CITY COUNCIL AGENDA Tuesday, January 17, 2017 7:00 p.m. Regular Meeting - CALL TO ORDER Council Chambers PLEDGE OF ALLEGIANCE ROLL CALL AWARDS/RECOGNITIONS ANNOUNCEMENTS CITY MANAGER RESPONSE TO MATTERS BY THE PUBLIC MATTERS BY THE PUBLIC Public comment is provided for up to 12 speakers at the beginning of the meeting (limit 3 minutes per speaker.) Pre-registration is available for up to 9 of these spaces and are published by noon the day of the meeting. An unlimited number of spaces is available at the end of the meeting. 1. CONSENT AGENDA* (Items removed from consent agenda will be considered at the end of the regular agenda.) a. Minutes for January 3 b. APPROPRIATION: HB2 / SMART Scale grant funding for High Street, Fontaine Avenue and Emmet Street – $29,452,721 (2nd of 2 readings) c. APPROPRIATION: Hillsdale Drive Extension – Appropriation of $322,943.79 & Transfer of $117,641.50 (2nd of 2 readings) d. APPROPRIATION: Fiscal Year 2017 Transit Grants – $576,676 (2nd of 2 readings) e. APPROPRIATION: National Endowment for the Arts Our Town Grant Match Appropriation – $25,000 (2nd of 2 readings) f. APPROPRIATION: Funds from Charlottesville City Schools (CCS) to the CCS Enhanced Entrance Security Project – $7,582.49 (1st of 2 readings) g. RESOLUTION: Charlottesville-Albemarle Health Department Restroom and Service Area Renovations Request from Returned City funds – $49,034.80 (1st of 1 reading) h. ORDINANCE: Closing of Portion of Ware Street Extended (Unaccepted) (2nd of 2 readings) 2. REPORT State of the City – 20 mins 3. ORDINANCE* Amendment to Snow Removal Ordinance (1st of 2 readings) – 20 mins 4. REPORT Rivanna Quarterly Update – 10 mins 5. REPORT The Children’s Services Act and The Community Policy & Management Team – 15 mins 6. REPORT* Blue Ribbon Commission on Race, Memorials and Public Spaces – 60 mins OTHER BUSINESS MATTERS BY THE PUBLIC *ACTION NEEDED GUIDELINES FOR PUBLIC COMMENT We welcome public comment; it is an important part of our meeting. Time is reserved near the beginning and at the end of each regular City Council meeting for Matters by the Public. Please follow these guidelines for public comment: • If you are here to speak for a Public Hearing, please wait to speak on the matter until the report for that item has been presented and the Public Hearing has been opened. • Each speaker has 3 minutes to speak. Please give your name and address before beginning your remarks. • Please do not interrupt speakers, whether or not you agree with them. • Please refrain from using obscenities. • If you cannot follow these guidelines, you will be escorted from City Council Chambers and not permitted to reenter. Persons with disabilities may request reasonable accommodations by contacting ada@charlottesville.org or (434) 970-3182. CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 3, 2017 Action Required: Appropriation, Public Hearing Presenter: Tony Edwards, Neighborhood Development Services Manager Staff Contacts: Tony Edwards, Neighborhood Development Services Manager Title: HB2 / SMART Scale grant funding for High Street, Fontaine Avenue and Emmet Street totaling $29,452,721 Background: The Governor signed House Bill 2 into law in 2014, which is now known as SMART Scale. This grant program outlines the funding process for potential state transportation projects. The City of Charlottesville was successful in its first year of HB2 submissions by being awarded 3 out of 3 projects for a total grant funding of $29,452,721. No local funding match required. Additional background information on funding criteria and requirements may be reviewed here: http://www.virginiahb2.org. Discussion: This funding will provide the necessary resources to design, provide right-of way acquisition as needed, and construct the necessary infrastructure improvements as identified in the state applications. The specific locations are High Street/ Market Street ($5,638,000) (P-00931) from Locust Avenue to 7th Street, Emmet Street ($12,114,721) (P-00932) from University Avenue to Arlington Boulevard, and Fontaine Avenue ($11,700,000) (P-00933) from Jefferson Park Avenue to city limits. Alignment with Council Vision Areas and Strategic Plan: Submissions for the SMART Scale funding requests have the opportunity to support City Council’s Vision for Economic Sustainability, A Green City, America’s Healthiest City and A Connected Community. In addition, it would contribute to Goal2 of the Strategic Plan, Be a safe, equitable, thriving, and beautiful community and objectives 2.3. Provide reliable and high quality infrastructure and 2.6. Engage in robust and context City Council Agenda Memo Management of Urban Allocations Page 1 of 3 sensitive urban planning. These projects align with goals within the Comprehensive Plan, and Bike and Pedestrian Plan. Community Engagement: East High Street improvements project has been a high priority for the Martha Jefferson neighborhood for many years which its inclusion in the SIA priorities. Fontaine Avenue improvements underwent a review in 2004- 2005. Based on previous public input, a more limited scope using mostly existing right of way is proposed for this project. Emmet Street proposed improvements have been developed under joint collaboration with UVA, a major adjacent property owner, and this project would allow for mutual benefits. Budgetary Impact: State and Federal funding will be received on a reimbursement basis. No local match is required. Recommendation: Staff recommends approval of this appropriation of funds. Attachment(s): N/A City Council Agenda Memo Management of Urban Allocations Page 2 of 3 APPROPRIATION HB2 / SMART Scale FY2017 - $29,452,721 WHEREAS, a total of $5,638,000 in federal and state funds for the East High Streetscapes Improvements project requires an appropriation; WHEREAS, a total of $11,700,000 in federal and state funds for the Fontaine Avenue Streetscapes Improvements project requires an appropriation; WHEREAS, a total of $12,114,721 in federal and state funds for the Emmet Street Corridor Streetscape and Intersections project requires an appropriation; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner: Revenues $640,000 Fund: 426 WBS: P-00931 G/L Account: 431110 $4,998,000 Fund: 426 WBS: P-00931 G/L Account: 430110 $1,928,000 Fund: 426 WBS: P-00933 G/L Account: 431110 $9,772,000 Fund: 426 WBS: P-00933 G/L Account: 430110 $12,114,721 Fund: 426 WBS: P-00932 G/L Account: 430110 Expenditures $5,638,000 Fund: 426 WBS: P-00931 G/L Account: 599999 $11,700,000 Fund: 426 WBS: P-00933 G/L Account: 599999 $12,114,721 Fund: 426 WBS: P-00932 G/L Account: 599999 City Council Agenda Memo Management of Urban Allocations Page 3 of 3 This page intentionally left blank. CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 3, 2016 Action Required: Appropriation & Transfer Presenter: Jeanette Janiczek, UCI Program Manager Staff Contacts: Alex Ikefuna, NDS Director Tony Edwards, Development Services Manager Jeanette Janiczek, UCI Program Manager Title: Hillsdale Drive Extension – Appropriation of $322,943.79 & Transfer of $117,641.50 Background: On May 16, 2005, the City entered into an agreement with the Virginia Department of Transportation to participate in the Urban Construction Initiative (“First Cities”) Program (UCI). Through this program, the City is responsible for administering its urban system construction program – design, right-of-way acquisition, utility relocation, and construction. In addition, accounting of the UCI program funds must reconcile with the VDOT six-year plan. This appropriation involves the state, federal and local funds necessary to fund the City’s projects as outlined in the VDOT six-year plan. Some state funds are received upfront from the state each year as they are allocated. The remaining state and federal funding, however, must be spent first by the City and is later reimbursed by the Virginia Department of Transportation. Reimbursement requests are submitted to VDOT on a bi-monthly basis. Discussion: Preliminary Engineering (PE) is the phase of the roadway project “that includes all project initiation and development activities undertaken after its inclusion in the approved State Transportation Improvement Program through the completion of (construction bid submittal). It may include preliminary Right of Way engineering and investigations necessary to complete the environmental document.” Activities include design, plan development, environmental evaluation and public participation process. Right of Way (ROW) is the phase of the roadway project that “includes the work necessary to appraise and acquire project right of way, relocate individuals or businesses, and revise or relocate utilities.” Construction is the phase of the roadway project that includes “the management of all construction activities necessary to ensure the completion of a high quality product meeting all contract specifications, and applicable federal, state, and local laws and regulations.” Page 1 of 5 An appropriation was previously completed for each phase of the Hillsdale Drive Extension project which is a combination of federal, state and local funding. Administratively, the Federal/State revenue budget will be reduced by $1,232,506.12 (per line E). In addition, the City is working with the Albemarle County Service Authority (ACSA) to facilitate an upgrade to their existing sewer and waterlines along Greenbrier Drive. Design services total $25,506.79 and construction expenses are expected to total $297,437. ACSA has issued a check to the City for design services and a portion of construction for $177,796.79. A reconciliation of expenses will be completed after a final invoice for the work, but the City needs to appropriate $322,943.79 to ensure work can be completed. The City has also designed and will be constructing a waterline betterment for the City’s Utility department. A reconciliation of expenses has been completed after the final invoice for the work totaling $117,641.50. This figure is composed of $9,955.65 of design, $103,230.10 of construction and $4,455.75 of inspection expenses. REVENUES EXPENDITURES Project Project Federal $ 13,078,854.80 Preliminary Engineering $ 3,500,000.00 State $ 16,585,005.70 ROW $ 11,397,588.00 City CIP (Local) $ 557,295.50 Construction $ 15,323,568.00 Subtotal $ 30,221,156.00 Subtotal $ 30,221,156.00 Utility Betterment Utility Betterment City Utilities $ 117,641.50 City Utilities $ 117,641.50 ACSA $ 322,943.79 ACSA $ 322,943.79 Subtotal $ 440,585.29 Subtotal $ 440,585.29 TOTAL $ 30,661,741.29 TOTAL $ 30,661,741.29 Page 2 of 5 (A) FED/STATE COMBINES, TOTAL REVENUES $ 29,647,352.88 (B) VDOT to spend directly on ROW, City does not need to approporiate (Figure taken from previous draft of Hillsdale appropriation from NDS) $ 10,897,588.00 (C; A-B) Balance (City to spend, seek reimbursement from VDOT) $ 18,749,764.88 (D) Federal/State funds previously appropriated by City Council $ 19,982,271.00 (E; C-D) Project budget needs to be reduced, City Council action not required $ (1,232,506.12) (F) CITY (LOCAL FUNDS) $ 557,295.50 (G) City funds previously appropriated by City Council $ 557,295.50 (I) UTILITY BETTERMENTS $ 440,585.29 (J) ACSA (to be appropriated by City Council) $ 322,943.79 (K) City Utilities (to be transferred by City Council) $ 117,641.50 Current Status: The Hillsdale Drive Extension project executed a construction contract with Fielder’s Choice Enterprises on June 23, 2016 and held a pre-construction public meeting on June 29, 2016. The contractor has fully mobilized and work has started on: installing construction signs and environmental controls, relocating utilities, surveying, clearing, partial demolition of Seminole Square building, and preparation on County’s stormwater basin reconstruction. In the coming months, major work items will include construction of the retaining wall between Pepsi/Post Office, bridge construction and completing the roadway segment from existing Hillsdale Drive to Line Drive/India Road. Traffic impact alerts are issued weekly and a monthly project update is posted on the project’s website (www.hillsdaledrive.org) and issued to the project’s/City’s contact list. Alignment with City Council’s Vision Areas and Strategic Plan: Approval of this agenda item upholds the City’s commitment to create “a connected community” by improving upon our existing transportation infrastructure. In addition, it would contribute to Goal 2 of the Strategic Plan, Be a safe, equitable, thriving, and beautiful community; Objectives 2.3. Provide reliable and high quality infrastructure and 2.6. Engage in robust and context sensitive urban planning. Community Engagement: A well-attended Citizen Information Meeting was recently held at the Senior Center on June 29th to review construction phasing, provide renderings of planned landscaping/hardscaping, answer questions and provide future contact information. There has been significant engagement throughout project planning. Page 3 of 5 Budgetary Impact: None. Appropriation is composed of a combination of state allocations that are received quarterly with the remaining state and federal allocations that are reimbursed once expended. Local funds were previously approved and funded through the CIP from FY05 to FY13 and from Albemarle County Service Authority to fund a sewer line upgrade. Recommendation: Staff recommends approval and appropriation of the funds. Alternatives: N/A Attachments: Appropriation Urban Construction Initiative (UCI) Project Funding Worksheet Page 4 of 5 APPROPRIATION & TRANSFER Hillsdale Drive Extension – $440,585.29 WHEREAS, a total of $322,943.79 in local funds for the Hillsdale Drive Extension requires an appropriation; WHEREAS, a total of $117,641.50 from City Utilities for a Waterline Betterment requires transferring; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner: Revenues $322,943.79 Fund: 426 WBS: P-00216 G/L Account: 432080 Local Expenditures $322,943.79 Fund: 426 WBS: P-00216 (Hillsdale) G/L Account: 999999 NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby transferred in the following manner: Transfer From $ 117,641.50 Fund: 426 WBS: P-00260-18 G/L Account: 498010 Transfer To $ 117,641.50 Fund: 426 WBS: P-00216 G/L Account: 498010 Page 5 of 5 Urban Construction Initiative (UCI) Project Funding Worksheet Date 8/25/2016 Project Number: UPC: 60233 Locality: City of Charlottesville Project Narrative Scope: Hillsdale Drive From: To: Locality Project Manager Contact info: Department Project Coordinator Contact Info: Project Estimates Preliminary Engineering Right of Way and Utilities Construction Total Estimated Cost Estimated Locality Project Expenses $0 $0 $0 $0 Estimated VDOT Project Expenses $0 $0 $0 $0 Estimated Total Project Costs $3,500,000 $11,397,588 $15,323,568 $30,221,156 Project Cost and Reimbursement Estimated Reimbursement to Maximum Reimbursement Locality Phase Estimated Project Costs Local % Participation for Funds Local Share Amount (Estimated Cost - Local Funds type (Choose (Max. Reimbursement - Est. Type Share) from drop down box) VDOT Expenses) Preliminary Engineering 2% paid to locality $0 $0 Pre UCI $51,156 Urban 0% $0 $51,156 $3,448,844 Urban 20% $689,769 $2,759,075 #VALUE! $0 $0 $0 Total PE $3,500,000 $689,769 $2,810,231 $2,810,231 Right of Way & Utilities $190,156 Urban 20% $38,031 $152,125 $8,626,730 MAP21 STP w/soft match 0% $0 $8,626,730 $183,100 MG Equity Bonus 0% $0 $183,100 UCI $1,316,900 MG Equity Bonus w/soft match 0% $0 $1,316,900 $1,080,702 Bond 0% $0 $1,080,702 Total RW $11,397,588 $0 $11,359,557 $11,359,557 Construction $11,436,803 Bond 0% $0 $11,436,803 $2,886,765 CTB Formula State 0% $0 $2,886,765 $1,000,000 Revenue Sharing 50% $500,000 $500,000 Total CN $15,323,568 $500,000 $14,823,568 $14,823,568 Total Estimated Cost $30,221,156 $1,189,769 $28,993,356 $28,993,356 Total Maximum Reimbursement by VDOT to Locality (Less Local Share) $28,993,356 Expenditures Prior to UCI Acceptance $51,156 Estimated Total Reimbursement by VDOT to Locality (Less Local Share and VDOT Expenses) $28,942,200 Project Financing Pre UCI Post UCI State Local MAP 21 MAP 21 Soft MG Bonus MG Bonus Urban Match Match Federal 80% STP Match 80% Match 20% $40,925 $10,026 $205 $2,911,200 $6,901,385 $1,725,345 $146,480 $36,620 MG- Equity Aggregate Allocations MG - Equity Bonus Soft Revenue State CTB Quarterly (A+B+C+D+E+F) Bonus Match Sharing Local Match Formula Bond Payments Local Funds $1,053,520 $263,380 $500,000 $500,000 $2,886,765 $12,517,505 $168,187 $8,457 $29,670,000 Program and project Specific Funding Requirements ● The total expenditures prior to UCI particiption is $51,156 before ● The UCI total participation expendituresisas of 10/7/2016 is $ 7,878,364 ● This is a limited funds project. The locality shall be responsible for any additional funding in excess of $28,717,778 ● The total $ 20,839,414 as of 10/7/2016 project Version 8/19/11 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 3, 2017 Action Required: Appropriation of Project Funding for Transit Division Staff Contact: John Jones, Transit Manager Ryan Davidson, Budget Office Presenter: John Jones, Transit Manager Title: Appropriation of FY 2017 Transit Grants - $576,676 Background and Discussion: With a Resolution Authorizing the Application for State Aid to Public Transportation, City Council authorized the Transit Division to provide the local match necessary to apply for Federal and State grants to fund Transit Division expenses, including both Capital and non-Capital projects. The Capital portion of the application is for the purchase of one <30-foot BOC bus, three CAT support vehicles, and Bus Passenger Shelters and other amenities and improvements. The final Virginia Department of Rail and Public Transportation (DRPT) Operating award is $404,193 greater than appropriated in the FY2017 budget. The final Federal Transit Administration (FTA) Operating award is $37,995 less than requested and appropriated in the FY2017 budget. Additionally, the FTA has awarded $536,295 to JAUNT, with the City acting as fiscal agent. This means the FTA funds for JAUNT must pass through the City. A supplemental appropriation is requested for project revenues/expenses which include: Transit Grants by Type FY 2017 Grants Change to Budget Awarded Appropriation State operating assistance $1,383,004 $1,787,197 $404,193 Federal operating assistance $1,653,010 $1,615,015 $(37,995) TOTAL OPERATING AWARD $3,036,014 $3,402,212 $366,198 TOTAL JAUNT (Pass-through Operating Funds) $0 $536,295 $536,295 State capital award $46,448 $36,841 $(9,607) Federal capital award $316,210 $0 $(316,210) Local CIP match P-00334 $20,873 $20,873 $0 TOTAL CAPITAL $383,531 $57,714 $(325,817) TOTAL APPROPRIATION REQUEST $576,676 Community Engagement: Charlottesville Area Transit utilizes the Metropolitan Planning Organization’s Public Participation Plan to fulfill its public engagement requirements. The MPO’s PPP includes an opportunity for members of the public to request a public hearing on CAT’s Program of Projects. No public hearing was requested. Alignment with City Council’s Vision and Priority Areas: Approval of this agenda item aligns directly with Council’s vision for Charlottesville as a Connected Community, where the City is part of a comprehensive, transportation system that enables citizens of all ages and incomes to easily navigate our community. Budget Impact: The City’s contribution from general funds and Albemarle County’s contribution as already budgeted cover the local match requirement for Operating Assistance. The pass through of grant funds for JAUNT has no budget impact. Recommendation: Approve appropriations. Alternatives: City Council may choose not to appropriate funds for these Transit Division projects. Without an appropriation these projects will not be implemented and staff will work with the Federal Transit Administration and the Virginia Department of Rail and Public Transportation to de-obligate the grants. APPROPRIATION Transit Division Project Funds $576,676 WHEREAS, a Federal Operating Grant of $1,615,015 and State Operating Grant of $1,787,197 have been awarded to the City of Charlottesville, the combined amounts of operating grants are $366,198 more than previously budgeted; and WHEREAS, a Federal Grant has been awarded to JAUNT in the amount of $536,295 and these funds must pass through the City of Charlottesville; and WHEREAS, a State Capital Grant of $36,841 have been awarded to the City of Charlottesville, but the Federal Capital Grant did not award new funding this year, and the combined amounts of capital grants are $325,817 less than the amount budgeted; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner, contingent upon receipt of the grant funds: Revenue (Operating) $404,193 Fund: 245 Cost Center: 2801001000 G/L: 430080 St Assist. $(37,995) Fund: 245 Cost Center: 2801001000 G/L: 431010 Fed Assist. Expenditures (Operating) $366,198 Fund: 245 Cost Center: 2801001000 G/L: 599999 Lump Sum Revenue (JAUNT) $536,295 Fund: 245 Cost Center: 2821002000 G/L: 431010 Fed Assist. Expenditures (JAUNT) $536,295 Fund: 245 Cost Center: 2821002000 G/L: 540365 JAUNT Pymt Revenue (Capital) $(9,607) Fund: 245 Cost Center: 2804001000 G/L: 430110 St Grant $(316,210) Fund: 245 Cost Center: 2804001000 G/L: 431110 Fed Grant Expenditures (Capital) $(325.817) Fund: 245 Cost Center: 2804001000 G/L: 541040 Acq. Com-Veh. BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $1,824,038 from the Virginia Department of Rail and Public Transportation and $2,151,310 from the Federal Transit Administration. This page intentionally left blank. CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 3, 2017 Action Required: Approval of Appropriation Presenter: Tierra Howard, Grants Coordinator, N.D.S Staff Contacts: Tierra Howard, Grants Coordinator, N.D.S Title: National Endowment for the Arts (N.E.A) Our Town Grant Match Appropriation $25,000 Background: On March 7, 2016, Council approved the appropriation of the National Endowment for the Arts (N.E.A) Our Town cash match of $30,000 to contribute to the artist in residency projects to complete the NEA grant efforts in partnership with the Piedmont Council of the Arts (P.C.A) and the Bridge Progressive Arts Initiative (PAI). Discussion: In July 2016, The Bridge PAI informed City staff that the Bridge PAI no longer had the capacity to carry out the artist in residency projects as a partner. As a result, the Bridge PAI reimbursed the City’s match funds of $25,000 ($5,000 was utilized on the first artist-in residency project). On October 17, 2016, Council approved the use of the $25,000 match funds to be used towards the Be Cville Project (artist in residency project) in partnership with the City’s primary partner PCA and a new partner, the T.J.P.D.C Corporation. In order to expend the funds, an appropriation of the $25,000 needs to be approved as a result of the reimbursement. Alignment with Council Vision Areas and Strategic Plan: The NEA grant project aligns directly with Council’s vision for C’ville Arts and Culture. Expected outcomes include improved services provided to Charlottesville residents as well as enhanced local quality of life and creative economic development initiatives. The project also will help realize the following Strategic Plan objectives: 2.6. Engage in robust and context sensitive urban planning; 5.1. Respect and nourish diversity; 5.2. Build collaborative partnerships’ and 5.3. Promote community engagement. Community Engagement: A large component of the N.E.A grant involves engaging with the residents of the SIA area through a series of workshops and resident directed art installations. The N.E.A effort is the first time that residents not only participate in a planning effort, but also get to see their vision realized and developed into something tangible. Budgetary Impact: This will have no impact on the General Fund if approved. Recommendation: Staff recommends approval of the appropriation. Alternatives: If appropriation is not approved, the project will not be completed to meet grant requirements. As a result, the City will have to reimburse N.E.A $25,000. APPROPRIATION National Endowment for the Arts Our Town Grant for “Play the City” $25,000 WHEREAS, the Bridge Progressive Arts Initiative reimbursed the City of Charlottesville $25,000 for the inability to carry out the Our Town grant from the National Endowment for the Arts to support the implementation of project known as “Play the City” in July 2016, WHEREAS, the appropriation of $25,000 will allow the City to carry out the Be Cville (artist in residency) project as approved by Council on October 17, 2016, NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner: Revenues $25,000 Fund: 211 IO: 1900236 G/L: 451050 Expenditures $25,000 Fund: 211 IO: 1900236 G/L: 530670 This page intentionally left blank. CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 17, 2017 Action Required: Approve Appropriation of Funds Presenter: Mike Mollica, Division Manager, Facilities Development Staff Contacts: Mike Mollica, Division Manager, Facilities Development Ryan Davidson, Senior Budget & Management Analyst, Budget and Performance Management Title: Appropriation of Funds from Charlottesville City Schools (C.C.S.) to the C.C.S. Enhanced Entrance Security Project - $7,582.49 Background: The City of Charlottesville has received a second check from Charlottesville City Schools (C.C.S.) in the amount of $7,582.49 for a portion of the expenses associated with the C.C.S. Enhanced Entrance Security Project. After the first check for $50,000 was appropriated in May of last year, C.C.S. was awarded a state security grant that covered a portion of the cost of security-related intercom equipment at Venable Elementary School. Discussion: The purpose of this project is to add an additional layer of security – access control system(s) – at the main entrance of each of the nine C.C.S. campuses. This project is being managed by the Facilities Maintenance Division. Appropriation of these funds is necessary to partially reimburse SC-003 for project related expenses. Alignment with Council Vision Areas and Strategic Plan: This project supports City Council’s “Smart, Citizen-Focus Government” vision. It contributes to Goal 4 of the Strategic Plan, to “be a well-managed and successful organization”, and objective 4.1, to “align resources with City’s strategic plan”. Community Engagement: N/A Budgetary Impact: None, as these funds are additional school funding for the City managed C.C.S. Enhanced Entrance Security Project in the School Small Cap Projects Lump Sum Account (SC-003). Recommendation: Staff recommends approval and appropriation of the funds. Alternatives: N/A Attachments: N/A APPROPRIATION Appropriation of Funds from Charlottesville City Schools (C.C.S.) to the C.C.S. Enhanced Entrance Security Project - $7,582.49. WHEREAS, the Charlottesville City Schools has made a supplemental contribution to the C.C.S. Enhanced Entrance Security Project in the amount of $7,582.49. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that $7,582.49 from CCS is to be appropriated in the following manner: Revenues - $7,582.49 Fund: 426 Funded Program: SC-003 G/L Account: 432085 Expenditures - $7,582.49 Fund: 426 Funded Program: SC-003 G/L Account: 599999 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 17, 2017 Action Required: Approved Authorization Resolution Presenter: Dr. Denise Bonds, Director, Thomas Jefferson Health District Staff Contacts: Leslie Beauregard, Assistant City Manager Title: Charlottesville-Albemarle Health Department Restroom and Service Area Renovations Request from Returned City funds- $49,034.80 Background: The FY 2016 year-end settlement process for the Charlottesville-Albemarle Health Department (C.A.H.D.) resulted in a $28,099.97 surplus to be returned to the City. This resulted from the recently renegotiated facility lease not being realized in the projected time frame. Dr. Denise Bonds, Health Department Director, is requesting the City’s permission to use these surplus funds to address several building needs to include: • Upgrade the two main level restrooms by converting these existing restrooms into A.D.A. compliant unisex restrooms to include new finishes and fixtures • Create an A.D.A. compliant WIC service counter at sitting height to include two separate service areas, as well as new casework Discussion: C.A.H.D. is currently located in a building jointly owned by the City and County. The proposed interior improvements will allow the health department to better serve their clients in a respectful and inclusive environment. The renovations project will be managed by the City’s Facilities Development team and the costs will be shared between the City and the County of Albemarle. Alignment with City Council’s Vision and Strategic Plan: Approval of this agenda item aligns directly with Council’s vision for Charlottesville to be America’s Healthiest City. This funding will support local public health clientele who receive exceptional public health services in the Charlottesville community through multiple programs, including clinical preventive services (family planning, immunizations, WIC nutrition, STI clinics, refugee health), communicable disease control and prevention, environmental health services, community health assessment, and health promotion and education. Community Engagement: Health Department staff work to engage the public and hard-to-reach populations and provide essential services that clients may not be able to otherwise receive if public health services were not available in the local community. Budgetary Impact: This expenditure refund would come back to the City as revenue (refund of prior year’s expenditures) and would then be managed by the City in implementing these building improvements. There would, however, be no direct impact on the City’s appropriated budget this year, as the $28,099.97 has already been appropriated and accounted for as expenditure in last year’s budget (F.Y. 2016). Recommendation: Staff recommends approval of the Health Department’s request to use F.Y. 2016 surplus funds of $28,099.97. The County received a similar request. Alternatives: If this request is rejected, this project could be listed a future capital improvement project and considered for funding via the new 107 account, which was recently established for general maintenance purposes and capital improvements to the Health Department Building. This project would then need to be prioritized, along with a number of other already identified projects, so the timing of the work would be uncertain. Attachments: N/A RESOLUTION Authorization of Carryover for Charlottesville-Albemarle Health Department $49,034.80 WHEREAS, the City of Charlottesville, Virginia, has received $28,099.97 from the Charlottesville-Albemarle Health Department as a settlement of fiscal year 2016 operating surplus and the Health Department has requested the use of those funds for building renovations; WHEREAS, the City of Charlottesville, Virginia, Facilities Maintenance Department will be managing the project and the County of Albemarle is expected to contribute $20,934.83 toward the cost of the renovations; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that the sum of $49,034.80 be appropriated and used to fund the renovations project at the Charlottesville-Albemarle Health Department. Revenues: $49,034.80 $ 28,099.97 Fund: 107 WBS Element: FR-052 (P-00934-02-02) G/L Account: 451999 $ 20,934.83 Fund: 209 WBS Element: FR-052 (P-00934-02-02) G/L Account: 432030 Expenditures: $49,034.80 $49,034.80 Fund: 107 WBS Element: FR-052 (P-00934-02-02) G/L Account: 599999 BE IT FURTHER RESOLVED, by the Council of the City of Charlottesville, Virginia, that this appropriation is conditioned upon the receipt of funding in an amount that is equal to or greater than $20,934.80, and will be hereby considered as a continuing appropriation unless further altered by Council. This page intentionally left blank. CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 3, 2017 Action Requested: Approval of Ordinance (1st of 2 readings) Presenter: S. Craig Brown, City Attorney Staff Contacts: Lisa Robertson, Chief Deputy City Attorney Marty Silman, City Engineer Title: Closing of Portion of Ware Street Extended (Unaccepted) Background: Mr. Lawrence Rogers, on behalf of his brother, Charles Rogers, owner of a vacant lot in the 500 block of Stonehenge Avenue (Lot 1), has petitioned the City to close a portion of Ware Street Extended, a 50’ wide dedicated but unaccepted right-of-way at the end of Stonehenge Avenue (“Subject Right-of-Way”). Ware Street Extended was created by subdivision plat recorded in 1951, but never accepted into the City street system. In 1976 Bertha Rogers owned Lots 1 and 18 in this subdivision, and successfully petitioned to have the southern portion of Ware Street Extended vacated, thereby adding half of that portion of Ware Street Extended (a strip of land 25’ x 89’) to Lot 1, currently owned by Charles Rogers, identified as Tax Map Parcel 27-114. The Subject Right-of- Way is 50’ wide and 137’ in length. Lot 1 originally had 35.83 feet of frontage on Stonehenge Avenue, an accepted street, making it a non-conforming lot. After the street closing in 1976, the lot measured 60.83 feet facing Stonehenge Avenue, but only 35 feet of it fronted on an accepted street, falling short of the 50’ of frontage required to build a home on the lot. Mr. Rogers has a potential buyer for the lot but only if it meets the City’s requirements for a buildable lot. Discussion: On December 13, 2016, the Planning Commission and City Council held a joint public hearing on the petition to close the Subject Right-of-Way, which adjoins properties owned by Mr. Charles Rogers, Ms. Ortiz-Clothiaux, and CRHA (South 1st Street). There was discussion about future plans to establish a greenway along Pollock’s Branch stream, which runs alongside and within Ware Street Extended, and the fact that the Subject Right-of-Way is currently used by pedestrians. There is also a sanitary sewer line located through the middle of the Subject Right-of-Way, and Public Utilities wants a 40’ wide easement reserved for the City to maintain the sewer line. Most of Ware Street has been closed in the past, leaving this portion of it disconnected to any other portion of Ware Street. The adopted City Council policy for the closing and vacating of streets and alleys states that City Council should consider the following in making their decision as to whether a particular street should be closed: o Public Inconvenience: Council will consider whether vacation of the Subject Area will result in any public inconvenience, or would deprive the City of property planned for future public use. The Subject Right-of-Way is used occasionally by pedestrians to access Stonehenge Avenue from the CRHA property, but the proposed pedestrian access easement will allow such passage to continue and will facilitate any future greenbelt trail along Pollock’s Branch. o Harm to Public Interests. Council will consider whether vacation of the Subject Area will impede access by any person to nearby public streets, or will adversely impact traffic on adjacent public streets. Vehicular travel will not be affected at all. o Accommodation of Existing or Proposed Business. Where the vacation is proposed to accommodate the expansion or development of an existing or proposed business, Council may condition the vacation upon the commencement of the expansion or development within a specified period of time. Reference Va. Code §15.2-2006. Not applicable – no business use planned. o Reservation of Utility Easement(s).Where existing City utilities or drainage facilities are located within the Subject Area, Council may reserve an easement to itself for those items. A utility easement is proposed to be reserved across the entire vacated area to ensure adequate access to the existing sanitary sewer line. The Rogers lot will be buildable even with this easement reservation. o Compensation to the City. The Ware Street Extended right-of-way was never formally accepted into the City street system, although the presence of the sanitary sewer line in the Subject Right-of-Way could be used to argue that the City has accepted the street in a limited fashion. Given the existing utility facilities and Mr. Rogers’ agreement to provide a permanent pedestrian access easement, staff does not recommend that additional compensation be sought. Community Engagement: The proposed closure of Ware Street Extended was the subject of a public hearing before the Planning Commission and City Council on December 13, 2016. In addition to published notice in the newspaper, the adjoining property owners were also notified by mail and by telephone of the public hearing. All affected owners were also mailed notice that the first reading of the ordinance would be considered at this Council meeting. Budgetary Impact: There would not be any budgetary impact if Ware Street Extended were closed. Recommendation: The Planning Commission recommended approval of the proposed closure, conditioned upon reservation of a 40’ wide easement to the City for sewer line maintenance and pedestrian access across the closed portion. Since the exact location of the sewer line within the Subject Right-of-Way has not been determined, Public Utilities and NDS now recommend that an easement over the entire vacated right-of-way would be best. This would not interfere with the ability to build on the lot. Staff recommends reservation of a 10’ wide pedestrian access easement in the location shown on the attached drawing. This easement would allow sufficient access across the Subject Right-of-Way to Stonehenge Avenue for pedestrians. A formal plat, paid for by Petitioner Rogers, would be required to record the sewer and pedestrian access easements in the deed book records. Alternatives: City Council could decide to reduce the portion of Ware Street Extended to be closed. Attachments: Proposed Ordinance Drawing Showing Reserved Easements Petition Subdivision Plat Tax Map Showing Allocation of Closed Right-of-Way AN ORDINANCE CLOSING, VACATING AND DISCONTINUING A PORTION OF THE WARE STREET EXTENDED RIGHT-OF-WAY, LOCATED OFF STONEHENGE AVENUE WHEREAS, Lawrence Rogers, on behalf of his brother, Charles Rogers, owner of property on Stonehenge Avenue designated as Parcel 114 on City Tax Map 27, initiated a petition seeking to close the northern portion of Ware Street Extended right of way, approximately 50 feet wide and 137 feet in length, shown on a subdivision plat (1951) of record in the Charlottesville Circuit Court Clerk’s Office at Deed Book 159, page 113 (hereinafter “Subject Right of Way”); and WHEREAS, the Subject Right of Way was platted in 1951 but was never formally accepted by the City as part of the City’s public street system; and, WHEREAS, the southern portion of Ware Street Extended was previously closed and vacated by City Council on December 20, 1976, of record in the aforesaid Clerk’s Office in Street Closing Book 1, Page 79; and WHEREAS, following notice to the public pursuant to Virginia Code §15.2-2272, a joint public hearing by the Planning Commission and City Council was held on December 13, 2016, and comments from City staff and the public were made and heard; and, WHEREAS, the Planning Commission recommended approval of the closing and vacation of the Subject Right-of-Way, conditioned upon reservation of easements for the maintenance of an existing sanitary sewer line and pedestrian access across the vacated right-of-way; and WHEREAS, after consideration of the factors set forth within the City Street Closing Policy, adopted by Council on February 7, 2005, this Council finds and determines that the petitioner’s request should be granted, subject to reservation of: (1) an easement across the entire vacated area for maintenance and repair of the existing sanitary sewer line, and (2) an easement 10’ in width to provide pedestrian access across the closed portion of Ware Street Extended to Stonehenge Avenue; NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Charlottesville, Virginia that the City hereby closes, vacates and discontinues the Subject Right-of-Way described as follows: The northern portion of unaccepted right-of-way designated as Ware Street Extended adjoining Parcels 98 and 114 on 2016 Tax Map 27, and Parcel 115 on 2016 Tax Map 26, highlighted and shown on the attached Tax Map drawing. BE IT FURTHER ORDAINED that as part of the above-referenced vacation the City hereby RESERVES an easement and right-of-way across the entire vacated area of Ware Street Extended for the perpetual maintenance and repair of the above-referenced existing sewer line, and further RESERVES a 10’ wide easement for pedestrian access across the closed portions of Ware Street Extended that adjoin City Real Estate Tax Map Parcels 26-115 and 27-114. Approval of this ordinance is conditioned upon Petitioner Rogers providing a plat of said easements, in form approved by the City Attorney, which is suitable for recordation in the Charlottesville Circuit Court Clerk’s Office. BE IT FURTHER ORDAINED that unless an appeal from Council’s enactment of this ordinance is made to the Charlottesville Circuit Court within thirty (30) days of the date of adoption, the Clerk of the Council shall send a certified copy of this ordinance to the Clerk of the Circuit Court for recordation in the current street closing book. CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 17, 2017 Action Required: Presentation Presenter: Mike Signer, Mayor Staff Contacts: Maurice Jones, City Manager Title: State of the City Presentation Background: Mayor Mike Signer will provide a review of the City’s activities from the past year. The Mayor will highlight the achievements of the City including efforts to address economic disparities in our community through education and workforce development; increasing transparency through the development of an Open Data Policy; advancing important infrastructure projects like the West Main Street Streetscape project; and attracting and growing businesses in the City, especially tech companies. Alignment with Council Vision Areas and Strategic Plan: Smart, Citizen-Focused Government The delivery of quality services is at the heart of Charlottesville’s social compact with its citizens. Charlottesville’s approach to customer service ensures that we have safe neighborhoods, strong schools, and a clean environment. We continually work to employ the optimal means of delivering services, and our decisions are informed at every stage by effective communication and active citizen involvement. Citizens feel listened to and are easily able to find an appropriate forum to respectfully express their concerns. City of Charlottesville Strategic Plan:  VISION To be one community filled with opportunity  MISSION To provide services and facilities that promote an excellent quality of life for everyone in our community Budgetary Impact: None Recommendations: None This page intentionally left blank. CITY OF CHARLOTTESVILLE, VIRGINIA. CITY COUNCIL AGENDA. Agenda Date: January 17, 2017 Action Required: Amendment to City Code Presenter: Alex Ikefuna, NDS Director Staff Contacts: Craig Brown, City Attorney Title: Amendment to Sec. 28-25: Removal of Snow, Sleet and Ice from Sidewalk Background: On October 17, 2016, NDS and Public Works staff presented a report on the Snow Removal and Sidewalk Ordinance Enforcement to the City Council. The report was designed to provide the City Council an update on the experience staff had with dealing with the massive snow storm in January of 2016. The report also provided a comparative analysis on how other communities in Virginia (Cities of Falls Church and Alexandria, and Arlington County) are using the tiered system approach to address snow removal. Following the presentation, the City Council resolved to grant the City Manager discretionary authority to, in the event of a major snowfall, extend the amount of time allowed for removal of snow and ice from the sidewalk. Discussion: Currently the City Manager designates the „end of snowfall‟ and Property Maintenance Inspectors begin enforcement 24 hours after the announcement. However, in a major snow storm like the one experienced in January of 2016, more time is needed to enable property owners to clear snow or ice from their sidewalks. Staff is proposing amending the City Code to authorize the City Manager to extend the amount of time allowed for the removal of snow or ice from the sidewalk if snowfall is twelve (12) inches or more. Additionally, staff is proposing deletion of the last sentence under Section 28-25(a) to provide for clarity in interpretation and enforcement. Property owners tend to interpret this section of the code as meaning sidewalk in front of the occupant‟s private property. Alignment with City Council’s Vision and Strategic Plan: Snow removal supports the City Council‟s Visions of “A Connected Community” and Economic Sustainability. The inconvenience of snow and delay in removal may impact economic activities downtown and around the city as well as make it difficult for residents to navigate around the city. Community Engagement: There has not been any community engagement on this item; however, NDS staff actively interact with the residents and community on snow removal through call-in complaints. Budgetary Impact: This is an amendment to the ordinance and has no budget implications. Recommendation: Staff recommends that the City Council approve the proposed amendment to Section 28-25: Removal of Snow, Sleet and Ice from Sidewalks. Alternatives: The City Council may choose to defer action and consideration of the proposed amendments, or may deny the proposal. Attachments: Proposed Amendment to the Snow Removal Ordinance (Sections 28-25) AN ORDINANCE AMENDING AND REORDAINING SECTION 28-25 OF CHAPTER 28 OF THE CHARLOTTESVILLE CITY CODE, 1990, AS AMENDED, ALLOWING EXTENSION OF THE TIME ALLOWED PROPERTY OWNERS TO CLEAR SNOW AND ICE FROM THE PUBLIC RIGHT-OF-WAY. BE IT ORDAINED that Section 28-25 of Chapter 28 of the Code of the City of Charlottesville, 1990, as amended, is hereby amended and reordained, as follows: Sec. 28-25. Removal of snow, sleet and ice from sidewalks. (a) It shall be the duty of every owner and/or occupant of every house or lot which abuts or fronts on, or is otherwise situated on, a paved sidewalk or walkway to have all snow or ice removed from such sidewalk or walkway within twenty-four (24) hours after the same has ceased falling. This requirement shall exist whether or not an unpaved strip of publicly-owned property runs between the paved sidewalk and the private property line and the words "abuts," "fronts on," "otherwise situated on," should be interpreted in accord with such requirement. The duty of snow removal imposed on each owner and/or occupant by this section extends only to that portion of a particular paved sidewalk or walkway which runs in front of that particular owner's or occupant's private property. If the total accumulation of snow and ice from one or more snowfalls exceeds twelve (12) inches, the City Manager may extend the amount of time allowed for removal of snow and ice as required by this section for a period not to exceed seventy-two (72) hours after the same has ceased falling. The duration of the extension, as determined by the City Manager, shall be based on the total amount of accumulation of snow and ice, the projected temperatures in the City, and any other relevant weather conditions. (b) The provisions of subsection (a) of this section shall apply to ice or sleet on sidewalks or walkways, except that the same, when it cannot be removed without damage to the sidewalk or walkway, shall be covered, within the period of time specified, with sand, ashes or some other substance which will render it safe for travel. (c) Whenever any house or lot is unoccupied, it shall be the duty of the owner or the agent of the owner thereof to have the snow or ice removed from the sidewalk or walkway abutting, fronting on, or otherwise situated on such owner's property as is required by this section. (d) A warning shall be issued for a violation of this section. The warning shall be posted on the property or delivered by hand to the property owner and/or occupant, and shall provide the owner and/or occupant twenty-four (24) hours in which to correct the conditions. If after such warning and the passage of twenty-four (24) hours, the owner or occupant of the property affected by the provisions of this section shall fail to abate or obviate the condition, the director of neighborhood development services may do so and charge and collect the cost thereof from the owner or occupant of the property affected in any manner provided by law for the collection of Commonwealth or local taxes. This page intentionally left blank. Rivanna Water & Sewer Authority Rivanna Solid Waste Authority 695 Moores Creek Lane Charlottesville, Virginia 22902-9016 434.977.2970 • 434.293.8858 Fax www.rivanna.org MEMORANDUM TO: THE HONORABLE CHARLOTTESVILLE CITY COUNCIL FROM: BILL MAWYER, EXECUTIVE DIRECTOR RIVANNA WATER & SEWER AUTHORITY RIVANNA SOLID WASTE AUTHORITY SUBJECT: QUARTERLY UPDATE DATE: JANUARY 17, 2017 This is a written quarterly update to be included with your January meeting material and information packets as needed. I will provide a quarterly update to the City Council during its regular meeting on January 17, 2017. Please let your staff know if you have any follow-up questions and I will be happy to provide additional information: My presentation will primarily include a general overview of the services provided by the Authorities, including budget information and CIP project updates. The CIP projects to be reviewed include: 1. Odor Reductions at Moores Creek Wastewater Plant Scope: Provide two clarifier covers, one air scrubber, wastewater containment pipe, and chemical neutralizers. Interim Completion: March 2017 Final Completion: January 2018 Budget: $9.8 million 2. Rivanna Wastewater Pump Station Scope: Replace existing pump station and increase wastewater pumping capacity from 25 to 53 MGD. Completion: June 2017 Cost: $33 million 3. Granular Activated Carbon Facilities Scope: Add GAC contactors at all five water treatment plants. Completion: December 2017 Cost: $30 million 4. Crozet Finished Water Pump Station Scope: Replace existing pump station and increase capacity from 1 to 1.5 MGD. Construction: 2017-2018 Cost: $2.6 million 5. Crozet Flow Equalization Tank Scope: Provide a 700,000 gallon wastewater tank to store peak wet weather flows. Construction: 2019-2020 Cost: $3.7 million 6. Rt. 29 Water Main Replacement Scope: Replace water main located near Rt. 29 between Polo Grounds Road and Hollymead Town Center. Completion: April 2017 Cost: $3 million 7. Schenks Branch Interceptor Replacement, Phase 1 Scope: Replace sewer piping located within the City-owned Schenks Greenway adjacent to McIntire Road. Completion: March 2017 Cost: $1.5 million 8. Replace Ivy Transfer Station Scope: Provide 11,600 sq. ft waste transfer station and demolish existing transfer station. Construction: 2017-2018 Cost: $2.5 million cc: RSWA Board of Directors RWSA Board of Directors 2 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 17, 2017 Action Required: No action required Presenter: Kaki Dimock, Director of Human Services Diane Kuknyo, Director of Social Services Katie Ralston, CSA Coordination, Dept. of Social Services Staff Contacts: Kaki Dimock, Director of Human Services Diane Kuknyo, Director of Social Services Katie Ralston, CSA Coordination, Dept. of Social Services Mike Murphy, Assistant City Manager Title: The Children’s Services Act & the Community Policy & Management Team Background: City staff participate on a local Community Policy & Management Team that works collaboratively to serve at risk youth and their families using Virginia Children’s Services Act funding. This presentation is a report on the activities and responsibilities of the Community Policy & Management Team. Discussion: The Community Policy & Management Team authorized $7,183,287 in funding for services in FY16 for youth referred by the Department of Social Services, the education system, the juvenile justice system and the local community service board, Region Ten. Alignment with City Council’s Vision and Strategic Plan: The activities of the Community Policy & Management contribute to Goal 2 of the City’s Strategic Plan: to be a safe, equitable, thriving and beautiful community; specifically objective 2.4: ensure individuals and families are safe and stable. Community Engagement: The Community Policy & Management Team actively engages the community, including direct service providers and consumers, through committees and designated seats for parent representatives, private providers, schools, Region Ten, and the health department. Budgetary Impact: The Community Policy & Management Team leverages a local match of approximately 27% to bring state dollars into the community for the benefit of at risk youth and their families. Recommendation: N/A Alternatives: N/A Attachments: Powerpoint presentation attached. Children’s Services Act & The Community Policy & Management Team Kaki Dimock, Diane Kuknyo, Katie Ralston Charlottesville City Council December 5, 2016 Children’s Services Act Funds, authorizes and requires high-quality, child-centered, cost- effective, community-based services for high risk youth & their families Children’s Services Act • Formerly known as the Comprehensive Services Act • Pools together 8 specific streams of funding from VA Departments of Social Services, Education and Mental Health to purchase services for at-risk youth and their families • A local match is required to leverage these funds • Funding is managed by a local interagency team called a Community Policy Management Team (CPMT) Local Community Policy & Management Team (CPMT) • The City of Charlottesville and County of Albemarle CPMTs meet jointly, but make decisions separately • Representatives from the Court Services Unit, Region Ten and the Thomas Jefferson Health District serve both the City and County CPMTs • Manage cooperative efforts to better serve the needs of troubled youth & their families • Focus on maximizing the use of state and community resources • Coordinate efforts across jurisdictions and make planning decisions together • Ensure that families in need experience a collaborative system of services and funding to assess and meet their needs CPMT Vision Children live safely and productively with their families and in their schools and communities. CPMT Values Connected – young people thrive with caring adults and families Engaged – families and young people are engaged in decisions about their care Productive – services are meaningful and responsive to children’s needs Local – children are best served in their home communities Local Practice Model: Invest in Prevention & Keep Families Together When possible, children are best served when families are provided the supports necessary to raise them safely, that services should prevent family disruption, and that keeping children and families together is the best possible use of resources. Local Practice Model: Promote & Support Ongoing Connections to Biological Families Every child has a right to connections with biological family and other caring adults, that life-long family connections are critical for children, and that family connections which consider the child’s wishes should be promoted and preserved. Local Practice Model: Use of Congregate Care Residential and group home placements should focus on children’s needs, be family-focused, temporary, and prepare them for return to family and community life. CSA Funding The Charlottesville CPMT approved, managed and distributed $7,183,287 in FY2016 to meet the needs of children and families in our community. This includes a local match rate of approximately 27.79%, as required by the state to leverage CSA funds. Youth Served by CSA: Demographics for FY2016 Sex Race & Ethnicity Female: 132 (41%) African-American: 223 (70%) Male: 186 (58%) Asian: 6 (2%) Unable to identify: 5 (2%) Age 0-3 years 47 (15%) White: 82 (26%) 4-6 years 33 (10%) 7-12 years 100 (31%) Hispanic: 13 (4%) 13-17 years 101 (32%) 18-21 years 38 (12%) Youth Served by CSA: Referral Source for FY2016 Referral source Number of Average cost Average length youth referred per youth of stay Department of 254 (80%) $20,519.42 252.76 days Social Services Education 40 (12%) $44,736.70 260.80 days System Juvenile Justice 15 (5%) $19,312.47 217.93 days System Region Ten/CSB 10 (3%) $13,205.10 207.10 days Youth Served by CSA: Prevention v. Foster Care Of the 254 youth referred by Department of Social Services Program Number of Average cost Average length youth referred per youth of stay Total referred 254 (100%) $20,519.42 252.76 days by DSS Prevention 114 (42%) $8,207.82 248.37 days Foster Care 102 (40%) $33,476.42 259.59 days Unmet Needs/System Gaps • Outpatient services including psychiatric evaluations & medication management, outpatient providers that accept Medicaid, substance services and sex offender treatment services • Crisis intervention and stabilization services for youth • Multicultural services including culturally competent outpatient services, family mentoring, and youth mentoring • Family support services including parent education/skills training and parenting groups • Transportation • Lack of affordable housing Trends • Increasing numbers of special education cases and increasing costs associated with them • Decreasing foster care cases and increasing prevention cases • Increasing impact of persistent poverty and local housing costs on families • Increased use of kinship placements results in improved connections with biological family Families have significant and complex needs. A case example based on real and routine issues but, in the interest of protecting our families, not on a real family. M. entered foster care at 9 years old as a result of abuse and neglect. M.‘s immediate family was not functioning in a healthy way. M.’s father had deceased and M.’s mother was unable to provide care for M. because of significant mental health concerns and physical limitations. M. struggled with aggression, attachment to caregivers, substance abuse and delinquency. Because of these predictable but difficult behaviors, M. received services in multiple settings including residential facilities, group homes, and foster homes and from probation. M. was eventually placed with a family member which made good use of her natural resources and maintained our local practice model’s commitment to using kinship care. M. continues to receive support through foster care as a young adult. Families have significant and complex needs. A case example based on real and routine issues but, in the interest of protecting our families, not on a real family. S. had many complicated medical and mental health needs which were difficult for S.’s mother to manage effectively. As a result, S. routinely missed school. S. ‘s family was provided with family strengthening supports and skills-building in their home to give S.’s mother the parenting tools she needed. In addition, S. was comprehensively assessed to effectively understand the scope of her ongoing needs and services were provided based on these results. An education plan, including an appropriate placement, was implemented to address the original school attendance issue. Without these critical services, offered at the right time, S. would likely have entered foster care. S. continues to live at home, attend school and receive services. This page intentionally left blank. CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: January 17, 2017 Action Required: Direction from council on recommendations Presenters: Maurice Jones, City Manager Staff Contacts: Maurice Jones, City Manager Mike Murphy, Assistant City Manager Kaki Dimock, Director Human Services Charlene Green, Manager, Office of Human Rights Title: Blue Ribbon Commission on Race, Memorials, and Public Spaces Background: City Council created the ad-hoc Blue Ribbon Commission on Race, Memorials and Public Spaces (BRC) on May 2, 2016 to address the questions and concerns brought before council regarding the statues of Robert E. Lee and Stonewall Jackson. Eleven commission members were appointed after an application process. They were charged with providing Council with options for telling the full story of Charlottesville’s history of race relations and for changing the City’s narrative through our public spaces. A final report was presented to Council on December 19, 2016. Discussion: The BRC made the following recommendations in their report to Council: Lee Park and Robert E. Lee Sculpture Preferred Option • The commission deliberated and voted on the two primary sculpture options in a two-step process. The commission ultimately chose to recommend sending both the Relocate and Transform-in-Place options to council for deliberation. 1 The commission believes that both options offer important opportunities and risks, as described above. The commission also voted unanimously to rename Lee Park to reflect a broad and inclusive vision of 1 The initial vote was 6-3 in favor of the Transform-in-Place option. A subsequent commission work session resulted in a unanimous vote to send both options for council consideration. The commission also voted on the Relocate Option and Transform-in-Place individually, resulting in a 7-2 vote in favor of Relocate and 5-4 vote in favor of Transform-in-Place. (During the voting, four commissioners voted for Relocate, two for Transform, and three for both.) Charlottesville's history, consistent with the commission's intent to transform the parks and engage the community and citizens in determining the new names. Jackson Park and Thomas “Stonewall” Jackson Sculpture Preferred Option • The commission deliberated and voted on the two primary sculpture options in a two-step process. The commission ultimately chose to recommend sending both the Relocate and Transform-in-Place options to council for deliberation. 2 The commission believes that both options offer important opportunities and also risks, as described above. The commission also voted unanimously to rename Lee Park to reflect a broad and inclusive vision of Charlottesville's history, consistent with the commission's intent to transform the parks and engage the community and citizens in determining the new names. Court Square Slave Auction Block Preferred Option • The commission voted unanimously to support a two-phased process for interpreting the slave auction block and memorializing those who were enslaved in the Charlottesville area: first, to install a proper, visible historic marker to replace the current illegible marker, and second, to commission a new memorial through a competitive RFP process. The commission suggests that the memorial be located on or near Court Square. Daughters of Zion Cemetery Preferred Option • The Daughters of Zion Cemetery Preservation Strategies plan (April 2016) recommended a series of actions designed to conserve the cemetery. The recommendations are based on sound, federally-recognized standards and best management practices and focus on the need for prioritized landscape stabilization and maintenance. The commission unanimously voted to recommend that that the city continue to provide financial support for the efforts of the Historic Resources Committee and the Preservers of the Daughters of Zion Cemetery to protect and maintain this important landscape. Vinegar Hill Community Preferred Option • The commission voted unanimously to recommend that the city provide financial assistance for the completion of the proposed Vinegar Hill Park. The commission also voted unanimously (with one abstention) to recommend that city council provide financial assistance for the fabrication and installation of the Vinegar Hill Monument, as 2 The initial vote to transform the Jackson sculpture in place was undertaken simultaneously with the vote to transform the Lee sculpture in place. A subsequent commission work session resulted in a unanimous vote to send both options for council consideration. The commission also voted on the Relocate Option and Transform-in- Place individually, resulting in one vote in favor of Relocate and eight votes in favor of Transform-in-Place. designed. Finally, because of the Jefferson School African American Heritage Center’s preeminent position in telling the public history of Charlottesville’s African American community, the commission voted unanimously (with one abstention) to recommend that city council provide financial assistance for the fixed costs of the Center (rent and common area costs). Highlighting and Linking Historic Places Preferred Option  The commission voted unanimously to recommend two concepts: 1) To applaud the Bridge Builders Committee work to improve the visibility and appearance of the Drewary Brown Bridge and to encourage council's continued support of these efforts, including the inclusion of the Bridge Builders work in the West Main Street design process and 2) to recommend that council provide financial and planning support for historic resource surveys of African American, Native American and local labor neighborhoods and sites, seeking National Register listing and zoning and design guideline protection, where appropriate. Place Names Preferred Option  The commission unanimously recommended that the city consider naming new streets, new bridges, new buildings, or other new infrastructure after people or ideas that represent the city’s history in consultation with the affected neighborhoods and other appropriate local bodies such as the Albemarle County Historical Society and the African American Heritage Center. New Memorials Preferred Option  The commission unanimously recommended that the city not pursue the addition of other new monuments to specific individuals at this time. The commission recommends that the city explore other ways to recognize the city’s leaders and hidden heroes and invest in other creative ways to memorialize the full story of race in this community’s history including, but not limited to, new murals. Other Opportunities Preferred Options The commission chose six options that received unanimous votes:  Recommend council sponsor research on the history of Charlottesville, together with the African American Heritage Center, UVA, Albemarle Charlottesville Historical Society, among others, which may provide the basis for a new more comprehensive story of the city.  Encourage the Charlottesville City School Board to ensure that the curriculum creates an opportunity for all students to learn the fuller history of our community including the difficult history of slavery and racism. This resolution also supports the teacher education required to carry out an effective educational program in local history.  Encourage the Charlottesville City School Board to ensure that courses in African American and Native American history are taught in local schools on a continual basis.  Support the ongoing efforts of the African American Heritage Center to develop curricula related to our complete history and encourage all the institutions that hold the history of Charlottesville—including Albemarle Charlottesville Historical Society and the University of Virginia—to be part of that development.  Urge the city to participate in the Equal Justice Initiative's Memorial to Peace and Justice by retrieving the memorial marking the lynching of John Henry James and displaying it locally as a commitment to confronting the truth and terror of white supremacy in the Jim Crow era.  Recommend designating March 3rd as either Liberation Day or Freedom Day in an annual commemoration of March 3, 1865. Alignment with City Council’s Vision and Strategic Plan: The blue ribbon commission reflects the City’s vision to be a “Community of Mutual Respect.” This also aligns with Strategic Plan Goal 5: Foster Strong Connections, and the initiative to respect and nourish diversity. Budgetary Impact Council has already approved $500,000 from the FY16 year-end appropriation dedicated to the recommendations of the BRC. Additional budget impact is to be determined based on Council’s actions on the Commission’s recommendations. Recommendations: If the Council believes the work of the BRC is complete it should thank the Commissioners for their work and formally dissolve the group. This is necessary to relieve them of their responsibilities under the Freedom of Information Act. Council should address each of the BRC’s recommendations and, if comfortable, affirm, modify or reject the recommendations. Council should consider the budget ramifications of the decisions and instruct staff as to whether additional funds need to be identified during the FY18 budget deliberations. Alternatives: Council may choose to request additional work of the Commissioners and not dissolve the body. Council could elect to vote on the report recommendations at another time. Attachments: The full report from the BRC can be found at: http://www.charlottesville.org/home/showdocument?id=49037