City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council discuss the Culver City Sister City Committee’s
(“CCSCC”) practices relating to its expenditure of funds and direct staff as
necessary.
BACKGROUND:
The CCSCC is part of a program that was initiated by former President Dwight D.
Eisenhower in 1956 to promote peace, friendship and goodwill between countries
through people-to-people contact. On December 10, 1962, the CCSCC became a
tax exempt, non profit organization. According to staff review of a CCSCC
membership list, there are currently 103 members who are Culver City residents and
36 who live outside the city. All CCSCC members participate on a volunteer basis.
According to CCSCC information, the CCSCC acts to establish relations between
cities and foreign countries to link Culver City to a long-term program fostering
international understanding through exchange of people, ideas and materials in
cultural, educational and commercial areas with select foreign countries. The
participating Sister Cities are: Uruapan, Mexico; Kaizuka, Japan; Iksan City, South
Korea; and Lethbridge, Canada.
The CCSCC states a mandate to share Culver City with the world and with the spirit
of bringing the world to Culver City. The CCSCC states it is engaged in the following
activities:
Youth exchanges
Home stay high school cultural exchanges
Meeting Date: 11/13/06 Item Number: A-1
AGENDA ITEM: Discussion of the Culver City Sister City Committee Practices
Relating to its Expenditure of Funds
Contact Person/Dept.: Shelly Wolfberg Phone Number: (310) 253-6008
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Culver City Sister City Committee Chairperson and Master
Notification List (11/08/06)
Department Approval:
Martin R. Cole (11/07/2006)
City Manager Approval:
Jerry B. Fulwood (11/08/2006)
City Controller Approval:
Marlee Chang (11/06/2006)City of Culver City, California
City Council Agenda Item Report
Charitable support
International dignitary recognition
Civic awareness development
The CCSCC program includes the following activities:
Sister City Exchanges: Visiting Delegations from Culver City to Sister Cities
Airfare for Chaperones and/or Interpreter from Culver City to Sister City for
Student Exchange. Paid for 100% by General Fund.
Airfare for Students. Paid for 100% by students and their families.
Gifts for elected officials. Paid for 100% by General Fund. Students pay for
gifts to the host families.
Special trips and overnight accommodations in the Sister City, other than
home stay with host families. Paid by CCSCC Members at their own
expense.
Sister City Exchanges: Visiting Delegations from Sister Cities to Culver City
Non-official events, home stay meals and refreshments. CCSCC host
families-100%.
Admission fees to selected events and venues, and transportation. Venues
include Universal Studios and Disneyland in addition to City buildings and
Sony Studios. Delegates - 100% by General Fund; CCSCC Members at their
own expense.
Los Angeles Marathon
Airfare for Kaizuka, Japan runners to compete in the Los Angeles Marathon.
Paid for 100% by General Fund.
Meals and refreshments at restaurants. Kaizuka Marathon runners and
official delegates - 100% by General Fund; CCSCC Members at their own
expense.
Application Fee at $75 per runner for two runners from Kaizuka Japan. Paid
for 100% by General Fund.
CCSCC Special Events
Quarterly Dinner expenses. CCSCC Members pay their own expenses.
Official event welcoming and closing party for delegates. Paid for by General
Fund or donated from local businesses.
Membership Dues {Paid for 100% by General Fund}
United States/Mexico Sister Cities Association.
Sister Cities International.City of Culver City, California
City Council Agenda Item Report
Endowments and Donations-established by individuals.
Permanent Endowments have been established for the Casa de Cuna and
Casa Hagar Orphanages. Interest accrued from these accounts, which are
held in Culver City banks, is sent on a regular basis to these orphanages.
Scholarship donations to the Culver City High School scholarship fund.
Miscellaneous-100% paid for by the General Fund.
Plaques.
CCSCC additional stationery, stamps, mailings.
Officers’ business cards.
CCSCC promotional items used as official gifts to other Sister City
Officials.
Location of CCSCC Events
CCSCC members explain that whenever possible, all meals and events are held in
Culver City. However, there are times when the delegation visits attractions and
restaurants that are outside the city and may find a lower price on goods outside of
the city.
The CCSCC has provided the following breakdown of expenditures for FY 2005-06:
Expenses
in Culver
City
Expenses outside of
Culver City when there
are No Comparable
Culver City Options|1010|Expenses
outside of
Culver City|1010|Total
$5,376.63 $7,029.64 $784.18 $13,190.45
41% 53% 6% 100%|1010|Expenditures not in Culver City, where there is no CC Alternative, per CCSCC
1. Japan Airline (Tickets for LA Marathon Runners from Kaizuka).
2. LA Marathon (Registration for LA Marathon Runners from Kaizuka).
3. Sister City International (Membership Dues).
4. US Mexico Sister City Mexico (Membership Dues).
5. Sister City International [Washington DC Conference Registration fee (2)]-Note
members paid all airfare/rental care and hotel expenses.
6. Korean Airline (Chaperone Airfare).
7. Sister Cities Int'l (CC Artwork registration).
8. Design Etcetera (Artist for Murals for Veterans Memorial Auditorium).
9. Disneyland Tickets and meals (Japanese Students).
10.Universal Studios Tickets and meals.City of Culver City, California
City Council Agenda Item Report|1010|Non Culver City Expenses-Including hats, event materials, restaurants, and some
office supplies from businesses outside of Culver City.
DISCUSSION:
At the June 15, 2006 City Council Meeting, the City Council directed staff to bring
back a discussion of CCSCC expenditures. Currently, the CCSCC remits all
reimbursement requests to the City for payment.
In FY 2005-06, the City Council budgeted $14,000 for CCSCC activities; $14,000 is
budgeted for the CCSCC in FY 2006-07. Attachment 1 contains the reimbursable
expense requests for FY 2005-06. In preparation for this staff report, staff reviewed
the FY 2004-05 receipts and notes some reimbursements were made for alcoholic
beverages for delegates in addition to reimbursements for meals and activities for
CCSCC members. The CCSCC President indicates and staff concurs that these
types of reimbursement requests are no longer made to the City.
When discussing this item, Council may choose to give direction to staff to work with
the CCSCC to establish policies or procedures, beyond existing practice, regarding
the expenditure and reimbursement of funds to the CCSCC.
FISCAL ANALYSIS:
There is no fiscal impact to discuss this item.
ATTACHMENTS:
1. CCSCC Reimbursement Requests for FY 2005-06.
MOTION:
That the City Council:
1. Direct staff to work with members of the CCSCC to further evaluate current
practices and have staff return to the City Council with policies and
procedures relating to its expenditure of funds;
or
2. Provide other direction to staff.
MEETING DATE: November 13, 2006
AGENDA ITEM: Discussion of the Culver City Sister City Committee
Practices Relating to its Expenditure of Funds
ATTACHMENTS
pages
1. CCSCC Reimbursement Requests for FY 2005-06. 1-4CCSCC Reimbursable Expense Request
9/25/2005
CCSCC Lethbridge Exchange Expense
17-Jun Jack Nadel A 65.79 Exchange Gifts
3-Jul 99 Cents Stores 20.30 Gift Begs fpr Exchange gifts - Lethbridge & Kalzuka
13-Jul Memo trading 225.00 Culver City California Hats - Exchange Gifts
14-Jul CC Chamber of Commerce 60.00 Three Culver City History books - Gifts to Officials
25-Aug Fed EX 24.90 Shipping Package to Lethbridge for Centennial Project
395.15
CCSCC Korean Exchange Visit
30-Jul Shanghai Red's 146.83 Brunch w/ 3 Korean Officials
30-Jul Wolfgang Puck Express 42.81 Dinner w/ 3 Korean Officials
31-Jul Costco 90.48 Pizzas for Welcoming Party
31-Jul Costco 58.25 Paper Goods, Cake, Salads - Welcome Dinner
31-Jul CC Parks & Rac .1 75.00 Rental of Culver City Pool
31-Jul Smart & Final 29.08 Drinks & Ice for Welcome Party
1-Aug Disney Store 96.00 Additional Meal $ for visitors (12 x $8.00) (total $20)
1-Aug CASH 240.00 Universal Studio Meals (12 visitors X $20)
1-Aug Mc DonaIds $ 61.65 Lunch - Visitors CC Day
2-Aug Costco 32.11 Paper Goods for Farewell Party
3-Aug Costa) 16.99 Farwell Dinner Cake
3-Aug Raiphs 18.40 Drinks & Ice for Goodbye Party
3-Aug Autry Museum 92.50 Tickets for Visitors, Chaperone & Driver
3-Aug Acro 50.03 Gas for Rental Van
4-Aug Disneyland 20.00 Parking for Rental Van and Car
4-Aug Universal Studios 102.00 Additional tickets needed for visitors
1,171.93
Misc.
27-Jun CC Post Office 37.00 Stamps - Renewal Membership letters
8/28/2005 CC Post Office & Cash N Carry 17.68 Stamps! Office Supplies - Outreach
7118/2005 Jack Nadel, Inc. 44.27 Exchange gifts - Shipping
23-Jul Costco Li 53.85 Japan Exchange Good-Bye Party/Meeting
23-Jul Raiphs 11.67 Drinks, Cups, Napkins - Japan Exchange Good-Bye Party/Meeting
2-Aug Ralphs 34.61 Luncheon for Kochi Okano - Japan
2-Aug Jackson Market 28.00 Lunch Japanese Rep requesitng Honorary Citizenship & CCSCC Reps
3-Aug Cash & Carry 4.91 Name tags and tape
7-Sep Batteries Plus 149.39 Batteries for CC Ambulance - For DOnation to Uruapan Sister City
381.38
'
Summary
CCSCC Lethbridge Exchange 385.15
CCSCC Korean Exchange Visit $ 1,171.93
$ 38138,,
TOTAL
$ 1,9't4.
•CCSCC Reimbursable Expense Request
October 1, 2005 - March 31, 2006
Japanese Runner Visit Amount
27-Jan JPI - Japan Airlines (Two Japanese Runner Tickets - one paid for herself) A
$ 1,637.48
2-Feb LA Marathon Inc (3 runner registrations) a $ 255.00
17-Mar C840 Cuclna C $ 169.44
17-Mar Soup Plantation D $ 44.34
18-Mar Kabuki Japanese Rest E $ 120.68
19-Mar Golden China F $ 424.70
20-Mar Paciflcos a $ 83.28
20-Mar LaDilonalse Fl $ 208.18
21-Mar Kalzuka I $ 173.81
21-Mar Universal Studios Parking (2 @ 17) J $ 34.00
21-Mar Universal Studios - Meals & Coffee K $ 73.44
21-Mar Universal Studio - Tickets for Drivers L $ 112.00
21-Mar Universal Studio - Tickets for Japanese Runners to be billed later $ .
22-Mar Liflys French Café & Bar ni $ 104.75
22-Mar El Polio Loco (Farewell Dinner) N $ 140.53
. VARIOUS Parking o $ 17.00
VARIOUS CCSCC Member Contribution for Dinners $ (397.00)
$ 3,201.31
Memberships
26-Jan Sister City International (Annual Membership Dues 2006) P $ 485.00
8-Feb United Stated Mexico Sister Cities Assn (2006 Membership Dues) Q $ 150.00
8-Feb Culver City Chamber of Commerce (2006 Membership Dues) R $ 135.00
$ 770.00
Misc,
7-Oct Japanese Youth Exchange Reunion Expenses s $ io$.68
1-Nov Culver City Trophy (Plaque for John Montanlo) T $ 80.11
22-Mar DVD Discs for Council - Japanese Garden U $ 32.46
9-Jan US Post office (postage) V $ 15.60
15-Feb Office Max (Stationary .& Letterhead for Korean Exchange Dinner/Trip) W $ 26.59
26-Jan Sister City International (2 National Conference Registrations) X $ 1,050.00
$ 1,308.44
[Summary
Japanese Runner Visit
$ 3,201.31
Memberships
770.00
Misc.
$ 1,308.44
TOTAL
$ 5,279.75CCSCC Reimbursable Expense Request
March 1, 2006 - June 30, 2006
Japanese Runner Visit (late expenses) Amount
3/21-3/23 Ralphs/Albertsons/LAX (Parking, drinks, water, sushi - Runner exps) A $ 55.08
$
$ 55.08
Korean Youth Exchange
6/21/2006 Airfare Chaperone (Jung Hwang) B $ 1,380.22
Community Outreach
25-Apr Sister Cities International (Culver City Art work registration - National Conf ) C $ 45.00
25-Apr Fiesta La Ballona (Registration for Event) D $ 135.00
25-May Culver City Community Scholarship (Annual Ward) E $ 500.00
1-Jun Sukura House (President lunch w/ Korean Exchange Chaperone) F $ 32.42
3-May Dinner (Working dinner meeting w/ website chair and President) F $ 15.34
22-Jun Jack Nadal (Executive and Misc Gifts for Japanese/Korean Exhanges) G $ 2,032.76
29-Jun Design Etcerea (5 tile mural door signs for Vets Center Auditiorium) H $ 600.00 frertial Payment (retainer)
20-Jun Culver City (Baseball Hats WI Culver City, California ) I $ 225.00
$ 3,585.52
Misc.
25-Apr Culver Mailbox (Shipping and Packaging for CC Artwork - WDC Conference J $ 89.72
22-May Culver City Trophy (Recognition Plaques (2) K $ 132.71
7-Jun Post Office (Stamps for 2006-2007) L $ 15.60
13-Jun Office Max (2006-2007 Binder, tabs, supplies) L $ 15.54
$ 253.57
1177— unary
Japanese Runner Visit (late expenses) $ 55.08
Korean Youth Exchange $ 1,380.22
Community Outreach $ 3,585.52
Misc. $ 253.57
TOTAL $ 5 274 39e_eet_7,_
athleen McCann
attachments
Clikeit CITY
INTEROFFICE MEMORANDUM
DATE: July 28, 2006
TO: Sonia Karroum, President/CCSCC
FROM: Kathleen McCann, Secretary/CCSCC
SUBJECT: FY 2005-2006 CCSCC Receipts
CC: Patrice Kinnon/Budget & Finance
With your approval/acknowledgement, I am hand delivering to Patrice Kinnon for
year end processing, the following reimbursable receipts;
Kaizuka Marathon Universal tickets (4)
Parking (lost ticket)
Albertson's (Host exchange meeting)
Exchange Delegation Disney Deposit
$164.00
$ 10.00
$ 31.85
$482.00
Total: $687.85
I am waiving reimbursement on all other FY 2005-2006 expenses for CCSCC.
Thank ypci for your patience and I apologize for the delay.