Charlottesville Sister Cities Commission
Minutes
Meeting April 20, 2021
Zoom
Present: Amanda Folsom, Nana Ghartey, Michael Grinnell, Daman Irby, Kate Kogge, Stella
         Mattioli, Neeley Minton, Dave Norris, Elizabeth Smiley, Adrienne Ward
Absent: Joan Clarke
Non‐members present: Maxicelia Robinson, Jeremy Johnson


Meeting opened at 4:33 pm.           Ms. Kogge presided. A quorum was present.


I. Approval of March minutes
       Ms. Smiley requested a correction to the wording of item VIII.
       Motion to approve minutes with correction: Ms. Kogge           Seconded: Mr. Irby
       Motion passed unanimously with no abstentions.
II. Unspecified (Brief Address by Mr. Ghartey)
       Mr. Ghartey initiated a conversation about perceptions within city government
       regarding the CSCC’s purpose and its spending priorities as possible explanations for
       being denied funding in the current budget cycle. Several members responded and
       there was an exchange of opinions on the subject.
III. Funding updates
       Ms. Kogge: our request for funding in the upcoming city budget did not move forward
       for final approval. Ms. Ward asked if it would be feasible to speak with city council to
       determine why we were not included in the budget again this year. Ms. Robinson
       recommended that we direct our inquiry to the city manager. Mr. Norris recalled that
       the commission had previously discussed inviting the (then current) city manager to
       attend one of our meetings. It was agreed that Ms. Kogge and Ms. Ward will collaborate
       on a letter/ invitation to the new city manager.
       There was additional discussion regarding the allocation of money to each Sister City
       representative, upon request, for approved Sister City project/program expenses, up to
       $1000 per year. Although it does not appear this expenditure has been officially
       adopted or voted upon by the Commission, it has been the practice of the Commission
       for the past several years.
       Ms. Smiley suggested the Commission consider amending its By‐Laws if there is interest
       in making this an annual budgeted expense. Mr. Irby offered to work on a draft for
       review and voted upon at our next meeting. Ms. Robinson suggested we determine
       whether City Council will have to approve any proposed changes or additions to our By‐
       Laws; she will consult the city’s attorney on our behalf.
       Mr. Ghartey asked that Commission approve (motion to approve) his request for this
       allocation, to reimburse the Charlottesville Winneba Foundation for its costs to ship
       medical supplies which have already been obtained and are being sent to Winneba
       ahead of the traveling delegation in May. Motion was seconded by Ms. Minton. The
       motion passed with no objections.


IV. Grants update (deferred)


V. Nominating/ open positions update
       Ms. Kogge reported that the office of Secretary remains open and asked for a member
       to fill this position. Per our by‐laws, the term of office is 1 year, with option to renew.
       Ms. Ward will consider the position and will communicate her decision to Ms. Kogge
       prior to the next meeting.


VI. Quarterly committee meetings update
       a. There was consensus that 2nd quarter committee meetings be scheduled for May.
       Ms. Kogge will send members a doodle poll to determine the (zoom) meeting date.
       b. There was discussion of the Outreach and Communication Committee’s role and
       objectives. Does its mission include initiating outreach or does it merely report on the
       outreach activities of the city reps and other committees? How can it serve as a
       resource to the Sister City reps as they work to educate and engage the community in
       our sister city relationships? Ms. Ward proposed continued discussion within the
       committee and follow up conversations with individual City reps if desired.


VII. Young Artist and Authors Showcase
       Ms. Smiley gave status report on the collaboration with Charlottesville High School in
       sponsoring several student entries into this annual Sister Cities International
       competition.
VIII.   It was agreed that we will resume the practice of allocating time at each monthly
        meeting for reports from each Sister City representative (Article VIII, Section 2 of By‐Laws).


IX.     This item was tabled.


X.      Other business
        Mr. Grinnell stated that as a companion to today’s meeting, he has already begun
        creating a list of outreach ideas. He will post the document to the Communication and
        Outreach folder on the CSCC google drive, and invites commissioners to review,
        respond, and add to it.
        Mr. Ghartey reported that he will be traveling to Winneba in May with a local delegation
        and does not know at this time when he will return to Charlottesville. His term will
        expire soon (date?) and he will have to reapply to remain on the Commission.


Meeting adjourned at 6:02


Respectfully submitted,
Elizabeth Smiley, Besancon Representative


Next CSCC meeting is on Tuesday May 18 @ 4:30 pm via Zoom.