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HomeMy WebLinkAboutOut-of-State Travel - Sister Cities International ConferenceREQUEST: SUBMITTED BY: DATE: CONTENTS: Recommendation By Minute Motion: CITY OF PALM DESERT CITY MANAGER'S OFFICE STAFF REPORT �N APPROVAL OF OUT-OF-STATE TRAVEL AND APPROPRIATION REQUESTS FOR CITY REPRESENTATIVES TO ATTEND THE SISTER CITIES INTERNATIONAL 50TH ANNIVERSARY CONFERENCE IN WASHINGTON, D.C., FROM JULY 13-15, 2006. Stephen Y. Aryan, Assistant to the City Manager February 23, 2006 1. Palm Desert Sister Cities Committee Minutes (11-17-2005) 2. Sister Cities International Annual Conference Brochure 1. APPROVE an out-of-state travel request for six Palm Desert Sister Cities Committee Members, the Visitor Information Center Manager, and Councilman Crites to attend the Sister Cities International 50th Anniversary Conference in Washington, D.C., from July 13-15, 2006. 2. APPROPRIATE $5,550 from Account No. 110-4416-414-3126 for travel costs concerning the attendance of Palm Desert Sister Cities Committee Members at the Sister Cities International 50th Anniversary Conference in Washington, D.C. 3. APPROPRIATE $2,100 from Account No. 110-4110-410-3121 for registration fees for four Palm Desert Sister Cities Committee Members to attend the Sister Cities International 50th Anniversary Conference in Washington, D.C. Discussion The Sister Cities Committee requested that the City Council consider their participation in the Sister Cities International 50th Anniversary Conference from July 13-15, 2006, in Washington, DC. The Committee recommended Donna Jean Darby and Rose Mary Ortega to formally attend the conference as its representatives. The registration fee of $525 per person will be paid from the Sister Cities funds (#110-4416-414-3126) for these two Committee members, as will travel costs (airfare, hotel, food, etc.) estimated at $2,500. Because so many members were interested in going to the Conference, the Committee was made aware of funding available through a special Committee/Commission travel account under the City Council budget (#110-4110-410-3121), which was provided for the purpose of registration for Committee/Commission members at appropriate conferences. To date, four Committee members indicated they would like to attend at a total cost of $2,100. Conference registration only would be paid through this fund; these four Committee members would be responsible for any additional travel costs (airfare, hotel, food, etc.). Sister Cities International 50th Anniversary Conference February 23, 2006 Page 2 of 2 The Committee is also requesting that the City Council approve its recommendation to contribute $500 per person, to be paid from the Sister Cities fund (#110-4416-414-3126), to further subsidize a portion of the travel costs for the additional Committee members who wish to attend the Conference. Again, only four members of the committee, other than the designated attendees, Ms. Darby and Ms. Ortega, have indicated an interest to attend, bringing this amount requested to $2,000. Fiscal Impact Item Account No. Conference Registration: $525 p/person (x2) Conference Registration: $525 p/person (x4) Travel Costs (x2) I Travel Cost Subsidy: $500 p/person (x4) I TOTAL COST 110-4416-414-3126 110-4110-410-3121 110-4416-414-3126 110-4416-414-3126 In addition to this monetary request, the City Council is also requested to travel for the six Committee members, Councilmember Crites, and Donna Information Center Manager, who will be attending this event. Submitted By: Stephen Y. Aryan Assistant to the Cianager Approved By: Carlos L. Orti City Manager Reviewed By: heila R. Gi Z-Assistant City Managemmunity Services Amount $1,050 $2,100 $2,500 (estimated) $2,000 7,650 approve out-of-state Gomez, Visitor and Paul S. Gibson Director of Finance G:\CityMgr\Stephen Aryan\Wad Data\Agenda Reports\SSI Annual Conference Request.doc APPROVED MINUTES PALM DESERT SISTER CITIES COMMITTEE NOVEMBER 17, 2005 Tournament (Thursday, April 20, 2006); d) Delay the Mexican Chefs Event until a more appropriate time could be determined. Motion was carried 10-1 by a show of hands. Mr. Walker was absent. VIII. OLD BUSINESS A. REQUEST THAT CITY COUNCIL CONSIDER OUT-OF-STATE TRAVEL TO WASHINGTON, DC FOR THE SISTER CITIES INTERNATIONAL 50TH ANNIVERSARY CONFERENCE, JUNE 2006. Mr. Talboys reiterated his recommendation to the Committee. He said City Council would have to approve out-of-state travel before Committee members could be registered for the conference. Discussion was held regarding City Council approval and travel budgets for the Committee. Mr. Hoehn moved to, by Minute Motion, approve the following: 1) Request City Council to approve out-of-state travel for Ms. Darby and Ms. Ortega to attend the Sister Cities International 50th Anniversary Conference in Washington, D.C. on July 12-16, 2006, to be paid by Sister Cities budget; 2) request City Council to approve the Committee's recommendation that a contribution of $500 per person be paid by the Sister Cities budget for any other Committee member who wishes to attend the Conference; 3) ratify Ms. Gilligan's commitment to pay the $525 registration fee for any other Committee member who wishes to attend the Conference. Motion was seconded by Mr. Harris and carried 10-1 by a show of hands. Mr. Walker was absent. IX. REPORTS AND REMARKS A. CITY COUNCIL Mayor Crites gave a detailed description of his trip to Gisbome's 50th Anniversary celebration. He said the trip was excellent and thanked Mr. Talboys for his participation. The Gisborne School Principal was happy to receive the donated funds raised from the Golf Toumament and had projects Tined up for their use. Gisborne's sister city from Japan and sister Port of Japan attended the 50th Anniversary celebration as well. Mayor Crites said they spoke about the golf tournament, the golf cart parade, economic issues, and employee issues. He stated that Gisborne was currently working on a public art program that was modeled from Palm Desert's ordinance. He believed that Palm Desert and Gisbome could develop a long-term relationship in the area of economics. Upon question by Ms. Darby, Mayor Crites responded that he believed there would be four different groups visiting from Gisborne next spring. He expressed sincere appreciation to the Committee members, for everything they do. B. COMMITTEE CHAIR 4 P '� �` . }'a+^ .. � �� message of044mefrom the Mayor of Washington, D.C.g A- WIu.i..r„s M,V'C�a On behalf of the citizens of the District of Columbia, I invite you to attend the Sister Cities International 50th Anniversary conference to be held in Washington, tttem ti July 13-15, 2006. n%¢nn, 3 It is most appropriate and fitting that the official celebration of Sister Cities International 50th Anniversary take place here in the U.S. Capitol. It was here that President F Cures Pan' Eisenhower first set forth his vision of peace through people... one person, one community at a time. And it will be here that we come together to share ideas and plans for the next "es0 �a�SfCECE 1L' b 50 years of citizen diplomacy. Among the thousands of groups that visit us each year, Sister Cities international is s ttsroa special to me as Mayor, and to everyone who works and lives in our city. Our Sister City r ci:ty_ (it relationships are a valuable and integral part of our globalization efforts at a local level. Torts sz t} Welcome, Global Citizens, to Washington, D.C.: The American Experience. rerictace. 501" Anniversary Honorary Committee Co -Chairs einstein U.S. Senator nhd formerHonorable Mayortanneof San Francisco, California U.S. Senatoriand former Of 1 IndiaG. napolis, Indiana The Honorable Anthony A. Williams Mayor of Washington, D.C, Photo courtesy of the Executive o ce o the M or, Wash; ff f m , D.C. - .... Visit Capitol Hill to speak out about the importance of citizen diplomacy. Photo couriesy of the Washington, U.C. Convention & Tourism Corporation A Historic Event for the Future of Citizen Diplomacv 50`h Anniversary Conference Washington, D.C. July 13,15, 2006 The Power of One u The Imbact of Many In July 2006, more than a thousand sister city activists from throughout the world will converge on Washington, D.C. to mark the 50", Anniversary of Sister Cities International and President Eisenhower's 1956 White House Conference on Citizen Diplomacy. By attending this once -in -a -lifetime event, you will be part of a global effort to tell the story of Sister Cities International. You will play a unique role in the history of citizen diplomacy — helping us promote peace through mutual respect, understanding, and cooperation - one individual, one community at a time. It's time to make the voices of citizens heard in circles of power and on the world stage. Honor your rich heritage and set the global citizenship agenda for the next 50 years by joining us in Washington, D.C. in July 2006. Conference Highlights Register Nox.�, to Attend this Historic 50" Anniversan, Conference and Yotl Will: *join hundreds of your colleagues and friends in bringing the citizen diplomacy message of peace to Capitol Hill. * Honor the notable contributions of sister city volunteers and local government leaders over the last 50 years. * Take part in the National Summit on Citizen Diplomacy. *Get practical program ideas at the Best Practices Showcase. *Learn how to bring the Islamic Peace and Friendship Initiative to your community. * Attend the Presidential Luncheon where Sister Cities International's Honorary Chairman, U.S. President George W. Bush, has been invited to speak. * Be a special guest at the Embassy Row Cultural Celebrations. * Dance the night away during the Sister Cities International gala at the National Building Museum, home to several presidential inaugural balls. Am counes) o/John McCutcheon. Entertainer John McCutcheon will emcee "A Musical Tribute to Citizen Diplomats" at the Warner Theatre. Invited Speakers George W. Bush President of the United States and Honorary Chairman of Sister Cities International Bill Clinton i Former President of the United States Norman Mineta Secretary, U.S. Department of Transportation and former Mayor of San Jose, California i Dina Habib Powell You Are Cordially Invited to the Assistant Secretary for Educational and t Cities International Gala Cultural Affairs, U.S. Department of State Sister Celebrating 50 Years of Global Citizenship I Dianne Feinstein U.S. Senator, California i. Saturday, July 15> 2006 Richard G. Lugar Building Museum, Washington, D.C. U.S. Senator, Indiana National Mitch McConnell U.S. Senator, Kentucky GALA AWARD RECIPIENTS GlObcd C;itize71shih Jim Kolbe F i�etth,uier L^guch Award for Jean Eisenhower, President and CEO, U.S. Representative Arizona, 8'h Congressional District Mary People to People Intemadona Jerry Lewis Resl,nnstbtlicti Award U.S. Representative California, 4 1 -Congressional District tll< bal Carl orate, Citrix Systems, Inc.Mark Templeton, CEO i Frank Wolf Parm�tihip Away l U.S. Representative Virginia, 10' Congressional District Iitancntttcn'i,iTi Kenneth Behring, Founder, Wheelchair Foundation Anthony A. Williams Other Awards to be Announced Mayor of Washington, D.C. Tentative Conference Schedule Wednesday, July 12 Registration Open Thursday, July 13 * Opening Ceremonies * Plenary Session: U.S. Congressional Perspectives on Citizen Diplomacy in the 2111 Century * Meeting: National Summit on Citizen Diplomacy for Local Community Summit Participants and Leaders of National Citizen Diplomacy Organizations * Plenary Session: Public Private Partnerships: The Wave of the Future in Global Citizenship Initiatives * Advocacy Briefing & Preparation for Capitol Hill Visits * Congressional Luncheon * Meetings on Capitol Hill to Advocate for Citizen Diplomacy Issues * Best Practices Showcase * Opening Reception * Optional Evening Tours of Washington, D.C. by Moonlight Friday, July 14 * Breakfast with Key Diplomatic Leaders * National Summit on Citizen Diplomacy Closing Session * Islamic Peace and Friendship Dialogue * Presidential Luncheon featuring U.S. President George W. Bush (invited) Courtm of Naaonai Building Museum ® Ho=hlan&r Da�B Photograph. National Building Museum, site of the Sister Cities International Conference Gala * Economic Development and Sister City Relationships: Success Stories from the Field and Regional Meetings with International Business Councils * Best Practices Showcase * Embassy Row Cultural Celebrations * Optional Dinners at Neighborhood Restaurants Saturday, July 15 * Annual Business Meeting for Sister Cities International * "A Musical Tribute to Citizen Diplomats" at the Warner Theatre, Lou Wozar Annual Awards Ceremonies, Recognition of the 50rh Anniversary Local Government Leadership Circle and the Circle of Distinguished Volunteers Emcee: John McCutcheon, Grammy -nominated singer, songwriter, instrumentalist and storyteller * Sister Cities International Gala: Celebrating 50 Years of Global Citizenship Sunday, July 16 Optional Tours of Washington, D.C. and the metropolitan area International Youth Summit on Global Citizenship Designed for Youth Alges 16-20 July 11-16, 2006 We invite you to join sister city youth delegates from around the world for the international Youth Summit on Global Citizenship. This energetic and engaging conference will help youth explore how to be effective global citizens in the 21st century. Through youth empowerment and action, attendees will address pressing community and global issues. Bring your ideas and leadership and let your voice be heard! Tentative Agenda Tues.lay, July 11 - Cret Started Student arrival, registration, and orientation. Wednesday, July 12 — Chart YOUr (.()ur,; * Interactive leadership development activities. * Youth Forum- "Leading by Example: Youth as Global Citizens" - create a blueprint of lifelong strategies. Thursday, _July 13 - Make Your Voice Heard * Effective persuasion: Gain confidence and skills to present your ideas to adult audiences. * Visit Capitol Hill with adult delegates and advocate for citizen diplomacy with congressional staff. * Tour the historic and inspiring sites of Washington, D.C. Friday, July 14 — Find New Partners * Meet with local nonprofits and agencies involved in youth advocacy, sustainable development, HIV/AIDS prevention, and other important global issues. * Enjoy the Embassy Row Cultural Celebrations. Saturday, July 15 — (_)et Ready to Go Forth * Participate in alliance building and leadership skill -building sessions. * Craft your personal plan for using your influence in your home community. * More sightseeing. * Attend farewell dinner and dance. Sunday, July lb Departure Youth will find out how they can influence the world for peace. Photo courtesy of the Waslungton. D.C. Convention & Tourism Corporation. College credit can be arranged through Harrison Middleton University for an additional fee. The registration fee is $400 per person and includes room and board for five nights/four days. Youth will be housed in a dormitory -type setting. Photos courtesy of the Hyatt Regency Washington. Enjoy your stay at the Hyatt Regency Washington on Capitol Hill. Registration Hotel & Travel Accommodations About the Hotel Hyatt Regency Washington on Capitol Hill 400 New Jersey Avenue, NW Washington, D.C. 20001 Phone 1.202.737.1234 Fax: 1.202.737.5773 Toll Free Reservations: 1.800.233.1234 Website: www.washingtonregency.hyatt.com Located in the midst of Capitol Hill's hustle and bustle, the conference hotel is within steps of the U.S. Capitol, the Library of Congress, the Supreme Court, the Smithsonian Museums, the Washington Mall and Amtrak's Union Station. Recently renovated, the hotel's guest rooms and suites provide classic modem accommodations in a sophisticated and inviting atmosphere. Room Reservations Special room rates of $159 + tax (currently 14.5%) single/double are available during the conference. These rates are only available for reservations made on or before June 12, 2006. Call the hotel reservations department directly at 1.800.233.1234. Be sure to refer to the Sister Cities International Conference to get the group rate. You may also reserve a room online at http:// washingtonregency.hyatt.com/groupbooking/sist Official Airline United Airlines is the exclusive and official airline for the conference. All travelers within the United States can make travel arrangements through www.united.com. Enter promotion code 538TV to receive a 10% discount off most published fares and fly United, United Express, TED by United, or UA flights operated by US Airways, US Airways Express and Air Canada. International attendees can use the same code (538TV) to fly United or Lufthansa, and must make their reservations directly via phone through a United reservations office. For more information, visit www.sister-cities.org. 0 U N I T E D 4 !,TIF ALLAW-e VEYCEA is Photo courtesy of the Stnuhsonian Institution See the pandas at the National Zoo. Registration Schedule and Fees Delegates are encouraged to register early. Participation in the 501, Anniversary Conference is limited to 1,000 adult registrants. When the registration limit is reached, a waiting list will be established. Waiting list procedures will be published on the website. Registration is now open to all officially recognized U.S. and international sister city partner communities and to all Sister Cities International partners and members. On January 2, 2006 registration will be open to all who wish to register. $525 September 25, 2005 - January 1, 2006 $600 January 2, 2006 - June 23, 2006 $675 July 12 - 15, 2006 Space at meal functions will be available for all conference registrants. One -day registration and individual event tickets will only be sold if space is available after June 1, 2006. Register early so you can plan your other acti0ties in the D.C. area. Photo courtesy of the Washington. D.C. Convention & Tourism Corporauon. Photo courtesy of the Smithsonian Institution. The Smithsonian Castle is an important landmark in Washington, D.C. OE Photo courtesy of the Washington, D.C. Convention d Tounsm Corporation. The White House at 1600 Pennsylvania Avenue is a popular stop for visitors and requires special admission tickets. Registration Policies General Policies • Every delegate, guest speaker and any other conference participant must submit a registration form to participate in the conference. • News media representatives must register on -site, carry valid press credentials and be on assignment for a credible professional news media outlet. • Registration will not be processed unless accompanied by full payment. Payment must be received in full prior to processing. • For the $525 registration rate, your online registration and full payment must be received by January 1, 2006. Any registration where either the payment or form is received after January 1, 2006, will be charged the $600 registration rate and will only be processed once both are received. • For the $600 registration rate, the form and full payment must be received by June 23, 2006. Any registration, where either the payment or information is received after June 23, 2006, will be processed on -site and charged $675. Registration Cancellation Policy • All requests for cancellations must be in writing to Sister Cities International (no telephone requests) by June 23, 2006. No refund requests will be accepted after this date. Any purchases by credit card will be credited back to your credit card. Purchases via money order or check will be refunded via check after the conference. • All cancellations will be charged a $75 cancellation fee. • No partial refunds will be made if you decide not to attend particular functions. • Registration substitutions can be made by notifying Sister Cities International in writiniz by June 23, 2006. After June 23, 2006, all name changes must be made on -site. • All requests for cancellations or substitutions should be sent via mail to 2006 Sister Cities International Conference, 1301 Pennsylvania Avenue, NW, Suite 850, Washington, D.C. 20004, by email to conference®sister-cities.org or by fax to 202.393.6524. Registration Policies, continued Your Registration Fee Includes. * Admission to all conference sessions * Congressional Lunch * Congressional Reception * Diplomatic Breakfast * Presidential Lunch * Embassy Reception * "A Musical Tribute to Citizen Diplomats" at the Warner Theatre, the Local Government Leadership Circle, the Circle of Distinguished Volunteers, and the Lou Wozar Annual Awards ceremonies * Sister Cities International Gala: Celebrating 50 Years of Global Citizenship * A complimentary copy of "Peace through People: 50 Years of Global Citizenship," the commemorative book marking the 50,h Anniversary of the sister city movement Photo courtesy of Jake McGuire, the Washington, D.C. Convention & Tourism Corporation. Downtown Washington is abuzz with activity —even at night. Payment • The conference registration fee may be paid by credit card (Visa, Master Card, American Express, Discover), check, money order or voucher/purchase order. • Voucher or Purchase Order payments must be received within 30 days of receipt of the Sister Cities International conference registration confirmation. No voucher or purchase order request will be accepted after June 23, 2006. Questions/Information About the Confer_ence 2006Sister_ Cii:ies;lnteinational Annual' Conference 1301,Peni sOvarua.,Avenue, ,NW Suite 850: Washngroii; DC.. 20004 . Phonei.k2 *,:.8630 Photo courtesy of Jake McGuire, the Washington, D.C. Convention & Tourism Corporation. Fax:rlb23 3 6524 . ` The Jefferson Memorial is just one of coilference@sistez-cities.otg the many scenic locales you can visit. Many flights into Washington National Airport include a glimpse of the Washington Monument. Photo courtesy of the Washington, D.C. Convention & Tourism Corporation. Union Station is a busy travel hub with shopping and dining. International Delegates Information The presence of international delegates has always added a special element to our conference. This is a perfect forum for networking and exchanging ideas. Plan now to join us for this historic event! Traveling to the United States Many countries require a visa to travel to the United States. Please contact the U.S. Embassy or Consulate in your area to determine travel requirements. Visit the U.S. Department of State website to find global contact information at http://usembassy.state.gov/ Some countries can take 6-8 months to approve a visa. If you wish to attend the conference, we encourage you to register now and to contact your local Embassy or Consulate as early as possible! Letter of Invitation If you require a Letter of Invitation for visa purposes, Sister Cities International will provide one to registered delegates. Contact the Conference Department at conference®sister-cities.org or fax 202.393.6524 with the following information: Subject: International Invitation Letter In the message body, please include: 1. Your Name. 2. The Name(s) of everyone who needs an invitation. 3. Mailing address to send the letter. Please note that invitation letters are only issued to registered conference attendees. A WORD'OF CAUTION In years past; some people outside the United States have attempted t use a third party to register for'the,confereiioe. Do_iiot use a third. party to assist you_ in registering_for the-Forifer6nce,unless you.know.thetas well"arid they,are trustworth- There Have been a number of instances of fraud Some ..Of our. -delegates. were dei}ied entry to the U.S. and lost money because they trusted :unknown sources=.Pleased e very cautious when seeking the assistance of an. utMe organization or individual toTegister ocpay'for the:conference::Sister ""Cities Iiiternatiotiai.Fepor'ts all_ fraudulerit'activity to the U.S.' Department of !' -tatie If:you need;assis'tance.registeLuig:for the. confer please contact Sister Cities International at conference®sister= ties:org.or 202.347..8630. Interpretation Services The official language of the Conference is English and all presentations will be made in English. Simultaneous interpretation will be available at Conference plenary sessions for: Spanish, French, German, Japanese, and Mandarin Chinese. Sister Cities International 50" Anniversary Celebration Sponsors Premier Event Sponsors Citrix Systems, Inc. Harrison Middleton University International Council of Shopping Centers PADCO I AECOM United Airlines Photo courtesy of the Washington, D C. Convention & Tourism Corporation. Visit the Capitol and advocate on behalf of citizen diplomacy. Program Sponsor WASI'i [ NGTON Hewlett Packard d*wi.-. ,:;ff 199 Warner Theatre Benefactor Greater Fort Lauderdale Sister Cities International : It k A M e Ik i ;._ .i N EXPERIENCE 50th Anniversary Contributors NYC & Company Sister Cities Foundation CNF-41005001-CH Peace Through People 1301 Pennsylvania Ave., NW Suite 850 ■ 50 YEARS OF 0 Washington, D.C. 20004 C99POW www.sister-cities.org