AgdaPkt 2017-10-23 Joint SA PFA - Laserfiche WebLink

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6.1.F. - Page 7 • Recognizing that Sister Cities and Friendship Cities regularly prefer direct contact with City staff and recognizing that RCI has no ready communication mechanism or facilities, support City staff to maintain communication with the affiliate Sister City and Friendship City. • Prepare an annual work plan detailing RCI activities and corresponding timelines for the upcoming year. • Where possible, work with City staff at least two months in advance in arranging official city promotional gifts and meetings for foreign delegations. For local groups traveling abroad and bringing City gifts, similar notice is required. • When agreed upon, reimburse City advances for event, meeting and activity expenses (cost of food, drinks, and materials) no later than 30 days after the event/activity takes place. City funds may not be used to pay for alcoholic beverages. • Manage communications with Sister Cities International and fund annual membership dues. • Prepare and distribute meeting agendas and minutes to RCI members in accordance with RCI Bylaws. • Maintain 501(c)(3) status. In the event the City receives a request to affiliate with a new Sister City or Friendship City from another local community sponsoring organization, that community sponsoring organization will follow the Sister City and Friendship City Guidelines. City Responsibilities Establishing and supporting new Sister City and Friendship City affiliations requires a significant commitment by the City and will be dependent on the availability of City staff and other public resources that will be necessary to help develop and sustain a successful city -to -city relationship. Coordinated through the City Manager's Office, the City will support the Sister City and Friendship City Programs by: • Providing for set-up and complimentary access to City facilities for Sister City and Friendship City events. Sister City or Friendship City delegations, RCI, and community sponsoring organizations should contact City staff at least 60 days in advance for any formal visits, events, and meetings. Refreshments may be provided for meetings and activities when deemed appropriate. When agreed upon, the City may advance payment for event, meeting and activity expenses (cost of food, drinks, and materials). If RCI or a community sponsoring organization has agreed to pay for event, meeting or activity expenses, the sponsor will reimburse any City advances no later than 30 days after the event/activity takes place. City funds may not be used to pay for alcoholic beverages. • Providing access to postage, fax, copying and printing equipment to RCI and community sponsoring organizations for support for Sister City and Friendship City events in which the City is participating. • Providing the use of meeting room space at no cost to RCI and community sponsoring organizations for related activities. • Providing modest official City promotional gift items typically given at community events to government representatives from visiting countries, such as City t -shirts, pens, reusable bags, and lapel pins. October 23, 2017 Page 4