CITY COUNCIL AGENDA Monday, August 19, 2019 5:30 p.m. Closed session as provided by Section 2.2-3712 of the Virginia Code Second Floor Conference Room (Personnel; Boards & Commissions) 6:30 p.m. Regular Meeting - CALL TO ORDER Council Chamber 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: June 17 Special meeting, June 17 Regular meeting, July 1 Special meeting b. APPROPRIATION: Charlottesville-Albemarle Adult Drug Treatment Court Grant Award - $240,000 (1st of 2 readings) c. APPROPRIATION: FY 2019 - 2020 Virginia Department of Transportation (VDOT) Revenue Sharing Program Multi- Modal Improvements and Local Match Transfer - $826,436 (1st of 2 readings) d. APPROPRIATION: VDOT Revenue Sharing Program for West Main Streetscape Improvements Phase 1 (additional award) - $163,478 (1st of 2 readings) e. APPROPRIATION: Bama Works Fund Fire Safety Trailer Grant - $3,500 (1st of 2 readings) f. APPROPRIATION: Virginia Juvenile Community Crime Control Act Grant (VJCCCA) -$452,704 (2nd of 2 readings) g. APPROPRIATION: VDOT Primary Extension Paving Project Funds - $633,442 (2nd of 2 readings) h. APPROPRIATION: Thomas Jefferson Area Crisis Intervention Team Training Grant - $20,708 (2nd of 2 readings) i. APPROPRIATION: Moving from Foster Care to Adulthood Rental Assistance Grant - $300,000 (2nd of 2 readings) j. RESOLUTION: WTJU Sponsor Request – City Sponsorship of the Black Business Expo on Saturday, September 14, 2019 - $2,000 (1st of 1 reading) k. ORDINANCE: Amending Charlottesville City Code Section 26-29 – leaf collection (1st of 2 readings) l. ORDINANCE: Amending and Re-enacting City Code Chapter 11, Article IV-Director of Finance (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/ State Revenue Sharing and SmartScale funds for West Main Streetscape Improvements Phase 2 APPROPRIATION: - $4,009,265 (1st of 2 readings) 3. PUBLIC HEARING/ Petition to close a alley off Charlton Avenue, next to 931 Charlton Avenue (1st of 2 readings) ORDINANCE: 4. RESOLUTION*: Critical Slope waiver – 915 6th Street SE (1st of 1 reading) 5. REPORT: Report and Recommendations from the City Manager’s Advisory on Organizational Equity OTHER BUSINESS MATTERS BY THE PUBLIC *ACTION NEEDED This page intentionally left blank NOTICE OF SPECIAL MEETING A SPECIAL MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Monday, June 17, 2019, AT 5:30 p.m. IN THE Second Floor Conference Room, City Hall, 605 E. Main Street, Charlottesville, Virginia. THE PROPOSED AGENDA IS AS FOLLOWS: Closed session as provided by Section 2.2-3712 of the Virginia Code (Personnel; legal advice) BY ORDER OF THE CITY COUNCIL BY Kyna Thomas SECOND FLOOR CONFERENCE ROOM – June 17, 2019 City Council met in closed session on this date with the following members present: Mayor Nikuyah Walker, Vice Mayor Heather Hill, Ms. Kathy Galvin and Mr. Mike Signer. Absent: Dr. Wes Bellamy). Mayor Walker called the meeting to order at 5:54 p.m. On motion by Ms. Hill, seconded by Ms. Galvin, Council voted (Ayes: Ms. Walker, Ms. Hill, Ms. Galvin and Mr. Signer. Absent: Dr. Bellamy) to meet in closed session as authorized by Va. Code sec. 2.2-3712, specifically: - Virginia Code Section 2.2-3711(A)(8) for consultation with legal counsel from the City Attorney’s Officer pertaining to the legal status of a lease between the City and the Thomas Jefferson Center for the Protections of Free Expression and the legal obligations of Council to reply to citizen-initiated petitions; and - Virginia Code Section 2.2-3711(A)(4) for discussion of a personal matter concerning the City Attorney not related to public business. Dr. Bellamy arrived at 6:02 p.m. On motion by Ms. Hill, seconded by Ms. Galvin, Council certified by the following vote (Ayes: Ms. Walker, Ms. Hill, Dr. Bellamy, Ms. Galvin 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 6:20 p.m. 1 COUNCIL CHAMBER - June 17, 2019 ROLL CALL The Charlottesville City Council met in regular session on June 17, 2019, 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 6:32 p.m. ANNOUNCEMENTS / PROCLAMATIONS Ms. Hill read announcement about a Rugby Ave public hearing. Ms. Walker announced that the four miler training had begun and would go for twelve weeks, culminating on August 31st with a race. She said that 70 individuals were signed up, and the entries would cap at 75. Dr. Bellamy announced “Run These Streets”, a Community Run being held on Saturday, June 29 to encourage and increase physical fitness and wellness within the African American community, highlight the African American Community within the city, and raise funds for the non-profit We Code, Too. CONSENT AGENDA* On motion by Ms. Hill, seconded by Ms. Galvin, Council by unanimous vote moved Item 4 climate protection resolutions from the Regular meeting agenda to the Consent agenda. Ms. Walker opened up the floor for comments on the Consent agenda. Ms. Nancy Carpenter advised that she was happy to see extended amount of time for residents to find housing. Clerk of Council, Kyna Thomas, read the consent agenda items into the record. a. MINUTES: May 14, May 20, May 22, and June 3, 2019 Special Meetings Minutes - May 14, 2019 Special Meeting Minutes - May 20, 2019 Special Meeting Minutes - May 22, 2019 Special Meeting Minutes - June 3, 2019 Special Meeting 2 b. APPROPRIATION: Appropriation of Human Services Balance for FY 2019 Expenses - $400,000 (carried) APP_FY2019 Human Services Fund Balance $400,000 c. APPROPRIATION: Highway Safety Improvement Program - Appropriation of funds for Pedestrian Connections within Hillcrest/Birdwood Neighborhood - $708,932 (carried) APP_Hillcrest-Birdwood connections-$708,932 d. APPROPRIATION: Virginia Department of Education Special Nutrition Program Summer Food Service Program - $100,000 (carried) APP_Summer Food Service Program appropriation e. RESOLUTION: Transfer of FY 2020 City of Promise Funding to ReadyKids - $81,837 (2nd reading) RES_City of Promise Funding $81,837 RESOLUTION Transfer of FY 2020 City of Promise Funding to ReadyKids - $81,837 WHEREAS, The City of Charlottesville, through the Department of Human Services, in coordination with ReadyKids has supported the development of City of Promise since its inception; WHEREAS, the City of Promise has completed the process for incorporation with the Virginia State Corporation Commission and has been notified by the I.R.S. of approval for nonprofit designation; WHEREAS, the City of Promise Advisory Board voted to have ReadyKids serve as their formal fiscal agent until July 2020 to ensure continuity of administrative functions; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the Department of Human Services is hereby authorized to transfer $81,837 in previously appropriated funding for the City of Promise to ReadyKids for the administration of the City of Promise program. f. RESOLUTION: First Amended Grant Agreement, Charlottesville Supplemental Rental Assistance Program (CSRAP) RES CRHA CSRAP amended grant agreement 3 Ms. Walker moved to AMEND the grant agreement to include under “Itemized Quarterly Reports” whether units are County or City address, and to change 24-month reporting to annual reporting on each family receiving funding. The amendment was seconded by Ms. Hill, and Council APPROVED unanimously. RESOLUTION APPROVING THE CHARLOTTESVILLE SUPPLEMENTAL RENTAL ASSISTANCE PROGRAM FUNDING AGREEMENT FOR THE FISCAL YEAR BEGINNING JULY 1, 2019 WHEREAS, on June 19, 2017 the City of Charlottesville approved the creation of a City-funded Supplemental Rental Assistance Program (“CSRAP”), and on May 6, 2019 City Council approved an allocation of $945,000 from previously-appropriated funds in the Charlottesville Affordable Housing Fund (“CAHF”) to be used for the CSRAP program, which will be administered by CRHA; and WHEREAS, the terms and conditions under which the Charlottesville Redevelopment and Housing Authority(“CRHA”) will administer the CSRAP Program are set forth within a written grant agreement effective for the fiscal year beginning July 1, 2019 which has been reviewed by City Council this same date; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Charlottesville, Virginia, THAT: 1. The CSRAP program shall be administered by CRHA in accordance with the terms and conditions set forth within the CSRAP grant agreement effective for the fiscal year beginning July 1, 2019, which is hereby approved by this City Council; and 2. The City Manager is authorized to execute the CSRAP grant agreement on behalf of the City of Charlottesville and the City Manager and City staff are authorized and directed to apply the funding allocated above to the CSRAP program in accordance with the terms set out within the CSRAP grant agreement. g. RESOLUTION: Accepting Burnet Commons Development, Phase 2 "The Woods" into the City Street System for Maintenance RES_Burnet Commons 2 Memo and Resolution RESOLUTION ACCEPTING BURNET COMMONS DEVELOPMENT, PHASE 2 INTO THE CITY STREET SYSTEM FOR MAINTENANCE WHEREAS, the new portions of Burnet commons, phase 2, have been completed by Burnet 4 Commons Development LLC, and has asked the City to accept the new portion from Elliott Avenue to Lankford Avenue into the City street system; WHEREAS, City staff has inspected those street sections of Burnet Commons, Phase 2 and recommends acceptance into its street system for maintenance; now, therefore BE IT RESOLVED, by the Council of the City of Charlottesville, Virginia, on recommendation of the City Engineer, that the new street portions of Burnet Commons , Phase 2, including Penick Court, Burnet Way, Roades Court & Somesso Court as shown on the attached drawing, are hereby accepted into the City street system for maintenance. The subject roadway has been built to the specifications and standards required by the city approved plan. h. RESOLUTION: Accepting portion of Belmont Cottages Lane into the City Street System for Maintenance RES_Belmont Cottage Lane acceptance RESOLUTION ACCEPTING PORTION OF BELMONT COTTAGES LANE INTO THE CITY STREET SYSTEM FOR MAINTENANCE WHEREAS, the new portion of Belmont Cottages Lane has been completed by Habitat for Humanity and has requested the City to accept the new portion of street improvements, from Avon Street to the dead-end, into the City street system; WHEREAS, City staff has inspected that portion of Belmont Cottage Lane and recommends acceptance into its street system for maintenance; now, therefore BE IT RESOLVED, by the Council of the City of Charlottesville, Virginia, on recommendation of the City Engineer, that the new portion of Belmont Cottage Lane from its intersection with Avon Street to Dead-end as shown on the attached map, is hereby accepted into the City street system for maintenance. The subject roadway has been built to the specifications and standards required by the city approved plan. i. RESOLUTION: Amendment to Rivanna Solid Waste Authority (RSWA) McIntire Recycling Center Agreement RES_RSWA Extension - Amendment No. 8 RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 8 TO THE AUGUST 23, 2011 AGREEMENT CONCERNING THE MCINTIRE RECYCLING CENTER BE IT RESOLVED by the Council for the City of Charlottesville, Virginia that the City 5 Manager is hereby authorized to sign Amendment No. 8 the Local Government Support Agreement for Recycling Programs Among the City of Charlottesville, Albemarle County, and the Rivanna Solid Waste Authority. j. ORDINANCE: Utility Rate Report FY2020 (2nd reading) ORD_Utility Rate Report FY2020 AN ORDINANCE AMENDING AND REORDAINING CHAPTER 31 (UTILITIES) OF THE CODE OF THE CITY OF CHARLOTTESVILLE, 1990, AS AMENDED, TO ESTABLISH NEW UTILITY RATES AND SERVICE FEES FOR CITY GAS, WATER AND SANITARY SEWER. +4a. RESOLUTION*: 2019 City Climate Protection Program - Program Support Grant with LEAP - $104,920 [Item moved from regular agenda to Consent] 2019 City Climate Protection Program - Program Support Grant with LEAP - $104,920 RESOLUTION 2019 Climate Protection Program Support Grant - $ 104,920 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Charlottesville, Virginia that the sum of $104,920 is hereby paid to LEAP from previously appropriated funds in the Gas Fund, Environmental Sustainability Cost Center as follows: $104,920 Fund: 631 Cost Center: 2711001000 G/L Account: 599999 +4b. RESOLUTION*: Authorization for City Manager to sign Memorandum of Understanding between the City and the Local Energy Alliance Program (LEAP) for grant funds to support the Climate Protection Program and promote energy performance improvements [Item moved from regular agenda to Consent] RES_MOU-2019 CPP PSA Proposal - LEAP RESOLUTION 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. Memorandum of Understanding (MOU) between the City and the Local Energy Alliance Program (LEAP) for grant funds to support the Climate Protection Program and promote energy performance improvements. 6 On motion by Ms. Hill, seconded by Ms. Galvin, Council by the following vote APPROVED the consent agenda: 5-0 (Ayes: Ms. Walker, Ms. Hill, Dr. Bellamy, Ms. Galvin and Mr. Signer. Noes: None.). CITY MANAGER RESPONSE TO COMMUNITY MATTERS (FROM PREVIOUS MEETINGS) Ms. Galvin referenced an email received from a City visitor about upkeep at the City bus transfer station. Dr. Richardson advised that he is following up. Dr. Richardson gave updates on the following matters: 1. Staff is improving signage at the right-hand turn to the 5th Street Station. 2. In response to Ms. Con’s request for gender-neutral single stall bathrooms, he advised that of the 40 restrooms citywide, four are already gender neutral. Staff is acquiring the cost to change the other 36. 3. Regarding Ms. Tanesha Hudson’s concern about the appearance of the City Yard, he reported that he is having it cleaned up and will ride with Ms. Hudson to review more areas for maintenance. COMMUNITY MATTERS Mr. Walt Heinecke, City resident, spoke about the Sacajawea statue, about elimination of Thomas Jefferson birthday holiday, and about the Agency Budget Review system. He advised of keeping the focus on the non-profit clients and to look at the way the City delivers services. He advised of changing the composition of the team now rather than later. Ms. Mary Carey, City resident, spoke about the Lewis, Clark and Sacajawea statue. She suggested that the statue should be replaced with a Vinegar Hill monument. She asked Dr. Bellamy for feedback on the merger between CRHA and PHAR. Dr. Bellamy apologized for not following up formally with Ms. Carey, and he gave an explanation of the relationship between CRHA and PHAR. He invited Ms. Carey to attend the CRHA monthly meeting. Mr. Anthony Guy Lopez, UVA alumnus and enrolled member of the Crow Creek Sioux Tribe, living in Fairfax, spoke about the Sacajawea, Lewis and Clark statue. He read a letter sent to City Council from Lin Gray, Director of Sacajawea Interpretive, Cultural and Educational Center, urging Council to consult with the family of Sacajawea and members of her tribe for consultation before deciding how to move forward with the statue. 7 Nelson spoke about difficulties in setting appointments with local officials and violations to the disabled community going ignored. Mr. Paul Long, City resident, shared a copy of an article about why improvements are needed to the public transit system. Mr. Harold Folley of the People’s Coalition spoke about Police Civilian Review Board (CRB) and the need for a strong board. He asked Council to not bury the CRB bylaws. He asked questions about Council’s plans for the CRB. He referenced Pittsburg’s CRB as a strong example. Ms. Kay Slaughter, City resident, spoke about the late Mr. Raymond Bell, who was honored during Juneteenth celebration over the weekend. She spoke about the Drewary Brown Bridge and the Bridgebuilders, and advised that another Bridgebuilder, Mr. Paul Gaston, recently passed away. She voiced that the Drewary Brown Bridge should be a true memorial instead of a token of remembrance. Regarding the Lewis, Clark and Sacajawea statue, she asked Council to preserve the statue. She spoke about the need for a different type of public process. Mr. John Edward Hall, Fry’s Spring resident, proposed an experiment to help the homeless population with overnight camping in tents in the park. Mr. Michael Payne, Belmont resident, spoke about recent changes to the City’s parking garages. He advised that many people do not view the automation of processes as improvements and that citizens are concerned about the potential loss of jobs. Mr. Don Gathers recommended that Council not contribute funding to a blue ribbon commission to address the statue issue. He advised that the Native American community should be involved in the process and recommended that all the statues be placed in a single park for those who wish to revere them. He spoke in support of ridding the Thomas Jefferson holiday. Mr. Charles Knight, City resident, spoke in support of leaving the Thomas Jefferson holiday. He asked about the procedure for voting on the Thomas Jefferson holiday. Ms. Rosia Parker thanked Dr. Richardson for addressing an issue that she has been bringing before City Council for several years. Ms. Sena Magill, City resident, thanked the City for painting lines on the road at 8th and Preston Streets. She thanked Officer Sykes for addressing an abandoned vehicle near her home. Mr. David Rodes, County resident, shared a story about Liberation Day, from the personal memoir of Richard T. W. Duke, former Albemarle County Commonwealth’s Attorney. Ms. Nancy Carpenter asked Council to pass a strong CRB. She spoke in support of moving the Sacajawea statue out of downtown, possibly to Biscuit Run. 8 Ms. Tanesha Hudson spoke about an issue with police showing up at a family cookout to advise them of a noise ordinance. She asked that the noise ordinance be revisited. She spoke about an issue with the way whites and blacks are treated in the media, using the articles about credit card usage by Councilors as an example. The meeting went into recess at 7:30 p.m. The meeting reconvened at 7:49 p.m. ORDINANCE: Amend Section 2-6 of the Charlottesville City Code - City holidays (carried) Memo; 2017 Liberation Day Council Memorandum and Resolution City Attorney John Blair introduced the item and gave background information. He advised that the upcoming agenda for the Albemarle County Board of Supervisors meeting indicates that there is a proposal to replace the Thomas Jefferson holiday with a floating holiday. Ms. Walker gave historical context of a brutal slave owner society. Ms. Hill expressed concerns about the logistics of adding a holiday and suggested getting input from staff on the proposed dates. Ms. Walker advised that the goal is to be intentional about creating equity and send a strong message so that when the record is reviewed years from now, it will show the removal of one celebration and the replacement with a holiday to honor individuals who have not been honored in the past. Dr. Bellamy addressed concerns from people who want to keep the Thomas Jefferson holiday, stating that there are many other ways in which he is celebrated and recognized daily, and the intent of this proposal is to correct past wrongs. Ms. Galvin advised that Thomas Jefferson should be recognized for the good that he contributed, referencing the Religious Freedom Act. Mr. Signer suggested using the holiday to tell a more complete story to educate people. He later advised that he would support the removal of the Jefferson and addition of one day for Freedom and Liberation Day. Ms. Galvin stated for the record that she would support the March 3 Liberation Day as a legal holiday, but would like to recognize April 13 as an unofficial holiday. After extensive discussion, Council agreed to bring the items of removing April 13 and creating a Liberation and Freedom holiday to the next Council meeting as an action item. 9 Council directed Dr. Richardson to get staff feedback. Dr. Richardson advised that he would conduct a staff survey. In response to Council question, Dr. Richardson advised that a paid holiday costs the City $62,000. Mr. Blair reviewed logistics of the proposal and the proposed next steps. RESOLUTION*: Disposition of the Lewis, Clark and Sacajawea Statue NDS Director Alex Ikefuna presented the recommendation to set up an 11-member committee and appropriate $75,000 to the committee for driving the public process. Ms. Galvin raised several questions regarding cost, composition of the board and original scope of the project. Ms. Walker referenced the Dignity statue in South Dakota as an example of the way that Sacajawea should be portrayed. Ms. Hill read a message from a relative of Sacajawea. After discussion, Council agreed that the Native American people need to be involved in the conversation without forming a commission. Ms. Walker suggested having a worksession in early Fall. Mr. Ikefuna reminded Council that the decision has already been made to move the statue, and Council at a previous meeting directed staff to make a recommendation about a public engagement process. Mr. Signer read a message from former Mayor Dave Norris, suggesting that the LCS statue be moved to a pocket park so that passersby can spend more time reading about the statue. Mr. Blair advised of a procedural component that was learned earlier in the day in regard to Section106 at the Federal funding level. Mr. Ikefuna advised that funding in various phases of the West Main project would be affected if the decision is delayed. Mr. Jeff Werner, staff advisor to the Historic Resources Committee, gave additional perspective based on communication from VDOT advising that they may contemplate allowing the City to decouple the statue portion of the project and handle it separately. Ms. Walker called up Mr. Anthony Guy Lopez, as a member of an Indigenous group, to give remarks. After sharing some history, Mr. Lopez suggested the possibility of moving the statue to the Lewis & Clark Exploratory Center and developing Native American educational programs. Dr. Bellamy asked for Ms. Grace Hayes, member of the Chikasaw tribe, to be allowed to speak as a member of an Indigenous group. She shared her story and the ways that other native people react to seeing the image of Sacajawea on the LCS statue, seeing her in a demeaning 10 manner. In her experience, some Native American visitors have asked if they are safe in Charlottesville. Ms. Walker advised authorizing the necessary funds to help native tribal members to attend a worksession with City Council. Mr. Werner advised that there is a binder from the engagement ten years ago, based on work done by the Historic Resources Committee. Mr. Signer suggested using a virtual meeting approach instead of bringing all parties to the city. Council discussed the parameters for worksession attendees. Dr. Richardson advised that the earmarked $75,000 could be used as a guideline for staff, but will likely not be used in its totality. On motion by Dr. Bellamy, seconded by Ms. Galvin, Council by a 5-0 vote APPROVED the following resolution: RESOLUTION BE IT RESOLVED by the Council of the City of Charlottesville that the City Manager and the Director of Neighborhood Development Services shall contact the appropriate representatives of Native American tribes to attend a City Council work session in the Fall of 2019 to discuss the Sacajawea, Lewis, and Clark statue. The cost of the work session shall not exceed $75,000.00. RESOLUTION*: Revising Agency Budget Review Team (ABRT) and Setting Funding Priorities (carried) RES_ABRT Revisions Council Memo Ms. Kaki Dimock reviewed the proposed alternative scenario as follow-up to recent meetings discussing changes to the ABRT process. She requested guidance from Council on how to move forward with changes as well as a step-down process. Ms. Walker suggested that more consideration be given to addressing emergency needs of citizens directly and less concern of how non-profits feel about the changes. Ms. Galvin suggested adding priority areas such as mental health and re-entry. Ms. Dimock advised of ways that those issues are being addressed and could be enhanced through this process, and mentioned that Council would need to make a decision on whether to focus on the four areas presented or expand to try to encompass more focus areas. Ms. Dimock advised that the University of Virginia and Albemarle County have expressed interest in collaboration based on proposed focus areas. Ms. Walker guarded against getting bogged down in administrative processes. Council discussed how to handle funds for the arts. 11 Ms. Hill questioned how affordable housing would be handled. On motion by Ms. Galvin, seconded by Ms. Hill, Council by the following vote ADOPTED the resolution with the amendment to add a fifth focus area of Community Safety & Criminal Justice: 5-0 (Ayes: Ms. Walker, Ms. Hill, Dr. Bellamy, Ms. Galvin and Mr. Signer. Noes: None.) Discussion ensued about agency needs for funding and staff capacity to assess agency needs versus the services provided. The meeting recessed at 10:42 p.m. The meeting reconvened at 10:52 p.m. RESOLUTION*: Bicycle & E-Scooter Sharing System (aka "Dockless Mobility") Pilot Program Extension through December 18, 2019 RES_Final Dockless Council Memo with Attachments Mr. Jason Ness and Ms. Amanda Poncy gave a presentation with background of the scooter pilot program and provided an update on new regulations which have prompted them to request an extension of the program through December 18, 2019, and shared information about scooter ridership statistics. Survey results compared views of users versus non-users, and results were mixed. Staff reviewed opportunities and lessons learned. Councilors asked questions about the program and expressed concerns about vandalism, sustainability, carbon footprint and the plan after December 18, 2019. On motion by Ms. Hill, seconded by Ms. Galvin, Council by the following vote ADOPTED the resolution with the amendment to add a fifth focus area of Community Safety & Criminal Justice: 5-0 (Ayes: Ms. Walker, Ms. Hill, Dr. Bellamy, Ms. Galvin and Mr. Signer. Noes: None.) REPORT: Participatory Budgeting Report Participatory Budgeting report Ms. Leslie Beauregard, Assistant City Manager, gave a brief presentation regarding the City's pilot Participatory Budgeting program. 12 The committee recommended funding a capital project in the Ridge Street neighborhood as capital projects use one-time funds. While the process would be community-driven, staff would provide administrative oversight. Ms. Beauregard answered clarifying questions for Councilors. OTHER BUSINESS Mr. Alex Ikefuna advised of the revenue sharing process with VDOT. He provided an overview of projects proposed for revenue sharing with grant applications for FY2021 and FY2022. Pre-applications are due July 1 and full applications are due October 1. Councilors expressed concern that these items were presented during Other Business. Councilor Galvin asked about other projects that could have been included. Mr. Ikefuna advised that these projects were chosen based on priority. Mr. Ikefuna stated that the full staff report would be presented at the July 1, 2019, City Council meeting. Mr. Signer advised that there should be more transparency when Council is being asked to act. Other Councilors agreed. Dr. Richardson advised that Councilors would be briefed regarding these projects that require funding from VDOT. MATTERS BY THE PUBLIC Mr. Walt Heinecke advised Council that he would send an email. The meeting adjourned at 11:46 p.m. NOTICE OF SPECIAL MEETING A SPECIAL MEETING OF THE CHARLOTTESVILLE CITY COUNCIL WILL BE HELD ON Monday, July 1, 2019, AT 5:30 p.m. IN THE Second Floor Conference Room, City Hall, 605 E. Main Street, Charlottesville, Virginia. THE PROPOSED AGENDA IS AS FOLLOWS: Closed session as provided by Section 2.2-3712 of the Virginia Code: (Personnel) BY ORDER OF THE MAYOR BY Kyna Thomas SECOND FLOOR CONFERENCE ROOM – July 1, 2019 City Council met on July 1, 2019, 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 5:40 p.m. On motion by Ms. Hill, seconded by Dr. Bellamy, Council voted 5-0 (Ayes: Mayor Nikuyah Walker, Vice Mayor Heather Hill, Dr. Wes Bellamy, Ms. Kathy Galvin and Mr. Mike Signer) to meet in closed session as authorized by Va. Code sec. 2.2-3712, specifically: - as authorized by Virginia Code Section 2.2-3711(A)(1) to discuss the performance of the Charlottesville City Attorney, the Charlottesville City Manager, and the Council Outreach Coordinator and the appointment of a member of the Albemarle Charlottesville Regional Jail Authority; and - as authorized by Virginia Code Section 2.2-3711(A)(8) for consultation with legal counsel from the City Attorney’s Office pertaining to the City Charter and personnel; and - as authorized by Virginia Code Section 2.2-3711(A)(7) for consultation with legal counsel pertaining to actual litigation in the matter of Payne v. City of Charlottesville, where such consultation would adversely affect the litigation posture of the City of Charlottesville if the consultation occurred in open session. On motion by Ms. Hill, seconded by Mr. Signer, Council certified by the following vote (Ayes: Mayor Nikuyah Walker, Vice Mayor Heather Hill, Dr. Wes Bellamy, Ms. Kathy Galvin and Mr. Mike Signer), 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 6:35 p.m. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Approve and appropriate grant funds Presenter: Susan Morrow, Offender Aid and Restoration Staff Contact: Susan Morrow, Offender Aid and Restoration Ryan Davidson, Senior Budget and Management Analyst Title: Charlottesville/Albemarle Adult Drug Treatment Court Grant Award - $240,000 Background: The City of Charlottesville, on behalf of the Charlottesville/Albemarle Adult Drug Treatment Court, has received a Supreme Court of Virginia Drug Treatment Court Docket Grant in the amount of $240,000 for operations of the drug court 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 Drug Treatment Court Docket Grant. Discussion: In its twenty-second year of operation, the Charlottesville/Albemarle Adult Drug Treatment Court is a supervised 12-month drug treatment program that serves as an alternative to incarceration for offenders. Drug Court is a specialized docket within the existing structure of the court system given the responsibility to handle cases involving non-violent adult felony offenders who are addicted to drugs. The program uses the power of the court to assist non-violent offenders to achieve recovery through a combined system of intensive supervision, drug testing, substance abuse treatment, and regular court appearances. The total program budget is $368,704 and includes three funding sources: Supreme Court of V.A. - $240,000 City of Charlottesville: $72,331, which has already been appropriated Albemarle County: $56,373, which has already been 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 drug court is a valuable, less expensive alternative to incarceration for certain substance dependent criminal offenders which utilizes a blend of court-ordered supervision, drug testing, drug and mental health treatment services, court appearances, and behavioral sanctions and incentives to reduce recidivism and drug use among participants beyond what is observed after incarceration alone. Community Engagement: The Drug Treatment Court is a direct service provider and is engaged daily with non- violent criminal offenders with drug driven crimes who are at a high level of risk for reoffending due to active addictions and long-standing patterns of criminal behavior. By collaborating with the Court system, Region Ten Community Services Board, and the Sheriff’s department, the Drug Treatment Court 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 Drug Treatment Court through referrals from police, probation, magistrates, defense attorneys and other local stakeholders. Participants have active criminal cases pending in the Circuit Court. If they successfully complete the program which takes a minimum of 12 months, participants may have their pending charges reduced or dismissed. If participants are unsuccessful and have to be terminated from the program, they return to court to face their original charges. Successful Drug Treatment Court participants return the community’s investment in them by maintaining full time, tax paying employment, providing for and taking care of their children and families including paying off back child support, behaving as good role models in the community, and supporting the recovery community in Charlottesville. Budgetary Impact: No additional City funding is required as the City’s match for this grant, $72,331, was appropriated in the F.Y. 2020 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 Adult Drug Treatment Court Grant Award $240,000 WHEREAS, the Supreme Court of Virginia awarded the Supreme Court of Virginia Drug Treatment Court Docket Grant in the amount of $240,000 for the Charlottesville/Albemarle Drug Court Treatment Court 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 $128,704; and WHEREAS, the grant award covers the period July 1, 2019 through June 30, 2020. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that the sum of $240,000, received as a grant from the Supreme Court of Virginia, is hereby appropriated in the following manner: Revenues $240,000 Fund: 209 Internal Order: 1900337 G/L Account: 430120 Expenditures $240,000 Fund: 209 Internal Order: 1900337 G/L Account: 530550 BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $240,000 from the Supreme Court of Virginia. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Appropriation & Transfer Presenter: Jeanette Janiczek, Urban Construction Initiative Program Manager Staff Contacts: Alex Ikefuna, Neighborhood Development Services Director Tony Edwards, Development Services Manager Jeanette Janiczek, Urban Construction Initiative Program Manager Title: FY 2019 & 2020 VDOT Revenue Sharing Program Multi-Modal Improvements Appropriation and Transfer of Capital funds for Local Match - $826,436 Background: The Virginia Department of Transportation (V.D.O.T.) administers the Revenue Sharing Program to provide additional funding for localities to improve their transportation network. With the realization that transportation needs are outpacing the state’s budget, this program encourages local investment in the transportation network. Under the current law/regulations, for each local dollar that the City commits to an eligible project, the state is offering to match it 1:1 – up to $10 million per locality per biennial application cycle. The maximum allocation the Commonwealth Transportation Board (C.T.B.) may make to the Revenue Sharing Program is $200 million annually with the minimum allocation being $15 million annually. Discussion: Several studies have been conducted through the public process to identify priority multi-modal improvements citywide. These studies include: • 2015 Bicycle and Pedestrian Master Plan • Streets That Work • Strategic Investment Area Plans Two applications were submitted – one in the FY 2019 Revenue Sharing Program for $1 million ($500,000 local, $500,000 state) and another in the FY 2020 Revenue Sharing Program for $800,000 ($400,000 local, $400,000 state) – using local matching dollars awarded in the City’s Capital Improvement Program for new sidewalks, bike facilities and ADA improvements. The City received a prorated award of $413,217 for FY 2019 that has been appropriated and transferred $560,347 for the required local match. At their June 19, 2019 meeting, the Commonwealth Transportation Board approved the process of applying the Revenue Sharing De-allocated funds to cover the proration on some of the projects that did not receive a 50% state match through the FY19-20 revenue sharing funding cycle. As such, the City is now receiving its full requested match and needs to appropriate $486,783 in state funds and transfer $339,653 in local funds. To match the state funding, City staff recommends transferring the following local funds into a consolidated C.I.P. project account: P-00697 Traffic Improvements $50,000 P-00335 New Sidewalk $239,653 P-00943 ADA Pedestrian Signal Upgrades $50,000 City staff has identified the following projects based on City Council priorities, public comment and the stage of project/plan development to account for the $1,800,000 total in project funding: 1) Monticello Avenue Bike & Pedestrian Safety Improvements – Project proposes to construct curb extensions to reduce size of intersection and crossing distance for pedestrians. This funding would be used to remove and relocate existing signal equipment in conjunction with this project and ensure current ADA standards are met. 2) Rosehill Drive/Rugby Avenue Intersection – Project proposes to construct curb extensions to reduce size of intersection and crossing distance for pedestrians. This funding will replace the existing wire span signal equipment with new signal equipment that allows for current ADA standards to be met with addition of pedestrian pushbuttons and countdown displays. 3) Elliott Streetscape – Streetscape project on Elliott Avenue between Ridge Street and Ware Street. Includes landscaped buffered sidewalks on both sides, curb extensions with upgraded ADA ramps and high visibility crosswalks for improved crossings, retaining walls and bioretention swales. Alignment with City Council’s Vision and Strategic Plan: Approval of this agenda item upholds the City’s commitment to create “a connected community” by improving upon our existing transportation infrastructure. In addition, it would contribute to Goal 3 of the Strategic Plan, to be “A Beautiful and Sustainable Natural and Built Environment” by meeting Objective 3.1 Engage in robust and context sensitive urban planning and implementation; Objective 3.2. Provide reliable and high quality infrastructure; and Objective 3.3. Provide a variety of transportation and mobility options. Community Engagement: Public participation occurred during the development of the various studies listed above. Matching funds are being considered during the current C.I.P. process. Budgetary Impact: There is no impact to the City’s General Fund. All local matching funds were previously appropriated in prior Adopted Capital Improvement Programs (C.I.P.). The local matching funds awarded during the C.I.P. process are being supplemented with state funding from successful grant applications. Recommendation: Staff recommends approval of the appropriation and transfer of existing capital funding. Alternatives: 1) The City could choose to not accept the grant award. 2) The City could select other funds to use as local match. Attachment: Appropriation & Transfer APPROPRIATION FY 2019 & 2020 Revenue Sharing Program - Multi-Modal Improvements $826,436 WHEREAS, a total of $486,783 in state funds for the Revenue Sharing Program requires appropriation; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner: Revenues $ 486,783 Fund: 426 WBS: P-01004 G/L Account: 430080 Expenditures $ 486,783 Fund: 426 WBS: P-01004 G/L Account: 599999 WHEREAS, a total of $339,653 in matching city funds for the Revenue Sharing Program requires transferring; NOW, THEREFORE BE IT FURTHER RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby transferred in the following manner: Transfer From $ 50,000 Fund: 426 WBS: P-00697 G/L Account: 599999 $ 239,653 Fund: 427 WBS: P-00335 G/L Account: 561426 $ 50,000 Fund: 426 WBS: P-00943 G/L Account: 599999 Transfer To $ 100,000 Fund: 426 WBS: P-01004 G/L Account: 599999 $ 239,653 Fund: 426 WBS: P-01004 G/L Account: 498010 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Appropriation Presenter: Jeanette Janiczek, Urban Construction Initiative Program Manager Staff Contacts: Alex Ikefuna, NDS Director Tony Edwards, Development Services Manager Jeanette Janiczek, Urban Construction Initiative Program Manager Title: VDOT Revenue Sharing Program for West Main Streetscape Improvements Phase 1 (additional award) - $163,478 Background: The Virginia Department of Transportation (VDOT) administers the Revenue Sharing Program to provide additional funding for localities to improve their transportation network. With the realization that transportation needs are outpacing the state’s budget, this program encourages local investment in the transportation network. Under the current law/regulations, for each local dollar that the City commits to an eligible project, the state is offering to match it 1:1 – up to $10 million per locality per biennial application cycle. The maximum allocation the CTB may make to the Revenue Sharing Program is $200 million annually with the minimum allocation being $15 million annually. Discussion: West Main Street is a vital urban street, a locally designated historic district, and an important connection between the University of Virginia and Downtown Charlottesville, and to the surrounding neighborhoods. The City of Charlottesville has undertaken a plan to update the street with widened sidewalks, dedicated bicycle lanes, a diversity of trees and landscape plantings, and opportunities for historic interpretation and social gathering. In March 2016, City Council approved both zoning ordinance modifications and a conceptual design plan option for West Main Street (Option 1). Since that time, the project team has been working with City staff to develop more detailed design plans, meeting with the community and the Board of Architectural Review, and creating a schematic design plan set, which was approved by City Council on May 15, 2017. The project team is currently developing the next phase of design plans in consultation with City staff. The plan’s priorities include: •Better connectivity to and from the surrounding neighborhoods •Beautification strategies for West Main Street •An increased emphasis on pedestrian and bicycle-oriented infrastructure •Use of best practices with regard to environmental issues such as green infrastructure and street trees •Improved clarity in the built form and public space standards along West Main Street •Recommended massing and land use for West Main Street •Strategies to protect the historic fabric of the corridor •Improved vehicular traffic circulation •Consideration of parking alternatives •An economic impact assessment of the proposed land use and zoning recommendations To fund the project, the overall project has been broken into phases. An application was submitted for the first phase, between Ridge Street and 6th Street NW – for $6 million ($3 million local, $3 million state) in the FY2019 Revenue Sharing program. The City received a prorated award of $2,836,522 for FY2019 and another $275,891 was transferred from the older, completed Revenue Sharing projects for a total of $3,112,413 in state funding. At their June 19, 2019 meeting, the Commonwealth Transportation Board approved the process of applying the Revenue Sharing De-allocated funds to cover the proration on some of the projects that did not receive a 50% state match through the FY19-20 revenue sharing funding cycle. As a result, West Main Phase 1 is eligible for an additional $163,478 in state funding and the project received its full requested amount of $3,000,000 for FY2019. This award reduces the City’s share to $6,035,718 which has been previously appropriated. Alignment with City Council’s Vision and Strategic Plan: Approval of this agenda item upholds the City’s commitment to create “a connected community” by improving upon our existing transportation infrastructure. In addition, it would contribute to Goal 3 of the Strategic Plan, to be “A Beautiful and Sustainable Natural and Built Environment” by meeting Objective 3.1 Engage in robust and context sensitive urban planning and implementation; Objective 3.2. Provide reliable and high quality infrastructure; and Objective 3.3. Provide a variety of transportation and mobility options. Community Engagement: Public participation has occurred throughout development of the design of the West Main Streetscape project. Public participation opportunities include open public meetings, Board of Architectural Review Work Sessions, City Council Work Sessions and City Council Presentations. A Steering Committee was established to inform the design process. Information is also available on the website (www.gowestmain.com) and through emailed project updates. Budgetary Impact: The required local matching funds that were previously appropriated for Phase 1 of the West Main Streetscape project are being reduced and replaced by these state funds. Those previously appropriated local matching fund will remain in the West Main Streetscape project account to be applied to other phases of the project or additional city costs that may arise as part of Phase 1. Recommendation: Staff recommends approval of the appropriation. Alternatives: The City could choose to not accept the additional grant award. Attachment: Appropriation APPROPRIATION VDOT FY20 Revenue Sharing Program West Main Streetscape Improvements Phase 1 $163,478 WHEREAS, a total of $163,478 in state funds for the Revenue Sharing Program requires appropriation; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner: Revenues $ 163,478 Fund: 427 WBS: P-00336 G/L Account: 430080 Expenditures $ 163,478 Fund: 427 WBS: P-00336 G/L Account: 599999 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Appropriation Presenter: Mike Rogers, Deputy Chief – Operations, Charlottesville Fire Dept. Staff Contacts: Mike Rogers, Deputy Chief – Operations, Charlottesville Fire Dept. Bama Works Fund of the Dave Matthews Band at the Title: Charlottesville Area Community Foundation Fire Safety Trailer Grant Appropriation - $3,500 Background: The Charlottesville Fire Department was given a pull behind trailer through a government to government transfer from the local Office of Emergency Management. The intent after receipt is to utilize it as a fire and life safety trailer - wrapping it in Vinyl with safety messages and building out the inside to resemble a residential kitchen area. The interior would have demonstrators for smoke detectors, CO detectors, fire extinguishers, a counter, stove top/oven, etc. The department since has applied for and was awarded a grant from the Bama Works Fund of the Dave Matthews Band for the purposes of offsetting costs associated with the build out of this fire and life safety trailer. Discussion: The monies received from this grant will go towards offsetting the total build out costs of the trailer. There are two components of the built out - the exterior Vinyl wrap that will incorporate safety messaging into the theme, and the interior up fitting to include fixtures and furnishing to resemble a residential/home kitchen area. Additional implements such as sample fire extinguishers, smoke alarms, etc. will also occupy the interior along with message boards and demonstration items. Alignment with Council Vision Areas and Strategic Plan: This grant allocation supports the City’s mission - “We provide services that promote equity and an excellent quality of life in our community” by providing a functional demonstrator for community life safety and risk reduction outreach efforts by the fire department. The assistance from this grant allotment also aligns with Goal 2.3, Improve community health and safety outcomes by connecting residents with effective resources. Community Engagement: N/A Budgetary Impact: There is no impact to the General Fund, as these are grant funds that do not require a local match. Recommendation: Staff recommends approval and appropriation of grant funds. Alternatives: If these grant funds were not to be accepted, the department would need to utilize departmental funds in order to complete the trailer modifications, in order to up fit the trailer to serve in its desired role. Attachments: Appropriation APPROPRIATION Bama Works Fund of Dave Matthews Band at the Charlottesville Area Community Foundation – Fire Safety Trailer $3,500 WHEREAS, the Bama Works Fund of Dave Matthews Band at the Charlottesville Area Community Foundation has awarded a grant to the Fire Department, through the City of Charlottesville, specifically for fire service applications; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that a total of $3,500 be appropriated in the following manner: Revenues - $3,500 $3,500 Fund: 105 I/O: 2000152 G/L Account: 451020 Expenditures - $3,500 $3,500 Fund: 105 I/O: 2000152 G/L Account: 451020 BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $3,500 from the Bama Works Fund of Dave Matthews Band at the Charlottesville Area Community Foundation. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 5, 2019 Action Required: Appropriation Presenter: Hunter Smith, Human Services Department Staff Contacts: Hunter Smith, Human Services Department Kaki Dimock, Human Services Department Title: Virginia Juvenile Community Crime Control Act Grant (VJCCCA) -$452,704 (1st of 2 readings) Background: In July 2010, the City of Charlottesville became the fiscal agent for the Virginia Juvenile Community Crime Control Act (VJCCCA) funds for both Charlottesville and Albemarle County. This funding stream was established by the 1995 Virginia General Assembly to create balanced, community-based systems of sanctions, programs and services for juvenile offenders. These funds are used to support the Community Attention programs. In Fiscal Year 2020, $292,058 in VJCCCA funds will be received from the Virginia Department of Juvenile Justice with a required local maintenance of effort of $52,231 from Albemarle County, and $108,415 from the City for a total of $452,704. The grant period is from July 1, 2019 through June 30, 2020. Discussion: The VJCCCA grant funds the delinquency prevention and youth development services provided by Community Attention for Charlottesville/Albemarle youth involved in the juvenile justice system. These services include the following programs: the Teens GIVE service learning program that provides community service opportunities during both the school year and the summer; the Community Supervision Program that provides pro-social skills training like anger management, individual and group counseling services and case management services for youth on electronic monitoring; the Community Attention Youth Internship Program (CAYIP) which provides paid internship opportunities; the Family Based Intervention Program which provides evidence-based, family centered intervention programs and the Juvenile Court Case Manager position providing supervision and case management services for youth identified by the court as truant. Alignment with City Council’s Vision and Strategic Plan: The VJCCCA grant aligns with the City of Charlottesville's Strategic Plan - Goal 2: A Healthy and Safe City Objective 2.3: Improve community health and safety outcomes by connecting residents with effective resources. Community Attention’s VJCCCA funded programs provide community based services that prevent delinquency and promote the healthy development of youth. Expected outcomes include decreased delinquent behavior during and after program participation. Community Engagement: The VJCCCA funded programs engage local youth involved in the juvenile justice system and their families by providing delinquency prevention and youth development programs. The programs also engage and coordinate with other local agencies and organizations in the provision of services to the youth. Budgetary Impact: The funds will be expensed and reimbursed to the VJCCCA Fund. The required General Fund City contribution has already been appropriated as part of the Fiscal Year 2020 Council Adopted Budget so no new funds are required to cover the match. Recommendation: Staff recommends approval and appropriation of funds. Alternatives: If the VJCCCA funds are not appropriated, Community Attention would have to serve fewer youth and eliminate programs and staff. Attachments: Appropriation APPROPRIATION Virginia Juvenile Community Crime Control Act Grant (VJCCCA) $452,704 WHEREAS, the City of Charlottesville has been awarded $292,058 from the Virginia Department of Juvenile Justice; and WHEREAS, this grant requires local maintenance of effort funds in the amount of $52,231 from Albemarle County and $108,415 from the City; and WHEREAS, the grant award covers the period from July 1, 2019 through June 30, 2020. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that the sum of $452,704 is hereby appropriated in the following manner: Revenue – $452,704 $292,058 Fund: 220 Cost Center: 3523001000 G/L Account: 430080 $52,231 Fund: 220 Cost Center: 3523001000 G/L Account: 432030 $108,415 Fund: 220 Cost Center: 3523001000 G/L Account: 498010 Expenditures - $452,704 $ 53,075 Fund: 220 Cost Center: 3523001000 G/L Account: 519999 $399,629 Fund: 220 Cost Center: 3523001000 G/L Account: 530010 BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $292,058 from Virginia Department of Juvenile Justice, and $52,231 from Albemarle County. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 5, 2019 Action Required: Appropriation of State Funds Presenters: Marty Silman, Public Works Staff Contacts: Marty Silman, Public Works Ryan Davidson, Office of Budget and Performance Management Title: VDOT Primary Extension Paving Project Funds - $633,442 Background: Based on a legislative change that was effective July 1, 2014, Virginia Code section 33.1-23.1 (B) authorizes funding for the reconstruction of interstate, primary, and primary extension routes. Funding for the reconstruction of primary extensions – routes that are both locally maintained and have a primary route number (e.g. Route 20) – is made available using a competitive application process. Awards are made based on a combination of road condition and traffic volume. Assessment of road condition is performed by the Virginia Department of Transportation (VDOT). The City of Charlottesville has qualified to receive funds to perform two paving projects, requiring a local financial contribution and Appropriation of funds estimated for reimbursement. Discussion: The scope of the awarded projects includes all work necessary to bring the roadway and curb ramps into compliance with the Americans with Disabilities Act. Emmet St. South from Jefferson Park Ave. to Ivy Rd; estimated cost = $290,995 – VDOT Grant award = $290,995; total estimated local cost share = $0.00; scope includes the upgrade of curb ramps and new marking. Monticello Ave from Druid Ave to Levy Ave; estimated cost = $342,447 – VDOT Grant award = $334,083; total estimated local cost share = $8,364; scope includes the upgrade of curb ramps and new marking. This program is a promising relief for CIP funding sources dedicated to street paving projects. The high traffic volume of Charlottesville’s streets compared to others in the VDOT Culpepper District will continue to make paving projects in Charlottesville very competitive for the duration of this program. Alignment with Council Vision Areas and Strategic Plan: It contributes to Goal 3 of the Strategic Plan, particularly objective 3.2, to “provide reliable and high quality infrastructure”. Community Engagement: N/A Budgetary Impact: No new local funding will be required. Local contribution will be funded through previously appropriated street paving CIP funds. Appropriation of state funds for these projects will result in an estimated net avoided cost of $625,078. Recommendation: Staff recommends approval of the Resolution and Appropriation. Alternatives: Pay the full cost of these projects. Attachments: Appropriation APPROPRIATION Primary Extension Paving Funds - $633,442 WHEREAS, the Virginia Department of Transportation and the City of Charlottesville desire to execute a standard Project Administration Agreement for a state-aided project, referenced as Virginia Department of Transportation Project Numbers 6029-104-355 (UPC 115268) and 0020- 104-356 (UPC 115270); WHEREAS, the Virginia Department of Transportation has awarded the City of Charlottesville a Primary Extension Paving grant in the amount of $633,442, with a required local match of $8,364; NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the sum of $633,442 is appropriated in the following manner: Revenue - $625,078 Fund: 426 WBS: P-00689-20-01 (SS-009) G/L Account: 430120 Expenditures - $625,078 Fund: 426 WBS: P-00689-20-01 (SS-009) G/L Account: 599999 Transfer From: $8,364 Fund: 426 WBS: SS-009 G/L Account: 599999 Transfer To: $8,364 Fund: 426 WBS: P-00689-20-01 (SS-009) G/L Account: 599999 BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $625,078 from the Virginia Department of Transportation. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 5, 2019 Action Required: Appropriation of funding Presenter: Thomas von Hemert, Charlottesville Police Department Staff Contacts: Thomas von Hemert, Charlottesville Police Department Title: Thomas Jefferson Area Crisis Intervention Team Training Grant - $20,708 Background: The Department of Behavioral Health and Development Services (D.B.H.D.S.) is providing a one-time distribution to support the Crisis Intervention Team (C.I.T.) trainings with the Thomas Jefferson Area Crisis Intervention Team/Charlottesville Police Department. These funds from the D.B.H.D.S. to the Thomas Jefferson Area CIT program assist our local C.I.T. program by providing extra C.I.T. Trainings within its region. This will provide for the creation and expansion of other much needed C.I.T. trainings for our community. Discussion: This funding will provide ongoing technical assistance and consultation to developing C.I.T. programs. These programs will be identified in conjunction with the Department of Behavioral Health and Developmental Services and Thomas Jefferson Area C.I.T. program. This is a one-time grant with no required City match. Community Engagement: N/A Alignment with City Council’s Vision and Priority Areas: Appropriation of this item aligns with Council’s visions by providing additional funding to aid the Thomas Jefferson Crisis Intervention Team Program and the Police Department in delivering optimal CIT services to our City as a Smart, Citizen-Focused Government. Budgetary Impact: This has no impact on the General Fund. The grant funds do not require a City match and will be expensed and reimbursed to a separate internal order in a Grants Fund. Recommendation: Staff recommends approval and appropriation of funds. Alternatives: If the appropriation is not approved, the funds will be returned and fewer C.I.T. trainings for handling mental health crisis situation will be provided. Attachments: Appropriation APPROPRIATION $20,708 Department of Behavioral Health and Developmental Services, Thomas Jefferson Area Crisis Intervention Team Program Grant WHEREAS, the City of Charlottesville, through the Thomas Jefferson Crisis Intervention Team and the Charlottesville Police Department, has received from the Department of Behavioral Health and Developmental Services, funding to support the Crisis Intervention Team programs. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that the sum of $20,708, received from the Department of Behavioral Health and Developmental Services is hereby appropriated in the following manner: Revenue $ 20,708 Fund: 209 IO: 1900225 G/L: 430080 State Assistance Expenditure $ 20,708 Fund: 209 IO: 1900225 G/L: 599999 Lump Sum BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt of $20,708 from the Department of Behavioral Health and Developmental. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 5, 2019 Action Required: Approval of Appropriation Presenter: Kaki Dimock, Director of Human Services Staff Contacts: Kaki Dimock, Director of Human Services Sue Moffett, Assistant Director of Social Services Title: Moving from Foster Care to Adulthood Rental Assistance Grant - $300,000 Background: The Moving from Foster Care to Adulthood rental assistance pilot program was created to provide up to three years of tenant-based rental assistance (T.B.R.A.) to Fostering Futures program participants for two high-cost markets (the City of Richmond and the Charlottesville/Albemarle area). This pilot program was created to help stabilize housing options for young adults aging out of foster care. Charlottesville and Albemarle Departments of Social Services (D.S.S.), in collaboration with the Thomas Jefferson Area Coalition for the Homeless (T.J.A.C.H.) were selected to pilot this rental assistance program, funded with $300,000 of Federal H.O.M.E. program dollars through Virginia Department of Housing and Community Development (V.D.H.C.D.). Discussion: The Charlottesville pilot is a tenant based rental assistance pilot program for Fostering Futures participants. Fostering Futures is a state program that provides transitional assistance (for up to 3 years) for those “aging out” of foster care. Virginia Department of Social Services (V.D.S.S.) works with local departments of social services to administer the Fostering Futures program. The pilot will utilize federal H.O.M.E. funds to demonstrate impact additional funds have on stabilizing housing for this population. The Virginia Department of Housing and Community Development (V.D.H.C.D.) is the state agency that allocates H.O.M.E. funds to projects throughout the Commonwealth. V.D.H.C.D. and V.D.S.S. have partnered on this pilot project. The City of Charlottesville will serve as the Fiscal Agent for the administration of funds received under the Moving form Foster Care to Adulthood Rental Assistance Pilot. As the official grantee for the H.O.M.E. funds, the City of Charlottesville will provide fiscal and programmatic oversight for the implementation of H.O.M.E. programming. The Thomas Jefferson Area Coalition for the Homeless (T.J.A.C.H.) serves as the leader of Charlottesville's Continuum of Care and as the organization responsible for coordinating services and tracking progress in meeting the goals of our Community Plan to End Homelessness. T.J.A.C.H .is the operational partner to the Virginia Department of Housing and Community Development (V.D.H.C.D.) for the Moving from Foster Care to Adulthood Rental Assistance Pilot. This project will serve 10 or more youths in local D.S.S. Fostering Futures programs annually. City and County Fostering Futures programs will assess each existing participant for housing needs and eligibility for enrollment in this pilot project. Participants who have expressed interest and need for housing and rental assistance will be assessed for eligibility by their Fostering Futures case manager. Those who are found to be eligible will then complete the pilot project’s participant agreement and complete T.J.A.C.H.’s Housing Barrier assessment with their Fostering Futures case manager. A subsequent referral will then be sent by the Fostering Futures case manager to T.J.A.C.H. and The Haven for housing navigation assistance. The Haven’s Housing Navigator will work with the participant and the participant’s Fostering Futures case manager to identify housing that the participant is interested in. The Haven will then ensure that the housing passes habitability standards and “rent reasonableness” standards as determined by H.U.D. before working with the landlord to sign a landlord agreement. Once the landlord agreement is signed, the participant can move into the unit and The Haven will begin processing rent assistance to the landlord. Participants will pay up to 30% of their income toward rent and utilities. Supportive services will be provided to the participant in housing by L.D.S.S. Fostering Futures staff. If a homeless or housing instable youth who has previously aged out of foster care is identified by T.J.A.C.H. or any of its service provider partners, a referral will be made by the T.J.A.C.H. service provider partner to the L.D.S.S. for eligibility screening for enrollment in the Fostering Futures program and in the pilot project for T.B.R.A. If the referred youth is interested in the program and eligible for enrollment, the process for connection to housing navigation assistance and rent assistance will continue as described above. This pilot project will employ a housing first approach; engagement in supportive services will not be required for continued service in the T.B.R.A. pilot project. Discharge from the program will occur if the participant desires to exit the program, or if the participant is found to have become ineligible for continued service due to increased income. In the event of discharge from the pilot project, 30-day notice of termination of rent assistance will be provided to the participant and landlord. Alignment with City Council’s Vision and Strategic Plan: This grant aligns with City Council Strategic Goal # 1.3: Increase affordable housing options. Goal #2.2: Meet the safety needs of victims and reduce the risk of re-occurrence/re-victimization, and Goal #2.3: Improve community health and safety outcomes by connecting residents with effective resources. Community Engagement: The grant application submitted reflects a collaborative efforts between Charlottesville and Albemarle departments of social services and the local homelessness continuum of care. No additional community engagement was conducted prior to submission. Budgetary Impact: Appropriating this grant will have no impact on the general fund. Recommendation: Staff recommend approval of this appropriation as written. Alternatives: If grant funds are not appropriated, young people aging out of foster care will not have access to dedicated funding for housing or coordinated services. APPROPRIATION Moving from Foster Care to Adulthood Rental Assistance Grant $300,000 WHEREAS, The City of Charlottesville, through the Department of Human Services, has received the Moving from Foster Care to Adulthood Rental Assistance Pilot Award from the Virginia Department of Housing and Community Development in the amount of $300,000; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville,Virginia that the sum of $484,785 is hereby appropriated in the following manner: Revenues $300,000 Fund: 209 IO: 1900336 G/L: 430120 Federal Pass-Thru State Expenditures $300,000 Fund: 209 IO: 1900336 G/L: 530550 Contracted Services BE IT FURTHER RESOLVED, that this appropriation is conditioned upon receipt of $300,000 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: August 19, 2019 Action Required: ** See Recommendation ** Staff Contact: Ryan Davidson, Senior Budget and Management Analyst Presenter: Nathan Moore, WTJU General Manager Title: WTJU Sponsor Request – City Sponsorship of the Black Business Expo on Saturday, September 14, 2019 - $2,000 Background: W.T.J.U. is seeking the City’s sponsorship and support for a Black Business Expo on Saturday, September 14, 2019. This event is being organized by Lifeview Marketing and W.T.J.U. Radio, with promotional support from the Chamber of Commerce’s Business Diversity Council. The Black Business Expo is the first event of the Minority Business Week that is being put on by the City of Charlottesville in conjunction with the Chamber of Commerce. With this request for sponsorship, W.T.J.U. is seeking $2,000 from the City to help fund the costs of this free community event. Discussion: The Black Business Expo serves to support and celebrate black-owned businesses in Charlottesville and Albemarle County. The goal of the event is for the enterprising black women and men, who will be the core of this Expo, to emerge from the experience with a sense of greater empowerment as a result of having gained deeper and wider knowledge of how to build their businesses. This Expo is an initiative that is consistent with the City’s desire to support racial equity in economic opportunity. Black-owned businesses are important to the local Charlottesville economy, and supporting these businesses serves the interest of our entire business community. The Expo is free and open to the public and will take place at the IX Art Park. The event will support black-owned businesses with a series of business seminars on financing, marketing, working with major buyer procurement, and other topics aimed at knowledge- enhancement and asset-building. The Expo will have a festive atmosphere, drawing hundreds of attendees beyond the African-American entrepreneurs. The event will encompass not only business networking opportunities, but kids’ activities, and live entertainment. The day will build toward a 7 P.M. concert by socially conscious reggae/blues artist Corey Harris. This Expo will take place in conjunction with W.T.J.U’s Freefall concert series at the IX Art Park. 1 Based on W.T.J.U’s extensive experience with hosting special events, including the first local Black Business Expos in 2017 and 2018, this event is expected to draw 40 participating businesses and at least 1,000 attendees. Participating business owners will be surveyed in the month following the Expo to ascertain whether they found the experience to (1) increase their sense of self-sufficiency and inclusiveness and (2) to increase their ability to be part of a diversified economic base, to be creative, and to strengthen their business objectives. They will also be asked if they encountered at least five new people who served to enlarge their business knowledge and/or customer base. If the majority of the owners respond positively to these questions, this will indicate that the Expo constituted a substantive step toward meeting Goal #1 and Goal #4 of the City’s Strategic Plan. Community Engagement: N/A Alignment with City Council’s Vision and Strategic Plan: The Expo will contribute toward these objectives under Strategic Goal #1: (1.2) “Preparing residents for the workforce” – and, let us add, preparing black entrepreneurs to enlarge the workforce, (1.4) enhancing the financial health of residents, and (1.5) intentionally addressing issues of race and equity. Under Strategic Goal #4, the Expo will address these objectives: (4.1) developing a quality workforce, (4.2) attracting and cultivating a variety of businesses, (4.3) growing and retaining viable businesses, and (4.4) promoting tourism (in that W.T.J.U. will be marketing the Expo widely to its far-afield audience). Recommendation: Staff has prepared a resolution that allocates $2,000 from Council’s Strategic Initiative Account should Council choose to fund this request. No new money is required since this is coming from already appropriated funds. Budgetary Impact: Staff is recommending this come from Council’s Strategic Initiatives Account. Alternatives: See recommendation. Attachments: N/A 2 RESOLUTION WTJU Sponsor Request – City Sponsorship of the Black Business Expo on Saturday, September 14, 2019 $2,000 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Charlottesville, Virginia that the sum of $2,000 is hereby paid from currently appropriated funds in the Council Strategic Initiatives account in the General Fund to WTJU in support of the Black Business Expo taking place on September 14, 2019. $2,000 Fund: 105 Cost Center: 10110010000 3 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Amend City of Charlottesville Code (1st of 2 Readings) Presenters: Marty Silman, Public Works Staff Contacts: Paul Oberdorfer, Public Works Sebastian Waisman, City Attorney’s Office Marty Silman, Public Works Title: Amend Charlottesville City Code §26-29 Background: Charlottesville City Code §26-29 currently provides two methods by which a resident may dispose of fallen leaves between November and January. Residents may place leaves in clear plastic bags and set them at the curb for weekly pick-up or rake leaves to the curb for loose-leaf collection by the City’s vacuum trucks, which occurs twice during the season. The City’s Public Service personnel are responsible for both methods of collection. City staff transports both bagged leaves and loose leaves to a nearby farm where they are used to make mulch. Bagged leaves are dumped at the farm and the plastic bags are then disposed of in the landfill. This service is provided at no cost to all City residents. Discussion: After a review of the City’s leaf collection program, Public Service is proposing to amend City Code § 26-29 to eliminate bagged leaf collection for the following reasons: - Relying on plastic bags to collect and dispose of leaves has a negative environmental impact, as plastic bags increase the City’s waste and reliance on landfills. - The cost of the bags, including staff time to coordinate, assemble, distribute, and dispose of the bags, totals approximately 34.5% of the entire leaf collection program. It is estimated that eliminating use of the bags would save approximately $81,129.47 annually in operational costs. (This figure excludes any equipment replacement costs.) - The City’s equipment for collecting bagged leaves is outdated and in dire need of replacement. Replacing this equipment would cost approximately $650,000, whereas increasing the loose- leaf collection would only require the purchase of one addition vacuum apparatus at $73,000, which can be absorbed in the current budget. - The effort to coordinate, assemble and distribute the bags is an inordinate misalignment of time and skilled tradespeople, who would otherwise be employed in maintaining the City’s transportation infrastructure. The level of service for loose-leaf collection will be increased to offset this impact. Alignment with Council Vision Areas and Strategic Plan: This ordinance amendment aligns with the City’s Vision Areas for A Green City, A Connected Community and Smart, Citizen-Focused Government. This ordinance amendment aligns with the City’s Strategic Plan Goal 3.4 “Be responsible stewards of natural resources”; Goal 5.1 “Integrate effective business practices and strong fiscal policies”; and Goal 5.3 “Provide responsive customer service”. Community Engagement: During the 2018/2019 leaf season, Public Service initiated an on-line survey regarding the leaf collection program. The survey ran for the entire 3 months of the leaf season and received 538 completed surveys, which yields a 95% confidence level with a 4.2% margin of error. The results of the survey indicated more than 65% of survey respondents approved of a proposal to abandon bagged leaf collection. In addition, 650 written responses were provided, which will be used to inform changes in the future. Budgetary Impact: Termination of bagged leaf collection will result in approximately $81,129.47 of operational savings annually. Retention of the bagged portion of the leaf program will cost the city approximately $650,000 to replace the aging equipment required to perform bagged leaf pickup , whereas increasing the loose-leaf collection would only require the purchase of one addition vacuum apparatus at $73,000, which can be absorbed in the current budget. Recommendation: Staff recommends approval of the proposed amendment of the City Code. Alternatives: The Council could decline to enact the proposed ordinance. If it chooses to do so, it would need to appropriate funding in the near future to replace the trucks used for bagged leaf pickup, which his estimated at $650,000. Attachments: Data regarding the leaf collection program. Proposed ordinance AN ORDINANCE AMENDING AND REORDAINING THE CODE OF THE CITY OF CHARLOTTESVILLE CHAPTER 26 (SOLID WASTE) ARTICLE II (CURBSIDE COLLECTION BY CITY) SECTION 26-29 (PREPARATION OF LEAVES FOR COLLECTION) TO DISCONTINUE LEAF-BAGGING PROGRAM BE IT ORDAINED by the Council for the City of Charlottesville, Virginia, that: Section 26-29 of Article II of Chapter 26 of the Code of the City of Charlottesville (1990) is amended and reordained as follows: Sec 26-29. - Preparation of leaves for collection. During the months of November through January, it shall be unlawful to place leaves in containers for collection by the city. During such months, leaves shall only be placed in clear plastic bags for curbside collection or placed loose at the curb or street edge for vacuum collection. It shall be unlawful to rake leaves into any street far enough from the curb of street edge so as to create a traffic hazard. The safe distance from a curb or street edge for the deposit of leaves for vacuum collection will vary depending on street widths and other traffic conditions. It shall be unlawful to rake leaves onto a sidewalk so as to cover its entire width and obstruct pedestrian traffic on such sidewalk. During the months of February through October, any leaves intended for city collection shall be placed in containers with the appropriate sticker or decal as yard waste in accordance with section 26-28. This includes any leaves deposited earlier for vacuum collection if such leaves were not so collected during the months of November through January. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 5, 2019 Action Required: Ordinance Amendment Staff Contacts: John Blair, City Attorney Presenter: John Blair, City Attorney Title: Amend City Code Section 11-91 Background: Section 5(g) of the Charlottesville City Charter of 1946 states, “Said council shall elect a director of finance who shall serve at the pleasure of the council and who shall superintend the fiscal affairs of the city, and shall manage the same in the manner required by the council.” Section 11-91 of the Charlottesville City Code currently states, “The council shall appoint a director of finance, who shall hold office at the pleasure of the council and be removable at the will of the council.” Neither the City Charter nor the Charlottesville City Code address the supervision of the Director of Finance. The City’s recent practice is for the City Manager to supervise the day-to-day operations of the Director of Finance. Additionally, the City Manager provided extensive consultation and advice to the City Council in the hiring process for the current Director of Finance. Discussion: The proposed ordinance amendment codifies two current practices. The City Manager will be the Director of Finance’s day-to-day supervisor and will work with the City Council to provide an annual performance evaluation to the Director of Finance. Additionally, the ordinance codifies the practice of the City Manager providing the City Council with advice and consultation during the Director of Finance hiring process. The proposed ordinance amendment conforms to the City Charter because the City Council retains the ultimate authority to hire or terminate the Director of Finance. Budgetary Impact: There will be no budgetary impact associated with this ordinance amendment. Attachments: Proposed Ordinance Amending Charlottesville City Code Section 11-91 AN ORDINANCE AMENDING SECTION 11-91 OF CHAPTER 11 (FINANCE), ARTICLE IV (DIRECTOR OF FINANCE) OF THE CHARLOTTESVILLE CITY CODE (1990) BE IT ORDAINED by the Council for the City of Charlottesville, Virginia, that: Section 11-91 of Chapter 11 of the Code of the City of Charlottesville (1990) is repealed as follows: Sec. 11-91. - Appointment; term. The city council, upon consultation with the city manager, shall appoint a director of finance, who shall hold office for an indefinite term at the pleasure of the council and be removable at the will of the council. The city manager shall supervise the day-to-day functions of the director of finance. The city council and city manager shall provide the director of finance with an annual performance evaluation. The city manager may provide the city council with recommended personnel actions regarding the director of finance. The director of finance may be removed at any time upon a majority vote of the city council. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Appropriation Presenter: Jeanette Janiczek, Urban Construction Initiative Program Manager Staff Contacts: Alex Ikefuna, NDS Director Tony Edwards, Development Services Manager Jeanette Janiczek, Urban Construction Initiative Program Manager Title: State Revenue Sharing and SmartScale funds for West Main Streetscape Improvements Phase 2 Appropriation – $4,009,265 Background: The Virginia Department of Transportation (VDOT) administers several grant programs to fund transportation projects. Two such programs are the Revenue Sharing Program and SmartScale. With the realization that transportation needs are outpacing the state’s budget, the Revenue Sharing Program encourages local investment in the transportation network. Under the current law/regulations, for each local dollar that the City commits to an eligible project, the state is offering to match it 1:1 – up to $10 million per locality per biennial application cycle based on available funding. The maximum allocation the CTB may make to the Revenue Sharing Program is $200 million annually with the minimum allocation being $15 million annually. SmartScale was created as a process to score transportation projects based on an objective, outcome-based process that is transparent to the public and allows decision-makers to be held accountable to taxpayers. Localities, along with other eligible participants, are currently allowed to submit up to 4 applications per biennial cycle. Projects are scored based on 6 criteria: safety, congestion mitigation, accessibility, environmental quality, economic development and land use. Based on those scores, funding is awarded on a district and statewide basis. Discussion: West Main Street is a vital urban street, a locally designated historic district, and an important connection between the University of Virginia and Downtown Charlottesville, and to the surrounding neighborhoods. The City of Charlottesville has undertaken a plan to update the street with widened sidewalks, dedicated bicycle lanes, a diversity of trees and landscape plantings, and opportunities for historic interpretation and social gathering. In March 2016, City Council approved both zoning ordinance modifications and a conceptual design plan option for West Main Street (Option 1). Since that time, the project team has been working with City staff to develop more detailed design plans, meeting with the community and the Board of Architectural Review, and creating a schematic design plan set, which was approved by City Council on May 15, 2017. The project team is currently developing the next phase of design plans in consultation with City staff. The plan’s priorities include: •Better connectivity to and from the surrounding neighborhoods •Beautification strategies for West Main Street •An increased emphasis on pedestrian and bicycle-oriented infrastructure •Use of best practices with regard to environmental issues such as green infrastructure and street trees •Improved clarity in the built form and public space standards along West Main Street •Recommended massing and land use for West Main Street •Strategies to protect the historic fabric of the corridor •Improved vehicular traffic circulation •Consideration of parking alternatives •An economic impact assessment of the proposed land use and zoning recommendations To fund the West Main Streetscape, the overall project has been broken into phases. West Main Streetscape Phase 2 is located between 6th Street NW and 8th Street NW. The estimated total cost of West Main Streetscape Phase2 is $12,689,020. This phase has received two grant awards - $4 million ($2 million local, $2 million state) in the FY2020 Revenue Sharing program and $2,009,265 in the FY2020 Smart Scale program. This motion would appropriate the $4,009,265 in state funding to West Main Streetscape’s Phase 2 budget. The remaining cost of $8,679,755 will be requested through the local capital funding program. Alignment with City Council’s Vision and Strategic Plan: Approval of this agenda item upholds the City’s commitment to create “a connected community” by improving upon our existing transportation infrastructure. In addition, it would contribute to Goal 3 of the Strategic Plan, to be “A Beautiful and Sustainable Natural and Built Environment” by meeting Objective 3.1 Engage in robust and context sensitive urban planning and implementation; Objective 3.2. Provide reliable and high quality infrastructure; and Objective 3.3. Provide a variety of transportation and mobility options. Community Engagement: Public participation occurred during past West Main Streetscape public meetings. Additional public meetings will occur during project development for Phase 2. Budgetary Impact: These funds will be in addition to the local funding that has been already been appropriated as part of previous Adopted CIP budgets. A portion of the previously appropriated City CIP funding ($2.0 million) will be used as the local match for the $2.0 million State Revenue Sharing award. The $2,009,265 Smart Scale award does not require a local match. Recommendation: Staff recommends approval of the appropriation. Alternatives: 1) The City could choose to not accept the grant award. Attachment: Appropriation APPROPRIATION West Main Streetscape Improvements Phase 2 WHEREAS, a total of $2,000,000 in state funds for the Revenue Sharing Program requires appropriation; WHEREAS, a total of $2,009,265 in state funds for the SmartScale Program requires appropriation; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner: Revenues $ 2,000,000 Fund: 426 WBS: P-00336 G/L Account: 430080 $ 2,009,265 Fund: 426 WBS: P-00336 G/L Account: 430080 Expenditures $ 2,000,000 Fund: 426 WBS: P-00336 G/L Account: 599999 $ 2,009,265 Fund: 426 WBS: P-00336 G/L Account: 599999 This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Consideration of Proposed Ordinance Presenter: Tony Edwards, NDS Manager John C. Blair, City Attorney Staff Contacts: Tony Edwards, NDS Manager Alex Ikefuna, NDS Director Title: Petition to Close an Alley next to 931 Charlton Avenue Background: The City of Charlottesville received a petition request to close the 10’ wide alley between 929 & 931 Charlton Avenue running from Charlton Avenue for a distance of approximately 121 feet to another perpendicular alley at the rear of the properties. Discussion: This request follows the City Council’s Procedures for Consideration of Application for Street or Alley Closings, adopted by Council on May 6, 2019, attached. The Petition was filed by RT2, LLC (owner of 929 Charlton) and Mrs. Frances Gohanna (owner of 931 Charlton) on April 9, 2019, but we were informed that Mrs. Gohanna died recently. The property at 931 Charlton is currently in estate status, but her son, George Gohanna, Jr., has informed us that he will attend the Council meeting on his mother’s behalf. Matt Murray is an attorney representing RT2, LLC. RT2, LLC wants to sell the home at 929 Charlton Avenue, but the sale is being held up due to encroachment of the house into the alley right-of-way. Closing the alley will cure the encroachment issue and allow the sale to proceed. The subject alley is 10’ wide and approximately 121 feet in length, and cannot be used by vehicles due to heavy vegetation. The Utilities Department has identified a sanitary sewer line in a portion of the alley, and there is no evidence that an easement for the sewer line has been granted to the City. Alignment with City Council’s Vision and Strategic Plan: The project supports City Council’s Green City vision for a safe, equitable, thriving and beautiful community. It also meets the city‘s goals and objectives for 3.1: Engage in robust and context sensitive urban planning and implementation, 3.4: Be responsible stewards of natural resources. Community Engagement: A sign was posted near the subject alley notifying passersby that a public hearing would be held on the closing of this alley, in accordance with the City’s Street Closing Policy. A public hearing is also scheduled at this meeting, notice of which was published in the Daily Progress as required by law, to allow the general public to offer comment. Budgetary Impact: This closure should have no impact on the General Fund. Recommendation: Based on the criteria established (see attached scoring rubric) for this procedure, staff’s evaluation of existing conditions has scored the alley at less than 1.5. Therefore it is required that the petition request be advanced for further consideration through the public hearing process. Staff recommends approval based on the following staff comments: The alley has an existing city sanitary sewer line in place and existing overhead wires. If the alley is to be closed then the city should reserve the entire alley area in a utility easement and any additional easement required to center a 20 foot wide easement area over the existing line for future access. Alternatives: This Alley closure request could be denied and remain with the existing home encroachment conditions. Attachments: Petition and Attachments Completed Scoring Rubric Proposed Ordinance AN ORDINANCE CLOSING, VACATING AND DISCONTINUING AN ALLEY OFF CHARLTON AVENUE WHEREAS, RT2, LLC, owner of property (929 Charlton Avenue) designated as Tax Map Parcel 360042000, and Frances Gohanna, owner of property (931 Charlton Avenue) designated as Tax Map Parcel 360043000, initiated a petition seeking to close a 10’ wide alley adjoining the Petitioners’ properties, said alley running approximately 121 feet in length from its origin at Charlton Avenue, hereinafter “Subject Right of Way”; and, WHEREAS, the Subject Right of Way was initially created in 1928 through a deed dated October 12, 1928, of record in the Charlottesville Circuit Court Clerk’s Office in Deed Book 63, page 18, and was never accepted by the City as part of the City’s public street system; and WHEREAS, there is a sanitary sewer line located in the Subject Right of Way; and WHEREAS, following notice to the public pursuant to Virginia Code §15.2-2204, a public hearing by the City Council was held on August 19, 2019, and comments from City staff and the public were made and heard; and, WHEREAS, after consideration of the factors set forth within the City Street Closing Policy, adopted by Council on May 6, 2019, this Council finds and determines that the petitioner’s request should be granted. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Charlottesville, Virginia that the City hereby closes, vacates and discontinues the Subject Right of Way, subject to the conditions listed below, described as follows: The 10’ wide alley off Charlton Avenue, adjacent to City Tax Map Parcels 360042000 and 360043000, approximately 121 feet in length, and shown on the attached copy of City Real Estate Tax Map 36. BE IT FURTHER ORDAINED that approval of this Ordinance is conditioned upon execution and recordation of a Deed of Easement granting the City a 20’ wide easement for maintenance and repair of the existing sanitary sewer line; and BE IT FURTHER ORDAINED that unless an appeal from Council’s enactment of this ordinance is made to the Charlottesville Circuit Court within thirty (30) days of the date of adoption, the Clerk of the Council shall send a certified copy of this ordinance to the Clerk of the Circuit Court for recordation in the current street closing book. This page intentionally left blank CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Resolution Approval Presenter: Carrie Rainey, City Planner, Neighborhood Development Services Staff Contacts: Carrie Rainey, City Planner, Neighborhood Development Services Title: Critical Slope Waiver Request at 915 6th Street SE Background: Rayonix, LLC requests a waiver from Section 34-1120(b) of the City Code (Critical Slope Ordinance) to allow for the construction of a mixed use development that would include two (2) buildings with 28 one- and two-bedroom multi-family residential units and commercial use, and a surface parking lot with vegetated canopies at 915 6th Street SE (Tax Map 27 Parcel 36). The subject property has street frontage on 6th Street SE and 2nd Street SE. Existing critical slope areas located on this Property include 0.26 acres or 34% percent of the project site. The applicable definition of “critical slope” is as follows: Any slope whose grade is 25% or greater, and (a) a portion of the slope has a horizontal run of greater than 20 feet, and its total area is 6,000 SF or greater, and (b) a portion of the slope is within 200 feet of a waterway. See City Code Sec. 34- 1120(b)(2). The Planning Commission discussed the critical slope waiver request at the May 14, 2019 meeting. The full critical slope waiver request application package can be viewed at: http://www.charlottesville.org/home/showdocument?id=65250 Discussion: Per Sec. 34-1120(b)(6)(3), City Council (in granting a modification or waiver) may allow the disturbance of a portion of the slope, but may determine that there are some features or areas that cannot be disturbed. These include, but are not limited to: large stand of trees, rock outcroppings and slopes greater than 60%. 1 The following information is relevant to the evaluation of this request:  Large stands of trees: Much of the site is wooded. A single family home is located on the site near 6th Street SE.  Rock outcroppings: None.  Slopes greater than 60%: 4,406 SF (36%) of the total critical slopes on site are greater than 60%. 2,701 SF of critical slopes great than 60% are proposed to be disturbed, accounting for 30% of the critical slope disturbance. See Attachment 2 for location of slopes greater than 60%.  Waterway within 200 feet: The day-lighted portion of Pollocks Branch is located within 200-feet of the critical slope area that is located on the proposed project site.  Location of other areas of the Property, outside critical slopes areas, that fit the definition of a “building site” and could accommodate this proposed development: The applicant proposes two buildings, one of which is located almost entirely in the critical slope areas. In addition, a portion of the proposed surface parking lot and associated grading is located within the critical slope areas. The proposed development, as shown with surface parking, could not be accommodated outside of critical slope areas. However, a development of similar use and residential density could potentially be accommodated outside of critical slope areas with a different site design. Among the matters discussed by the Planning Commission at their May 14, 2019 meeting were the following:  The sensitivity and degraded health of Pollocks Branch.  The height of the proposed retaining walls and related existing tree removal located in the critical slope areas.  The possibility of clustering development outside of the critical slope areas, through proposing taller buildings to maintain similar uses.  The possibility of exploring off-site cooperative parking agreements with other properties to minimize required parking provided on-site in the critical slope areas. Alignment with Council Strategic Plan: The project may support Goal 3 (A Beautiful and Sustainable Natural and Built Environment) of City Council’s Strategic Plan through objective 3.1, engage in robust and context sensitive urban planning and implementation. Community Engagement: Property owners within 500-feet of the subject properties were notified of the Planning Commission’s May 14, 2019 meeting, wherein the critical slopes waiver request would be discussed and a recommendation made, per Section 34-1220(b)(6)(b). No comments were 2 provided during Matters by the Public. Budgetary Impact: No direct budgetary impact is anticipated as a direct result of approving the critical slope waiver for the applicant’s parcel. Planning Commission Recommendation: The Planning Commission took the following action: Mr. Lahendro moved to recommend denial of this application for a critical slope waiver. Ms. Green seconded the motion. The Commission voted 3-2 to recommend denial of the application for a critical slope waiver with Mr. Mitchell abstaining. Alternatives: City Council has several alternatives: (1) by motion, take action to deny the critical slope waiver (as recommended by the Planning Commission); (2) by motion, take action to approve the attached resolution for the critical slope waiver with conditions (as provided in the attached resolution); (3) by motion, take action to approve the attached resolution for the critical slope waiver with conditions (differing from those in the attached resolution); (4) by motion, take action to approve the critical slope waiver without conditions; (5) by motion, defer action consideration of the critical slope waiver. Attachments: A. Provided Resolution B. Critical Slope Waiver Request Application and Exhibits, received February 8, 2019 3 RESOLUTION APPROVING A REQUEST FOR WAIVER OF CRITICAL SLOPES PROVISIONS PURSUANT TO CITY CODE SECTION 34-1120(B)(6) FOR 915 6th STREET, S.E. WHEREAS, Rayonix, LLC, Applicant and owner of property designated on City Tax Map 27 as Parcel 36, consisting of approximately 0.77 acres, and addressed as 915 6th Street, S.E. (the "Property"), seeks a waiver of the critical slopes requirements of City Code Sec. 34- 1120(b)(6) to allow for construction of a mixed-use development containing two buildings with 28 one- and two-bedroom multi-family residential units and commercial use, and a surface parking lot with vegetated canopies on the Property (the “Project”); and WHEREAS, the Planning Commission considered this request at their regular meeting on May 14, 2019, and recommended denial of the request for a waiver of the critical slopes requirements, pursuant to City Code Sec. 34-1120(b)(6); and WHEREAS, upon consideration of the information and materials provided by the applicant, and the recommendation of the Planning Commission, the City Council finds and determines pursuant to City Code Sec. 34- l 120(b)(6)(d)(i) that the benefits of allowing disturbance of the critical slopes in connection with the Project outweigh the public benefits of the undisturbed slopes; now, therefore, BE IT RESOLVED by the Council for the City of Charlottesville, Virginia that the request by Rayonix, LLC for a waiver of the critical slopes requirements for the above- described Project to be developed on the Property, is hereby granted, subject to the following conditions: 1. In order to mitigate potential impacts to the undisturbed critical slope areas, tributary stream, and adjacent properties during land disturbance activities, per Section 34- 1120(b)(1)(a-c) the Landowner shall utilize super silt fence to ensure adequate protection of the aforementioned items, to be approved by the Engineering Department and detailed within the final site plan and the erosion and sediment control plan for the Project. 2. All water quality requirements associated with site development shall be completed on-site within the Project, in order to mitigate potential stormwater impacts to Pollocks Branch and adjacent properties, per Section 34-1120(b)(1)(b-c). The details of how the Landowner will satisfy all water quality requirements imposed by state law within the development site shall be set forth within the approved stormwater management for the Project. 3. Landowner shall provide a fixed, immoveable barrier to protect root zones of existing trees identified on the final site plan for the Project to be preserved. This protection shall be installed at the drip line and shall be maintained in place until final completion of all construction within the development site. 4. Landowner shall provide additional habitat redevelopment in order to mitigate potential impacts to existing tree canopy and wildlife habitat per Section 34- 1120(b)(1)(f). 5. Landowner shall install additional species of native woody and herbaceous plantings within the critical slope areas which are not to contain buildings, the parking lot, sidewalks, and other built improvements. The type and location of these additional plantings shall be approved by the City’s Department of Environmental Sustainability and shall be detailed within the final landscaping plan that is part of the final site plan for the Project. SOILS LEGEND F O PR C OMM O ON FE R SS PRELIMINARY SITE DEVELOPMENT PLAN WE EXISTING CONDITIONS AND IO R DEMOLITION SHIMP ENGINEERING, P.C. NAL E E ALTH OF ENGINEERING - LAND PLANNING - PROJECT MANAGEMENT V Lic. No. 45183 I V NG 915 Sixth Street IN IR JUSTIN M. SHIMP E EE R GI NI A CITY OF CHARLOTTESVILLE, VIRGINIA W O PR C OMM ON OFE PRELIMINARY SITE DEVELOPMENT PLAN R WE GRADING PLAN Lic. No. SHIMP ENGINEERING, P.C. NAL E ALTH OF ENGINEERING - LAND PLANNING - PROJECT MANAGEMENT V R 45183 V I 915 Sixth Street F S S IO E NGIN IR JUSTIN M. SHIMP E EE R GI NI A CITY OF CHARLOTTESVILLE, VIRGINIA W CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 19, 2019 Action Required: Report and Recommendations Presenter: Mike Murphy, Deputy City Manager Staff Contacts: Kaki Dimock, Director of Human Services Title: Report and Recommendations from the City Manager’s Advisory on Organizational Equity Background: The City Manager’s Advisory on Organizational Equity was charged to consider methods and models of assessing organizational equity, review internal and external equity profiles, and make policy, practice, process and investment recommendations to the city manager so that the city’s operations and impact match its stated values. The advisory was formed because the city seeks to adopt an intentional equity lens to understand how both internal and external operations contribute to inequity. Discussion: The committee has concluded its work and has attached its final report and recommendations. There are two broad recommendations – prepare city staff and organizational context for culture change and create Office of Diversity, Equity and Inclusion. The committee recommends that these efforts be concurrent. Alignment with City Council’s Vision and Strategic Plan: The City Manager’s Advisory Committee on Organizational Equity’s work and recommendations are strongly aligned with City Council’s Strategic Plan Goal #1: An Inclusive City of Self-Sufficient Residents, Objective 1.5: Intentionally address issues of race and equity. Community Engagement: Five members of the committee are community members who have agreed to assist the city in its review of internal operations. Improving community engagement across the organization is a fundamental part of most municipal plans for improving equity. Budgetary Impact: This final report includes recommendations which, if adopted, would have a financial impact on the city. Staff will respond to direction to prepare an appropriation request. Recommendation: Staff recommend adoption of recommendations as written. Alternatives: N/A Attachments: Final Report and Recommendations of the City’s Advisory Committee on Organizational Equity City Manager’s Advisory Committee on Equity Final Report & Recommendations Introduction The City Manager’s Advisory on Organizational Equity was charged to consider methods and models of assessing organizational equity, review internal and external equity profiles, and make policy, practice, process and investment recommendations to the city manager so that the city’s operations and impact match its stated values. The advisory was formed because the city seeks to adopt an intentional equity lens to understand how both internal and external operations contribute to inequity. As an organization, we must create effective internal operations to ensure that:  Our role as public servants is solution oriented and customer focused  We become a community where black and brown babies are just as likely to be born safe and healthy as white babies  All children are equally likely to be ready for school  School is a place where all students can be successful  We improve economic mobility and opportunity for families in poverty  The systems that are meant to keep children safe do so in a culturally responsive way that keeps families together whenever possible  Our justice systems are fair and equitable regardless of your race or ethnicity  People enjoy many modes of safe accessible transportation to get out and about  Everyone can enjoy clean air and water, green spaces and a healthy environment  We work together to create safe and affordable housing for all  People have access to the medical and behavioral health services they need The Advisory Committee embarked on an internal organizational equity assessment to understand the strengths of the city as an organization and identify opportunities for improvement. Using multiple methods to gather information, the committee developed a set of recommendations for city leadership to consider. These internally-focused recommendations were selected for their capacity to improve staff experience, knowledge and practice so that city services for the public are as equitable as possible. The committee acknowledges the need to understand equity through an intersectional lens and encourages the city to take steps to ensure that all voices and experiences contribute to the development of long-term strategies for inclusion. This committee focused its efforts primary on racial equality and equity. This perspective reflects an authentic understanding of this community’s recent traumatic history and its long and devastating legacy of slavery, racism and systems that support white advantage. The City of Charlottesville has engaged in several projects that seek to understand and ensure equity including disproportionate minority contact studies of the juvenile justice system, the adult criminal justice system, and the child welfare system; and health disparity studies in the 1 MAPP process. In addition, the city has invested taxpayer funds to improve the experience and engagement of our community members, particularly the low-wealth African-American community, including the Black Male Achievement Project, the Office of Human Rights, the Dialogue on Race, Home to Hope, among others, and, recently, significant investments in the development and redevelopment of affordable housing. This committee’s focus on internal operations is intended to ensure that city culture matches this external commitment. The committee analyzed data on city employees by race, job category band, salary, and F.T.E. status; reviewed equity tools used in other communities; reviewed the results of the internal organizational equity assessment; and considered recommendations for improving the city’s internal equity. The committee discussed internal processes for recruiting, developing, promoting and retaining staff; conducting employee performance evaluations; communicating throughout the organization; and engaging the community at large in service provision and decision-making. The committee concluded that a significant culture shift is required to evolve into an organization that intentionally and actively welcomes and celebrates inclusion. The recommendations that follow provide an initial roadmap to make this necessary culture shift. We believe that an organization that prioritizes diversity, equity and inclusion creates an environment that respects and values individual difference along varying dimensions. In addition, inclusive organizations foster cultures that minimize bias and recognize and address systemic inequities, which, if unaddressed, can create disadvantage for certain individuals. This is not a human resources issue, it is a strategic issue. These efforts should be reflected in organizational mission, vision, and values; incorporated into strategic plans; and cascaded throughout the organization. Leaders must invest time, resources, and courage to make progress on creating an inclusive environment. (Independent Sector) Membership Cass Bailey, Trinity Episcopal Church Lance Blakey, Charlottesville Fire Department Andrea Douglas, Jefferson School African American Heritage Center Charlene Green, Charlottesville Office of Human Rights Paul Martin, UVA Batten School of Public Policy Matthew Murphy, Charlottesville City Council Mike Murphy, Convener, Charlottesville City Manager’s Office Kelli Palmer, CFA Institute David Saunier, Charlottesville Department of Human Services Jordy Yager, Journalist Kaki Dimock, Staff, Charlottesville Department of Human Services 2 Study of Equity Approaches in Other Communities Prior to convening the committee, staff reviewed steps taken by other communities to evaluate internal, organizational equity including:  Multnomah County, Oregon – https://multco.us/diversity-equity/equity-and-empowerment-lens  Portland, Oregon – https://www.portlandoregon.gov/oehr/  Seattle, Washington – https://www.seattle.gov/rsji  Austin, Texas – http://www.austintexas.gov/department/equity-office  Asheville, North Carolina – https://ashevillenc.gov/department/equity-inclusion/  Baltimore, Maryland – http://www.equitybaltimore.org/  St. Louis Park, Minnesota – https://www.stlouispark.org/our-city/race-equity  Toronto, Canada – https://www.toronto.ca/city-government/accessibility-human-rights/equity-diversity- inclusion/  Racial Equity Institute – https://www.racialequityinstitute.com/  Annie E. Casey Foundation – https://www.aecf.org/resources/race-equity-and-inclusion-action-guide/  The Kellogg Foundation – http://www.racialequityresourceguide.org/,  Government Alliance for Racial Equity – https://www.racialequityalliance.org/ Staff found that many communities throughout the nation are engaging in the questions of equity and inclusion. Some approach the work by examining and improving the experience of consumers of city services, most notably, child welfare, policing, and criminal justice work. Others approach the work by examining and improving the experience of city employees as a way to improve the quality and impact of city services more broadly. Some local governments (Seattle, W.A.; Portland, O.R.; Multnomah County, O.R.) have adopted comprehensive equity plans that directly examine and impact all aspects of governing. Many local governments (Asheville, N.C.; Austin, T.X.) started this work by establishing an office of equity to champion local equity goals internally and externally and to signal their commitment to accomplishing these goals. Staff in these newly minted offices spoke consistently of the need to ensure the 3 appropriate level of staffing and funding in these office in order to conduct the work and meet expectations. In addition, staff learned that these offices should have regular access to executive leadership in order to follow through effectively on recommendations. A Leader’s Guide: Finding and Keeping Your Next Chief Diversity Officer Resource Adequately resource the chief diversity officer Position Ensure that the chief diversity officer has regular exposure to the highest levels of the organization and there is a structure in place to support this Educate Arm your chief diversity officer with a deep understanding of your business and the types of challenges that you face. Define/Measure Define and align on what long term success looks like; improved metrics, better engagement survey results, stronger employer brand, etc. Ensure the chief diversity officer is genuinely empowered to affect change in those areas. Russell Reynolds & Associates Staff and committee members studied several tools in use by communities seeking to understand how potential policies, investments, and programmatic changes might adversely impact marginalized members or neighborhoods. These tools, identified as equity impact assessments, are employed much like an environmental impact assessment – they seek to identify who is impacted and how by any proposed change. For some communities, this constitutes a long, comprehensive evaluative process. For others, it is a series of questions that prompt decision- makers to consider community engagement and impact prior to drawing a conclusion. These organizations and communities have developed tools that may be revised or adopted for local use:  https://www.raceforward.org/practice/tools/racial-equity-impact-assessment-toolkit  https://allincities.org/toolkit/racial-equity-impact-assessments  https://www.aecf.org/resources/racial-equity-impact-assessment/  http://www.racialequitytools.org/plan/informing-the-plan/organizational-assessment- tools-and-resources  http://www.withinreachwa.org/wp-content/uploads/2014/01/raceforward_Racial- Equity-Impact-Assessment.pdf 4 Internal Organizational Equity Analysis Department directors were asked to complete an organizational equity assessment tool by January 2019. The committee reviewed responses from transit, treasurer’s office, neighborhood development services, parks and recreation, economic development, human resources, fire, communication, public works, utilities, finance, social services and human services to evaluate potential opportunities to expand promising practices across the organization. The following 14 questions were developed through review of tools engaged in other communities, drawing most heavily on those questions asked of departments in Austin, T.X.:  Does the department have written equity goals and priorities? If yes, what are they?  Does the racial demography of the departmental staff reflect that of the community?  Does the racial demography of the departmental staff reflect that of the department’s primary customers or consumers?  Does your department routinely disaggregate data by race?  Are staff supported and evaluated in deepening knowledge and building skills around issues of white privilege, equity, inclusion, and developing culturally responsive services? If yes, how?  Do department staff routinely exhibit cultural competence in interactions with diverse groups? If yes, how do you know?  Is the department’s general environment and culture (food, art, holiday activities, etc) intentionally multicultural? If yes, provide examples.  Are people of color on staff specifically supported in identifying and participating in leadership development opportunities? How?  What strategies does the department employ to ensure departmental policies, practices, programs and investments do not adversely impact communities of color?  Describe any training your department has had or made available to staff in the last 18 months related to diversity, equity and inclusion.  Describe all opportunities your department offers consumers and customers to provide recommendations on policies, practices, programs and investments.  Does your department translate public documents for people with limited English proficiency and/or visual/hearing impairments?  What does your department do to understand the lived experience of members of marginalized communities?  Describe two new or additional things your department could do now to impact diversity, equity and inclusion goals. 5 The committee reviewed the written responses from department directors to understand what actions departments had already taken to address issues of equity and inclusion, and what resources or needs What does your department do to departments might have to advance these activities. The understand the lived experience of committee assessed these responses as inconsistent and members of marginalized communities? uneven. Several departments had clearly taken steps to acknowledge the need to address equity and inclusion Not possible in my opinion. concerns, but others had failed to engage in any problem solving on the issue. Most departments did not routinely disaggregate data by race to understand service impact. Few actively sought to understand the lived experience of consumers and most maintained traditional feedback or community engagement methods, like suggestion boxes or comment cards, without a more concerted effort to hear authentic feedback. Finally, most departments acknowledged the lack of citywide training on racial awareness and sensitivity, intersectionality, or equity and inclusion best practices. It was clear that departments were in significantly difference places and that significant work would be required to engage all departments meaningfully and effectively. The results of the Mayor’s survey of staff opinions were additionally discussed to test whether the committee’s conclusions could be confirmed by this body of anonymous feedback from staff. Staff responses clearly reflect an interest in improved equity and increasing diversity among city employees. More diversity among the staff and supervisors. In my department, black employees are not paid or promoted the same as white employees. As a black supervisor, there are white supervisors with less time on the job are paid more than black supervisors. Give equal advancement opportunity to all, with focus only on quality and the ability to perform. 6 Salary Equity Analysis The committee conducted a preliminary salary equity study to understand whether city employees are compensated differently based on sex and race. Salary data was obtained from the Department of Human Resources. The original data set contained information about 1,414 individuals. This data was “cleaned” to eliminate returning retirees, seasonal temporary workers, and employees who work less than 20 hours per week. This resulted in a dataset of 953 employees, upon which the following analysis is based. The dataset included hourly salary, employment band, gender, and race, along with other information such as employment date, department, and pay scale level group and level. The following analysis is based on salary, band, race, and gender. Future analyses could include age and ethnicity. Racial Distribution of City Employees Number of Employees in Racial Groups By Human Resources ‘Band’ Table 1 All White Black Asian Other Unknown Management 60 50/83.3% 6/10% 4/6.7% Professional 303 223/73.6% 58/19.1% 3/1% 2/.7% 15/5% Protective 210 176/83.8% 28/13.3% 4/1.9% 2/1% Technical 362 211/58.2% 128/35.3% 13/3.6% 3/.82% 7/1.9% Total 935 660/70.6% 220/23.5% 24/2.6% 5/.5% 24/2.6% Percentage and Distribution of Employees by Race by Human Resources ‘Band’ Table 2 All White Black Asian Other Unknown Management 6.4% 5.3% 0.6% 0.4% Professional 32.4% 23.9% 6.2% 0.5% 0.2% 1.6% Protective 22.5% 18.8% 3.0% 0.4% 0.2% Technical 38.7% 22.6% 13.7% 1.4% 0.3% 0.8% Total 100.0% 70.6% 23.5% 2.8% 0.5% 2.6% Employee Demographics Compared to City Populations Table 3 below shows the overall 2017 population of the City of Charlottesville. Charlottesville Population Table 3 Total White Black Asian Other 48,019 33,561 8,984 3,727 1,747 69.9% 18.7% 7.8% 3.6% Source: US Census American Factfinder 7 Table 4 shows the demographic make-up the City’s employees, which is similar to the City population. Demographic Make-Up of City Employees Table 4 Unknow Total White Black Asian Other n Number of employees 935 660 220 26 5 24 % of City workforce 70.6% 23.5% 2.8% 0.5% 2.6% Salary Differences by Race Table 5 shows the average hourly salary rate for all City employees by race and gender. All Charlottesville Employees Average Salary Table 5 Overall White Black Asian Other Unknown All $24.50 $25.60 $21.31 $26.30 $22.49 $21.85 Female $24.52 $25.79 $21.52 $33.87 $24.40 $19.25 Male $24.48 $25.50 $21.14 $22.93 $19.64 $25.15 Table 6 shows deviation from the average hourly salary rate for all employees by race and gender. Negative differences are shown in red. Deviation from Average Table 6 White Black Asian Other Unknown All $ $1.10 -$3.19 $1.80 -$2.01 -$2.65 % 4.5% -13.0% 7.3% -8.2% -10.8% Female $ $1.29 -$2.98 $9.37 -$0.10 -$5.27 % 5.3% -12.2% 38.2% -0.4% -21.5% Male $ $1.10 -$4.29 $4.99 -$3.81 $0.65 % 4.5% -17.5% 20.4% -15.5% 2.7% Table 7 shows the average pay in each band by race. Average Pay by Band Table 7 All White Black Asian Other Unknown Management $52.77 $52.06 $57.86 $54.03 Professional $26.75 $27.33 $24.67 $32.31 $23.59 $23.88 Protective $22.23 $22.29 $22.48 $19.18 $19.32 Technical $19.24 $20.26 $17.82 $17.64 $17.89 $18.24 8 Table 8 shows deviation from average pay in each band. Negative differences are shown in red. Deviation from Band Average Table 8 White Black Asian Other Unknown Management $ -$0.71 $5.09 $1.26 % -1.3% 9.6% 102.4% Professional $ $1.02 -$2.08 $5.56 -$3.16 -$2.87 % 3.8% -7.8% 20.8% -14.2% -10.7% Protective $ $0.06 $0.25 -$3.05 -$2.91 % 0.3% 1.1% -13.7% -13.1% Technical $ $1.02 -$1.42 -$1.60 -$1.35 -$1.00 % 5.3% -7.4% -8.3% -7.0% -5.2% Temporary Employees The City employs 471 temporary, seasonal, and substitute employees. These individuals work between 5 and 40 hours per week, with an average of 11.1 hours per week. Their average salary is $16.75 per hour. White temporary employees receive the highest average wage ($17.29), 3.2% above the average wage for all temporary employees, while employees identifying as multiracial receive the lowest wage ($14.76), 11.8% below the average wage for all temporary employees. Average Salary by Race for Temporary Employees Table 9 Native Multi- All White Black Asian American racial Unknown Number 471 296 125 20 4 4 22 Average hours 11.1 8.89 14.56 15.25 5 13.75 17.27 Average wage $16.75 $17.29 $15.72 $16.10 $16.40 $14.76 $16.00 The committee notes that this analysis is preliminary and offers more follow up questions than it does firm conclusions. However, it is clear that black employees generally earn less than their white colleagues in most roles and in most payband categories. City staff, as a whole and in general, represent the racial demography of the larger Charlottesville population except for those individuals identified by the broad designation ‘Asian’. In this case, only 2.8% of city staff are so designated compared to 7.8% of the general population. When the data is divided by the four primary payband designations – management, professional, protective, and technical – the distribution of staff by race changes. There are significantly fewer black employees represented in the management and protective paybands while black employees are disproportionately represented in the technical band. The salary data reveal that white and Asian employees earn above the average salary for city employees, and black employees earn less. Black employees 9 earn significantly less than the average salary in the professional and technical bands. The committee’s recommendations include additional professional data analysis to understand the extent of salary inequity more completely. The committee acknowledges that, while a salary equity study is a critical component of an organizational equity analysis, it does not illuminate the causes for any inequity found. Conclusion: After reviewing best practice approaches in other communities, assessing internal engagement around issues of diversity, equity and inclusion; and examining demographic distribution of city employees and salary equity, the committee identified the need for several internal structures to support the city’s growth and development in this area. These structures included a standing office and strategic goals around equity. The committee spent considerable time addressing the concern that these new structures would be insufficient without significant investment in changing the culture internally. As a result, the recommendations to folllow include expectations for investment in staff education in the areas of racial awareness and sensitivity, understanding of white advantage and white privilege, and improving staff capacity to engage in challenging and uncomfortable conversations. 10 RECOMMENDATIONS Prepare city staff and organizational context for culture change 1) Establish equity advisory team to shepherd the work a. Membership of 10-12 i. City council membership (1 ex officio status) ii. City management/leadership iii. Staff 1. Recruited based on level of interest and engagement 2. Ensure representation from departments with the highest disparities iv. External partners & community members 1. Seek participants with professional experience with equity, diversity, and inclusion 2. Consider consumer representatives 3. Consider individuals with deep understanding of Charlottesville’s history 4. Consider including representatives from U.V.A. and Albemarle County office of diversity, equity and inclusion with ex officio status b. Committee hosted and staffed by City Manager’s Office and Office of Diversity, Equity and Inclusion leadership c. Human Resources Council subcommittee i. Internal task force to ensure meaningful implementation and accountability ii. Representation from every department, including line staff iii. Staffed by human resources director iv. Focus on problem-solving and guidance-giving d. Engage external facilitator for beginning e. Create benchmarks to guide city’s work f. Address salary study inequities g. Establish reporting schedule 2) Create equity goals & incorporate into city’s strategic plan a. Set council/senior leadership worksession on equity i. Introduction to Government Alliance for Racial Equity framework ii. Discussion of equity-based activities to date 1. Juvenile Disproportionate Minority Contact Study 2. Adult Disproportionate Minority Contact Study 3. Child Welfare Disproportionate Minority Contact Study 4. Citizen Review Board 5. Affordable housing efforts 11 6. Home to Hope 7. Youth Opportunity Project 8. Community Connector 9. Minority Business incubator 10. Growing Opportunity Programs 11. Office of Human Rights 12. Implicit Bias training b. Require departmental equity goals to match strategic plan c. Join Government Alliance for Racial Equity as associate member d. Select new human resources director based on knowledge, skills and expertise in diversity, equity and inclusion best practices 3) Engage in robust education for staff on issues of equity a. External i. History of Charlottesville ii. Groundwater Training(s) from Racial Equity Institute using local data on metrics of well-being iii. Racial Awareness/Talking About Race/Understanding White Privilege, etc. iv. Create capacity for challenging dialogue with education on Difficult Conversations, Crucial Conversations, Critical Conversations, etc. b. Internal i. Establish many supports for staff to engage in learning 1. Cross-departmental learning cohorts 2. Reading & discussion groups 3. Train staff as facilitators of Everyday Democracy study groups to serve in other departments Create Office of Diversity, Equity & Inclusion 1. Staffed to ensure capacity a. Director-reports to City Manager’s Office b. Data Analyst c. Community Engagement Coordinator 2. Authorized to influence policy and practice, authorized to implement goals of equity advisory team, human resources council, and City Manager’s Office a. Complete equity study and take steps to remedy b. Establish internal & external metrics with which to measure progress and impact c. Partner with HR performance expectations to include in performance appraisal 12 d. Facilitate selection and implementation of equity impact assessment tool for council and senior leadership decision-making, part of council memo/report e. Facilitate creation and implementation of best practice community engagement strategies across all departments f. Lead use of equity auditing tool to ensure sustainability of effort g. Identify and implement diversity, equity, and inclusion best practices across organization with an initial emphasis on Human Resources activities 13