Item 4ECITY OF
SOUTHLAIN✓
MEMORANDUM
August 15, 2012
TO: Shana Yelverton, City Manager
FROM: Candice Edmondson, Asst. to the Director of Community Services
SUBJECT: Approve Southlake Sister City /Friendship City Policy
Action Requested: City Council approval of the proposed Southlake Sister
City /Friendship City Policy.
Background
Information: Southlake Sister Cities was established in 1991 with the goal
to promote global understanding, friendship and
communication through education and exchange
opportunities. The organization also acts as the official
liaison between the City of Southlake and its sister cities and
friendship cities. Currently, the City has three (3) foreign
partnerships with Tome City, Japan, El Fuerte, Mexico and
Suzhou, China.
Staff has been working with Southlake Sister Cities to
establish a policy that will formalize the process by which
the City of Southlake and Southlake Sister Cities work
together to consider new sister city and friendship city
relationships and maintain current relationships.
Approval of the Policy will result in an organized and
consistent administration of the City's sister city and
friendship city relationships and expansion of the program.
Financial
Considerations: None
Strategic Link: This policy is linked to the City's Strategy Map related to the
Focus Areas of partnerships and volunteerism, and meets
the Corporate Objectives to attract and keep top -tier
businesses to drive a dynamic and sustainable economic
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
Meeting Date — August 21, 2012
Page 2 of 2
environment; and promote opportunities for partnerships and
volunteer involvement.
Citizen Input/
Board Review: City Council consideration August 21, 2012
Legal Review: The City Attorney will review prior to the City Council's
adoption of the Policy.
Alternatives: Alternatives include:
• City Council approval of Policy
• City Council approval of Policy with modifications
• City Council decision not to approve Policy
Supporting
Documents:
• Copy of proposed Southlake Sister City /Friendship
City Policy
Staff
Recommendation: City Council approval of proposed Southlake Sister
City /Friendship City Policy
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
City of Southlake
Policies and Procedures
Policy: Southlake Sister City /Friendship City Policy
Source: City Council
Category: Community Services Department
Statement of Purpose
The Southlake Sister Cities program is dedicated to fostering global understanding,
friendship and communication through education and exchanges. Per an agreement
with the City of Southlake, Southlake Sister Cities (SSC), a 501(c)3 organization, acts as
the official liaison for Southlake's sister cities and friendship cities. As such, SSC may at
times propose new sister city and friendship city relationships between the City of
Southlake and other foreign cities.
The purpose of this policy is to provide a process by which the City of Southlake and
Southlake Sister Cities will work together to consider new sister city and friendship city
relationships and maintain current relationships.
A. Strategic Alignment — This policy is linked to the City's Strategy Map related to the
Focus Area of Partnerships and Volunteerism, and meets the Corporate Objectives
to Attract and Keep Top -Tier Businesses to Drive a Dynamic and Sustainable
Economic Environment and to Promote Opportunities for Partnerships and Volunteer
Involvement.
Establishing New Sister City and Friendship City Relationships
A. If the City of Southlake wants to seek opportunities for new sister city or friendship
city relationships, then Southlake Sister Cities will identify regions or countries that
would present the best exchange program with Southlake. Other community
members may also suggest regions or countries for exchange programs, and should
submit their suggestions to Southlake Sister Cities to be included in the formal
review process.
B. Southlake Sister Cities will submit a formal proposal for each region or country to the
Assistant to the Director of Community Services for City Council consideration.
C. The proposal should include:
A brief narrative describing the foreign country and why it would make a
strong sister city /friendship city relationship with Southlake.
2. A detailed plan for developing the sister city /friendship city relationship. The
plan should include at least one area of exchange (i.e. educational, cultural,
business, etc.).
3. Identify potential sources of funding and fundraising plans to help support the
new sister city /friendship city relationship.
D. Upon City Council approval, Southlake Sister Cities will engage each region or
country and identify potential sister cities /friendship cities. Criteria to consider
include the city's size, culture, economic status, common characteristics and
capability to have a successful sister city /friendship city relationship.
Sister City /Friendship City Relationship Policy
Page 2 of 3
E. Southlake Sister Cities will choose 1 -2 potential sister city /friendship city candidates
and make a recommendation to the City Council based on their knowledge of the
city(s).
F. Upon City Council approval, Southlake Sister Cities will initiate a plan of visitation to
each potential sister city /friendship city. Delegates on the trip may include Southlake
Sister Cities' officers, City Council members, city staff and /or other community
members.
G. Southlake Sister Cities will select the city it believes will have the most successful
sister city /friendship city relationship with Southlake and present the official sister city
or friendship city agreement to the City Council for approval.
H. The official sister city or friendship city agreement will then be presented to the
foreign city for approval.
Once the sister city or friendship city agreement has been signed by all parties,
Southlake Sister Cities will officially inform Sister Cities International of the new
relationship.
III. Dissolving a Sister City or Friendship City Relationship
Sister city and friendship city relationships are long -term commitments between two
communities. However, unforeseen circumstances may cause one or both cities to
place the sister city /friendship city relationship on hold or dissolve it all together. The
following actions should be taken if changing the status of a current sister city /friendship
city relationship.
A. If there has been little communication between the two cities, but there are members
of the Southlake community who wish to keep the relationship active then,
1. A letter from the Mayor of Southlake and President of Southlake Sister Cities
should be sent to the Mayor of the sister city /friendship city expressing a
desire to continue with the relationship. If the foreign city agrees, then steps
should be taken to build the relationship.
2. If the foreign city does not respond, or responds that they do not wish to
continue activity at this time, then the Mayor of Southlake should inform
Sister Cities International of the situation in writing. The City of Southlake
and the sister city /friendship city will need to decide if they wish to dissolve
the relationship or place it on hold, i.e. "emeritus status." Placing a
relationship in emeritus status shows that the two cities are still sister
cities /friendship cities, but are currently inactive.
3. If a relationship is placed in emeritus status, then a letter of agreement should
be sent by the Mayor of Southlake to the Mayor of the sister city /friendship
city. A letter from the Mayor of Southlake should also be sent to Sister Cities
International informing them of the change in relationship status.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Sister City /Friendship City Relationship Policy
Page 3 of 3
B. If there is no interest from the Southlake community or the foreign city to continue the
relationship, then the relationship should be dissolved. A letter from the Mayor of
Southlake should be sent to the Mayor of the sister city /foreign city dissolving the
relationship. A letter from the Mayor of Southlake should also be sent to Sister Cities
International informing them of the change in relationship status.
Approval Date: I I Approved bv: I City Council
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork