CITY OF CHARLOTTESVILLE, VIRGINIA
                 CITY COUNCIL AGENDA



  Agenda Date:          June 6, 2022

  Action Required:      Approval of Resolution (Appropriation)

  Presenter:            Emily Pelliccia, Deputy Chief; Charlottesville Fire Department

  Staff Contacts:       Emily Pelliccia, Deputy Chief; Charlottesville Fire Department

  Title:                Local Emergency Management Performance Grant (LEMPG) -
                        $15,000


Background:

The Virginia Department of Emergency Management has allocated $7,500 in 2021 Emergency
Management Performance Management Grant (LEMPG) funding from the Federal Emergency
Management Agency to the City of Charlottesville. The City’s local share is $7,500 (required
local funding contribution), for a total project cost of $15,000.

Discussion:

The City of Charlottesville is the grant administrator for this grant, which will used to enhance our
local government preparedness for future major emergencies and disasters. The grant award
period is July 1, 2021 to June 30, 2022. The objective of the LEMPG is to support local efforts to
develop and maintain a comprehensive emergency management program. A key element of that
program is continuity of operations planning (COOP) for the City of Charlottesville. The 2021
LEMPG funds will be used by city staff to complete an enterprise COOP.

The COOP is the document that “keeps the heart of the City beating” during major emergencies
or disasters. In 2019 Launch! Consulting was contracted by the City of Charlottesville and the
Regional Office of Emergency Management to assist with the facilitation of the City’s first
enterprise COOP. A draft COOP was developed at that time through a series of workshops and
follow-up activity however the pandemic and turnover of key City leadership prevented
finalization of the COOP. It is recommended that the final draft be revisited and updated with the
new leadership in place. The citywide effort, inclusive of all City departments will be facilitated
once again by Launch! Consulting through City-wide workshops in which each department will
be represented by a staff member who understand the details of departmental procedures, and who
has decision-making authority for their department. Launch will lead at least two workshops to
re-acquaint departments with their COOP documents and the concept of citywide COOP planning.
An updated enterprise COOP will be the final product.

Alignment with Council Vision Areas and Strategic Plan:

COOP planning and this request supports City Council’s America’s Healthiest City vision,
specifically, “Our emergency response system is among the nation’s best,” as well as Goal 2 of
the City’s Strategic Plan, specifically sub-elements 2.1 (Provide an effective and equitable public
safety system) and 2.4 (Ensure families and individuals are safe and stable). Maintaining
our response and recovery capability is an on-going process that requires regular planning
discussions and updates to our plans as well as training and exercising of our plans.

Community Engagement:

Continuity of operations during times of major emergencies and disasters ensures that there are
no major disruptions to any City services or assistance to our community. By preparing our local
government for future events we align with the Federal Emergency Management Agency’s
vision for continuity to be “a more resilient Nation through whole community integration of
continuity plans and programs to sustain essential functions under all conditions.”

Budgetary Impact:

The locality match of $7,500 will be covered by the citywide reserve.

Alternatives:

If grant and matching funds are not appropriated, the COOP will not to be completed at this time.

Recommendation:

Staff recommends approval and appropriation of grant funds as well as Council approval of the
transfer of citywide reserve funds to be appropriated for expenditure for the COOP.

Suggested Motion “I move the RESOLUTION Appropriating the amount of $7,500 to be
expended for the City’s share of a State Local Emergency Management Performance Grant”

Attachment (1):

Proposed Resolution
                                     RESOLUTION
                 Appropriating the amount of $15,000 to be expended for the
                Local Emergency Management Performance Grant (LEMPG)

         WHEREAS, the City of Charlottesville has received funds from the Virginia Department
of Emergency Management in the amount of $7,500 in federal pass-through funds;
         WHEREAS, the grant award covers the period from July 1, 2021 through June 30, 2022;
         WHEREAS, the City of Charlottesville will be required to provide matching funds
($7,500) and that amount is available within the Citywide Reserve;
         WHEREAS, the total funds, in the amount of $15,000, will be used to support the update
and finalization of an enterprise continuity of operations plan (COOP);
         NOW, THERFORE BE IT RESOLVED by the Council of the City of Charlottesville,
Virginia, that the sum of $7,500, be received as grant funding and the sum of $7,500, be allocated
from citywide reserves and be appropriated in the following manner:

Revenues – $15,000
$7,500          Fund: 209     Internal Order: 1900471      G/L: 430120 State/Fed pass thru
$7,500          Fund: 209     Internal Order: 1900471      G/L: 498010 Transfer from Other Funds

Expenditures – $15,000

$15,000         Fund: 209     Internal Order: 1900471       G/L: 599999 Lump Sum

Transfer Sender - $7,500

$7,500          Fund: 105     Cost Center: 1631001000       G/L: 561209 Transfer to State Grants

       BE IT FURTHER RESOLVED, that this appropriation is conditioned upon the receipt
of $7,500 from the Virginia Department of Emergency Management.