CITY COUNCIL AGENDA Monday, April 1, 2019 5:30 p.m. Closed session as provided by Section 2.2-3712 of the Virginia Code Second Floor Conference Room (Personnel; property acquisition) 6:30 p.m. Regular Meeting - CALL TO ORDER Council Chambers PLEDGE OF ALLEGIANCE ROLL CALL ANNOUNCEMENTS PROCLAMATIONS 1. CONSENT AGENDA* (Items removed from consent agenda will be considered at the end of the regular agenda) a. MINUTES: March 4 Regular Meeting; March 7 Budget Worksession; March 14 Special Meeting; March 16 Community Budget Forum; March 18 Special Meeting; March 19 Budget Worksession; March 27 Budget Worksession b. APPROPRIATION: State Criminal Alien Assistance Program (SCAAP) Grant for 2019 - $14,086 – 2nd of 2 readings c. APPROPRIATION: Domestic Violence Services Coordinator Grant - $49,336 (2nd of 2 readings) d. APPROPRIATION: Virginia Behavioral Health Docket Grant - $50,000 (2nd of 2 readings) e. APPROPRIATION: Funds from VML Insurance Programs – $11,374.00 (1st of 1 reading) f. APPROPRIATION: Funds from Ryder – $7,850.00 (1st of 1 reading) g. APPROPRIATION: Funds from Trinity Steel Erection, Inc. – $2,856.00 (1st of 1 reading) h. APPROPRIATION: Funds from Penn National Insurance – $12,500.00 (1st of 1 reading) i. APPROPRIATION: Virginia Fire Equity & Diversity Conference - $50,000 (1st of 2 readings) j. APPROPRIATION: Virginia Housing Solutions Program Grant Award - $27,728.46 (1st of 2 readings) k. APPROPRIATION: Virginia Department of Social Services (VDSS) Employment for Temporary Aid to Needy Families (TANF) Participants Grant (2nd Renewal) - $58,824 (1st of 2 readings) l. RESOLUTION: Support for Safe Routes to School Non-infrastructure grant (1st of 1 reading) m. RESOLUTION: Housing Advisory Committee Membership Expansion (1st of 1 reading) n. RESOLUTION: 10th & Page Park – land acquisition - $60,800 (2nd of 2 readings) REMOVE FROM AGENDA – Item required only 1 reading and was PASSED on March 18, 2019 o. RESOLUTION: CPA-TV/York Property Lease Agreement and The Ryal Thomas Show, LLC License Agreement (1st of 2 readings) p. RESOLUTION: Partnership for Bennett’s Village All Abilities Playground at Pen Park (1st of 1 reading) q. ORDINANCE: Telecommunications Franchise to MMI Atlantic, LLC (1st of 2 readings) r. ORDINANCE: Rezone Lyman Street Residences-Tax Map 58 Parcels 289.2 and 358E (Subject Properties)(1st of 2 readings) s. ORDINANCE: Proposed Meals Tax Rate for FY2020 (2nd of 2 readings) t. ORDINANCE: Proposed Lodging Tax Rate for FY2020 (2nd of 2 readings) CITY MANAGER RESPONSE TO COMMUNITY MATTERS (FROM PREVIOUS MEETINGS) COMMUNITY MATTERS Public comment is provided for up to 16 speakers at the beginning of the meeting (limit 3 minutes per speaker.) Pre-registration is available for up to 8 spaces, and pre-registered speakers are announced by noon the day of the meeting. The number of speakers is unlimited at the end of the meeting. 2. PUBLIC HEARING/ Lease Agreement with Verizon for Communications Equipment in Market Street Garage (1st of 1 RESOLUTION reading) 3. PUBLIC HEARING City Council’s Proposed Budget for FY2020 4. ORDINANCE Annual Tax Levy for CY 2019 (1st of 2 readings) 5. APPROPRIATION Annual Budget Appropriation for FY2020 (1st of 2 readings) 6. REPORT: Rivanna Water & Sewer Authority (RWSA) Quarterly Update OTHER BUSINESS MATTERS BY THE PUBLIC *ACTION NEEDED This page intentionally left blank 1 NOTICE OF REGULAR MEETING THE REGULAR MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Monday, March 4, 2019, at 6:30 p.m. in the Council Chambers, 2nd Floor, City Hall, 605 E. Main Street, Charlottesville, Virginia. BY ORDER OF THE CITY COUNCIL BY Kyna Thomas Council Chambers – March 4, 2019 ROLL CALL City Council met on this date with the following members present: Mayor Nikuyah Walker, Vice Mayor Heather Hill, Dr. Wes Bellamy, Ms. Kathy Galvin, and Mr. Mike Signer. Ms. Walker called the meeting to order at 6:30 p.m. ANNOUNCEMENTS / PROCLAMATIONS Dr. Bellamy shared an announcement from Mr. Alex Zan and Virginia A. Gatewood, who are presenting the 5th annual “My Help List Contest”, a thinking, writing and reading activity with a cash prize and winners reception. The contest is open to students from Charlottesville and surrounding areas, and runs from March 11 – April 19, 2019. Dr. Bellamy acknowledged Charlottesville Schools Superintendent Dr. Rosa Atkins for participating in a panel discussion at Virginia State University and representing the City well. City Attorney John Blair gave notice of a Virginia Freedom of Information Act seminar to be held on Monday, March 25, 2019, at City Space, as a training opportunity for members of Charlottesville Boards and Commissions as well as the public. Ms. Walker reminded the audience that they would have a chance to hear from and meet candidates for the City Manager position on Wednesday, March 6, with public interviews from 4:00 – 6:00 p.m., and a meet and greet from 6:00 – 8:00 p.m. Dr. Bellamy acknowledged the extensive amount of work contributed by Ms. Walker and Ms. Hill to make the interview process for City Manager run smoothly. On motion by Ms. Hill, seconded by Ms. Galvin, Council by the following vote APPROVED the following appointments to Boards and Commissions (Ayes: Ms. Walker, Ms. Hill, Dr. Bellamy, Ms. Galvin, Mr. Signer. Noes: None.): • Building Code Board of Appeals: Peter Weems • Charlottesville-Albemarle Airport Commission: Michael Pritchard 2 • Charlottesville Economic Development Authority: Nicole Fernandez and Jay O’Donnell • Human Rights Commission: Jeanette Abi-Nader, Idil Aktan, Shantell Bingham, Elliott Brown, Phebe Brown, Ernest Chambers, Kathryn Laughon, Sue Lewis, Andy Orban, Catherine Spear, Matthew Tennant, Lyndele von Schill, and Robert Woodside. • Housing Advisory Committee (HAC): Christopher Murray under the developer role; Philip D’Oronzio in the banker role; LD Perry as a citizen at-large. Ms. Hill advised that Council would be exploring HAC’s recommendation to add Charlottesville Works Initiative as a permanent position and evaluating the HAC membership in general, CONSENT AGENDA Clerk of Council Kyna Thomas read the following Consent Agenda items into the record: a. Minutes: February 19, 2019 Regular Meeting; February 20, 2019 Special Meeting b. APPROPRIATION: Dockless Mobility Funds for Bicycle and Pedestrian Improvements - $50,575 (2nd reading) c. APPROPRIATION: Capital Fund Transfer for Completion of the Standards and Design Manual Rewrite - $66,680 (2nd reading) d. RESOLUTION: Approval of 2018-2022 Analysis of Impediments to Fair Housing Choice Report Adoption of 2018 Analysis of Impediments to Fair Housing Choice Report BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the report entitled “Analysis of Impediments to Fair Housing Choice”, as presented to City Council on February 19, 2019, is hereby approved as a companion document to the Consolidated Plan. e. RESOLUTION: Business Equity Fund Donation Agreement BE IT RESOLVED by the Council for the City of Charlottesville, Virginia, that the City Manager is hereby authorized to sign the following document, attached hereto, in form approved by the City Attorney or his designee. Donation Agreement between the City of Charlottesville (Donor) and the Community Investment Collaborative for administration of the Business Equity Fund loan program. DONATION AGREEMENT THIS DONATION AGREEMENT is made and entered into this 4th day of March, 3 2019, by and between the CITY OF CHARLOTTESVILLE, VIRGINIA, a political subdivision of the Commonwealth of Virginia (hereinafter “the City”) and COMMUNITY INVESTMENT COLLABORATIVE, a Virginia not-for-profit 501(c)(3) corporation, and its successors and assigns (hereinafter “CIC”). WHEREAS, CIC is a not-for-profit corporation operated exclusively for charitable and educational purposes; and WHEREAS, CIC intends to provide a loan program to socially disadvantaged individuals within the City of Charlottesville. NOW, THEREFORE, THE PARTIES AGREE TO THE FOLLOWING DONATION TERMS AND CONDITIONS: 1. AUTHORITY. The contribution by the City to CIC as provided in this Agreement is made pursuant to Virginia Code §15.2-953. The City, through its City Council, is enabled by Virginia Code §15.2-953 to appropriate public funds to charitable institutions if such institutions provide services to residents of the locality. CIC is a nonprofit charitable institution in the City of Charlottesville that provides services to Charlottesville residents. CIC is eligible to receive public funds pursuant to Virginia Code §15.2-953 and such funds are to be used solely for the purposes provided for in this Agreement. 2. CITY DONATION. The City agrees to contribute to CIC a total of $109,000 pursuant to Section 4 of this Agreement. 3. PURPOSE. The City’s contribution shall be used solely for the following items and services: CIC shall administer a Business Equity Fund loan program for socially disadvantaged individuals owning a for-profit business in existence for at least six months located within the City of Charlottesville and having a business license with the City of Charlottesville. Socially disadvantaged individuals are individuals who have been subjected to racial or ethnic prejudice or cultural bias because of their identity as a member of a group without regard to their individual qualities. The loans are to be in amounts of $5,000.00 to $35,000.00 and the terms of the loans will range from six months to five years. The loans will be fully amortized and there will be no penalty for the early repayment of loans. The loans shall have annual interest rates ranging from zero to three percent and closing fees shall range from one percent to three percent. Should any loan be charged an interest rate of greater than zero, upon repayment, the full principal and interest shall return to the fund. In order to be eligible for a loan, applicants must provide all requested financial documents in a timely manner; complete a loan application and interview with a loan panel; agree to a credit history check and review; and agree to technical assistance throughout the 4 process. 4. TIMING. The City shall grant CIC $54,500.00 upon the execution of this Agreement. An amount of $50,000 shall be used for loans and the remaining funds may be used to defray administrative costs of issuing the loans. CIC shall provide a report to the City within three months of receiving the initial grant detailing the use of City funds. If CIC has not used any City funds within three months of this Agreement’s execution, CIC shall provide a written report to the City detailing the reasons for the lack of loans. If CIC makes loans within three months of the Agreement’s execution, CIC shall provide a written report detailing the loans, repayments, types of businesses receiving the loans, and other relevant information requested by the City. This written report shall be a recurring quarterly obligation for CIC so long as loans using City funds still require repayment. Upon CIC’s use of the first $54,500.00 of City funds, it may request in writing that the City’s Director of Economic Development release the additional $54,500.00 of City funds. 5. RETURN OF CITY FUNDS. If CIC does not lend any of the first $50,000.00 of City funds within six months of the execution of this Agreement, the City may request a refund of the funds and terminate this Agreement immediately without complying with the provisions of Section 11 of this Agreement. 6. NO AGENCY RELATIONSHIP CREATED. Neither CIC nor its agents, employees, or subcontractors shall be deemed employees or agents of the City by virtue of this Agreement. CIC shall have sole responsibility of for its employees, volunteers, and subcontractors including their work, conduct, directions, and compensation. 7. SEVERABILITY. In the event any term, provision, or condition of this Agreement, or the application thereof to any person or circumstance shall be held by a court of competent jurisdiction to be invalid or unenforceable, the remainder of this Agreement and the application of any term, provision or condition contained herein to any person or circumstance other than those to which it has been held invalid or unenforceable, shall not be affected thereby. 8. CITY ACCESS TO RECORDS. CIC agrees that duly authorized representatives of the City shall have access to any books, documents, papers and records which are directly pertinent to this Agreement upon forty eight hours advanced request by the City. 9. INDEMNIFICATION. To the extent permitted by law, CIC agrees to defend, indemnify and save the City (including its officers, agents, officials, employees and agents) harmless from and against any and all liability loss, claim, suit, damage, charge or expense which the City may suffer, sustain, incur which may arise out of, results from, or is in any way connected with actions taken by CIC in the performance of its obligations under this Agreement, or which occurs as a consequence of any negligence, omission or misconduct of CIC and any of pursuant to this Agreement. 10. NON DISCRIMINATION. During the performance of this Agreement, CIC agrees 5 that it will not discriminate against any employee or applicant for employment or in the provision of its services against any employee, applicant for employment, or service recipient on the basis of race, religion, color, sex, sexual orientation, national origin, age, disability or any other basis prohibited by law. CIC agrees to post in conspicuous places, available to employees, applicants for employment, and applicants for services notices setting forth the provisions of this nondiscrimination clause. CIC shall state that it is an equal opportunity employer in all solicitations or advertisements for employment. 11. TERMINATION. Either party may terminate this Agreement by giving written notice to the other party of the termination with at least thirty days notice. Upon termination of this Agreement, CIC shall return any unexpended funds to the City. 12. NO WAIVER OF RIGHTS. Any failure on the part of the City to enforce any of this Agreement’s terms and conditions shall not be construed as or deemed to be a waiver of the right to enforce such terms and conditions. No waiver by the City or any default or failure to perform by CIC shall be construed as or deemed to be a waiver of any other and/or subsequent default or failure to perform. The acceptance of the performance of all or any part of this Agreement by the City, for or during any period following a default or failure to perform by CIC shall not be construed as or deemed to be a waiver by the City of any of its rights pursuant to this Agreement. 13. ENTIRE AGREEMENT. This Agreement states all of the covenants, promises, agreements, conditions, and understandings between the City and CIC regarding the City’s donation of funds. 14. GOVERNING LAW. This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia and any proceeding concerning this Agreement shall be commenced in courts having jurisdiction within the City of Charlottesville, Virginia. 15. AMENDMENTS. This Agreement may be amended by a written amendment signed by the authorized representatives of both parties. WITNESS the following authorized signatures: COMMUNITY INVESTMENT COLLABORATIVE _____________________________________________ Stephen Davis, President CITY OF CHARLOTTESVILLE, VIRGINIA Michael Murphy, Interim City Manager Approved as to Form: ________________________________________ John C. Blair, II, City Attorney f. RESOLUTION: Acquisition of Hartman’s Mill Road Land 6 APPROVING THE ACQUISITION OF LAND ON HARTMAN’S MILL ROAD (CHARLEY CLOSE SUBDIVISION) FOR PARKLAND AND DEVELOPMENT OF HOUSING WHEREAS, Charles Young and Kendall Ruscher, the Owners of a tract of land identified on City Tax Map 26 as Parcels 67, 671. 67.2, 67.3, 67.4, 67.5 and 67.6, hereinafter the “Property”, have indicated a willingness to convey the Property to the City of Charlottesville for parkland and housing development purposes; and WHEREAS, the Property is comprised of six (6) separate subdivision parcels, and a wetlands tract of land, collectively assessed at approximately $315,900; and WHEREAS, the Owners have agreed to dedicate to the City the wetlands area (1.848 acres), and convey to the City the six (6) subdivision parcels, including a residue portion of land to make Hartman’s Mill Road terminate in a cul-de-sac, for the purchase price of $270,000; and WHEREAS, acquisition of the Property will preserve wetlands and expand the City’s park system by adding the wetlands parcel to Jordan Park; and WHEREAS, the City’s Parks and Recreation and Neighborhood Development Services Departments seek the endorsement of City Council to proceed with the purchase of the above-described land at a purchase price of $270,000, with the funds supplied by the Capital Improvements Project Contingency Fund; and WHEREAS, a Real Estate Purchase and Sale Agreement for the conveyance of said land has been reviewed and approved by the City Attorney’s Office. NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of Charlottesville that it hereby authorizes the purchase of the above-described Property on Hartman’s Mill Road for expansion of the City’s parkland and for potential development of affordable housing. The City Manager is hereby authorized to execute a purchase agreement, in form approved by the City Attorney or his designee, and the City Attorney’s Office shall take whatever actions are necessary to effect the acquisition of the above described Property, pursuant to the terms and conditions set forth in the aforementioned purchase agreement. g. RESOLUTION: Support of Friendship Court Redevelopment – Phase 1 RESOLUTION Financial Resolution Supporting Friendship Court Parcel Number: 280112000 NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that it hereby commits up to $5,940,000 in the form of grants for the redevelopment of Friendship Court Phase I subject to Piedmont Housing Alliance satisfying the conditions of a Memorandum of Understanding agreed to by the City and the Piedmont Housing Alliance. The commitment of up to $5,940,000 will help to subsidize Phase I which in turn will create 7 approximately 106 newly constructed affordable housing units in the City of Charlottesville. This commitment will be made to Piedmont Housing Alliance and NHT Communities. h. RESOLUTION: Support for Crescent Halls Redevelopment RESOLUTION Financial Resolution Supporting Crescent Halls Parcel Number: 280218000 NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that it hereby commits up to $1,875,000 in the form of grants for the redevelopment of Crescent Halls subject to the Charlottesville Redevelopment and Housing Authority satisfying the conditions of a Memorandum of Understanding agreed to by the City and the Charlottesville Redevelopment and Housing Authority. The commitment of up to $1,875,000 will help to subsidize this project which in turn will create approximately 105 renovated affordable housing units in the City of Charlottesville. This commitment will be made to the Charlottesville Redevelopment and Housing Authority. i. RESOLUTION: Support for South 1st Street Redevelopment RESOLUTION Financial Resolution Supporting South 1st Street Parcel Number: 260115000 NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that it hereby commits up to $1,125,000 in the form of grants for the redevelopment of South 1st Street subject to the Charlottesville Redevelopment and Housing Authority satisfying the conditions of a Memorandum of Understanding agreed to by the City and the Charlottesville Redevelopment and Housing Authority. The commitment of up to $1,125,000 will help to subsidize this project which in turn will create approximately 63 new or replacement affordable housing units in the City of Charlottesville. This commitment will be made to the Charlottesville Redevelopment and Housing Authority. j. RESOLUTION: City Market Lease A new sublease for the 2019 market season (April – December) was presented for approval. APPROVING City Market Sublease Agreement k. ORDINANCE: Encroachment and Aerial Easement from City for CODE Building on West Main (Mall) (2nd reading) AN ORDINANCE APPROVING A DEED OF ENCROACHMENT AND TEMPORARY AERIAL EASEMENT FROM THE CITY OF CHARLOTTESVILLE, VIRGINIA TO BRANDS HATCH LLC, FOR THE CENTER OF DEVELOPING ENTERPRISES (CODE) PROJECT AT THE WESTERN END OF THE DOWNTOWN MALL 8 l. ORDINANCE: Telecommunications Franchise to MCI Communications (carried) On motion by Ms. Hill, seconded by Dr. Bellamy, Council voted 5-0 to APPROVE the amended resolutions to items ‘g’, ‘h’, and ‘i’, as presented by Ms. Hill. (Ayes: Ms. Walker, Ms. Hill, Dr. Bellamy, Ms. Galvin, Mr. Signer. Noes: None.) On motion by Ms. Hill, seconded by Dr. Bellamy, Council voted 5-0 to ADOPT the CONSENT AGFENDA with approved amendments to items ‘g’, ‘h’, and ‘i’. (Ayes: Ms. Walker, Ms. Hill, Dr. Bellamy, Ms. Galvin, Mr. Signer. Noes: None.) CITY MANAGER RESPONSE TO COMMUNITY MATTERS (FROM PREVIOUS MEETINGS) Interim City Manager Mike Murphy discussed the following matters: 1) Pedestrian closures of streets and sidewalks are being looked into by the City’s Traffic Engineer, in addition to the crash data at Willoughby. Mr. Murphy advised that he will provide more information at an upcoming meeting. 2) The downtown trolley route change pilot start date has been set for Monday, March 11, 2019. After the pilot, changes could be made as soon as three weeks if so determined. He advised that with the challenges of bus size and downtown parking, several parking spaces will be eliminated on 2nd Street. COMMUNITY MATTERS 1. Mr. Bill Lankford yielded his time to Mr. Michael Payne who talked about fossil fuel divestment. He advised that climate change and environmentalism is directly connected to affordable housing, economic and racial justice, and economic inequality. He asked Council to commit to a bold greenhouse gases emission reduction target of 100% clean energy by 2035. 2. Mr. Eric Terry, President of Virginia Restaurant, Lodging and Travel Association, spoke about payroll in the hotel industry within Charlottesville. He advised that hotel occupancy levels have dropped and spoke against the lodging and meals tax increases. He asked Council to consider discounting the credit card fees when collecting lodging tax. Dr. Bellamy asked about living wage for hotel industry workers. Ms. Walker asked about status of restaurant and hotel industry in regard to new and potential openings in the City. Mr. Terry advised that he would have to defer to Economic Development. 3. Ms. Louisa Candelario, resident, spoke about funds for affordable housing, and asked Council not to forget about home ownership and providing funds to Habitat for Humanity. She also spoke in favor of school reconfiguration for Walker and Buford. 9 4. Ms. Susan Payne, working @ 206 East Jefferson, spoke about the tourism industry. She advised that the Charlottesville Albemarle Convention and Visitors Bureau (CACVB) is reorganized with full city representation for the first time, and the search is underway for an Executive Director. She said there is room to grow the tourism industry and compared City and County rates. 5. Ms. Claire Habel, resident, spoke about the climate action planning process that is underway. She gave information about her role as the Residential Program Manager for the Charlottesville Climate Collaborative. She shared ideas that reflect the need for Council to take the lead on matters of climate change. 6. Mr. Ray Masters, Starr Hill resident, spoke out of concern for a 30 percent increase in his home assessment, and a lack of neighborhood outreach during the small area plan process. 7. Mr. Thomas Penny III, President of Donohoe Hospitality Services, a partner in the development of The Draftsman hotel, spoke about opportunities that the hospitality industry affords, and opportunities for employees to grow. He spoke in support of affordable housing and advised that business and elected officials need to work together to bring people back to the City. He advised that if lodging tax has to be increased, a portion should be invested in the Visitors Bureau to help attract people to Charlottesville. 8. Ms. Emily Little, County resident working in the City, delivered 127 signatures and a petition for increased climate protection. She thanked Ms. Galvin for her work and presented her with a picture. 9. Mr. David Swanson, resident, spoke of the petition at Divestcv.org, and encouraged Council to divest from weapons companies and fossil fuel companies. He asked the City to invest more ethically. Dr. Bellamy asked Mr. Murphy what divestment would look like for the City. Mr. Murphy advised of the complexity of investments and the role of the elected City Treasurer. Dr. Bellamy requested having Mr. Vandever to give a report at a future meeting – possibly the first meeting in May. Ms. Galvin expressed support of having Mr. Vandever report at a future meeting. She spoke to Mr. Swanson regarding limitations of local government and advised that this topic is worth looking into. Mr. Signer advised that he has done some research and wanted to divide the resolutions to evaluate them separately as two different classes of industry: fossil fuels and weapons. Mr. Murphy advised that he will follow up on the timing for a potential Request for Proposal (RFP) and message Council for choosing which date to bring the item back before Council. 10 10. Mr. Brandon Collins, resident, spoke on behalf of Public Housing Association of Residents (PHAR) as his employer, in support of the Critical Slopes waiver. 11. Ms. Janette Murphy, resident ceded time to Marie Scott, who spoke in support of Habitat for Humanity and the importance of home ownership. She advised that affordable housing is a key facet in breaking the cycle of generational poverty, and programs like Habitat for Humanity promote financial literacy and generational wealth. 12. Mr. Garrett Trent ceded his time to Dan Rosensweig, who spoke on behalf of Habitat for Humanity of Greater Charlottesville and the equity crisis in the housing industry. 13. Mr. Peter Castiglione, resident, spoke about the FY 2020 budget. He advised that the budget can be approved without tax increases because the money already exists. He advised that tax increases have consequences. Ms. Walker and Dr. Bellamy asked clarifying questions. Mr. Castiglione asked for budget transparency. 14. Ms. Joan Fenton, owner of businesses on the Downtown mall, expressed thanks for directional signs downtown. She asked for better signage at 4th & Water Streets. Ashe spoke of traffic issues at Water Street. On the issue of taxes, she said that she feels that the City has better ways to get funds than by taxes. She suggested speeding up internal City processes, investing in tourism, and bringing more tourist dollars downtown. 15. Mr. Roy van Doorn, office on High Street, distributed books to Councilors and spoke of the enormity of the tourism industry, consisting of many small businesses. He gave statistics. He ceded time to Charles Friend, City resident and hotel General Manager, who spoke about hotel industry opportunities for advancement. 16. Annie Stupp, resident, spoke on behalf of the Housing Coalition about affordable housing and the need to address every aspect of the housing spectrum. She advised that she still does not see funding for the Charlottesville Affordable Housing Fund (CAHF) addressing homelessness or home ownership. She spoke in favor of increasing taxes for the wealthy and expanded tax relief to low income residents and the most vulnerable citizens. Ms. Walker advised that budget conversations regarding tax relief would be starting this week. Ms. Galvin spoke of keeping the CAHF (Charlottesville Affordable Housing Fund) stable with a dedicated funding stream. Mayor Walker recessed the meeting at 8:07 p.m. The meeting reconvened at 8:23 p.m. 11 REPORT: School Board’s Adopted FY2020 Budget Ms. Jennifer McKeever, Chair of the Charlottesville City School Board, introduced Schools staff and School Board members in attendance and presented the Fiscal Year 2020 School Board Adopted Budget. One of the commitments for this budget is to attract and retain the best teachers. She advised that the budget includes a proposal for a compensation increase and does plan for growth. Ms. McKeever shared the vision of school system reconfiguration and explained the findings that led to the School Board’s decision. She reviewed the request for continuation of grant funded programs and school-based program supports and improvements. Ms. McKeever explained that the School Board is requesting a total of $3,368,421 from the City, which is based on a reduction of the original proposal of $3.8M as a result of the Interim City Manager’s request for all departments to decrease their requested budgets. Superintendent Rosa Atkins and staff shared additional information to clarify Council questions regarding class sizes and programs. Dr. Bellamy stated for the record that he is in support of finding and additional $500,000 to fund the original School Board proposed budget. REPORT: City Manager's Proposed FY2020 Budget Mr. Mike Murphy advised that the budget reflects Council and the community's priorities and is presented using a $0.95 real estate tax rate. He acknowledged the work of City staff and mentioned the major budget themes: 1) affordable housing, 2) preserving and enhancing quality services, 3) investment in our employee, 4) focus on organizational efficiencies, 5) strong support for City Schools, and 6) strategic plan and Council priorities. He advised that the CIP is a one-year budget and a five-year plan. Mr. Murphy discussed programs from outside and nonprofit agencies, Capital Improvement Plan highlights, debt service, Schools and affordable housing. He expressed concern that the budget did not address home ownership and homelessness. Mr. Murphy reviewed the Budget Calendar, and advised of changes in times as well as adjustments of some dates: • March 7 Worksession 6:00 • March 14 Worksession 6:00 • March 16 Community Budget Forum • March 18 Public Hearings • March 19 Worksession • TENTATIVE – March 27 Worksession • April 1 Second Public Hearing/First Reading • April 8 Budget Approval 12 He referenced Charlottesville.org/budget, which has more information about the budget. Dr. Bellamy advised Councilors that they would receive information within the week about funding streams for addressing homelessness, in particular a potential Crossings2, which would provide 50 units for those who are chronically homeless, and 30 units for those who are at or below the 50% AMI (Area Median Income). RESOLUTION*: South First Street Redevelopment - Critical Slopes Waiver Ms. Carrie Rainey, City Planner, gave a presentation for this project which supports Council's Goal 1 of Affordable Housing. The Planning Commission voted 6-0 to approve the waiver with revisions. On motion by Ms. Galvin, seconded by Dr. Bellamy, Council voted unanimously to approve the RESOLUTION*: South First Street Redevelopment - Critical Slopes Waiver with the language stated by Ms. Rainey for item 5 “within the approved final site plan.” Ms. Galvin accepted the friendly amendment to the motion. ORDINANCE*: Imposition of Fee for Fire Department Inspections Chief Andrew Baxter & Battalion Chief Jay Davis presented the proposed fee schedule, which mirrors Albemarle County fees, and are permitted per the Virginia State Fire Code. Ms. Walker advised that she has been asked questions about fees for propane tanks on the mall. A component of managing risk. Mr. Davis advised that the inspections and permitting are separate issues and the inspections will be done anyway to ensure safety. Ms. Walker asked about possible collaboration with the County for the permitting process. Mr. Blair advised that it could be approved if the County were in agreement. Dr. Bellamy asked about requirements for food trucks. Chief Baxter and Mr. Davis advised that there would be an outreach and educational component to the permitting prior to implementation and enforcement, as is the normal practice of the Community Risk Reduction team. The fee schedule would be implemented by the end of FY 2019. Ms. Hill questioned how many fees a vendor could incur in a year. Mr. Davis advised that the fee is annual. Ms. Galvin made the comment that she would like for permits to be effective regionally. Mr. Blair advised that it would take some time to work out an inter-jurisdictional agreement. Council agreed to move this fee schedule forward to the March 18 Consent Agenda while charging the Fire Department with working on a regional plan for permit fees. Mr. Murphy 13 explained that the fee schedule involved several fees that are specific to City operations; however, Council’s discussion focused on food service and propane tanks. The collaboration effort with the County would be based on those two items. Other fees are distinct to the locality. OTHER BUSINESS Ms. Galvin made a comment about the synthetic tax increment finance district and asked for a future presentation to Council to address sustainable funding stream for the Charlottesville Affordable Housing Fund. Mr. Murphy advised that he will talk with Ms. Brenda Kelley. Ms. Galvin proposed the area of Water Street as a geographical growth corridor location. Ms. Hill agreed that it is worth having the conversation and expressed concern about the timeline, that perhaps this could be addressed after the current budget season. Ms. Hill mentioned receiving a letter about signing for opposing a dirty water rule. Ms. Galvin advised that she agrees that Councilors should discuss the letter at another time. Mr. Signer advised that if Council decides to support signing the letter, the item could be placed on a future Consent Agenda. Ms. Hill spoke of the interest from the Police Civilian Review Board (CRB) to have Council presence at meetings as they develop bylaws. Ms. Walker and Dr. Bellamy expressed support for a Council worksession with the CRB. Ms. Walker advised that City staff would also need to be present. Ms. Walker recommended that the CRB send their draft bylaws to Council for review in preparation for an April meeting. MATTERS BY THE PUBLIC Mr. Brad Slocum, City resident, read an article about sustainable investment. Ms. Sina McGill, City resident, spoke about socially responsible stock investing, particularly solar and alternative energy. She also expressed concern about the Schools proposed budget cut that would affect school security. The meeting adjourned at 10:34 p.m. 1 NOTICE OF SPECIAL MEETING A SPECIAL MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Thursday, March 7, 2019, AT 6:00 p.m. AT THE City Space Conference Center, 100 Fifth Street, NE, Charlottesville, VA 22902. THE PROPOSED AGENDA IS AS FOLLOWS: FY 2020 Budget Work Session BY ORDER OF THE CITY COUNCIL BY Kyna Thomas CITY SPACE – March 7, 2019 City Council met on this date with the following members present: Mayor Nikuyah Walker; Vice Mayor Heather Hill; Dr. Wes Bellamy and Ms. Kathy Galvin. Mr. Mike Signer arrived at 6:27 p.m. Ms. Walker called the meeting to order at 6:06 p.m. and turned the meeting over to Interim City Manager Mike Murphy. Mr. Murphy advised that the purpose of this meeting was to review Operating Budget and Revenues. Ms. Leslie Beauregard reviewed information about the online tool for balancing the budget and shared that community input increased this year. She advised that although a real estate tax rate of $0.97 was advertised, the proposed FY2020 budget is based on a $0.95 real estate tax rate, which is the current rate. Mr. Murphy compared a meal tax increase with a real estate tax increase: • Eating out is discretionary • Real Estate Taxes are required to be paid, or are passed on to the renter • Just with general reassessment, taxpayers are already seeing an average increase of 8.7% in their tax bills. • Impact of real estate taxes on all levels of homes is greater than taxes on meals away from home Ms. Beauregard described the impact of a transient occupancy (lodging) tax increase. She then reviewed various components of revenue detail such as licenses and permits, intergovernmental revenue, charges for service, miscellaneous revenue, and designated revenue. Dr. Bellamy asked for clarification about City-County revenue sharing amount. Ms. Beauregard advised that the total is $14M, which is down about $1.5M. Mr. Murphy began the discussion about expenditures and advised that one of the enhancements for discussion is to provide additional tax grant and relief through the Charlottesville Housing Affordability Program (CHAP), adding some tiers and potentially a full 2 relief tier, as well as changing the income threshold from $50,000 to $65,000. In order to implement these changes, and additional funding of $285,000 would be required. Ms. Walker advised that she and Commissioner of the Revenue Todd Divers worked through various scenarios to come up with three options, including a relief option with a $20,000 income limit for full relief. Mr. Signer joined the meeting at 6:27 p.m. Mr. Murphy reviewed expenditure drivers: funding for schools and employee compensation. Ms. Walker asked for an explanation of how the cost of living adjustment (COLA) for City employees was determined. Mr. Murphy advised that increase in living wage, compression, as well as consideration for employees whose pay is not at market rate were contributing factors, in addition to mid-year adjustments for public safety, and knowing that surrounding localities and schools are planning pay increases. Ms. Galvin asked the amount of the typical COLA. Staff advised that previous percentages in the most recent years were 2% and 3%. Mr. Signer asked about the shortfall amount if revenues remain flat, and Ms. Beauregard advised that it would be $3.2M. Mr. Murphy advised that adding to the reason for requesting tax increases are the robust Capital Improvement Program and related debt, requests from departments, and services to support Council priorities. The General Fund transfer to the Debt Service fund is increasing by $850,000. The General Fund contribution to the CIP is increasing by $1.46M. Ms. Beauregard reviewed funds for Outside and Nonprofit agencies. Staff reviewed the upcoming Budget Calendar: • March 14 Worksession, 6pm – 8pm (City Space) o Capital Improvement Program • March 16 Community Budget Forum, 1pm – 3pm (Herman Key Recreation Center) • March 18 Public Hearings, 6:30 pm (Council Chamber) • March 19 Worksession, 6pm – 8pm (TJPDC Water Street Center) o Remaining budget issues and wrap-up • TENTATIVE – March 27 Worksession, 6pm – 8pm (City Space) o Remaining budget issues and wrap-up • April 1: Second Public Hearing on Budget/First Reading, 6:30 pm (Council Chamber) • April 8 Budget Approval, 2:00pm (2nd Floor Conference Room, City Hall) Dr. Bellamy asked about the possibility of writing a resolution for any additional revenue funds to be specifically allocated to the Schools budget or to affordable housing. Ms. Beauregard 3 advised that a portion of revenue automatically goes to debt service, so there is a precedent for earmarking revenue. Commissioner of the Revenue Todd Divers answered questions from Councilors regarding income thresholds, assessment values and tax relief. Mr. Signer stated that the City should rely on the revenue that the economy has created in the range of $6-7M. The City has taken steps like never before to fund affordable housing, which significantly impacts the budget. Mr. Signer emphasized that he would be more inclined to implement the lodging tax. Ms. Hill advised that she would not support real estate tax increase, and she is so far in support of a lodging tax increase. Ms. Walker expressed that based on priorities, Councilors should be willing to also look at cutting expenses. She would be in support of increases to meals, lodging and real estate taxes. Mr. Signer suggested a significant increase to the cigarette tax, as a public policy for health reasons as well as source of revenue. Ms. Walker encouraged Mr. Signer to talk with local business owners who sell cigarettes because cigarette buyers would take those purchases to the surrounding county. Ms. Galvin stressed that local government is being tasked with funding more of the budget that is not being covered by the State or Federal government. She mentioned the need to put $55M toward public school modernization and expansion, and put funds toward infrastructure. She emphasized the need for progressive tax tools. Ms. Hill said that she sees the rise in assessments as effectively increasing taxes, and it affects people disproportionately. She advised that she would not be in favor of adding a tax increase on top of that. Discussion ensued about the impact of meals taxes and the cost of meals, in particular the perception of Charlottesville being an expensive city. Ms. Walker opened the floor for public comment. Mr. Paul Henderson, resident, shared that he agrees that the City is expensive. He compared the City’s approved budget to budgets in similar cities. He asked Council to consider reducing expenses rather than increasing revenue. Ms. Takia Jones, resident, spoke about high-cost restaurants. She shared her story and advocated for affordable housing support as someone who is working her way to becoming a homeowner with Habitat for Humanity. 4 Ms. Letita Towder, resident, spoke in support of affordable housing and the Habitat for Humanity program budget allocations. She advised of programs provided by Habitat for Humanity to help residents learn fiscal responsibility. Janette Kawachi, Chief Partnership Officer of Habitat for Humanity of Greater Charlottesville, spoke to clarify budget information for Habitat for Humanity. Three open grants that Habitat has with the City total approximately $1.4M from the previous five years. Of the $1.4M, about $1M has been either spent, requested or encumbered. The remaining $400,000 has been allotted to 14 lots that Habitat for Humanity is currently pursuing, which would effectively bring the fund’s balance to $0 or close to it by the end of the City’s current fiscal year. Ms. Hill left the meeting at 8:12 p.m. Mr. Murphy asked for a specific dollar amount needed for Habitat for Humanity for FY 2020. He asked what the impact would be if the funding were not included for one year in the budget, given the volume of development expected and whether that work could be expended in one fiscal year. President and CEO Dan Rosensweig explained that the remaining grant funds are lot pursuit money and would be spent by July 1, 2019, bringing the grant balance to $0. Ms. Maureen Burkhill of Habitat for Humanity advised that City funding is not the only funding that Habitat receives; however, City funding is needed in order to get other funding – particularly the Affordable and Special Needs Housing Program requires that they receive 25% from the City. Ms. Annie Stupp, member of the Charlottesville Low Income Housing Coalition, spoke in support of funding for affordable housing. She advised that the Housing Coalition is in support of a permanent revenue stream for affordable housing in whatever form it may be, including raising taxes for those who are most able to afford it. She asked for consideration of all forms of revenue. On a personal note, she encouraged marketing the aid to affordable housing as an incentive to meals and lodging purposes. Mr. Murphy concluded that the budget discussion would continue with discussion of CIP on March 14, and staff would bring back information to Councilors to answer some of their questions about affordable housing. The meeting was adjourned at 8:23 p.m. 1 NOTICE OF SPECIAL MEETING A SPECIAL MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Thursday, March 14, 2019, AT 6:00 p.m. AT THE City Space Conference Center, 100 Fifth Street, NE, Charlottesville, VA 22902. THE PROPOSED AGENDA IS AS FOLLOWS: FY 2020 Budget Work Session BY ORDER OF THE CITY COUNCIL BY Kyna Thomas CITY SPACE – March 14, 2019 City Council met on this date with the following members present: Mayor Nikuyah Walker, Vice Mayor Heather Hill, Dr. Wes Bellamy, Ms. Kathy Galvin and Mr. Mike Signer. Ms. Walker called the meeting to order at 6:03 p.m. and Pursuant to Virginia Code Section 2.2-3115, she read the following conflict of interest disclosure statement: “I am an employee of the City of Charlottesville, within the City’s Parks and Recreation Department. I hereby declare that, during the City Council’s discussions of the proposed Budget, relative to issues relating to City employees (such as cost of living increases, living wages, health insurance benefits, and similar fiscal matters relating to City employees – individually and collectively referred to in this Written Disclosure as the “Transaction”) I may have a “personal interest in a transaction”, as that term is defined in Virginia Code §2.2-3101, by reason of the salary or other compensation, or employee benefits, that I receive as a City employee, in excess of $5,000 annually. I have previously consulted with the Office of the City Attorney on this matter, and received an opinion that, pursuant to Virginia Code §2.2-3112(B)(1), even with this personal interest I may lawfully participate in City Council’s discussion of the Transaction, because I am a member of a group of three or more persons (i.e., City employees) the members of which are affected by the Transaction. I hereby affirm that I am able to participate in the Transaction fairly, objectively, and in the public interest.” Ms. Walker turned the meeting over to City Manager Mike Murphy. Mr. Murphy advised that the purpose of this meeting was to review the Capital Improvement Program and review follow-up items from the March 7, 2019, budget worksession. Mr. Ryan Davidson began the overview of the FY 2020-2024 Proposed CIP revenues and expenditures. He reviewed items that changed since the Planning Commission presentation. Projects Added to the FY20-24 Proposed CIP  City Schools Reconfiguration Design and Planning = $3,000,000 (FY20) 2 Amended Projects  General District Court funding moved from FY20 and FY21 to FY21 and FY22  City Wide IT Strategic Infrastructure was increased by $150,000 in FY20 Reduced Projects  Parks and Schools Playground Renovations FY20 funding removed ($112,000)  Refurbish Parks Restrooms FY20 funding removed ($50,000) Mr. Davidson explained debt service impacts: • General Fund Transfer to Debt Service (to support proposed CIP)  Increase of $850,000 in FY20 Proposed Budget • Based upon the current proposed 5-year CIP the City would need to increase the debt service contribution annually by $850,000 in future fiscal years as well. • Debt Service – with current projected 5-year CIP, and Proposed FY20 Operational Budget, will stay within the 10% debt ratio cap and 9% target. The presentation included review of FY 2020 - 2024 CIP bonded projects and non- bonded projects. He followed up on a question from Ms. Galvin at the March 7 Budget Worksession, regarding a comparison between replacing or refurbishing the Bypass Fire Station. The conclusion was that funding has already been expended for the project and the funding from this budget is the second part to complete the $5.9M expansion. Councilors asked questions of Mr. Kevin Rotty, member of the financial advisory firm for the City. Ms. Galvin asked about use of the reserve fund and possible donations from individuals. Mr. Rotty gave an explanation of access to the funds as one-time use funds and guarded against reducing the debt percentage. Ms. Walker advised that the budget should not be based on hypotheticals and theories. Council followed up on the City Schools operating request, and Ms. Hill suggested that funding be considered based on the Schools request of $3.3M. Four Councilors agreed and Dr. Bellamy expressed support of the additional $500K originally requested. Ms. Galvin proposed funding the Charlottesville Affordable Housing Fund Flexible dollars at $1M. Mr. Signer stated that he would support only the lodging tax increase. Mr. Murphy advised that the Planning Commission and the Housing Advisory Committee would be in support of having flexible dollars that people can apply for affordable housing. 3 Ms. Hill advised that the City cannot address the affordable housing issue alone, and that Albemarle County and the University of Virginia should contribute a larger share. Councilors except Dr. Bellamy agreed to take the additional $500,000 to fund the Schools original request out of consideration. Regarding the CAHF, Mr. Murphy explained that $10.3M has already been dedicated toward affordable housing efforts, which is the largest amount, by more than double, ever allocated for this cause. Council was tasked with deciding whether to allocate flexible funding of $1M or $1.55M. Mr. Murphy suggested that the $1M flexible dollars be pulled from the $10.3M funds already budgeted. Mr. Signer asked whether a surplus at the end of the year could be dedicated to affordable housing fund. Dr. Bellamy and Ms. Hill expressed concern about using all the surplus toward one cause. Ms. Walker opened discussion on the Charlottesville Housing Affordability Program (CHAP). Ms. Galvin advised that she is not in favor of approving funds above the $285,500 which has been budgeted for the CHAP. Ms. Walker shared the challenges of homeowners at lower income levels paying for rising tax assessments. Mr. Todd Divers, Commissioner of the Revenue, gave detail surrounding the qualified CHAP recipients and relief amount. He also mentioned that perhaps next year the rent relief program could be discussed in preparation for the budget. Council asked that a rent relief report be included in the future. Councilors asked to see the impact of adding $1M to flexible funding versus making it a portion of the $10.3M. Ms. Walker asked staff to look at other processes like ABRT to know what could be a better use of the flexible funding for affordable housing. Council poll: • Lodging tax increase: o YAY – Walker, Hill, Signer, Bellamy; o MAYBE - Galvin (contingent on other tax results). • Real estate tax increase: Mr. Murphy advised that the budget was not built around an increase. o YAY – Galvin and Bellamy would raise 1 cent; o NO - Walker, Hill, Signer. • Meals tax: o YAY – Walker, Bellamy; 4 o NO – Signer because it adds to the general cost of living for residents; o Need more info: Hill; Galvin proposed $0.05 increase, advising that one sector should not bear the responsibility. At least 3 Councilors would go up $0.05. Ms. Walker opened the floor for public comment at 8:09 p.m. Mr. Tom Eckman, IMPACT Strategy Team, spoke about affordable housing and the need for the County and the University of Virginia to do more. He spoke in support of City affordable housing efforts, and the CAHF additional $1.55M. Mr. Aaron Winston, organizer for Charlottesville Low Income Housing Coalition, spoke about affordable housing, advising of the 3300 units needed at this moment in time. He guarded against counting on a surplus at the end of the year. He encouraged Council to take political risk to increase revenue to support affordable housing. He encouraged a permanent revenue foundation. Mr. Michael Payne, City resident, gave context for Richmond’s proposed tax increases, and encouraged Council to do more long-range strategic planning. Ms. Janette Kawachi of Habitat for Humanity expressed gratitude for Council’s support for affordable housing, but advised that there is a gap in addressing affordable home ownership. She asked that Council consider adding the $1M or $1.55M to the CAHF. She suggested that non-cash options be considered for Council to support affordable home ownership. Mr. Signer left at 8:22 p.m. Ms. Avis Allen, representing IMPACT, spoke in favor of $1M minimum, preferably $1.55M being added to the affordable housing fund. Speaking as an individual, she expressed that for over a year she has been unable to find affordable housing near the hospital. She asked Council to look for streams of revenue that would not affect affordable housing. Ms. Sheila Hurleheigh, Board member of IMPACT and Coordinator of Justice and Charity for the Church of the Incarnation, spoke about affordable housing. She encouraged funding of the CAHF for the ability to address needs as they arise. Pastor Liz Emory of New Beginnings Christian Community, helping addicts, alcoholics and ex-offenders, spoke in support of the CAHF. She advised that this is the only way that ex- offenders can stay in the community because they cannot qualify for federal grants. Mr. Rory Silzenburg, resident, spoke about Council’s lack of support for projects that he believes would increase the revenue base. He spoke about a line item for solar power generation. Public comment was closed. 5 Mr. Murphy reviewed the remainder of the Budget Calendar: • March 16 Community Budget Forum, 1pm – 3pm (Herman Key Recreation Center) • March 18 Public Hearings, 6:30 pm (Council Chamber) • March 19 Worksession, 6pm – 8pm (TJPDC Water Street Center) o Remaining budget issues and wrap-up • TENTATIVE – March 27 Worksession, 6pm – 8pm (City Space) o Remaining budget issues and wrap-up • April 1: Second Public Hearing on Budget/First Reading, 6:30 pm (Council Chamber) • April 8 Budget Approval, 2:00pm (2nd Floor Conference Room, City Hall) The meeting adjourned at 8:33 p.m. 1 NOTICE OF SPECIAL MEETING A SPECIAL MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Saturday, March 16, 2019, AT 1:00 p.m. at Key Recreation Center, 800 East Market Street, Charlottesville, VA 22902. THE PROPOSED AGENDA IS AS FOLLOWS: Community Budget Forum BY ORDER OF THE CITY COUNCIL BY Kyna Thomas Key Recreation Center – March 16, 2019 City Council met on this date with the following members present: Mayor Nikuyah Walker, Vice Mayor Heather Hill, Dr. Bellamy and Ms. Kathy Galvin. Absent due to sickness: Mr. Mike Signer. Ms. Walker called the meeting to order at 1:15 p.m. and turned the meeting over to Interim City Manager Mike Murphy, who gave a brief overview of the overall FY2020 Proposed Budget. Dr. Bellamy with regard to the $500,000 proposed budget cut for the Schools original request, asked Councilors if they would consider fulfilling $250,000 of that request so that the Schools do not deplete their reserve account in the event they have to use it. Ms. Walker opened the public forum. Ms. Catherine Lott asked for full funding of $500,000 cut by Schools for their budget. She advised that the funding would have been for positions to address equity in schools. Ms. Nancy Carpenter spoke about affordable housing. She advised that housing justice is racial justice, and would also address class issues. She asked for Councilors to consider the real estate tax relief for up to $65,000 income. She spoke in support of lodging tax and meals tax increases. Mr. Mike Massey, resident, spoke in favor of a real estate tax increase. He said that it would be a bold step toward long-range housing policy planning. He spoke in favor of Charlottesville Affordable Housing Fund (CAHF) funding as an investment in the future. Ms. Elisa Diamond, City resident, spoke about making affordable housing a high priority for the City, and lauded the affordable housing rehabilitation efforts already in the budget. She advised that she would like to see $1.55M allocated to CAHF and $1M for the rent subsidy voucher program. She also spoke in support of a real estate tax increase of 2%, paired with the relief programs mentioned earlier. She spoke in support of lodging, and meals tax increases. 2 Ms. Lisa Torres, City resident, spoke about the need to address affordable housing and equity in the City. She asked why more Councilors are not in support of options that have been presented, such as the meals tax. Ms. Torres advised that she wanted to publicly acknowledge that she has privilege, which impacts food security, housing, jobs, wages, education and judicial decisions. Mr. Ken Horne, County resident working in the City, spoke about historic racial and vulnerable population inequities. He encouraged Council to consider every revenue source to combat equity issues. He also spoke of the inter-connectedness of affordable housing with other social issues, including equity in schools, making this a City that works for everyone. Ms. Pam Elliott, City resident, spoke in support of tax increases, and advised that she would be willing to pay more than a 1% increase. Ms. Andrea Massey, City resident, spoke in support of affordable housing efforts and encouraged Council to fund efforts to address equity in schools. As a resident who eats out a lot, she advised that she is willing to pay more in tax. She spoke in favor of the proposed tax increases in real estate, meals and lodging as long as equity is addressed. Ms. Wendy Stanley, City resident and homeowner, spoke in favor of meals tax and lodging tax increases. Ms. Sonya Bell, City resident, asked for more funding toward additional affordable housing. Mr. Walter Heinecke, City resident and homeowner, advised that the budget reflects values. He asked Councilors to consider long-term planning to generate revenue for addressing affordable housing. He spoke in support of adding $1.55M to the CAHF, and fully funding CHAP for household incomes of $55,000 and less. In terms of meals tax, he advised that at least a 1 cent increase is necessary, giving more privileged patrons an opportunity to contribute to the affordable housing solution. He spoke in support of a 2 cent increase in real estate tax. He state that addressing housing inequality can also help school equality. Mr. Michael Payne, City resident, spoke in support of meals & lodging tax increases and supporting the CHAP program at the higher rate. He advised Council to consider what happens if tax rates are increased, and what if tax rates are not increased. He asked Council not to consider raising the real estate tax until meals and lodging taxes have been increased. Ms. Colette Hall, City resident, acknowledged that passing a budget is the toughest decision made by Council, and predicates all future decisions. She spoke of past irresponsible spending that could have benefited affordable housing. She spoke against spending on the Sister Cities program and on social media efforts. She expressed concern that the City spends a large portion of the budget on Schools without getting the desired results. 3 Ms. Janette Abi-nader expressed support of full funding for affordable housing and schools as presented in the Proposed budget. She advised that funding an increase in salaries to $15 could affect funding to the School nutrition program. Matthew Gillickey, City resident, spoke about the Living Wage increase to $15.00, and asked that the language be changed to Minimum Wage. He spoke in support of restoring the $500,000 that was proposed as a cut to the City Schools budget and in support of continuing the AVID Program in Schools. He spoke in support of the meals tax increase, and in support of lodging and real estate tax increases if needed. He advised that he wants to see more funding for affordable housing and the Capital Improvement Program. Versus the West Main streetscape project. Dr. Bellamy commented that marketing of the City could address the support of affordable housing efforts. Ms. Hill agreed, but recognized that there is an associated cost with marketing. Ms. Galvin advised that after further discussion, she has a greater understanding of the reserve account and does not believe there is a need to dip into the reserve fund. She advised that she still supports a real estate tax increase so that the burden of funding all the City’s needs does not rest on two industries – restaurants and hotels. She requested a 1 cent increase across lodging, real estate and meals taxes. She advised that real estate tax should fund schools. Ms. Hill advised that the struggle with real estate tax increase also affects renters. Ms. Walker expressed that Council does not control the budget for Schools. The Schools decided which items to present for the proposed budget and proposed cuts. She advised that discussions are needed around outcomes. She supports the meals tax. She supports the real estate tax, but with a progressive affordable housing plan. Council continued to discuss tax options, and City Attorney John Blair advised that it is permissible to increase at less than a full percent. Mr. Murphy summarized Council discussion and asked Councilors to consider a plan that will address the rental assistance program. He advised that by formula, the City has exceeded the amount of funding required for Schools. He will bring back information to show the scenario of increasing lodging, meals, and real estate taxes all by 1%, given support of three Councilors: Bellamy, Galvin, and Walker. The meeting was adjourned at 3:02 p.m. NOTICE OF SPECIAL MEETING A SPECIAL MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Monday, March 18, 2019, AT 5:30 p.m. IN THE Second Floor Conference Room, City Hall, 605 East Main Street, Charlottesville, VA 22902. THE PROPOSED AGENDA IS AS FOLLOWS: Closed session as provided by Section 2.2-3712 of the Virginia Code (Boards and Commissions; Personnel). BY ORDER OF THE MAYOR BY Kyna Thomas SECOND FLOOR CONFERENCE ROOM – March 18, 2019 City Council met in closed session on this date with the following members present: Mayor Nikuyah Walker, Vice Mayor Heather Hill, Dr. Wes Bellamy, and Ms. Kathy Galvin. Absent: Mr. Mike Signer. Mayor Walker called the meeting to order at 5:43 p.m. On motion by Ms. Hill, seconded by Ms. Galvin, Council voted (Ayes: Ms. Walker, Ms. Hill, Dr. Bellamy and Ms. Galvin. Noes: None. Absent: Mr. Signer) to meet in closed session as authorized by Va. Code sec. 2.2- 3712, specifically: 1 - Virginia Code Section 2.2-3711(A)(1) for the consideration and appointment of specific candidates for appointment to the Region Ten Community Services Board; and 2 - Virginia Code Section 2.2-3711(A)(1) for the discussion and consideration of prospective candidates for employment as Charlottesville City Manager; and 3 – Virginia Code Section 2.2-3711(A)(8) for consultation with legal counsel from the City Attorney’s Office regarding specific legal matters requiring the provision of legal advice concerning employment law as well as internal administrative investigations. Pursuant to Virginia Code Section 2.2-3115, Ms. Walker provided the following disclosure: “I am an employee of the City of Charlottesville, within the City’s Parks and Recreation Department. I hereby declare that, during the City Council’s discussions of the proposed Budget, relative to issues relating to City employees (such as cost of living increases, living wages, health insurance benefits, and similar fiscal matters relating to City employees – individually and collectively referred to in this Written Disclosure as the “Transaction”) I may have a “personal interest in a transaction”, as that term is defined in Virginia Code §2.2- 3101, by reason of the salary or other compensation, or employee benefits, that I receive as a City employee, in excess of $5,000 annually. I have previously consulted with the Office of the City Attorney on this matter, and received an opinion that, pursuant to Virginia Code §2.2-3112(B)(1), even with this personal interest I may lawfully participate in City Council’s discussion of the Transaction, because I am a member of a group of three or more persons (i.e., City employees) the members of which are affected by the Transaction. I hereby affirm that I am able to participate in the Transaction fairly, objectively, and in the public interest.” Mr. Signer arrived at 5:50 p.m. On motion by Ms. Hill, seconded by Ms. Galvin, Council certified by the following vote (Ayes: Ms. Walker, Ms. Hill, Ms. Galvin, Dr. Bellamy and Mr. Signer. Noes: None.), that to the best of each Council member’s knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the Motion convening the closed session were heard, discussed or considered in the closed session. The meeting adjourned at 6:34 p.m. 2 1 NOTICE OF SPECIAL MEETING A SPECIAL MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Tuesday, March 19, 2019, AT 6:00 p.m. at Water Street Center, 401 E. Water St., Charlottesville, VA 22902. THE PROPOSED AGENDA IS AS FOLLOWS: Council Work Session - FY 2020 Budget BY ORDER OF THE CITY COUNCIL BY Kyna Thomas WATER STREET CONFERENCE CENTER – March 19, 2019 Council met in special session on this date with the following members present: Ms. Walker; Ms. Hill; and Ms. Galvin. Dr. Bellamy and Mr. Signer were absent. Ms. Walker called the meeting to order at 6:04 p.m. Ms. Walker invited Mike Murphy, Interim City Manager, to start a presentation on the FY 2020 budget. Mr. Murphy reviewed two budget balancing scenarios. Revenue changes in the first scenario included a one cent increase in the real estate tax ($771,975) and state reimbursements for Constitutional Officers ($63,549) both totaling $835,524. Changes on the expense side included a $1 million general fund transfer to the Charlottesville Affordable Housing Fund and a decreased expenditure related to debt service (-$850,000). Mr. Murphy invited Mr. Todd Divers, Commissioner of Revenue, to share proposals for increasing investments in both the Charlottesville Housing Affordability Program and Rent Relief Programs. Mr. Murphy shared a second budget balancing scenario which included no change to the real estate tax. Revenue changes in the second scenario included only the increase of state reimbursements for Constitutional Officers ($63,549). Changes on the expense side included a $255,159 general fund transfer to the Charlottesville Affordable Housing Fund and the same decreased expenditure related to debt service (-$850,000). Mr. Murphy noted that the total amount proposed for the Charlottesville Affordable Housing Fund would be $800,000 in FY 2020 with other funding coming from a reallocation of funds from other affordable housing initiatives including Friendship Court. He said the total amount of support for affordable housing in the FY 2020 budget in scenario two is $10.59 million. Mr. Murphy said both scenarios include on the revenue side the previously proposed changes to the meals tax (1 percent increase) and lodging tax (1 percent increase). 2 Ms. Walker suggested that the proposal for marketing assistance to support city hotels and restaurants ($124,440) could be held back until a determination was made it was actually needed. Ms. Hill said restaurants were important business partners and this would be a worthwhile investment. Council discussed the two budget scenarios and Mr. Murphy said it sounded like scenario two was the preferred scenario of the members of Council present. Mr. Murphy said Ms. Walker had asked for additional information related to the 4.17 percent Cost of Living Adjustment and $15.00/hr. Living Wage initiatives in the City Manager’s budget. He said the total cost is about $2.6 million in FY 2020. He said the COLA will help address compression issues in employee salaries. Mr. Murphy added peer communities in the area market are also increasing salaries. Ms. Walker said she wanted to see a more strategic approach to compensation adjustments and not an across the board increase. Mr. Murphy said it remained his recommendation to implement an across the board increase in employee salaries. Ms. Galvin said she was concerned about staff morale if Mr. Murphy’s approach, or pay for performance, were not implemented. Ms. Walker said there have been compensation studies showing some positions above and below market. While late at this point in the budget, Ms. Walker said she thought the entire Council would benefit from additional information at a future meeting. Ms. Hill said employees have provided feedback that they want a performance management and evaluation system. Ms. Walker asked if would be possible to keep employees who are at or above market at the same salary? Mr. Murphy said that was possible, but that not all positions and departments have received a recent compensation market study. Ms. Walker said taking the highest paid employees higher when we are struggling to move the lowest paid and mid-range people up makes it more challenging. Ms. Walker asked how the positions in the last market study were selected. Mr. Galloway Beck, Director of Human Resources, was invited to describe recent market compensation studies. 3 Ms. Galvin said she was pleased that raising the real estate tax rate was not required this year, but that the long term projections for affordable housing, school capital needs, and transportation infrastructure demonstrated a more comprehensive look at sustainable revenue sources was required. Ms. Galvin said it was important to describe this need to the community. Ms. Hill asked when the City would know cost projections for the school division’s capital needs. Mr. Murphy said it would be unlikely the City would have additional information in 6-7 months when the budget process initially starts for FY 2021. Ms. Hill encouraged staff to be more proactive getting these details as we enter into future budgets so that the Planning Commission has this information when they review the Capital Improvement Program budget. Ms. Walker said she thought another budget work session should be held March 27. Mr. Murphy said a summary of this meeting would be shared with the entire Council. Ms. Walker invited members of the public to share their comments. Ms. Jeanette Kawachi said she appreciated the staff’s work on the budget. She said as a homeowner her assessments had increased but she supported increased real estate tax rates if it would help with affordability programs. Ms. Zyahna Bryant asked for confirmation there was consensus to raise the meals tax. Council responded that there was agreement on that. She followed up by asking whether the school funding request was being cut by $500,000? Ms. Walker said it was reduced and explained that Mr. Murphy and School Superintendent Rosa Atkins had spoken about the adjustment and that she has also spoken to Dr. Atkins and School Board members regarding the change. Mr. Rory Stolzenberg asked about the parking enterprise fund transfer to the general fund and the revenues generated by the parking garages. Ms. Krisy Hammill, Senior Budget and Management Analyst, and others provided an explanation. On the education budget, Mr. Stolzenberg asked Council if they had seen direct evidence of the benefits of grade reconfiguration and he questioned whether there were any benefits outside of combining all grades K-8. He asked Council to review evidence before investing $3 million in a design plan. Ms. Walker said Council was satisfied with the City School Board’s justification for the project and she encouraged Mr. Stolzenberg to speak with the School Board. Ms. Walker adjourned the meeting at 7:19 p.m. NOTICE OF SPECIAL MEETING A SPECIAL MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Wednesday, March 27, 2019, AT 6:00 p.m. at City Hall - Council Chamber, Charlottesville, VA 22902. [NOTE: Change in venue from previously tentative meeting] THE PROPOSED AGENDA IS AS FOLLOWS: Council Work Session - FY 2020 Budget BY ORDER OF THE CITY COUNCIL BY Kyna Thomas COUNCIL CHAMBER – March 27, 2019 City Council met on this date with the following members present: Mayor Nikuyah Walker; Vice Mayor Heather Hill; Dr. Wes Bellamy and Ms. Kathy Galvin. Mr. Mike Signer arrived at 6:36 p.m. Ms. Walker called the meeting to order at 6:16 p.m. and turned the meeting over to Interim City Manager Mike Murphy. Mr. Murphy reviewed budget amendments and outstanding budget items. He presented two General Fund budget balancing scenarios. Option #1included a Real Estate Tax increase and Option #2 had no Real Estate Tax increase. Dr. Bellamy expressed concern about having the Housing Advisory Committee (HAC) decide how funds are spent. Mr. Murphy reviewed the Charlottesville Housing Affordability Program (CHAP) and rent relief programs Option 3, totaling $1,532,440.07. Dr. Bellamy requested that $500,000 from any surplus be dedicated to the Equity fund. Ms. Galvin advised that she would prefer that the housing fund to be made whole with any surplus. Mr. Murphy advised that should there be a surplus, staff would present it to Council for prioritization. Mr. Signer arrived at 6:36 p.m. Mr. Murphy discussed employee compensation in regard to the Cost of Living Adjustment (COLA) and pay-for-performance. He recommended an across-the-board COLA for a variety of reasons including compression, cost of market study, and the need to revise a compensation system that is over twenty years old. Ms. Walker expressed concern that gaps would increase between positions with a COLA. Ms. Beauregard gave information about a recent study and phased compensation implementation in Lynchburg, Virginia. Mr. Signer expressed that perhaps a structure could be created to differentiate between management and other staff pay increases. Ms. Walker asked for a more strategic approach to pay. Ms. Hill requested that staff work toward finding a way to get to a pay-for-performance system. Ms. Galvin advised that a thorough investigation of compensation is needed fairly, objectively and comprehensively. Ms. Beauregard said that she has made calls to get more information for starting the process of researching a new system. Mr. Murphy advised that efforts will be made to make sure that every employee has an employee evaluation next year. Mr. Signer mentioned that data about competition and loss of employees would be helpful – retention data, unfilled vacancies, recruiting issues, etc. Mr. Murphy clarified Option 2 and said that compensation as presented would be brought forward for the April 1st meeting. Mr. Signer emphasized his position that he is not interested in revenue sources other than lodging and cigarette tax. Ms. Galvin thanked staff for the extensive amount of work on the budget and asked staff to find a way next year to make real estate tax more progressive. Ms. Walker opened the floor for public comment. Ms. Vicki Bravo, resident, representing IMPACT, discussed affordable housing and the Charlottesville Affordable Housing Fund (CAHF). She shared information about losing affordable housing at Belmont apartments and shared that tenants are being asked to leave. Mr. Walt Heinecke, representing Charlottesville Low Income Housing Commission, asked Council to stay true to its commitment to affordable housing investments. He spoke in favor of a one cent real estate tax increase. The meeting was adjourned at 7:20 p.m. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: March 18, 2019 Action Required: Approval and Appropriation Presenter: Leslie Beauregard, Assistant City Manager Staff Contacts: Leslie Beauregard, Assistant City Manager Gail Hassmer, Chief Accountant Title: State Criminal Alien Assistance Program (S.C.A.A.P.) Grant for 2019 - $14,086 Background: The City of Charlottesville has received the State Criminal Alien Assistance Program Grant (S.C.A.A.P.), on behalf of the Albemarle-Charlottesville Regional Jail, in the amount of $14,086. These are federal funds to reimburse the Albemarle-Charlottesville Regional Jail for Fiscal Year 2017 expenses of housing alien inmates. Albemarle County is appropriating funds received under the same program that will also be passed through to the Regional Jail. Discussion: The State Criminal Alien Assistance Program (S.C.A.A.P.) provides federal payments to states and localities that incurred correctional officer salary costs for incarcerating certain undocumented criminal aliens. The award amount is based on the number of undocumented persons incarcerated at the Albemarle-Charlottesville Regional Jail. As this is not a one-time grant, the Jail will receive future payments from the City as they are granted. Alignment with City Council’s Vision and Strategic Plan: These funds align with Council’s Vision for a Smart, Citizen-Focused Government -- Acceptance of these funds will support quality services at our Regional Jail and will help ensure that services are provided in the most efficient and cost effective way to citizens. These funds also support Goal 2: Be a safe, equitable, thriving and beautiful community, and Objective 2.1. Provide an effective and equitable public safety system Community Engagement: N/A Budgetary Impact: There is no budgetary impact as 78 percent of these funds will be passed through directly to the Regional Jail. The remaining 22 percent will be sent to Justice Benefits, Inc., which provides administrative support for the regional jail. Recommendation: Staff recommends approval and appropriation of funds to the Regional Jail. Alternatives: N/A Attachments: Appropriation APPROPRIATION State Criminal Alien Assistance Program (SCAAP) Grant for 2017 reimbursement $14,086 WHEREAS, the State Criminal Alien Assistance Program (SCAAP) grant, providing federal payments for correctional officer salary costs incurred for incarcerating certain undocumented criminals has been awarded the City of Charlottesville, on behalf of the Albemarle-Charlottesville Regional Jail, in the amount of $14,086. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that a total of $10,987 be appropriated and passed through to the Albemarle-Charlottesville Regional Jail and $3,099 be appropriated and passed through to Justice Benefits, Inc. Revenues $14,086 Fund: 211 Internal Order: 1900296 G/L Account: 431110 Expenses $10,987 Fund: 211 Internal Order: 1900296 G/L Account: 530550 $ 3,099 Fund: 211 Internal Order: 1900296 G/L Account: 530670 BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $14,086 from the U. S. Bureau of Justice Assistance. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: March 18, 2019 Action Required: Approval and Appropriation Areshini Pather, Commonwealth Attorney’s Office Presenter: Areshini Pather, Commonwealth Attorney’s Office Staff Contacts: Crystal Rigsby, Commonwealth Attorney’s Office Title: Domestic Violence Services Coordinator Grant - $49,336 Background: The Charlottesville/Albemarle Domestic Violence Community Services Coordinator assists in the efficient delivery of services and access to the court process for the victims of domestic violence in both Charlottesville and Albemarle County. Examples include helping in the preparation of domestic violence cases for prosecution and assisting victims in obtaining protective orders. The Coordinator serves as a case manager on behalf of victims in relation to their interactions with community agencies that deliver needed services such as shelter, civil legal assistance, and counseling. No other person in local government fills this specific function on behalf of victims of domestic violence. Discussion: The City of Charlottesville has been awarded $38,336 from the Department of Criminal Justice Services for the Charlottesville/Albemarle Domestic Violence Community Services Coordinator in the City’s Commonwealth’s Attorney’s Office. This grant requires that 25% of project funds must be provided by cash or an in-kind match. The City’s Commonwealth Attorney’s Office will provide a $5,000 cash match, and an in-kind match of $3,372. Albemarle County will provide a $6,000 cash match, and an in-kind match of $2,400. Graduate student and intern hours will provide an additional $1,182 in-kind match. The total anticipated cash and in-kind match of $17,954 is more than sufficient to meet the minimum requirement. 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 and contributes to their priority to: Provide a comprehensive support system for children. The program also aligns with Strategic Plan Goal 2: A Healthy and Safe City, Objective 2.2 Meet the safety needs of victims and reduce the risk of re-occurrence/re-victimization and Objective 2.3 Improve community health and safety outcomes by connecting residents with effective resources. The Domestic Violence Coordinator contributes to the health and safety of the community by connecting victims of domestic violence and their children to service providers for emergency shelter, medical and mental health services, housing resources, legal assistance and other services. Community Engagement: The Charlottesville/Albemarle Domestic Violence Services Coordinator is a direct service provider and is engaged daily with victims of domestic violence and stalking who access services through referrals from police, court services, social services and other allied agencies. The Coordinator works with over 300 individuals yearly and serves on several coordinating councils: the Albemarle/Charlottesville Domestic Violence Council, the Monticello Area Domestic Violence Fatality Review Team, and the Charlottesville/Albemarle Blue Print for Safety group. The Coordinator has actively been involved in the implementation of the Lethality Assessment Protocol (L.A.P.) used by Charlottesville, Albemarle and University of Virginia Police Departments. Budgetary Impact: There are no additional funding required. The grant requires a local match of $11,000, in which $6,000 will be provided by Albemarle County and the remaining $5,000 will be provided through previously appropriated funding in the Commonwealth Attorney’s FY19 General Fund Operating Budget. The funds will be expensed and reimbursed to a Grants Fund. Recommendation: Staff recommends approval and appropriation of grant funds. Alternatives: In the event that the grant is not funded or that the funds are not appropriated, this position will cease to exist, as there are no other funds to support it. APPROPRIATION Domestic Violence Services Coordinator Grant $49,336 WHEREAS, The City of Charlottesville, through the Commonwealth Attorney’s Office, has received the Domestic Violence Services Coordinator Grant from the Virginia Department of Criminal Justice Services in the amount of $38,336 in Federal pass-thru funds, Albemarle County is to contribute an additional $6,000 in local cash match, and the City Commonwealth Attorney’s Office will contribute up to $5,000 cash match, as needed to meet salary and benefit expenses. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the sum of $49,336 is hereby appropriated in the following manner: Revenues $38,336 Fund: 209 Cost Center: 1414002000 G/L Account: 430120 $ 6,000 Fund: 209 Cost Center: 1414002000 G/L Account: 432030 $ 5,000 Fund: 209 Cost Center: 1414002000 G/L Account: 498010 Expenditures $49,336 Fund: 209 Cost Center: 1414002000 G/L Account: 519999 Transfer $ 5,000 Fund: 105 Cost Center: 1401001000 G/L Account: 561209 BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $38,336 from the Virginia Department of Criminal Justice Services, and $6,000 from the County of Albemarle, Virginia. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: March 18, 2019 Action Required: Appropriation of grant funds Presenter: Susan Morrow, Offender Aid and Restoration Staff Contact: Leslie Beauregard, Assistant City Manager Susan Morrow, Offender Aid and Restoration Title: Virginia Behavioral Health Docket Grant - $50,000 Background: The City of Charlottesville, on behalf of the Charlottesville-Albemarle Therapeutic Docket program, has received a Supreme Court of Virginia Behavioral Health Docket Grant in the amount of $50,000 for operations of the therapeutic docket program, which is operated by Offender Aid and Restoration (O.A.R.). The City of Charlottesville serves as fiscal agent for the Supreme Court of Virginia Behavioral Health Docket Grant. Discussion: In its first year of operation, the Charlottesville-Albemarle Therapeutic Docket program is a supervised 6 to 12 month treatment program that serves as an alternative to incarceration for offenders. The Therapeutic Docket is a specialized docket within the existing structure of the court system given the responsibility to handle cases involving non-violent adult misdemeanor offenders who suffer from serious mental illness. The program uses the power of the court to assist non-violent offenders to achieve wellness and recovery through a combined system of intensive supervision, medication management, mental health treatment, and regular court appearances. The total program budget is $160,000 and includes three funding sources: Supreme Court of VA: $50,000 City of Charlottesville: $55,000, (previously appropriated) Albemarle County: $55,000, (previously appropriated) Alignment with City Council Vision and Strategic Plan: This relates to Goal #2 in the City’s Strategic Plan - A Healthy and Safe City. More specifically Objective 2.3 Improve community health and safety and outcomes by connecting residents with effective resources; and Objective 2.4 Reduce the occurrences of crime, traffic violations, and accidents in the community. The Therapeutic Docket is a valuable, less expensive alternative to incarceration for certain criminal offenders with serious mental illness which utilizes a blend of court-ordered supervision, mental health treatment services, court appearances, and behavioral sanctions and incentives to reduce recidivism and enhance personal accountability and mental health and wellness among participants. Community Engagement: The Therapeutic Docket is a direct service provider and is engaged daily with non-violent criminal offenders with serious mental illness who are at a high level of risk for reoffending and have a high level of need due to mental illness. By collaborating with the Court system, Region Ten Community Services Board, Partners for Mental Health, and the Sheriff’s department, the Therapeutic Docket provides these offenders with a highly structured, rigorously supervised system of treatment and criminal case processing that results in a significant reduction in recidivism rates for program participants and graduates. Participants gain access to the Therapeutic Docket through referrals from police, probation, magistrates, defense attorneys and other local stakeholders. Participants have active criminal cases pending in the General District Court. If they successfully complete the program which takes a minimum of 6 months, participants may have their pending charges dismissed. If participants are unsuccessful and have to be terminated from the program, they return to court to face their original charges. Successful Therapeutic Docket participants return the community’s investment in them by improving their mental health status, maintaining compliance with treatment regimens, including medications, and reducing their criminal behaviors in the community. Budgetary Impact: No additional City funding is required as the City’s match for this grant, $55,000, was appropriated within the FY 2019 Council Approved Budget as part of the City’s contribution to Offender Aid and Restoration. Recommendation: Staff recommends approval and appropriation. Attachments: Appropriation APPROPRIATION Charlottesville - Albemarle Therapeutic Docket Grant Award $50,000 WHEREAS, the Supreme Court of Virginia awarded the Supreme Court of Virginia Behavioral Health Docket Grant in the amount of $50,000 for the Charlottesville - Albemarle Therapeutic Docket in order to fund salaries, benefits, and operating expenses; and WHEREAS, the City of Charlottesville serves as the fiscal agent for this grant program; and WHEREAS, the City of Charlottesville and Albemarle County both have dedicated local matches to this grant, totaling $110,000; and WHEREAS, the grant award covers the period January 1, 2019 through June 30, 2019. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that the sum of $50,000, received as a grant from the Supreme Court of Virginia, is hereby appropriated in the following manner: Revenues $50,000 Fund: Internal Order: #1900324 G/L Account: 430110 (State Grant) Expenditures $50,000 Fund: Internal Order: #1900324 G/L Account: 530670 BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $50,000 from the Supreme Court of Virginia. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Approve Appropriation of Funds received from VML Insurance Programs related to City claim 19085 – $11,374.00 Presenter: Marty Silman, Public Service Manager Laura Ellis, Risk Management Specialist, Finance Staff Contacts: Paul Oberdorfer, Public Works Director Laura Ellis, Risk Management Specialist, Finance Krissy Hammill, Sr. Budget and Management Analyst, Office of Budget and Performance Management Title: Appropriation of Funds from VML Insurance Programs – $11,374.00 Background: The City of Charlottesville sustained significant property damage to a traffic control cabinet and UPS located at the intersection of Avon Street and Monticello Avenue through the negligent act of an unknown party on 09/10/2018. Discussion: The City of Charlottesville Public Works department / Traffic division completed repairs to the involved City property and Risk Management submitted a property damage claim to the City of Charlottesville’s insurance carrier, VML Insurance Programs, for reimbursement of incurred expenses less the applicable deductible for unscheduled property. The City has received reimbursement from VML Insurance Programs and appropriation of these funds is necessary to reimburse the City for its expenditure. Alignment with Council Vision Areas and Strategic Plan: The work of City personnel involved in this matter supports City Council’s “Smart, Citizen-Focus Government” vision, and their efforts contribute to Strategic Plan Goal 5: A Well-managed and Responsive Organization. Community Engagement: N/A Budgetary Impact: The funds received will reimburse the City for its expenditure to repair and replace its property which is covered by insurance through VML Insurance Programs less the applicable unscheduled property damage deductible. Recommendation: Staff recommends approval and appropriation of the reimbursement funds. Alternatives: If reimbursement funds are not appropriated, the Public Works account will have less funding for other operations. Attachments: N/A APPROPRIATION VML Insurance Programs Claim Payment - $11,374.00 NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that $11,374.00 from VML Insurance Programs is to be appropriated in the following manner: Revenues - $11,374.00 Fund: 105 Cost Center: 2471001000 G/L Account: 451110 Expenditures - $12,374.00 Fund: 105 Cost Center: 2471001000 G/L Account: 510060 Amount: $1,680 Fund: 105 Cost Center: 2471001000 G/L Account: 520200 Amount: $10,694 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Approve Appropriation of Funds received from Ryder related to City claim 19087 – $7,850.00 Presenter: Marty Silman, Public Service Manager Laura Ellis, Risk Management Specialist, Finance Staff Contacts: Paul Oberdorfer, Public Works Director Laura Ellis, Risk Management Specialist, Finance Krissy Hammill, Sr. Budget and Management Analyst, Office of Budget and Performance Management Title: Appropriation of Funds from Ryder – $7,850.00 Background: The City of Charlottesville sustained significant property damage to a stone retaining wall located at the intersection of E. Market Street and Franklin Street through the negligent act of a rented vehicle operator on 08/15/2018. Discussion: The City of Charlottesville Public Works department / Public Service division used a local contractor to complete repairs to the involved City property and Risk Management submitted a property damage claim to the vehicle’s rental company (Ryder), for reimbursement of incurred expenses. The City has received reimbursement from the company and appropriation of these funds is necessary to reimburse the City for its expenditure. Alignment with Council Vision Areas and Strategic Plan: The work of City personnel involved in this matter supports City Council’s “Smart, Citizen-Focus Government” vision, and their efforts contribute to Strategic Plan Goal 5: A Well-managed and Responsive Organization. Community Engagement: N/A Budgetary Impact: The funds received will reimburse the City for its expenditure to repair and replace its property, which is covered by vehicle’s rental company (Ryder). Recommendation: Staff recommends approval and appropriation of the reimbursement funds. Alternatives: If reimbursement funds are not appropriated, the Public Works account will have less funding for other operations. Attachments: N/A APPROPRIATION VML Insurance Programs Claim Payment - $7,850.00 NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that $7,850.00 from Ryder is to be appropriated in the following manner: Revenues - $7,850.00 Fund: 105 Cost Center: 2443001000 G/L Account: 451110 Expenditures - $7,850.00 Fund: 105 Cost Center: 2443001000 G/L Account: 530550 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Approve Appropriation of Funds received from Trinity Steel Erection, Inc. related to City claim 19142 – $2,856.00 Presenter: Marty Silman, Public Service Manager Laura Ellis, Risk Management Specialist, Finance Staff Contacts: Paul Oberdorfer, Public Works Director Laura Ellis, Risk Management Specialist, Finance Krissy Hammill, Sr. Budget and Management Analyst, Office of Budget and Performance Management Title: Appropriation of Funds from Trinity Steel Erection, Inc. – $2,856.00 Background: The City of Charlottesville sustained significant property damage to a street light located on W. Main Street through the negligent act of a contractor on 12/04/2018. Discussion: The City of Charlottesville Public Works department / Traffic division completed repairs to the involved City property and Risk Management submitted a property damage claim to the company for reimbursement of incurred expenses. The City has received reimbursement from the company and appropriation of these funds is necessary to reimburse the City for its expenditure. Alignment with Council Vision Areas and Strategic Plan: The work of City personnel involved in this matter supports City Council’s “Smart, Citizen-Focus Government” vision, and their efforts contribute to Strategic Plan Goal 5: A Well-managed and Responsive Organization. Community Engagement: N/A Budgetary Impact: The funds received will reimburse the City for its expenditure to repair and replace its property, which was reimbursed from the company. Recommendation: Staff recommends approval and appropriation of the reimbursement funds. Alternatives: If reimbursement funds are not appropriated, the Public Works account will have less funding for other operations. Attachments: N/A APPROPRIATION VML Insurance Programs Claim Payment - $2,856.00 NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that $2,856.00 from Trinity Steel Erection, Inc. is to be appropriated in the following manner: Revenues - $2,856.00 Fund: 105 Cost Center: 2471001000 G/L Account: 451110 Expenditures - $2,856.00 Fund: 105 Cost Center: 2471001000 G/L Account: 510060 Amount: $140 Fund: 105 Cost Center: 2471001000 G/L Account: 520200 Amount: $2,716 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Approve Appropriation of Funds received from Penn National Insurance related to City claim 19176 – $12,500.00 Presenter: Marty Silman, Public Service Manager Laura Ellis, Risk Management Specialist, Finance Staff Contacts: Paul Oberdorfer, Public Works Director Laura Ellis, Risk Management Specialist, Finance Krissy Hammill, Sr. Budget and Management Analyst, Office of Budget and Performance Management Title: Appropriation of Funds from Penn National Insurance – $12,500.00 Background: The City of Charlottesville sustained significant property damage to underground traffic conduit through the negligent act of a contractor on 01/10/2019. Discussion: Penn National Insurance, the liability insurance carrier for JC Roman Construction LLC, has accepted 100% liability for this loss and has offered payment to the City of Charlottesville in the amount of $12,500.00. Penn National’s settlement offer is based upon a bid proposal submitted by a third party contractor who is qualified and capable of performing such repair work based upon the assessment of both JC Roman Construction LLC and Public Works personnel. Public Works has reviewed the submitted bid proposal and believes it is a fair and reasonable offer to complete needed repairs, and as such, there is no compromise of claim settlement involved in this loss. Alignment with Council Vision Areas and Strategic Plan: The work of City personnel involved in this matter supports City Council’s “Smart, Citizen-Focus Government” vision, and their efforts contribute to Strategic Plan Goal 5: A Well-managed and Responsive Organization. Community Engagement: N/A Budgetary Impact: The funds received will reimburse the City for its cost to repair and replace its property, which was received from the company’s insurance provider. Recommendation: Staff recommends approval and appropriation of the reimbursement funds. Alternatives: If reimbursement funds are not appropriated, the Public Works account will have less funding for other operations. Attachments: N/A APPROPRIATION VML Insurance Programs Claim Payment - $12,500.00 NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that $12,500.00 from Penn National Insurance is to be appropriated in the following manner: Revenues - $12,500.00 Fund: 105 Cost Center: 2471001000 G/L Account: 451110 Expenditures - $12,500.00 Fund: 105 Cost Center: 2471001000 G/L Account: 510060 Amount: $5,464 Fund: 105 Cost Center: 2471001000 G/L Account: 520200 Amount: $7,036 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Appropriation Presenter: Susan Holtzman, Charlottesville Fire Department, Management Analyst Staff Contacts: Susan Holtzman, Charlottesville Fire Department, Management Analyst Emily Pelliccia, Charlottesville Fire Department, Deputy Chief Title: Virginia Fire Equity & Diversity Conference - $50,000 Background: At the invitation of the Virginia Department of Fire Programs’ Virginia Fire and Emergency Services Equity and Diversity Association, Charlottesville Fire Department (C.F.D.) has agreed to serve as the host of the 2019 Virginia Fire Equity and Diversity Conference, October 1 – October 4, 2019. C.F.D., through the Virginia Department of Fire Programs (V.D.F.P.), anticipates receiving a $15,000 - $20,000 Conference and Education Assistance Grant to partially fund the conference. C.F.D. anticipates receiving an additional $35,000 in revenue from conference registration fees. Discussion: Charlottesville Fire Department will host the 2019 Virginia Fire Equity and Diversity Conference at the Omni Hotel in downtown Charlottesville 10/1/19 – 10/4/19. C.F.D. was honored to be asked to host the Equity and Diversity Conference and department personnel hope to use this opportunity to contribute to the advancement of equity and diversity in the fire service. By bringing together high quality speakers and interested public safety personnel from across the state we will create a unique opportunity for discussion, learning, and skill building around a variety of topics directly related to equity and diversity across a spectrum characteristics - including race, gender, religion, and sexual orientation. Alignment with City Council’s Vision and Strategic Plan: Approval of this agenda item aligns directly with Council’s vision for Charlottesville to be a Community of Mutual Respect and supports the City’s commitment to racial and cultural diversity, inclusion, racial reconciliation, and equity. It also contributes to Goals 2 & 5 of the Strategic Plan – A Health and Safe City, and A Well-managed and Responsive Organization. Organizations thrive when their employees experience a culture of inclusion and respect, as well as equal opportunities for advancement. Community Engagement: The target audience of the Equity & Diversity Conference are public safety personnel, however, it is the intention of the conference planning committee to identify ways to engage youth that are from populations traditionally underrepresented in the fire service. We hope to leverage this opportunity to help community members better understand the profession of “firefighter” and to see it as a viable career option once they graduate from high school. Budgetary Impact: It is anticipated that the Virginia Fire Equity and Diversity Conference will be funded entirely through grant funds from V.D.F.P. and conference registration fees. Any gap in funding will be covered through the Charlottesville Fire Department’s previously approved operating budget. The funds will be appropriated, received, and expensed in the Grants Fund. At the close of the project, any remaining funds received through registration fees will be transferred to the next host city or to the Virginia Fire and Emergency Services Equity and Diversity Association. Any remaining grant funds will be returned to the Virginia Department of Fire Programs. Recommendation: Staff recommends approval and appropriation of funds. Alternatives: If money is not appropriated, C.F.D. will be unable to effectively manage the financial responsibilities of hosting the Virginia Fire Equity and Diversity Conference. Attachments: Appropriation APPROPRIATION Virginia Fire Equity & Diversity Conference $50,000 WHEREAS, the City of Charlottesville, through the Charlottesville Fire Department will be hosting the 2019 Virginia Fire Equity and Diversity Conference in October 2019; WHEREAS, the City of Charlottesville has received a Conference and Education Assistance Grant from Virginia Department of Fire Programs (VDFP) to host conference expenses and will also be receiving registration fees from conference attendees which will be used to cover the cost of hosting such a conference; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the sum of $50,000, received from the Virginia Department of Fire Programs (VDFP) and conference attendees is hereby appropriated in the following manner: Revenue $15,000 Fund: 209 Internal Order: 1900325 G/L Account: 430110 $35,000 Fund: 209 Internal Order: 1900325 G/L Account: 434410 Expenditures $50,000 Fund: 209 Internal Order: 1900325 G/L Account: 599999 BE IT FURTHER RESOLVED, this appropriation is conditioned upon the receipt of grant funds from the Virginia Department of Fire Programs and conference registration fees and shall be hereby considered a continuing appropriation unless further altered by Council. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Approval and Appropriation Presenter: Kaki Dimock, Director, Human Services Staff Contacts: Kaki Dimock, Director, Human Services Title: Virginia Housing Solutions Program Grant Award - $27,728.46 Background: The Department of Human Services in coordination with the Thomas Jefferson Area Coalition for the Homeless (T.J.A.C.H.) and the Service Provider Council (S.P.C.), received additional grant funding from the Virginia Department of Housing and Community Development. The Virginia Housing Solutions Program (V.H.S.P.) supplement is $27,728.46 and is a renewal contract for the program for July 1, 2018 – June 30, 2019. Discussion: The City of Charlottesville has staff from City Manager’s Office, Human Services and Social Services, all taking a leadership role in the governance of T.J.A.C.H. V. H. S. P. is an important resource in our community’s efforts to end homelessness. This additional grant funding provides services in three key points along the local continuum of services: 1. Emergency Low Barrier Shelter P. A. C. E. M. provides a low-barrier shelter for adults using rotating local churches for support. 2. Rapid Re-Housing & Housing Navigation: The Haven screens and administers rapid re-housing assistance and housing navigation to households experiencing homelessness. 3. Case Management: The Haven provides supportive services including crisis intervention, case management and service referrals. Community Engagement: This grant and plan are the product of extensive engagement of the service provider community for persons experiencing homelessness. This partnership is reflective of the new governance model for T.J.A.C.H. and the priority requests of the Interfaith Movement Promoting Action by Congregations Together (IMPACT). Alignment with City Council’s Vision and Strategic Plan: This grant advances the City of Charlottesville’s Strategic Plan Goal #1 of an inclusive community of self-sufficient residents. Specifically, it will facilitate the objective of increasing affordable housing options. Budgetary Impact: There is no budget impact for the City of Charlottesville. This grant will be entirely State, and Federal pass-through funds. No local match is required. All funds will be distributed to sub- recipients for service provision. Recommendation: Staff recommends approval and appropriation of grant funds. Alternatives: Council may elect to not accept the funds and the community will not have the capacity to administer the following services to persons experiencing a housing crisis:. Emergemcy low- barrier shelter, coordinated assessment, rapid rehousing, H.M.I.S., coalition coordination and administration. Attachments: Appropriation APPROPRIATION Virginia Housing Solutions Program Grant Award $27,728.46 WHEREAS, The City of Charlottesville, through the Department of Human Services, has received the V. H. S. P. Grant from the Virginia Department of Housing and Community Development in the additional amount of $27,728.46; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville,Virginia that the additional sum of $27,728.46 is hereby appropriated in the following manner: Revenues $ 9,656.51 Fund: 209 IO: 1900313 G/L: 430110 State Grant $18,071.95 Fund: 209 IO: 1900313 G/L: 430120 Federal Pass-Thru State Expenditures $27,728.46 Fund: 209 IO: 1900313 G/L: 530550 Contracted Services BE IT FURTHER RESOLVED, that this appropriation is conditioned upon receipt of an additional $27,728.49 in funds from the Virginia Department of Housing and Community Development. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Appropriation of Grant Funds Presenter: Hollie Lee, Chief of Workforce Development Strategies Staff Contacts: Hollie Lee, Chief of Workforce Development Strategies Title: Virginia Department of Social Services (V.D.S.S.) Employment for Temporary Aid to Needy Families (T.A.N.F.) Participants Grant (2nd Renewal) - $58,824 Background: In 2017, the City of Charlottesville, through the Office of Economic Development (O.E.D.), received a matching grant for $50,000 from the Virginia Department of Social Services in order to provide workforce development training to individuals residing in the City of Charlottesville living at or below 200% poverty. The grant required a 15 percent match of local dollars, with funding being used for workplace readiness/productivity skills training, specific technical training, and/or supportive services required for employment (e.g., childcare, transportation, rental assistance, etc.). One hundred percent of the funds will be expended between July 1, 2018 and June, 30 2019. Funding for the local match in the amount of $8,824 will be from the Workforce Investment Fund account in the CIP. Thus far during this fiscal year, grant funds have been used to support individuals in Growing Opportunities (GO) programs, such as: GO Driver, GO Cook, GO Solar, and GO Tech. V.D.S.S. has agreed to renew the grant to the O.E.D. for the new fiscal year (July 1, 2019 to June 30, 2020) in the same amount of $50,000. The O.E.D. will once again match the grant in the amount of $8,824 from the Workforce Investment Fund. Funding will be used for the same purpose as the original grant (training programs and supportive services). Discussion: In July 2013, the City’s Strategic Action Team on Workforce Development (S.A.T.) issued a report to City Council entitled, Growing Opportunity: A Path to Self-Sufficiency. The report, which was subsequently endorsed by Council, examines the barriers to employment for low-income City residents and makes recommendations on how to address these barriers. One of the recommendations is to “work to ensure that training programs align with the needs of new and existing businesses.” In an effort to make progress towards this recommendation, the O.E.D. has been actively engaged in developing jobs-driven workforce development training programs in partnership with local employers. The flagship program, GO Driver, has been conducted ten times and trains City residents to get their Class B Commercial Driver’s License and become Relief Transit Bus Operators with Charlottesville Area Transit (CAT) and/or Pupil Transportation at a rate of $15.97 per hour. In addition to technical training, GO programs also include assistance with supportive services such as rental assistance, car repair, exam fees, etc. These costs, which average about $200 per participant, are also included as part of the programming. Other programs, such as GO Cook, GO Solar, and GO Tech has been funded using the grant. Alignment with Council Vision Areas and Strategic Plan: This effort supports City Council’s “Economic Sustainability” vision and aligns directly with the SAT’s Growing Opportunity report that was approved by City Council in 2013. It also contributes to the following goals and objectives in the City’s Strategic Plan: Goal 4: A Strong, Creative and Diversified Economy  Objective 4.1: Develop a quality workforce Goal 1: An Inclusive Community of Self-sufficient Residents  Objective 1.2: Prepare residents for the workforce It aligns with Chapter 3 on Economic Sustainability in the Comprehensive Plan, and more specifically Goal 6, which focuses on workforce development and being an effective partner in creating a well‐prepared and successful workforce. Community Engagement: Like practically all of the City’s workforce development efforts, its employment training programs are supported by numerous community agencies and organizations. Examples include: Albemarle County, Piedmont Virginia Community College, Network 2 Work, Virginia Career Works – Charlottesville Center, and employer partners. None of the work that is currently being done could be possible without this strong community engagement. Budgetary Impact: The required match of $8,824 will come from previously appropriated Capital Improvement Program funds in the Workforce Investment Fund account. Recommendation: Staff recommends approval and appropriation of grant funds. Alternatives: If grant funds are not appropriated, more local dollars will have to be used for training or fewer low- income, underemployed City residents will be able to be trained. Attachments:  VDSS Subrecipient Renewal Agreement APPROPRIATION Virginia Department of Social Services (VDSS) Employment for Temporary Aid to Needy Families (TANF) Participants Grant (2nd Renewal) $58,824 WHEREAS, the City of Charlottesville has received funds from the Virginia Department of Social Services in the amount of $50,000 requiring a $8,824 in local in-kind match provided by the Office of Economic Development through the Workforce Investment Fund; and WHEREAS, the funds will be used to support workforce development training programs provided by the Office of Economic Development; and WHEREAS, the grant award covers the period from June 30, 2018 and July 1. 2019; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that the sum of $66,667 is hereby appropriated in the following manner: Revenue $50,000 Fund: 209 IO: 1900326 G/L: 430120 State/Fed pass thru $ 8,824 Fund: 209 IO: 1900326 G/L: 498010 Transfers from Other Funds Expenditures $58,824 Fund: 209 IO: 1900326 G/L: 599999 Lump Sum Transfer From $ 8,824 Fund: 425 WBS: P-00385 G/L: 561209 Transfer to State Grants BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $50,000 from the Virginia Department of Social Services and the matching in-kind funds from the Office of Economic Development through the Workforce Investment Fund. February 26, 2019 Christopher V. Cullinan, Director of Finance City of Charlottesville, Office of Economic Development 610 Market Street Charlottesville, VA 22902 Reference: Renewal Request Letter for Sub-Award Agreement No Ben-17-056-01 Dear Mr. Cullinan: The Commonwealth of Virginia, Department of Social Services (VDSS), in accordance with Section I, Award Information; Paragraph (C), Period of Performance; wishes to exercise its option to renew the above referenced subgrant agreement for an additional 12 months. The period of renewal will be from July 1, 2019 through June 30, 2020. It is understood and agreed the Scope of Services and all terms and conditions of the original agreement, and any Agreement Modifications, if applicable, shall remain the same during the renewal period. It is also understood and agreed that the total dollar amount of the obligation by the VDSS for reimbursement of actual expenses shall not exceed $50,000.00 for this renewal period. Please signify acceptance of this letter of renewal by signing in the space provided below and returning it to this office within seven (7) days. Sincerely, Jennifer Nixon CPPB, VCO Senior Procurement Specialist Division of General Services 801 East Main Street · Richmond VA · 23219-2901 http://www.dss.virginia.gov · 804-726-7000 · TDD 800-828-1120 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Approve resolution supporting the Safe Routes to School Non- Infrastructure Grant Application Presenter: Amanda Poncy, Bicycle and Pedestrian Coordinator Staff Contacts: Kyle Rodland, Safe Routes to School Coordinator Title: Safe Routes to School Non-Infrastructure Grant Application - $100,000 Background: In the winter of 2019, the Virginia Department of Transportation (VDOT) announced another year of Safe Routes to School Non-Infrastructure (Activities and Programs) Grants, with applications due by March 22, 2019. These grants, for amounts between $5,000 and $100,000, can be used to fund education, encouragement, evaluation and enforcement programs related to Safe Routes to School. The Non-Infrastructure Grant can also be used to fund a SRTS coordinator position. A SRTS Coordinator is a part- or full-time SRTS advocate who works within a school division to promote and facilitate Safe Routes to School activities at a minimum of three schools in the division. Last year, the city received a non-infrastructure grant in the amount of $77,000 to fund a full-time coordinator and associated program budget to manage, train, and expand Safe Routes to School programming city-wide. The grant provides a dedicated champion to working within schools to provide education, encouragement and evaluation activities needed to support active transportation for K-8 students. Discussion: As part of the grant application, the City was required to update the Safe Routes to School (SRTS) Activities and Programs Plan (APP), a written document that outlines a community’s intentions for enabling and encouraging students to engage in active transportation (i.e. walking or bicycling) as they travel to and from school. The plan details the number of students living within ¼ to 2 miles of their school and demonstrates the potential benefits that can be accrued from a coordinated SRTS program (nearly 30% of students live within ½ mile of school and nearly 70% live within 1 mile of school). The SRTS APP was originally created through a team- based approach that involved key community stakeholders and members of the public in both identifying key behavior-related to barriers to active transportation and, using the four non- infrastructure related E’s (education, encouragement, enforcement and evaluation) to address them. The City of Charlottesville Safe Routes to School Initiative aims to: 1. Increase the number of students using active transportation to get to & from school, especially among those living within one mile of their school. 2. Reduce the number of injuries suffered by school-aged students walking & biking. 3. Raise awareness of the benefits of active transportation to students, parents, & the community at large. 4. Reduce traffic congestion & greenhouse gas emissions. 5. Promote lifelong healthy habits. The APP update reflects minimal changes from last year’s plan, but emphasizes lessons learned since our Coordinator was hired in October 2016. The following short-term recommendations were developed to enhance the program:  Institute bike riding, repair, and safety curriculum (Education)  Develop a division-wide SRTS website and newsletter (Education)  Facilitate biking and walking incentive program (Encouragement)  Regularly host walk- and bike-to-school days (Encouragement)  Consistently host annual Bicycle Rodeos (Encouragement)  Conduct bike safety checks (Enforcement)  Expand the bike helmet give-away program (Enforcement)  Administer student travel tallies (Evaluation)  Keep records of participation in workshops, biking and walking trains, bike rodeos, afterschool clubs, and other events (Evaluation) The SRTS Activities and Programs Plan will continue to serve as a guiding document to assist in promoting, encouraging, and enabling walking and bicycling to school. The $100,000 grant request will allow the City to continue to fund a full-time Safe Routes to School Coordinator and the supplies needed to implement the recommendations included in the APP. As a reimbursable grant, costs will be incurred by Neighborhood Development Services and reimbursed by VDOT. Alignment with City Council’s Vision and Strategic Plan: This initiative supports Council’s Vision to be a “Connected Community” (“the City of Charlottesville is part of a comprehensive, regional transportation system that enables citizens of all ages and incomes to easily navigate our community”) and “America’s Healthiest City (“we have a community-wide commitment to personal fitness and wellness, and all residents enjoy our outstanding recreational facilities, walking trails, and safe routes to schools”). In addition, the project contributes to Goals 1 and 3 of the Strategic Plan, to be an inclusive, self sufficient community and a healthy and safe city. The initiative further implements recommendations within the Comprehensive Plan (2013), Bicycle and Pedestrian Master Plan (2015) and supports the City's Healthy Eating Active Living (HEAL) Resolution. Community Engagement: This grant application implements one of the programming recommendations included in the Bicycle and Pedestrian Master Plan (adopted 2015), which included significant public involvement. Further, city staff from Neighborhood Development Services worked with staff from the Thomas Jefferson Health District and Charlottesville City Schools (Physical Education and Pupil Transportation) to create a Safe Routes to School Task Force in 2016 that was responsible for outlining elements of a city-wide Safe Routes to School Activities and Programs Plan (APP). The task force included representatives from city schools, community organizations, multiple city departments (NDS, Public Works, Parks and Recreation), as well as health and enforcement disciplines. The APP was developed by the task force with input from parents (via Parent Survey) and further discussed/refined at public meeting in February 2016. The Bicycle and Pedestrian Advisory Committee provided feedback on the updates in Feb. 2019. Budgetary Impact: The grant application will provide funding for both a full-time Safe Routes to School Coordinator and the supporting activities included in the Activities and Programs plan. The grant will fund a position for 12 months. The grant requires a 20% match (cash or in-kind donations are acceptable). With the $100,000 grant request this amounts to a $25,000 match for the city. For the 2018-2019 school year, the program received approximately $10,000 in local in-kind and we anticipate being able to secure that level of match again. In addition, we have requested $15,400 in the NDS Operating Budget to cover benefits for the full-time position. Should that portion of the budget not be covered in FY2020, we plan to allocate $15,000 of the CIP - Bicycle Budget as a match. Recommendation: Staff recommends support for the Safe Routes to School Non-Infrastructure grant application. Alternatives: If grants funds are not received, Safe Routes to School programming will continue in an ad-hoc fashion with assistance from local P.E. teachers, community partners and parent volunteers. Attachments: Safe Routes to School Activities and Programs Plan http://www.charlottesville.org/departments-and-services/departments-h-z/neighborhood- development-services/transportation/bicycle-and-pedestrian/safe-routes-to-school A Resolution Supporting Safe Routes to School Projects RESOLUTION Supporting Safe Routes to School (“SRTS”) Projects WHEREAS, obesity is one of the most serious threats to American public health, ranking third among preventable causes of death in the United States; WHEREAS, motor vehicle crashes are also a leading cause of death and injury to children; WHEREAS, between 1969 and 2009 the percentage of children walking and biking to school dramatically declined from 48 percent to 13 percent; WHEREAS, the Safe Routes to School program, created by Congress in 2005, aimed to increase the number of children engaged in active transportation when traveling to school by funding (1) infrastructure projects, located within two miles of a public school, that directly increase safety and convenience for public school children walking and/or biking to school, and (2) non- infrastructure projects designed to encourage public school children to walk and bicycle to school; WHEREAS, Safe Routes to School projects are a proven, effective approach to increasing the number of children actively traveling to school by foot or bike; WHEREAS, Safe Routes to School projects provide important health, safety, and environmental benefits for children, including reducing risk of obesity/chronic disease and pedestrian/bicycle injuries as well as improving air quality; WHEREAS, the need for Safe Routes to School projects is especially strong in low-income areas, which suffer from a disproportionately high incidence of both childhood obesity/chronic disease and pedestrian and bicycle injuries and often have inferior pedestrian and bicycle infrastructure; WHEREAS, Safe Routes to School projects make it safer and more convenient for all residents to walk and bike to destinations, further promoting public health; WHEREAS, a goal of the City of Charlottesville’s current Comprehensive Plan, Bicycle and Pedestrian Master Plan, Complete Streets Resolution and Healthy Eating Active Living Resolution supports active transportation options, which can be met in part by implementation of Safe Routes to School projects; NOW, THEREFORE, BE IT RESOLVED that the City of Charlottesville affirms its commitment to active transportation and supporting Safe Routes to School infrastructure and non-infrastructure projects. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 1, 2019 Action Required: Resolution Staff Contacts: John Blair, City Attorney Presenter: Vice-Mayor Hill Title: Housing Advisory Committee Membership Background: On February 21, 2012, the Council adopted a resolution establishing the Housing Advisory Committee (hereinafter “HAC”) membership. The 2012 resolution established four categories of membership. Category One membership provided for the executive director or their designee of four separate non-profit organizations to serve on the HAC without term limits. Category Two membership provided for ten different organizations to appoint a representative to the HAC. The representatives may serve without term limits. Category Three membership is ex-officio membership for Albemarle County, University of Virginia Off-Grounds Housing, and IMPACT. These representatives may serve without term limits. Category Four membership consists of four Council appointees who serve two year terms on the HAC. These individuals may serve up to four terms. Additionally, one City Councilor serves on the HAC. Discussion: The Housing Advisory Committee delivered correspondence to the Council on February 27, 2019 asking that a representative from the Charlottesville Works Initiative (hereinafter “CWI”) be added to the HAC’s Category Two membership. Ridge Schuyler, the current CWI director, served on the HAC as a citizen member. However, based on Mr. Schuyler’s input and contributions during his HAC service as well as CWI’s work in the community and its relationship to affordable housing, the HAC is requesting that CWI be added as a Category Two member. Vice-Mayor Hill requested that this item be added to the Council’s agenda at its March 18, 2019 meeting. Budgetary Impact: There is no anticipated budgetary impact. Alternatives: Council could decline to adopt the Resolution adding CWI as a Category Two member to the HAC. Attachments: 2012 Council Resolution establishing HAC membership February 27, 2019 HAC letter to City Council Proposed Resolution CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: February 21, 2012 Action Required: Passage of Resolution Presenter: James E. Tolbert, AICP, Director of NDS Staff Contacts: James E. Tolbert, AICP, Director of NDS Kathy McHugh, Housing Development Specialist Title: Housing Advisory Committee Membership Background: Several years ago the City Council created the Housing Advisory Committee (HAC) with a number of positions that are filled by non-profit agency directors. Several others are filled by representatives chosen by various housing related agencies/organizations. The remaining positions are filled by volunteer citizen at-large members. All terms were stated as two year terms and all expired on January 1, 2011. Discussion: The adopting resolution was somewhat vague for the terms of the appointments for the positions related to be agencies/organizations. There have also been circumstances where the agency director desires to send a representative but the resolution only specifies the director. On many occasions this has resulted in problems with achieving a quorum. To clear these issues up, a resolution is attached which will make the following changes to the Housing Advisory Committee membership appointments. Representatives of the following may be the executive director or their designee. These terms will have no limit and will only expire if the agency no longer exists. ƒ AHIP Executive Director ƒ PHA Executive Director ƒ Habitat for Humanity Executive Director The next groups are the agencies where there is a representative of the agency/organization. For these appointments, the agencies designate a representative. This resolution states that the agency/organization shall designate the Housing Advisory Committee members and that person will serve until the agency replaces them or the agency no longer exists. ƒ Charlottesville-Albemarle Association of Realtors ƒ Charlottesville School Board ƒ Free Enterprise Forum ƒ PHAR ƒ QCC ƒ JABA ƒ Charlottesville Planning Commission ƒ Region Ten ƒ City Council One needed position that staff feels should be added to the above list is a representative from the local Homeless Service Providers. The attached resolution states that there will be a position for Homeless Service Providers as recommended by the Thomas Jefferson Area Coalition for the Homeless. There are three ex-officio positions. These will also be persons recommended by the organization with no term limit. ƒ Albemarle County ƒ UVA Off Grounds Housing ƒ Impact Finally, four positions will need to be advertised and filled by City Council. It is suggested that when these positions are filled this year, that the terms extend until December 31, 2014 and thereafter for a period of two years. ƒ Developer ƒ Banker ƒ Neighborhood Association ƒ Citizen At Large Budgetary Impact: None Recommendation: Staff recommends approval of the attached Resolution. Attachment: Resolution RESOLUTION BE IT RESOLVED, by the City Council of the City of Charlottesville that the membership of the Housing Advisory Committee shall fall within the following categories: Category One – Executive Director or his/her designees of the following organizations with no limit on terms. Position will exist as long as organization exists to provide affordable housing: ƒ AHIP (Albemarle Housing Improvement Program) ƒ PHA (Piedmont Housing Alliance) ƒ Habitat for Humanity ƒ Charlottesville Redevelopment and Housing Authority (CRHA) Category Two – Representatives appointed by the following organization with no limit on terms. Position will exist as long as organization exists to provide affordable housing. ƒ Charlottesville-Albemarle Association of Realtors ƒ Charlottesville School Board ƒ Free Enterprise Forum ƒ PHAR (Public Housing Association of Residents) ƒ QCC (Quality Community Council) ƒ JABA (Jefferson Area Board for Aging) ƒ Charlottesville Planning Commission ƒ Region Ten Community Services ƒ City Council ƒ Thomas Jefferson Area Coalition for the Homeless Category Three – Ex-Officio position with no term limit ƒ Albemarle County ƒ UVA Off-Grounds Housing ƒ IMPACT Category Four – Position to be appointed by City Council with two year term limits, with incumbent and new appointments to expire December 31, 2014. ƒ Developer ƒ Banker Approved bby Council ƒ Neighborhood Association February 211, 2012 ƒ Citizen At Large Clerk of Coouncil February 27, 2019 To: Mayor Walker Vice Mayor Hill Councilors Bellamy, Galvin and Signer Cc: Michael Murphy, ICM Lyle Solla-Yates, HAC VC Brenda Kelley From: City of Charlottesville Housing Advisory Committee RE: HAC Composition and Appointments – Adding the Charlottesville Works Initiative to the HAC. Background The composition of the City of Charlottesville Housing Advisory Committee (“HAC”) was last formally amended pursuant to a February 21, 2012 resolution, appended for your review and reference. This formalized the categories of membership and the terms of appointed members. Following its subcommittee reorganization and revision of its bylaws in 2017, the HAC began in 2018 an examination of the current composition and membership, seeking to ensure the body represented appropriately the community and the various housing affordability stakeholders so as to best discharge its remit of providing policy guidance to Council and Staff. While the HAC had hoped to complete this review in 2018 and report to Council its findings and recommendations before now, we still have some work to do before we can make that comprehensive presentation. However, it is appropriate to bring forward a specific, truncated request and recommendation now, as it may have some bearing on Council’s appointments to the HAC this March. Discussion The Charlottesville Works Initiative The Charlottesville Works Initiative was formed in 2013 by the Greater Charlottesville Area Development Corporation to develop and implement policy initiatives derived from the Corporation’s 2011 “Orange Dot Report,” a survey of the barriers to self-sufficiency in Charlottesville’s low-wealth community. In 2015 and 2018 respectively, CWI produced “Orange Dot 2.0” and “Orange Dot 3.0” updating and expanding on the work of the original report, with the crisis of housing affordability featuring prominently. Since 2016, the Charlottesville Works Initiative has been housed within Piedmont Community College’s Division of Community Self-Sufficiency Programs. Ridge Schuyler, the original Report’s co-author and founding Director of CWI, serves as Dean. Under Dean Schuyler’s leadership, the Charlottesville Works Initiative has become an important voice and stakeholder in Charlottesville’s housing affordability crisis, and a vital resource. Dean Schuyler, as the Director of CWI, has a prominent role on the HAC. He is at the center of policy discussions, where he brings to bear the knowledge base of CWI along with his own expertise and judgment to help to develop ideas and craft policy recommendations. The City is fortunate to have him and benefits greatly from the contributions by CWI. Citizen-at-Large Appointment At present, Council directly appointments five members of the HAC: once Councilor, two housing subject matter experts (“Developer” and “Banker”), and two community members; one drawn from a neighborhood association and one “Citizen at Large.” As we all know, the present housing affordability crisis has generated a great deal of interest in the City’s housing efforts, and consequently in the HAC. There is substantial interest from the community in serving on the HAC. This is a good thing. The City benefits greatly from the interest and participation of its residents in grappling with the challenges facing the City. Dean Schuyler presently serves as the “Citizen at Large.” His term has matured and he has applied for re-appointment. It is in the best interests of the City that he continues to serve on the HAC. Mr. Schuyler is a City resident, and ably serves as a “community representative.” He is also a subject matter expert and advocate, and leads an stakeholder organization are the forefront of local thought and programming in confronting the housing affordability crisis. Request and Recommendation In light of the foregoing and pursuant to its consensus formalized at its November 2018 regular meeting, The Housing Advisory Committee requests and recommends:  Prior to making an appointment of a “Citizen at Large,” adding the Charlottesville Works Initiative to the Housing Advisory Committee, effective immediately, as a “Category Two” member as described in the February 21, 2012 Council Resolution. The City is at a critical moment in its response to its affordable housing crisis. We face fiscal resource and funding challenges, procedural and regulatory challenges and a pressing need to produce a Housing Strategy to grapple effectively with those challenges and the crisis. The HAC has vital role in the City’s response, and Ridge Schuyler is vital to the HAC. Accordingly, should Council chose to defer action on the addition of CWI to the HAC, pending the more comprehensive presentation planned for some point later this year, the HAC would urge the reappointment of Dean Schuyler in his present role. Thank you for your consideration. Philip B. d’Oronzio, Chair and on behalf of The Charlottesville Housing Advisory Committee RESOLUTION Amending the Housing Advisory Committee Membership WHEREAS, the Housing Advisory Committee consists of four categories of membership; and WHEREAS, the Housing Advisory Committee’s Category Two membership consists of representatives appointed by organizations within the Charlottesville community; and WHEREAS, Category Two representatives are not subject to term limits for their service on the HAC; and WHEREAS, the Housing Advisory Committees has sent a letter recommending that a representative from the Charlottesville Works Initiative be added to the Housing Advisory Committee as a Category Two representative. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that it adds the Charlottesville Works Initiative as a Category Two member of the Housing Advisory Committee. This page intentionally left blank CITY OF CHARLOTTESVILLE CITY COUNCIL AGENDA Agenda Date: March 18, 2019 Action Required: Resolution Presenter: Alex Ikefuna, Director NDS Staff Contacts: Missy Creasy, Assistant Director NDS Sebastian Waisman, Asst. City Attorney Title: Acquisition of Parcels/Land Adjacent to 708 Page Street for the CDBG Priority Neighborhood 10th & Page Passive Park Project Background: The City of Charlottesville receives annual funding from the Community Development Block Grant (CDBG) Entitlement Program. Each year, City Council initiates a process to allocate CDBG funds to projects throughout the community. First, Council designates a priority neighborhood within the City to receive funding. A Priority Neighborhood Task Force is then established to identify eligible projects. The 10th and Page Neighborhood was the CDBG Priority Neighborhood for FY 14-15, FY 15-16, FY 16-17, and FY 17-18. In 2015, the 10th & Page Priority Neighborhood Task Force selected a project that would improve site conditions at the corner of 8th St Lane, 8th St NW and 7th St NW by creating a neighborhood park. After Council approved the allocation of funds, City Staff engaged the Priority Neighborhood Task Force and members of the greater 10th & Page Neighborhood to develop the project in further detail. The project team identified the need to acquire property owned by Norfolk Southern Railway adjacent to the site in order to build the park. The City and Norfolk Southern recently reached an agreement pursuant to which the City would acquire this parcel for $60,800.The documentation needed to close on the transaction is nearly complete and Council approval is now required to proceed with the acquisition. Discussion: After the 10th & Page Priority Neighborhood Task Force expressed interest in improving conditions at the site, the Department of Parks and Recreation developed a proposal for a passive neighborhood park and presented it to the Grants Coordinator and the Task Force. The Task Force reviewed the proposal and agreed that a passive park would be sufficient to address its concerns regarding site conditions. The proposal also identified numerous constraints on development at the site, including storm water drainage issues, the presence of underground utilities, the presence of a box culvert carrying Schenk’s Branch located beneath the site, the presence of an underground stream (a part of the City’s storm water management system), anticipation of a major sewer replacement project in the future, and Norfolk Southern Railway’s ownership of the adjacent parcels. After City staff determined that the proposal would be eligible for CDBG funding, staff began to gather feedback from the Task Force and from members of the neighborhood as to a project design that would both respond to community needs and adapt to the constraints at the site. As described below, general guidance for site improvements was received from the community and staff from 2015 - 2018 to inform preliminary and final drawings for the site improvements. During 2018 and 2019, consultants were selected to draft preliminary plans and opportunities were made available for the community to provide feedback in response to these preliminary plans. Subsequently, the consultants met with City staff, including the Development Review Team, to combine the community’s input with City requirements. As a result of this community engagement, staff consultation, and the site constraints, it was determined that acquisition of the railroad property would enhance the project and respond to community needs. Accordingly, City staff began negotiations with Norfolk Southern Railway to acquire property for the project. Norfolk Southern worked with the City in good faith to establish a reasonable price for the land and, since mid-2018, staff has been coordinating HUD, City, and Norfolk Southern requirements for acquisition transactions, including, among other steps, completion of an appraisal, submission of a legal plat, and title work. Community Engagement: Since 2015, City staff has been engaging the 10th & Page Priority Neighborhood Task Force in this process. In early 2015 meetings, the Task Force identified the need for CDBG funds to improve the project site due to issues related to blight (inadequate maintenance, trash, flooding, and an unsafe culvert). The Task Force met several times throughout the process as indicated below. For all public community/neighborhood meetings and open house events, invitations were sent by mail to the entire 10th & Page Neighborhood, including Westhaven residents, along with several fact sheets regarding the proposed project.  June 6, 2017 – Priority Neighborhood Task Force met to brainstorm ideas for improving the site and to discuss opportunities for community engagement.  June 26 – August 31, 2017 – Staff issued a Neighborhood Survey (online) to request general ideas, opinions and observations related to the site.  July 2017 – Staff met with City of Promise to provide information, gather input, and answer questions.  July 2017 – Staff presented Task Force priority for improvements at the site at the CRHA Board Meeting.  July 24, 2017 – Staff provided a brief presentation about Task Force priorities, which included information about the site conditions, and invited residents to the upcoming neighborhood meeting.  July 26, 2017 – Staff (NDS, Parks & Recreation) and the 10th & Page Priority Neighborhood Task Force held a public neighborhood meeting to provide information for potential site improvements, discuss existing site conditions, and facilitate small group discussions regarding opportunities and ideas for the site. A durable yard sign was placed at the site to encourage residents to complete the survey and to invite residents to the meeting.  August 5, 2017 – Staff participated at Westhaven Community Day to collect ideas and opportunities for the site. Staff conducted outreach through surveys and one on one discussions with residents about the site and site improvements. In general, all residents supported the idea of a park.  October 4, 2017 – Staff presented information and collected initial feedback from Jefferson Area Board of Aging (JABA) regarding opportunities for senior citizens within the site.  October 12, 2017 – Staff presented information and collected initial feedback from the Westhaven Health Coalition Meeting at Crescent Hall.  October 24, 2017 – Staff met with PHAR to discuss the site and opportunities for involving and/or engaging residents in the project.  October 2017 – Staff presented community feedback received to date with the 10th & Page Priority Neighborhood Task Force.  November 2017 - Presented preliminary feedback with the Parks and Recreation Advisory Board at the Carver Recreation Center.  December 2017 – Staff requested input from CRHA and PHAR with the drafting of the engineering consultant proposal (no input was received).  January – May 2018 – Ongoing consultations with City Staff and other stakeholders include Parks and Recreation, the Police Department, City Attorney’s Office, and the Department of Public Utilities.  May 17, 2018 – Staff held an open house at the Westhaven Community Center specifically for Westhaven Residents to view preliminary designs for proposed improvements, to vote on designs, provide feedback, provide new ideas and ask questions.  May 2018 – Staff held a meeting with the Executive Director of CRHA to gain input on preliminary design.  June 6, 2018 – Staff held an open house at Carver Recreation Center to learn about the proposed improvements, to view preliminary designs based upon community feedback to date, vote on designs, to provide feedback and ask questions.  August 5, 2018 – Engineering consultant participated at Westhaven Community Day to collect input on the preliminary plan/design to inform final plans.  Late Fall 2018 – Staff solicited comments/feedback from the Development Review Team to inform final plans for site plan submission. Once the site plan is submitted, the community will have an opportunity to comment on the final plans. As a result of engagement, the community identified the following goals for the site: preserve open green space, create a multi-generational space, create a gateway or entrance into the neighborhood, create a community gathering space/social space (allow for movie screenings in the park), create a safe space that includes crime prevention design principles (improve lighting, increase sidewalk safety and provide fewer access points), tell the neighborhood history, provide signage and art, incorporate vegetation (trees, flowers, plants), and build low-maintenance and durable infrastructure. The community goals were then shared with the Development Review Team to create a final plan for site plan submission, which will occur in the future). Alignment with City Council’s Vision and Strategic Plan: Approval of this agenda item aligns directly with Council’s vision for Charlottesville to have a Green City and Quality Housing Opportunities for All. It contributes to variety of Strategic Plan Goals and Objectives including: Goal 2: A Healthy and Safe City and Goal 3: A Beautiful and Sustainable Natural and Built Environment. Budgetary Impact: There is no impact on the General Fund. Funds are currently appropriated for this project through CDBG. Grant funding is also appropriated for all aspects of park design and construction and it will enter Parks maintenance once completed. Recommendation: Staff recommends approval of the resolution. Alternatives: If the resolution is not approved, the property will not be acquired and the City will not be able to spend the remaining amount of funds left within the 10th & Page Priority Neighborhood allocations, which could place the City at risk of losing its CDBG funds due to failure to spend them on a timely basis. . Professional services, including appraisal services, engineering services, and title services, have already been invested in the project. Non-approval of this item would waste CDBG resources that have already been invested in the project and would delay the CDBG spending schedule. Attachments: Resolution Approving Land Acquisition Norfolk Southern Transaction Agreement Property Plat RESOLUTION APPROVING THE ACQUISITION OF LAND ON 8th STREET LANE AND PAGE STREET FOR PASSIVE PARK PROJECT WHEREAS, the Norfolk Southern Railway Company (the “Railroad”), the owner of land on Page Street and 8th Street Lane, identified on the attached review plat as Parcels A and B, hereinafter the “Property”, has indicated a willingness to convey the Property to the City of Charlottesville for creation of a passive park to serve the 10th and Page Street neighborhood; and WHEREAS, the Railroad has agreed to convey to the City the Property for the purchase price of $60,800.00; and WHEREAS, funds are available for the purchase and development of these parcels through the Community Development Block Grant program; and WHEREAS, the Department of Neighborhood Development Services seeks the endorsement of City Council to proceed with the purchase of the above-described land at a purchase price of $60,800.00, with funding supplied through the CDBG Fund; and WHEREAS, an Agreement for the conveyance of said land has been reviewed and approved by the City Attorney’s Office; now, therefore, BE IT RESOLVED, by the Council of the City of Charlottesville that it hereby authorizes the purchase of the above-described Property on 8th Street Lane and Page Street for creation of a passive park to serve the 10th and Page Street neighborhood. The City Manager is hereby authorized to execute the above-referenced Agreement, and the Mayor is hereby authorized to sign a deed of conveyance, both in form approved by the City Attorney or his designee. The City Attorney’s Office shall take whatever actions are necessary to effect the acquisition of the above-described Property, pursuant to the terms and conditions set forth in the aforementioned Agreement. November 5, 2018 Activity No.: 1265917 Dear Ms. Tierra Howard: This letter refers to the interest of CITY OF CHARLOTTESVILLE (hereinafter referred to as "Offeror") in acquiring from NORFOLK SOUTHERN RAILWAY COMPANY (hereinafter referred to as "Railroad") a certain parcel of property located in CHARLOTTESVILLE, Charlottesville (city), Virginia (hereinafter referred to as "Premises"). The Railroad will consider an offer from Offeror to purchase the Premises, subject to the approval of its Management, based on the following: (1) The purchase price is SIXTY THOUSAND EIGHT HUNDRED AND N0/100 DOLLARS ($60,800.00) for 0.17 acres, more or less, of land as shown on the attached drawing dated July 19, 2018 and marked as Exhibit A. The purchase price shall be tendered to the Railroad in cash or by cashier's or certified check at the time of closing. (2) Within sixty (60) days of the date of this offer, Offeror shall furnish the Railroad with two copies of a survey and legal description prepared by a land surveyor registered in the State of Virginia (unless such requirement is waived by the Railroad's Engineering Department). The survey shall be certified to the Railroad. The Offeror shall pay all costs associated with the same. (However, if the Railroad does not accept this offer, the Railroad agrees to reimburse the Offeror for their reasonable surveying costs upon receipt of an invoice reflecting said costs.) The survey and legal description shall be in a format acceptable for recording in the County or City where the Premises are located and subject to the approval of the Railroad. The Railroad may elect to use the survey in its preparation of the conveyance documents. (3) The conveyance shall be by Quitclaim Deed. If there are existing signboards or existing fiber optic lines, poles, pipes, wires, communications and signal facilities and facilities of like character used in the operation of a railroad located on the premises, the Quitclaim Deed shall include an exclusive reservation of easement by the Railroad (which for purposes of this paragraph, includes the Railroad's successors, assigns, licensees, and lessees) for the existing signboards and the existing fiber optic lines, poles, pipes, wires, communications and signal facilities and facilities of like character used in the operation of a railroad. The Quitclaim Deed shall also provide that the conveyance is subject to any and all other conditions, restrictions, reservations, easements, licenses, and leases, whether or not of record. (4) Offeror shall secure any title insurance commitment it may require and shall pay all costs associated with the same. (5) All property taxes, assessments and rentals shall be prorated between Offeror and Railroad as of the date of closing. Railroad shall be responsible for preparation of the deed and obtaining any necessary mortgage releases. All closing costs, including but not limited to transfer taxes, shall be the responsibility of the Offeror. (6) Offeror shall take possession of the Premises at closing. (7) Any and all required permits, licenses, approvals, zoning, subdivision compliance and financing shall be obtained by the Offeror at its sole effort and expense. (8) It is agreed that no real estate commissions are due or owed by Railroad with respect to this transaction. Offeror hereby agrees to hold harmless Railroad from and against any and all claims and liabilities for real estate or brokerage fees arising out of this transaction which are made by any broker or real estate agent claiming to have represented the Offeror. (9) The Premises will be sold "as is" and "where is" without any express or implied representation or warranty with respect to its habitability, condition or suitability for any purpose, including but not limited to, the condition of the soil, the presence of hazardous materials, substances, wastes or other environmentally regulated substances, whether known or unknown, and the presence of underground storage tanks and other physical characteristics. Offeror shall perform at its own expense and rely solely on its own independent investigation concerning the physical condition of the Premises (including but not limited to environmental assessments) and the Premises' compliance with any applicable law and regulation. If, as part of its independent investigation, Offeror desires to perform a Phase 2 environmental study or otherwise perform any intrusive sampling, it shall execute a separate Right of Entry Agreement with Railroad on a form to be provided by the Railroad. In the event that Offeror's investigation shall disclose the presence of any hazardous material, substances, wastes or other environmentally regulated substances or other physical characteristics at the site which render the Premises unusable, Offeror, at its option, shall either (a) furnish Railroad with a written statement of said characteristics affecting the suitability of the Premises for Offeror's purposes or which give rise to possible liability under federal, state or local environmental laws and regulations or (b) withdraw its offer and receive a refund of its earnest money deposit. If Offeror does not withdraw its offer, Railroad shall have thirty (30) days, after receipt of such 2 written statement, to remedy such conditions, but shall be under no obligation so to do or Railroad may terminate this offer letter and refund Offeror's earnest money deposit. If Railroad fails to remedy such conditions within the prescribed time and does not terminate this offer letter, then, at Offeror' s option, evidenced by written notice to Railroad, Offeror may either (i) withdraw its offer and receive a refund of the earnest money deposit or (ii) waive any or all objections not cured by Railroad and proceed to close hereunder without diminution in price. If Offeror consummates the purchase, Offeror shall assume all responsibility for the environmental conditions of the Premises, including but not limited to, the presence of underground storage tanks, regardless of cause, and Offeror shall hold Railroad harmless from any and all liability arising out of such conditions. Further, Offeror shall be deemed to have waived any and all claims against the Railroad relative to such conditions, including but not limited to those arising under Sections 107 and 113 of CERCLA, other comparable federal or state laws or common law. In the event Offeror withdraws its offer to purchase as provided in this paragraph, Offeror shall promptly provide Railroad with copies of all reports, including but not limited to, environmental reports, secured in connection with its investigation of the Premises. (10) If this offer is accepted by the Railroad's Management, the terms and conditions contained herein shall ripen into a contract and said contract shall survive delivery of the deed and closing. Closing shall occur no later than thirty (30) days after receipt by Offeror of a copy ofthe deed to be used to convey the Premises to Offeror. (11) If this offer is accepted by the Railroad's Management and ripens into a contract, Offeror may not assign its interest in the contract without first obtaining the express written consent of the Railroad. Offeror understands that such consent may be withheld for any reason. (12) In the event this transaction or any part of it requires regulatory approval by any State Public Service Utility Commission or similar agency, Railroad shall proceed with said approval process, and the closing date shall be adjusted to within thirty (30) days after Railroad has received all appropriate regulatory approvals. IfRailroad is unable to secure the approval within six (6) months of the date on which the request is submitted to the appropriate agency, this offer and contract shall terminate and Offeror shall receive a refund of any earnest money deposit. Please be advised that the undersigned does not have the corporate authority to legally bind the Railroad in connection with this proposed transaction. Further, the recommendation of the undersigned may be approved, modified or rejected by Railroad's duly authorized management. Accordingly, your offer shall not, under any circumstances, be deemed accepted 3 until you have been advised in writing that the Railroad's Management has approved this transaction. If you wish to submit an offer, please arrange for the appropriate acknowledgment in the space provided below and return one original counterpart of this letter to me, together with a check made payable to NORFOLK SOUTHERN RAILWAY COMP ANY, in the amount of $6,800.00, representing the earnest money deposit, within ten (10) days from the date hereof Sincerely, ()]~ P&perty Agent - Real Estate OFFER I offer to purchase the Premises on the basis outlined and described above. Enclosed is a check made payable to NORFOLK SOUTHERN RAILWAY COMPANY, in the amount of $ which constitutes the earnest money deposit. I understand that said money will be deposited by the Railroad and shall be (1) credited without interest to the purchase price at closing, or (2) refunded without interest should this offer not be accepted or this offer is withdrawn prior to its acceptance by Railroad, or (3) retained by the Railroad as liquidated damages should this offer be accepted and Offeror does not close within thirty (30) days after receiving a copy of the deed of conveyance to be used in this transaction. This Offer is submitted to the Railroad, this - - -day of _______ _,. ---­ Title: Name to appear on Deed: If corporation, company or partnership, state of formation and type of entity: Tax Mailing Address: 4 NSOfferLetter (LumpSum) 10/07/08 JLM Monday, November 5, 2018 1265917\Novcmber S, 2018\iManage #1683360vl 5 lMP.31·287 TMP.31-282 I TMP.31-281 // I / ~.-----------s;:--~-.!L---------~~-~jfr±-1y:e: ~ _[ _ ___ __/,, ---, - '":'1 0:::::::::::::: - , -­ ..........._ ... 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