Charlottesville Sister Cities Commission
MINUTES
August 16, 2022
Zoom

Present: Claire Denton-Spalding, Michael Grinnell, Edward Herring, Daman Irby, Elizabeth
         Smiley, Adrienne Ward, Vivien Wong
Absent: Nana Ghartey, Sylvia New Strawn (her attempt to join at 5 pm was unsuccessful)
Non-voting members present: Maxicelia Robinson, Deputy Clerk of Council

Meeting opened at: 4:33      Daman Irby presiding         A quorum was present

I.     Approval of July minutes
       Motion to approve: Mr. Herring        Seconded: Ms. Brown        Motion passed

II.    Secretary’s Report
       a. New Member Orientation Handbook (Ms. Ward)
              Status update: as soon as it’s ready to read, we will ask older members of the
              commission, as well as Max/Kyna to read it first & offer edits, and then we will
              revise it and make the completed version available to all the newer members.
       b. Retreat Planning/Decisions (Mr. Irby)
                  Ɣ Brief discussion on location for our Retreat which is expected to be held
                      in person. Mr. Herring asked if we might move the Retreat start time to 5
                      pm so that we can use the room available at the Central Library. Ms.
                      Robinson will check on the possible use of City Space. Ms. Brown will
                      also check on meeting space at CHS annex.
                  Ɣ Brief discussion on meal options. Deman proposed ordering Chinese
                      take out. Ms. Brown also suggested Roots, Sticks and Pearl Island.
                      Action item: Mr. Irby will send out an email to the commission so that all
                      can respond with their preferences.
                  Ɣ Quick overview of the Retreat agenda as currently planned.

III.   Email Communications Report (Ms. Ward)
              Received in past month: request about Besançon; request about possible new
              sister city in Asia; request for information to support research related to a French
              topic.Ms. Ward proposed formalizing a new position of Email Coordinator
              (Standing Committee) Action item: Ms. Ward will submit a request to be
              considered and voted upon at our next meeting.

IV.    City Rep Updates
       a.     Huehuetenango (Mr. Herring)
              Both Mr. Herring and Ms. New Strawn attended the Ixtatan Foundation reception
              last month. Following the reception, Mr. Herring drafted and distributed an email
              which proposed three levels of ongoing focus for the Friendship City. He hopes
            to travel to Huehue in October and make contacts with 2 of the high schools
            regarding establishing partnerships with our city schools. Action item: Mr.
            Herring will draft an itinerary for this trip outlining the agenda he proposes for his
            time there. He and Sylvia will meet next week to continue developing the goals
            and agendas for this trip and will then forward their plan to Mr. Irby.

     b.     WInneba (no report)

     c.     Besancon (Ms. Smiley reporting)
            Update on progress with the proposed jazz musician exchange, which has now
            been scheduled for April 2023. More details and discussion on how the CSCC
            can promote and support this exchange in upcoming meetings.

     d.     Poggio (Ms. Mattioli reporting)
               Ɣ Still exploring possibilities for school based partnerships and particularly
                   identifying teachers in Poggio who would agree to coordinate and lead
                   this (likely penpal) exchange.
               Ɣ Concert: following input from the Commission, it was agreed to propose
                   early December for the local concert. Carver Rec Center has been
                   selected as the concert venue; once this space is reserved, Ms.Mattioli
                   will begin working on the hospitality details (lodging, transportation meals)
                   for the musicians.

V.   Committee Updates
     a.   Budget & Finance (Mr. Grinnell reporting)
          We received our budget appropriation on July 1. Current balance is
          approximately $47k. Mr. Grinnell would like to use some Retreat time to set
          target amounts for grants and other programs in the upcoming fiscal year.

     b.     Grants (no grants report)

     c.     Outreach/Social Media (Mr. Grinnell)
            Currently there is not a great space on our website for announcements- would
            like for us to discuss. Vivien Wong has volunteered to assist with
            website/outreach improvements; she suggested we build an events page with a
            link from our current homepage.

     d.     Education (Ms. Brown)
            Ms. Brown and Ms. Smiley had several productive meetings over the summer to
            to clarify and discuss the logistical issues related to student exchanges and
            penpal programs.Ms. Brown notes that, as the City school division is rather
            small, we need to consider how best to tap into the school-based resources
            (time, teachers, families, administrators) without stretching those resources too
              thin. Ms. Brown should always be a point person for the Commission whenever
              there are new school-based programs or exchanges being proposed.

VI.    Other Business
              Ms. Robinson informed us that Mayor Snook has several questions for the
              Commission regarding the Friendship City relationship, pursuant to receiving our
              recent Annual Report. Action item: Mr. Irby will reach out to the Mayor to answer
              his questions.

              Action item: Mr. Irby will send out a Retreat agenda in the next two weeks; this
              should coincide with the Orientation Handbook finalized draft also being ready for
              Commissioners to read in preparation for our Retreat.


Meeting adjourned at 5:45 pm.

Respectfully submitted,

Elizabeth Smiley,
Secretary & Besancon Rep


Next Meeting:
Tuesday, September 20, 4:30-7:30 – Annual Retreat Location TBA