HomeMy WebLinkAboutStaff Report 2309-20562. Referral: Discussion and Possible Recommenda�on Regarding Friendship Ci�es.
Policy & Services Committee
Staff Report
From: Chantal Gaines, Deputy City Manager
Meeting Date: October 10, 2023
Report #: 2309-2056
TITLE
Referral: Discussion and Possible Recommendation Regarding Friendship Cities
BACKGROUND AND ANALYSIS
On June 19, 2023, the City Council received and discussed a Colleagues’ Memo (Attachment A)
related to the idea of Friendship Cities. The Colleagues’ Memo recommendation was for the
City Council to be able to extend the authority to enter into Friendship City relationships with
new communities around the world. Friendship Cities are defined by Sister Cities International,
the governing body of Palo Alto’s Sister Cities, as the following (also included in the Colleagues‘
Memo):
The terms “sister city” and “friendship city” sometimes have different meanings.
Generally speaking, friendship cities are less formal than sister cities. In some cities,
“friendship city” 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.”
At the June 19 City Council meeting, the City Council voted to refer the Colleagues Memo for
Approval of a “Friendship City” Program to Policy and Services Committee for further discussion
and to review the staffing impacts of this program. The Colleagues’ Memo contained the
anticipated Fiscal and Resource Impact and that information is copied below for convenience to
be included as part of the Policy and Services Committee discussion.
Also, for the Committee’s discussion when thinking about the resource impacts were the
program to be recommended to move forward, the Committee could consider defining some of
the following:
1. Should the City identify a set number as the total number of friendship cities?
2. Would this be a pilot program with no more than 2 or 3 cities with an evaluation after a
year or two?
3. What number of events or visits will the City allow related to each individual friendship
city? This note is in relation to total amount of time to spend on each friendship city
especially in comparison to existing Sister and Sibling City relationships.
4. How can the City limit the friendship cities to just that without each one becoming a
new Sister City?
5. Can a friendship city formal agreement last for a set number of years (1-2, for example),
and then conclude as a formal relationship? This allows for more opportunities to
connect broadly.
FISCAL/RESOURCE IMPACT (mostly the same information from the June 19 Colleagues’ Memo)
The fiscal and resource impact for this proposal can vary widely, and as such staff believes it
should not be considered insignificant nor fully defined at this time. Anticipated activities or
resources likely needed include the following:
Staff resources to coordinate requests for new Friendship Cities. Staff resources to
coordinate details for formal agreement signings and celebrations.
Staff coordination and participation by applicable staff (City Manager’s Office, City
Clerk’s Office, and various departments with topic expertise) in relationship building, as
well as development and production of discussion topics before, during, and after
delegation visits.
Communications efforts to coordinate with Friendship Cities and Neighbors Abroad
representatives to publicize events and other milestones.
Staff resources to coordinate Councilmember-related efforts for the Friendship City,
including developing any formal letters, commendations, or gifts needed related to the
Friendship City and associated logistics.
Providing financial and staff support for City financial resources provided to Neighbors
Abroad for reception hosting for visiting delegations.
The actual amount of time needed for the items above varies. Without dedicated staffing and
budget allocation for international relations work, these items are spread among existing staff.
Depending on the amount of time needed for these activities, existing staff must redirect time
away from other council priorities and assignments to accomplish these tasks. This includes the
staff and City Council time that may be needed to develop this program.
As noted above, Friendship City relationships are a first stage in connecting two cities together.
For the City of Palo Alto, most of the existing eight (8) Sister City and one (1) Sibling City
relationships started off as something informal either between Palo Alto neighbors and
colleagues in an international city, or as an early agreement to test a relationship before
formalizing. Without clarity as to what Friendship Cities should expect from Palo Alto over time,
and the anticipated guidance for expansion of Palo Alto’s program, the City should logically
expect situations where the Friendship Cities seek to become more formally connected to Palo
Alto as additional Sister Cities with the associated resource expectations.
Should the Council wish to proceed with growth in international relations activities reflected in
the establishment of this new program, staff recommends that the parameters guiding the
City’s involvement be set forth in writing through the Council’s Procedures and Protocols
Handbook. It would also be prudent to establish appropriate monitoring of international
relations activities through a budget line item for this purpose.
It should further be noted that the City of Palo Alto receives many inquiries and requests to
establish relationships with cities around the world. As such, while Palo Alto may intend only a
modest time and other resource allocation to these relationships, these communities often
place a high priority to the relationship, and this is reflected in the level of effort, attention, and
expense invested into the relationship. This dynamic creates situations where reciprocation is
expected and difficult to avoid.
Given the variety of issues noted above, staff recommends that the Committee and Council
proceed carefully and incrementally into this area. Limiting the number and evaluating the
success of a Friendship Cities program against its goals would enable the City to pursue this
interest without overcommitting resources and expectations.
ATTACHMENTS
Attachment A: Friendship Cities Colleagues’ Memo – June 2023
CITY COUNCIL
Colleague’s Memo
Sponsor(s): Council Member Burt, Mayor Kou, and Vice Mayor
Stone
Subject: Authority to Form Friendship Cities
Meeting Date: June 19, 2023
Report #: 2306-1672
TITLE
Colleagues Memo: Approval of a “Friendship City” Program
BACKGROUND AND DISCUSSION:
Palo Alto has long benefited from its Sister City and Sibling City relationships through
sustainability, economic development, innovation practices, student exchanges, academia, and
cultural relationships. International engagement with Palo Alto is frequent at multiple levels
including government, business, community, and education. When a local government has
sought to formalize an interchange, the approach has been through a formal Sister City
agreement, and more recently a domestic Sibling City agreement.
City Staff and Council Members periodically receive invitations to develop relationships from
cities. However, these relationships have not been pursued because Council action, staff and
Neighbors Abroad support and resources would be required.
In addition to sister-city relationships, some U.S. cities have developed a “Friendship City”
program including Menlo Park, Redwood City, Cupertino, San Antonio TX, and Portsmouth NH.
This is a more modest engagement between cities that does not require significant
commitments by the city or local non-profit. This model is recognized also by Sister Cities
International, the governing body of Palo Alto’s Sister Cities:
The terms “sister city” and “friendship city” sometimes have different meanings.
Generally speaking, friendship cities are less formal than sister cities. In some cities,
“friendship city” 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.”
Palo Alto’s international engagement is supported by Neighbors Abroad, Inc. Neighbors Abroad
is a 501(c)(3) organization that, with annual funding from the City of Palo Alto together with
donations from the community, supports international engagement. Their Board has endorsed
the development of Friendship City agreements within the following parameters:
Item AA1
Item AA1 Colleagues
Memo
Item AA1: Staff Report Pg. 1 Packet Pg. 908 of 911
“To develop a revenue neutral relationship for a fixed term called a Friendship City, led
by a community member who will take responsibility for the relationship and become a
board member of Neighbors Abroad.”
After discussions with Neighbors Abroad, as well as reviewing Friendship City programs
nationally, the following framework is proposed for a Friendship City agreement with Palo Alto:
- A local volunteer that would commit across the term of the Friendship City;
- A statement document that sets a description of the prospective Friendship City,
expected activities with the Friendship City, and a rationale for formation which
comports with Neighbors Abroad’s policy for Friendship Cities;
- Endorsement by the President of Neighbors Abroad;
- Acceptance by the City Council member serving as liaison to Neighbors Abroad; and
- Endorsement by the Mayor and Vice-Mayor, and Council approval of the Agreement
after placement on the Consent Calendar.
Different from a Sister City relationship, a Friendship City Agreement would be limited to three
years, subject to Council renewal. The Agreement allows for a test of time, and if the
relationship waivers, the agreement would not be renewed. A draft agreement is attached.
RECOMMENDATION
The City Council is requested to extend the authority to enter into Friendship City relationships
subject to the conditions in this Colleagues’ Memo. Upon execution of any Friendship City
Agreement, the Agreement shall be provided to Neighbors Abroad to support implementation.
FISCAL/RESOURCE IMPACT
The fiscal and resource impact for this proposal can vary widely, and as such staff believes it
should not be considered insignificant nor fully defined at this time. Anticipated activities or
resources likely needed include the following:
- Staff resources to coordinate requests for new Friendship Cities. Staff resources to
coordinate details for formal agreement signings and celebrations.
- Staff coordination and participation by applicable staff (City Manager’s Office, City
Clerk’s Office, and various departments with topic expertise) in relationship building, as
well as development and production of discussion topics before, during, and after
delegation visits.
- Communications efforts to coordinate with Friendship Cities and Neighbors Abroad
representatives to publicize events and other milestones.
- Staff resources to coordinate Councilmember-related efforts for the Friendship City,
including developing any formal letters, commendations, or gifts needed related to the
Friendship City and associated logistics.
- Providing financial and staff support for City financial resources provided to Neighbors
Abroad for reception hosting for visiting delegations.
Item AA1
Item AA1 Colleagues
Memo
Item AA1: Staff Report Pg. 2 Packet Pg. 909 of 911
The actual amount of time needed for the items above varies. Without dedicated staffing and
budget allocation for international relations work, these items are spread among existing staff.
Depending on the amount of time needed for these activities, existing staff must redirect time
away from other council priorities and assignments to accomplish these tasks. This includes the
staff and City Council time that may be needed to develop this program.
As noted above, Friendship City relationships are a first stage in connecting two cities together.
For the City of Palo Alto, most of the existing eight (8) Sister City and one (1) Sibling City
relationships started off as something informal either between Palo Alto neighbors and
colleagues in an international city, or as an early agreement to test a relationship before
formalizing. Without clarity as to what Friendship Cities should expect from Palo Alto over time,
and the anticipated guidance for expansion of Palo Alto’s program, the City should logically
expect situations where the Friendship Cities seek to become more formally connected to Palo
Alto as additional Sister Cities with the associated resource expectations.
Should the Council wish to proceed with growth in international relations activities reflected in
the establishment of this new program, staff recommends that the parameters guiding the
City’s involvement be set forth in writing through the Council’s Procedures and Protocols
Handbook. It would also be prudent to establish appropriate monitoring of international
relations activities through a budget line item for this purpose.
It should further be noted that the City of Palo Alto receives many inquiries and requests to
establish relationships with cities around the world. As such, while Palo Alto may intend only a
modest time and other resource allocation to these relationships, these communities often
place a high priority to the relationship, and this is reflected in the level of effort, attention, and
expense invested into the relationship. This dynamic creates situations where reciprocation is
expected and difficult to avoid.
ATTACHMENTS
Attachment A: Draft Agreement for the Establishment of a Friendship City
Item AA1
Item AA1 Colleagues
Memo
Item AA1: Staff Report Pg. 3 Packet Pg. 910 of 911
ATTACHMENT
AN AGREEMENT FOR THE ESTABLISHMENT OF
A FRIENDSHIP CITY RELATIONSHIP BETWEEN
[CITY NAME (COUNTRY)]
AND
PALO ALTO, CALIFORNIA (USA)
In accordance with authorization from the City Council of Palo Alto and the approval of the
Mayor of Palo Alto, California, and the [City Country], it is declared that a “Friendship City
Agreement” between the two cities is established for the following purposes:
(1) To promote and expand the mutually beneficial cooperation between the people of Palo
Alto and [City]
(2) To promote (more specific elements)
This Friendship City Agreement is effective when this document has been approved by the Palo
Alto City Council and duly executed by the Mayor of Palo Alto, and executed by the Mayor of
[xxx], and shall remain in effect for three years from the effective date. The Agreement may be
extended upon mutual agreement of the cities, approved in the same manner as the initial
Agreement.
______________
[name]
Mayor, City of Palo Alto
California, USA
_______________
[name}
Mayor, [City]
State, Country
Dated. ##
Item AA1
Attachment A - Draft
Agreement for the
Establishment of a
Friendship City
Item AA1: Staff Report Pg. 4 Packet Pg. 911 of 911