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HomeMy WebLinkAboutADM 110-008 Partner and Friendship CitiesCity Procedure Procedure Title: Partner and Friendship Cities Procedure Number ADM 110-008 Reference Protocol Policy ADM 110 Date Originated (m/d/y) 11/01/2014 Date Revised (m/d/y) Pages 4 Approval: Chief Ad istra Officer Point of Contact Division Head, City Administration Procedure Objective The purpose of this procedure is to establish guidelines for fostering formal relationships with international municipalities. The program includes two categories: Partner City and Friendship City agreements. The Corporation of the City of Pickering (the "City") receives requests to enter into these agreements with a view to strengthen economic and cultural ties, and to share best practices. Index 01 Definitions 02 Overview 03 Partner Cities 04 Friendship Cities 01 Definitions 01.01 Partner City — a cooperative, Council -endorsed agreement, between cities in geographically distinct areas to promote economic investment and tourism. 01.02 Friendship City — a cooperative agreement initiated by the Mayor between cities in geographically distinct areas to promote cultural ties and to better engage a specified local ethno-cultural community. 02 Overview 02.01 Partner and Friendship City relationships allow communities to: a) exchange ideas; b) gain valuable international, national, or local government perspectives, and increase the understanding of global, national, and local government issues; c) generate harmony, tolerance, and goodwill; d) promote economic growth; e) increase tourism; f) exchange cultural and educational experiences and values; g) build reliable business and other contacts; and h) engage diverse and defined communities within Pickering. 02.02 Partner and Friendship City activities may include: a) two-way delegation visits; b) exchange of information and greetings via written communication; c) exchange of gifts on occasion of visits; d) flag -raising ceremonies; e) proclamations; and f) programs promoting tourism and economic development. 02.03 Authority The Municipal Act, 2001 outlines the Role of Head of Council as: Head of council as chief executive officer. As chief executive officer of a municipality, the head of council shall, a) uphold and promote the purposes of the municipality; b) promote public involvement in the municipality's activities; c) act as the representative of the municipality both within and outside the municipality, and promote the municipality locally, nationally and internationally; and d) participate in and foster activities that enhance the economic, social and environmental well-being of the municipality and its residents. 2006, c. 32, Sched. A, s. 101. 03 Partner Cities 03.01 Partner City requests must be supported by the Chief Administrative Officer ("CAO"), approved by Council, and focus on corporate goals, such as building business connections, increasing the City's profile and promoting trade and tourism. The agreement should provide an opportunity to learn and collect data on global business and government issues of importance to the City. Procedure Title: Partner and Friendship Cities Page 2 of 4 Procedure Number: ADM -110-008 03.02 Partner City agreements are long-term in nature (a minimum three-year commitment), and include details regarding the responsibilities for sustaining ongoing activities and are supported by Council. 03.03 Requests for Partner City agreements must be submitted in writing for consideration, and should include a profile of the prospective city. Consideration will be given to compatibility of the cities in such areas as population, culture, business, and government structure. 03.04 The following criteria will be considered in assessing Partner City requests: a) the agreement will result in a reciprocal benefit and have an added value to the City of Pickering; b) the agreement will provide the City of Pickering with an opportunity to enhance its profile on an international basis or within a specified local ethno-cultural community; c) funding or resources will be accommodated through existing budgets and must not result in an additional financial burden to the City, unless approved by Council; and d) the potential Partner City resides in a sovereign nation and recognized by the Government of Canada as a `friendly' nation. 03.05 Requests which fall into any one of the following groups will not be approved: a) requests from politically -based parties, organizations or individuals; b) promotion of a business or commercial enterprise; c) if the intent is contrary to corporate policies or municipal by-laws; or d) if the intent is to defame the integrity of the City or its representatives. 03.06 Requests will be referred to the Office of the CAO, which will designate appropriate staff to conduct research on the prospective city, and prepare a recommendation in consultation with the Director, Corporate Services & City Solicitor for the CAO's consideration. 03.07 Subject to approval by the CAO, a Report will be submitted for Council's consideration. 03.08 Upon Council approval, the Office of the Mayor will provide a letter of confirmation outlining the agreement details to the applicant, in consultation with the Director, Corporate Services & City Solicitor. 03.09 Members of Council, the CAO and the City Clerk will be kept apprised of all requests, approvals or denials as a copy recipient on a letter. Procedure Title: Partner and Friendship Cities Page 3 of 4 Procedure Number: ADM -110-008 03.10 Notification of the agreement will be posted on the City website, and through other appropriate channels such as social media, to generate public awareness. 03.11 Any staff delegations travelling to Partner Cities must be approved by the CAO. 04 Friendship Cities 04.01 Friendship City requests aim to strengthen cultural ties. 04.02 Requests for Friendship City agreements must be submitted in writing to the Office of the Mayor for consideration, at least four weeks in advance of the proposed agreement. All requests will be reviewed on a case-by-case basis. 04.03 The following criteria will be considered in assessing Friendship City requests: e) the agreement will result in a reciprocal benefit and have an added value to the City of Pickering; f) be a community of interest supported by an active community in Pickering and in the Friendship City; g) funding or resources will be accommodated through existing budgets and must not result in an additional financial burden to the City, unless approved by Council; and h) the potential Friendship City resides in a sovereign nation and recognized by the Government of Canada as a `friendly' nation. 04.04 The Mayor is the approval authority for Friendship City requests on behalf of Council and the City of Pickering. 04.05 If the request is approved, the Office of the Mayor will provide a letter of understanding to the applicant. 04.06 Members of Council, the CAO and the City Clerk will be kept apprised of all requests, approvals or denials as a copy recipient on a letter or by email. 04.07 Notification of the agreement will be posted on the City website, and through other appropriate channels such as social media, to generate public awareness. Procedure Title: Partner and Friendship Cities Page 4 of 4 Procedure Number: ADM -110=008