CITY COUNCIL AGENDA Members April 5, 2021 Nikuyah Walker, Mayor Sena Magill, Vice Mayor Heather D. Hill Michael K. Payne J. Lloyd Snook, III 5:00 p.m. Closed session as provided by Sections 2.2-3711 and 2.2-3712 of the Virginia Code (Legal consultation) Virtual/electronic meeting 6:30 p.m. Regular Meeting Register at www.charlottesville.gov/zoom. Virtual/electronic meeting in accordance with the local ordinance amended and re-enacted February 16, 2021, to ensure continuity of government and prevent the spread of disease. NOTE: Individuals with disabilities who require assistance or special arrangements to participate in the public meeting may call the ADA Coordinator at (434) 970-3182 or submit a request via email to ada@charlottesville.gov. The City of Charlottesville requests that you provide a 48 hour notice so that proper arrangements may be made. CALL TO ORDER MOMENT OF SILENCE ROLL CALL AGENDA APPROVAL ANNOUNCEMENTS RECOGNITIONS/PROCLAMATIONS CONSENT AGENDA* 1. Minutes: February 16 work session, closed meeting and regular meetings; February 19 special meeting 2. Appropriation: COVID Homelessness Emergency Response Program (CHERP) – Homelessness Management Information System Grant Award - $29,786 (2nd reading) 3. Appropriation: COVID Homelessness Emergency Response Program (CHERP) Grant Award - $806,594 (2nd reading) CITY MANAGER RESPONSE TO COMMUNITY MATTERS (FROM PREVIOUS MEETINGS) COMMUNITY MATTERS Public comment for up to 16 speakers (limit 3 minutes per speaker). Preregistration available for first 8 spaces; speakers announced by Noon on meeting day (9:00 a.m. sign-up deadline). Additional public comment at end of meeting. Public comment will be conducted through electronic participation while City Hall is closed to the public. Participants can register in advance at www.charlottesville.gov/zoom. ACTION ITEMS 4. Public Designation of trees for protection under the Tree Conservation Ordinance Hearing/Ord.: (1st of 2 readings) 5. Public Public Hearing on Budget/First Reading of FY 2022 Budget Appropriation Hearing/App.: (1st of 2 readings) 6. Ordinance: Tax Rate/Tax Levy Ordinance for Calendar Year 2021 (1st of 2 readings) 7. Ordinance: City of Charlottesville COVID Ordinance request to repeal Page 1 of 144 8. Resolution*: Comprehensive Plan Amendment – Starr Hill Neighborhood Community Vision Plan (1 reading) 9. Resolution*: Harris Street Apartments, request to amend a Special Use Permit to increase residential density at 1221, 1223 and 1225 Harris Street (1 reading) 10. Resolution*: City Council Rules and Procedures amendments (1 reading) GENERAL BUSINESS 11. Report: Orange Dot Report 4.0 - Family Self-Sufficiency in the Charlottesville Region OTHER BUSINESS MATTERS BY THE PUBLIC *Action Needed Page 2 of 144 CITY COUNCIL MEETING February 16, 2021 Virtual/electronic meeting via Zoom 4:00 PM WORK SSSION Pursuant to Virginia Code Section 2.2-3712, the Charlottesville City Council met in work session on Tuesday, February 16, 2021, to hear reports. The meeting was held electronically pursuant to local ordinance #O-20-154a adopted December 10, 2020, to ensure the continuity of government and prevent the spread of disease during the coronavirus pandemic. Mayor Walker called to order at 4:04 p.m. and Clerk of Council Kyna Thomas called the roll, noting the following members present: Mayor Nikuyah Walker, Vice Mayor Sena Magill, and Councilors Heather Hill, Michael Payne, and Lloyd Snook. REPORTS 1. Report: Monthly Financial Report Ryan Davidson, Senior Budget and Management Analyst, made the presentation and advised that not much changed from the prior month forecast. Council questions about taxes were answered by Ryan Davidson and Commissioner of the Revenue Todd Divers. 2. Report: Thomas Jefferson Area Community Criminal Justice Board report Vice Mayor Magill introduced Neal Goodloe, Criminal Justice Planner, who presented the report. He noted an increase in the City of Charlottesville population over the last decade and shared trends in crimes and bookings. He concluded the following: • Reported crime in all three major categories has fallen significantly in Charlottesville over the past decade. • Charlottesville’s share of bookings and bed days expended at ACRJ has also dropped significantly, compared to the other two member jurisdictions (Albemarle and Nelson). • Increases in felony bookings and bed days expended are associated almost exclusively with inmates age 50 or older. Incarceration rates among 18‐24 year-olds have dropped sharply. • The average length of a Charlottesville inmate’s stay has dropped significantly, resulting in fewer bed days expended at ACRJ over the decade. • Felony probation violations remain the most expensive charge type, in terms of bed days expended. However, the number of bed day expenditures associated with a felony probation violation have fallen in recent years. Page 3 of 144 • Charlottesville is the only CCJB member jurisdiction that had a per capita decrease in jail bed day costs from 2010 to 2019. Mr. Goodloe answered questions from Council. 3. Housing Plan Report Cville Plans Together consultants Jennifer Koch, Sarah Kirk and Phillip Kash with HR&A, made the presentation, noting that since December, several revisions were made to the Affordable Housing Plan based on community, Steering Committee, Council, Planning Commission, and staff feedback, the most significant of which were: • The addition of an overview of the recommended timeframe of implementation for tool recommendations (starting on page 18). • Clarifications and messaging adjustments on the $10M annual budget for affordable housing, to recognize current financial commitments in the coming years as well as the need for potential additional revenue sources (starting on page 49). - Page 51 demonstrates the scale of Charlottesville’s current commitment relative to other cities. • Additional recommendations and details related to affordable homeownership strategies (in summary on page 17 and in more detail starting on page 134). • More detail about opportunities for regional collaboration & strategies to directly address racial equity in the introduction (starting page 24). • Additional context related to the housing challenges section (starting page 36). • Inclusion of energy efficiency, aging in place, and support for those with disabilities as part of subsidies for owner-occupied rehabilitation (page 147). • Additional support for energy efficiency for multifamily projects through the acquisition fund (page 120). • Additional focus on the potential for a regional housing body (page 164), as well as a joint regional funding agreement (page 67). • Clarifications around the potential for increased tenants’ rights for cases in which the City is contributing funds (page 100). Consultants answered questions for Council and advised that they could provide more data via email at Council request. Mayor Walker asked for an individual meeting with consultants to review her questions. The meeting adjourned at 5:43 p.m. BY Order of City Council BY Kyna Thomas, Clerk of Council Page 4 of 144 5:30 PM CLOSED MEETING The Charlottesville City Council met in an electronic meeting on Tuesday, February 16, 2021, in accordance with local ordinance #O-20-154a, adopted December 10, 2020, to ensure continuity of government and prevent the spread of disease during the coronavirus pandemic. Mayor Nikuyah Walker called the meeting to order at 5:43 p.m. with the following members present: Mayor Nikuyah Walker, Vice Mayor Sena Magill, and Councilors Heather Hill, Michael Payne and Lloyd Snook. On motion by Councilor Hill, seconded by Councilor Magill, Council voted 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; Noes: none) to convene in closed session as authorized by Virginia Code Sections 2.2-3711 and 2.2- 3712, specifically: • Section 2.2-3711(A)(1) for discussion and consideration of candidates for appointment to the Police Civilian Review Board, • Section 2.2-3711(A)(7) for consultation with legal counsel regarding specific contractual claims and probable litigation, as well as the pending litigation with Albemarle County regarding recreational use of Ragged Mountain Reservoir, and • Section 2.2-3711(A)(8) for consultation with legal counsel regarding the February 3, 2021 Memo to City Council from the Acting City Attorney. On motion by Councilor Hill, seconded by Councilor Magill, Council certified by the following vote: 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; 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 6:57 p.m. BY Order of City Council BY Kyna Thomas, Clerk of Council 6:30 PM REGULAR MEETING The Charlottesville City Council met in an electronic meeting on Tuesday, February 16, 2021, in accordance with local ordinance #O-20-154a, adopted December 10, 2020, to ensure continuity of government and prevent the spread of disease during the coronavirus pandemic. Mayor Nikuyah Walker called the meeting to order at 6:58 p.m. with the following members present: Mayor Nikuyah Walker, Vice Mayor Sena Magill, and Councilors Heather Hill, Michael Payne and Lloyd Snook. Page 5 of 144 City Council observed a moment of silence. On motion by Councilor Hill, seconded by Councilor Snook, Council unanimously approved the meeting agenda. ANNOUNCEMENTS Mayor Walker welcomed new City Manager Chip Boyles. RECOGNITIONS/PROCLAMATIONS Vice Mayor Magill read a Resolution of Appreciation for Benefit Program Specialists Month. BOARD/COMMISSION APPOINTMENTS Councilor Payne remarked that interviews for the Police Civilian Review Board would be scheduled for the upcoming week in a special meeting. CONSENT AGENDA* Clerk of Council Kyna Thomas read the following Consent Agenda items into the record: 1. MINUTES: January 19 special meeting, January 28 Schools budget work session, February 3 budget work session 2. APPROPRIATION: Housing Opportunities for People with AIDS/H.I.V. (H.O.P.W.A.) Grant Award - $20,000 (2nd reading) APPROPRIATION Housing Opportunities for People with AIDS/H.I.V. Grant $20,000 WHEREAS, The City of Charlottesville, through the Department of Human Services, has received the H.O.P.W.A. Grant from the Virginia Department of Housing and Community Development in the amount of $20,000 NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the sum of $20,000 is hereby appropriated in the following manner: Page 6 of 144 Revenues $20,000 Fund: 209 IO: 1900390 (H.O.P.W.A.) G/L: 430120 Federal Pass-Thru State Expenditures $20,000 Fund: 209 IO: 1900390 (H.O.P.W.A.) G/L: 530550 Contracted Services BE IT FURTHER RESOLVED, that this appropriation is conditioned upon receipt of $20,00 in funds from the Virginia Department of Housing and Community Development. 3. APPROPRIATION: 2020 Local Emergency Management Performance Grant – Supplemental (EMPG-S) - $99,608 (2nd reading) APPROPRIATION 2020 Local Emergency Management Performance Grant – Supplemental (EMPG-S) $99,608.00 WHEREAS, the Virginia Department of Emergency Management (VDEM) and the U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) has awarded a 2020 Local Emergency Management Performance Grant (LEMPG) CFDA 97.042 to the Fire Department, through the City of Charlottesville, specifically for a mobile vaccination and testing van; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that a total of $99,608.00 be appropriated in the following manner: Expenditure Transfer from: $49,804.00 Fund: 106 Cost Center: 3201001001 G/L Account: 561209 Revenues - $99,608.00 $49,804.00 Fund: 209 I/O: 1900398 G/L Account: 430120 Transfer to: $49,804.00 Fund: 209 I/O: 1900398 G/L Account: 498010 Expenditures - $99,608.00 $49,804.00 Fund: 209 I/O: 1900398 G/L Account: 599999 Transfer to: $49,804.00 Fund: 209 I/O: 1900398 G/L Account: 599999 Page 7 of 144 BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the reimbursement of funds from the Virginia Department of Emergency Management. 4. RESOLUTION: Community Development Block Grant 2020-2021 Albemarle Home Improvement Program Contingency Plan: 2020-2021 Minor Annual Action Plan Amendment RESOLUTION Approval of FY 2020-2021 Minor Annual Action Plan Amendment BE IT RESOLVED, that the Charlottesville City Council hereby approves the FY 2020 - 2021 Minor Action Plan Amendment of the 2018-2022 Consolidated Plan. The contingency plan for Albemarle Home Improvement Program (AHIP) will assist the City and the subrecipient meet CDBG timeliness goals. The remaining 2020-2021 CDBG AHIP balance is to be spent on one home rehabilitation project. 5. RESOLUTION: City Market Sublease 2021 RESOLUTION APPROVING CITY MARKET SUBLEASE 2021 BE IT RESOLVED by the Council of the City of Charlottesville, Virginia, that the proposed sublease between the City of Charlottesville and Skyview Parking, LLC, for a term beginning April 1, 2021, and concluding on December 18, 2021, is hereby approved. Mayor Walker opened the floor for comment from the public on the Consent Agenda. No one came forward to speak. On motion by Councilor Hill, seconded by Councilor Snook, Council by a vote of 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; Noes: none) APPROVED the Consent Agenda, pulling Item #4 for a separate vote at the request of Mayor Walker. On motion by Councilor Hill, seconded by Councilor Snook, Council by a vote of 4-1 (Ayes: Hill, Magill, Payne, Snook; Noes: Walker) APPROVED the resolution for Community Development Block Grant 2020-2021 Albemarle Home Improvement Program Contingency Plan: 2020-2021 Minor Annual Action Plan Amendment. Page 8 of 144 CITY MANAGER RESPONSE TO COMMUNITY MATTERS City Manager Chip Boyles had no remarks. This was his first City Council meeting as Charlottesville City Manager. COMMUNITY MATTERS The following members of the community spoke: Jessica Manly city resident, spoke about the need for an overpass or lighted crosswalk and better sidewalks at High St./ Hazel St. Betsy L. Roettger spoke about Council credit card policy. She asked that the credit card policy include a way to offer gifts to community members to encourage participation. Josh Carp, city resident, spoke in opposition to a new downtown parking structure. about Capital Improvement Plan Budget Myra Anderson, city resident, spoke about the need to solicit feedback from the African- American community and descendant families of enslaved people before designing a new Slave Auction Block Marker or an Enslavement Museum. Don Gathers, city resident, requested that Council consider taking care of people before taking care of infrastructure projects, noting that two homeless people died in the city during a recent winter weather event. He also spoke about recent issues involving Council credit card spending and spoke in support of compensating citizens for their time. Dr. Wes Bellamy, city resident, spoke about "Stop the Violence" training and thinking outside the box to solve community issues. Tanesha Hudson spoke about credit card usage by City Council and treatment of Mayor Walker. Emily Dreyfus, speaking on behalf of the Legal Aid Justice Center, asked Council to keep affordable housing a budget priority. Mayor Walker made comments about the February 3, 2021, memo from Acting City Attorney Lisa Robertson and her desire to have a public discussion. Councilor Hill spoke in support of a system of checks and balances. Councilor Snook spoke in support of a Council spending policy and about his recent comments on a slush fund. Page 9 of 144 The meeting recessed at 7:51 p.m. and reconvened at 8:08 p.m. Mayor Walker advised that she was interested in following up on the comments from Don Gathers to prevent similar deaths from occurring in the future. ACTION ITEMS PUBLIC HEARING: FY2020-2021 CDBG Substantial Action Plan Amendment and Reprogramming 2019 CDBG funds for COVID-19 Public Services (carried) a. Appropriation of Funds for 2020-2021 Community Development Block Grant COVID Rental Relief - $244,950.82 b. Approval of FY 2020-2021 Substantial Action Plan Amendment of the 2018-2022 Consolidated Plan Erin Atak, Grants Coordinator, provided a summary of the request and answered a clarifying question for Vice Mayor Magill. Mayor Walker opened the public hearing and the following community members spoke: - Brandon Collins, resident and board member for Public Housing Association of Residents (PHAR), spoke in support of the Housing Authority application through the rent relief program. - Peter Krebs, city resident, spoke in support of the Franklin Sidewalk Project. Mayor Walker closed the public hearing. Councilor Hill asked about delays in the project. Tim Motsch, Franklin Street Sidewalks Program Coordinator, was able to provide input about stormwater management issues that were affecting the project. Council agreed to carry the item forward to the March 1. 2021 consent agenda. ORDINANCE: Local COVID Ordinance Status Review Councilor Snook introduced the item, noting recent requests made by Little League. He reviewed two options: amending the City ordinance in place or rescinding the local ordinance in order to align with State regulations. Page 10 of 144 Mayor Walker made remarks in favor of being mindful of ensuring safety for employees who would be affected by less restrictive Covid-19 measures and being placed in higher-risk areas, as well as providing them with health benefits. Acting City Attorney Lisa Robertson provided additional information about options for ordinance wording. Todd Brown, Director of Parks and Recreation, spoke about other programs that would be considered once a decision about Little League was made. He shared thoughts about employee status of those who would normally hold jobs involved with department programming. Councilor Hill shared mental health benefits of outdoor play and concerns about staying in alignment with the County of Albemarle. Councilor Payne spoke in support of amending the ordinance to align with the Governor's orders on outdoor activities. Mayor Walker shared information about local sports teams that had to end their seasons because of exposure to Covid-19. Vice Mayor Magill spoke in favor of aligning with Albemarle County. On motion by Councilor Hill, seconded by Councilor Snook, Council by a vote of 4-1 (Ayes: Hill, Magill, Payne, Snook; Noes: Walker) APPROVED the Ordinance. ORDINANCE TO AMEND AND RE-ENACT THE ORDINANCE ADOPTED ON DECEMBER 10, 2020 TO PREVENT THE SPREAD OF THE NOVEL CORONAVIRUS, SARS–CoV–2, AND THE DISEASE IT CAUSES, COMMONLY REFERRED TO AS COVID-19. Mayor Walker advised of a need to have a broader conversation about employees. RESOLUTION: Regional Equity Joint Memorandum of Understanding Kaki Dimock. Director of Human Services, shared an updated Memorandum of Understanding, previously introduced in October 2020. She advised of an additional meeting on February 19 among City, County and University staff. On motion by Councilor Snook, seconded by Vice Mayor Magill, Council by the Page 11 of 144 following vote APPROVED the resolution: 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; Noes: none). RESOLUTION WHEREAS, the City of Charlottesville, the County of Albemarle, and the University of Virginia are committed to the provision of quality services to our entire community regardless of ethnicity, race, color, sex, sexual orientation, religion, language competence, socioeconomic status, physical health, mental health, disability, gender identification or expression, age, cognitive ability, physical ability, cultural affiliation, national or ethnic origin, immigration status, family structure, veteran status, political affiliation, or employment status; and WHEREAS, the City, the County, and the University are uniquely poised to promote an equitable and welcoming community by increasing accessibility, promoting unity, and honoring diversity; and WHEREAS, the City, the County, and the University recognize and affirm their shared responsibility in advancing equity and inclusion in our regional community and seek to work in partnership to achieve their mutual goals; and WHEREAS, the City, the County, and the University recognize the importance of collaboration in creating a more equitable, inclusive, and welcoming community; and WHEREAS, while the City, the County, and the University recognize that each locality’s first and main priority is to serve the residents of their own jurisdictions, we pledge to: ○ Evaluate current programs and policies and modify appropriately to address deficiencies ○ Collectively invest, with allocated resources, in supporting programs and initiatives ○ Set measurable goals and monitor progress of diversity, equity, and inclusion efforts ○ Use available tools (such as the Equity Atlas and impact assessment tools) to support data-informed decision making ○ Deepen our commitment to improved inclusivity and equity in the communities we serve ○ Evaluate services and relationships through an equity lens that affect our communities ○ Identify underserved communities through outreach and community partnership ○ Implement programs and develop partnerships that close opportunity gaps ○ Work to achieve alignment in both priorities and strategies employed to improve regional outcomes ○ Designate resources including staff member(s) assigned to promote success Page 12 of 144 NOW, THEREFORE, BE IT RESOLVED that the City Council of Charlottesville hereby agrees to this Memorandum of Understanding committing to developing and enacting plans to identify mutually beneficial ways to cooperate and communicate where possible. This Memorandum of Understanding shall begin on the date of signatures by the Mayor of the City of Charlottesville, the Chair of the Board of Supervisors of Albemarle County, University of Virginia President James Ryan as authorized by their respective bodies. RESOLUTION: Interrupt the Violence donation Mayor Walker introduced the request and advised that a training took place earlier in the day. She shared background on the initiative and impacts of violence on families. Se advised of a need to adjust the original request to accommodate for the purchase of a meal during training. On motion by Councilor Hill, seconded by Vice Mayor Magill, Council by the following vote APPROVED the resolution: 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; Noes: none). RESOLUTION ALLOCATING CITY COUNCIL STRATEGIC INITIATIVES FUNDINGTO SUPPORT AN “INTERRUPT THE VIOLENCE” TRAINING PROGRAM PROVIDED TO CITY RESIDENTS BE IT RESOLVED by the City Council of the City of Charlottesville, Virginia, pursuant to authority set forth within Virginia Code §15.2-953, THAT a charitable donation is hereby approved to be made to Guns Down, Inc., a 501(c)(3) corporation organized under the laws of the state of New York, in the amount of $20,480.00, said donation of funds to be used exclusively for and in support of the “Interrupt The Violence” training services to be provided to residents of the City of Charlottesville by various stakeholders on February 16-20, 2021. BE IT FURTHER RESOLVED that the aforesaid amount shall be paid to Guns Down, Inc. from currently-appropriated funds in the City Council Strategic Initiatives account in the General Fund, in support of the local Interrupt The Violence Training Program, as follows: $ 20,480.00 Fund: 105 Cost Center: 10110010000 GENERAL BUSINESS REPORT: Street Designation Policy and Marker update Jeff Werner, Historic Preservation & Design Planner, introduced the report and presented the Page 13 of 144 recommendations from the Historic Resources Commission (HRC). Councilors thanked HRC members for their work. Councilor Payne asked about comments that were made specifically about the Henry Martin Way application. Rachel Lloyd, Chair of the HRC, was able to add context to recommendations made by the committee. Councilor Hill suggested a meeting between Council and the HRC to provide direction on the scope of the committee. On motion by Vice Mayor Magill, seconded by Councilor Snook, Council agreed unanimously to vote on honorary street designations for Black History Pathway and Byers Snookie Way. On motion by Councilor Hill, seconded by Vice Mayor Magill, Council by the following vote APPROVED honorary street designations for Black History Pathway and Byers Snookie Way: 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; Noes: none). DISCUSSION: Capital Improvement Plan projects (continued from 2/3/21 budget work session and 2/9/21 Planning Commission hearing) Mayor Walker began the discussion and Councilor Hill provided a summary of recent activity. City Manager Boyles shared information from recent meetings with Albemarle County Administrator Jeff Richardson and Chris Engel, Director of Economic Development regarding downtown parking. He advised that the agreement with the County would be honored; however, the way it would be honored would be further reviewed; and further evaluation of parking needs during and post-Covid would be needed. Councilors shared the desire to have a comprehensive review of parking needs. Mr. Boyles advised that time would be needed to reassess and look at transit solutions. Mayor Walker asked whether the existing businesses would be able to remain past the originally expected October 2021 lease end dates. Chris Engel advised that delays could have adverse impacts. Councilor Snook spoke in support of moving funds from the Market Street Garage project to the West Main Streetscape project. Mayor Walker asked about funding for other priorities like signalization. She emphasized the need to link priorities to projects. Councilors discussed the amount of time, funds and public engagement involved in the West Page 14 of 144 Main Streetscape Project, and discussed unknowns surrounding the capital budget for Schools and the East Main Street Garage project. Staff provided answers to Council questions about timing, Virginia Department of Transportation (VDOT) funding, and the agreement with UVA for funding related to Stage 4 of the West Main Streetscape Project. Regarding the Parking Garage, the timeline would be based on the Memorandum of Agreement with the County. Mr. Boyles advised that the City would have to discuss timelines with VDOT. Director of Public Works David Brown advised that staff is continuing to move forward and would need to evaluate scope changes if funding is reduced. Director of Economic Development Chris Engel shared information about the parking structure project timeline and advised that a minor delay could be accommodated, but a substantial delay would impact the project plans. City Engineer Jack Dawson advised of right-of-way requirements and advised that delays would impact negotiations with VDOT. Mr. Boyles advised that staff would continue working and bring back a recommendation or options for Council to consider at a meeting in early April. Krisy Hammill advised that budget decisions would need to be made according to budget deadlines, as the budget proposal was being firmed for presentation on March 1, and final budget to be adopted in April. DISCUSSION: Credit Card Policy Council discussed holding a work session to develop the credit card policy for Council. The date of March 23, 2021, at 3:00 p.m. was selected for the work session. OTHER BUSINESS On motion by Councilor Hill, seconded by Vice Mayor Magill, Council by the following vote authorized Acting City Attorney Lisa Robertson to authorize the law firm of Zunka, Milnor & Carter to represent the City in connection with the Court’s hearing of all of the pending motions, scheduled for March 1, 2021, in the litigation with Albemarle County over recreational uses of Ragged Mountain Reservoir: 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; Noes: none). MATTERS BY THE PUBLIC Ang Conn spoke of her disappointment with Council focusing discussion on the building of a new parking garage and advised Council to focus on helping people. Page 15 of 144 Pastor Marvin Morgan spoke about a proposed Court Square Enslavement Museum. Councilor Hill provided a response about engagement with the descendant community. Yasmine Washington asked whether reconfiguration for Buford and Walker had been considered separately. Mayor Walker replied that feedback from the consultants would determine the discussion of priorities. Don Gathers spoke about black leaders being targeted. He also asked about the status of Black Lives Matter Boulevard honorary designation. Rory Stolzenberg commented on Council's earlier discussion about delay of the parking structure at 7th and Main and encouraged evaluation of all options. Tanesha Hudson spoke about race issues with treatment of black people in leadership positions. Mayor Walker advised of the need to improve communication and to address concerns when they are brought to light. Councilors agreed that there is a need to create a healthier environment. The meeting adjourned at 10:56 p.m. BY Order of City Council BY Kyna Thomas, Clerk of Council Page 16 of 144 CITY COUNCIL SPECIAL MEETING February 19, 2021 Virtual/electronic meeting via Zoom 12:00 PM SPECIAL MEETING The Charlottesville City Council met in a special meeting on Friday, February 19, 2021. The meeting was held electronically in accordance with local ordinance #O-20-154a adopted December 10, 2020, to ensure continuity of government and prevent the spread of disease during the coronavirus pandemic. Mayor Walker called the meeting to order at 12:17 p.m. with the following members present: Mayor Nikuyah Walker, Vice Mayor Sena Magill, Councilors Heather Hill, Michael Payne and Lloyd Snook. On motion by Councilor Hill, seconded by Vice Mayor Magill, Council voted 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; Noes: none) to convene in closed session as authorized by Virginia Code Sections 2.2-3711 and 2.2- 3712, specifically: - Section 2.2-3711(A)(1), for discussion and consideration of prospective candidates for appointment to the Charlottesville Police Civilian Review Board. On motion by Councilor Hill, seconded by Vice Mayor Magill, Council certified by the following vote: 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; 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 closed meeting adjourned at 1:54 p.m. The open special meeting resumed at 1:54 p.m. On motion by Councilor Hill, seconded by Councilor Snook, Council voted 5-0 (Ayes: Hill, Magill, Payne, Snook, Walker; Noes: none) to appoint Jeffrey Fracher to the Charlottesville Police Civilian Review Board. Mayor Walker adjourned the meeting at 1:56 p.m. BY Order of City Council BY Kyna Thomas, Clerk of Council Page 17 of 144 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: March 15, 2021 Action Required: Approval and Appropriation Presenter: Kaki Dimock, Director, Human Services Staff Contacts: Kaki Dimock, Director, Human Services Title: COVID Homelessness Emergency Response Program (C.H.E.R.P.) – H.M.I.S. Grant Award ($29,786) Background: A C.O.V.I.D. Homelessness Emergency Response Program grant of $29,786 has been awarded for the expenses associated with the maintenance and use of the datakeeping system called the Homelessness Management Information System (H.M.I.S.) required by both the U.S. Department of Housing and Urban Development and the Virginia Department of Housing and Community Development. The Thomas Jefferson Area Coalition for the Homeless plans, designs and coordinates the local homelessness continuum of care and is the provider of record for data collection. Discussion: The City of Charlottesville has staff from the departments of Human Services and Social Services taking leadership roles in the governance of T.J.A.C.H. This grant supports the additional costs associated with maintaining the required data associated with the C.O.V.I.D. global pandemic. Community Engagement: This grant and plan are the product of extensive engagement of the service provider community for persons experiencing homelessness. This partnership is reflective of the new governance model for T.J.A.C.H. and the priority requests of the Interfaith Movement Promoting Action by Congregations Together (IMPACT). Alignment with City Council’s Vision and Strategic Plan: This grant advances the City of Charlottesville’s Strategic Plan Goal #1 of an inclusive community of self-sufficient residents. Specifically, it will facilitate the objective of increasing affordable housing options. Budgetary Impact: This grant will be entirely Federal pass-through funds. No local match is required. There is no Page 18 of 144 budget impact for the City of Charlottesville. All funds will be distributed to sub-recipients for service provision. Recommendation: Staff recommends approval and appropriation of grant funds. Alternatives: Council may elect to not accept the funds and the community will not have the capacity to administer the following services to persons experiencing a housing crisis:. Emergemcy low- barrier shelter, coordinated assessment, rapid rehousing, H.M.I.S., coalition coordination and administration. Attachments: Appropriation Page 19 of 144 APPROPRIATION COVID Homelessness Emergency Response Program (C.H.E.R.P.) H.M.I.S. Grant Amendment $29,786 WHEREAS, The City of Charlottesville, through the Department of Human Services, has received the C.H.E.R.P. Grant from the Virginia Department of Housing and Community Development in the amount of $29,786. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville,Virginia that the sum of $29,786 is hereby appropriated in the following manner: Revenues $29,786 Fund: 209 IO: 1900402 G/L: 430120 Federal Pass Thru Expenditures $29,786 Fund: 209 IO: 1900402 G/L: 530550 Contracted Services BE IT FURTHER RESOLVED, that this appropriation is conditioned upon receipt of $29,786 in funds from the Virginia Department of Housing and Community Development. Page 20 of 144 Page 21 of 144 Page 22 of 144 Page 23 of 144 Page 24 of 144 Page 25 of 144 Page 26 of 144 Page 27 of 144 Page 28 of 144 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: March 15, 2021 Action Required: Approval and Appropriation Presenter: Kaki Dimock, Director, Human Services Staff Contacts: Kaki Dimock, Director, Human Services Title: COVID Homelessness Emergency Response Program (C.H.E.R.P.) Grant Award ($806,594) Background: The Department of Human Services in coordination with the Thomas Jefferson Area Coalition for the Homeless (T.J.A.C.H.) and the Service Provider Council (S.P.C.), applied for and received a grant from the Virginia Department of Housing and Community Development. The orginial COVID Supplement for the Virginia Housing Solutions Program award of $283,742 was granted and then amended to a total of $806,594 and the contract period extended to September 20, 2022. Discussion: The City of Charlottesville has staff from the departments of Human Services and Social Services taking leadership roles in the governance of T.J.A.C.H. The grant provides services in several points along the local continuum of services: $628,783 for emergency shelter services $133,000 for rapid re-housing services $44,811 for administrative expenses Community Engagement: This grant and plan are the product of extensive engagement of the service provider community for persons experiencing homelessness. This partnership is reflective of the new governance model for T.J.A.C.H. and the priority requests of the Interfaith Movement Promoting Action by Congregations Together (IMPACT). Alignment with City Council’s Vision and Strategic Plan: This grant advances the City of Charlottesville’s Strategic Plan Goal #1 of an inclusive community of self-sufficient residents. Specifically, it will facilitate the objective of increasing affordable housing options. Page 29 of 144 Budgetary Impact: This grant will be entirely Federal pass-through funds. No local match is required. There is no budget impact for the City of Charlottesville. All funds will be distributed to sub-recipients for service provision. Recommendation: Staff recommends approval and appropriation of grant funds. Alternatives: Council may elect to not accept the funds and the community will not have the capacity to administer the following services to persons experiencing a housing crisis:. Emergemcy low- barrier shelter, rapid rehousing, coordination and administration. Attachments: Appropriation & Contract Documents Page 30 of 144 APPROPRIATION C.H.E.R.P. Grant Amendment $806,594 WHEREAS, The City of Charlottesville, through the Department of Human Services, has received the C.H.E.R.P. Grant from the Virginia Department of Housing and Community Development in the amount of $806,594. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville,Virginia that the sum of $806,594 is hereby appropriated in the following manner: Revenues $806,594 Fund: 209 IO: 1900401 G/L: 430120 Federal Pass Thru Expenditures $806,594 Fund: 209 IO: 1900401 G/L: 530550 Contracted Services BE IT FURTHER RESOLVED, that this appropriation is conditioned upon receipt of $806,594 in funds from the Virginia Department of Housing and Community Development. Page 31 of 144 Page 32 of 144 Page 33 of 144 Page 34 of 144 Page 35 of 144 Page 36 of 144 Page 37 of 144 Page 38 of 144 Page 39 of 144 Page 40 of 144 Page 41 of 144 Page 42 of 144 Page 43 of 144 Ordinance Page 44 of 144 Page 45 of 144 ORDINANCE DESIGNATING CERTAIN TREES AS PROTECTED TREES UNDER THE CITY’S TREE CONSERVATION ORDINANCE WHEREAS, the City of Charlottesville (the City) adopted a Tree Conservation Ordinance on November 4, 2013 to preserve certain significant trees within the City of Charlottesville; and WHEREAS, per Section 18-5 et seq. of the City Code (Tree Conservation Ordinance), the City Arborist and Tree Commission may make recommendations to Council on a quarterly basis to consider designation of certain trees as Heritage, Memorial, Specimen, or Street trees; and WHEREAS, the Tree Commission has nominated and recommends that the following trees be afforded protection through the Tree Conservation Ordinance: (1) White Ash (Fraximus americana) at McIntire Building, as a Specimen Tree; (2) American Elm (Ulmus americana) at Clark School, as a Specimen Tree; (3) Bur-Post Oak (Quercus stellata) at Maplewood Cemetery, as a Specimen Tree; (4) Sycamore (Platanus occidentalis) at Riverview Park, Chesapeake Street at Riverside Avenue, as a Specimen Tree; (5) Shumard Oak (Quercus shumardii) At Rugby Road at 250 Bypass, as a Memorial Tree and Street Tree; and (6) Southern Red Oak (Quercus falcata) at Oakwood Cemetery, as a Specimen Tree. WHEREAS, the City Arborist concurs with the recommendations of the Tree Commission; and WHEREAS, City Council has considered the report and recommendation of the City Arborist and the Tree Commission, and conducted a public hearing on April 5, 2021; NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Charlottesville that: 1. The nominated White Ash at McIntire Building, the Elm at Clark School, the Sycamore at Riverview Park, the Bur-Post Oak at Maplewood Cemetery, and the Southern Red Oak at Oakwood Cemetery are hereby designated as Specimen Trees; and 2. The nominated Shumard Oak at Rugby Road/250 bypass is hereby designated as a Memorial Tree and Street Tree. Page 46 of 144 Page 47 of 144 Page 48 of 144 Page 49 of 144 Page 50 of 144 Page 51 of 144 Page 52 of 144 Page 53 of 144 Page 54 of 144 Page 55 of 144 Page 56 of 144 Page 57 of 144 Page 58 of 144 Page 59 of 144 Page 60 of 144 Page 61 of 144 Page 62 of 144 Page 63 of 144 Page 64 of 144 Page 65 of 144 Page 66 of 144 Page 67 of 144 Page 68 of 144 Page 69 of 144 Page 70 of 144 Page 71 of 144 Page 72 of 144 Page 73 of 144 Page 74 of 144 Page 75 of 144 Page 76 of 144 Page 77 of 144 Page 78 of 144 Page 79 of 144 Page 80 of 144 Page 81 of 144 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 5, 2021 Action Required: Public Hearing and Approval of Appropriation (1st Reading) Staff Contacts: Chip Boyles, City Manager Presented By: Chip Boyles, City Manager Ryan Davidson, Sr. Budget and Management Analyst Khristina Hammill, Sr. Budget and Management Analyst Title: Public Hearing on Budget/First Reading of FY 2022 Budget Appropriation Background: The FY 2022 Budget Appropriation reflects the City Manager’s Proposed Budget and amendments made by Council since the original presentation by the City Manager on March 1, 2021. This will be the formal public hearing and first reading of the FY 2022 Budget Appropriation. Discussion: The appropriation sets forth the budget for the FY 2021-22 Fiscal Year. The amounts included reflect the City Manager’s Proposed Budget and amendments that have been discussed and requested by Council as part of the budget development process. The final Budget for FY 2022 will be approved and adopted on April 13, 2021. Community Engagement: Tonight’s meeting includes a public hearing on the budget and continues a series of public engagement opportunities around the budget. Alignment with City Council’s Vision and Strategic Plan: This budget aligns with Council’s Vision and Strategic Plan and is detailed in the budget document. Budgetary Impact: This is the first of two readings to adopt the final budget for Fiscal Year 2022. Recommendation: Approval and Appropriation (1st reading) Alternatives: N/A Attachments: 1. Amendments to the FY 2022 City Manager’s Proposed Budget 2. FY 2022 Budget Appropriation Page 82 of 144 Amendments to the FY 2022 Proposed General Fund Budget Manager's Recommended FY 22 Revenue Estimates $ 190,689,839 Amendments to FY 22 Revenue Estimates Decrease Revenues Designated Revenues City/County Revenue Sharing - Transfer to Capital Improvement Program (255,000) Increase Revenues Licenses and Permits Business and Professional Licenses 950,000 Reimbursement for Constitutional Officers 73,004 City/County Revenue Sharing City/County Revenue Sharing - Operations 255,000 Transfers from Other Funds Landfill Reserve Fund 500,000 Total Revenue Amendments $ 1,523,004 Total Amended FY 22 General Fund Revenue Estimates $ 192,212,843 Manager's Recommended FY 22 Expenditures $ 190,689,839 Amendments to FY 22 Expenditures Increase Expenditures Employee Compensation and Training Employee Cost of Living Adjustment - 2% 1,060,000 Non Departmental Citywide Reserve - Performance Management/Strategic Planning 190,041 Contribution to Ivy Landfill 500,000 Outside and Nonprofits Agencies Contractual Agencies Jefferson Madison Regional Library 35,000 Public Defender's Office 1,191 Virginia Cooperative Extension 1,852 Blue Ridge Juvenile Detention Center 4,844 Vibrant Community Fund Agencies Computers 4 Kids (C4K) 13,025 Legal Aid Justice Center 57,500 Offender Aid and Restoration (OAR) 55,518 Public Housing Association of Residents (PHAR) 21,000 City Departments City Manager's Office - Deputy City Manager Salary and Benefits Restoration 59,271 Director of Human Rights - Salary and Benefits Adjustments 32,550 Public Works - Personnel to help with the Climate Action Plan 125,000 Decrease Expenditures City Departments Police Budget Reduction for School Crossing Guards transitioned to CCS (55,307) Outside and Nonprofits Agencies Albemarle/Charlottesville Regional Jail (323,481) Designated Expenditures Transfer to the Capital Improvement Program (255,000) Total Expenditure Amendments $ 1,523,004 Total Amended FY 22 General Fund Expenditures $ 192,212,843 Page 83 of 144 City Council Amendments to the FY 2022 Proposed Capital Improvement Program Budget Manager's Recommended FY 22 Revenue Estimates $ 27,866,913 Amendments to FY 22 Revenue Estimates Decrease Revenues Transfer from the General Fund (255,000) Total Revenue Amendments $ (255,000) Total Amended FY 22 Capital Improvement Fund Revenue Estimates $ 27,611,913 Manager's Recommended FY 22 Expenditures $ 27,866,913 Amendments to FY 22 Expenditures Decrease Expenditures Police Mobile Data Terminals (255,000) Total Expenditure Amendments $ (255,000) Total Amended FY 22 Capital Improvement Fund Expenditures $ 27,611,913 Page 84 of 144 RESOLUTION ADOPTING THE BUDGET FOR THE CITY OF CHARLOTTESVILLE FOR THE FISCAL YEAR BEGINNING JULY 1, 2021 AND ENDING JUNE 30, 2022 AND PROVIDING FOR THE ANNUAL APPROPRIATION OF FUNDS FOR SUCH FISCAL YEAR. I. ADOPTION OF BUDGET WHEREAS, pursuant to Section 19 of the City Charter and Section 15.2-2503 of the Code of Virginia, the City Manager has caused to be prepared and presented to City Council a proposed budget for the fiscal year beginning July 1, 2021, and ending June 30, 2022; and WHEREAS, a synopsis of such proposed budget has been published in the Daily Progress, a newspaper of general circulation in the City, and notice duly given in such newspaper and public hearings held thereon on March 16, 2020 and April 5, 2021, and the estimates of revenues and expenditures therein debated and adjusted by City Council in open public meetings, all as required by the City Charter and Section 15.2-2506 of the Code of Virginia. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Charlottesville that such document, the statements of fiscal policy set forth therein, and the estimates of revenues and expenditures therein proposed by the City Manager and debated and adjusted by the City Council, are hereby adopted as the annual budget of the City of Charlottesville, for informative and fiscal planning purposes only, for the fiscal year beginning July 1, 2021, and ending June 30, 2022; and that a true and correct copy of the same, as adopted, shall be kept on file in the records of the Clerk of the Council. II. GENERAL FUND APPROPRIATIONS BE IT RESOLVED by the Council of the City of Charlottesville that: A. The sums hereinafter set forth are estimated as General Fund revenues for the fiscal year beginning July 1, 2021. Local Taxes Real Estate Taxes $80,277,442 Personal Property Tax 9,741,000 Public Service Corporation Tax 1,542,930 Penalty/Interest on Delinquent Taxes 415,000 Utility Services Consumer Tax (Gas, Water, Electric) 4,500,000 Virginia Communications Sales and Use Tax 2,400,000 Tax on Bank Stock 1,200,000 Tax on Wills and Deeds 725,000 Sales and Use Tax 12,000,000 Rolling Stock Tax 18,040 1 Page 85 of 144 Transient Occupancy (Lodging) Tax 5,000,000 Meals Tax 10,700,000 Short-Term Rental Tax 60,000 Cigarette Tax 550,000 Vehicle Daily Rental Tax 82,500 Total Local Taxes $129,211,912 Licenses and Permits Business and Professional Licenses $7,000,000 Vehicle Licenses 890,000 Dog Licenses 6,000 Electrical and Mechanical Permits 330,000 Building and Plumbing Permits 550,000 Temporary Parking Permits 375,000 Site Plans 75,000 Other Permits 150,000 Total Licenses and Permits $9,376,000 Intergovernmental Revenue Revenue from State Agencies PPTRA Revenue (State Personal Property Tax) $3,498,256 State Highway Assistance 4,263,654 Reimbursement/Constitutional Offices 1,833,737 State Aid for Police Protection 2,238,352 Trailer Title 1,200 DMV Select Office Commissions 35,000 Other State Assistance: Misc. Rev 50,000 Revenue from Other Intergovernmental Sources Regional Library Administrative Fee 117,144 Crisis intervention Team Revenue 105,910 Fire Department Ops (Albemarle County) 200,000 Fire Department Ops (UVA) 353,000 Juvenile & Domestic Relations Court (Albemarle County) 60,944 Juvenile & Domestic Relations Court Building Maint. (Albemarle County) 66,825 Magistrate's Office (Albemarle County) 4,575 Payments In Lieu of Taxes (Housing Authority) 25,000 Service Charge (UVA) 74,476 Property Maintenance (UVA) 63,801 Total Intergovernmental Revenue $12,991,874 Charges for Services Property Transfer Fees $1,000 Zoning Appeals Fees 1,100 Court Revenue (Circuit/General District Courts) 400,000 Circuit Court - Online Land Records Subscription Revenue 30,000 Internal City Services 1,855,079 2 Page 86 of 144 Utility Cut Permits 185,000 Recreation Income 1,665,859 Reimbursable Overtime/Public Safety 331,579 Payment in Lieu of Taxes: Utilities 6,137,858 Indirect Cost Recovery 125,000 Waste Disposal Fees 1,115,000 Emergency Medical Services (Ambulance) Revenue Recovery 1,000,000 Other Charges for Services 149,000 Total Charges for Services $12,996,475 Miscellaneous Revenue Interest Earned $580,000 Rent 175,000 Refund of Prior Years’ Expenditures 50,000 Other Miscellaneous Revenue 463,000 Total Misc. Revenue $1,268,000 Transfers from Other Funds Landfill Reserve 500,000 Risk Management Fund 250,000 Healthcare Fund $250,000 Parking Enterprise Fund 750,000 Total Transfers from Other Funds $1,750,000 City/County Revenue Sharing: Operating Budget $8,330,993 Total Operating Revenue $175,925,254 Designated Revenue City/School Contracts: Pupil Transportation $2,945,564 City/School Contracts: School Building Maintenance 4,043,184 City/County Revenue Sharing: Transfer to Capital Improvement Fund 6,880,841 Transfer to the Capital Improvement Fund - Mall Vendor Fees 78,000 City/County Revenue Sharing: Transfer to Facilities Repair Fund 200,000 Transfer to Debt Service Fund: Meals Tax Revenue 2,140,000 Total Designated Revenue $16,287,589 Total General Fund Revenue $192,212,843 3 Page 87 of 144 B. The sums hereinafter set forth are hereby appropriated from the General Fund of the City for the annual operation of the City departments, other agencies and non-departmental accounts so set forth, beginning July 1, 2021. Operating Expenditures Management Mayor and City Council $537,529 Office of the City Manager/Administration 1,739,873 Office of the City Manager/Communications 617,696 Office of the City Manager/Economic Development 1,145,969 Office of the City Attorney 1,060,210 Office of General Registrar 650,688 Contributions to Organizational Memberships and Workforce Development Programs Virginia Municipal League 16,820 Chamber of Commerce 2,000 Thomas Jefferson Planning District Commission 86,372 Virginia Career Works - Piedmont Region 7,971 Virginia Institute of Government 2,500 Alliance for Innovation 2,550 Virginia First Cities Coalition 18,000 Central Virginia Partnership for Economic Development 24,590 Thomas Jefferson Soil and Water Conservation District 13,049 Central Virginia Small Business Development Center 19,200 Rivanna Conservation Alliance 11,000 National League of Cities 5,000 Community Investment Collaborative 10,610 Center for Nonprofit Excellence 600 Non Departmental Activities City Strategic Plan/P3: Plan, Perform, Perfect 105,000 Participatory Budgeting 15,000 Virginia Juvenile Community Crime Control Act (Local Match) 108,415 Citizen Engagement Opportunities 15,000 Food Equity 155,000 Citizen Review Board (CRB) 350,000 Innovation Fund 20,000 Performance Agreement Payments 250,000 Citywide Reserve - Performance Management/Strategic Planning 190,041 Ivy Landfill 500,000 Transfer to Debt Service Fund 8,560,788 Transfer to Fund Balance Target Adjustment Fund 481,905 Employee Compensation and Training 844,950 Internal and Financial Services 4 Page 88 of 144 Finance Department - Administration/Purchasing/Assessor 2,532,872 Human Resources 1,330,892 Commissioner of Revenue 1,382,632 Treasurer 1,424,669 Information Technology 3,196,544 Healthy Families and Community Transfer to Children's Services Act Fund 2,004,722 Transfer to Social Services Fund 3,602,777 Transfer to Human Services/Community Attention Fund 641,280 Neighborhood Development Services 2,604,764 Office of Human Rights/Human Rights Commission 274,092 Parks and Recreation 11,914,086 Transfer to Convention and Visitors' Bureau 946,848 Community Events and Festivals Virginia Film Festival 11,400 Virginia Festival of the Book 12,413 Charlottesville Festival of Cultures 3,000 City Supported Events (Other) 16,728 Creciendo Juntos 4,000 Contributions to Children, Youth, and Family Oriented Programs Virginia Cooperative Extension Program 54,149 Blue Ridge Health Department 627,312 Computers 4 Kids 13,025 MACAA 28,500 Sexual Assault Resources Agency (SARA) 26,250 Shelter for Help in Emergency (SHE) 213,750 Region Ten Community Services Board 1,180,092 Jefferson Area Board for Aging (JABA) 319,192 United Way - Thomas Jefferson Area 192,504 ReadyKids 140,846 Free Clinic 101,120 Home Visiting Collaborative 304,163 Abundant Life Ministries 12,000 Boys and Girls Club 97,500 Foothills Child Advocacy Center 35,775 The BridgeLine 42,900 Thomas Jefferson Area Coalition for the Homeless 200,300 Women's Initiative 47,500 On Our Own 8,000 PHAR Internship Program 20,000 Emergency Assistance Program Support 84,516 Local Food Hub 21,350 Piedmont Family YMCA 64,600 5 Page 89 of 144 Sin Barreras 16,570 Partner for Mental Health 18,300 Contributions to Education and the Arts Jefferson Madison Regional Library 2,050,037 City Center for Contemporary Arts 48,148 Piedmont Virginia Community College 12,564 McGuffey Art Center 29,685 Virginia Discovery Museum 4,000 Literacy Volunteers 17,990 Historic Preservation Task Force 5,000 The Paramount Theater/Arts Education Program 10,000 Jefferson School Heritage Center 33,750 Lighthouse Studio 12,000 New City Arts 22,500 Contributions to Housing Programs Rent Relief for Elderly, a sum sufficient estimated at 33,000 Rent Relief for Disabled, a sum sufficient estimated at 188,000 Tax Relief for Elderly, a sum sufficient estimated at 438,000 Tax Relief for Disabled, a sum sufficient estimated at 196,000 Homeowners Tax Relief Program 965,000 Stormwater Fee Assistance Program 20,000 Public Housing Association of Residents (PHAR) 21,000 Albemarle Housing Improvement Program (AHIP) 187,500 Piedmont Housing Alliance (PHA) 96,151 Habitat for Humanity 48,750 Infrastructure and Transportation Public Works: Administration, Facilities Development, Facilities Maintenance 3,545,453 Public Works: Hedgerow Properties 98,044 Public Works: Public Service 8,986,392 Transfer to Charlottesville Area Transit Fund 2,513,651 JAUNT Paratransit Services 1,715,729 Public Safety and Justice City Sheriff 1,432,114 Commonwealth's Attorney 1,200,603 Clerk of Circuit Court 762,402 Circuit Court Judge 92,559 General District Court 22,593 Juvenile and Domestic Relations Court/Court Services Unit 383,655 Magistrate 9,150 Fire Department 12,964,074 6 Page 90 of 144 Police Department 18,854,661 Contributions to Programs Supporting Public Safety and Justice Piedmont Court Appointed Special Advocates 4,000 Legal Aid Justice Center 97,500 Regional Jail 3,841,689 Blue Ridge Juvenile Detention Center 586,716 Emergency Communications Center 1,678,378 Offenders Aid and Restoration 303,415 Society for the Prevention of Cruelty to Animals 280,816 Public Defender's Office 60,703 Local Contribution to Public Schools Operational Support 58,709,623 Total Operating Expenditures $175,925,254 Designated Expenditures City/School Contracts: Pupil Transportation $2,945,564 City/School Contracts: School Building Maintenance 4,043,184 Transfer to Capital Projects Fund 6,880,841 Transfer to Capital Projects Fund - Mall Vendor Fees 78,000 Transfer to Facilities Repair Fund 200,000 Transfer to Debt Service Fund - Meals Tax Revenue 2,140,000 Total Designated Expenditures $16,287,589 Total General Fund Expenditures $192,212,843 C. Of the sum of $15,411,834 to be received in the General Fund from the County of Albemarle under the revenue sharing agreement of May 24, 1982, $200,000 shall be transferred to the Facilities Repair Fund. D. The amounts hereinabove appropriated for salary accruals, education, training and employee benefits, or portions thereof, may on authorization from the City Manager, or his designee, be transferred by the Director of Finance or the Deputy City Manager to any departmental account, and notwithstanding any other provision of this resolution to the contrary, be expended for salaries or employee benefits in such account in the manner as sums originally appropriated thereto. E. The portions of the foregoing appropriations to individual departments or agencies intended for motor vehicles and related equipment shall be transferred to the Equipment Replacement Fund for expenditure as hereinafter provided. F. The amount above appropriated for Debt Payment shall be transferred to the Debt Service Fund. In addition, an amount equivalent to 1 percent of the meals tax rate will be deposited into the Debt Service Fund. 7 Page 91 of 144 G. The amount above appropriated as Council Strategic Initiatives shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuring fiscal year unless altered by further action of City Council. H. The amount above appropriated as Ivy Landfill Remediation shall not be deemed to expire at the end of the fiscal year, and any unspent funds are hereby transferred to the Landfill Reserve account in the ensuing fiscal year unless altered by further action of City Council. Further, any amount in the Landfill Reserve may be immediately appropriated for use to cover costs associated with the landfill remediation budget in the current fiscal year. I. The amount above appropriated as Hedgerow Properties shall not be deemed to expire at the end of the fiscal year but is hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. J. The proceeds of the sale of any real property shall be appropriated to the Strategic Investment Fund. K. The amount received for $4-For-Life revenue shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year and will be appropriated into the Fire Department budget, unless altered by further action of City Council. L. Of the above amount of funding appropriated to the Fire Department budget for Emergency Medical Services (EMS), $450,000 is the City’s contribution to the Charlottesville Albemarle Rescue Squad (CARS). In addition, a 10% contingency for the EMS System shall be set aside per the agreement between the City and CARS. Any contingency funds remaining unexpended at the end of the fiscal year shall be transferred into a separate Emergency Services account to be used for future needs to support emergency services delivery in the City of Charlottesville. M. The amount above appropriated as Historic Resources Task Force shall not be deemed to expire at the end of the fiscal year but is hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. N. The amount received as drug forfeitures and seizures revenue collected by the Police Department and Commonwealth Attorney’s Office shall not be deemed to expire at the end of the fiscal year but is hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. O. The amount received as Courthouse Security Revenue is hereby appropriated in the ensuing fiscal year and appropriated into the Sheriff Office budget to be used for court security related expenses (personnel and equipment) per the Code of Virginia. Further, any unspent funds in the Court House Security account shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless further altered by Council. 8 Page 92 of 144 P. Funds from the Citywide Reserve account may be transferred to other funds at the discretion of the City Manager for the purpose of addressing unforeseen expenditures in those funds. Any amount remaining in the Citywide Reserve account shall not be deemed to expire at the end of the fiscal year but is hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. Q. The amount above appropriated as Corporate Training Fund, within the Employee Compensation and Training funds, shall not be deemed to expire at the end of the fiscal year, but is hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. R. The amounts received for donations and grants in the General Fund received for specific purposes that are unspent shall not be deemed to expire at the end of the fiscal year and hereby are appropriated in the ensuing fiscal year. S. The amounts above appropriated as Sister City Commission shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. T. Sums appropriated for the Stormwater Assistance Program shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. U. The amounts above appropriated funds for the City Strategic Plan - P3: Plan, Perform, Perfect shall not be deemed to expire at the end of the fiscal year, but are hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. V. The amounts above appropriated funds for the Innovation Fund shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. W. The amounts above appropriated funds for the Crisis Intervention Team (CIT) shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. X. Sums appropriated in the General Fund which have not been encumbered or expended as of June 30, 2022, shall be deemed to revert to the unassigned balance of the General Fund, unless Council by resolution provides that any such sum shall be a continuing appropriation. Y. Sums appropriated in the General Fund which have not been encumbered or expended as of June 30, 2022 and are in excess of 17% of General Fund expenditures for the next fiscal year shall be deemed to revert to the Capital Fund contingency account for future one-time investments in the City’s infrastructure as part of the year-end appropriation, unless further altered by Council with year-end adjustments. III. SCHOOL OPERATIONS APPROPRIATION 9 Page 93 of 144 BE IT RESOLVED by the Council of the City of Charlottesville: The sums hereinafter set forth are hereby appropriated for the annual operation of the school operations, effective July 1, 2021; the City contribution to the School operations having hereinabove been appropriated from the General Fund. School Budget (All Funds) Local Contribution $58,709,623 State Funds 21,047,706 Federal Funds 10,605,261 Fund Balance 720,649 Misc. Funds 3,167,089 Total School Operations Budget $94,250,328 A net increase in the School Operations general fund balance at June 30, 2022 shall be deemed to be allocated as follows:  Surplus operating budget up to $100,000 will be allocated to the School Facility Repair Fund, however Charlottesville City Schools will be required to commit $100,000 of their annual budget to the Facility Repair Fund  Funds in excess of $100,000 up to $200,000 will be retained by the City of Charlottesville School Division  Funds over $200,000 will be shared equally (50/50) between the City and Charlottesville City Schools IV. HEALTH BENEFITS FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville: There is hereby appropriated from the Health Benefits Fund sums received by said Fund from individual departments and agencies for the payment of health and medical benefit program costs, and for insurance covering such costs, and in addition, for the accumulation of a reserve for future expenditures to pay for such health and medical benefit program costs. This appropriation shall be effective during the fiscal year ending June 30, 2022 and shall not be deemed to expire at the end of that year. Instead, it shall continue in effect unless altered by further action of City Council. V. RETIREMENT BENEFITS FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville: There is hereby appropriated from the Retirement Benefits Fund sums received by said Fund from individual departments and agencies for the payment of retirement benefit program costs, and for insurance covering such costs, and in addition, for the accumulation of a reserve for future expenditures to pay for such retirement benefit 10 Page 94 of 144 program costs. This appropriation shall be effective during the fiscal year ending June 30, 2022 and shall not be deemed to expire at the end of that year. Instead, it shall continue in effect unless altered by further action of City Council. VI. TRANSIT FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville, that there is hereby appropriated from the Transit Fund, for the operation of the transit bus system during the fiscal year beginning July 1, 2021 and ending June 30, 2022, the sum of $10,116,526 or the amount of revenue actually received by such fund, whichever is the greater amount. Such appropriation shall be effective July 1, 2021. Except as is otherwise expressly provided herein, the balance of any General Fund contribution to such funds not expended or encumbered as of June 30, 2022 shall be deemed to revert to the unassigned balance of the General Fund, unless the Council by resolution provides that any such sum shall be deemed a continuing appropriation. VII. RISK MANAGEMENT APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville, that all sums previously appropriated to the Risk Management Fund, all sums received by such fund as payment from other City funds, are hereby appropriated for the uses prescribed for such fund, pursuant to the terms of, and subject to the limitations imposed by Article V of Chapter 11 of the Code of the City of Charlottesville, 1990, as amended. VIII. EQUIPMENT REPLACEMENT FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville: There is hereby appropriated from the Equipment Replacement Fund other sums received by such fund as payment from the General Fund and vehicle sales, and proceeds from vehicle loss insurance settlements for the lease, financing or purchase of motor vehicles and related equipment and for accumulation of a reserve for future equipment purchases during the fiscal year beginning July 1, 2021 and ending June 30, 2022. Such appropriation shall be effective July 1, 2021; provided that such appropriations shall not be deemed to expire at the end of such fiscal year but are hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. Of the sums received by the Equipment Replacement Fund, a sum sufficient to service the debt on any pieces of general governmental equipment obtained under a master lease, credit line, or an installment purchase agreement shall be transferred to the Debt Service Fund. IX. FACILITIES REPAIR FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville: 11 Page 95 of 144 The sum of $200,000 transferred to the Facilities Repair Fund from the General Fund, and such sums as may be transferred to the Facilities Repair Fund from other funds during the fiscal year beginning July 1, 2021 are appropriated for carrying out the purposes of this fund during that fiscal year. However, such appropriation shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless altered by further action of this Council. X. JOINT HEALTH DEPARTMENT BUILDING FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville: The amounts received as Health Department Building Account revenue during the fiscal year beginning July 1, 2021 are appropriated to the Joint Health Department Building Fund to be used for general improvements, maintenance and small capital projects related to the Thomas Jefferson Health District building. Further, any unspent funds in the Health Department Building account shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless further altered by Council. XI. DEBT SERVICE FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville: A. The Debt Service Fund shall serve as a permanent reserve for the payment of principal and interest of bonds, notes and other evidences of indebtedness and the cost of issuance thereof issued by the City pursuant to its Charter and/or the Virginia Public Finance Act. B. The sum of $8,560,788 transferred to such fund by Part II of this resolution, as well as the designated Meals Tax transfer (estimated at $2,140,000), or as much thereof as may be necessary, is hereby appropriated to pay such debt service expenses during the fiscal year beginning July 1, 2021 and ending June 30, 2022. C. Appropriations in the Debt Service Fund shall be deemed continuing appropriations, and balances remaining in such fund at the end of each fiscal year shall be carried forward to pay principal and interest due on City obligations and costs associated with the issuance of those obligations in future years. XII. SPECIAL REVENUE FUND APPROPRIATIONS BE IT RESOLVED by the Council of the City of Charlottesville, that the following appropriations are hereby approved for agency expenditures accounted for as separate funds of the City, for their respective programs during the fiscal year beginning July 1, 2021 and ending June 30, 2022; the City contribution to each such fund having hereinabove been appropriated from the General Fund: 12 Page 96 of 144 A. There is hereby appropriated from the Human Services/Community Attention Fund, for the operation of the Community Attention Homes and related programs during such fiscal year, the sum of $6,502,780, or the amount of revenue actually received by such fund, whichever shall be the lesser amount. B. There is hereby appropriated from the Social Services Fund, for the operation of the Department of Social Services during such fiscal year, the sum of $15,339,705, or the amount of revenue actually received by such fund, whichever shall be the lesser amount. C. There is hereby appropriated from the Children’s Services Act Fund, for the operation of the Children’s Services Act entitlement program, the sum of $8,444,864, or the amount of revenue actually received by such fund, whichever shall be the greater amount. Each such special revenue fund appropriation shall be deemed effective July 1, 2021. Except as is otherwise expressly provided herein, the balance of any General Fund contribution to such funds not expended or encumbered as of June 30, 2022 shall be deemed to revert to the unassigned balance of the General Fund, unless the Council by resolution provides that any such sum shall be deemed a continuing appropriation. XIII. INTERNAL SERVICES FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville that the following appropriations are hereby approved for internal services accounted for as separate funds on the books of the City, for their respective programs during the fiscal year beginning July 1, 2021 and ending June 30, 2022; the payments of individual departments and agencies to each such fund having hereinabove been appropriated in the General Fund and other applicable funds: A. There is hereby appropriated from the Information Technology Fund, for the operation of the various functions within this fund during the fiscal year beginning July 1, 2021, or the amount of revenue actually credited to such fund from other City departments and agencies, whichever shall be the greater amount: 1. For the operation and infrastructure of City Link, the sum of $1,200,000. However, such appropriation shall not be deemed to expire at the end of the fiscal year but is hereby appropriated in the ensuing fiscal year into the City Link Infrastructure cost center unless altered by further action of this Council. 2. For Technology Infrastructure Replacement, the sum of $291,900. However, such appropriation shall not be deemed to expire at the end of the fiscal year but is hereby appropriated in the ensuing fiscal year unless altered by further action of this Council. 13 Page 97 of 144 B. There is hereby appropriated from the Warehouse Fund, for the operation of the Warehouse during such fiscal year, the sum of $161,309, or the amount of revenue actually credited to such fund from other City departments and agencies, whichever shall be the greater amount. C. There is hereby appropriated from the Fleet Maintenance Fund, for the operation of the Central Garage, Vehicle Wash and Fuel System during such fiscal year, the sum of $1,222,486 or the amount of revenue actually credited to such fund from other City departments and agencies, whichever shall be the greater amount. D. There is hereby appropriated from the Communications System Fund, for the operation of the citywide phone system and mailroom operations during such fiscal year, the sum of $290,445, or the amount of revenue actually credited to such fund from other City departments and agencies, whichever shall be the greater amount. XIV. CAPITAL PROJECTS FUND APPROPRIATIONS BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that: A. The following are hereby designated as revenue of the Capital Projects Fund: 1. The sum of $6,880,841 shall be transferred from the General Fund. 2. The sum of $78,000 collected as mall vendor fees will be transferred from the General Fund and used to fund infrastructure repairs for the Downtown Mall. 3. The proceeds of the sale of any real property, as prescribed by resolution of this Council adopted November 3, 1986. 4. The proceeds of the sale of any real property to be used for housing shall be appropriated to the “Charlottesville Affordable Housing Fund” account in the Capital Fund. 5. Funds received as donations and/or contributions for sidewalks shall hereby be appropriated into Sidewalks account (P-00335) to be used for the replacement, construction or repair of sidewalks. These funds shall not be deemed to expire at the end of the fiscal year and shall be hereby appropriated in the ensuing fiscal year unless altered by further action of City Council B. The sums hereinafter set forth are hereby appropriated from the Capital Projects Fund of the City for the respective capital purchases or projects so set forth, effective for the fiscal year beginning July 1, 2021; provided that such appropriations shall not be deemed to expire at the end of such fiscal year, but are hereby appropriated in the ensuing fiscal year unless altered by further action of City Council. C. The Capital Projects Fund Fiscal Year 2022-2026 will reflect the budget delineations set forth below for Fiscal Year 2021-2022. 14 Page 98 of 144 The Capital Projects Fund grouped by area: Revenue Transfer from General Fund $6,880,841 Transfer from General Fund - Mall Vendor Fees $78,000 Contribution from Albemarle County 90,000 Contribution from City Schools 200,000 VDOT Revenue Sharing 500,000 PEG Fee Revenue 40,000 CY 2021 Bond Issue 19,823,072 TOTAL REVENUE $27,611,913 Expenditures Education $3,520,000 Public Safety and Justice 6,634,581 Facilities Capital Projects 1,370,491 Transportation and Access 8,462,000 Parks and Recreation 865,000 Affordable Housing 6,469,841 General Government 290,000 TOTAL EXPENDITURES $27,611,913 XV. GAS FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville, that there is hereby appropriated from the Gas Fund, for the operation of the gas utility during the fiscal year beginning July 1, 2021 and ending June 30, 2022, the sum of $28,467,753 or the amount of revenue actually received by such fund, whichever is the greater amount. Such appropriation shall be effective July 1, 2020. However, the appropriations for the Vehicle Replacement Program, the Gas Fund Capital program, the Thermostat Program the Strategic Energy Initiatives program and the Gas Assistance Program shall not be deemed to expire at the end of the fiscal year, but are hereby appropriated in the ensuing fiscal year unless altered by further action of this Council. The Gas rates for our customers indicated in the Utility Rate Study are reviewed and approved by Council each year. At that time the Gas operations budget, including any new programmatic requests, and the Gas capital improvement program budget are reviewed and may be amended. XVI. WATER FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville, that there is hereby appropriated from the Water Fund, for the operation of the water utility during the fiscal year beginning July 1, 2021 and ending June 30, 2022, the sum of $17,735,261, or the amount of revenue actually received by such fund, whichever is the greater amount. Such appropriation shall be effective July 1, 2021. However, the appropriations for the Vehicle Replacement Program, Water Fund Capital program, Water Conservation 15 Page 99 of 144 Program, Water Assistance Program, Rain Barrel Program and the Toilet Rebate Program shall not be deemed to expire at the end of the fiscal year, but are hereby appropriated in the ensuing fiscal year unless altered by further action of this Council. The Water rates for our customers indicated in the Utility Rate Study are reviewed and approved by Council each year. At that time the Water operations budget, including any new programmatic requests, and the Water capital improvement program budget are reviewed and may be amended. XVII. WASTEWATER FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville, that there is hereby appropriated from the Wastewater Fund, for the operation of the wastewater utility during the fiscal year beginning July 1, 2021 and ending June 30, 2022, the sum of $17,628,051 or the amount of revenue actually received by such fund, whichever is the greater amount. Such appropriation shall be effective July 1, 2020. However, the appropriations for the Vehicle Replacement Program, the Wastewater Fund Capital program, and the Wastewater Assistance Program shall not be deemed to expire at the end of the fiscal year, but are hereby appropriated in the ensuing fiscal year unless altered by further action of this Council. The Wastewater rates for our customers indicated in the Utility Rate Study are reviewed and approved by Council each year. At that time the Wastewater operations budget, including any new programmatic requests, and the Wastewater capital improvement program budget are reviewed and may be amended. XVIII. STORMWATER FUND APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville, that there is hereby appropriated from the Stormwater Fund, for the operation of the stormwater utility during the fiscal year beginning July 1, 2021 and ending June 30, 2022, the sum of $2,850,742 or the amount of revenue actually received by such fund, whichever is the greater amount. Such appropriation shall be effective July 1, 2021. However, the appropriations for the Stormwater Fund Capital program shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless altered by further action of this Council. The Stormwater rates for our customers indicated in the Utility Rate Study are reviewed and approved by Council each year. At that time the Wastewater operations budget, including any new programmatic requests, and the Wastewater capital improvement program budget are reviewed and may be amended. XIX. UTILITIES FUNDS DEBT SERVICE APPROPRIATION BE IT RESOLVED by the Council of the City of Charlottesville, that there is hereby appropriated from the Utilities Funds (Gas, Water, Wastewater and Stormwater) for the payment of principal and interest of bonds, notes and other evidences of indebtedness and the cost of issuance thereof issued by the City pursuant to its Charter and/or the Virginia Public Finance Act., during the fiscal year beginning July 1, 2021 and ending June 30, 2022, or as much thereof as may be necessary, is hereby appropriated to 16 Page 100 of 144 pay such debt service expenses during the fiscal year beginning July 1, 2021 and ending June 30, 2022. However, such appropriation shall not be deemed to expire at the end of the fiscal year but is hereby appropriated in the ensuing fiscal year unless altered by further action of this Council. A. There is hereby appropriated from the Gas Debt Service Fund, the sum of $133,166 as revenue (transfer from Gas Fund) to be used principal and interest payments or as much thereof as may be necessary, is hereby appropriated to pay such debt service expenses during the fiscal year beginning July 1, 2021 and ending June 30, 2022. B. There is hereby appropriated from the Wastewater Debt Service Fund the sum of $2,731,162 in revenue (transfer from the Wastewater Fund) and $2,997,394 in principal and interest payments or as much thereof as may be necessary, is hereby appropriated to pay such debt service expenses during the fiscal year beginning July 1, 2021 and ending June 30, 2022. C. There is hereby appropriated from the Water Debt Service Fund the sum of $1 in revenue (transfer from the Water Fund) and $2,406,683 in principal and interest payments or as much thereof as may be necessary, is hereby appropriated to pay such debt service expenses during the fiscal year beginning July 1, 2021 and ending June 30, 2022. D. There is hereby appropriated from the Stormwater Debt Service Fund the sum of $119,039 in revenue (transfer from the Stormwater Fund) and $563,488 in principal and interest payments or as much thereof as may be necessary, is hereby appropriated to pay such debt service expenses during the fiscal year beginning July 1, 2021 and ending June 30, 2022. XX. PARKING FUND BE IT RESOLVED by the Council of the City of Charlottesville, that there is hereby appropriated from the Parking Fund, for parking operations the sum of $3,313,723 or the amount of revenue actually received by such fund, whichever is the greater amount. 1. The Parking Operation budget includes a budgeted transfer to the General Fund in the amount of $750,000 or the actual net revenues received from public serving parking facilities, permits, meters and fines, whichever is the lesser. 2. Revenue received for parking development contributions shall not be deemed to expire at the end of the fiscal year but are hereby appropriated in the ensuing fiscal year unless altered by further action of this Council. XXI. PAY PLAN APPROVAL BE IT RESOLVED by the Council of the City of Charlottesville that the Employee Classification and Pay Plan for the City of Charlottesville dated July 1, 2021 and 17 Page 101 of 144 effective on that same date, which assigns salary ranges to each class or position in the City service is hereby approved pursuant to Section 19-3 and 19-4 of the City Code, 1990, as amended and a copy of the same shall be kept on file with the records of the meeting at which this resolution is approved. XXII. PAY ADJUSTMENT FOR RETIREES BE IT RESOLVED by the Council of the City of Charlottesville, that the Retirement Plan Commission is authorized and directed to provide for the payment from the Retirement Fund of a post-retirement supplement of 1% of the current retirement pay of each eligible retired employee effective July 1, 2021. XXIII. GOLF FUND BE IT RESOLVED by the Council of the City of Charlottesville, that there is hereby appropriated from the Golf Fund, for the operation of the golf courses during the fiscal year beginning July 1, 2021 the sum of $1,011,143 or the amount of revenue actually received by such fund, whichever is the greater amount. 18 Page 102 of 144 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 5, 2021 Action Required: Approval of Tax Rate/Tax Levy Ordinance Staff Contacts: Chip Boyles, City Manager Presented By: Chip Boyles, City Manager Ryan Davidson, Sr. Budget and Management Analyst Khristina Hammill, Sr. Budget and Management Analyst Title: Tax Rate/Tax Levy Ordinance for Calendar Year 2021 Background: As part of the budget process for each fiscal year, Council reviews its tax rates and levies for the calendar year (also known as the “Tax Year”). This will be the first reading of the Tax Rate/ Tax Levy Ordinance to establish the City’s local tax rates for the 2021 Tax Year. Discussion: The budget for the 2021-22 fiscal year does not change any tax rates or levies. Adopting the ordinance will provide a formal recognition of Council of the rates as set forth in the Ordinance. These rates will become effective at midnight on January 1, 2021 and continue through December 31, 2021. The second reading and final approval of this Ordinance will be on April 13, 2021. Community Engagement: Tonight’s meeting includes a public hearing on the Proposed Budget for the Fiscal Year July 1, 2021 – June 30, 2022, continuing a series of public engagement opportunities around the proposed budget for the upcoming fiscal year. Alignment with City Council’s Vision and Strategic Plan: This Ordinance aligns with Council’s Vision and Strategic Plan as set forth in the Proposed Budget. Budgetary Impact: This is the first of two readings of the attached Ordinance, the purpose of which is to set the local tax rates for Tax Year 2021. Recommendation: Approval of Ordinance (1st reading) Alternatives: N/A Attachment (1): 1. Tax Levy Ordinance Page 103 of 144 AN ORDINANCE TO ESTABLISH THE ANNUAL TAX LEVY ON VARIOUS CLASSES OF PROPERTY FOR THE PAYMENT OF INTEREST AND RETIREMENT OF THE CITY DEBT, FOR THE SUPPORT OF THE CITY GOVERNMENT AND CITY SCHOOLS, AND FOR OTHER PUBLIC PURPOSES. BE IT ORDAINED by the Council of the City of Charlottesville that for the tax year beginning on January 1, 2021 and ending December 31, 2021, and for each tax year thereafter during which this ordinance continues in effect, the taxes on property in the City of Charlottesville shall be as follows: Section 1. Real Property and Mobile Homes On tracts of land, lots or improvements thereon and on mobile homes the tax shall be $.95 on every $100 of the assessed value thereof, to pay the general operating expenses of the City and to pay the interest and retirement on the City debt. Section 2. Personal Property On all automobiles, trucks, motorcycles and other motor vehicles; boats and aircraft; and on all tangible personal property used or held in connection with any mining, manufacturing or other business, trade, occupation or profession, excluding furnishings, furniture and appliances in rental units, the tax shall be $4.20 on every $100 of the assessed value thereof, to pay the general operating expenses of the City and to pay the interest and retirement on the City debt. Section 3. Public Service Corporation Property (a) On that portion of the real estate and tangible personal property of public service corporations which has been equalized as provided in section 58.1-2604 of the Code of Virginia, as amended, the tax shall be $.95 on every $100 of the assessed value thereof determined by the State Corporation Commission. (b) The foregoing subsections to the contrary notwithstanding, on automobiles and trucks belonging to such public service corporations the tax shall be $4.20 on every $100 of assessed value thereof. (c) Such taxes are levied to pay the general operating expenses of the City and to pay the interest and retirement on the City debt. Section 4. Machinery and Tools On machinery and tools used in a manufacturing or mining business the tax shall be $4.20 on every $100 assessed value thereof, to pay the general operating expenses of the City and to pay the interest and retirement on the City debt. Page 104 of 144 Section 5. Energy Efficient Buildings (a) On energy efficient buildings the tax shall be $.475 on every $100 of the assessed value thereof, to pay the general operating expenses of the City and to pay the interest and retirement on the City debt. (b) This tax rate is subject to the limitations in Chapter 30, Article V, Division 4 of the Charlottesville City Code, 1990, as amended, and applies only to buildings and not the real estate or land on which they are located. BE IT FURTHER ORDAINED that the ordinance adopted April 8, 2019 establishing local tax rates for the year beginning January 1, 2019 and ending on December 31, 2019 is hereby repealed, effective at midnight on January 1, 2021. Approved by Council: ___________________ Page 105 of 144 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 5, 2021 Action Required: First Reading: Ordinance to Repeal the City’s COVID Ordinance Presenter: Heather Hill, City Councilor Staff Contacts: Charles P. Boyles, II, City Manager Lisa Robertson, Chief Deputy/Acting City Attorney Title: Repeal of Local COVID Public Health Ordinance Background: In 2020 the Charlottesville City Council enacted a local ordinance to prevent the spread of the Novel Coronavirus (“Covid 19”) pursuant to authority set forth in state law and Section 14 of the City Charter. Recently, on December 10, 2020 and again on February 16, 2021, City Council amended its local ordinance to bring it into closer conformance with the Executive Orders issued by the Governor of Virginia. However, separately from the Governor’s Executive Orders the City’s local ordinance continues to impose local restrictions on the numbers of persons allowed at food establishments and requires a warning to a property owner or tenant prior to enforcing any state-imposed restrictions on the size of a gathering. Discussion: Councilor Hill requests that Council revisit the question of whether the City’s local ordinance should be repealed. Councilor Hill is concerned that as things progress relative to reopening in the coming months, there will continue to be confusion and discrepancies between what is being directed at the state and local level, making maintaining our own local ordinance growingly more cumbersome. (Note: separately, on April 19, 2021 the City’s current Continuity of Government Ordinance will expire unless extended by City Council. We plan to present a proposed, revised Continuity of Government Ordinance for consideration on that date). Alignment with Council Vision Areas and Strategic Plan: Each of Council’s Alternatives, below, can be said to align with one or more Council Vision Areas. Community Engagement: N/A Budgetary Impact: N/A Recommendation: None at this time. Page 106 of 144 Alternatives: (1) No change (no action required): City Council may, after discussing the matter, decide not to repeal or change the existing ordinance in any way. (2) Repeal the Current Ordinance (adopt an Ordinance to repeal the existing Ordinance, per City Code §2-100): if Council wishes, it could repeal the current local ordinance, and allow activities and gatherings subject only to the Governor’s Executive Orders. (Attachment A to this Memo is an Ordinance repealing the current Ordinance). This Ordinance would require two readings, per City Code Sec. 2-97. Attachment (1): Attachment A: Ordinance repealing the local COVID Ordinance Page 107 of 144 ATTACHMENT A ORDINANCE REPEALING THE CITY’S ORDINANCE TO PREVENT THE SPREAD OF THE NOVEL CORONAVIRUS, SARS–CoV–2, AND THE DISEASE IT CAUSES, COMMONLY REFERRED TO AS COVID-19 (AS AMENDED THROUGH FEBRUARY 16, 2021) BE IT ORDAINED by the Council of the City of Charlottesville that this Council hereby repeals, in its entirety, the Ordinance adopted by City Council to Prevent the Spread of the Novel Coronavirus, SARS-CoV-2, and the Disease it Causes, commonly referred to as Covid-19, as such Ordinance was adopted by Council and amended from time to time (most recently amended and reenacted on February 16, 2021). Page 108 of 144 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 5, 2021 Action Required: Resolution Presenter: Alex Ikefuna, NDS Director/Yolunda Harrell, CEO, New Hill Development Corporation/. Shelli Jost Brady, Project Manager/ Consultant Staff Contacts: Alex Ikefuna, NDS Director, Missy Creasy, NDS Assistant Director Title: Starr Hill Vision Plan – Comprehensive Plan Amendment Background: In July of 2017, a group of public servants, educators, artists, and entrepreneurs were convened by Kathy Galvin and then Vice Mayor Wes Bellamy to begin discussing the ever-changing economic landscape of Charlottesville, the on-going development thereof, and where the African American community fits into the picture. A series of solution-oriented meetings ensued and then persevered through one of Charlottesville’s darkest moments in history. Out of great adversity comes triumph for those who endure and it became ever clearer that a new group, a new pathway, and a renewed ideal must emerge. With a reverence toward the history of African American prosperity in Vinegar Hill before its destruction and a recognition of the critical importance of African American wealth building, New Hill Development Corporation was established to build pathways of upward mobility in a city where wealth and prosperity abounds, yet is secluded in plain sight. On February 1, 2019, the City executed a Donation Agreement with the New Hill Development Corporation, a Virginia not-for-profit corporation to develop a community vision and a small area plan for the Starr Hill Neighborhood which incorporates the former historical community of Vinegar Hill. The boundaries of the Starr Hill Neighborhood as provided in the agreement are Preston Avenue to the north, Ridge/McIntire Street to the east, the CSX railroad to the south and the Norfolk Southern railroad to the west. The total area is approximately 47.7 acres. On November 4, 2019, Council received a proposed Starr Hill Community Vision Plan from the New Hill Development Corporation (hereinafter “Small Area Plan”). On November 18, 2019, the City Council passed a resolution to transmit the Starr Hill Plan to the Planning Commission for review and consideration as to whether to incorporate it into the Comprehensive Plan. After the Council’s Resolution adoption, the Department of Neighborhood Development Services (NDS), on December 20, 2019, completed the review of the plan and determined that it would not move forward as a Small Area Plan based on the scoping of the work which could lead to future opportunities for additional planning steps. NDS worked with the New Hill Development Corporation to develop the most beneficial outcome for the City and New Hill. This consultation resulted in the parties’ mutual agreement to pursue the adoption of a Starr Hill Vision Plan. The Starr Hill Vision Plan differs from the Small Area Plan because it is not as land use intensive as a Page 109 of 144 Small Area Plan. It will provide a set of principles to guide City decision making in the geographic area, but it will not provide the detailed maximization of zoning and land use planning contained in Small Area Plans. As staff were working towards the Planning Commission discussion in March of 2020, the COVID-19 State of Emergency came into effect. On March 16, 2020, the City Council adopt a Resolution providing that the Planning Commission conduct a public hearing on the Starr Hill Vision Plan no later than August 31, 2020. However, document review continued between March and June 2020 and on August 11, 2020, the plan was presented to the Planning Commission for review. The plan was revised to reflect comments from the Planning Commission prior to consideration on March 9, 2021. Discussion: The Starr Hill Vision Plan is designed to guide the development of the Starr Hill community and investment of public funds. The Plan was endorsed by the Planning Commission with the direction to staff to prepare a Resolution for Adoption as an amendment to the 2013 Comprehensive Plan. Adoption of this plan does not mark the completion of the Starr Hill Plan process. Implementation, which may include additional studies and outreach, facilitating support for cultural concepts in/outside Jefferson School (including Public Square and amphitheater), consideration of short- term space options to locate potential small business incubation space, City Yard redevelopment, and seeking grants and funding for redevelopment initiatives and infrastructure improvement. The Planning Commission held a virtual joint Public Hearing with City Council on March 9, 2021 on the approval of this plan. During the discussion, the Planning Commission gave a favorable impression of the Community Vision Plan, but did have concerns with the following: 1. Preservation of historic housing. 2. Parking issues. 3. Consideration of the area for Small Area Plan process in the future. 4. Preservation and protection of the neighborhood. 5. Consideration of the urgency of affordable housing. 6. Utilization of Historic Tax Credits as economic advantage for contributing historic properties on West Main and in the neighborhood. 7. The need for connection between Starr Hill and Downtown through the tunnel at City Yard, and other pedestrian options. 8. City Yard redevelopment Alignment with City Council’s Vision and Strategic Plan: Approval of this Starr Hill Vision Plan aligns with the City Council Vision Statements of: A great Place to Live for All of Our Citizens, A Connected Community, A Green City, and Quality Housing Opportunities for All. The Plan also supports several goals and objectives of the City’s Strategic Plan: Goal 1: An Inclusive Community of Self-sufficient Residents, Goal 3: A Beautiful and Sustainable Natural and Built Environment; and Goal 4: A Strong, Creative and Diversified Economy. Page 110 of 144 Community Engagement: The vision, guiding principles and opportunity areas were developed through community engagement process – particularly from residents of Starr Hill Neighborhood, adjacent neighborhoods and from Charlottesville’s Black business community. The following are some key community engagement activities: • April and May 2019: Front porch and merchant interviews • May 9 – 10, 2019: Six focus groups • May 23, 2019: Neighborhood meeting • June 5, 2019: Black Entrepreneur meeting • Mid-June through July 2019: Online weekly questions • August 13, 2019: Focus groups Planning Commission Work Sessions • August 11, 2020 Joint Planning Commission/City Council Public Hearing • March 9, 2021 Budgetary Impact: There is no budgetary Impact. Recommendation: The Planning Commission took the following action: The Planning Commission voted to approve the Starr Hill Vision Plan as an amendment to the City’s Comprehensive Plan. The vote breaks down as follows: Mr. Lahendro, Yes Mr. Solla-Yates, Yes Ms. Dowell, Yes Mr. Mitchell, Yes Mr. Stolzenberg, Yes Ms. Russell, Yes Mr. Heaton, Yes The motion passed 7 – 0 to recommend to the City Council to amend the City’s 2013 Comprehensive Plan to include the Staff Hill Vision Plan dated June 26, 2020. Alternatives: The City Council has the following alternative actions: 1. by motion, vote to approve the attached resolution; 2. by motion, request changes to the attached resolution, and then approve it in accordance with the amended resolution; 3. by motion, defer action, or 4. by motion, deny the proposed Comprehensive Plan Amendment. Page 111 of 144 Attachments: 1. Proposed City Council Resolution 2. Certified Planning Commission Resolution 3. Link to Planning Commission/Council Public Hearing Documents: https://civicclerk.blob.core.windows.net/stream/CHARLOTTESVILLEVA/f5748f86-70c7- 4146-887f-1dbe3528ce09.pdf?sv=2015-12- 11&sr=b&sig=MJgUftUygJzFmb8nuIzAY4LKvHX07JsWGELWgyOw9bo%3D&st=2021-03- 15T22%3A00%3A59Z&se=2022-03-15T22%3A05%3A59Z&sp=r 4. Direct Link to the Project Website: https://www.newhilldev.org/starr-hill Page 112 of 144 RESOLUTION TO APPROVE AN AMENDMENT OF THE 2013 CITY COMPREHENSIVE PLAN FOR THE CITY OF CHARLOTTESVILLE TO INCLUDE THE STARR HILL VISION PLAN WHEREAS, on March 9, 2021, after notice was given as required by law, the Charlottesville Planning Commission and Charlottesville City Council conducted a public hearing on a proposed amendment to the 2013 Comprehensive Plan for the City of Charlottesville, to include the contents of the proposed Starr Hill Vision Plan; and WHEREAS, on March 9, 2021, the Planning Commission adopted a resolution recommending approval by the City Council of the Comprehensive Plan Amendment, and certifying a copy of the Comprehensive Plan Amendment to Council for its consideration; now, therefore, BE IT RESOLVED that, upon consideration of the recommended Comprehensive Plan Amendment, the City Council hereby adopts the June 26, 2020 Starr Hill Vision Plan as an amendment to the City’s Comprehensive Plan. The Neighborhood Development Services staff shall post on the City’s website notice of Council’s adoption of this Update, along with a copy of the approval Update. Page 113 of 144 Page 114 of 144 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 5, 2021 Action Required: Resolution; Consideration of an application for a Special Use Permit Presenter: Brian Haluska, Principal Planner Staff Contacts: Brian Haluska, Principal Planner Title: SP21-00001 – Harris Street Apartments, request to amend a Special Use Permit to increase residential density Background: Chris Virgilio of C’ville Business Park, LLC, owners of Tax Map 34, Parcels 90B, 90C, and 90.1 (“Subject Property”) has requested a special use permit on the Subject Property to increase the maximum permitted residential density from 43 dwelling units per acre to 50 dwelling units per acre. The Subject Property is currently zoned IC – Industrial Corridor and is the location of the Habitat Store. The applicant is requesting that this application amend an existing SUP (SP19- 00010) granted by City Council on March 16, 2020. Discussion: The Planning Commission considered this application at their meeting on March 9, 2021. The discussion centered on the applicability of the previously approved affordable housing conditions. The staff report and supporting documentation presented to the Planning Commission can be found starting at page 13 at the following link: https://charlottesvilleva.civicclerk.com/Web/UserControls/DocPreview.aspx?p=1&aoid=918 Alignment with City Council’s Vision and Strategic Plan: The City Council Vision of Economic Sustainability states that, “The City has facilitated significant mixed and infill development within the City.” The City Council Vision of Quality Housing Opportunities for All states that “Our neighborhoods retain a core historic fabric while offering housing that is affordable and attainable for people of all income levels, racial backgrounds, life stages, and abilities. Our neighborhoods feature a variety of housing types, including higher density, pedestrian and transit-oriented housing at employment and cultural centers.” Community Engagement: Per Sec. 34-41(c)(2), the applicant held a community meeting on February 17, 2021. Four members of the public were present. Neighborhood concerns gathered from the community meeting are listed below. • The potential rents within the building. • The type of businesses that would be targeted for the new commercial space. • The logistics of constructing a building around operating businesses. Page 115 of 144 The Planning Commission held a joint public hearing with City Council on this matter on March 9, 2021. Several members of the public spoke on the application. The members of the public raised concerns regarding: • The impact of the building on the traffic on adjacent streets. • The removal of mature trees on the site, and the requirements for the replacement of tree canopy. • The conditions on the affordable units presented by the applicant. Budgetary Impact: No direct budgetary impact is anticipated as a direct result of this Special Use Permit. Recommendation: Staff recommends the application be approved. The Planning Commission voted unanimously to recommend the application be approved with modifications to the proposed conditions. Alternatives: City Council has several alternatives: (1) by motion, approve the requested Special Use Permit as recommended by the Planning Commission with the following suggested motion; “I move the adoption of the Resolution included in our agenda materials, granting this Special Use Permit within SP21-00001, based on a finding that the proposed permit is required by public necessity, convenience, general welfare, or good zoning practice” (2) by motion, request changes to the attached resolution, and then approve the Special Use Permit; (3) by motion, take action to deny the Special Use Permit; Or (4) by motion, defer action on the Special Use Permit. Attachment/s (1): A. Proposed Resolution Link to the March 9, 2021 Planning Commission Materials: https://charlottesvilleva.civicclerk.com/Web/UserControls/DocPreview.aspx?p=1&aoid=918 Page 116 of 144 RESOLUTION AMENDING AND REENACTING APPROVING A SPECIAL USE PERMIT FOR PROPERTY LOCATED AT 1221, 1223 and 1225 HARRIS STREET WHEREAS, landowner CVILLE BUSINESS PARK, LLC is the current owner (“Landowner”) of certain land identified on 2019 City Tax Map 34 as Parcels 90B, 90C, and 90.1 (City Real Estate Parcel Identification Nos. 340090B00, 340090C00, and 340090100, and current street addresses of 1221, 1223 and 1225, respectively) and having, collectively, an area of approximately 2.446 acres (106,547 square feet) (the “Subject Property”), and WHEREAS, Landowner proposes to redevelop the Subject Property for a specific project, described as follows: by constructing a mixed use building at a height of up to six (6) stories, containing: retail space on the ground floor facing Allied Street, commercial space on the ground floor facing Harris Street, up to 105 120 residential dwelling units above the ground floor, and underground parking (the “Project”), for an overall density within the area of the Subject Property of up to 50 dwelling units per acre (DUA); and WHEREAS, the Subject Property is located within the Industrial Corridor zoning district; WHEREAS, the Project is described in more detail within the Applicant’s application materials dated submitted in connection with SP21-00001, SP19-00010 and a site plan exhibit dated December 16, 2019, as required by City Code §34-158 (collectively, the “Application Materials”); and WHEREAS, the Planning Commission and City Council conducted a joint public hearing, after notice and advertisement as required by law, on March 9, 2021 February 11, 2020; and WHEREAS, upon consideration of the comments received during the joint public hearing, the information provided by the Landowner within its Application Materials, and the information provided within the Staff Report, the Planning Commission voted to recommend approval of the proposed Special Use Permit for the Project; and WHEREAS, upon consideration of the Planning Commission’s recommendation, the Staff Report, public comments received at the public hearing, as well as the factors set forth within Sec. 34-157 of the City’s Zoning Ordinance, this Council finds and determines that granting the proposed Special Use subject to suitable conditions would serve the public necessity, convenience, general welfare or good zoning practice; now, therefore, BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that, pursuant to City Code §§ 34-457(b)(5)(a.), 34-458(b), and 34-480, a special use permit is hereby approved and granted to authorize one mixed use building, with a height of up to six (6) stories and containing up to 120 105 residential dwelling units above the ground floor, within the Subject Property, subject to the following conditions: Page 117 of 144 1. The specific development being approved by this special use permit (“Project”), as described within the December 16, 2019 site plan exhibit submitted as part of the Application Materials, as modified within the narrative application materials submitted with SP21-00001, and as required by City Code §34-158(a)(1), shall have the following minimum attributes/ characteristics: a. Not more than one building shall be constructed on the Subject Property (the “Building”). The Building shall be a six-story Mixed Use Building, containing up to 120 105 residential dwelling units, ground floor commercial floor area, and underground parking, with overall residential density of up to 50 DUA within the area of the Subject Property. b. The highest point of the Building, as defined within City Code §34-1100(a), shall not exceed an elevation of 510 feet above sea level. Exclusions from measurement of building height shall be those referenced within §34-1101(a). c. The commercial space on the ground floor of the Building facing Allied Street shall be designed, occupied and used for retail uses; either retail or commercial uses may occupy the ground floor of the Building facing Harris Allied Street. The ground floor area to be used and occupied for retail uses shall be no less than that depicted in the December 16, 2019 site plan exhibit submitted as part of the Application Materials. d. Underground parking shall be provided within a parking garage structure constructed underneath the Building. e. The applicant shall provide a preliminary traffic study of the immediate area surrounding the building, as well as traffic impact on Allied Street, Harris Street and the intersection of Harris Street and McIntire Road. The scope of the traffic study shall be approved by the City Traffic Engineer prior to submission, and must be submitted to the City for review and comment prior to the approval of the final site plan for the project. 2. Within the Building, five (5) affordable dwelling units shall be provided for rental by low- or moderate-income persons, as follows: three (3) one-bedroom units and two (2) two-bedroom units. Each of these units shall be an “affordable dwelling unit” as defined in City Code §34-12 throughout a period of ten (10) years. 3. During the first two months for which dwelling units are leased within the Building, five (5) dwelling units shall be reserved for lease to persons who hold housing choice Page 118 of 144 vouchers. Prior to commencement of this initial leasing period, Landowner shall notify the Charlottesville Redevelopment and Housing Authority that the 5 reserved units are, or will be, available to persons with vouchers. Page 119 of 144 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: April 5, 2021 Action Required: Motion to Approve Amendments to Council Rules and Procedures Presenter: Chip Boyles, City Manager Lisa Robertson, Chief Deputy/ Acting City Attorney Staff Contacts: Chip Boyles; Chris Cullinan, Finance Director; Kyna Thomas, Clerk of Council; Lisa Robertson Title: Proposed Amendments to Council Rules and Procedures to Address Expenditure of Funds by City Council and Related Issues Background: In February 2021 the City Attorney’s Office called to City Council’s attention expenditures from City Council’s budget which had not been approved by Council as a body. This communication to City Council raised questions and issues that require City Council, as a body, to discuss and act upon— specifically, issues relating to how individual City Councilors may utilize credit cards issued in their names. In public comments received to date on those issues, two separate but related issues have surfaced: (1) when and under what circumstances an individual member of the public may be paid compensation for his or her time spent sharing opinions or perspectives relating to City business, and (2) need for clear direction from City Council regarding the extent to which individual councilors may utilize staff time/ resources/ funds for individual requests, activities or pursuits. Discussion: Attached is a Discussion Draft document, presenting amendments to City Council’s Rules and Procedures. The provisions in the Discussion Draft reflect the legal opinions given by the City Attorney’s Office in February 2021. The following additional clarifications may assist Council with its deliberations: 1. Council, as a body, may vote to approve compensation to be paid to individuals serving on a group, the purpose of which is to advise City Council on matters of public policy. Va. Code 15.2-1411. 1 a. Members of the group may be appointed through the traditional application/ appointment process, or b. Members of the group may be selected through selection criteria specified by City Council. 2. The City Manager may establish focus groups, may implement public surveys, may approve contracts that include payments for public engagement services, or may establish programs—any 1 A Virginia Attorney General Opinion states that a citizen advisory committee created by a city mayor to advise the mayor is not a public body, because it is not created by the governing body, does not perform delegated functions of the governing body, does not advise the governing body. 1978-79 Op. Att’y Gen. Va. 316A. Page 120 of 144 of which may provide for individuals to be compensated for their participation in a group, survey, engagement, or program. Selection of participants must be by criteria established in advance. 3. City Councilors may make FOIA requests, just like any other City resident (Councilors do not lose their individual rights when elected to public office). HOWEVER, Councilors are not required to make FOIA requests to obtain information about matters in which City Council is interested: City Code §2-157 specifically states that the “City Manager shall prepare and present to City Council such reports, summaries, and other information as Council shall request or require”. FOIA is a prescriptive, administrative procedure with deadlines and legal requirements. City Councilors should only submit FOIA requests when they intend for those requests to be made in their individual capacity as a City resident. Alignment with Council Vision Areas and Strategic Plan: N/A Community Engagement: N/A Budgetary Impact: Yes. Recommendation: The City Manager, Finance Director, Clerk of Council and City Attorney’s Office all recommend that Council should approve the attached amendments to Council’s Rules and Procedures. Sample Motions: “I move to approve the Amended City Council Rules and Procedures as presented to us by staff.” “I move to approve the Amended City Council Rules and Procedures presented to us by staff, with the following changes…..” Alternatives: City Council may choose not to act at all, or may choose to approve a different set of amendments to its Rules and Procedures. Attachment (1): Discussion Draft Amendments to City Council Rules and Procedures Page 121 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 Charlottesville City Council Meeting Rules and Procedures These Charlottesville City Council Meeting Rules and Procedures are designed to help City Council conduct its affairs in a timely and efficient manner, while encouraging a robust and meaningful dialogue with members of the community. I. Meetings A. Generally Meetings 1. Regular meetings of the City Council will begin at 6:30 p.m. on the first and third Mondays of each month (or the following day if that Monday is a legal holiday) in City Council Chambers (Second Floor, City Hall). Council will adopt a schedule for its regular meetings at its first regular meeting in January each year. 2. Council may hold additional meetings at other locations and times, or may change the location and time of a regularly scheduled meeting as it deems appropriate. In the case of inclement weather, the Mayor may cancel a meeting of the City Council. Notice of additional meetings or changes to the location or time of a regularly scheduled meeting will be provided to the public and press as required by the Virginia Freedom of Information Act (FOIA). a."Town Hall Meetings" may be regularly scheduled meetings, such as the “Our Town” meeting series, or may be scheduled as a special meeting by Council on a particular topic. A town hall meeting is a type of meeting at which Councilors answers questions from the public. b."Work Sessions" are meetings at which Council may discuss one or more specific topics in depth among themselves, or at which Council desires to receive an in-depth presentation from staff or an outside party on a particular topic. Council may vote on matters discussed at a Work Session (FOIA does not prohibit voting,) but generally the purpose of a Work Session is to inform Councilors on a topic and for Councilors to give staff or others general direction. Work Sessions may take place within a regular meeting or may be scheduled as a special meeting. 3. Special meetings, closed meetings, and emergency meetings may be scheduled and held in addition to the schedule of regular meetings. Notification requirements for special meetings, closed meetings and emergency meetings are governed by the Virginia Code. a. For special meetings, the purpose and nature of the meeting will dictate whether public comment will be allowed. Time for public comment may or may not be allocated depending on the nature of the meeting and at the discretion of Council. b. Closed meetings generally take place at 5:300 p.m. before the regular Council meeting. Commented [RL1]: Council: would you like us to clean The only items Council may consider in closed meetings are those permitted by the this up? The closed meeting time previously established within these rules is 5:00 p.m. Virginia Freedom of Information Act and identified in the motion convening the closed meeting. B. Agenda and Materials 1. The City Manager shall ensure a proposed agenda is prepared for the Mayor’s consideration nine business days before the meeting. The agenda of everyregular Council meeting is approved by the Mayor. Any Council member desiring to add items to the proposed agenda should submit them to the City Manager and the Mayor ten business days before the meeting. Last minute Page 122 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 submissions are discouraged but may be added to a regular meeting agenda, subject to a vote of Council at the meeting approving a change [addition] to the published agenda. This may occur from time to time when a matter that requires action expeditiously was not known in time to be presented during the normal agenda development process. Citizens may suggest an item for consideration on a Council meeting agenda by submitting the suggestion in writing to the Clerk of Council at least ten business days prior to the meeting. 2. The Order of Business at each regular meeting of Council shall be as follows: a. 6:30 p.m. Call to Order, Pledge b. Approval of the Agenda c. Special Recognitions by the Mayor or Council (if any), Awards and Proclamations (Council may also project awards, recognitions, and announcements on the television/video screens in lieu of reading/ announcing them.) d. Boards and Commissions Appointments e. Consent Agenda (including, without limitation: approval of minutes; routine ordinances or resolutions; final/second readings of appropriations, ordinances or resolutions; other routine items) f. City Manager’s Response to Community Matters g. Community Matters (formerly Matters by the Public) (Limited to 16 speakers, maximum; see Section D of these Procedures) h. Action Items, and any related Public Hearings (items on which action is requested from Council) i. General Business for Discussion, and any related Public Hearings (items on which Council will conduct a public hearing, hold a discussion among themselves, receive a presentation, etc., but on which no action will be taken at that meeting) j. Matters by the Public 3. The City Manager, in consultation with the Mayor, shall provide background materials for the Council and the public. Agenda and background materials for upcoming City Council meetings shall be made available for public review in the Clerk of Council’s Office and on the City’s website, concurrent with Council’s receipt of the same, and no later than Wednesday before the meeting. 4. Any materials in addition to the background materials prepared by the City Manager shall be distributed to the Council by the Clerk of Council no later than Friday before the meeting. Council may defer any item for which all relevant information has not been provided in a timely manner. 5. Agenda Items a. Consent Agenda: the consent agenda may be used for eligible items and may include, but is not limited to, routine and noncontroversial appropriations, grant applications, contracts, resolutions, ordinances, second readings, and the minutes. After the consent agenda is read by the Clerk of Council, the Mayor will ask if any member of the public wishes to address Council about an item on the consent agenda. Any item may be removed at the request of one or two Councilors. If a Councilor requests a separate vote on an item, but does not wish to have further discussion on the item, the item will be voted upon after the remainder of the consent agenda is acted upon. If any two Councilors request that an item be removed from the consent agenda for further discussion, the item shall be added to the end of the regular agenda for discussion. Those items not removed from the consent agenda shall be acted upon by a single vote of Council. Page 123 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 b. Agenda items shall be heard in the order in which they appear on the agenda. With the consent of two other Councilors, the Mayor maypostpone or take out of sequence agenda items from the order listed on the agenda. c. Each agenda item shall be given an approximate time limit. Generally, the total time allocated to any agenda item that does not include a scheduled public hearing shall not exceed twenty (20) minutes, unless the Mayor, in consultation with the City Manager, determines otherwise. d. Opening presentations for agenda items shall be limited to ten (10) minutes, unless the Mayor, in consultation with the City Manager, determines otherwise. e. For each agenda item, staff or an appropriate designee will present the item to Council, after which Councilors may ask clarifying questions of staff if necessary. If a public hearing is scheduled, the public hearing will be conducted before any motion is initiated by a Councilor. C. Transaction of Business 1. General. a. Unless otherwise specifically provided by law, Council may conduct business and vote upon any matter properly before it, at any meeting at which a quorum is present. b. Informal discussion of a subject is permitted while no motion is pending. c. In making motions and transacting its business, Council shall follow the rules set forth within these Meeting Procedures. If a question of procedure arises that cannot be resolved by the provisions within these Procedures, the Parliamentarian will consult Robert’s Rules of Order and apply them to a resolution of the question. 2. Motions, generally. a. Any member, including the presiding officer, may make a motion. A member may make only one motion at a time. b. Except as otherwise noted, all motions require a second; a motion dies for lack of a second. c. Except as otherwise noted, each member is required to obtain the floor, by addressing the presiding officer, before making motions or speaking. 3. Substantive Motions. a. A substantive motion is any motion that deals with the merits of an item of business and that is within the Council’s legal powers, duties and responsibilities. b. A substantive motion is out of order while another substantive motion is pending. 4. Procedural Motions. a. A procedural motion is a motion that Council may use to “act upon” a substantive motion, by amending it, delaying consideration of it, and so forth. Procedural motions are in order while a substantive motion is pending and at other times, except as otherwise noted. b. Only the following procedural motions, and no others are in order. Procedural motions are listed below in their order of priority. If a procedural option is not listed below, then it is not available: i. Appeal a Procedural Ruling of the Presiding Officer (an appeal is in order immediately after a decision is announced and at no other time; the maker need not be recognized by the presiding officer, the motion does not require a second, and if made in a timely manner, the motion may not be ruled out of order.) Page 124 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 ii. Motion to Adjourn iii. Take a brief recess iv. Suspend the rules v. Defer consideration of a Substantive Matter (“lay on the table”; “postpone”; “defer”) vi. Call the question (not in order until each member has had an opportunity to speak once; the motion is not amendable or debatable) vii. Motion to amend (a motion may be amended no more than twice; once a motion has received a second, it is up to the entire group to decide whether or not it should be changed by amendment; prior to receiving a second, a motion may be amended with the permission of the person who made the motion) viii. Substitute motion (no more than one substitute motion may be made; if a substitute motion is adopted and replaces the original motion, no further substitute motions may be made) ix. Withdrawal of motion (a motion may be withdrawn by its maker any time before it is amended, or before the presiding officer puts the motion to a vote, whichever occurs first) x. Motion to reconsider (must be made no later than the next succeeding regular meeting, by a member who voted with the prevailing side; this motion may not be used in a land use decision involving a rezoning or a conditional use permit) 5. Debate. a. In the event that conflicts arise among members as to the order for speaking, the presiding officer shall apply the following rules: the maker of a motion is entitled to speak first, if he/she/they or she wishes to do so; a member who has not spoken on an issue shall be recognized before someone who has already spoken. b. The presiding officer may participate in the debate prior to declaring a matter ready for a vote. c. Council members shall not engage in electronic communications among themselves during a meeting, regarding any motion that is on the floor for debate. d. In making a motion, a member shall endeavor to state the basis of the motion within a period not more than 5 minutes. In debating a motion, or in proposing amendments or substitute motions, each member shall try to state the basis of that procedural motion within a period of less than 3 minutes. In asking a question of a speaker, Council members should take not more than 3 minutes to phrase the question. e. In debate, speakers shall be collegial in their language and shall avoid all reference to personalities. No member shall interrupt another without the consent of the member who has the floor, except when making a point of order. 6. Voting a. The Mayor shall call the question, either: (i) after a motion to call the question has received a second and has been voted upon, or (ii) at their discretion, any time after each member has had at least one opportunity to speak during debate. After the vote is taken, the Mayor shall announce that the motion is adopted or failed and the vote count. b. If any member abstains from voting, the reason for the abstention shall be included in the minutes of the meeting. c. In the event that a substantive matter does not require a recorded vote, then the Mayor may call for approval of that matter by voice vote or acclamation. (Generally this process should be used only when a matter is simple, clear to all present and requires no discussion.) Page 125 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 7. Mayor as Presiding Officer The Mayor shall preside at all meetings of City Council (“presiding officer”). The Vice Mayor shall be the presiding officer in the Mayor's absence. Meetings of City Council shall be governed according to these Meeting Procedures, except where provided otherwise by the Virginia Code or the Code of the City of Charlottesville. Matters not addressed within by one of those sources shall be resolved in accordance with Robert’s Rules of Order. a. The City Attorney shall serve as the Parliamentarian for the purposes of interpreting these Meeting Procedure, and the Code of Virginia (1950), as amended, and Robert’s Rules of Order, as may be directed by the presiding officer, or as required as a result of a point of order raised by one or more Councilors. b. No rule set forth within these Meeting Procedures can be suspended except by the consent of four Council members. Suspension of the rules may be made by a motion. (City Code section 2-66) c. At each Council meeting, the presiding officer shall preserve order and decorum, and shall have the authority: i. To rule motions in or out of order, including any motion not germane to the subject under discussion; ii. To determine whether a speaker is unreasonably disturbing the meeting, and to entertain and rule on objections from other members on this ground; iii. To entertain and answer questions of procedure; iv. To call a brief recess at any time; v. To adjourn in an emergency. d. A decision by the presiding officer on any matter listed in c.i. through c.iii. above may be appealed to Council upon motion of any member. Such a motion is in order immediately after the presiding officer announces his/her/their or her decision, and at no other time. e. The presiding officer shall ensure that individuals address their comments to City Council at appropriate times, in accordance with the meeting agenda. Otherwise, no person shall address City Council until leave to do so has been granted by the City Council or until invited to do so by the Mayor. Remarks shall at all times be addressed directly to Council, and not to staff, the audience, or the media. (City Code sec. 2-71) f. Remarks and actions that disrupt the Council meeting, and remarks from persons other than Councilors, the City Manager or City Attorney, which are outside the purpose of Matters by the Public or a Public Hearing (see section D below), a staff report, or other presentation associated with an agenda item, are not permitted. The presiding officer shall call an individual to order when that individual goes afoul of these rules. The following are examples of remarks and behavior that are not permitted: i. Interrupting a speaker who is addressing Council at the speaker’s microphone or a speaker who has otherwise been invited to address Council during Matters by the Public or a Public Hearing; ii. Interrupting a Councilor who is speaking; Page 126 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 iii. Shouting, and talking (either individually or in concert with others) in a manner that prevents a speaker or a Councilor from being heard or that otherwise hinders the progress of the meeting; iv. Blocking paths for emergency exit from the meeting room; engaging in any conduct that prevents a member of the audience from seeing or hearing Councilors during a meeting; standing on chairs or tables within the Council meeting room; v. Threats of violence toward Councilors, City staff or members of the public; vi. Engaging in conduct that is a criminal offense under the City Code or the Virginia Code; vii. Campaigning for elected office; viii. Promotion of private business ventures. 8. During a City Council meeting the presiding officer shall have control of the Council Chambers and the connecting halls and corridors within City Hall, and any other venue where a Council meeting is being held. In case of any conduct described in section f, above, the presiding officer may take measures deemed appropriate, including but not limited to suspending the meeting until order is restored, ordering areas to be cleared by the Sergeant at Arms, or requiring any individual to exit the meeting room and adjacent premises (connecting halls and corridors.) 9. Any person who has been expelled from a Council meeting shall be barred by the Mayor from reentering the Council meeting from which he/she/they or she was expelled, subject to appeal to Council or motion passed by Council. D. Matters by the Public, Public Hearings and Other Comment Opportunities 1. Matters by the Public – Time shall be reserved during each regular City Council meeting for Matters by the Public. The purpose of Matters by the Public is to offer individuals an opportunity to state a position, provide information to City Council, comment on the services, policies and affairs of the City, or present a matter that, in the speaker’s opinion, deserves the attention of City Council. a. At Council’s regularly scheduled meetings, two opportunities will be afforded for members of the public to address Council. One Matters by the Public session will be offered early in the meeting, which shall be called “Community Matters”, prior to taking up matters on a consent agenda, action items agenda, or items for discussion agenda. At this first period, up to sixteen (16) individuals may speak, as follows: i. up to 8 individuals selected randomly from a list of people who have signed up in advance, and ii. up to 8 individuals who have registered on the sign-up sheet available at the front of the room prior to the meeting on a first-come/first-served basis. A second Matters by the Public session will be offered as the final item on a regular meeting agenda. b. Each person who speaks during a Matters by the Public session will be limited to a maximum time of three minutes. i. Speakers may concede their allotted time; the person whose name is written on the speaker sheet must be the person who begins speaking, although they may be accompanied by others to the podium and may share their time with them. Each speaker Page 127 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 shall begin by clearly stating his/her/their or her name and place of residence (or, if speaking on behalf of a business, by giving the location of the business). ii. Written materials presented at Matters by the Public must be given to the Clerk prior to speaking and will be distributed to the Council. For distribution of hard copies to Councilors, eight copies should be provided; however, electronic distribution is preferred and may be sent to council@charlottesville.org. PowerPoint presentations cannot be accommodated during Matters by the Public. iii. After an individual completes his/her/their or her remarks to Council, any Councilor or the City Manager may respond as they see fit. To assure the orderly progress of the meeting, the presiding officer shall ensure that, collectively, responses to any individual’s remarks will not exceed a period of approximately two minutes. iv. Remarks that cannot readily be addressed within the Councilors’ response time may be referred to the City Manager by the Mayor, with a request that the City Manager bring back a response at the meeting immediately following the present meeting. 2. Public hearings – From time to time, Council will conduct public hearings on specific topics as required by law or as Council otherwise deems appropriate. The purpose of a public hearing is for Council to receive public comments on a specific topic. a. Sign-up sheets are provided at the front of the room. Speakers will be called from that list, as time permits. b. After all speakers on the sign-up list have been called, other individuals will be invited to speak, until everyone who wishes to speak on the topic has had a chance to do so. c. During a public hearing, each speaker must limit his/her/their or her comments to the specific application or matter for which the public hearing has been scheduled. d. No person may speak more than once during any public hearing. Each person who speaks during a public hearing will be limited to a maximum time of three minutes. e. Prior to opening a Public Hearing, Council may, by motion, limit the number of speakers who will be heard, and/or reduce the time for each speaker to two (2) minutes, upon determining that the session could not be commenced in a timelymanner. 3. Town Hall meetings – Town Hall meetings are generally conducted in an open format. Council may conduct a Town Hall meeting in a manner that is free-form (no limit on the time for making a comment or stating a question, or for Councilors’ responses,) or Council may establish an agenda or list of topics that will apply for a particular Town Hall meeting, and times or guidelines for speakers’ questions and Councilors’ responses. Any parameters that will apply to a Town Hall will be established by the Mayor prior to the meeting or by vote of Council after calling the Town Hall meeting to order and prior to opening the floor. Prior to commencing the session, attendees shall be notified of any applicable time limits or speaker guidelines, either by posted signs, a written agenda or verbal announcement by Council at the beginning of the meeting. 4. Written Comments – To provide an additional mechanism to communicate with Council, a “Submit a Comment to City Council” form is provided on the City website for electronically submitting comments. These comments are distributed to all Council members. Citizens may also contact Councilors via their City email addresses (available on the City’s website) or by written correspondence sent in care of the Clerk of Council. 5. Consent Agenda Comments-After the Clerk of Council concludes reading the Consent Agenda, the Mayor will ask if anyone in attendance at the City Council meeting wishes to speak on matters listed on the Consent Agenda. Speakers will be limited to a maximum of Page 128 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 three minutes and their marks shall be limited to matters listed on the Consent Agenda. E. Recess 1. During regular meetings, Council will take a brief recess every two hours. The presiding officer will announce the recess at an appropriate time, or any member may, by point of order, remind the presiding officer that a brief recess is due. 2. The Council’s goal at regular meetings is to adjourn no later than 11:00 p.m. F. Miscellaneous 1. Persons with disabilities may request reasonable accommodations by contacting ada@charlottesville.org or (434) 9703182. Persons are encouraged to make requests in advance. 2. All regular City Council meetings are broadcast live on Charlottesville’s TV10. Streaming video of the meetings is available for viewing online at the time of the meeting and as an archived video on the next business day following a meeting. Archived meetings can be downloaded in audio or video format from the City website. Charlottesville TV 10 runs repeats of the most recent meeting throughout the month on Mondays, Wednesdays, and Fridays at 7:00 p.m. and Tuesdays, Thursdays, and Saturday mornings at 9:00 a.m. until the next meeting is held. A DVD copy of the meeting may be requested the week after the meeting; a nominal fee may apply. Contact the Clerk of Council at clerk@charlottesville.org or (434) 970-3113 to inquire. 3. These City Council Meeting Rules and Procedures will be posted on the City’s website. 4. These Council Meeting Rules and Procedures are adopted by the Council pursuant to the Charter of the City of Charlottesville and supersede prior rules. The rules and procedures set forth within this document do not create substantive rights for third parties or participants in proceedings before City Council, and City Council reserves the right to suspend or amend the rules in the manner provided in the City Code. The failure of City Council to strictly comply with the provisions of this document shall not invalidate any action of City Council. G. Policy for Electronic Participation by Councilors 1. Purpose and Applicability. It is the policy of the City Council of the City of Charlottesville that individual members of the Council may participate in Council meetings by electronic means as permitted by Virginia Code Section 2.2-3708.2. The purpose of the policy is to comply with the requirements of Section 2.2-3708.2 of the Code of Virginia and to allow for and govern participation by one or more Councilors in Council meetings by electronic communication means. All proceedings pursuant to this policy shall be performed in accordance with Virginia Code Section 2.2-3708.2 as that statute may hereafter be amended. This policy shall apply to the entire City Council membership without regard to the identity of the member requesting remote participation or the matters that will be considered or voted on at the meeting. 2. Quorum Required. The City Council may consider a request for participation by electronic communication means only if a quorum of the Council is physically assembled at the primary or central meeting location, and there is an arrangement for the voice of the remote participant to be heard by all persons at the primary or central meeting location. Page 129 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 3. Permissible Reasons for Electronic Participation. Participation by a Councilor in a meeting by electronic communication means shall only be allowed due to an emergency, a personal matter, or disability. Each Councilor shall be limited each calendar year to participation by electronic means in two meetings for personal matters. 4. Approval. Individual participation from a remote location shall be approved unless such participation would violate this policy or the provisions of the Virginia Freedom of Information Act. If a Councilor’s participation from a remote location is challenged, then the City Council shall vote whether to allow such participation. If the City council votes to disapprove the Councilor’s participation because such participation would violate this policy, such disapproval shall be recorded in the Council’s minutes with specific reasons cited for the disapproval. 5. Approval Process. No Councilor may participate in a meeting by electronic communications means unless the Councilor requests and the Council approves the participation in accordance with this policy. a. A Councilor may request to participate in a meeting by electronic communication means if the Councilor notifies the Mayor and the Clerk of Council on or before the day of the meeting that the Councilor is unable to attend due to the following: i. Personal: an emergency or personal matter, provided that the Councilor identifies with specificity the nature of the emergency or personal matter, or ii. Temporary or Permanent Disability: a temporary or permanent disability or other medical condition that prevents the Councilor’s physical attendance. b. The Councilor must also notify the Clerk of Council of the remote location from which the Councilor would participate by electronic communication means. c. At the meeting, the Clerk of Council shall announce the information received from the absent Councilor. If the Council member’s request is in all respects compliant with this policy, then any of the quorum of Councilors physically assembled at the central meeting location shall make a motion to approve or disapprove the absent Councilor’s request. d. Upon adoption of a motion to approve the Councilor’s participation by electronic communication means, the Councilor shall be allowed to fully participate in the meeting by electronic communication means. e. If the Councilor’s participation by electronic communication means is approved, the Clerk of council shall record in the meeting minutes: i. the motion; ii. the vote thereon; iii. the specific nature of the emergency or personal matter or temporary or permanent disability or other medical condition; and iv. the remote location from which the Councilor participates in the meeting. f. If the Councilor’s participation by electronic communication means is disapproved, whether by adoption of a motion to disapprove or rejection of a motion to approve, the Clerk of Council shall record in the meeting minutes: i. the motion; ii. the vote thereon; iii. the specific nature of the emergency or personal matter or temporary or permanent disability or other medical condition; Page 130 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 iii. the remote location from which the Councilor would participate in the meeting; and v. the specific aspect of this policy that would be violated by the Councilor’s proposed participation by electronic communication means, as summarized by the quorum of Councilors physically present. I.II. THE COUNCIL – MANAGER RELATIONSHIP A. Per City Code §2-157 and iIn the interests of efficient management, if Council members seek answers from City staff, they should generally attempt to do so through the City Manager. A Councilor who has a question or wishes to request information from a department head or staff member (i.e., a question or request that requires only a few minutes for response) may contact those persons directly; however, iIn any event, when asking questions of staff, Council members should advise City Manager of same. B. Members of the City Council, including the Mayor, shall represent the official policies or positions of the City Council to the best of their ability when designated as delegates for this purpose. When presenting their individual opinions and positions, Council members shall explicitly state they do not represent their body or the City, nor will they allow the inference that they do. No member of City Council may purport to speak on behalf of the City on matters that have not been voted on by Council or that do not represent official City policy unless authorized by vote of the City CouncilManager. C. If a Councilor chooses to convene a public meeting gathering that will involve an employs any City resources (including meeting spaces expenditure of any City funds and staff attendance), the group that is gathered must be a public body (i.e., a board, commission, committee, subcommittee, task force, advisory group, or other entity—however designated— created by City Council to perform delegated functions of Council or to advise the City Council). The Councilor will advise the City Manager, the Clerk of Council and other Councilors of the date, time and purpose of any gathering that will involve expenditure of City funds. A Councilor may expend or commit expenditure of City funds in accordance with Section III, below. If a Councilor wishes to convene a gathering that will involve the use of City meeting space or the assistance of non-Council staff, the gathering must be approved by the City Manager, with notice given to the Clerk of Council and other Councilors of the date, time, place and purpose of the gathering. D. If any Councilor convenes or plans to attend an event or gathering and to which any other Councilors may also be invitedthat might be attended by two or more Councilors, he/she/they or she shall advise the Clerk of Council and the City’s FOIA Officer other Councilors at least one day in advance of the time and place of the meeting event or gathering. E. Council members shall respect and adhere to the Council/Manager structure of Charlottesville City government as outlined in the Charlottesville City Code. In this structure, the City Council determines the policies of the City with the advice, information and analysis provided by City staff, Boards and Commissions, and the public. Except as provided by the City Code, Council members shall not interfere with the administrative functions of the City or the professional duties of City staff; nor shall they impair the ability of staff to implement Council policy decisions. Page 131 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 Ref. City Charter, §5.01, §5.02 Ref. City Code §2-36; 2-39; 2-146 through 2-158 F. At the first meeting of January in each even numbered year, an Organizational Meeting shall be conducted to select the Mayor and Vice Mayor. The City Manager shall preside at the Organizational Meeting. The City Manager shall accept nominations from Councilors for the position of Mayor. The City Manager will then accept a motion to close the nomination process. After a motion to close the nomination process is approved by the Council, each Councilor will be provided five minutes to speak about the Mayoral nominees. After all Councilors have concluded their remarks, the Clerk of Council will then call the roll and each Councilor shall state their choice for the position of Mayor. At the conclusion of the Council’s Mayoral election, the City Manager shall accept nominations from Councilors for the position of Vice Mayor. The City Manager will then accept a motion to close the nomination process. After a motion to close the nomination process is approved by the Council, each Councilor will be provided five minutes to speak about the Vice Mayoral nominees. After all Councilors have concluded their remarks, the Clerk of Council will then call the roll and each Councilor shall state their choice for the position of Vice Mayor. The Mayor and Vice Mayor shall be elected for terms of two years. G. At a work session conducted in January of each even numbered year, the City Manager and Clerk of Council will coordinate a Council orientation for all City Councilors providing training and education on City operations and City Council Policies and Procedures. II.III. CITY COUNCIL EXPENDITURES A. Each fiscal year, as part of Council’s approval of the annual budget for the City, or as amended during the year, Council appropriates a certain amount of public funds for expenditure by “City Council/ Clerk of Council” and for “City Council Strategic Initiatives”. Public funds appropriated in these categories may be expended by City Council in accordance with this Council Procedure document, as follows: 1. Council-authorized purchases and expenditures—public funds within City Council’s budget appropriation may be expended for lawful purposes specifically approved by a vote of City Council, including, without limitation: i. Charitable donations authorized by state statute; ii. Compensation to individuals serving on a City-Council created advisory agency, as defined in Va. Code §2.2-3101 (task force, commission or other group—regardless of name). (Note: If City Council creates an advisory agency, City Council may specifically authorize members of the advisory agency to be compensated for their attendance at regularly scheduled meetings and in training. Compensation may be paid to an individual member, only if the City Council action which established the advisory agency: (i) specifically authorizes the amount of compensation to be paid, (ii) designates the manner in which compensation may be paid (City-issued check, cash-equivalent (e.g., gift card), or other form of payment), and (iii) Page 132 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 identifies the fund or budget expenditure line item from which the compensation is to be paid.) Ref. Va. Code §15.2-1411. iii. Purchases of goods or services for a City Council meeting, function, or retreat, or purchase of office supplies, travel reservations for an individual councilor, etc., where such purchase is arranged by the Clerk of Council in his/her/their role as “decentralized buyer” for the City (for example: a facilitator for a Council workshop; catering and meals for a City Council meeting or retreat; consulting services for a City Council initiative, etc.). a) The Mayor or any other individual councilor may commit funds within City Council’s budget (the accounting fund center for Commented [RL2]: As indicated by the materials we “Mayor/City Council”) to be used to compensate speakers or reviewed from the City of Richmond, discretionary funding delegated to individual councilors for expenditure must be consultants who address or advise City Council at a public meeting specifically called out in the approved budget document, as on matters of public concern within the City. Amounts expended in to the categories for which it will be expended. his manner shall not exceed $1,000 per year for an individual If you approve this provision, we will need to work with the councilor. When selecting speakers or consultants to provide these City Manager and Ms. Hammill to amend the Proposed contract services, councilors will make a good faith effort to provide Budget (for the City Council expenditures) to reflect the for competition among similarly-qualified speakers and consultants. discretionary funding amounts and the categories for which it may be expended. Ref. Va. Code 15.2-2503 b) Prior to committing any City Council funds as authorized by paragraph a), above, the Mayor or other individual councilor shall verify with the Clerk of Council that a sufficient amount of budgeted funding is available to cover the proposed commitment. iv. Emergency travel expenses, which may be arranged and authorized by the City Manager, in circumstances where an individual councilor’s credit card fails to function while the councilor is traveling on City business. v. Payment for the expenditures listed in (i)-(iii), above, shall be arranged by the Clerk of Council or City Manager, on behalf of City Council, using the credit card issued by the City to the Clerk or by other form of payment used by the City in the normal course of business. Individual councilors’ credit cards shall not be used to pay for those expenditures. 2. Reimbursement of individual councilors’ and Council-staff members’ City- business expenses—pursuant to Va. Code §15.2-1414.6 each individual Councilor is eligible to be reimbursed for any expenses incurred by such individual councilor for official City business (“Reimbursables”). Any such Reimbursables must be itemized and documented by stamped “paid” receipts to the extent feasible. i. Following are examples of authorized Reimbursables: • registration fees, meals and/or travel and parking expenses for attendance at official functions, general assembly sessions, or ceremonies/special events to which City Council, or an individual councilor, or a Council staff member, is invited or is required to attend; • individual dues for membership in organizations related to Council duties, and travel to seminars and meetings of those organizations (e.g., VML, Virginia First Cities, National League of Cities, etc.); Page 133 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 • meals or refreshments for an individual Councilor himself/herself/themself, while meeting with one or more constituents, if receipts are supported by documentation meeting IRS standards for allowable business expenses (identification of the purpose of the meeting, the topic(s) discussed, the person(s) participating in the meeting, etc.); • home office supplies for individual Councilors, such as copier paper, “cloud” storage for records, office furniture, pens, etc. ii. In lieu of incurring a Reimbursable expense and then submitting a reimbursement request to the City, any individual Councilor or Council staff may use a City credit card issued to such Councilor/ staff member to purchase Reimbursables. Requirements for documentation of purchases made with a City-issued credit card, as well as daily per-diems and mileage reimbursement rates, shall be the same as established by the City Manager/ Director of Finance for City employees. iii. No credit card issued to an individual City Councilor shall be used to purchase any goods, services or items other than: a) Reimbursables, b) Tokens of sympathy or appreciation for the Clerk of Council and his/her/their staff, the City Manager and his/her/their deputies and assistants, and the Finance Director and his/her/their deputies and assistants, to recognize birthdays, work anniversaries, sympathy for the loss of a family member, and similar circumstances). The value of a credit card transaction for any such purchase shall not exceed $50, and c) Goods, services or items approved by City Council, as a body, to be purchased with an individual councilor’s card (for example, City Council may vote to authorize an individual councilor who is leading an international trip to charge certain group expenses to the City credit card issued to that councilor). iv. If any individual Councilor desires to use a City credit card that is issued to him/her/them, but is not sure whether or not a particular purchase constitutes a Reimbursable, as defined above, it shall be the responsibility of the Councilor to seek guidance (from Council, as a body, the Clerk of Council, the Finance Director, or the City Attorney’s Office) prior to using the credit card to make the purchase. Inquiry shall be made regardless of whether similar purchase(s) have previously been made prior to the adoption of these Council Rules and Procedures. 3. Prohibited Expenditures, by Credit Card and Otherwise: the following expenditures of City funds are PROHIBITED and are UNAUTHORIZED as to every individual Councilor and each member of Council’s staff: Page 134 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 No City funds shall be used to obtain, purchase, or pay for any of the following— whether the purchase or payment is made or obtained by means of a City-issued credit card, expense reimbursement request, City-issued check, cash or cash equivalent (gift card) or otherwise: i. Alcoholic beverages, ii. Smoking products and paraphernalia, iii. Personal items and services (i.e., goods, services or items other than Reimbursables) for an individual councilor or any other individual, iv. Gifts or donations to any individual(s), v. Non-essential services and gratuities: mini-bar fees, service gratuities in excess of 20% for meals or transportation services, movies, personal telephone calls made from a hotel phone, etc., vi. Vehicle fuel, vii. Cash (cash advances, wire transfers, money orders, credits for returned merchandise, etc.), viii. Any purchase or expenditure that exceeds funding that is available within City Council’s fiscal year budget at the time of the purchase or obligation of City funds, iv.ix. All other unauthorized purchases and expenditures—meaning any purchase or expenditure other than one specifically authorized within these Council Rules and Procedures. B. Oversight of Council Expenditures 1. The Clerk of Council shall send monthly budget-to-actual expenditure reports to City Council, reporting all expenditures from City Council’s budget for the preceding month (inclusive of credit card purchases), as well as the total amount of funds remaining to be spent during the fiscal year. It shall be the responsibility of City Council, as a body, to review the budget-to-actual expenditure reports and to address any apparent concerns as a group, with Council staff and each other. 1.2.If any Councilor or Council staff member has a question about whether any credit card purchase or other expenditure complies with this Council Procedure, the question should first be presented to Council, as a body, for review and response (assistance from the Finance Director or City Attorney’s Office may be requested, as needed). If the question cannot be resolved by Council, as a body, the matter shall be reviewed by the City Attorney in consultation with the City Manager and Director of Finance and/or reported to law enforcement for investigation. Notwithstanding the foregoing: if Council as a body fails to promptly take action, or if there is cause to believe that a violation of the requirements of this Council Procedure is knowing or intentional and a financial loss in excess of $300 (ref. City Code §2-45) will occur to the City while awaiting a response by Council, any City official or Council staff shall have a right to seek review of the matter by law enforcement. Page 135 of 144 PROPOSED EDITS, REVISED THROUGH 4-02-2021 3. Any City Councilor who uses a credit card, or otherwise obligates City funds to be expended, for purposes not authorized by this Council Procedure may be subject to civil fines, payment of reimbursement to the City, and/ or criminal prosecution (ref. City Code §2-45, City Code §22-33, and Va. Code §18.2-112). Page 136 of 144 Make Gentle the Life of this World: Family Self-Sufficiency in the Charlottesville Region— Albemarle, Buckingham, Fluvanna, Greene, Louisa, Nelson counties & the city of Charlottesville, Virginia Orange Dot Report 4.0 By: Ridge Schuyler January 20, 2021 ____________________________________________________ Network2Work@PVCC | Division of Community Self-Sufficiency Programs | Piedmont Virginia Community College 222 South St. W | Charlottesville, VA 22902 | 434.961.5255 Page 137 of 144 Project Purpose In 2018, we set a goal of helping 4,000 families secure quality jobs by 2026. We plan to achieve this goal by identifying struggling families through our Job Seeker Network, connecting them to quality jobs through our Employer Network, and supporting them through our Provider Network. Our approach is to amplify the effects of the region’s extensive support services and economic power by deploying existing social networks to connect those resources more directly to the families struggling in the Charlottesville region. Special thanks to Nick Morrison of the Thomas Jefferson Planning District Commission, who produced the excellent maps contained in this report. Page 138 of 144 Executive Summary In our community, 10,940 families (17 percent) do not make enough money to afford the essentials of life—food, shelter, clothing and utilities—and the added costs associated with working—childcare and transportation. The struggle is not equally shared. Thirty-five percent of black families make less than $35,000/year, compared to 14% of white families. Network2Work@PVCC intentionally addresses these struggles. We have enrolled over 1,000 job- seekers, and 85% of those who complete secure employment. Fifty-nine percent of those jobs pay $25,000 or more. Fifty-six percent of our job-seekers are black. In addition to expanding the reach of Network2Work@PVCC, there are ten additional steps our community could take to help our neighbors climb the economic ladder: 1. Increase local procurement. 2. Pilot Open HiringTM. 3. Provide universal pre-K. 4. Offer low-interest loans/grants to pay life expenses while attending school. 5. Pair subsidized housing with opportunities for economic mobility wherever possible. 6. Build more $800/month two-bedroom apartments for working families. 7. Create a community-wide employee assistance program. 8. Expand homeownership and wealth-building through purpose-built condominiums. 9. Make access to capital affordable by providing loan guarantees. 10. Lock shifts. Page 139 of 144 Table of Contents PART I: DEFINING THE ISSUE ISSUE ................................................................................................................. 1 TOO MANY STRUGGLING FAMILIES ................................................................................ 3 SPECIFIC LOCALITY INFORMATION ................................................................................ 10 THE IMPORTANCE OF CORE SKILLS ............................................................................... 31 THE MATTER OF RACE .............................................................................................. 32 PART II: PROVIDING A SOLUTION THE NETWORK2WORK SOLUTION ............................................................................... 39 OUR PERFORMANCE ................................................................................................. 49 PART III: ENHANCING OUR APPROACH OPPORTUNITIES FOR ENHANCEMENT............................................................................ 52 CONCLUSION .......................................................................................................... 56 PART IV: HELPING TO LIFT WHAT CAN I DO TO HELP? ......................................................................................... 58 EMPLOYERS IN OUR NETWORK .................................................................................... 59 PROVIDERS IN OUR NETWORK..................................................................................... 61 APPENDIX Page 140 of 144 CITY OF CHARLOTTESVILLE There are 8,644 families living in Charlottesville. Of these, 1,918 families (22 percent) do not make enough money to pay for the essentials of life and the costs associated with working. Charlottesville Expenses: Single Householder + 2 Children (1 Toddler) Annual Monthly Weekly Food $6,344.52 $528.71 $122.01 Clothing $1,090.00 Shelter $15,192.00 $1,266.00 Utilities $2,658.78 $221.56 Necessary Costs $5,057.06 Survival Expenses $30,342.36 Childcare $13,520.00 $1,126.67 $260.00 Transportation $2,588.24 $215.69 TOTAL Expenses $46,450.59 As this table shows, 55% (1,068) of the families who cannot meet their basic needs earn between $15,000-$35,000 annually. This strongly suggests they are working, but not earning the wages, or getting the hours, they need to support their families. Annual Family Income and Charlottesville’s Percentage Benefits Struggling Families $0 - $9,999 509 (27%) 45% $10,000 - $14,999 341 (18%) $15,000 - $24,999 426 (22%) 55% $25,000 - $34,999 642 (33%) Total 1,918 100% Part I: Defining the Issue 28 Page 141 of 144 Page 142 of 144 Part I: Defining the Issue 29 Page 143 of 144 Part I: Defining the Issue 30 Appendix Page 144 of 144