HomeMy WebLinkAboutMemo - Mail Packet - 1/31/2013Memorandum
DT: January 31, 2013
TO: Mayor and City Councilmembers
TH: Darin Atteberry, City Manager
Diane Jones, Deputy City Manager �6 �^ /
FR: Ginny Sawyer, Neighborhood Administrator(J�d'
RE: Futures Committee Follow-up
Sister Cities, Friendship Cities, and International Relationships
On January 14, 2013, City staff presented a proposed process and criteria for engaging in Global
Friendship City relationships to the Futures Committee. Councilmembers Wade Troxell and Gerry Horak
were present. The process presented for formalizing Global Friendship City Partnerships and for
identifying criteria that would be beneficial in determining which partnerships to pursue and for ensuring
that selected partnerships are positive and productive was supported by the committee.
This meeting was follow-up to the January 24, 2012 City Council Work Session regarding possible actions
and program development related to international city partnerships. During the work session, Council
agreed that taking a more informal approach (compared to Sister Cities International) would allow the
City to be flexible and welcoming while also ensuring mutually beneficial outcomes. It was also
recommended that further refinement of criteria and a process for outlining these relationships should fall
to the Futures Committee.
BACKGROUND/DISCUSSION
Since the work session, staff has worked with Martha Denney, Co -Founder of the Global Village Museum
and Intercultural Resource Center, to develop a draft process and associated documents outlining a method
to engage in partnerships/relationships with international communities. Martha developed a similar
process for Colorado State University for screening and selecting international partnerships.
The intent of the process is to:
Provide an entry point and structure for those requesting a Global Friendship City Partnership with
the City of Fort Collins.
• Clarify the criteria and benefits for entering into a Global Friendship City Partnership.
Provide a mechanism for review, approval, accountability, and tracking Global Friendship City
Partnerships and activities.
The process/documents include:
• A basic outline/check sheet for inquiring parties.
■ A worksheet that includes pertinent contact information, rational behind request, profile of
partnering organization, narrative that includes partnership goals & benefits, and an identified
City of Fort Collins contact person. (Attachment 1)
• A review by staff and the City Manager
• For recommended partnerships, a draft Operdtional Guideline Contract, with start and end dates
and reporting requirements, would be prepared.
A Resolution for Council consideration of the proposed Operational Guideline Contract for each
Global Friendship relationship would be placed on a Council meeting agenda.
The currently proposed match criteria include:
Attribute Match: Does the community have similarities to our size, population, demographics, vision,
mission, or goals? '
• Goal Match: Does the community have relevant sustoinability, cultural and/or economic goals?
• Connection Match: Does the community have existing local connections with significant community
or business interests such as Colorado State University, Front Range Community College, UC Health
Systems, Poudre School District, a targeted cluster industry, etc.?
• Exchange Match: Does the community currently participate in an on -going exchange program with
an organization in the city such as the Poudre School District, service organizations, health care
organizations, etc.?
• Ethical Match: Does the community strive to be a stable and ethical government?
Staff does not anticipate any proposal meeting all of these criteria. These would be used more as a
guideline for developing partnership goals and providing guidance for the type of partnerships we would
be interested in pursuing.
This process would not impact informal and occasional assistance and events with visiting or inquiring
internationals. The proposed Worksheet and Operational Guidelines would only be required for those
seeking a more in-depth, long-term relationship with the City of Fort Collins.
NEXT STEPS
Staff will finalize the worksheet and associated documents, including legal review of the Operational
Guidelines template contract. Once these are set, staff will promote and educate within the organization
to ensure that staff contacted by interested parties are aware of the process and can work with those
interested to complete the Worksheet.
ATTACHMENTS
1 . Global Friendship City Partnership Worksheet
City of Fort Collins
Global Friendship City Partnership Agreement
Worksheet and Instructions
This form is to be completed by the local person putting forth the proposal and the City of Fort
Collins employee contact.
Background
A Global Friendship City Partnership Agreement is a document created to establish a relationship
between the City of Fort Collins and a foreign partnering organization. The document states in
specific terms the proposed goals of the partnership, supporting activities and highlights the areas
of interest and strengths or needs for each party. This information, along with the names and
contact information of the people who will sign the Agreement are to be included in this
worksheet to facilitate the drafting of the agreement. A designated representative is named for
each of the participating organizations as the point person to prepare and complete the
Agreement, to see that it is implemented and documented, and to ease coordination and
communication. A Global Friendship City Partnership Agreement requires review by the City
Manager and formal consideration by the Fort Collins City Council.
Criteria
The criteria for considering a Global Friendship City Partnership Agreement is based on, but not
solely limited to, one or more of the following:
• Attribute Match: Does the community have similarities to our size, population,
demographics, vision, mission, or goals?
• Goal Match: Does the community have relevant sustainability, cultural and/or economic
goals?
• Connection Match: Does the community have existing local connections with significant
community or business interests such as Colorado State University, Front Range Community
College, UC Health Systems, Poudre School District, a targeted cluster industry, etc.?
• Exchange Match: Does the community currently participate in an on -going exchange
program with an organization in the city such as the Poudre School District, service
organization, health care organization, etc.?
• Ethical Match: Does the community strive to be a stable and ethical government?
Who May Request a Global Friendship City Partnership Agreement
Proposals for Agreements may be put forward for consideration to the City Manager by one or
more sponsoring administrator(s) or departmental representative(s) within the City of Fort Collins.
The City of Fort Collins will only consider proposals that directly serve the interests of the
community or the city government. Typically, the most successful agreements will have more than
one sponsor representing multiple units or organizations.
Interested community members should work with the appropriate City staff to determine viability
of a Global Friendship City relationship.
Approval Process
Requests for Global Friendship City, Partnership Agreements must be submitted to the City
Manager's Office. If it is determined that the request is reasonable and beneficial to the City of
Fort Collins it will be forwarded to City Council for formal consideration.
Responsibilities
Once an agreement is determined to meet the criteria and is beneficial to the municipal
organization and City Council approves the Global Friendship City Partnership Agreement the
involved parties will draft proposed Global Friendship City Operating Guidelines. The
Guidelines will be in the form of a contract and they will detail the scope of activities,
responsibilities, financial arrangements, and reporting, requirements of each organization. The
Operational Guidelines will be reviewed internally and must be signed by the City Manager or
the official who has been designated by the City to sign on behalf of the City of Fort Collins. The
Operational Guidelines will be attached to the Partnership Agreement. To facilitate that process
a standard contract format has been developed.
The City employee named by the City of Fort Collins as the designated representative for a
particular Global Friendship City Partnership Agreement is responsible for facilitating
negotiations and forwarding the documents to the foreign entity for signature. Responsibility for
tracking the implementation of the Agreement and all.activities rests with the designated contact
person at each organization. That person will be the contact when the City of Fort Collins requires
information about the agreement or if further collaboration is desired by other departments. The
City of Fort Collins' Designated Representative is required to maintain a record of the activities of
the agreement. These records will be reviewed at the end of the term of the agreement for
evaluation and possible renewal. The intent is to have annual reports provided to the City
Manager, the City Council and other interested parties.
Planning and sponsorship (payment of expenses) for visits by individuals or teams to or from the
partner organization/entity for the purpose of negotiating or signing the contract or any
subsequent visits are the responsibility of the traveling party unless otherwise stated. Normally
the hosting department would provide funding for lunches or other allowable hospitality expenses
and the traveling party would cover their travel, lodging and other expenses not provided by the
hosting organization.
Processing the Worksheet
The rationale, resources and profile of the partner organization will become part of an approved
agreement. The information is to be provided by the requesting party. It will clearly state the
reasons for the agreement, the goals of the agreement, and the benefits to City of Fort Collins
and the partner organization. This will be shared with the community and stakeholders upon
request. It is the responsibility of the initiator of the agreement to gather the information from the
partner institution abroad and edit the information before submission for consideration.
Complete information on contact people and authorizing individuals (those who sign) must be
provided before the final contract can be drafted. Incomplete information will delay the process.
Agreements will be written for a specified period of time. Renewal agreements will include
updated contact information and details on accomplishments during the period the Agreement
was in effect.
Please return your completed worksheet electronically to [ ]. Submission of a worksheet does
not imply approval. Final approval of a Friendship Cities Agreement will come through City
Council action and the signed Operational Guidelines.
City of Fort Collins
Global Friendship City Partnership Agreement Worksheet
To Be Completed in English by the Requesting Organization
1. Name and Country of the Proposed Partner City or Agency:
2. Today's Date:
3. Name of Person Requesting Partnership:
Title:
Affiliation:
Contact Information:
Address:
Email:
Phone:
4. Rationale: Please explain the focus of the requested Global Friendship City Partnership.
Please describe why a formal relationship and Global friendship City Partnership
Agreement is important to the City of Fort Collins and how it will benefit the local
community or agency. This information will become part of the agreement if it is
approved and signed. It will outline the areas of mutual strength and interest for each of
the participating partners. Limit this section to four pages, and outline interests and
resources for both Fort Collins and the collaborating partners. This will include:
• Names, title and affiliations of those who will be involved both in Fort Collins
and in the participating organization,
• Areas of mutual interest upon which the agreement will focus,
• Opportunities for new activities and potential outcomes,
• Benefits and measurable results that the City of Fort Collins and the partner
organization expect as a result of the Agreement.
5. Resources: Please address monetary and in -kind resources that may be necessary to
conduct the activities of the Global Friendship City Partnership Agreement and how they
will be obtained and from whom. If none, state "no funding required."
6. Profile of Partner Organization:
A brief profile (two pages or less) of your organization (in English), including background,
location, nature, size, and relevant programs. If available, please include brochures or
other written information on the institution, its curriculum, and its faculty. [Web information
in English is fine for the latter part, if available; however it should be edited to address
the specific nature of the proposed agreement.]
7. Please add any additional information about this agreement you wish to share and
submit this form to:
City of Fort Collins
Global Friendship Agreement Worksheet
To Be Completed by Fort Collins Staff Designate
8. Proposed City of Fort Collins Designated Representative:
Name:
Title:
Department:
Full Mailing Address:
City:
State/Province:
Zip or Postal Code:
Country:
Phone:
Fax:
E-mail:
Web address:
9. Please list the name, title and department of any others from the City of Fort Collins or
the Community of Fort Collins who will be partners of the Agreement.
Department or Organization:
Contact Name:
Title:
Phone:
Fax:
E-mail:
Department or Organization:
Contact Name:
Title:
Phone:
Fax:
E-mail:
Department or Organization:
Contact Name:
Title:
Phone:
Fax:
E-mail:
12. Primary Signing Authority for Partner Abroad (Mayor, City Council Member, etc.):
Name:
Title:
Department:
Full Mailing Address:
City:
State/Province:
Zip or Postal Code:
Country:
Phone:
Fax:
E-mail:
Web address:
13. Primary designated contact person(s) at the foreign organization with responsibility for
implementing this Agreement, including mailing address and physical location (for express
mail), phone, fax and email.
Name:
Title:
Department:
Full Mailing Address:
City:
State/Province:
Zip or Postal Code:
Country:
Phone:
Fax:
E-mail:
Web address:
14. Secondary designated contact person(s) at the foreign partner with responsibility for
implementing this Agreement, including mailing address and physical location (for express
mail), phone, fax and email.
Name:
Title:
Department:
Full Mailing Address:
City:
State/Province:
Zip or Postal Code:
Country:
Phone:
Fax:
E-mail:
Web address:
15. Please list the names, title and departments of personnel from the foreign partner
who will be partners of this Agreement.
Title and Department I Full Name: