STUDY SESSION
Item No. 9B.
City Council Agenda Report
DISCUSS AND PROVIDE DIRECTION REGARDING THE SISTER CITY PROGRAM GUIDELINES
PREPARED BY PRESENTED BY
Eddie Fenton, Assistant City Manager/Director of
Human Resources
Eddie Fenton, Assistant City Manager/Director of
Human Resources
DEPARTMENT HEAD APPROVAL CITY MANAGER APPROVAL
Eddie Fenton, Assistant City Manager/HR Director Aaron France, City Manager
DISCUSSION
BACKGROUND
Sister City and Friendship relationships between communities can foster a range of cultural, educational, recreational, and economic benefits and opportunities. Formal guidelines provide direction for the management and administration of Sister City relationships through liaison, reporting, and agreements with the Sister City.
Sister City programs originated in 1956 through an initiative of President Dwight D. Eisenhower. It was his intent to involve people and organize groups at all levels of our society in personal citizen diplomacy with the hope that personal relationships, fostered through sister city, county and state affiliations, would lessen the chance of future world conflicts.
The City of Buena Park currently has an active Sister City relationship with Seongbuk-gu, South Korea, which was formally established in 2017. The City also has a Friendship City relationship with Ansan City, South Korea, which was formally established in 2024. Recently, there has been a continued interest from the City Council to possibly expand the Sister City program to include additional cities. During the July 8, 2025, City Council Meeting, recognizing that the City Council has not implemented a policy related to the Sister City program, the City Council formed an Ad Hoc committee consisting of two Council Members to review the program guidelines to provide relevant information to approve a formal policy. The City Council also agreed to consider increasing the annual budget appropriation amount from $30,000 to $50,000.
The City Council may, through application of the criteria and procedures in a policy, receive, review, and decline or approve proposals for the establishment of new Sister City relationships. The proposed policy recognizes the current Sister City relationship with Seongbuk-Gu and Friendship City relationship with Ansan City, provides for continuing support of their activities, and specifies how the new policy will be applied.
Purpose
The purpose of this policy is to establish guidelines on how Sister and Friendship relationships may be established and maintained. This policy also creates procedures for processing authorization to travel and reimbursement of expenses incurred by this program. Each relationship should be intentionally established by two or more local governments through a formal agreement or memorandum of understanding approved by the City Council.
Policy Statement
The City of Buena Park will consider the establishment of Sister City relationships, which may be broad-based, officially approved, and long-term partnerships, with other municipalities that are sustainable, transparent, and have potential benefits to the City and the broader community through cultural, educational, recreational, and economic activities and opportunities.
The City will also consider the establishment of Friendship City relationships, which may be short-term, less formal, or more focused relationships to advance a singular agenda or specific purpose. Friendship Cities may also be formed to “test the waters” before long-term Sister City relationships are established.
Procedure
Principles of the Program.
The “Sister City” model is based on community-to-community relationships. These relationships should be built on the following principles:
Similarity – there are identifiable similarities or mutual interest between the City of Buena Park and the proposed Sister or Friendship City
Exchange – there is potential for cultural, educational, recreational, and/or economic exchange Reciprocity – As a Sister City there are reciprocal benefits and opportunities for both parties to develop relationships through cultural, educational, recreational, and economic activities Strategic Benefit – the short-term and long-term benefits of the relationship outweigh the public costs of entering into or maintaining the relationship
Stability – the country in which the Sister City is situated is not a foreign adversary and has a stable political climate as determined by the US Department of State. For travel advisories, visit:
https://travelmaps.state.gov/TSGMap/
Financial Support for the Program.
The City may provide support from its annual operating budget for two interactions per year in a proposed amount of $50,000 for:
Promotion and all travel in connection of the Sister City relationship(s); Airfare to/from South Korea for City delegation (All other travel expenses are paid by the host City); Meeting the City’s obligations for hosting and gifting delegations; or Special projects that advance the intent of the program.
Participation in the Program.
The City Council shall select from its members those persons who shall be authorized to perform Sister City Travel.
In no event shall more than two Council Members be authorized to perform Sister City Travel at one time.
In addition, the City Manager shall select a maximum 2-3 City staff; up to 12 high school students; and two adult chaperones (male/female) to perform Sister City Travel.
The City will:
Provide a City-owned van with driver for tours and travel to/from hotel/airport or reimburse these expenses; Host a dinner for visiting Sister City officials;
Participate in a gift exchange; and
Meet visiting delegations.
These guidelines provide greater clarity for the City and simplify the process for receiving visiting delegations from Sister Cities. However, some policy questions require further City Council discussion and direction.
BUDGET IMPACT
Increasing the budget from $30,000 to $50,000 for the Sister City program is consistent with the proposed guidelines and will require an appropriation from City Council in a separate action at a future meeting. Funding would come from the General Fund. Expenses are on a reimbursement basis and may fluctuate on a year-to-year basis dependent upon the number and length of Sister City delegations visiting Buena Park.
Policy Questions for the City Council (with Ad Hoc Committee Recommendations in Blue) Policy Questions for Consideration: Governance & Decision-Making • Does the City Council wish to explore additional Sister City or Friendship City relationships from International Cities?
Ad Hoc Committee Recommendation: Yes
• Does the City Council wish to explore Sister or Friendship City relationships from United States Cities? Ad Hoc Committee Recommendation: To Be Discussed
• Does the City Council wish to require delegates from other Cities to include elected officials? Ad Hoc Committee Recommendation: Not required, but recommended • Will the program be funded through the City budget, school district, or other sources? Ad Hoc Committee Recommendation: City budget only. Although outside private or School District funding would be accepted.
• Should the Sister City Foundation be expected to budget and fund portions of the trip, which includes airfare for three (3) Board Members?
Ad Hoc Committee Recommendation: To Be Discussed
• Time of year – Does the City Council wish to continue with March and October dates to accommodate Buena Park High School's Spring Break?
Ad Hoc Committee Recommendation: To Be Discussed. Consider other times of the year outside of Spring Break (i.e. April/May/September).
Policy Questions for Consideration: School Board & Student Involvement • Does the City Council wish to expand the student exchange program beyond Buena Park High School? Ad Hoc Committee Recommendation: Yes
• Should the City be involved in student selection? Ad Hoc Committee Recommendation: Yes
• How will the program ensure inclusion across student ethnic, educational, economic, and age groups? Ad Hoc Committee Recommendation: To Be Discussed. Consider City Council defined criteria to ensure equitable access for students.
• Are students required to be Buena Park residents? Ad Hoc Committee Recommendation: To Be Discussed. Consider requiring 50% or more students be Buena Park residents
Policy Questions for Consideration: Budget & Financial
• Does the City Council wish to continue the same frequency of interactions (2x/year)? Ad Hoc Committee Recommendation: Yes, only two interactions per fiscal year • Does the City Council wish to cap the number of staff, students, and chaperones? (i.e. 15-19 delegates) Ad Hoc Committee Recommendation: Yes. Maximum two Council Members; 2-3 City Staff; up to 12 students; 2 adult chaperones (male/female)
• Does the City Council wish to allocate more than $50,000 annually for the program? Ad Hoc Committee Recommendation: No. (City Council must formally approve $50,000) • Spending Guidelines: What types of expenses are allowed for reimbursement? Ad Hoc Committee Recommendation: Consistent with the City's current Travel Policy. Travel, entertainment, dinner receptions, gifts, etc. are approved. No alcoholic beverages. Detailed expense reports are required.
Policy Questions for Consideration: Legal & Risk Management • What liabilities exist for travel and official exchanges? Legal/Risk Management: The most foreseeable liability risk to the City is of personal injury or death to program participants, or property damage, theft, or loss. The City may retain protections of governmental immunity but likely has a duty of care and supervision for students and staff that participate.
Similar to a school field trip from a liability and risk perspective, permission slips and medical disclosure forms should be used to both advise and provide a complete waiver and release of risks and liabilities; but the City should not assume those forms provide complete immunity for injuries or harm that may occur. The City and associated school district(s) should consider entering into an agreement allocating risks and liabilities for their respective participants. • Should the City require insurance or indemnification (waiver) agreements? (i.e. Students, Parents, and/or School District)
Ad Hoc Committee Recommendation: Yes. Students, Parents, and each school district. • Should a student be able to travel unsupervised during their free time? (i.e. family visits) Ad Hoc Committee Recommendation: No
• Who is responsible if a student gets sick or requires hospitalization during the trip? Legal/Risk Management: The City would be responsible for ensuing students receive or have access to emergency or other necessary medical treatments, but the cost of those services would be borne by the student’s parents / insurance.
Ad Hoc Committee Recommendation: Proof of Health Insurance is required. City paid Traveler’s Insurance for participants.
• Should a school administrator (i.e. Principal or Vice Principal) be required to chaperone? Legal/Risk Management: Absent an agreement with the school district, the simple participation of a district administrative employee would likely do little to reduce the City’s legal risks; and the City would likely be “responsible” for that district employee as with other participants.
Ad Hoc Committee Recommendation: Yes – School Administrator chaperones are required.
Staff is seeking City Council direction and discussion on the proposed Sister City Program guidelines and governance. Once direction is received, staff will bring back this item for City Council approval and budget appropriation at a future meeting.
January 13, 2026
STUDY SESSION
Item No. 9C.
City Council Agenda Report
DISCUSS AND PROVIDE DIRECTION REGARDING CITY COUNCIL APPOINTMENTS TO EXTERNALAGENCY BOARDS AND COMMITTEES
PREPARED BY PRESENTED BY
Adria Vicuna, Director of Government and Community
Relations/City Clerk
Adria Vicuna, Director of Government and Community
Relations/City Clerk
DEPARTMENT HEAD APPROVAL CITY MANAGER APPROVAL
Adria M. Vicuna, Director of Government & Community
Relations/City Clerk Aaron France, City Manager
DISCUSSION
In January of each year, the City Council reviews the list of external agency boards and committees (Attachment 1) and assigns one representative and one alternate representative from the City Council in accordance with City Council Protocol 5.5 (Attachment 2).
The City received a letter from Orange County Fire Authority requesting that the City Council retain the current representative to ensure continuity within their agency. (Attachment 3).
Agencies include (in no particular order):
Orange County Power Authority
Santa Ana River Flood Protection Agency
Orange County Fire Authority
Orange County Sanitation District
Orange County Mosquito and Vector Control District (two-year term) Bridges at Kraemer Place Community Advisory Board
Per the by-laws of the the Orange County Housing Finance Trust Board, the Mayor of each participating City is the automatic board representative.
The City Clerk is requesting the City Council make the necessary appointments.
Attachments
External Agencies Council Assignments.pdf
Protocol 5.5 - Appointments to Outside Committees.pdf
2025-26 OCFA Board Continuity Request.pdf
2026 City Council Inter-Government Committees, Commission, Committee Liaison Assignments, and Ad Hoc Committees BOARD
APPOINTEE/
ALTERNATE TERM FREQ MEETS STIPEND LOCATION
Orange County Fire Authority 1 yr. 1 per mo. 4th Thursday $100 1 Fire Authority Road, Irvine, CA 92602 Orange County Power Authority 1 yr. 1 per mo. 2nd Tuesday $315 15310 Barranca Parkway, Suite 250, Irvine, 92618 Orange County Sanitation District 1 yr. 1 per mo. 4th Wednesday $330.75 OCSD Office: 10844 Ellis Avenue, Fountain Valley, CA 92708; PH: (714) 593-7433
Santa Ana River Flood Protection Agency (SARFPA) 1 yr. 1 per mo. 4th Thursday N/A 601 N. Ross Street, Santa Ana, CA 90701 OC Mosquito and Vector Control District (OCMVCD) 2 yrs. 1 per mo. 3rd Thursday $100 13003 Garden Grove Blvd., Garden Grove, CA 92843 Bridges at Kraemer Place Community Advisory Board 1 yr. 1 mtg.
quarterly
4th Wednesday of
every quarter N/A TBD
Orange County Housing Finance Trust Board Mayor 1 yr.
1 mtg.
bimonthly3rd Wednesday of every other monthN/A
County of Orange Administration North – Multi-Purpose Room, 1st Floor - 400 W. Civic Center Drive, Santa Ana, Ca 92701
5 | P a g e
5.2 Commission & Committee Appointments
Pursuant to the Buena Park Municipal Code, commissioners are directly appointed by each district Council Member. (revised 6/13/23)
5.3 Contact with Commissions & Committees
Commission and committee members are encouraged to communicate with and provide updates to their district Council Members on items before the commission/committee.
(added 06/13/23)
5.4 Commission & Committee Attendance Report and Agenda Items The commission/committee staff liaison is responsible for maintaining a monthly attendance report. Attendance Reports, Agenda items, including presentations, should be uploaded to the City’s Dropbox for City Council’s information. File will be maintained in Dropbox for two years.
(added 06/13/23)
5.5 Appointments to Outside Committees
Council Members are requested to serve on various boards and committees for outside agencies. Annually, the Mayor shall review the list of current assignments and make recommendations for appointments. Any Council Member desiring to serve on a certain committee (or who desires not to be considered) should inform the Mayor. These appointments are subject to approval by the majority of Council, unless otherwise governed.
For other regional committees, each Council Member may seek appointment without the need for approval of Council. Those desiring to be nominated by the City’s voting delegate shall inform the delegate in advance. Staff is encouraged to seek the input and advice of those Council Members with subject matter expertise based on these outside committee assignments. (Rev. 1/26/16)
5.6 Appointments to Ad Hoc and Standing Committees
The Mayor shall make recommendations for appointments to ad hoc (temporary) or standing (continual) committees. These appointments are subject to the approval by the majority of Council. Council Members appointed to ad hoc committees are expected to evaluate a particular issue and report their findings, conclusions, or recommendations to the full body. Staff may be assigned by the City Manager to work directly with ad hoc committee members without the one- hour restriction of Section 7.4. (Added 1/26/16)
January 13, 2026
STUDY SESSION
Item No. 9D.
City Council Agenda Report
DISCUSS AND PROVIDE DIRECTION REGARDING CITY COUNCIL APPOINTMENTS AS LIAISONS TO CITYCOMMISSIONS AND APPOINTMENTS TO CITY COUNCIL AD HOC COMMITTEES
PREPARED BY PRESENTED BY
Adria Vicuna, Director of Government and Community
Relations/City Clerk
Adria Vicuna, Director of Government and Community
Relations/City Clerk
DEPARTMENT HEAD APPROVAL CITY MANAGER APPROVAL
Adria M. Vicuna, Director of Government & Community
Relations/City Clerk Aaron France, City Manager
DISCUSSION
Per City Council Policy Statement No. 28 (Attachment 1), the City Council must assign one Council Member to each of the City's Commissions/Committees to serve as a liaison. The liaison's role is to:
Attend Commission meetings on a periodic basis (approximately one-third of the meetings). Attendance is primarily for observation purposes with limited or no participation.
Assist in keeping the City Council fully informed of commission/committee activities.
Ensure that the activities of the commission/committee align with the City Council's goals and objectives.
Confer with the City Council if questions arise as to duties, responsibility, functionality, or authority.
Participate in the application and appointment process for new commission/committee appointments or renewals.
The process for assigning liaisons is as follows:
Liaisons shall serve for a one-year period.
Liaisons are selected by randomized drawing prepared by the City Clerk. Each individual Council Member will select one name of a City commission/committee that has been placed on a piece of paper, folded, and placed in a container.
Council Members unable to serve as a liaison for their selected commission/committee may switch with another Council Member, if both parties agree and are willing.
In addition, the City currently has seven active City Council Ad Hoc Committees. Each committee is made up of two City Council members (less than a quorum) and is formed to work with staff on specific topics. These committees report back to the full City Council either to provide information or to receive direction.
With the recent adoption of SB 707, which expands audio and visual public participation requirements beginning July 1, 2026, ad hoc committees will serve as the designated representatives of the City at future meetings. These appointed Council Members will attend meetings on behalf of the full City Council and will report their findings and recommendations at the next City Council meeting.
For example, the City Council has a meeting tentatively scheduled with the school district for February. If that meeting were to take place after July 1, 2026, the meeting would be attended by the Education Committee Ad Hoc members only, rather than the full City Council. Then, after the meeting, the Ad Hoc Committee would report back at the next City Council meeting.
It would be appropriate for the City Council to appoint two members to serve on the following ad hoc committees:
Deferred Compensation Advisory
Local Hiring Program
The Myrna Holmquist Communications Scholarship Review
Education Committee
DEI Consultant Review Committee
Fireworks Survey Review
Sister City Program
The City Clerk is requesting the City Council make the necessary appointments.
Attachments
Policy No 28 Commission Liaisons.pdf
Ad Hoc Council Assignments.pdf
Commission-Committee Council Liaison Assignments.pdf
No: 28
Date of Council Meeting Approval: 07/09/19
CITY COUNCIL POLICY STATEMENT
RESPONSIBLE DEPARTMENT: CITY COUNCIL
CONTACT PERSON CITY CLERK
SUBJECT: CITY COUNCIL LIAISONS TO CITY
COMMISSIONS/COMMITTEES
It is the desire of the City Council to assign one Council Member to each City commission/committee to serve as the liaison.
The role of the liaison is to:
Attend commission/committee meetings on a periodic basis (approximately one-third of the meetings). Attendance would be primarily for observation purposes with limited or no participation.
Assist in keeping the City Council fully informed of commission/committee activities. Ensure that the activities of the commission/committee align with the City Council’s goals and objectives.
Confer with the City Council if questions arise as to duty, responsibility, functionality, or authority.
Participate in the application and appointment process for new commission/committee appointments and renewals.
The process for assigning liaisons is as follows:
Liaisons shall serve for a one-year period.
Liaisons are selected by randomized drawing prepared by the City Clerk. Each individual Council Member will select one name of a City commission/committee that has been placed on a piece of paper, folded, and placed in a container. Council Members unable to serve as the Liaison for their selected commission/committee may switch with another Council Member, if both parties agree and are willing.
2026 City Council Inter-Government Committees, Commission, Committee Liaison Assignments, and Ad Hoc Committees BOARD
APPOINTEE/
ALTERNATE TERM FREQ MEETS STIPEND LOCATION
CITY COUNCIL AD HOC COMMITTEES
Deferred Compensation Advisory 1 yr. TBD
Meets as
necessary N/A
Education Committee 1 yr. TBD
Meets as
necessary N/A
DEI Consultant Review Committee 1 yr. TBD
Meets as
necessary N/A
Myrna Holmquist Communications Scholarship Review 1 yr. TBD Meets as
necessary N/A
Sister City Program 6 mos. TBD
Meets as
necessary N/A
Fireworks Survey Review 6 mos. TBD
Meets as
necessary N/A
2026 City Council Inter-Government Committees, Commission, Committee Liaison Assignments, and Ad Hoc Committees BOARD
APPOINTEE/
ALTERNATE TERM FREQ MEETS STIPEND LOCATION
COMMISSION LIAISONS
(PURSUANT TO CITY COUNCIL POLICY NO. 28)
Climate Action Commission 1 yr. 1/month 1st Tuesday Council Chamber at 6:00 p.m.
Community Development Block Grant 1 yr. Jan, Feb 1 meeting Council Chamber at 6:00 p.m.
Community Services 1 yr. 1/month 3rd Thursday Council Chamber at 6:00 p.m.
Cultural Engagement 1 yr. 1/month 3rd Wednesday Council Chamber at 6:00 p.m.
Disaster Council 1 yr. As Needed As Needed
Navigation Center Oversight Commission 1 yr. 1/month
3rd Wednesday;
quarterly Council Chamber at 10:00 a.m.
Planning 1 yr. 2/month
2nd & 4th
Wednesday Council Chamber at 6:30 p.m.
Traffic and Transportation 1 yr.
Feb, May,
Aug, Nov1st Thursday Council Chamber at 6:30 p.m.