou started to attract cotton mills. The cotton industry got a boost in the late 1930s when businesses began relocating outside of Shanghai due to the Japanese occupation. Unlike many Chinese prefectures, Changzhou continued to prosper even during the upheavals of the Cultural Revolution of 1966–76. Today it is an important industrial center for textiles, food processing, engineering, and high technology.

Xinbei City was established in 1992 by the regional government as a high-tech manufacturing area. Businesses located there receive preferential policies granted by the local government.

PAGE 29 Located in the heart of China’s Golden Triangle, with a population of over 480,000 residents, Xinbei is also home to 7,636 domestic and overseas companies, 18 of which are on Fortune Global 500 list. As a result, many modern international bars, restaurants and hotels are also available in Xinbei. The Jiangsu Changzhou Xinbei Industrial Park, was established in 2000. It is one of the most important industrial parks in Changzhou National Hi-Tech District. Developed by the Jiangsu Province People's Government and National Development and Planning Commission, Changzhou Xinbei Industrial Park includes Yangtze Riverside Chemical Industrial Park, New Material Industrial Park, Electrical Industrial Park, National Environmental Protection Industrial Park and Port Logistics Industrial Park. The total area of the industrial park is around 20 square miles. Culturally, Xinbei is also an exciting place to visit for families. In addition to the beautiful historical monuments in and around Xinbei, the city also proudly homes Asia’s only dinosaur museum and amusement park. China Dinosaur Land integrates a recreational theme park, culture performances, dinosaur fossils, animation, and hot springs. The resort includes China Dinosaur Land, Oak Bay (Golf) Garden Hotel, Water Trip of Three Rivers, and Dino-valley Hot Springs. Further attractions in development include Dinosaur Town Theater, and Dino Water Town. In the area of education, Xinbei is also home to the Changzhou campus of Hohai University, and the Oxford International College of Changzhou is nearby. Established in 1915, Hohai University's main focus is the research and study of water resources. It primarily focus is on engineering subjects, with coordinated development of engineering, computers, science, economics, management, and language arts. It is part of Project 211 (a development initiative by the Chinese government involving over 100 key universities), and includes a Business and Law School. It has 9 state and provincial key laboratories, 5 state and provincial engineering research centers, 5 post-doctorate mobile stations, 33 Ph.D. programs, 73 Master programs, 18 Engineering Master programs and MBA, and 46 undergraduate programs.

The Oxford International College of Changzhou is a co-educational primary and secondary international school. They follow the British National Curriculum, accepting Chinese and foreign students aged 4-18 with boarding options for students aged 6-18. This school has sister schools in Switzerland and in England.

PAGE 30 AGENDA ITEM D-1 OFFICE OF THE CITY MANAGER

Council Meeting Date: January 27, 2015 Staff Report #: 15-020

CONSENT CALENDAR: Approve and Authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, China, Kochi, India and Bizen, Japan

RECOMMENDATION

It is recommended that the City Council approve and authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, China, Kochi, India and Bizen, Japan.

BACKGROUND

IMPACT ON CITY RESOURCES

Staff time and resources will be required to support reciprocal City-sponsored visits and events that may result from these Cultural Exchange Agreements.

PUBLIC NOTICE

Public Notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting.

ATTACHMENTS

A. Cultural Exchange Agreement with Xinbei District, China B. Cultural Exchange Agreement with Kochi, India C. Cultural Exchange Agreement with Bizen, Japan

Report prepared by: Pamela Aguilar City Clerk

Page 5 THIS PAGE INTENTIONALLY LEFT BLANK

Page 6 ATTACHMENT A CULTURAL EXCHANGE AGREEMENT between XINBEI DISTRICT, CHANGZHOU PREFECTURE, PEOPLE’S REPUBLIC OF CHINA and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

Xinbei District, ChangZhou Prefecture, People’s Republic of China

(District Official) Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

Page 7 THIS PAGE INTENTIONALLY LEFT BLANK

Page 8 ATTACHMENT B CULTURAL EXCHANGE AGREEMENT between KOCHI, INDIA and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

City of Kochi, India

Tony Chamminy, Mayor Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

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Page 10 ATTACHMENT C CULTURAL EXCHANGE AGREEMENT between BIZEN, OKAYAMA PREFECTURE, JAPAN and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

City of Bizen, Okayama Prefecture, Japan

Takeshi Yoshimura, Mayor Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

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Page 12 • I I Memorandum of Understanding on Establishing the Friendly Cooperative Relationship Between the City of Menlo Park, the United States of America and the City of Changchun, the People's Republic of China

The City of Menlo Park of the United States of America, and the City of Changchun of the People's Republic of China agreed, after amicable negotiation, to establish the friendly cooperative relationship to strengthen the mutual understanding and friendship between the people of the United States of America and the People's Republic of China, and to improve the trade and cooperation between the two nations.

• 1. The two parties, on the basis of equality and mutual benefit, agreed to promote common prosperity and development by organizing a variety of communicative and cooperative activities in different fields, including business and trade, science and technology, culture, education, public health, tourism, etc. 2. The two parties agreed to send business or government delegations every two years to visit each other in turn. The party that bears the cost of the delegation shall be determined each time through consultation between the two parties. 3. The leaders and relevant departments of the two parties shall keep in contact so as to make negotiations on the communicative and cooperative affairs and the issues of common interest. 4. On friendly communicative grounds, Changchun Municipal Government invites the delegation of the City of Menlo Park to visit the City of Changchun at an appropriate time in 2016. 5. This MOU serves as the framework for further cooperation of the two patties. The two parties shall cooperate with each other actively and • practically, and negotiate comprehensively on specific projects . • 6. This MOU, done in duplicate in English and Chinese, is signed by the two parties on December 16th, 2015 in the City of Changchun, and shall enter into force from the date of signature. Both texts are of equal validity.

City of Changchun, PRC City of Menlo Park, US Vice Mayor Mayor

Bai Xugui

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• 1 I l Kochi, Kerala, India

Agreement Type: Friendship City

Timeline & Documents • October 2014 - Bootup World introduced Kochi to Mayor Mueller. • 10/21/2014 - Menlo Park City Council considered agenda Item F1 “Information describing the City of Kochi, pertaining to why the City of Menlo Park should enter into an agreement for a year of cultural exchanges” and “Xinbei City, ChangZhou prefecture, People’s Republic of China.” • 01/27/2015 - Staff produced Report #: 15-020 “Approve and Authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, China, Kochi, India and Bizen, Japan.” • 02/11/2015 - Mayor Carlton signed a Friendship City Agreement.

Scope of Interest: • Cultural Exchange • Business Exchange

Terms of Agreement: • Adhering to the principle of equality and mutual benefit, both cities may initiate various information sharing opportunities and exchanges in terms of business, education, culture, and economy in order to promote common prosperity and quality of life. • Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic and economic exchanges. • This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest. • This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Exchange Program Activities: • In 2014, Kochi and Startup Village (a Kochi-based accelerator) sent students to visit the area. Menlo Park was a stop on their visit. Travel Agents Association of India (TAAI) organized lodging and other activities. • Mayor Carlton spoke at a local event with TEI and the Kochi government in 2015 at a Kochi tourism event. • In January 2015 Councilmember Mueller and Mayor Carlton visited Kochi.

Partner Organizations: • None

City Description: • According to the 2011 census, Kochi’s corporation limit population is 612,343, and the metropolitan population is 2,117,990. • Infopark Kochi is a 100.86-acre IT Park, and home to over 139 companies. o Special Economic Zone (SEZ) - 75 acres - by Ministry of Commerce, Government of India. “A specifically delineated, duty-free enclave and shall be deemed to be foreign territory for the purposes of trade operations and duties and tariffs.” o Non – SEZ Facility – The other space is office spaces and it plans to become one of the major IT Parks in the country • Kochi is also the home of Startup Village, a major non-profit incubator and accelerator. • Startup Village and the Kerala government launched an initiative called SVSquare. The Startup Village panel will select promising young entrepreneurs from India and send them on a trip to Silicon Valley. The aim is to expose Indian youth to the startup environment in Menlo Park and to give them the opportunity to interact with some of the area’s famous tech gurus, VCs and entrepreneurs. • Kerala has 34 government schools, 67 private aided schools and 31 unaided schools affiliated to the Kerala State Education Board in the city and suburbs. There are 62 CBSE Schools, 2 IGCSE and 9 ICSE Schools as well. It is home to The Cochin University of Science and Technology (CUSAT) and The Indian Institute of Management Kozhikode (IIMK) has set up its first satellite campus. The city and outskirts are home to four medical schools — Amrita Institute of Medical Sciences and Research Centre, Cochin Medical College, Sree Narayana Institute of Medical Sciences, and M.O.S.C. Medical College. • Kochi’s professional football team is FC Kochin. • Being surrounded by water bodies, the Kochi has some nice beaches and is also ideal for Yachting. AGENDA ITEM F-1

Dear Colleagues:

PAGE 28 To: The Menlo Park City Council From: Catherine Carlton, Mayor Pro Tem Re: Xinbei City, ChangZhou prefecture, People’s Republic of China

Xinbei City was established in 1992 by the regional government as a high-tech manufacturing area. Businesses located there receive preferential policies granted by the local government.

PAGE 30 AGENDA ITEM D-1 OFFICE OF THE CITY MANAGER

Council Meeting Date: January 27, 2015 Staff Report #: 15-020

CONSENT CALENDAR: Approve and Authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, China, Kochi, India and Bizen, Japan

RECOMMENDATION

It is recommended that the City Council approve and authorize the Mayor to execute Cultural Exchange Agreements with Xinbei, China, Kochi, India and Bizen, Japan.

BACKGROUND

IMPACT ON CITY RESOURCES

Staff time and resources will be required to support reciprocal City-sponsored visits and events that may result from these Cultural Exchange Agreements.

PUBLIC NOTICE

Public Notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting.

ATTACHMENTS

A. Cultural Exchange Agreement with Xinbei District, China B. Cultural Exchange Agreement with Kochi, India C. Cultural Exchange Agreement with Bizen, Japan

Report prepared by: Pamela Aguilar City Clerk

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Page 6 ATTACHMENT A CULTURAL EXCHANGE AGREEMENT between XINBEI DISTRICT, CHANGZHOU PREFECTURE, PEOPLE’S REPUBLIC OF CHINA and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

Xinbei District, ChangZhou Prefecture, People’s Republic of China

(District Official) Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

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Page 8 ATTACHMENT B CULTURAL EXCHANGE AGREEMENT between KOCHI, INDIA and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

City of Kochi, India

Tony Chamminy, Mayor Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

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Page 10 ATTACHMENT C CULTURAL EXCHANGE AGREEMENT between BIZEN, OKAYAMA PREFECTURE, JAPAN and MENLO PARK, CALIFORNIA, UNITED STATES OF AMERICA

2. Both cities may keep in regular contact for discussion and consultation on various issues of mutual interest and promote civic exchange.

3. This agreement may be terminated in writing, in whole or in part, when such action is deemed by either city to be in its best interest.

4. The cities shall each execute this agreement in accordance with the national, state and local regulations, policies and existing rules applied to each city.

5. This agreement shall not be interpreted to result in any financial commitments or other binding obligations between the cities.

Signed in ______on the ___ day of January, 2015. In case of divergence in interpretation, the English text shall prevail.

City of Bizen, Okayama Prefecture, Japan

Takeshi Yoshimura, Mayor Date

City of Menlo Park, California, United States of America

Catherine Carlton, Mayor Date

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Page 12 1699 ATTACHMENT B Member Toolkit Building Your Sister Cities Program

INTRODUCTION A sister city program is one of the most important organizations a community can have. Sister city programs lead their communities toward global integration, using new technologies and techniques to support trade, health care advancement, democratization and the environment. Sister city programs are at the forefront of community development, working at the grassroots level to assist their partners abroad. Sister city programs and their volunteers represent all sectors of the city and all aspects of its society, diversity, history and ambitions. A sister city program is a community’s international salutation.

No longer narrowly defined as an organization linked with a specific city in a single country, sister city programs are involved in much of a community’s international relations, often acting as a city’s international visitor center, protocol office and friendship society. Internationally aware, sister city members and volunteers are a community’s citizen diplomats, providing cross-cultural expertise, foreign language skills and knowledge of foreign lands and cultures. A strong sister city program serves its community well.

At the foundation of every successful sister city partnership lies a strong local program with volunteers who are willing to commit time, talent and resources to develop a long-term relationship with their counterparts abroad. It is vital for sister city programs to outline their goals and objectives clearly both to their members and municipal representatives, and to their sister city partners. A successful sister city program builds on the history of cooperation between the two cities, incorporates the present needs of the communities and prepares for the needs of the program as it matures, adapts and expands.

Sister Cities International (SCI) has revised and expanded Building Your Local Program to meet the needs of its rapidly growing and changing network. This guide is designed to help SCI members structure and strengthen their sister city program, whether they are searching for their first sister city, have recently entered sister city partnerships, or have been linked with several sister cities for many years. The information provided in this guide is relevant to a community-wide coordinating body responsible for multiple affiliations, a program with a single sister city affiliation, or a committee searching for its first partnership abroad.

Sister Cities International (SCI) Founded in 1956 by President Dwight D. Eisenhower, SCI is the national, nonprofit, volunteer membership organization representing the sister city programs of more than 1,100 U.S. cities and their 2,000 partners in more than 120 countries worldwide. As the premier organization for citizen diplomacy in the United States, SCI leads the national movement for local community development and volunteer action in the global arena. SCI motivates and empowers municipal officials, volunteers and youth to conduct long-term programs of mutual benefit and interest with their sister city counterparts abroad.

The goals of SCI are to:

 Develop municipal partnerships between U.S. towns, cities, counties, states and similar jurisdictions in other nations

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 Create opportunities for the citizens of sister cities to experience and explore other cultures through long- term community partnerships  Create an atmosphere in which economic development and trade can be developed, implemented and strengthened  Stimulate environments through which U.S. and foreign communities can creatively learn, work and solve problems together  Collaborate with organizations in the United States and other countries sharing similar goals

Building Community Partnerships Worldwide SCI is unique in that it officially links municipalities from the United States with foreign cities through sister city agreements signed by the respective mayor of each city and ratified by each city council, or its equivalent. To be official, a sister city relationship must have the endorsement of the local authorities, who support the efforts of community volunteers. This dynamic process empowers all sectors of a community to participate constructively in the global arena, thus unleashing citizen diplomacy at the grassroots level.

SCI supports and serves an expansive network of volunteers dedicated to promoting citizen exchange and community-based leadership. This network includes:

State Coordinators, who serve in a voluntary capacity in each state, providing program development assistance as field staff to local level sister city committees. Local program leaders and municipal officials, who represent the vast volunteer network in more than 1,100 cities throughout the United States Community volunteers, who number in the hundreds of thousands at the grassroots level and who are members of the local sister city programs

SCI staff and local sister city committees administer a wide variety of innovative grant programs, covering many different themes, which provide new ideas and direction to the national sister cities movement. Recent programs have included support for municipal education and training, youth community service learning, technical assistance, trilateral exchanges and independent newspaper management.

Joining the sister cities network Membership in the SCI network benefits the local sister city program in several ways. SCI is the clearinghouse for local programs nationwide, providing services to its members, compiling statistics, promoting the SCI mission, publicizing the efforts of excellent sister city programs, projects and volunteers, recognizing young artists and international scholars and offering various grant programs to its members each year.

Dues-paying members receive:

 Access to the SCI affiliations database and SCI guidance and support during the affiliation process  Technical assistance on building, funding and managing a local sister city program  International training, cross-cultural expertise, protocol advice and development materials

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Member Toolkit Building Your Sister Cities Program

 Access to municipal professionals and political leaders throughout the world  Up-to-date information on leading NGOs, foundations and government initiatives that support sister city activities  SCI publications, including SCI News, Report to the Membership, the SCI directory, and the annual convention and awards programs  Guides and brochures for program development, practical training, teacher and youth exchange, fundraising and proposal writing  Reduced registration and exhibit fees for regional, national and international conferences  Voice and vote for SCI leadership and association policies  Eligibility for innovative grant programs, from youth exchange to municipal training  Eligibility for the annual awards program  Discounted group and incentive travel programs  Eligibility for the Young Artist  Access to J-1 Visas for practical training and various insurance policies  Invaluable networking opportunities through state, regional, bilateral and international SCI conferences and meetings.

Sister city programs tap SCI’s resources to find contacts, to network globally and to glean ideas about how to develop projects that benefit U.S. communities and their affiliations.

Popular sister city activities include:

Although one person may serve as the driving force to start a program, all successful sister city programs have many people involved in the planning process. This ad hoc group of citizens guides the sister program while it is being structured and organized. It is not necessary to have a sister city to establish a sister city program and become a member of SCI.

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Member Toolkit Building Your Sister Cities Program

Usually, a community has a potential city or cities in mind, but the process of formalizing the sister city relationship takes time, allowing the fledgling program an opportunity to build community support and to fine- tune its organization.

Taking the first steps New sister city programs usually follow a six-step organizational process:

1. Selecting a sister city 2. Incorporating the program 3. Building membership 4. Forming committees 5. Designing the budget 6. Generating publicity

Selecting a sister city Sister cities find each other in different ways. Examples of how partnerships are begun include:

 A group (service club, ethnic association, health clinic) or individual (student, teacher, businessperson, doctor) in the community with a particular interest in a region, culture, economic market or development issue form a committee and lobby their elected leaders  Two mayors or city officials meet, discover common interests and then encourage their communities to initiate exchanges  SCI introduces cities to each other through requests that come directly to the national headquarters through individuals or organizations with which SCI works (the staffs of SCI's counterpart organizations in foreign countries, Peace Corps Volunteers, U.S. embassies and  U.S. Department of State officers, U.S. government representatives, colleagues in non-governmental organizations (NGOs) and private voluntary organizations (PVOs)

SCI requests U.S. cities looking for a sister city abroad to fill out a Community Profile Form to provide as much information as possible to share with prospective partner cities. In addition, cities are encouraged to send SCI multiple copies of excellent brochures, books or videos that promote the U.S. city. SCI puts U.S. and foreign cities into a database and lists “cities seeking cities” on its Web site.

Deciding to accept a foreign partner, one which shares the U.S. program’s goals and objectives, is often one of the most important first tasks upon which the sister city committee embarks. Normally, it takes one to two years to make the necessary contacts, to build solid sister city programs on each side and to develop good communication links. SCI strongly advises cities to have at least one official delegation from each city visit their prospective sister

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Member Toolkit Building Your Sister Cities Program city. Ideally, the delegation should consist of at least one senior city official (the mayor or a city councilperson) and key representatives from the community.

Structuring the strong program Here are questions community members should consider when establishing their sister city programs:

 What is our mission?  How do we accomplish it?  What are our short-term and long-term goals?  Why are we important in our community?  What do we have to offer our community?  With whom should we partner abroad?  What are our criteria for choosing a sister city?  What do we have to offer our sister city?  Do we want more than one sister city?  If we have multiple affiliations, will we structure an umbrella organization?  Who is in the program now?  Who would we like to join our organization?  How can we build a diverse, multi-generational membership?  What provisions have we made to have people with disabilities participate in our program?  What provisions have we made to have people of all socio-economic levels participate in our program?  How can we include ethnic and racial minorities in our program?  Who are the leaders?  Whom would we like as leaders?  How can we design our program so that people will want to join and leaders will get a chance to lead?  What are the responsibilities of the leaders?  Who chooses the leaders?  Who makes decisions?  Who gives them authority to make decisions?  Who does the work?  How can we share the work?  How can we teach new people the skills we already have and learn the ones they have?  How will we raise money?  From whom do we solicit funds?  Can we design a structure that is flexible enough to change when our members, goals or community changes?

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Member Toolkit Building Your Sister Cities Program

 Do we want to design a structure chat is flexible enough to change if our sister city counterparts change their priorities?  Does the state’s statute covering nonprofit corporations allow the formation of a corporation to participate in the type of activity the group envisions?  Are there any operational problems that can be foreseen?  What are the tax consequences arising from the organization or operation of the group?

Over the years, SCI has carefully documented the successes and problems of its members. Although a program can have unexpected difficulties during any of its sister city activities, strong sister city programs endure. Such programs have several common attributes:

 Memorandum of Understanding: One of the most important documents developed between potential or affiliated sister cities is the Memorandum of Understanding, a clear, concise statement of the program’s goals, objectives and planned activities. Memorandums are updated and revised throughout the lifetime of the sister city relationship, often every two to three years.  Diversity and Innovation: Integral to the success of a sister city program is its ability to develop beneficial, needs-specific projects that lead to deeper ties between the two communities, such as using new technologies, promoting sustainable environmental and economic development, creating cross-cultural learning and training opportunities for both sides or initiating multilateral programs that involve more than one sister city partnership.  Reliable Communications: Strong sister city programs establish and sustain reliable communication links that utilize the best technology available (phone, fax and e-mail) and professionally trained staff (whether volunteers or city officials) who have a good understanding of the cross-cultural dynamics of the relationship.  Broad-based Community Involvement: Linking as many organizations (newspapers, service clubs, scout troops) and institutions (schools, universities, hospitals) in the two communities as possible strengthens the sister city program. Several venerable sister city programs have more than 100 organizations and institutions linked between the U.S. and foreign cities.  Evaluation and Follow-up: Periodically, successful sister city programs re-evaluate their partnerships to reaffirm commitment, to discuss minor problems each side might be experiencing and to plan for new, innovative projects, which are adapted each year to reflect the changing needs of the communities.

Encouraging youth participation A strong sister city program has active youth participation. Sister city relationships offer young people unique opportunities to develop beyond their local boundaries within a global family of communities. Welcomed as neighbors in cities and towns worldwide, sister city youth volunteers learn first-hand about other societies and

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Member Toolkit Building Your Sister Cities Program diverse perspectives and about their own potential for making a positive international contribution on the local level. Sister city youth are active in grassroots diplomacy efforts, cross-cultural leadership training and educational exchanges, activities which teach them skills and knowledge necessary to lead their communities into the future. Sister city youth activities have long-term impact in the participating communities. These youth activities strengthen and diversify the sister city partnerships by involving new groups, institutions and individuals in the relationships.

Exploring the Internet Sister city programs in many countries use telecommunications technology in schools to offer students of diverse background the opportunity to participate in global dialogue almost everywhere, almost instantly, regardless of gender, religion, race, ethnicity, disability or socio-economic status. Youth active in participating in online discussion groups, designing Web sites and engaging in community service activities extend their reach beyond their desks, classrooms and schools. In school projects, students choose themes such as local and global environmental issues, health and human services, cross-cultural understanding, peace and conflict studies, political issues, international trade and the arts to explore with their sister schoolmates via e-mail and the Internet. Through such projects, students begin to sense their role in the global community.

With this new global access comes a new global responsibility. Students who engage in dialogue with their foreign counterparts must interact responsibly and respect inherent cultural differences. This recognition helps youth build a foundation for substantial international diplomacy by developing cross-cultural understanding and tolerance for different world views.

Sister city programs can develop Internet projects that will support youth as they acquire leadership and technical skills, develop a sense of global responsibility, and act cooperatively both locally and internationally to improve the quality of life in their communities.

Working with City Hall An official sister city relationship does not exist in a community without a document, a sister city agreement, signed by the respective mayor of each city and ratified by each city council, or its equivalent. Although the mayor and City Hall may not always be active in the sister city program, SCI recommends that the city and program establish a good rapport and a close working relationship with the mayor and City Hall.

Eight techniques for strengthening the sister city relationships with municipal government:

1. Involve local elected officials to participate in the sister city program. Invite officials on exchange programs to the sister city. 2. Appoint city government officials to the sister city board;. 3. Provide sister city officials the opportunity to speak at a sister city events.

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Member Toolkit Building Your Sister Cities Program

4. Provide the opportunity for an elected-official to serve as a host family of a visiting delegate. 5. Establish a liaison in the mayor’s office or in City Hall. Recruit an employee at City Hall to participate on the program's board of director’s. 6. Address financial and other issues up front with the local government. Obtain financial commitments from the city council, city manager or mayor’s office. Funding should be inclusive for all sister city committees. If funding is secured through local government, make certain to keep these branches of local government informed of all administrative decisions made by the board of directors. 7. Develop projects with the city’s chamber of commerce, economic development and parks and recreation department. 8. Create a partnership between the sister city program and local government. Ask the city council or mayor to help choose sister city programs that are of interest to them. In doing this, be cautious that city hall does not completely control the sister city agenda and do not allow the sister city program to become too political.

Choosing a program structure What is best for a small town is not necessarily best for a large city. The three basic types of structures sister city programs use are: the association, the city commission and the corporation.

The Association An association is a group of people joined with a common purpose, often without a formal structure. Ordinarily it is not incorporated, but an association uses the same methods and forms used by corporations. In fact, the association is often treated by regulatory and tax authorities as a quasi-corporation. This treatment is more likely if the organization and operation are governed by a written agreement of its members. This type of structure is usually found in small- to medium-size cities with a very informal sister city program, as well as and among programs with little community-wide fundraising or funding.

Disadvantages:

 The governing laws are inadequate and vague  The number of unincorporated associations has dwindled in recent years

The City Commission  Even when membership changes within the organization, the corporation has a continued existence.

A city commission is put together formally by municipal ordinance and carries out its functions as an arm of city government.

How it works:

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Member Toolkit Building Your Sister Cities Program

 The Mayor usually appoints the members of the sister city commission  The commission is responsible for affiliation policy and direction  The commission reports to the mayor and/or city council  The chairman and members serve for specified periods of time

Disadvantages:

 When the current mayor leaves office, the commission may undergo a change of leadership or may not be a top priority for the incoming mayor  This type of structure may make a sister city program subject to the leadership of the city  There may or may not be continuity of the program if the commission’s mandate is not endorsed or encouraged by the new mayor

The Corporation The corporation is a legal entity with its own name. It is made up of individuals that must follow the laws regarding corporations.

Advantage:

The Coordinating Body When selecting the type of organization that best suits a community’s needs, the sister city program should consider the future growth of the program. Many cities enter the program with the intention of linking with only one sister city. Once communities realize the benefits of a sister city affiliation, however, interest is generated in the community for additional affiliations in other countries. SCI suggests forming an umbrella structure under which additional sister city partnerships may be organized and maintained. This umbrella organization functions as a coordinating body for the sister city committees in your community. The umbrella structure gives sister city programs numerous advantages:

 Gives sister city committees the added power associated with being a part of a larger organization in terms of recognition and clout in the community. All sister city committees can speak with one voice in the community on issues that are a concern to each.

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Member Toolkit Building Your Sister Cities Program

STRUCTURE FOR A MULTIPLE SISTER CITIES PROGRAM

Sister Cities Association of ______, Inc.

 Serves as the over-all sister cities corporation for the community with its tax-exempt status applied to all of the sister city committees. This will make it legally easier to start a new committee and avoid the confusion of having three to fifteen separate committees applying for their individual tax-exempt status.  Represents and promotes each of the sister city committees, providing information to interested individuals and organizations, potential new volunteers and members, the media and City Hall.  Serves as a forum for communication among the various sister city committees. The program can publish a monthly newsletter with information on the activities and programs of the individual committees.  Maintains the morale of a sister cities committee if relations with its sister city are in a down phase.  Facilitates fundraising for the individual sister cities committees.  Sets criteria for the selection of future sister cities for the community. This ensures that the proposal for a new sister city is backed by an enthusiastic and well-prepared group of citizens.

SCI recommends the organizational flow for a multiple sister cities program.

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SCI suggests the following in establishing an umbrella structure for the sister cities program with multiple affiliations:

 Bylaws should state the name of the current sister city affiliations as subcommittees and should allow for future sister cities to be included in the framework.  A sister city program should obtain the authority of City Hall to be the sole group to recommend new sister cities. Proposals for new sister cities should be addressed to the sister cities program and should meet certain criteria established by the program as a quality control measure. Only after the sister cities program approves of the proposal should a recommendation be made to the mayor for city approval.  Some cities have established separate checking accounts for each of the sister city affiliation committees and for the coordinating body. Others cities operate with just one account for the entire organization. A sister city program needs to decide which option will most efficiently and effectively move and keep funds for the program and facilitate proper financial record-keeping.  Rather than dividing energies by establishing an individual youth group for each affiliation, SCI recommends that the sister city program form one youth chapter. There should be at least one adult advisor for the chapter, ideally one from each sister city affiliation. The chairperson of the youth chapter should be on the board of directors, carrying an equal voice and vote with the adult directors.

INCORPORATING THE LOCAL PROGRAM After the committee has decided on a structure, it is time to make the program a legal entity. Some sister city committees seek legal help in preparing the necessary documents. This assistance is often provided free of charge or at a reduced rate, depending on the attorney approached.

The legal capacities and liabilities of the corporation

A corporation exists on its own, completely separate and distinct from its members. Incorporation means that members have no personal liability. A corporation may:

 Deal in property  Execute contracts  Sue and be sued  Incur liability (note: any resulting judgments may only be claimed only against corporate assets, not against members assets)

The corporation should consider purchasing liability insurance. This will protect the corporation from damages that occur or suits that result from a sister cities-sponsored event that involves the public. This liability insurance is not meant to replace the individual exchangee’s accident or sickness insurance while on a sister cities sponsored exchange. Each participant should secure appropriate insurance coverage while on an exchange, or the group as a whole can purchase insurance for the duration of the exchange. Liability insurance is meant to protect the program and its events in the community. For the best type of insurance coverage for each program,

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SCI suggests that each program consult a local insurance agent familiar with nonprofit corporations. SCI may also assist by referring the local program to SCI's insurance provider, which can tailor policies that meet the needs of the local sister cities program. Please contact SCI for more information.

The process of incorporation A sister cities program has 15 months to apply for tax-exempt status after it initiates the process of incorporation.

Importantly, all contributions made during this time are retroactively tax-exempt.

SCI advises the sister cities program to follow the steps below efficiently in order to legalize and to protect itself:

 Obtain a federal employer identification number from the IRS.  Write the articles of incorporation and the bylaws.  Call an organizational meeting to: approve articles of incorporation and ratify bylaws, select board of directors and officers and decide on a bank for the program's account.  File the articles of incorporation with the Secretary of State in the program's state or a commissioner of corporations to become a nonprofit corporation. Although statutes vary from state to state, the corporation becomes a legal entity when chartered in one state.  File the certificate of incorporation with the city/county recorder of deeds.  Open a checking account. If the program will be soliciting funds from the U.S. Government, it may have to establish a non-interest bearing account. As a rule, the government requires that any grants be placed in these accounts. The program may also wish to open accounts for each sister cities affiliation.  Obtain an income tax exemption from the federal government under section 501 (c)(3) of the IRS tax code. Although this is not necessary, tax exemption is VERY beneficial. The sister cities program will be exempt from all forms of tax including state, local, sales, use, and property taxes. In addition, all of your donors will be able to deduct their contribution from their federal taxes. Also, by claiming tax-exempt status, the sister cities program will qualify to receive funds from private foundations.

Incorporation requirements may differ from state to state. SCI suggests each sister cities program check its state statutes and administrative agencies for local procedures and requirements.

Points to consider:

 A majority of incorporators may have to be residents of the state  Incorporators may be subject to examination by officials  A public hearing may be held  If the program fails to win approval for incorporation, it may appeal to an appropriate court for another hearing

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Federal employer identification number A federal identification number is to the organization what a Social Security number is to an individual. A nonprofit corporation must have this to fill out an IRS tax exemption application, federal, state and local tax reports and applications for checking and saving accounts. A sister cities program can apply for this number as soon as it decides that it will become nonprofit. Use form SS-4 from the IRS.

Articles of Incorporation Drafting the articles of incorporation is the first step in forming the corporation. The articles will also serve as its constitution. At this stage, it is important for members to understand the difference between the corporation's articles of incorporation and its bylaws.

Articles of incorporation are on file in a public office and are open for inspection for the public. The articles state the purpose of the organization, and declare the organization's existence.

Bylaws are an internal document, which define management and operational practices of the organization. Only members have an inherent right to view the bylaws. The bylaws may be amended after they have been ratified without going through any legal process, whereas the articles of incorporation must be resubmitted.

SCI suggests the following be included in the articles of incorporation:

 Document’s identity, whether it be articles or certificate of incorporation  Name of the statute under which incorporation is sought  Corporate name  Purpose clause  Statement regarding the corporation's nonprofit nature  Locality in which the corporation will conduct its business  Minimum or maximum number of directors needed  In some states, a statement that all those subscribing to the articles are legally qualified (i.e. U.S. citizens)  The name and address of the designated agent for service of process  The signators’ signatures, addresses, and acknowledgments,  An approval statement from any government agency required to approve the document

Bylaws Bylaws should be substantial enough to cover the operation and management of the organization, but not too long to inhibit a member from knowing what is included in the bylaws. It is preferable to issue comprehensive bylaws to cover any issues that may arise in the future of the organization.

Bylaws should include:

 A restatement of purpose appearing in the articles of incorporation  Membership qualifications, methods of admission, member’s rights and privileges, initiation fees, dues, termination of membership by various means

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 Directors’ qualifications and their classifications, the manner and times of election, terms of office, powers and duties, meetings and sunset clause  Officer’s titles, qualifications, powers, duties, terms of office manner and times of election or appointment and compensation for office  Optional executive committee of the board of directors to exercise power between meetings  Vacancies in offices or on the board or directors and how they are filled  Detailed voting procedures and what number constitutes a quorum  Meetings for elections and other purposes (general and special) including notice, quorums, agendas and voting qualifications  Bonding or particular officers and agents  Bank depository and which officers can handle funds  Property holding and transfer  Fiscal details regarding year-end results  Principal committees and their functions  The seal its adoption, custody, and method of use  Principal office  Methods and rules for amendment of charter and bylaws  Dissolution procedures and disposition of surplus assets upon dissolution

Please see Appendix B for sample bylaws as suggested by SCI. The national office also has samples of bylaws in use by various sister city programs around the United States.

Filing the Articles and Certificate of Incorporation After the articles of incorporation have been completed, they must be properly executed and legally recorded. Each incorporator must sign the certificate in its final form. In some states, the signing must be notarized. The certificate is then submitted for approval by the appropriate government-approving agency in the state, and the certificate is filed.

The filing fee for the articles varies from state to state. The filing is carried out by sending the executed certificate and the filing fee check to the Secretary of State or some other designated officer in the state government. The Secretary of State approves the certificate and the corporation becomes legally “alive.” Notice of approval is given in a receipt acknowledgment certificate mailed to the attorney and normally serves as evidence of the incorporation. This certificate is then filed with the recorder of deeds.

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Tax exemption: 501(c)(3) Certain nonprofit corporations are granted exemption from taxation. An incorporated sister cities program is one of these. By obtaining tax exempt status, the sister cities program may also receive other benefits as well, including exemption from state and local sales, use, property and other forms of tax. The sister cities program is eligible to attract charitable contributions from individuals and corporate donors. This status would therefore assist your fundraising efforts if donors could deduct this amount from their federal taxes. By claiming tax-exempt status, your sister cities committee will qualify to receive funds from private foundations. Many federal agencies can often only make grants to or enter into contracts with nonprofit organizations that are tax exempt.

To obtain tax exempt status under section 501(c)(3) of the IRS tax code, the program must file IRS Form 1023. An annual tax return must be submitted on IRS Form 990, if the organization expects to raise at least $5,000 each year or an average of $5,000 for three years. Requirements for obtaining 501 (c)(3) status state that your organization:

 Must be organized and operated exclusively as a charitable and educational organization,  Must allow no part of its net earnings to inure to the benefit of individuals,  Must not engage to any extent in political campaigns for or against any candidate for public office and  Must not attempt to influence legislation as a substantial part of its activities (i.e. the program may not be a fulltime lobbying organization).

Failure to meet any one of these requirements will disqualify the program from being granted 501(c)(3) status. If the program engages in any of the prohibited practices mentioned above, it may have its tax-exempt status withdrawn. If the program is an integral part of local government (i.e. city commission), it will not qualify for tax exempt status. SCI suggests that programs contact their city officials to check whether the city has a separate status that covers nonprofit organizations.

The benefits of incorporation are numerous:

 Full or partial exemption from federal income taxation, with the same exemption granted at the state level  Special postage rates  Exemption from certain customs duties for art objects used for sister cities projects  Exemption from the statutory obligation to pay state or other unemployment compensation funds  The privilege of soliciting contributions, bequests and gifts,  Deductibility of charitable contributions by donors to the organization

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BUILDING MEMBERSHIP

Recruiting volunteers Recruiting volunteer members is essential to the existence of a sister city program and should be an ongoing process. New volunteers rejuvenate the program, bringing new ideas and community contacts, which complement those of long-time volunteers and program participants.

A potential members may be found everywhere in the community:

 Friends and family  Local businesses and corporations  Chamber of Commerce, office of economic development  Civic groups: Rotary/Kiwanis/Lions/Junior  League/League of Women Voters  Telecommunications technology groups  Travel/tourism groups  Environmental organizations  Senior citizens groups  Boy/Girl Scouts, Junior Achievement and 4-H chapters  Neighborhood associations  Municipal government services  Police officers/fire fighters  National Guard  Ethnic associations and cultural organizations  Artists, musicians, performing groups, theaters  Elementary/secondary schools/vocational schools and colleges/universities  Superintendents/principals/teachers/students  Hospitals/health clinics  Museums/historical preservation organizations/libraries  Churches/synagogues/mosques/temples/shrines  Newspapers/television/radio stations

Potential members may be reached by various methods. The chapter Generating Publicity (page 16) outlines several strategies for building a strong membership base.

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Organizing program participants Once assembled, sister city volunteers need to be organized, involved, and directed. The local sister city program should:

 Create a system so that each volunteer can participate fully in the program  Assure that each subcommittee performs effectively  Make the leadership responsible to all participants  Perpetuate the organization and help it grow  Promote the importance of the program in the community

Board of Directors From the general membership of the new organization, a board of directors should be elected. The board serves three main functions:

 Long-range planning through policy development and implementation  Financial management of the program  Evaluation of program activities

The powers and duties of the officers and board of directors should be clearly defined in the charter and bylaws. Board member should be more than figureheads without any real power to act on behalf of the organization.

When outlining the powers and duties of the members of the board of directors, a term of office is established. Many committees have followed the general rule of a three-year term for members of the board. Board members may be elected on a three-year rotating basis with 1/3 of the board membership up for election each year. For example, if 12 members were to serve on a board during the first year of operation, four would be elected for a one-year term, four elected for a two-year term, and four elected for a three-year term. In the second year of operation, all candidates for the board are elected to three-year terms.

SCI suggests including a sunset clause in the charter and bylaws. A sunset clause sets a certain limit on the number of terms a director can serve and can prohibit a director from serving consecutive terms. A sunset clause gives the program the opportunity for turnover, providing all members the chance to have a leadership position in the organization.

From among the members of the board of directors, many committees elect officers. The duties of each are as follows:

President/Chairperson:  Leads the organization  Serves as the spokesperson for the group  Chairs board meetings  Sets the pace for the board by raising funds  Motivates and challenges the whole group

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Vice President

 Assumes the president’s/chairperson’s duties when absent  Assists the president/chairperson with duties  Can serve as the president/chairperson-elect

Treasurer

 Is responsible for the overall financial management of the program  Prepares financial reports for internal use and tax reports  Is not in charge of fund raising

Secretary

 Sends written notices of meetings to members  Takes accurate minutes of meetings  Provides internal communication and correspondence

SCI recommends that the local program organize its members in a “pyramid” fashion. Programs should have a president or chairperson, a vice president, a treasurer, secretary, a board of directors and many committees.

FORMING COMMITTEES The board of directors does not work alone; all work should be divided among task forces and committees. The level of the activity in a sister cities program determines the frequency of committee meetings. Depending on the program’s agenda and goals, committees may meet bimonthly, monthly or quarterly. Special seasonal activities, such as summer youth exchanges, may prompt additional meetings. Typically, the board of directors meets monthly, and all volunteers come together at least once a year to review the past year's activities, to elect officers and to decide upon program activities for the coming year.

There are three types of committees serving different functions:

Standing committee, which oversees the internal management of the overall program Administrative committee, which is assigned to a particular program area Special committee, which is created as the need arises to deal with a one-time issue or an issue that needs special guidance

Standing Committees Commonly, a sister cities program has two standing committees: the executive committee and the membership committee. The rules and responsibilities of these committees are outlined below.

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Executive Committee  Manages the organization when the board is not in session  Acts by a quorum and majority vote, unless otherwise specified  Has members that are appointed by the board and serve at its discretion  Has powers and duties that are spelled out in the charter (when the board of directors is in session, the power of the executive committee is suspended)  Is subject to the same rules that control the board of directors

Membership Committee  Encourages new people to join the program  Assists new members in finding a place in the organization  Sets goals for the growth of the organization's membership  Conducts the annual membership drive

Administrative Committees There are many ways to organize the administrative duties of your program. Listed below are some ideas on how to coordinate committees to take care of these responsibilities.

Public Relations Committee

 Creates positive attitudes and opinions of your program  Serves as the information link to your community and media (this includes writing news releases, developing personal contacts with reporters and responding to requests for information)  Arranges speaking engagements for sister city volunteers with other civic organizations  Prepares newsletters, information brochures, flyers and other printed material  Prepares slide shows and video presentations  Plans and carries out special events

Fundraising Committee

 Plans and organizes events to raise money  Solicits donations from local organizations, foundations and corporations

Importantly, while the fundraising committee may be primarily responsible for fundraising activities, everyone within your program should be prepared to assist.

Cultural Programs and Exchanges Committee

 Plans cultural events, such as educational exhibits, photographic displays, musical and theater performances and language classes  Develops cultural exchanges with its sister city counterparts

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 Highlights and promotes the important role that the sister cities program and volunteers perform in the community in terms of cross cultural exchange

Municipal and Congressional Relations Committee

 Serves as the direct liaison with City Hall and municipal government departments  Establishes and develops relationships with the state and federal congressional representatives

Professional/Technical Committee

 Arranges professional and technical internships and exchanges between the sister cities  Serves as the clearinghouse for counterpart professionals in both cities  Develops professional and technical training projects  Advises the programs on issues involving professional and technical development issues in the sister city programs with affiliates in developing countries may use this committee to lead assistance efforts

Trade and Commerce Committee

 Develops trade and business exchanges, seminars, exhibitions and trade fairs with businesses in the sister city  Acts as the liaison with the local chamber of commerce  Promotes industries and exports of the sister cities to local industries  Develops relationships with sponsors with economic interest in SCI

Hosting Committee

 Handles protocol for international visitors  Arranges tours, cultural outings and home-stays for visitors from the sister cities  Organizes receptions for sister city visitors  Arranges for visitors to meet their professional counterparts

Education and Youth Exchange Committee

 Serves as the liaison with schools (primary, secondary, post-secondary), colleges and universities in the community  Promotes “sister school” linkages and the introduction of the sister cities program into the city’s educational curriculum  Organizes youth and academic programs and exchanges between the sister cities

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Youth Chapter

 Encourages active representation and participation of youth in the sister cities program (there should be at least one adult advisor for this division)  Youth participants set their own guidelines and organize activities with support and assistance from the adult committees  Nominates one representative per affiliation to serve on the SCI National Youth Program Assembly

Other Committees Other committees may include a history and archives committee, an audit committee and an advisory committee. In addition, SCI encourages the local sister cities program to maintain close contact with the national office by appointing a committee or person to serve as the liaison between the program and the state coordinator and the SCI. The liaison is responsible for keeping the SCI informed about local program activities and submitting local newsletters, articles, photos, videos and other materials for SCI to share with the network and to include in its publications.

Special Committees

Special committees are formed sometimes on a onetime basis, or as events come up that may need special attention for a finite period. Two examples are:

City Selection Committee

 Establishes criteria for the selection of future sister cities (SCI has a list of criteria that the committee may use as a guideline in drafting its local criteria for future city selection. Common criteria include: population size, geography (e.g. mountain resorts or a ports), historical connection, previous collaboration by other organizations, similar names and similar industries/exports).  Decides whether a proposal for a new sister city meets the program’s established criteria  Recommends proposals for new sister cities to the board of directors (this recommendation is then presented to the mayor for approval)

Nominating Committee

 Is appointed preceding an election for the board of directors  Interviews potential candidates and defines the job description and obligation of board members  Presents a slate of board of directors candidates to the general membership and conducts the election of new directors

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DESIGNING THE BUDGET An annual budget for a sister cities program should include both cash-on-hand and donated in-kind services. While some businesses may not be able to give cash, they may be able to donate their services. The value of their services is a legitimate income for the program.

Membership dues for the local sister cities program are a way to raise some of the basic operating expenses for the program. The dues structure outlined below is based on a “typical” sister cities program for a medium-sized city with a population of 50,000. In many cases, that structure is altered according to the population of a city. Small cities have charged $2 to $5 for individual dues while larger cities have charged $20 to $25 for the same category. Initially, a sister city program may wish to start with a low figure for the first few years until it determines the actual cost of running the program.

In general, expenses for trips to the sister city are not included in the annual budget since participants pay their own way. Official representatives traveling to the sister city for a specific purpose other than vacation or touring, could deduct part of the cost of the trip from their taxes if the program is incorporated as a 501(c)(3) nonprofit corporation. SCI suggests that the program consult with an accountant to determine which expenses qualify as tax deductions.

Travel, for the most part, is paid by individuals or supported wholly or in part by special fundraisers the program may decide to undertake. The program, however, may want to support some type of annual travel expense from the annual budget for special types of exchanges, such as youth exchange scholarship or technical assistance projects.

Expenses The following is a list of typical expenses that the sister city programs can expect to incur. Several of these expenses are one-time costs only, and many may be donated as in-kind contributions from members.

 One-time incorporation fee  Publicity and printing (newsletter, program brochures, advertisements)  Hosting visiting delegations  Copying/postage/overnight mail  Telephone/fax/e-mail/Internet services  Web site design and storage  Annual membership dues to SCI  Gifts for sister city  Scholarship assistance for youth exchange programs  Technical assistance projects  Fundraising expenses (to cover the initial outlay before the event)

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Income Annual membership dues are probably the easiest way for a sister cities committees to generate funds. The following is a sample breakdown of membership dues for a city with a population of 50,000, as noted above:

 Youth $10  Individual adult $25 Family $30  Sponsor $50  Business $50  Organization $100 Friend $200 Patron $500  Benefactor $1,000 + Other sources of funding and methods to generate income include:

 City government contributions  Corporate donations  U.S. government and foundation grants  SCI grant programs  Direct mail solicitation  Sale of items (recipe books, T-shirts, bumper stickers)  Fundraisers (auction, raffle, international dinner)  In-kind contributions (printing, complimentary hotel rooms for visitors, legal services, meals, home-stays)

Achieving Success in a Fundraising Program Fundraising has deep roots and a long history. While philanthropic traditions vary from nation to nation, results of generosity have been exceptional in many parts of the world. Unfortunately, fundraising sometimes has a tarnished reputation. Unethical and unprincipled practice has given it an aura of shame. Just as bad are some conventional attitudes about resource development it is begging, it is holding out the tin cup, it is demeaning. Many of these attitudes, however, are based on lack of knowledge and misunderstanding of the fundraising process. Fortunately, if sound fundraising principles are followed and practice is based on successful experience, much can be accomplished for nonprofit organizations.

Well-meaning individuals perceive a need and immediately seek to remedy it by seeking funds. This kind of practice frequently results in failure or a disagreeable experience. The following is a brief description of steps involved in a successful fundraising program.

Know basic market principles: Begin the fundraising process by realizing that it is a reciprocal relationship. Fees and other income rarely meet the budgetary demands of nonprofit services. Consequently, a nonprofit organization such as a sister city program, cultivates and solicits its clients and friends, many of whom become donors. A sister city program must remember that a donor has a right to expect something in return for a gift. As donors provide funds for programs and operating needs, they expect gratitude and recognition, as well as some intangible rewards such as a sense of belonging and making a difference.

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Consider the environment and climate for fundraising:

An organization’s environment has an impact on the feasibility of fundraising. If government regulations, current economic factors, changing demographics and other factors are not considered, a sister cities program may find it difficult to meet its fundraising goals. Internal circumstances also dictate success or failure, such as an organization’s readiness to raise funds. Are appropriate personnel in place? Is there an accounting and recording system? Has strategic planning been done? These and other questions must be answered before donors are approached.

Create and examine case: A case includes the reasons someone should give money to an organization. Making a case means sharing the mission, goals, objectives and prospects. It includes describing programs and evaluation procedures and providing financial reports. A case should be the best way possible. It includes a statement of needs. What kind of financial support is required to carry out the programs and plans of a sister city program?

Involve board and other volunteers: Board members are charged with securing and managing financial support. Therefore, boards of sister city programs should be involved from the inception of planning for programs and fundraising. Board members, as well as other volunteers, are the most effective persons to ask for funds because they represent commitment to a cause. The board should validate the needs and case before any further planning or activity takes place. Is the case representative of the sister cities program? Are the needs genuine? Is there an appropriate match between what the organization can do and what potential clients must have?

Determine markets: Potential funders include foundations, corporations, associations, government, churches and, most importantly, individuals. What are the possibilities for acquiring funds from each market? Which are the best ones for the organizations to develop? Have all feasible funding sources been considered?

Select programs and strategies: How will the prospects be solicited? For what programs? Programs for resource development include capital, annual fund, special projects, endowment campaigns and major gifts. Each of these should be evaluated as to its purpose, and the appropriate one(s) selected. Strategies for approaching donors include mail, telephone, special events and face-to-face solicitation. The more personal the approach, the more effective the solicitation.

Research prospects:. A sister city program’s constituent groups should be determined through research. Minimal research is required for those prospects who will make up the donor base; these include first time givers and repeat donors whose gifts are small. Individuals who will be asked for larger gifts will be more fully researched in order that they might be cultivated and solicited appropriately.

Create, use and solicit the plan: Planning is a mean to determine what must be done, how it will be accomplished and who will do it. By now, prospects and donors have been selected and matched with strategies for solicitation. The fundraising vehicle has been chosen, the case has been prepared (along with materials that will express the case), board members and other volunteers have been involved in all steps, and the organization's readiness to raise funds has been determined. Now it is time to create a plan. A plan should be a workable and dynamic part of a fundraising program. Constituent groups, which include prospects and donors, must be told about the sister

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Member Toolkit Building Your Sister Cities Program cities program and its needs, as well as achievements and opportunities. Communication lays the groundwork for successful solicitation, and can take many forms. Communication also includes feedback from constituents, which provides a basis for wise decision-making.

Solicit the gift: After all this preparation, the time has finally come to ask for the donation. Thorough preparation, which may vary in intensity, time and detail, ensures the likelihood of success. Appropriate and timely recognition paves the way for the next step.

Renew the gift: The best prospect for a charitable gift is the person who has already given. The opportunity to give and give again should be provided to all who are prospects and can be attracted to support a sister cities program’s cause.

Fundraising is a highly integrated management process. Each step in a successful fundraising program may not require the same emphasis for each organization, but no steps can be missed without diminishing the likelihood of favorable results. It is a privilege to raise funds for a worthy cause. Those who are willing to be engaged in such activity and do it with some level of success deserve a special honor because they have helped bring about needed and valuable results. [Adapted from an article by Lilya Wagner, Fundraising School in the Center of Philanthropy, Indiana University.]

GENERATING PUBLICITY A comprehensive, well thought-out publicity (or public relations) plan will help the sister cities program create awareness, acceptance and understanding in the community. A successful publicity campaign will accumulate financial contributions, improve fundraising efforts, increase membership and advance community relations In developing a publicity plan, there are no limitations set on innovation, other than ethical ones, to achieve the local program’s objectives.

In order to successfully publicize the sister city program, members need to keep in mind two essential elements: good performance (a high-quality sister cities program) and good communication with the public.

This section focuses on effective public communications. In planning publicity for the sister cities program, members should consider implementing the following three common publicity tactics:

Publicizing the program using the local media One of the most effective ways to get the message out about the mission, activities and events of the sister cities program is to utilize the media outlets in the community. To do this effectively, a program needs to have extensive knowledge of its history, current activities and participants. In addition, it needs to know the sources of news, what makes news and how to generate news.

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There are two sources of news: events-something that has happened and situations-a permanent or long-lasting issue, condition or problem. When informing a news outlet of a potential story, be sure to use one or all of the following techniques to inform the media of program news.

News (or press) release: This is a standard form to inform the media about news from the local program. A news release must be newsworthy, and it must get to the right person at the right time.

Press conferences: This is a meeting called to inform members of the media about an event or situation, and to provide them an opportunity to ask questions. Be cautioned that holding a news conference on a “non-news” story may damage a local program’s credibility.

Direct media contact: Getting to know the reporters and editors personally is the key to many successful publicity campaigns. It makes good sense to do a press release mailing, but even better sense to follow-up the mailings with a phone call and a personal visit.

Feature Story:. Over the years, local sister city programs have had success placing feature stories about their programs in newspapers on television. A feature story is based more on interest or background than on news. There are no limitations to writing feature stories for the local media. Whenever a member finds something that can be made interesting to the public, consider submitting it to the editor of the local news outlet.

Local access television: More than 80 percent of all households in the United States are cable-television ready. Each cable company provides its customers with a local access channel used for local city counsel and school board meetings, local events and activities. Local sister cities programs have a great opportunity to air special events or interview foreign delegations on this channel.

Opposite Editorial (Op-Ed): This is a newspaper page devoted to written material by people not on the paper’s press staff. In local papers, the subject matter usually pertains to a local issue such as the value of sister city programs.

Other techniques to publicize the organization in the local media:

 Letters to the editor  Public service announcements  Regular or guest column  Endorsement articles  TV/radio appearances  Editorial board meetings  Press kits  Video news release

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Publicizing the program through sister city publications The writing and production of printed materials is a major activity in most publicity campaigns. Unlike using the media to get the message out, the program has total control over what and how it addresses issues in its publications, as well as control over the distribution and the audience.

Types of publications:

Newsletters: A newsletter is a letter that carries news about the organization to its members or people interested in the program. This material should periodically be sent out and should convey news, opinions or other information.

Internet: Publishing news via e-mail and posting program activities on a Web site are effective means through which a sister city program can promote itself and attract members.

Brochures: Brochures are used to give a thorough explanation of one specific subject such as membership in the sister city program. Almost anything that requires considerable detail may be covered.

Leaflets: A leaflet is a single piece of printed-paper. It may be folded into several pages or consist of only one page. Because of their small size and low cost, leaflets are primarily used for notifying, welcoming or informing the public of an event or situation.

Reprints: A popular way to publicize and add credibility to the local program is through reprints of positive news articles covering the program. For years, the entertainment and restaurant industries have reprinted positive quotes and reviews to promote their products in paid advertisements. If a positive story appears in the local newspaper, chances are that the primary audience did not see it. It pays to make reprints of the best publicity material and send them directly to members, political officials, business leaders, prospective members and others.

Other printed material used in local sister city programs includes:

 Board minutes  Posters  Return cards  Annual report  Postcards  Fact sheet  Illustrated cards  Questionnaire  Self-mailer

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Photos and artwork: Photographs, charts, diagrams, maps, cartoons, clip-art and other illustrations can perform an important role in every publication produced for the sister city program. They add interest, produce variety and often explain things better than words alone can do.

Publicizing the program through community outreach There are many outlets for the ongoing promotion of the sister city program. The following list highlights a few ways that the members can garner recognition for its sister city program to increase membership recruitment, promote special events and increase local awareness of the program.

Public speaking engagements: Give public speaking opportunities as often as the program can schedule them. This form of publicity reaches specific audiences, while enabling the program to have complete control of its message. When giving a speech, keep in mind the four basic types of speeches: informative, persuasive, entertaining and technical.

Work with other local organizations: Every service club, women’s group, political party, labor group, religious unit, association, civic organization, veteran’s organization or other group is influential and essential to the program. Each group represents a segment of the community. Make a concerted effort to work with these groups. They can be reached by direct mail, speaking engagements, telephoning their members or interviewing their leaders.

Hold seminars, roundtables and workshops: A very effective way of promoting the activities of the programs is to hold seminars, round tables and workshops. One advantage is that the program has complete control over the program and the audience invited. A properly planned seminar, roundtable or workshop gives the audience worthwhile, practical and timely information and knowledge about the program.

Other successful ways to publicize the sister city program through community outreach:

 Notices in church bulletins  Notices in other organizational and community newsletters  Participation in community affairs and events such as panel discussions  Floats in parades/fair booths/street banners  Announcements of meetings in town club rosters  Favors on hospital trays  Placing the program’s newsletter in doctor’s and dentist’s offices  Exhibits/displays  Bumper stickers/lapel pins/T-shirts

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EVALUATING PROGRAM PROGRESS While the local program may be off to a good start, SCI recommends programs take care to avoid the following common pitfalls, which may slow the program’s progress.

The program is restricted to City Hall in both cities with the mayor or a city official actually running the affairs of the affiliation: Although working with City Hall is crucial, it is unwise to have the program too closely identified with a single prominent personality. Such affiliations tend to confine themselves to formal exchanges of gifts and occasional visits. Because administrations change, there are no guarantees that the new city official will want to continue a sister city program. It is best to strike a balance and to keep the power split between the mayor’s office and the sister city volunteers. (SCI has printed material that suggests ways in which the community and City Hall should be involved.)

The sister city program is run loosely without articles of incorporation, bylaws or membership provisions:

This is inadvisable. In order to have a dynamic program, one in which volunteers are able to participate fully and the community members deem beneficial and regard as officially representing the city internationally, the program needs to have the basic elements of organization.

The sister city program fails to hold regular meetings: In general, a sister city program that cannot design, implement or sustain regular activities cannot represent its community well. Once again, volunteers and community organizations will not be able to participate fully, and the program may not be regarded as an important city organization.

The program with multiple affiliations does not choose an umbrella structure: When committees representing separate affiliations compete for finite community resources, including volunteers, the overall sister city program suffers and loses its singular voice in the community. Further confusion and negative results may be caused by separate committees approaching City Hall for recognition or funding.

Programs rely upon one individual for communication:

Committees that depend on just one of two correspondents in each city run risk of having delays in communication, which can cause significant problems. Faxing and e-mail have proven to be a very secure and cost effective means of communication.

Learning citizen diplomacy Building your local sister city program, like citizen diplomacy, is not an exact science; no two programs are perfectly alike, just as no two communities are the same. During the past five decades, however, sister city programs nationwide have learned to use citizens’ diplomacy to achieve similar results: cross-cultural understanding through long-term partnerships.

In this guide, SCI has offered recommendations, not regulations, for creating and sustaining a successful, grassroots level sister city program. In many cases, fine-tuning a sister city program takes a myriad of meetings,

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Member Toolkit Building Your Sister Cities Program visits abroad and effective cross-cultural communication, accomplished through the extraordinary efforts, time and flexibility of volunteer members.

SCI strongly encourages each sister city program to tailor this guide to its specific needs, to share this guide with its counterparts abroad and to contact the national office any time for assistance.

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APPENDIX A:

SAMPLE ARTICLES OF INCORPORATION

(NAME OF CORPORATION)

OF (Any U.S. City), INC.

Pursuant to (Statutory Citation of Jurisdiction)

We, the undersigned, desiring to form a nonprofit corporation, pursuant to the provisions of (Statutory Citation of jurisdiction), do hereby certify:

1. The name of the corporation is: (Name of Corporation) OF (Any U.S. City), INC. 2. The life of the Corporation shall be perpetual. 3. The objects and purposes for which this Corporation is established shall not be changed and shall be exclusively educational and charitable in the furtherance of such purposes and for no other purposes: a. To cause the people of the City of (U.S. City) and the people of similar cities of foreign nations to acquire a consciousness of each other, to understand one another as individuals, as members of their community, as citizens of their country and as part of the family of nations. b. To foster as a consequence of such knowledge and consciousness, a continuing relationship of mutual concern between the people of the City of (U. S. City) and the people of similar cities of other nations. c. To undertake both in seeking and in consequence of such consciousness and concern any activities and programs as will provide to one another appropriate aid and comfort, education and mutual understanding. d. To participate as an organization in promoting, fostering and publicizing state and national programs of international municipal cooperation organizations, and thereby to encourage other organizations and residents of U.S. communities to engage and participate in such programs, to foster and promote friendly relations and mutual understanding between peoples of U.S. communities and peoples of friendly nations outside of the United States of America and to act as a coordinating body, committee, agency or counsel among those organizations, groups and individuals desiring to and engaging in the activities of such international municipal cooperation organizations. e. Provided that the Corporation shall not in any way, directly, or indirectly, engage in the carrying on of propaganda or otherwise attempt to influence legislation.

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4. In order to accomplish its objective, the Corporation shall have the following powers, which shall be deemed to be in furtherance and not in limitation of the general powers conferred upon educational and charitable corporations under the laws of (jurisdiction): a. To receive, acquire, hold, own, manage, administer, invest and reinvest any and all moneys, securities, evidences of indebtedness or other property, real or personal, as may from time to time be given, sold, transferred, rented, conveyed or assigned to it by any person, firm, committee, association or corporation; to take by devise or bequest or otherwise, within the limitations provided by law, any and all property heretofore or hereafter devised or bequeathed by Will, or otherwise, or in any manner granted or conveyed to it; to exercise, in respect to any and all such property, any and all rights, powers and privileges of individual ownership; from time to time to pay, apply or otherwise utilize the principal and income thereof but only for the purposes for which the Corporation is formed. b. To purchase, or otherwise acquire, hold, sell, lease, convey, mortgage or otherwise dispose of real and personal property or any interest therein. c. To cooperate with or engage the services of any person, firm, association, corporation, government or public agency which may assist in carrying out the corporate purposes, and in furtherance of such purposes to grant financial or other voluntary assistance thereto. d. To enter into affiliations, contracts, agreements, undertakings or otherwise within the limitations provided by law. e. To do any and all things which may be necessary or proper in connection with its purposes. 5. The Corporation is not organized for pecuniary profit; it shall not have any power to issue certificates of stock or declare dividends; no part of its net earning shall inure to the benefit of any private member or individual; and no officer, member or employee shall receive or be lawfully entitled to receive any pecuniary profit from the operation of the Corporation, except a reasonable compensation for the services in effecting one or more of its purposes.

Upon the dissolution of the Corporation, the Board of Trustees shall, after paying or making provisions for the payment of all the liabilities of the Corporation, dispose of all the assets of the Corporation exclusively for the purpose of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under section 501 (c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Revenue Law), as the Board of Trustees shall determine. Any such assets not so disposed of shall be disposed of by the court of Common Pleas of the county in which the principal office of the Corporation is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine which are organized and operated exclusively for such purposes.

6. The members of the Corporation shall be composed of such individuals as may be admitted to membership in the manner prescribed by the Bylaws of the Corporation.

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7. The Corporation will operate to some extent throughout the world, but its principal operations will be conducted in the United States. 8. The principal office of the Corporation is to be located in (The Jurisdiction of any U.S. City). It may establish such other offices either in or outside of the United States as it may from time to time determine necessary. 9. The number of directors of the Corporation, until the first meeting of the Corporation, shall be (at least) the statutory minimum and the names and addresses of these persons who are to act in the capacity of directors until the selection of their successors are: a. Name Address 10. The Board of Directors of the Corporation shall be elected in the manner prescribed by the Bylaws of the Corporation, and they shall have power to make Bylaws for the government of the Corporation and to alter, change or amend such Bylaws. 11. All the subscribers hereto are of full age and at least (the required statutory number) of them are citizens of the (the Jurisdiction).

IN WITNESS WHEREOF, we have made, subscribed and acknowledged this certificate as of ______day of ______.

CITY OF ______

STATE OF ______

NOTARY PUBLIC

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APPENDIX B: Sample Bylaws (Name of Corporation) OF (Any U.S. City), Inc.

ARTICLE 1: NAME

Section I. Name:

The name of this organization shall be Sister Cities Association of (name of city), Inc.

ARTICLE II: PURPOSE

Section 1. Purpose:

The purpose of this organization is educational and charitable. The organization’s objectives are: a) To cause the people of the City of (name of city) and the people of similar cities of foreign nations to acquire a consciousness of each other, to understand one another as individuals, as members of their community, as citizens of their country and as part of the family of nations. b) To foster as a consequence of such knowledge and consciousness a continuing relationship of mutual concern between the people of the City of (name of city) and the people of similar cities of other nations. c) To undertake both in seeking and in consequence of such consciousness and concern any activities and programs as will provide to one another appropriate aid and comfort, education and mutual understanding. d) To participate as an organization in the promoting, fostering and publicizing of local, state and national programs of international municipal cooperation organizations, and thereby to encourage other organizations and residents of U.S. communities to engage and participate in such programs, to foster and promote friendly relations and mutual understanding between peoples of U.S. communities and peoples of friendly nations outside of the United States of America, and to act as a coordinating body, committee or agency among those organizations, groups and individuals desiring to engage and engaging in the activities of such international municipal cooperation organizations. e) The Corporation also has such powers as are now or may hereafter be granted by the General Not for Profit Corporation Act of the State of (name of state).

ARTICLE III: MEMBERSHIP

Section 1. Individual Membership:

Membership in the Corporation shall be open to any person of good moral character residing or working in the City of (name of city) and vicinity.

Section 2. Organization Membership:

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Organization membership shall be open to any organization or business enterprise in the United States that endorses the purpose of the Corporation. An Organization Member shall designate one official representative to attend meetings and functions of the Corporation, who shall have the rights and privileges of an Individual Member, and who shall be registered annually with the Secretary.

Section 3. Membership Dues:

Any person or organization meeting the requirements of Article III, Section 1 or 2, may be admitted to the membership of this Corporation by acceptance of the membership application by the President and Secretary of the Corporation, and upon payment of the membership dues as determined by the Board of Directors:

Individual $______Youth $ ______

Business $______Sustaining $ ______

Family $ ______Organization $______

Patron $______

ARTICLE IV: MEETINGS

Section 1. Regular Meetings:

A regular meeting of the members shall be held at the office of the Corporation twice annually, on the second Monday of _____ and of ______each year; the first meeting to be held on the______, for the purpose of election of a Board of Directors and transacting such other business as may come before the meeting.

Section 2. Notice of Regular Meeting:

The President shall order the Secretary to give members ten days’ notice of a regular meeting by mail, stating in such notice the time, place and business to be transacted at said meeting. In case the office of the Secretary be vacant, any director or person designated by the President may mail the notice of meeting to members.

Section 3. Special Meetings:

Special meetings of members may be called at any time by the vote of the majority of the directors or upon petition to the Secretary by one-fifth of the members. At special meetings of the members, only such business as stated in the call for such meeting shall be transacted. The Secretary shall give the members ten days’ notice of such meeting by mail therein stating time, place and the business to be transacted at the special meeting.

Section 4. Quorum:

At any meeting of the members, members present in person shall constitute a quorum for all purposes including the election of directors except when otherwise provided by law.

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ARTICLE V: BOARD OF DIRECTORS

Section 1. Numbers:

The affairs of the Corporation shall be exercised, conducted and controlled by a Board of Directors consisting of members. At least one director shall be a youth of not more than 21 years of age, to represent the sister cities youth program chapter.

Section 2. Qualifications:

Directors shall be elected from the membership of the Corporation and must continue to be a member in good standing during their term of office.

Section 3. Compensation:

The directors shall receive no compensation or expenses from the Corporation.

Section 4. Term of Office:

The directors shall be elected for a three-year term and each shall hold such office until their successors are elected except that the term of the directors elected at the first membership meeting shall be as follows: one group of one-third of the directors for a term of one year, one group of directors for a two-year term and one group of directors for a three-year term. Directors shall not serve more than (number) consecutive terms. No member shall serve on the board in the same position for more than consecutive elected terms.

Section 5. Election:

The directors shall be elected by the members of the Corporation at the first regular meeting and thereafter, election of directors shall be held at the annual meeting of the members.

Section 6. Vacancies:

Vacancies in the board shall be filled from the membership by a majority vote of the remaining directors and such person filling the vacancy shall hold office until the expiration of the term being filled.

Section 7. Regular Meetings:

The first meeting of the directors shall be held immediately after their election by the members for the purpose of election of officers. The regular meetings of the board shall be held quarterly.

Section 8. Special Meetings:

The President, when he deems necessary, or three members of the board, shall call a special meeting of the Board of Directors and each call for a special meeting shall be in writing, giving ten days’ notice to members of the Board and stating the purpose of the meeting.

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Section 9. Quorum:

One-third of the Board of Directors shall constitute a quorum.

Section 10. Powers and Duties of Directors: a) The directors shall have the power to conduct, manage and control the affairs and business of the Corporation. b) The directors shall maintain a complete record of all their business transactions, their minutes, acts and proceedings of the members and present a full statement at the regular annual meeting of the members, showing in detail the condition of the affairs of the Corporation. c) The Board of Directors shall have the authority to create and fill the office and the position of executive secretary or executive director.

ARTICLE VI: OFFICERS

Section 1. All officers of the Corporation shall be elected or appointed by the directors from their numbers except as hereinafter provided.

Section 2. Officers of the Corporation shall be the President, a Vice President, a Secretary and a Treasurer.

Section 3. The Mayor of the City of shall, ex-officio, be a member of the Corporation and serve as the honorary chairman of the Corporation, with said membership dues waived.

Section 4. Officers shall receive no compensation as salary from the Corporation, but may receive expenses for special activities in behalf of the Corporation and such special expenses shall be upon vote by the directors.

Section 5. Powers and Duties of Officers: a) The President shall preside at all meetings of the directors and members. He shall sign, as President, all certificates of membership and all contracts and other instruments. b) The Vice President shall assume the duties of President in his absence and assume such duties assigned to him from time to time by the Board of Directors. c) The Secretary shall:

1. Keep records and minutes of all board and membership meetings. 2. Be custodian of the corporate seal. 3. Keep the membership book showing the name of each member and pertinent information relative to each member. 4. Sign, where required, all corporate papers in conjunction with the President. d) The Treasurer shall:

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1. Be the custodian of all funds of the Corporation depositing such funds in banks designated by the Board of Directors. 2. Disburse funds only as prescribed by the directors and in no instance, other than petty cash, except by bank, bearing the signature of either the President or Vice President in addition to that of the Treasurer.

ARTICLE VII: EXECUTIVE COMMITTEE

Section 1. The Executive Committee shall be comprised of the officers and members of the Board of Directors as chosen by the board. The President shall serve as the Chairman of the Executive Committee. Members shall serve for one year, or until their successors are chosen.

Section 2. The Executive Committee shall transact all routine business and shall exercise all powers of the Board of Directors in the interim between its meetings, and shall report all actions to the Board of Directors. One-half of the members of the Executive Committee shall constitute a quorum.

ARTICLE VIII: COMMITTEES

Section 1. Sister City Committees: There shall be a sister city committee for each of the sister cities with which the City of (city name) has a formal relationship. Each committee shall be chaired by an elected representative from within the membership of that committee and shall have the primary responsibility for developing a program with its sister city in furtherance of the purposes established by this Corporation. The President shall serve as ex-officio member of each committee.

Section 2. The President shall appoint a chairman to each of the following committees, with the approval of the Board of Directors: Membership, Public Relations, Fundraising, Municipal Relations Organizational Liaison, Cultural Programs and Exchanges, Trade and Commerce, Professional/Technical, Hosting, Education and Youth Exchange, Youth Chapter Advisor and Liaison with SCI. Each chairman shall serve for one year and may be reappointed by the President for a second year.

(NOTE: Each committee included in your bylaws should be followed by a brief description of its responsibilities.)

Section 3. The President shall have the power to call for the establishment of ad hoc committees for such occasions as the election of officers (nominating committee) and the selection of additional sister cities (city selection committee).

ARTICLE IX: ADMINISTRATION

Section 1. Offices: The Corporation shall have and continuously maintain in the City of (city name), a registered office and a registered agent whose office is identical with such registered office. This office shall be located at (City Hall or another permanent office).

Section 2. Fiscal Year: The fiscal year shall commence on the first day of January.

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Section 3. Financial Records: Financial records shall be open for inspection upon the reasonable request of any member. A complete statement of receipts and expenditures shall be presented at the annual meeting.

ARTICLE X: AMENDMENTS

These bylaws may be altered or amended at any annual meeting of the members or at any other meeting called for that purpose, by a vote of a majority of a quorum at a meeting duly called. The written assent of a majority of the membership is effectual to repeal or amend any Bylaws or to adopt additional Bylaws without the necessity of a formal membership meeting.

ADOPTED: ______AMENDED:

AMENDED AND ADOPTED:

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Charter, Code and Policies City of Portland

GENERAL INFORMATION: 5038234000 EMAIL: [email protected] More Contact Info (http://www.portlandoregon.gov//citycode/article/15472)

ART1.01 Exhibit A

Criteria for Sister City Relationships Binding City Policy BCPART1.01 Exhibit A

Section I Selection Criteria A proposal to establish a sister city relationship shall be submitted to the Mayor, who will forward the proposal to the Director of the Office of International Relations for a recommendation. The Director shall respond to the Mayor's request for a recommendation within 45 days. Upon the Mayor's approval for the adoption of the sister city, the Mayor shall forward the proposal to the City Council within fourteen days. The sister city proposal, and all documents required by the City Council, shall be filed by nonemergency ordinance, or to be subject to a 30 day review period. The proposal shall be subject to a process of review as provided in these criteria. Preference shall be given to a city requesting a sister city relationship with the City of Portland, if that city has no other sister city in the United States. The City of Portland shall establish a sister city relationship with only one (1) city per country. The City of Portland shall give preference to cities in those nations that maintain a consulate or trade mission office in Portland. The City of Portland and the proposed sister city shall be of similar size and role, either absolutely or in relation to their regions. The City of Portland shall have cultural, educational, economic, governmental, and social interests in common.

Section II Requirements for the Establishment of a Sister City Relationship

In recognition of the peopletopeople philosophy underlying the sister city program, the City of Portland shall not establish and maintain a sister city unless the following criteria are met: There exists in the Portland community substantial, longterm, broadbased interest in establishing the relationship interest that transcends transitory, political, or social concerns and that reflects ongoing community involvement with the sister city's region or people. A committee has been formed as a nonprofit entity under Oregon laws and is prepared to undertake the financial and staffing requirements necessary to properly administer such a relationship. The committee has presented a plan of action for the first year of such a relationship that demonstrates, whether through volunteer or professional time commitment, the ability to respond in a timely fashion to communications from the sister city, to work with the Mayor's Office and with other community organizations in furthering the relationship, and to represent the City of Portland with competence and integrity. The committee has demonstrated a financial capability sufficient fully to fund its operations and the various visits, receptions, delegations, and other similar functions such a relationship entails, without financial contributions from the City. Financial capability as defined in this section means that each association shall have an average monthly minimum balance of $10,000 in its account. Approval of any new sister city shall be on a oneyear trial basis, with formal approval to follow a recommendation from the Director of the Office of International Relations. During the first year of the relationship the city shall be designated a "friendship city", and if approved after a oneyear trial basis, will be formally adopted as a "sister city" by the City Council, following the procedures outlined in Section I, B. "Friendship city" as defined in this section means that there is no formal structure to the citytocity relationship and that there are no formal obligations between the cities. When an ordinance is passed establishing a new sister city, the Mayor will appoint an initial board of directors, based on the recommendations of the citizen group supporting the ordinance. The makeup of the board will be included in the bylaws of the association. Filing Requirements The State of Oregon requires that the association file the Articles of Incorporation with the Corporation Division and if the association will be soliciting funds for charitable purposes, register under the Charitable Trust and Corporation Act with the Department of Justice. The association must file Form 1023 with the Internal Revenue Service for recognition of exemption (501(c)(3) status). Copies of documents filed shall be submitted to the Office of International Relations. Each sister city association is required to file an annual report (January 1 December 31) with the Mayor's Office. This report shall include a description of all projects undertaken for the year and a financial report. In addition, the association shall submit a proposed budget for the upcoming year which shall include possible projects and anticipated revenues and expenditures. The report shall also include such data as http://www.portlandoregon.gov/citycode/article/5831? 1/3 6/20/2016 ART1.01 Exhibit A | Assorted Files | The City of Portland, Oregon required by the Office of International Relations. The reports shall be submitted no later than the first week of January each year.

Section III Director of the Office of International Relations The responsibilities of the Director, in relation to the sister city program, shall be to act as a liaison between the Mayor's Office and the associations, and to fulfill such other duties as the Mayor may assign.

Section IV Responsibilities: Office of International Relations Following are the responsibilities of the Office of International Relations to the sister city associations of Portland: By March 1 of every year the Director of International Relations shall certify that each sister city association has met all requirements listed in this ordinance. The Office of International Relations shall forward copies of all official correspondence sent by sister cities to the Mayor or Office of International Relations to the appropriate association. 1) The Office of International Relations will respond directly to inquiries to the Mayor from sister cities, if assistance from the corresponding sister city association is not required in order to respond to the request. 2) Inquiries requiring the review/input of a sister city association shall be referred to the appropriate association. The Director of the Office of International Relations, or a designated representative, will attend sister city association board meetings when possible. The Office of International Relations will, when feasible, assist sister city associations with the hosting of official incoming delegations. The Office of International Relations shall pay the Sister Cities International annual membership fee and disseminate SCI program information to each association. The Office of International Relations will help to promote association activities. The Office of International Relations will maintain a current board member list. The Office of International Relations will respond to requests from the community for information regarding sister city associations. The Office of International Relations will assist in building community awareness and understanding of the sister city associations and sister city relationships.

Section V Requirements for the Maintenance of a Sister City Relationship The president of each sister city association, or a designated representative, shall meet annually with the Office of International Relations in order to review association activities, discuss strengthening of the organization, and set an action plan for the coming year. The sister city association shall submit a board list, including terms of office, to the Mayor/Office of International Relations whenever board members are added or deleted, or upon request by the Mayor. The sister city association shall hold at least one board meeting every quarter. The sister city association shall notify the Office of International Relations of all board meetings scheduled, and provide minutes of those meetings. The sister city association shall submit changes to association bylaws to the Mayor for his/her approval. The sister city association shall notify the Mayor of all incoming official delegations.

Section VI Revocation of Sister City Status Persistent failure to meet requirements under Sections II or V shall result in the revocation of sister city status, following the procedure listed below. If a sister city organization fails to meet requirements listed in these criteria, the following process of notification shall take place: 1) The president of the sister city association shall be notified in writing by the Director of International Relations of failure to comply with guidelines. Notification shall be by certified mail, return receipt requested. The sister city association shall have 30 days to respond. 2) The Director of International Relations will form a recommendation as to the viability of the sister city association, and refer that recommendation to the Mayor. The Director of International Relations shall recommend one of the following alternatives to the Mayor: a) to put the sister city association on a oneyear probation, b) to change the status of the sister city to that of "friendship city", c) to terminate the sister city relationship, or d) to maintain the relationship with no changes. 3) The Mayor shall review the recommendation. If the Mayor determines a change is required, the Mayor shall forward the recommendation to the City Council in the form of an ordinance.

Section VII No Retroactive Effect http://www.portlandoregon.gov/citycode/article/5831? 2/3 6/20/2016 ART1.01 Exhibit A | Assorted Files | The City of Portland, Oregon Sister city relationships established before October 31, 2001 shall continue in force and need not pass through the initial approvals process here set forth. They are, however, subject to all other requirements of these criteria.

http://www.portlandoregon.gov/citycode/article/5831? 3/3 ATTACHMENT D

Sister City Selection Decision Support Criteria

Greater Columbus Sister Cities International (GCSCI) considers its sister city relationships a solemn responsibility. These affiliations serve as catalysts for sustainable economic, cultural and educational partnerships which engage diverse local communities around the world. New affiliations must clarify the value proposition and the mutual responsibilities of all parties.

1. Government/Geography

a. Stable government based upon data from US State Department b. Capital city and/or other major government center c. Opportunity to broaden the geographic diversity of GCSCI

2. Economic/Educational/Cultural/Environmental Conditions

a. Business climate which offers economic development potential for both Columbus and the sister city b. Academic institutions which could support bilateral affiliations and exchanges c. Established artistic and cultural environment with the potential for mutually beneficial exchanges d. Established interest and history of work on “green” initiatives

3. Sustainability/Growth Potential

a. Means of maintaining and expanding relationships built upon shared demographic, economic, and/or other ties b. Local leaders committed to championing and nurturing the relationship c. Convenient travel supported by major airlines and other forms of transportation Criteria to consider for scoring: ATTACHMENT E

Rank each criteria using a 1-10 score with 10 being the highest and 1 being the lowest Highest City Country Name of City Comments Ranking Ranking

Economic 25% Weight 17.5 GDP 10 Industrial Strength 10 Business Exchange Strength 10 Global 500 Companies Headquartered 10 Trade 10 Foreign Direct Investment Stats 10 Balance of Economic Sectors Strength 10

Governance 20% Weight 18 Government Center 10 population strength 10 industrial set 10 safety 10 ease of doing business (world bank ranking) 10 corruption 10 human rights 10 political risk 10 financial stability 10 credit rating 10

Sustainability 15% Weight 3 Local leaders to champion 10 convenience 10

Education 15% Weight 7.5 # institutions 10 Educational Attainment Levels 10 Exchange of research & faculty 10 programs/study abroad 10 High school exchange 10

Culture 15% Weight 7.5 art institutions 10 science museums 10 sports 10 ethnic population 10 language spoken prominently 10

Environment 15% Weight 3 Established interest in working on green initiatives 10 mfg process 10

TOTAL 56.5