Honorable Mayor Combs and Council Members:
I'd like to recommend Consent Calendar Agenda item J-4 regarding a "$10,000 Grant to support the Menlo Park Sister Cities" program be POSTPONED until such time as additional critical and imporant information becomes disclosed. Although the Staff Report contains nine pages, customary information that accompanies similar requests are NOT shown. In reviewing the Staff Report, several questions came to mind, as follows:
1- How does one become a MEMBER (or is this group closed only to the current seven persons)?
2- If members are welcome, what are the DUES?
3- The BUDGET calls for $10,000 now and $10,000 more in a year; yet, the Staff Report only talks about the initial $10,000. Kindly clarify?
4- The Staff Report mentions the BYLAWS, but the Bylaws, Articles of Incorporation, 501(c)3 CA FTB Acceptance Letter and related organizational documents are NOT attached. Why?
5- Their mailing address is PALO ALTO. Is the Palo Alto Sister Cities group running the Menlo Park program?
6- Are their1) Agendas, 2) Minutes and 3) Staff Reports AVAILABLE TO THE PUBLIC to read and comment on?
7- How are the officers ELECTED, if there are only 7 members, or did they appoint themselves? How long is each of their terms of office?
8- Can the City post on their WEBSITE the prior 1) Agendas, 2) Minutes and 3) Staff Reports of the Sister City Committee for reference, for afterall, why reinvent the wheel when answers may already EXIST?
9- If one makes a DONATION, is a copy of the State of California approval of the non-profit status available? If so, can a copy be attached to the next Staff Report?
10- The big question is, can existing Menlo Park 501(c)3 ORGANIZATIONS also apply for a $10,000 grant? As this seems to be the first of a kind, without a formal application and vetting process, will the flood gates open for others worthy, established Menlo Park groups to also request a grant (such as the Menlo Park Historical Association, the Friends of the Library, etc.)?
11- Should the SCHOOL DISTRICT be running the Student Exchange program, thus limiting the citY'S liability in the event something goes wrong wjhile traveling?
12- Will any of the city's funds be used to reimburse PREVIOUS EXPENSES from this and prior years, or only expenses going forward?
13- Is the SISTER CITY program in other countries (Ireland, India, China and Japan) also the equivalent of an independent non-profit club of citizens or more formally through their Government? If through their government, will they be comfortable working with a non-government, independent group, particularly since the AGREEMENTS signed are all with the City of Menlo Park.
14- If a large CORPORATE donation comes in during 2022, should the city's $10,000 be refunded?
As this request does not appear to be time sensitive, CONTINUING THE ITEM may be in order. This will allow time to have additional documents produced and reviewed. Thus, kindly PULL this item from the Consent Calendar for a discussion and vote. Overall I'm in favor of a Sister City program, but it needs to be done properly in an open, transparent way. Thank you allowing me to share the above concerns.
Respectfully,
JIm Lewis
