HomeMy WebLinkAboutPD Sister Cities Staff Exchange ProgramCITY OF PALM DESERT
CITY MANAGER'S OFFICE
STAFF REPORT
REQUEST: APPROVAL OF A PROPOSED PALM DESERT SISTER CITIES
STAFF EXCHANGE PROGRAM BETWEEN THE CITIES OF
GISBORNE, NEW ZEALAND AND IXTAPA-ZIJUATANEJO,
MEXICO.
SUBMITTED BY: Stephen Y. Aryan, Assistant to the City Manager
DATE: August 28, 2008
Recommendation
By Minute Motion:
1. Approve the proposed Palm Desert Sister Cities Staff Exchange Program
between the Cities of Gisborne, New Zealand and Ixtapa-Zijuatanejo, Mexico,
and direct the City Manager to proceed with implementing this program.
2. Appropriate $15,000 from the unobligated General Fund to initiate a Sister
Cities Council and Staff Exchange Program.
3. Designate a City Councilmember to participate in the Gisborne Staff
Exchange Program.
4. Designate a City Councilmember to participate in the Ixtapa-Zijuatanejo Staff
Exchange Program.
Executive Summary
The Palm Desert Sister Cities Foundation currently maintains two Sister City
relationships with the City of Gisborne, New Zealand and the City of Ixtapa-Zihuatanejo,
Mexico. Representatives from these three cities have indicated an interest in
establishing an equally beneficial staff exchange program. Such a program would
follow the theme of Sister Cities International, which is to promote peace through mutual
respect, understanding, & cooperation - one individual, one community at a time. The
exchange program would consist of sending staff and a designated City Councilmember
to Ixtapa-Zihuatanejo and Gisborne, to participate in a topic of interest to that particular
community. Based on these visits, a program would be developed whereby
representatives from both these Sister Cities would visit Palm Desert. The total cost of
this program is approximately $15,000 as presented.
City of Palm Desert Sister Cities Staff Exchange Program
August 28, 2008
Page 2 of 3
DISCUSSION
The Palm Desert Sister Cities Foundation currently maintains two Sister City
relationships with the City of Gisborne, New Zealand and the City of Ixtapa-Zihuatanejo,
Mexico. The City hosted Mayoral delegations from both these cities nearly two years
ago. As a result of this visit, Gisborne Mayor Meng Foon expressed his desire to
establish a staff exchange with the City of Palm Desert. The Palm Desert City Council
also expressed their interest in a Council and staff exchange program with both the
Sister Cities of Gisborne and Ixtapa-Zijuatanejo.
Proposed Gisborne Program
Gisborne representatives have indicated their interests are in the areas of recycling,
residential and commercial/retail redevelopment (including the Facade enhancement
Program), public art, and the establishment of facilities such as libraries, museums,
recreation spaces, community housing, youth support centers, etc.
The District Council is not as concerned about the physical activity of building these
facilities, but more particularly, the policy development processes that ultimately
establishes and justifies each activity. Based upon the Gisborne District Council's
interests, Lauri Aylaian, Director of Community Development, has a diverse background
that covers many of the aforementioned areas of interest. The proposal is for Ms.
Aylaian, along with a designated Councilmember, to travel to Gisborne for
approximately two -three weeks, to engage the Gisborne District Council and City staff in
their topics of interest. This exchange would in turn allow us to learn about the projects
and programs in Gisborne, so that we can formulate a recommendation on the topics
that would benefit Palm Desert, as part of a future Gisborne staff exchange.
Proposed /xtapa-Zijuatanejo Program
The Cities of Palm Desert and Ixtapa-Zijuatanejo are currently in the process of
constructing new fire stations. These coinciding projects present an opportunity for us
to have an exchange program with the City of Ixtapa-Zijuatanejo, in which they can
learn about Palm Desert construction process related to the City's proposed North
Sphere fire station. In turn, Ixtapa-Zihuatanejo staff can apply this knowledge in
addressing the public safety needs of their region.
It is proposed that this exchange consist of the City Manager, a City Fire Department
representative, and a Councilmember. The total time spent in Ixtapa-Zijuatanejo would
be approximately one week, whereby the Palm Desert delegation could meet with
Ixtapa-Zijuatanejo representatives, review their construction plans, applicable policies,
and tour the proposed station site. At a future date, representatives from Ixtapa-
Zijuatanejo could visit Palm Desert to witness firsthand construction of the City's new
fire station and meet with staff involved in the project, to gain a better comprehension of
all the steps involved from initial planning, design, and construction of the fire station.
G:\CityMgr\Stephen Aryan\Word Data\Agenda Reports\Sister Cities Exchange Program doc
City of Palm Desert Sister Cities Staff Exchange Program
August 28, 2008
Page 3 of 3
FISCAL CONSIDERATIONS
Round Trip Airfare
(as of August 2008)
Meals and Incidentals
($100 p/person/p/day)
Total P/ Participant
Total Program Costs
Gisborne Ixtapa-Zihuatanejo
(Two People) (Three People)
$1,900
$6,200
$4,200
$5,200
$10,400
$2,100
$1,333
$4,000
The estimated cost to send the City Council and staff representative to Gisborne is
$10,400 for three weeks ($5,200 per participant) and for Ixtapa-Zihuatanejo is $4,000
for one week ($1,333 per participant). If the City Council concurs with proceeding with
this staff exchange, the total estimated cost is approximately $15,000. If additional
participants are desired, the p/person cost would be used to estimate the fiscal impact.
This estimate was based on the price of current airfare and a meal/incidental rate of
$100 for each participant, per day. Please note that the meals and incidental costs may
be less than estimated. It is also anticipated that the delegation we send to the two
Sister Cities will be home hosted, thereby negating any lodging costs.
Conclusion
If the City Council concurs with the framework of this proposed exchange program, staff
will proceed with contacting the appropriate representatives in both Sister Cities and
also inform the Palm Desert Sister Cities Foundation of our intentions. Once the
specific details of each staff and Council delegation has been established, we should
move forward fairly quickly with the exchange program. Staff anticipates that based on
the time to finalize program details and given the approaching Holiday Season, a likely
timeframe for this staff exchange to occur will be in the first quarter of 2009.
Submitted by:
Stephen Y. Aryan
Assistant to the Cit anager
Reviewed by:
Paul S. Gibson
Director of Finance/City Treasurer
;;I'TTY COUNCIL C'1'IC:N :
APPROVED ✓'�" DENIED
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ABSENT: None
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VERIFIED BY: O J/7 nT
Original on File Friel City Clerk's Office
G:\CityMgr\Stephen Aryan\Word DataAgenda Reports\Sister Cities Exchange PrIgram.aoc
Approval:
City Manager