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HomeMy WebLinkAbout081021-03.2 STUDY STUDY SESSION MEMORANDUM 3.2 TO: Mayor and Town Council August 10, 2021 SUBJECT: Discussion of Danville, Kentucky as a potential Friendship City BACKGROUND AND DISCUSSION In November 2017, the Town Council adopted a Friendship City Policy (see Attachment). As stated in the introduction to the Policy, the purpose of a Friendship City relationship is to promote relationships with other cities that will be “mutually beneficial, create an atmosphere of goodwill, and initiate information exchanges between communities.” The Policy contains four criteria to be considered in determining whether to work with another city and the procedures for doing so. At the Town Council’s Study Session of July 13, 2021, the Council agreed to begin a discussion regarding a potential Friendship City arrangement with Danville, Kentucky. Mayor Morgan has had contacts with representatives from Danville. RECOMMENDATION Provide direction to Town staff regarding any additional information desired about Danville, Kentucky and the possibility of a Friendship City relationship. Prepared by: Robert B. Ewing City Attorney Attachment: Friendship City Policy RESOLUTION NO. 91-2017 ADOPTING THE FRIENDSHIP CITY POLICY WHEREAS, Friendship Cities allow 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; and WHEREAS, Friendship City partnerships 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; and WHEREAS, Friendship City partnerships may include the exchange of correspondence between mayors, councilmembers, and other community leaders regarding areas of mutual interest; and WHEREAS, Friendship City partnerships can be successful with the support of Danville - based organizations or the Town Council who shall support the coordination of activities and programs for each approved Friendship City; now, therefore, be it RESOLVED, that the Danville Town Council hereby adopts the Friendship City Policy, attached as an Exhibit. APPROVED by the Danville Town Council at a regular meeting on November 8, 2017 by the following vote: AYES: Arnerich, Blackwell, NOES: None ABSTAINED: None ABSENT: Nor e AP OVED AS TO FORM: CITY ATTORNEY CITY CLE 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 size, population, 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? 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 I ppointments 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 2. Submitting an Annual Report (as described above) to the Town of Danville on the prior year's activities. Town of Danville Friendship City Policy Page 3 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.