CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING A SISTER CITY POLICY ESTABLISHING
SISTER CITY SELECTION AND MANAGEMENT PROCEDURES
WHEREAS, a Sister City relationship is an official partnership established between the City and a city in another country to foster long-term civic and people-to-people connections; and WHEREAS, this relationship promotes the exchange of cultural, educational, economic, and social information with international communities that share interests and characteristics similar to those of San Mateo; and
WHEREAS, the City of San Mateo has three established Sister City relationships:
i. Toyonaka, Japan
The City of San Mateo and Toyonaka, Japan became officially affiliated in September of 1963 ii. Varde, Denmark
Adopted by Resolution 120 (1969) – selected by the San Mateo Sister City Association iii. San Pablo, Philippines
Adopted by Resolution 92 (1973) – selected by the San Mateo Sister City Association and accepted by the City of San Pablo (Resolution 175)
WHEREAS, the proposed Sister City policy will establish procedures, define duties, responsibilities, and best practices for selecting and managing Sister City programs and activities.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. 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.)
2. The Sister City Policy attached as Exhibit A to this resolution is approved, and the City Manager is authorized to make non-substantive changes.
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2 Exhibit A
Title: Sister City Policy
Policy #:
Sponsored by: City Clerk’s Office
Approved by: City Council
Date: Issued: __/__/____ Amended: __/__/____
Purpose
It is the policy of the City of San Mateo (“City”) to foster communication and understanding among people of different nations and cultures through Sister City relationships. These relationships provide opportunities to build sustainable partnerships that promote mutual cultural exchange. This policy provides 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.
Policy
1. Formal affiliations between the City and other municipal governments require official recognition by the City Council.
2. The City recognizes the San Mateo Sister City Association (SMSCA) as a volunteer-led organization responsible for overseeing the development and management of established Sister City relationships. SMSCA operates independently of City operations and is not reliant on City funding for its activities. In alignment with this policy, the SMSCA is entrusted with the ongoing coordination and implementation of Sister City-related initiatives, including the fulfillment of duties, as outlined within this policy.
3. The City will assist SMSCA operations through limited staff support, facility use, administrative assistance, and other varied support needs as detailed within this policy.
Scope
This policy shall apply to the City Clerk and Park and Recreation Departments. If there is a conflict between the requirements of this policy or the procedures implementing the policy and the department’s policy, the more restrictive shall apply, unless compliance with the more restrictive requirement conflicts with state law. Volunteers of SMSCA are not subject to this policy; however, the SMSCA is expected to fulfill the responsibilities outlined within this document to ensure alignment with the City’s objectives for Sister City relationships.
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2 Definitions
1. Sister City: A Sister City relationship is an official partnership established between the City and a city in another country to foster long-term civic and people-to-people connections. This relationship promotes the exchange of cultural, educational, economic, and social information with international communities that share interests and characteristics similar to those of San Mateo.
Established Sister City Relationships1:
iv. Toyonaka, Japan
The City of San Mateo and Toyonaka, Japan became officially affiliated in September of 1963
v. Varde, Denmark
Adopted by Resolution 120 (1969) – selected by the San Mateo Sister City Association vi. San Pablo, Philippines
Adopted by Resolution 92 (1973) – selected by the San Mateo Sister City Association and accepted by the City of San Pablo (Resolution 175)
2. City Liaison: The City Manager is directed by the City Council to appoint an official City Liaison to work with the Sister City Association in an advisory capacity to ensure that the necessary communication for successful cultural exchanges is present.
Responsibility
1. City Manager:
Appoint an official City Liaison to work with SMSCA in an advisory capacity to ensure that communication between City officials, SMSCA members, and officially recognized Sister City municipalities.
a. Additional City staff support may be provided at the discretion of the City Manager.
2. City Liaison:
The City Manager appointed staff Liaison (generally the City Clerk or other authorized representative) is responsible for:
a. Receiving and coordinating responses to letters and invitations from official dignitaries representing San Mateo’s Sister Cities.
1 As of the adoption of this policy, the City has three established Council recognized sister city relationships.
Modifications to add or remove sister city relationships will require Council action to amend this policy.
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2 b. Facilitating City Council participation in official Sister City events, including coordinating formal gift exchanges in accordance with City Council authorization. c. Overseeing City Council-approved funds allocated for Sister City-related events and programs.
d. Assisting in the organization and execution of official Sister City activities. e. Serving as the Primary City Contact for the San Mateo Sister City Association (SMSCA) i. Coordination of limited no-cost access to City facilities for Sister City events. ii. Allowing the use of City postage, fax, copying, and printing equipment for events in which the City is involved.
iii. Offering no-cost meeting room space for SMSCA and related community organizations.
iv. Supplying modest and reasonable City-branded promotional gifts for community events and visiting dignitaries from Sister Cities. v. Use of social media and electronic news distribution for the purposes of promotion of authorized sister city events.
3. San Mateo Sister City Association (SMSCA):
a. The SMSCA is expected to be responsible for the oversight, development, and management of established Sister City relationships, including:
i. Program Activities:
1. A. Independently identify, manage, and implement activities related to Sister City programs.
ii. Reporting and Compliance:
A. Prepare an annual report detailing SMSCA activities and timelines for the upcoming year.
B. Maintain compliance with adopted by-laws and provide copies of all by-laws, changes, and amendments to the City Council through the annual report. iii. Coordination with the City:
A. Work with City staff at least two months in advance to arrange official City promotional gifts and meetings for foreign delegations. Provide similar notice for local groups traveling abroad and bringing City gifts.
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2 B. Provide 30 days notice for request of facilities and meeting spaces. Facility and meeting spaces may only be made available during standard business hours of the facility being requested.
iv. Meeting Management:
A. Notice, prepare, and distribute meeting agendas and minutes to SMSCA members in accordance with adopted by-laws.
v. External Relations:
A. Manage communications with Sister Cities International and ensure the timely payment of annual membership dues.
vi. Organizational Maintenance:
A. Maintain the organization’s 501(c)(3) status.
Procedures
1. Sister City Selection:
a. Proposal:
Prior to the City initiating or responding to a formal request for a proposed Sister City affiliation, SMSCA or the community sponsoring organization interested in establishing a Sister City affiliation must meet with City staff to present an overview of the proposed Sister City and program goals. A proposal must be submitted to the City, which contains:
A detailed demographic profile of the proposed Sister City, including:
i. Documentation of broad-based community support (a list of volunteers, professionals, or other organizations in the city) and confirmation that the proposed Sister City is committed to supporting the program.
ii. A preliminary program plan that outlines objectives and funding sources, including planned activities for the first year of the relationship. iii. A budget for the first year of activities showing funds, volunteer resources, and/or commitments to contribute materials, services, or time and plans for on-going financial and organizational support.
b. Approval:
Establishing a Sister City relationship requires approval by the City Council, a signed resolution between both participating cities and recognition by Sister Cities XXX – Sister City Policy Page 5 of 83/17/2025
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2 International.
c. Selection Criteria:
Sister City selection shall be based upon, but not limited to, the following guidelines:
i. A city chosen for Sister City affiliation should be in a country that has established diplomatic relations with the United States. There should be potential for genuine people-to-people contact; communication and visitation should be able to occur freely in both directions.
ii. The proposed Sister City should be similar in population size, regional role, or share cultural, educational, socio-economic, governmental, or other tangible features with the City
iii. There should exist in the city an identifiable resident group or association which favors the proposed affiliation and intends to pursue a meaningful program after the relationship is established. The groups should be in a position to organize and finance its own activities over the long term as the City cannot give assurance of financial support.
iv. A similar identifiable resident group or association should exist in the proposed Sister City, with a clear indication of intent to carry out active mutual programs.
v. The municipal government of the proposed Sister City should demonstrate support for establishing and developing a Sister City affiliation with San Mateo.
2. Friendship City Selection:
A “Friendship City” is a relationship established between the City and a city in another country that may serve as the first stage in establishing a new Sister City relationship. City officials and interested community members or organizations from San Mateo and its Friendship Cities may periodically keep in contact for the purpose of discussing topics of mutual interest. The above proposal, approval and selection criteria for Sister City selection also applies to the establishment of a Friendship City.
3. Termination of Affiliation or Placing on Emeritus Status Sister City affiliations are intended to be long-standing, official partnerships that involve XXX – Sister City Policy Page 6 of 83/17/2025
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2 extensive community participation beyond government involvement. However, a Sister City relationship may lose community interest and support over time, prompting the City or the Sister City to consider placing the relationship into emeritus status or terminating it altogether.
If a Sister City affiliation remains inactive for three years or longer, or if there is a lack of community support through SMSCA or the sponsoring community organization, the City may initiate a process to place the relationship into emeritus status. Alternatively, the City may choose to terminate the affiliation. In such cases, upon Council majority approval, the Mayor or their designee will send a formal letter to the Mayor or lead representative of the Sister City to express the City’s intent to either place the relationship into emeritus status or end the affiliation. The Mayor or their designee will also notify Sister Cities International of the decision, at which point Sister Cities International will decertify the Sister City affiliation or place it on emeritus status.
Similarly, a Friendship City affiliation may be terminated when such action is deemed appropriate by either city. Termination of this affiliation requires authorization from the City Council. The Mayor or their designee will send a formal letter to the Mayor or lead representative of the Friendship City to communicate the City’s intent to end the Friendship City affiliation.
4. Gift Exchanges
An exchange of promotional and formal gifts is typical of visits to and from Sister Cities delegations. The City may fund modest official promotional gifts. In recognition of significant milestones in the relationship, the City Council may direct the City Liaison to coordinate an appropriate reciprocal gift exchange.
Gifts or memorabilia presented to a representative of the City which are intended for the City become the property of the City and shall be displayed at a City facility or distributed at the City’s discretion. Gifts or memorabilia intended for and received by individual City Council Members or City employees are subject to the applicable Fair Political Practices Commission and Government Code reporting requirements.
5. Official Visits to Sister City and Travel Expenses
a. Invitations and Milestones
i. At designated milestones (e.g., 10 years, 25 years, 50 years) or for significant events, either Sister City may extend an invitation to the counterpart to participate in official celebrations and cultural exchanges. b. Approval Process
i. To initiate or respond to an invitation, the Mayor must seek City Council approval. ii. The approval request must include a proposed itinerary, estimated travel expenses, and any City-provided support.
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2 iii. The San Mateo Sister City Association (SMSCA) may also recommend an exchange for City Council consideration.
c. Delegation and Travel Participation
i. If approved, the Mayor will issue official correspondence to the Sister City’s Mayor to accept or extend the invitation.
ii. The number of City representatives participating may be limited at the request of the host city to manage local resources.
iii. At the discretion of the City Manager, limited City staff may attend in an official capacity to support the delegation.
iv. The City Clerk’s Office will oversee the City Council budget related to these visits.
d. Funding and Budgeting
i. City Council Members may use their approved budget for travel expenses related to official visits.
ii. Any additional funding required for Council Member participation must receive City Council approval.
iii. Travel expenses provided as gifts (not funded by the individual or City funds) may be subject to Fair Political Practices Commission (FPPC) and Government Code reporting requirements.
e. Delegation and Travel Participation
If approved by the City Council, the Mayor will send appropriate correspondence to the Mayor of the Sister City to accept the invitation or initiate the visit. The total number of representatives travelling on behalf of the City may be limited at the request of the host city in order to manage host city resources required to support the delegation. Limited City staff may participate in an official capacity to support the delegation. The City will cover travel expenses for City staff who have a formal role in official events.
The City Clerk’s Office will manage the City Council budget in preparation for Council participation in such events. City Council Members may use the Council approved budget for travel expenses associated with official visits. Should additional funding be required to facilitate Council Member participation, the City Council must approve use of additional funds. Travel expenses provided as a gift (not funding by the individual or through City funds) may be subject to applicable Fair Political Practices Commission and Government Code reporting requirements.
The City will not fund or reimburse travel or lodging expenses for Sister City visitors.
SMSCA or any sponsoring community organization may choose to sponsor such activities.
6. Goodwill Exchanges and Ambassador Programs:
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2 Sister City activities and programs are coordinated through SMSCA and may be reciprocated by the affiliated Sister City. Participation, selection, and operations of these events fall under the responsibility of SMSCA. City staff support may include outreach and promotion of the event.
Policy History
1. This policy was issued on _____.
Related Policies
1. Policy 105 – Receiving Gifts Policy
Contact for this Policy
City Clerk
Approval
This policy was issued on ________ and approved by:
ALEX KHOJIKIAN
CITY MANAGER