Pg 1 of Report CL-9-09 CORPORATE SERVICES DIVISION Clerks Department TO: SUBJECT: Mayor and Members of Council 20 th Anniversary of Twinning with Itabashi Report Number: CL-9-09 Report Date: June 26, 2009 Author(s): D. Pitoscia Date to Committee: Telephone: 905-335-7600 Ext. 7375 Date to Council: To CIP Ward(s) Affected: 1 2 3 4 5 6 All File Number(s): 130-Mund APPROVALS: Department Head General Manager City Manager To be completed by the Clerks Department Committee Disposition & Comments Council Disposition & Comments 01 Approved 02 Not Approved 03 As Amended 04 Referred 05 Deferred 06 Received & Filed 07 Withdrawn 01 Approved 02 Not Approved 03 As Amended 04 Referred 05 Deferred 06 Received & Filed 07 Withdrawn 1.0 RECOMMENDATION: For information only. 2.0 PURPOSE: This report provides an update on plans for the celebration of the 20 th anniversary of Burlington s twinning relationship with Itabashi, Japan including information related to the official gift of artwork being presented to the City of Itabashi and details about the official Burlington delegates visit to Itabashi, Japan in July 2009. (Council previously approved Reports CL-14/08 and CL-20/08.)
Pg 2 of Report CL-9-09 3.0 BACKGROUND AND RELATIONSHIP TO STRATEGIC PLAN: The following strategic action and related initiatives are included in the Responsive Community strategy in Future Focus Seven: 2.3 Support and celebrate the arts, culture and heritage assets and resources of the community, including international relationships. 2.3B In partnership with the Mundialization Committee, support and enhance the scope of existing twinning relations based on mutual priorities. Council, at its February 26, 2007 meeting approved recommendation CC-34-07 pertaining to a framework for managing twin city relationships in terms of gifts, official visits. CC-102-08 APPROVAL OF AN OFFICIAL BURLINGTON DELEGATION TO VISIT ITABASHI CELEBRATING THE 20TH ANNIVERSARY OF TWINNING WITH BURLINGTON THAT a visit by the Mayor of Burlington, Council liaison to the Mundialization Committee or their designates, and two staff members to Itabashi in October 2009 be approved; and THAT all official delegates travel at economy fare with two additional days to accommodate for travel fatigue; and THAT a gift of artwork to a maximum value of $20,000 be arranged as Burlington s official gift to Itabashi in 2009, on the occasion of our 20th anniversary. (CL-14/08) CC-144-08 APPROVAL FOR THE OFFICIAL DELEGATION TO TRAVEL TO ITABASHI IN AUGUST IN 2009 THAT Option A (travel in August) as outlined in Clerks Department Report CL- 20/08, dated September 19, 2008, regarding an official delegation from Burlington travelling to Itabashi in 2009, be approved. (CL-20/08) A twinning agreement between Burlington and Itabashi was signed at Burlington City Hall by Mayor Roly Bird and Mayor Keizo Kurihara on May 12, 1989. The relationship has been demonstrated since then through regular citizen visits, official delegations and memorable anniversary celebrations. 2009 marks the 20 th anniversary of this successful relationship between Burlington and Itabashi.
Pg 3 of Report CL-9-09 4.0 DISCUSSION: The Burlington Mundialization Committee has been working closely with staff from the Itabashi International Exchange Section to plan the 20 th anniversary events. The Itabashi events will take place during the week of July 30, 2009 and the Burlington events will take place the weekend of September 19, 2009. With the 20 th anniversary of the Itabashi twinning relationship, the Burlington Mundialization Committee and Itabashi expressed their interest to celebrate the anniversary in a manner similar to past celebrations. Planning for the anniversary includes: a delegation of officials and citizens from Burlington visiting Itabashi the week of July 30, 2009, and a delegation of officials from Itabashi visiting Burlington during the weekend of September 19, 2009 (rescheduled from June, 2009 at Itabashi s request) Travel The Burlington delegation in 2009 will be travelling to Itabashi and will be joined by the Burlington Teen Tour Band (190 band members, staff, chaperones) and its supporters (33 parents of band members) as well as a citizen s tour (11 citizens), which has been actively promoted by the Burlington Mundialization Committee and DH Tour. The 2009 official delegation from Burlington will include: Mayor Cam Jackson General Manager of Development & Infrastructure, Leo DeLoyde General Manager of Community Services, Scott Stewart Chair of the Burlington Mundialization Committee, Charles Minken Chair of the Itabashi Sub-Committee, Ako Matsubayashi The Burlington delegation will be leaving Burlington on July 29, 2009 and returning from Itabashi on August 5, 2009. The draft itinerary for the official delegation for Burlington s visit to Itabashi is listed below: Date Time Activity July 30, 2009 Arrival in itabashi, Japan July 31, 2009 10:30 a.m. 11:30 a.m. 1:00 p.m. 6:30 p.m. Welcome Reception Dinner August 1, 2009 August 2, 2009 10:00 a.m. 1:00 p.m. 4:00 p.m. 4:30 p.m. 5:15 p.m. 11:00 a.m. 2:00 p.m. 3:00 p.m. Itabashi City Hall Meeting with Itabashi Mayor Tree Planting Ceremony Metropolitan Tokyo Opening Ceremony City-wide Tour Itabashi Royal Botanical Garden Tour Jorenji Temple and Shogetsuin Temple Tour Fireworks Display Itabashi Historical Museum and Itabashi Art Museum Tours Visit to Kotoba no Hiroba Japanese language class Burlington Teen Tour Band Performance at the Azusawa Gym
Pg 4 of Report CL-9-09 5:00 p.m. Closing Ceremony August 3, 2009 12:00 p.m. Farewell Lunch Reception August 4, 2009 Depart for Burlington Travel will be by economy fare with two additional days (July 30 and August 4) to accommodate for travel fatigue, as approved by council. The Itabashi delegation originally scheduled their visit to Burlington in June 2009 but as a result of the H1N1 Influenza, Mayor Takeshi Sakamoto recommended postponing Itabashi s travel to Canada until September 2009. The tentative dates for this visit are September 19 to September 22, 2009. Staff are working with Itabashi to confirm these dates and set a new itinerary for this visit to Burlington. Currently there is to be 11 members in the Itabashi official delegation accompanied by a citizens tour group and a Japanese Taiko band. Official Gift for 2009 - Art Council approved a gift of artwork, to a maximum value of $20,000, as Burlington s gift to Itabashi in honour of our 20-year twinning relationship. The Mundialization Committee envisioned a commissioned piece of art and Mayor Jackson initiated discussions with Robert Bateman to complete two original pieces of artwork ( Work ). One of the Works (Great Blue Heron in Grasses) is being presented as the official gift to the City of Itabashi. The second Work (Red-crowned Crane in Grasses) will be remaining in Burlington and be displayed at City Hall. The Works, when displayed together, depict a Great Blue Heron and a Red-crowned Crane facing each other, visually reflecting the concept of a twinning relationship and significant environmental interests in both countries. Robert Bateman has also agreed to the printing and signing of 200 reproductions of each of the Works. The reproductions will be approximately 8 inches by 10 inches and matted to 11 inches by 14 inches, to meet the artist s recommendation and approval. The reproductions will be used for: Gifts to the Itabashi officials in Itabashi (a copy of the reproduction of the Work that is being gifted to their city) in July 2009 and when they visit Burlington in September (a copy of the Work remaining in Burlington). The City s use in its activities such as volunteer recognition, corporate events and fundraising, international delegations, etc. (approx. 75 of each) The Mayor and Council s use for corporate and recognition purposes (approx. 75 of each). Reproductions remaining in Burlington will be stored in the Clerk s office for the City s use and in the Mayor s office for Mayor and Council s use. The Burlington delegation in 2009 will be travelling to Itabashi and will be joined by the Burlington Teen Tour Band (190 band members, staff, and chaperones) and its supporters (33 parents of band members).
Pg 5 of Report CL-9-09 Citizen Tour A citizen s tour (11 citizens) has been actively promoted by the Burlington Mundialization Committee and travel arrangements have been coordinated through DH Tour. The citizen s tour will be departing Canada on July 29, 2009 and returning from Itabashi on August 8, 2009. 5.0 FINANCIAL MATTERS: Travel The following table summarizes the costs associated with economy class flights and a five night stay per person for the official delegation: Official Delegation Travel Costs to Itabashi July 29, 2009 August 4, 2009 Per person Regular flight including air taxes, surcharges and Canada $1,755.00 land transfers Land prices 5 nights Tokyo includes: $1,617.00 return transfers airport/hotel 5 nights Tokyo Prince Hotel 5 American style breakfasts 2 dinners Half-day tour of Tokyo 2 days motor coach for travel to/from Itabashi All hotel taxes and service charges Travel Costs for five people $16,860.00 Additional expenses include the remaining meals or per diem for five people for seven days of travel. Per diem max. for five people ($70.50 per day, per person) $2467.50 Other miscellaneous expenses may be incurred by the official delegation travelling to Itabashi to address reciprocal protocol as it arises. The following table summarizes the costs associated with economy class flights and a twelve night stay per person for the staff travelling with the Burlington Teen Tour Band: Burlington Teen Tour Band Staff Travel Costs to Itabashi July 25, 2009 August 7, 2009 Regular flight including air taxes, surcharges and Canada land transfers Land prices 12 nights Tokyo includes: 12 nights accommodation Per person $1,100 $1,760
Pg 6 of Report CL-9-09 Ground transportation, transfers, transportation to performances train to Kyoto Attractions etc. All hotel taxes and service charges Travel Costs for 9 (8 Staff and 1 photographer) $25,740 Additional expenses include the remaining meals or per diem for nine people for seven days of travel. Per diem max. for three people (49.00 per day, per person) $2749.50 Per diem max. for six people ($70.50 per day, per person) $3822.00 Total $6,571.50 Gift The following table summarizes the costs associated with the official gift celebrating the 20 th anniversary between Burlington and Itabashi. Item Cost Official Gift Blue Heron in Grasses to go to Itabashi $5,000 Red-crowned Crane in Grasses to remain in Burlington $5,000 Shipping of official gifts, framing and installation $5,000* Reproductions (200 copies of each) $5,000 Including matting, wrapping, shipping and signing Total $20,000 * Represents projected costs. All costs are within budgeted amounts. The two Mundialization Committee members will be funded through the Mundialization Committee cost centre and the three remaining delegates (staff and council) will be funded from the corporate Mundialization account. As one rather than two council representatives are travelling to Itabashi, $3,865.50 in cost avoidance ($3,372 travel plus $493.50 per diem for one person) is anticipated. 6.0 ENVIRONMENTAL MATTERS: N/A 7.0 COMMUNICATION MATTERS: The Burlington Mundialization Committee s plan to promote and raise awareness of the 20 th Anniversary of Burlington s twin relationship with Itabashi, Japan is being done through: articles featured in the Burlington Post between August and September, promotional material around the city beginning in July, an Itabashi photograph display at City Hall to be advertised and on display in September during the official visit from Itabashi,
Pg 7 of Report CL-9-09 display of the original artworks at the Burlington Art Centre Presentation of original artworks at July Council meeting and media releases to encourage widespread awareness of the 20 th twinning anniversary with Itabashi. 8.0 CONCLUSION: Staff and the Burlington Mundialization Committee are eagerly moving ahead with the final planning for the celebration of the 20 th anniversary of the twinning between Burlington and Itabashi. As soon as September details are known, staff and council members will be updated and encouraged to participate in the Burlington part of the 2009 exchange. Respectfully submitted, Danielle Pitoscia Committee Clerk Copy filed: s:\inet\ccs Appendices: N/A Staff / Others Consulted: Name Mundialization Committee Ian Ross, Burlington Art Centre Telephone Public Art Citizens Advisory Committee Deb Caughlin, Clerks Ext. 7490 Pam Eddenden, Parks & Recreation 905-632-7796 ext. 306 Ext. 7815 Notifications: Name Mailing or E-mail Address Mundialization Committee Special Instructions: N/A