City Commission Policy 142 - International and Sister City Relationships
DEPARTMENT: Office of the Mayor
DATE ADOPTED: August 18, 1999
DATE OF LAST REVISION: March 14, 2001
142.01 STATEMENT OF POLICY: To establish formal guidelines for the selection and recognition of sister city and other international relationships between the City of Tallahassee and International cities.
142.02 AUTHORITY: City Commission.
142.03 OBJECTIVE:
Tallahassee citizens have historically shown an interest in actively participating in the development of sister city and other international relationships, to provide for the mutual exchange of ideas and understanding between the cities. "Grass roots" citizen participation in the establishment, exchange and enhancements in these relationships is encouraged by the City Commission. Guidelines are provided for the city government's formal selection, adoption and recognition in such relationships to ensure quality, beneficial affiliations for Tallahassee's citizenry. The intent is to promote activities and exchanges that increase international trade, economic and community development and promote cultural and educational opportunities.
142.04 SCOPE OF APPLICABILITY: These guidelines shall apply when the City Commission is recognizing a sister city and any other international relationship.
142.05 DEFINITIONS:
For the purpose of this policy, the following terms shall be defined:
International Affairs Council: council established by the City Commission to oversee, and make recommendations on the Sister Cities program and other international programs and activities.
Sister City Committee: A "grass roots" citizens-established organization composed of at least fifteen (15) active and participating members dedicated to supporting the relationship between the City of Tallahassee and a single prospective sister city. Each committee shall define "active" to meet its individual committee's needs, which will be subject to approval by the City Commission. The City of Tallahassee may have more than one sister city.
Protocol Officer: An individual appointed by the Mayor to act as a liaison for the Sister Cities program, other international relationships and oversee matters of protocol.
Sister City Agreement: An agreement which encompasses all aspects of a relationship between the City of Tallahassee and a prospective Sister City, and is generally formalized through an agreement between mayors and recognized by Sister Cities International.
Twinning Agreements: Agreements signed between communities that express a desire to cooperate on specific issues. The agreement is not recognized by Sister Cities International.
142.06 RESPONSIBILITIES:
- The International Affairs Council:
The Mayor shall nominate for City Commission approval an International Affairs Council with representatives from the community at large, business, medical, educational, chamber of commerce, tourism industry, and city and county government; to review sister cities proposals and other potential international relationships and programs, and to assist "grass roots" efforts in forming sister city and other international relationships . The Council shall make its recommendations to the Protocol Officer. It is also the responsibility of the Protocol Officer to request on an annual basis a report from each Sister City Committee to be submitted to the Council. On an annual basis, the Council will provide a summarized report of the activities of the Council and Sister City Committee(s) to the City Commission.
- The Sister City Committee:
- A relationship will exist only after a "grass roots" citizens-established Sister City Committee has met established criteria, been recommended for selection, and has been formally recognized by the City Commission.
- The affiliate city proposed by the "grass roots" Tallahassee Sister City Committee must formally agree to promote activities and exchanges of mutual interest that increase international trade and economic development, and promote cultural and educational opportunities.
- The citizen-established Sister City Committee must meet the following objectives:
- A relationship will exist only after a "grass roots" citizens-established Sister City Committee has met established criteria, been recommended for selection, and has been formally recognized by the City Commission.
- The Committee shall be committed to making the relationship a success.
- The Committee membership should encourage broad community base, not derived exclusively from groups of citizens who share an ethnic heritage with the prospective city wherever possible.
- The Committee must submit evidence of intent to file for not-for-profit status and appropriate evidence about its board of directors membership. Upon approval by the City Commission, the committee must file for not-for-profit status within 30 days.
- The Committee, with assistance from the International Affairs Council and Protocol Officer, shall prepare a three (3) year strategic plan and twelve (12) month proposed budget, outlining the mission and/or goals it will pursue; the programs, services or products it will offer to accomplish this mission and/or goals; and how it will attract and utilize the resources needed - people, money, expertise, facilities, etc. - to accomplish this mission or goals. The plan shall be presented to the City Commission, after review by the International Affairs Council, for approval. Until a plan and budget are approved, no sister city relationship shall exist. The strategic plan may be amended by the Committee or International Affairs Council if approved by the City Commission.
- There must be an established counterpart committee or similar group in the prospective sister city, with which the Committee has corresponded and reached an affiliation.
- City of Tallahassee Protocol Officer:
- Formally incorporated Sister City Committee(s) seeking formal recognition by the City of Tallahassee must submit its request to the City's Protocol Officer.
- Upon the City Commission's adoption to formally recognize a sister city relationship, the Protocol Officer shall act as a liaison between that Sister City Committee, the International Affairs Council, the Mayor, City Commission and City Manager.
- The Protocol Officer is responsible for maintaining all Memorandum of Understandings between the City and Sister Cities International, Inc., as well as resolutions and proclamations dealing with each prospective sister city. The Protocol Officer will also be responsible for "other matters of protocol" in dealing with existing and prospective sister cities and any other international relationships.
- The Protocol Officer will receive all Sister City Committee annual reports and distribute them to the International Affairs Council.
142.07 PROCEDURES:
- Formally Recognized Relationships:
- The City Commission shall formally recognize international sister city relationships through the adoption of a resolution, after review and a recommendation on selection is made by the International Affairs Council.
- The Protocol Officer shall make recommendations through the City Manager to the City Commission on the selected sister cities for recognition, based on established criteria, to ensure relationships will be beneficial to our citizens.
- Funding, In Kind Services, and Other City Government Support:
- All funding to maintain and fulfill the activities of each Sister City Committee and relationship, other than those provided by the City in this policy, will be the responsibility of the citizens-established committee.
- The City of Tallahassee may provide in-kind services to Sister City Committee(s) for activities or events involving official city government participation, funding to support the Mayor or his/her designee's round-trip travel expense for one annual official delegation trip or as considered necessary by the City Commission.
- Any requests from a Sister City Committee for financial assistance from the City to support an established relationship, shall be made at least ninety (90) days before the initiation of the project. On a case by case basis, the City Commission, upon recommendation of the Council, may elect to waive this ninety (90) day requirement. The request shall be made by the Protocol Officer and approved by the City Manager in advance.
- In-kind services are to be provided through the respective department's operating budget at the direction of the City Manager. Each department shall maintain the funding for these relationships on an annual basis through budgeting needed funds as a part of its annual budget. The department shall maintain a record reflecting the costs and accounting it has expended in each sister city relationship.
142.08 EXCEPTIONS: None.
142.09 EFFECTIVE DATE: This policy guideline is to become effective immediately upon City Commission adoption.
142.10 RESPONSIBLE AGENCY: The International Affairs Council and Protocol Officer shall recommend amendments as required for the purpose of keeping this policy complete and up-to-date.
142.11 SUNSET REVIEW: This policy shall be repealed three (3) years after its adoption unless reauthorized by the City Commission.