CITY OF SAN MATEO
5 4
0 0
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 3 Section Name: {{section.name}} Account Number: 10-1511 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: March 17, 2025
SUBJECT:
Sister City Policy – Adoption
RECOMMENDATION:
Adopt a Resolution to approve the Sister City Policy to provide guidelines to ensure that Sister City relationships are both effective and financially independent from the City, while also outlining the responsibilities of the City and the San Mateo Sister City Association in support of these efforts.
BACKGROUND:
Since 1963, the City of San Mateo has taken great pride in its special connection to the City of Toyonaka, Japan and works in partnership with the San Mateo Sister City Association (SMSCA) to maintain this valuable international relationship.
While Toyonaka has been our most active Sister City, the City of San Mateo also has established Sister City relationships with Varde, Denmark, adopted by Resolution 120 (1969), San Pablo, Philippines, adopted by Resolution 92 (1973) and accepted by the City of San Pablo (Resolution 175). While the City remains supportive of this program, an administrative policy is necessary to define duties, responsibilities, and best practices to ensure Sister City relationships are managed sustainably, aligning with the City Council’s Fiscal Year 2024-25 priority to increase organizational capacity for the Toyonaka Sister City Program within the Parks & Recreation and Clerk Departments.
The policy sets procedures for initiating and responding to requests for Sister City affiliation, outlines the selection criteria, and provides procedures for termination of these relationships. Additionally, the policy requires the City Manager to appoint a City liaison and/or additional City employees to work with the SMSCA in an advisory capacity. Liaison staff may assist with the execution of formal Sister Cities activities as well as City Council-approved funds for authorized events, programs, gift exchanges, and travel.
The Policy specifies that SMSCA operates independently of the City and is expected to be primarily responsible for the following: program activities, reporting and compliance, coordination with City liaisons, managing SMSCA meetings, and maintaining the organization’s 501(c)(3) status. SMSCA is also responsible for goodwill exchanges and ambassador programs and shall arrange the participation, selection, and operations of these activities. City staff support may include outreach and promotion of these events.
Any necessary funding for Council participation in international visits shall be approved by the City Council. Council Members may use their approved budget for travel expenses related to official visits. Typically, the Mayor receives and extends invitations for international visits and serves as the City’s delegate. Any funding required for additional Council Member participation must receive City Council approval. Funds may also include travel expenses for City employees who have an established role in official visits.
Modest funds may also be used for gifts and memorabilia. Gifts received by Council Members and staff are subject to Fair
CITY OF SAN MATEO
5 4
0 0
Political Practices Commission (FPPC) and Government Code reporting requirements must be filed in accordance with the law.
Sister City relationships are a time-honored civic tradition that many cities across the United States maintain and support.
Participation in these programs allow residents, employees and elected officials to build cultural, educational, economic, and social connections with people across the globe.
BUDGET IMPACT:
There is no budget impact associated with this administrative policy adoption; however, the City has committed to an annual budget allocation of $15,000 in support of the San Mateo Sister City Association. The administrative costs associated with implementing the policy will be included as part of the department's ongoing budgetary needs in future budget requests.
ENVIRONMENTAL DETERMINATION:
This policy is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7042
Erin Fellers, Management Analyst I
[email protected]
(650) 522-7066