10F,Seoul Global Center 38 Jongno, Jongno-gu, Seoul, Republic of Korea
TEL:(82-2)723-0634 FAX:(82-2)-723-0640 E-mail:[email protected] http://citynetcongress.org
THIRTIETH SESSION
3rd November 2013
Seoul, Republic Of KOREA
REPORT ON THE RELOCATION OF
THE SECRETARIAT TO SEOUL
10F,Seoul Global Center 38 Jongno, Jongno-gu, Seoul, Republic of Korea
TEL:(82-2)723-0634 FAX:(82-2)-723-0640 E-mail:[email protected] http://citynetcongress.org
1. Introduction - Secretariat in 20013
Seoul Metropolitan Government (SMG) offered to host the Seat of the Secretariat in Seoul, four years
following the Yokohama Congress in the year 2009 at the Twenty Fifth Session of the CITYNET
Executive Committee held on 7th September 2009, in Yokohama Japan. This proposal was approved
unanimously at the Sixth General Council held on 9th September 2009 in Yokohama.
With this decision, the Secretariat, together with SMG and the City of Yokohama, formulated a plan or
“road map”, for a smooth relocation of Secretariat.
The preparation for the transfer of the Secretariat from Yokohama to Seoul in 2013
started as early as 2009 with various communications between the two cities. On July
11, 2011, Mr. Choi Han Chul, Deputy Director for Tax Collection Division of SMG was
dispatched to CITYNET to assist in the smooth transition of the relocation. He
observed the various activities of Secretariat and helped in the strengthening of the
National Chapters and Satellite Office until July, 2012. Ms. Kyung Hwa Byun, another
officer from SMG was sent from February 3, 2012 to March 17, 2013 and is now the
officer assigned to CITYNET in Seoul.
2. Relocation

The 29th Session of the Executive Committee Meeting :
Throughout 2012, CITYNET communicated continuously with SMG, and the City of
Yokohama regarding the transfer in March, 2013.
Mr. Chung-ha SUH, Ambassador for International Relations of the Seoul Metropolitan
Government (SMG) had a presentation of “Road Map leading to Seoul” on July 10 th at the 29th
Executive Committee Meeting. In his presentation, he emphasized the new partnership such
as close cooperation between CITYNET and Seoul Metropolitan Government.
-
CITYNET: One of the biggest international network in Asia and the Pacific region
-
SMG: accumulated know-how and experience in urban development
He also mentioned that through the relocation of the Secretariat, CITYNET will provide a
leading platform for the members for successful transformation into an international
organization. He suggested three points.

Consolidation of city network in Asia and the Pacific region
- Reinforcing a pivotal role as communication channel among cities in Asia Pacific
region by expanding member cities and activating advocacy

Establishment of CITYNET as an independent organization
- Positioning as an independent, non profit corporation with autonomy
in overall organization, budget and operation

Transformation into an international organization
- Strengthening multidirectional cooperation with various international organizations
and countries (devising official development assistance)
On October 31st , 2012, the representative officer, Mr. Choi Kyengju, the director of the
International Cooperation Division of Seoul Metropolitan Government(SMG) came to
Yokohama and signed an MOU regarding the cooperation on relocation with Ms. Mary Jane C.
Ortega, the Secretary General of CITYNET for the Relocation of the Secretariat of the
CITYNET for the period of a minimum of five years and the partial support for the further
development of CITYNET. During his stay, he had a conversation with all of the Secretariat
staffs regarding the relocation in aid of developing the new Secretariat organization and
operation guidelines.
The plan outlining the relocation schedule of the Secretariat is below:
10F,Seoul Global Center 38 Jongno, Jongno-gu, Seoul, Republic of Korea
TEL:(82-2)723-0634 FAX:(82-2)-723-0640 E-mail:[email protected] http://citynetcongress.org
•
INTRODUCTION OF PREPARATION FOR THE RELOCATION OF THE CITYNET
SECRETARIAT IN 2013
Seoul Metropolitan Government (SMG) offered to host the Seat of the Secretariat in Seoul,
four years following the Yokohama Congress in the year 2009 at the Twenty Fifth Session of
the CITYNET Executive Committee held on 7th September 2009, in Yokohama Japan. This
proposal was approved unanimously at the Sixth General Council held on 9th September
2009 in Yokohama.
With this decision, the Secretariat, together with SMG and the City of Yokohama, formulated
a plan or “road map”, for a smooth relocation of Secretariat.
•
PREPARATIONS FOR THE RELOCATION OF THE CITYNET SECRETARIAT
2.1. Significance of the relocation of the Secretariat to Seoul
•
Formation of a new collaboration relationship between CITYNET and Seoul
Metropolitan Government (SMG)

Establishing a close cooperation with CITYNET as one of the biggest
international network in Asia and the Pacific region and the SMG which has
sufficient experience in urban development
•
Establishment of platform for successful transformation into an international
organization based on relocation of the Secretariat as a leaping and renovation
opportunity

Expecting sustainable growth of CITYNET based on a mutual cooperation
with SMG

Further consideration is required between CITYNET and SMG regarding
vision and the long-term plan of CITYNET
2.2. Suggestions for CITYNET
•
Consolidation of network within cities in Asia and the Pacific region

Fulfilling a pivotal role of communication channel among cities in Asia and
the Pacific region based on expansion of member cities and active publicity
•
Establishment of status as an independent organization

Positioning as an independent entity with autonomy in overall organization,
budget and operation

Developing expertise in various sectors by reforming the Secretariat and re
cruiting new staff
•
Transformation into an international organization

Strengthening multilateral cooperation through pursuing projects with
various international organizations and official development assistance
(ODA) based projects in various nations

•
•
Direction of supporting relocation
Preparatory progress: Establishment of a dedicated team for the relocation

Established CITYNET Support Team in International Cooperation Division
(April 2012, Deputy Director 1, Manager 2)

Dispatched two staffs from SMG to the Secretariat in Yokohama (July
2011, Deputy Director 1, Manager 1)

Tasks undertaken by CITYNET Support Team and dispatched staffs
regarding incorporation and relocation
Financial support
- (Short-term) Successfully implementing relocation of the secretariat through
financially supporting the expenses for relocation and operation of the
secretariat
- (Long-term) Cooperating the financial independence of CITYNET through
securing private contributions and pursuing projects with other organizations
10F,Seoul Global Center 38 Jongno, Jongno-gu, Seoul, Republic of Korea
TEL:(82-2)723-0634 FAX:(82-2)-723-0640 E-mail:[email protected] http://citynetcongress.org
•
•
Administrative support

Improving management efficiency by dispatching supporting personnel
from SMG
Four staffs from the Yokohama Secretariat are expected to relocate as well as two
from member cities and two from SMG are expected to be seconded.

Supporting international events hosted by CITYNET with human resources,
logistics and PR
2.4. Budget for the SUBSIDY : 495,543USD (Included the membership fee 10,000USD)
2.5. Relocation schedule
•
Completion of MOU between SMG and CITYNET regarding cooperation on
relocation (31st October 2012)

Representative officer, Mr. Choi Kyengju, the director of the International
Cooperation Division of Seoul Metropolitan Government (SMG) came to
Yokohama and signed MOU regarding cooperation on relocation with Ms.
Mary Jane, the Secretary General of CITYNET for the Relocation of the
Secretariat of the CITYNET for the period of a minimum of five years and
the partially support for the further development of CITYNET.
•
Confirmation of the new secretariat organization and development of an operational
guideline (December 2012)

Confirming the relocating staffs and developing the new secretariat
organization and operation guideline

After the deliberation by each staffs of the Secretariat, at end of the year,
only one staff, (CIO; communication and information officer) confirmed to
move to Seoul and join to the new secretariat office in Seoul.
•
Operational support based on MOU (November 2012)

Supporting the office rent in the Seoul Global Centre upon confirming size
(198m2 , 10th Floor) and rental fee

Directly supporting purchasing cost of office supplies based on MOU (expost settling up and report)
•
Administrative process upon completing registration of incorporation (January 2013)

Requesting registration number for non-profit corporate, opening corporate
account, issuing visa and registering foreigner, applying insurance, etc.

Deputy Director of SMG, Ms. Miok Yu and two staff cam to Yokohama to
check everything. From 29 – 31 January.
•
Relocation of staffs and office supplies and recruitment of new staffs (January 2013)

Dispatching staffs from member cities and recruiting new staffs
•
Completion of Agreement between SMG and CITYNET regarding the financing
support (25th February, 2013)
• Opening ceremony (26th March 2013)
•
•
On March 26th, 2013, the Opening Ceremony and the Commemorative Forum were
held at the office of the new Secretariat on the 10th floor of the Seoul Global Center,
just a few blocks away from the Seoul City Hall (a major city landmark). The Center
is the property of the Seoul Metropolitan Government which is currently hosting the
Secretariat.
Ms. Mary Jane C. Ortega, Secretary General of CITYNET, Dr. Jagannathan of
World Resource Institute, Professor of Seoul National University (SNU) Dr. Stefan
Niederhafner all participated in the ceremony, and PhD. Benjamin Barber, Professor
of Political Science Emeritus from Rutgers University gave the keynote speech. The
Mayor of the Seoul Metropolitan Government, Mr. Park Won Soon delivered the
welcoming remarks.
10F,Seoul Global Center 38 Jongno, Jongno-gu, Seoul, Republic of Korea
TEL:(82-2)723-0634 FAX:(82-2)-723-0640 E-mail:[email protected] http://citynetcongress.org

Review and Redesign of CITYNET:
The Review and Redesign Committee Meeting was set up as an outcome of the 28th
Executive Committee meeting, in Dhaka, Bangladesh, in 2011 and the Roundtable Meeting
was conducted on July 9th 2012 prior to the 29th Session of the Executive Committee Meeting
held on July 10th 2012.
The Review and Redesign Committee was comprised of Yokohama, Seoul, SDS, Special
Advisor and Secretary-General of CITYNET. It was chaired by Mr. Kirtee N. Shah, (Honorable
Director, ASAG ; Ahmedabad Study Action Group).
The Review and Redesign (Review and Redesign Evaluation Team) was carried out in the
context of CITYNET’s 25 year completion and plans for its relocation to Seoul. The World
Bank provided technical and financial support for the project and PhD. Tim Campbell wrote
and submitted the report “The City and CITYNET in an Urban World.” Members and partners
of the 30th Executive Committee were interviewed for this process.
Dr. Jagannathan, who was appointed as the Co-Chair of the Evaluation Team in the
Roundtable Meeting on July 9th, 2012, will present concrete project at the 30th Executive
Committee Meeting at the 2013 General Congress.
The Report and the Output of the Evaluation Committee shall be submitted and shall be
approved by the Executive Committee. The Roadmap, which will be drawn by the Evaluation
Committee shall be adopted by the General Council which will become an official document
that CITYNET will have to implement.
Secretary General
General
Deputy
Secretary General
Assistant Secretary
General,
Executive Officer
(Dispatched officer
from Yokohama)
(Indonesian)
Programme Director
Programme Officer 1
Accoutant
Deputy
Secretary General
Administrative Officer
Programme Officer 2
Communication &
Information Officer
Secondment Staff (SMG)
Dear Linda,
In
IV, Japan (1992 – March, 20013)]
[CITYNET Secretariat Office
inArticle
Yokohama,
Section 1 of the
Charter, Functions
the and Organization
Supporting the Expansion of the Secretariat
following is stated:
The CITYNET Secretariat in Seoul has three main units: 1) Operations; 2) Partner development and
3) Programs and most of the staff are “An
new except
for two.
associate
TEAM (Main Task)
Program Team
Organize / Implement
program
to support urban
development
member shall not
TOR (Job Description)
have a vote at
1. Program planning
meetingsandofImplement new programs
2.the
Development
3. 3.the
Hold international
Generalseminars, conferences, workshops,
capacity
building
Council, except in program, etc. (KLRTC,KOTI, SHRDC,
WEGO)
4. 4.electing
Collaborate withthe
partner team on working with partners
members
A and
donors. of the
5.Executive
Collaborate and network with other international
organizations / partners
Committee.
6. Engage members through programs and projects
Individual
and
corporate
members shall not
10F,Seoul Global Center 38 Jongno, Jongno-gu, Seoul, Republic of Korea
TEL:(82-2)723-0634 FAX:(82-2)-723-0640 E-mail:[email protected] http://citynetcongress.org
Partner Development Team
(newly established)
Overall Management of
Congress
Fundraising / Developing
communication between
members and international
organization through network
Operation Team
Operation of CITYNET
Secretariat
(Personnel/Budget)
1. Overall management of the 7thCITYNET Congress
2. Gradually seeking CITYNET’s financial independence through
fundraising and donations from partners and sponsors
3. Expanding organization by promoting CITYNET abroad and
recruiting new members
4. Managing CITYNET website, regular newsletters, social media
Channels, and periodically publications
5. Propose and promote joint partnerships with other
international organizations and agencies
6. Establish CITYNET network through the exchange of
information and access with other organizations
1. Overall management of CITYNET Secretariat Personnel
(Regular staffs and interns)
2. CITYNET Secretariat Budget, expenditure and account
Settlement
- Liaison to SMG work and overall management of subsidy
3. Supporting the Congress
- Budgets related to CITYNET Congress/Selection of PCO,
Venue
4. Regarding CITYNET membership fee
- Establish CRM and update member’s information
- Manage the list of Congress participants
5. Support both program and partner development team
Secretary General
Deputy
Secretary General
(Indonesian)
Operations Director
Operations Officer 1
Operation Officer 2
Accountant
Deputy
Secretary General
Assistant Secretary General
Partner
Development
Dir.
Partner
Development
Director
Partner
PartnerDevelopment
Development1
231111Officer
1 111 1
Officer 1 11
Partner
PartnerDevelopment
Development2
22Officer
Officer 22
Secondment Staff 1
(Indonesian)
Program Director
Program Officer 1
Program Officer 2
Secondment Staff 2
[CITYNET Secretariat Office in Seoul, R. O. KOREA (since March, 2013)]
** Currently, the position of Assistant Secretary General (ASG) is vacant.
** Secondment staff 1 and 2 will be effective from 2014.

Officials dispatched from Seoul Metropolitan Government
The Operations Team consists of the Operations Team Director and other 2 staff members
from the Seoul Metropolitan Government.
3. Conclusion
Through the relocation of Secretariat and registration of CITYNET Inc. Association in Seoul, Seoul
Metropolitan Government (SMG) will make new vision for CITYNET for the future. Further
development of CITYNET, SMG will cooperate with CITYNET members, partners and donors in
strengthening the Network, especially for the development of the Clusters and diverse C2C
cooperation projects.