Exchange Policy

This policy is intended to be helpful in providing direction to the board and exchange organizers to ensure the success of individual exchanges. Our goal is to maintain the positive relationships we currently enjoy with our Sister Cities by planning and organizing exchanges carefully and with full consideration of host city and participant needs.

SANCTION
(See Aricle V, Section 6 of Sister Cities of Bellingham by-laws)

A. The Board shall review and sanction official Sister City delegate exchanges.
B. The Board will work with the exchange group to assist them with the exchange arrangements.
C. Each exchange should have a clearly defined purpose. Exchanges might include social, cultural and educational activities that involve the community being visited in the exchange. One exchange goal might be to share the exchange experience with the Bellingham Sister City membership and our community.

EXCHANGE PROPOSAL

A. Advance Notice
Proposed exchanges should be presented to the City Chairperson and/or the Board well in advance of the exchange date. Advance notice is necessary to allow time for adequate planning and scheduling and to avoid conflicts with exchanges previously scheduled. Exchanges are often scheduled one or two years in advance.

B. Scheduling
The City Chairperson will work with the board, the exchange group and the involved Sister City to select a mutually acceptable date. The exchange will then be scheduled on the board’s master calendar. The board secretary will maintain a master calendar of proposed exchanges.

C. Invitations from a Sister City
Those who receive invitations directly from a Sister City initiating an exchange should contact the City Chairperson and/or Board as soon as possible.

D. Written outline of Exchange Proposal
A written statement defining the important elements of the exchange and proposed dates would be helpful when presenting a proposed exchange to the board. The written proposal should contain the following: purpose, host country, schedule, participants, proposed dates, etc.

E. Formal Presentation to the Board
The person proposing the exchange may be asked to give a formal presentation to the board.

EXCHANGE COORDINATOR

Single City Exchanges
The Sister City Chairperson for the city involved in the exchange may appoint a coordinator to assist with the exchange.

Multiple City Exchanges
A coordinator for any exchange involving more than one sister city should be appointed by the Board to coordinate or assist with the exchange group.

SIZE LIMITATIONS

If an exchange involves travel to or from a Sister City, the exchange should normally be limited to 10 people. We ask that groups respect this limitation because of the burden a larger group may place on the hosting Sister City Organization. Exchanges may include larger groups. However, substantial advance planning and communication with the host city are required.

TRAVEL ARRANGEMENTS

The board may appoint a Travel Coordinator to assist with exchanges utilizing their past experience, travel, industry and international contacts.

FEE

Depending on the nature of the exchange, the Board usually assesses an administrative fee for exchange coordination.

PARTICIPANTS

Participants must be current members of Sister Cities of Bellingham with dues paid prior to the exchange.

Exchange organizers should ensure that participants provide an information sheet and picture that could be sent to the exchange organizers in our Sister City. The information sheet might include name, address, age, occupation, dietary restrictions, allergies, medical problems, personal exchange goals, family or other information that might be helpful to their host.

Adopted by Mayor’s Advisory Board on May 4, 1994