PURPOSE

The purpose of this staff report is to bring back at the City Council�s request, how the Burbank Sister City Committee would propose to use the remaining appropriated Close-Up Program funds of $10,000 to send Burbank exchange students over the next 6 years to Ota, Japan.  The City Council has indicated that they would like the money to be used to ensure that deserving students who cannot financially afford the trip be assisted. 

BACKGROUND

Each year the Burbank City Council allocates $20,000 in the budget to send Burbank students to Washington, D.C. as part of the Close-Up Program.  In 2001-2002 no students were sent on this trip due to safety concerns following 9/11.  As a result, that additional $20,000 was carried over to this fiscal year. 

At the January 14, 2003 City Council meeting, the Council allocated $30,000 from the $40,000 total to the Close-Up Program to send students on the annual Close-up trip to Washington, D.C. At that time Council Member Ramos suggested that the City Council consider allocating the remaining $10,000 to the Sister City Committee.  Providing $10,000 for the summer 2003 student visit to Ota will buy airfare for twelve (12) students. 

At the February 4, 2003 meeting, the City Council voted for staff to bring back for consideration Council Member Ramos suggestion to use the $10,000 to assist the Sister City student exchange program.

On April 15, 2003, staff returned with that request to the City Council.  Council Member Ramos pointed out that youth programs like the Sister City Student Exchange are a priority to mold future national ambassadors.  She also

expressed concern that deserving students might not be able to participate in the program due to financial inability and did not want this to be an exclusive program.

After discussion by the City Council members, staff was asked to return with a proposal on how to best use the remaining appropriated Close-Up Program funds of $10,000 to send Burbank exchange students over the next 6 years to Ota, Japan.

ANALYSIS

On April 28, 2003, a Sister City subcommittee was formed to discuss the best way to use the proposed $10,000 that would benefit the most students while ensuring that less fortunate students could also participate in the program.

After much discussion, the Sister City subcommittee made the following recommendations on how they would like to use the proposed money:

•  Scholarships for needy students who otherwise might not be able to participate in the exchange will be established.  The $10,000 will be available to provide scholarships for the 2005 and 2007 student exchange trips and beyond as funding remains.  It is anticipated that no more than three scholarships would be offered per year so that there will be no difficulty meeting the hosting commitments for subsequent years.  This money will be designated for airfare.

• The Subcommittee will develop a scholarship application to determine financial need.  Prospective students will still need to apply for the program, with the option of applying for the scholarship.

• The Subcommittee will continue to use normal resources for advertising the scholarships (schools, Library, BTV6, Outreach Center, etc.), as well as investigate other methods of effectively getting the word out.

• While several members of the subcommittee would like to use a portion of the money for the 2003 trip, to be divided equally among all twelve students as previously discussed, after much discussion it was ultimately decided that this would not be a recommendation and that the entire money be used as scholarships. 

FISCAL IMPACT

The unappropriated Close-Up Program funding is currently available in City Council expense account #001-CL01A-62015 and if approved, $10,000 can be transferred to the Library Services account #001-LB01A-62690.

RECOMMENDATION

It is staff�s recommendation that the City Council approve $10,000 from the remaining Close-Up Program Funds to the Sister City Committee to establish scholarships to assist qualified Burbank students with demonstrated financial need to pay airfare for the Burbank Sister City Student Exchange with Ota, Japan.

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