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HomeMy WebLinkAbout2015-159 CCR Member April Graves introduced the following resolution and moved its adoption: RESOLUTION NO. 2015-159 RESOLUTION ESTABLISHING A BROOKLYN CENTER SISTER CITIES COMMISSION AND DEFINING DUTIES AND RESPONSIBILITIES WHEREAS, the City of Brooklyn Center is among the most ethnically diverse communities in the State of Minnesota with more than 20% of its residents being foreign born; and WHEREAS, the City has been approached on several occasions by residents wishing to establish a Sister City relationship between the City of Brooklyn Center and other communities throughout the world; and WHEREAS, through a meeting arranged by New Horizons Resource Group, a non-profit organization in Minnesota, The Vice President of the Republic of Liberia, His Excellency Joseph Nyumah Boakai, asked that the City of Brooklyn Center establish a Sister City relationship; and WHEREAS, the City of Brooklyn Center adopted a resolution on December 10, 2012, establishing a Sister City relationship between Voinjama Lofa County, Republic of Liberia, and the City of Brooklyn Center; and WHEREAS, the City of Brooklyn Center on January 13, 2014, adopted a resolution approving a Memorandum of Understanding expressing our desire to foster ties of friendship, cooperation and mutual understanding between the two cities of Voinjama and Brooklyn Center in the areas of culture, sciences,education,health,tourism and sport; and WHEREAS, a delegation of volunteer Citizens representing the City of Brooklyn Center accepted the invitation from The Vice President, His Excellency Joseph Nyumah Bokai, and The Honorable Mayor Yunger Sherman to participate in a cultural exchange in Liberia in January 2014; and WHEREAS, all partners are committed to continuing, growing and developing this Sister City relationship into the unforeseen future; and WHEREAS, upon return from the January 2014 exchange it was determined that the best way to fulfill our goal of maintaining a productive ongoing Sister City relationship between the City of Brooklyn Center and Voinjama City, Lofa County, Liberia, in the spirit of Sister Cities International Inc., founded in 1956 by President Dwight D. Eisenhower, is to establish an advisory Sister Cities Commission; and WHEREAS, cities throughout the United States have established Sister City Advisory Commissions as an effective way to authorize the approval of Sister City relationships, to foster and perpetuate the continuation of successful international exchanges and mutually RESOLUTION NO. 2015-159 beneficial interaction between the partners of these relationships; and WHEREAS, an advisory Sister Cities Commission will facilitate the orderly authorization of formal "people to people" Sister City relationships between the City of Brooklyn Center and other international communities by promoting the ideals of peace and understanding. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brooklyn Center, Minnesota, that Brooklyn Center Council does hereby establish an advisory Brooklyn Center Sister Cities Commission. ARTICLE I. NAME. The name of this organization shall be the Brooklyn Center Sister Cities Commission (hereafter referred to as the Commission). ARTICLE IL PURPOSE. The purpose of the Commission shall be to serve as an advisory body on matters affecting sister cities relationships, programs and activities. This Sister Cities Commission will also review applications for sister city affiliations and forward recommendations to the City Council for the establishment of future Sister City agreements. Commissioners are expected to volunteer time to participate in Sister City events projects outside the regular meetings. ARTICLE III. MEMBERSHIP. Section 1. The Commission shall consist of five (5) members who shall be appointed by the City Council upon recommendation of the Mayor. Section 2. The initial appointments to the Commission shall be for one,two,three, four, and five year terms, and thereafter all appointments shall be for a term of five years or until a successor is qualified. Section 3. Vacancies shall be filled for the unexpired term in the same manner as the original appointment. ARTICLE IV. MEETINGS. Section 1. Official meetings of the Commission shall be held at City Hall or such other place as designated by the Chair of the Commission. Section 2. Special meetings of the Commission may be called by the Chair, or in the absence of the Chair, by the Vice-Chair, or upon written request of a majority or more of the appointed RESOLUTION NO. 2015-159 Commissioners. Notice of a special meeting shall be given as prescribed by the Open Meeting Law. Section 3. All meetings of the Commission shall be conducted according to Roberts' Rules of Order, but it shall be necessary in any event for a quorum to be present for the Commission to act. A quorum shall be defined as a simple majority of the existing members of the Commission. Section 4. An agenda for each regularly scheduled meeting and the minutes of the last meeting shall be sent to each Commission member in advance of the meeting. The Chair shall approve the agenda for each meeting and additional items may be proposed by any member of the Commission. Section 5. The Commission shall act as a body in making its decisions and announcing them. No Member other than the Chair shall speak or act for the Commission without prior authorization. Section 6. All meetings of the Commission shall be open to the public, and notice of these meetings shall be provided in compliance with the Open Meeting Law of the State of Minnesota. Section 7. Provided there is a quorum present, a majority of those present shall be required to adopt any item of business. ARTICE V. OFFICERS. Section 1. The officers of the Commission shall consist of a Chair, Vice-Chair, Secretary, and Treasurer, each of whom shall be elected by the Commission. Section 2. Terms of officers shall be one (1) year and officers may succeed themselves. Section 3. The duties of the officers shall be as follows: CHAIR. The Chair shall preside over all meetings. The Chair shall appoint all standing and ad hoc committees. The Chair shall have the authority to call special meetings provided the proper notices are given. The Chair shall be responsible for establishing the monthly meeting agenda. The Chair shall be considered an ex-officio member of all committees. VICE-CHAIR. In the event of the absences of the Chair,the Vice-Chair shall assume the duties of the Chair. SECRETARY. The Secretary shall keep accurate records of all proceedings of the Commission. Minutes of all Commission meetings shall be promptly recorded and maintained and shall be open for public inspection. The Secretary shall keep an accurate record of RESOLUTION NO. 2015-159 attendance. The Secretary may be assisted in the execution of these duties by a person designated by City Manager. TREASURER. The Treasurer shall keep an accurate record of all monies received and disbursed by the Commission and make a monthly written financial report to the Commission. ARTICLE VI. DUTIES AND POWERS. Section 1. The Commission shall have the following duties and powers. a. The Commission shall adopt such rules and procedures not inconsistent with these provisions as may be necessary for the proper execution and conduct of business; b. To develop guidelines inclusive of the guidelines described in Exhibit 1, and a program for a Sister City relationship with other cities throughout the world; c. To prepare an annual report of the activities of the Commission for the Brooklyn Center City Council; d. To develop a budget as necessary for Commission projects to be considered by the Brooklyn Center City Council, including the annual membership dues to Sister Cities International Inc.; e. To initiate, sponsor, or conduct, alone or in conjunction with other cities or agencies, public programs to further public awareness of and interest in communities throughout the world emphasizing such things as the cultural, historical, and economic aspects of the City's adopted sister cities; f. To advise and assist the City in connection with such other activities as may be referred to the Commission by the Brooklyn Center City Council; g. To generally stimulate, facilitate, coordinate, and cooperate with existing organizations throughout the Country for the promotion and development of Sister City relationships. Section 2. Fundraising Activities. To generally stimulate, facilitate, and coordinate fundraising activities as needed. RESOLUTION NO. 2015-159 ARTICLE VII. COMMITTEES. The Commission may include standing committees and other committees as deemed necessary and appropriate: Special committees or task forces may be created by the Chair of the Commission. All Committees or task forces are advisory in nature and do not have the authority to make final decisions on Commission policy regarding any Commission business. Such decisions are reserved for the Commission itself and must be considered at a regular or special meeting as defined above. ARTICLE VIII. INDEMNIFICATION. The City of Brooklyn Center is required by Minnesota Statutes, section 466.07 to indemnify and defend Commissioners, within certain limits, for damages, including punitive damages, claimed or levied against them while serving on the Commission, provided the Commissioners were acting in the performance of their duties and they were not guilty of malfeasance in office, willful neglect of duty or bad faith. ARTICLE IX. AMENDMENTS OF BYLAWS. These bylaws may be amended at any regular business meeting of the Commission by a two-thirds vote of the entire membership, provided the amendment has been submitted in writing at the previous regular business meeting, and shall become effective when approved by the Brooklyn Center City Council. October 12 2015 Date Mayor ATTEST: City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member Dan Ryan and upon vote being taken thereon,the following voted in favor thereof: Tim Willson, April Graves, Kris Lawrence-Anderson, Lin Myszkowski, Dan Ryan and the following voted against the same: whereupon said resolution was declared duly passed and adopted. EXHIBIT Sister City Q&A. What is the purpose of a Sister City Program? Brooklyn Center has established and supports Sister City relationships in the belief that person-to-person ties are the strongest and to work for peace and better understanding of all cultures, Sister City relationships are created to develop lasting friendships on the human level and to provide a forum for the exchange of ideas and views. What are the guidelines for starting a Sister City Program? There shall exist, areas of mutual interest and involvement with the prospective city in the areas of culture,business,technology, education, agriculture, sports or humanitarian goals.. There should be evidence of strong,diverse, local community support for the prospective Sister City relationship in order to assure an adequate financial base and ongoing interest in exchanges. There should be an active local organization to support and commit to the creation of a committee and its work. How does one apply to become a Sister City? In 2015,the City of Brooklyn Center the Sister City Advisory Commission was established with the primary purpose to coordinate and support Sister City activities.The commission was also charged with reviewing applications of proposed Sister City relationships and passing their recommendations onto the City Council for action. The Brooklyn Center Commission,prior to consideration of the proposed sister city, shall meet the following conditions: Shall have a formal structure with officers and appropriate sub committees Shall submit to the Sister City Advisory Commission a work plan including activities and goals,accompanying the proposed resolution requesting an official Sister City relationship, showing how the activities of the committee will further the objectives of the Sister City Program for the next 12 months, as well as a report on all activities the committee has been involved in during the previous 12 months Shall present to the Sister City Advisory Commission, a budget for the first year's activities following the request for a formal affiliation, showing the funds available to meet the budget requirements and indicating how the committee plans to fund its activities in the future EXHIBIT 1 There shall be a counterpart organization in the prospective sister city,with which,the Brooklyn Center committee has corresponded and obtained a written agreement concerning affiliation; or the Brooklyn Center committee must have obtained a positive written indication from the government of the foreign city that a sister city relationship would be welcome within a period of two years following approval of the Brooklyn Center City Council of the Sister City relationship. Shall apply for 501c3 status from the Internal Revenue Service or become fiscally sponsored by an established non-profit organization within two years from the passing of the resolution. What are the responsibilities of a recognized Sister City. Program? Submit to the Sister City Advisory Commission annual work plans/activities. As part of Y annual plan,provide specific plans for citizen participation in committee planning and trips Make arrangements for all trips,activities, events, ceremonies,documents and gift selection and assume responsibility for related expenses and payments Take steps to achieve formal status as tax exempt organization(IRS 50103 designation) within a two year period following approval of the Brooklyn Center City Council of the Sister City Relationship.Tax exempt status must be maintained as long as the sister city relationship is determined to be active by the Sister City Advisory Commission. Clear all requests for functions involving Mayoral,members of the City Council or City I Staff appearances with the City Manager's Office. 1 I 9/11/2015 10:38 AM