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HomeMy WebLinkAbout030-2018RESOLUTION NO. 30-2018 AMENDING THE FRIENDSHIP CITY POLICY WHEREAS, the Town's Friendship City Policy allows the Town of Danville to develop partnerships between municipalities, on a less formal basis than through an official Sister City relationship organized through the guidelines of Sister Cities International; and WHEREAS, the current Friendship City Policy includes an Attribute Match criteria which asks "Does the community have similarities to Danville's size, population, cultural and economic issues, vision, mission, or goals?"; and WHEREAS, the Danville Town Council no longer considers a community's size and population as significant Attribute Match factors as criteria; now, therefore, be it RESOLVED, that the Danville Town Council hereby amends the Friendship City Policy, attached as an Exhibit. APPROVED by the Danville Town Council at a regular meeting on March 20, 2018 by the following vote: AYES: NOES: ABSTAINED: ABSENT: Arnerich, Blackwell, Morgan, Stepper, Storer None None None APPROVED AS TO FORM: qa CITY ATTORNEY ATTEST: i CITY CLEI& FRIENDSHIP CITY POLICY Purpose and Scope The Friendship Cities Policy allows for the Town of Danville to develop partnerships between municipalities, on a less formal basis than through an official Sister City relationship organized through the guidelines of Sister Cities International. A Friendship City partnership between the Town of Danville and other domestic or international municipalities are intended to be mutually beneficial, create an atmosphere of goodwill, and initiate information exchanges between communities. Friendship City partnerships may include the exchange of correspondence between mayors, councilmembers, and other community leaders regarding areas of mutual interest. City officials, relevant city staff and interested community members may periodically keep in contact for the convenience of discussing topics of mutual interest. A Danville -based organization or the Town Council shall support the coordination of activities and programs for each approved Friendship City. Criteria The criteria for considering a Friendship City partnership is based on, but not limited to, the following: 1. Attribute Match: Does the community have similarities to Danville's cultural and economic issues, vision, mission, or goals? 2. Connection Match: Does the community have existing connections or ties with the community's heritage or culture? Has the proposed Friendship City expressed an initial interest in a partnership with Danville? 3. Resource Availability: Is there sufficient volunteer support among the Danville -based sponsoring organization or the Town Council to coordinate the activities and engagements needed to maintain a sustainable partnership with the proposed Friendship City? 4. Ethical Match: Does the community strive to, and have a history of, being a stable and ethical local government? EXHIBIT Town of Danville Friendship City Policy Page 2 Procedures 1. Requests for the Friendship City Program shall be submitted to the Town by a sponsor: a Danville -based organization or a member of the Town Council. Program requests from a Danville -based organization shall include a letter requesting the Town's participation in a Friendship City Program with detailed information on how the partnership would meet the four criteria listed above. The letter should clearly describe how the organization will manage, support, coordinate, and sustain the Friendship City partnership. 2. The Town Manager's Office will review requests and, if it meets the Town's criteria, forward it to the Town Council for discussion at a Study Session. 3. Proposed Friendship City agreements must be approved by the Town Council by resolution prior to enactment. 4. Following approval, the Town Manager's Office shall prepare a proclamation from the Town Council to the Friendship City. 5. The Town Council will designate a liaison to each Friendship City with appointments made at the time of enactment and reviewed annually by the Town Council in December with the Town Council liaison assignments. 6. On an annual basis, an Annual Report, not to exceed two pages, shall be prepared by the sponsor describing the programs and activities related to the Friendship City program that occurred during the prior calendar year. 7. All agreements shall include a termination clause allowing either party to terminate the agreement at any time. The Town must terminate agreements by Town Council action. Responsibilities Sponsors of a Friendship City shall be responsible for: 1. Coordinating all program -related activities related to the Friendship City partnership; and Town of Danville Friendship City Policy Page 3 2. Submitting an Annual Report (as described above) to the Town of Danville on the prior year's activities. The Town of Danville shall be responsible for: 1. Executing the formal Friendship City agreement by Town resolution; 2. Preparing a Proclamation from the Town Council to the Friendship City; 3. Participating in activities such as cultural exchanges, information exchanges and ceremonies; 4. Maintaining a list of existing Friendship City agreements and Annual Reports; and 5. Terminating agreements when deemed necessary. Restriction on Use of Town Funds Town funds shall not be used for travel, lodging, or meals related to any Friendship City partnership. Costs for travel, lodging, or meals shall be borne by the sponsoring organization, participating community members, mayor, councilmembers, or staff, on a volunteer basis. Policy adopted by the Danville Town Council on November 8, 2017. Policy amended by the Danville Town Council on March 20, 2018.