Attachment A - DRAFT Resolution With Exhibits

RESOLUTION _____ A RESOLUTION UPDATING THE ADMINISTRATIVE PROCESSES GOVERNING THE CITY OF BOULDER SISTER CITY PROGRAM; SUPERSEDING RESOLUTION NO. 631; AND SETTING FORTH RELATED DETAILS THE CITY COUNCIL OF THE CITY OF BOULDER, COLORADO, HEREBY FINDS AND RECITES THAT: A.

The City of Boulder is a home rule municipality organized under Article XX of the Colorado Constitution and the Home Rule Charter of the City of Boulder.

B.

The City of Boulder has long maintained a Sister City Program that fosters people‑to‑people relationships and encourages the exchange of cultural, educational, artistic, scientific, and professional ideas and programs between the residents of Boulder and the residents of cities in other nations.

C.

The City of Boulder’s Sister City Program is currently governed by Resolution No. 631, as amended.

D.

The City Council desires to update the administrative processes governing the Sister City Program by adopting this Resolution superseding Resolution No. 631. NOW

THEREFORE,

BASED

ON

THE

FINDINGS

MADE

IN

THIS

RESOLUTION, ABOVE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BOULDER, COLORADO, THAT: Section 1. Authority and Nature of the Program 1.1

This Resolution establishes the policy, criteria, and administrative process governing the City of Boulder’s Sister City Program. It supersedes Resolution No. 631, as amended.

1.2

A sister city relationship is a non‑binding, people‑to‑people affiliation. It does not constitute an intergovernmental agreement, does not bind the city to any financial or legal obligation, and does not obligate the expenditure of city funds. Any city funds used in connection with the program are subject to appropriation and authorization by the City Council in accordance with applicable law.

1.3

By entering into a sister city relationship, the City of Boulder does not recognize or endorse the political actions of the respective sister city’s government.

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Section 2. Policy and Purpose 2.1

It is the policy of the City of Boulder to recognize people‑to‑people relationships through sister city affiliations that encourage exchange of cultural, educational, artistic, scientific, and professional ideas and programs.

2.2

Sister city relationships should emphasize direct contact, communication, and coordination with people in the respective sister cities. Government‑to‑government contact should be limited to that necessary to establish and maintain the relationship.

2.3

Each sister city relationship shall emphasize people‑to‑people exchanges and projects, especially those of primarily humanitarian concern addressing human needs, environmental concerns, human rights, and the enrichment of people in the respective cities.

Section 3. Program Administration 3.1

The City Clerk’s Office shall administer the Sister City Program, including receiving and tracking applications, coordinating internal review, maintaining program records and the public‑facing program webpage, and monitoring ongoing compliance.

3.2

The City Council may appoint a council liaison to individual Sister City Organizations to represent the council at official functions and keep the council informed of significant events and activities.

3.3

The City of Boulder will maintain membership in Sister Cities International, or a subsequent organization serving the same role and purpose, as necessary to support its sister city relationships.

Section 4. Criteria for Sister City Organizations To establish and maintain an affiliation, a Sister City Organization shall: 4.1

Have and maintain federal tax‑exempt status under Section 501(c)(3) of the Internal Revenue Code and remain a Colorado nonprofit corporation in good standing.

4.2

Maintain a Boulder‑based board of directors elected by the membership, with no board member having a financial interest in any commercial venture in the sister city.

4.3

Establish membership criteria, provided that membership shall not be denied on the basis of disability, race, creed, color, sex, sexual orientation, gender identity or expression, marital status, national origin or ancestry, age, religion, or the expression of an unpopular political opinion.

4.4

Maintain an annual budget, a work plan, and a fund‑raising report.

4.5

Submit an annual status report to the City Clerk’s Office by March 1 of each year demonstrating compliance with Sections 4.1 through 4.4 and the policies in this resolution. The draft annual status report form is attached as Exhibit A to this Resolution.

4.6

Make the work plan, budget, fund‑raising report, and annual status report available to the public.

4.7

Promptly report to the City Clerk’s Office any change in its legal status.

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Section 5. Application Process 5.1

A citizen organization seeking a new sister city affiliation shall submit a complete application to the City Clerk’s Office through the online application form, including upload of all documents required to demonstrate compliance with Section 4 and this Resolution. The draft sister city application is attached as Exhibit B to this resolution.

5.2

The City Clerk’s Office shall maintain on the city website current application instructions, the required forms and supporting materials, and a description of the review and approval process.

5.3

An application is not deemed received until submitted through the designated application form with all required materials.

Section 6. Intake, Review, and Council Approval 6.1

Acknowledgment. The City Clerk’s Office shall acknowledge receipt of a complete application and conduct an initial completeness and eligibility review within [5 business days], verifying compliance with Section 4 and any other applicable requirements, and shall identify any issues for the applicant to cure before the application can be accepted.

6.2

Legal and City Manager review. Upon a complete application, the City Clerk’s Office shall complete its review and coordinate legal review by the City Attorney’s Office. After legal review by the City Attorney’s Office, the sister city application will be provided to the city manager for final approval.

6.3

Presentation to Council. After a completed application has been approved by the city manager, the City Clerk’s Office shall present the application packet to the City Council at the next practicable council meeting date. The City Council may approve an application by resolution adopted through consent, unless the City Council requests otherwise.

6.4

Public hearing. The City Council may, in its discretion, conduct a public hearing on an application for sister city affiliation. A public hearing is not required for approval under this Resolution.

6.5

Council action. If the City Council does not approve an application, the application shall be considered denied. An applicant must wait one year after denial to resubmit an application for a city that was previously denied.

Section 7. Sister City Agreement and Execution 7.1

Each sister city agreement shall contain the following, in a form approved by the City Clerk’s Office: (a)

a statement that the city does not recognize or endorse the political actions of the counterpart city’s government;

(b)

a statement of basic commitment to respect for human rights and to environmental stewardship; and

(c)

a statement that the agreement creates no binding legal or financial obligation and does not obligate the expenditure of city funds.

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7.2

Execution. Following City Council approval, the sister city agreement shall be executed by the mayor of the City of Boulder and the corresponding executive official of the sister city, in a form approved by the City Clerk’s Office. The appropriate sister city liaison shall assist in securing the signature of the appropriate official and ensuring the City Clerk’s Office receives a signed copy for the city’s records.

7.3

Execution deadline. If the sister city does not execute the agreement required by this section within [60 days] of receiving the documents, the city manager shall report the status to the mayor. The mayor may extend the deadline or cancel the proposed sister city affiliation, at the mayor’s discretion. The deadline may be extended at the discretion of the mayor up to a maximum of [90 additional days]; if not executed within the provided time, the sister city agreement shall be void and the proposed affiliation cancelled.

Section 8. Ongoing Maintenance, Reporting, and Audit 8.1

The City Clerk’s Office shall review each annual status report submitted under Section 4.5 for compliance with Sections 4.1 through 4.4 and the policies of this Resolution and shall maintain a record of each organization’s compliance status.

8.2

The City Council will annually review each sister city relationship to determine whether the relationship continues to be in the best interest of the City of Boulder, and the extent to which the relationship complies with this Resolution, including all relevant information provided by the City Clerk’s Office. The City Clerk’s Office will provide the relevant information for each sister city relationship in an informational packet no later than [June 1] of each year.

8.3

The City Clerk’s Office shall maintain and publish a current list of active sister city relationships.

Section 9. Status Changes 9.1

A sister city relationship may be designated inactive by the City Clerk’s Office if the sponsoring Sister City Organization fails to comply with the requirements of Section 4 or otherwise fails to comply with the requirements of this resolution.

9.2

Before designating a relationship inactive, the City Clerk’s Office shall provide written notice to the organization and allow a period to cure the compliance failure.

9.3

A relationship that the City Council determines is no longer in the best interest of the City of Boulder, remains inactive for two consecutive years, or for which no sponsoring organization currently exists, may be formally revoked by the City Council. At the request of the City Council, the City Clerk’s Office shall present a proposed revocation and any relevant supporting materials to the City Council, and the City Council may revoke by resolution.

Section 10. Limit on Number of Sister Cities The total number of active sister city relationships shall not exceed [___]. The City Council may adjust this limit by resolution in its discretion.

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Section 11. Effective Date This Resolution is effective as of the date of approval by the City Council, and supersedes Resolution No. 631, as amended. On and after the effective date, existing affiliations formed under previous agreements that remain in good standing shall continue in force, subject to the requirements of this resolution. APPROVED this ____ day of ____________________ 2026.

_________________________________ Aaron Brockett, Mayor Attest: __________________________________ Elesha Johnson, City Clerk

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EXHIBIT A Draft Sister City Annual Status Report Form for Logo/Title of Organization

(INSERT PREVIOUS YEAR) ANNUAL REPORT The (Name of Organization) is an all-volunteer, non-political 501(c)(3), charitable organization. Membership is open to all regardless of race, religion, nationality and political beliefs. CITY OF BOULDER RESOLUTION 631 COMPLIANCE (Name of Organization) maintains compliance with all provisions of Resolution 631: • • • • •

501(c)(3) Status Membership Requirements Boulder-based Board of Directors Financial Reporting Work Plan reporting

(INSERT PREVIOUS YEAR) HIGHLIGHTS Briefly describe and highlight achievements, partnerships, projects and interactions from the previous year (include photos as you are able) (INSERT CURRENT YEAR) WORK PLAN Briefly describe and highlight projects, outreach and plans for the upcoming year (INSERT CURRENT YEAR) MEETING DATES List scheduled meetings if able or provide website if the information is not available

Attachments A – Resolution 631 Requirements: 501(c)(3) Certificate of Good Standing, Membership Requirements, Board of Directors, Financial & Fundraising Report Attachment B – (Insert Current Year) Work Plan

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EXHIBIT B DRAFT Sister City Application Form

Sister City Alliance – Application Form Please note that all items below are required pursuant to City of Boulder Resolution XXXX and must be submitted before this application may be considered complete.

Date of Submission: Name of Proposed Sister City: Country: Sister City Organization Name and Contact:

Name of Organization: Contact Person: Email: Mailing Address: Phone Number: Are you currently a holder ☐ YES of a 501(c)(3) status and a ☐ NO Colorado nonprofit corporation in good standing? Do you have a Boulder ☐ YES based Board of ☐ NO Directors elected by the membership, with no board member having a financial interest in any commercial venture in the sister city? As a condition of approval, do you agree to adhere to the below requirements set forth in Sections 4.4 through 4.7 of City of Boulder Resolution XXXX? a. To maintain an annual budget, work plan and fund-raising ☐ YES report? ☐ NO b. To submit an annual status report to the City Clerk’s Office ☐ YES by March 1st of each year demonstrating compliance with ☐ NO Sections 4.1-4.4 and the policies in Resolution XXXX. c. To make the work plan, budget, fund-raising report, and ☐ YES annual status report available to the public. ☐ NO d. To promptly report to the City Clerk’s Office any change in ☐ YES legal status. 7

☐ NO Briefly describe the purpose of the proposed Sister City Alliance and explain how it would foster cultural, educational, artistic, scientific, professional, or other mutually beneficial exchanges between your community and the City of Boulder.

Additional information you would like City Council to consider when reviewing this application:

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