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HomeMy WebLinkAboutCouncil Actions 10-10-1941570- 101019 ROANOKE CITY COUNCIL INFORMAL SESSION OCTOBER 10, 2019 9:00 A.M. CITY COUNCIL CHAMBER 215 CHURCH AVENUE, S. W. AGENDA Call to Order -- Roll Call. Council Member Bestpitch was absent. Welcome. Mayor Sherman P. Lea, Sr. NOTICE This morning meeting and briefings will be televised live and replayed on RVTV Channel 3 following the 2:00 p.m. session on Friday, October 11 at 7:00 p.m. and Sunday, October 13 at 4:00 p.m.; and video streamed through Facebook Live at facebook.com /RoanokeVa. Council meetings are offered with closed captioning for the hearing impaired. ITEMS FOR ACTION: A communication from Mayor Sherman P. Lea, Sr., requesting that Council convene in a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2 -3711 (A)(1), Code of Virginia (1950), as amended. A list of current vacancies is included with the agenda for this meeting. (6 -0) A communication from Mayor Sherman P. Lea, Sr., requesting that Council convene in a Closed Meeting to discuss the 2019 Citizen of the Year Award, pursuant to Section 2.2 -3711 (A)(10), Code of Virginia (1950), as amended. (6 -0) 1 A communication from the City Manager requesting that Council convene in a Closed Meeting to discuss the disposition of an approximately 1.00 acre portion of City -owned property located at 2424 Brambleton Avenue, S. W., where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2 -3711 (A)(3), Code of Virginia (1950), as amended. (6 -0) A communication from the City Manager requesting that Council convene in a Closed Meeting to discuss the disposition of City -owned property located at 1015 Jamison Avenue, S. E., where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2 -3711 (A)(3), Code of Virginia (1950), as amended. (6 -0) ITEMS LISTED ON THE 2:00 P.M. COUNCIL DOCKET REQUIRING DISCUSSION /CLARIFICATION AND ADDITIONS /DELETIONS TO THE 2:00 P.M. AGENDA. NONE. TOPICS FOR DISCUSSION BY THE MAYOR AND MEMBERS OF COUNCIL. NONE. BRIEFINGS: • Municipal Election Date Update Remarks received and filed. 30 minutes At 10:01 a.m., the Mayor declared the meeting in recess for a Legislative Committee meeting. At 11:18 a.m., the Council meeting reconvened with Mayor Lea presiding and all Members of Council in attendance with the exception of Council Member Bestpitch. At this point, the Council continued with the following two briefings. • Financial Planning /Debt Management Update - 30 minutes Remarks received and filed • Strategic Planning Update - 30 minutes Remarks received and filed 2 AT 11:56 A.M., THE COUNCIL MEETING WAS DECLARED IN RECESS UNTIL 2:00 P.M., FOR A CLOSED MEETING IN THE COUNCIL'S CONFERENCE ROOM, ROOM 451, NOEL C. TAYLOR MUNICIPAL BUILDING. 3 ROANOKE CITY COUNCIL REGULAR SESSION OCTOBER 10, 2019 2:00 P.M. CITY COUNCIL CHAMBER AGENDA 1. Call to Order - -Roll Call. Council Member Bestpitch was absent. The Invocation was delivered by The Reverend Kevin McNeil, Pastor, Bethany Christian Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Sherman P. Lea, Sr. Welcome. Mayor Lea. NOTICE: Today's Council meeting will be televised live and replayed on RVTV Channel 3 on Friday, October 11 at 7:00 p.m., and Sunday, October 13 at 4:00 p.m.; and video streamed through Facebook Live at facebook.com /RoanokeVa. Council meetings are offered with closed captioning for the hearing impaired. ANNOUNCEMENTS: The Council of the City of Roanoke is seeking applications for the following current vacancies and /or upcoming expirations of terms of office: Architectural Review Board — one vacancy Building and Fire Board of Appeals — one vacancy Roanoke Public Library Board — one vacancy ll Access the City's homepage to complete an online application for the abovementioned vacancies. 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: A proclamation declaring the week of October 20 - 26, 2019 as Red Ribbon Week. Mayor Lea presented a ceremonial copy of the proclamation to Shakira Williams, Executive Director and Sheila Lythgoe, Chair, Red Ribbon Week, RAYSAC. A proclamation declaring October 2019 as Arts and Humanities Month. Proclamation was presented following Item 6.b. Council Member Price recognized and presented flowers to Melinda Mayo, Communications and Media Officer, and commended volunteers on their efforts and hard work in making the Virginia Municipal League Conference and Host Night reception a great success. 3. HEARING OF CITIZENS UPON PUBLIC MATTERS: City Council sets this time as a priority for citizens to be heard. All matters will be referred to the City Manager for response, recommendation or report to Council, as he may deem appropriate. Samuel Oakey, III, 3211 Oak Ridge Road, S. W., appeared before the Council concerning indigent funeral services provided by Oakey's Funeral Home. Mark Lazar, 1901 Carter Road, S. W., and Barbara Andes, 2803 Rosalind Avenue, S. W., appeared before the Council with regard to changing Councilmanic elections from May to November. Alexandros Filth, 319 Mountain Avenue, S. W., appeared before the Council and quoted scriptures from the Bible. Catherine Koebel, 2625 Longview Avenue, S. W., appeared before the Council with regard to the structure of the Gun Violence Task Force. 4. CONSENT AGENDA: (APPROVED 6 -0) All matters listed under the Consent Agenda are considered to be routine by the Members of City Council and will be enacted by one motion. There will be no separate discussion of the items. If discussion is desired, the item will be removed from the Consent Agenda and considered separately. C -1 Minutes of the regular meetings of City Council held on Monday, September 3, 2019; recessed until Thursday, September 12, 2019. RECOMMENDED ACTION: Dispensed with the reading of the minutes and approved as recorded. C -2 A communication from the City Clerk advising of the resignation of William Sellari as a member of the Mill Mountain Advisory Board, effective immediately. RECOMMENDED ACTION: Accepted the resignation and received and filed the communication. C -3 A communication from Gayle Shrewsbury, Secretary, Western Virginia Water Authority, transmitting a resolution expressing appreciation to Gary Lee Robertson, P. E., for his service as Executive Director of Water Operations of the Western Virginia Water Authority. RECOMMENDED ACTION: Received and filed. C -4 Annual report of the City of Roanoke Pension Plan, Board of Trustees for Fiscal Year ending June 30, 2019. RECOMMENDED ACTION: Received and filed. C -5 Annual report of the City of Roanoke Pension Plan, Defined Contribution Board for Fiscal Year ending June 30, 2019. RECOMMENDED ACTION: Received and filed. C -6 Annual report of the City of Roanoke Finance Board for Fiscal Year ending June 30, 2019. RECOMMENDED ACTION: Received and filed. C -7 Reports of qualification of the following individuals: Jessie Coffman and Amy Morgan as members of the Roanoke Public Library Board to fill the unexpired terms of office of King Tower and Douglas Jackson ending June 30, 2020 and June 30, 2021, respectively; 0 Ray Bemis, III (Citizen at Large representative) and Brianna Wilson (Student representative/William Fleming High School) as members of the Youth Services Citizen Board for a term of office, each, ending June 30, 2020; Sunni Purviance as a member of the Roanoke Neighborhood Advocates for a two -year term of office commencing October 1, 2019 and ending September 30, 2021; and Siclinda Canty - Elliott as a member of the Human Services Advisory Board to fill the unexpired term of office of Aaron Cain Turner ending November 30, 2022. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA: 5. PUBLIC HEARINGS: NONE. 6. PETITIONS AND COMMUNICATIONS: a. Presentation with regard to the Virginia Western Community College, Community College Access Program (CCAP). James Agnes, CCAP Success Coach, Spokesperson. (Sponsored by Council Members Price and White -Boyd) Received and filed. b. Update with regard to the efforts of the Roanoke Cultural Endowment; and an overview of the Economic Development Impact Study by the Americans for the Arts Organization. Shaleen Powell, Executive Director, Spokesperson. (Sponsored by the City Manager) Received and filed. Mayor Lea presented a ceremonial copy of the proclamation declaring October 2019 as Arts and Humanities Month to Douglas Jackson, Arts and Culture Coordinator. C. Presentation with regard to the League of Older Americans Age - Friendly Action Plan. Drs. David Trinkle and Nancy Brossoie, Virginia Tech Center for Gerontology, Spokespersons. (Sponsored by the City Manager) Received and filed. VA T. REPORTS OF CITY OFFICERS AND COMMENTS OF THE CITY MANAGER: a. CITY MANAGER: BRIEFINGS: NONE. ITEMS RECOMMENDED FOR ACTION: 1. Acceptance of the 2019 Edward Byrne Memorial Justice Assistance Grant to the Roanoke Police and Sheriff's Departments from the United States Department of Justice Adopted Resolution No. 41570 - 101019 and Budget Ordinance No. 41571- 101019. (6 -0) 2. Acceptance of a Strategies for Policing Innovation Competitive Grant to the Roanoke Police Department from the Bureau of Justice Assistance Office. Adopted Resolution No. 41572 - 101019 and Budget Ordinance No. 41573-101019. (6 -0) 3. Acceptance of the Virginia Homeless Solutions Program Grant to from the Department of Housing and Community Development. Adopted Resolution No. 41574 - 101019 and Budget Ordinance No. 41575-101019. (6 -0) 4. Approval of the revisions to the Department of Housing and Urban Development Funds Policy. Adopted Resolution No. 41576- 101019. (6 -0) 5. Execution of additional amendments to the City's contract with West Safety Solutions Corp., for relocation services at the new VA811/E911 Communications Center. Adopted Resolution No. 41577 - 101019. (6 -0) 6. Execution of additional amendments to the City's contract with Motorola Solutions, Inc., for relocation services and additional radio equipment at the new VA811/E911 Communications Center. Adopted Resolution No. 41578 - 101019. (6 -0) 7. Execution of an additional amendment to the City's contract with Motorola Solutions, Inc., for relocation services to move the computer aided dispatch hardware and software to the new VA811/E911 Communications Center. Adopted Resolution No. 41579 - 101019. (6 -0) 8. Adoption of a resolution naming and designating the area at which the Friendship Fountain and Sister Cities Flags Pavilion are installed and adjacent to the intersection of Church Avenue and Market Street, S. E., as "Pearl Fu Plaza ", in honor of Ms. Fu's many contributions to the City of Roanoke. Adopted Resolution No. 41580 - 101019. (6 -0) COMMENTS OF THE CITY MANAGER. NONE. 8. REPORTS OF COMMITTEES: NONE. 9. UNFINISHED BUSINESS: NONE. 10. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: a. A resolution in support of immediate funding of repairs for the Blue Ridge Parkway closures at Milepost 106 — 112 and the Roanoke Mountain Loop Road at Milepost 120. Adopted Resolution No. 41581- 101019. (6 -0) 11. MOTIONS AND MISCELLANEOUS BUSINESS: a. Inquiries and /or comments by the Mayor and Members of City Council. Roanoke Valley Violence Prevention Council presents "A Walk in Their Shoes, Domestic Violence Awareness Event on Friday, October 11, at 12:00 p.m. - 1:30 p.m., in Holton Plaza, 106 Franklin Road S. E. Council Member Price recognized Valley Metro for coordinating shuttle service and Council Member White -Boyd commended over 20 City restaurants that provided food in connection with the VML Conference Host Night reception on Monday, October 7. 9 Vice -Mayor Cobb recognized Marc Nelson, Manager; and Aisha Johnson, Economic Development Specialist, Department of Economic Development, for coordinating tours of the Innovation Corridor in connection with the VML Conference on October 6 — 8, 2019. b. Vacancies on certain authorities, boards, commissions and committees appointed by Council. NONE. CERTIFICATION OF CLOSED MEETING. (6 -0). 12. ADJOURNED - 4:09 P.M. WE CITY OF ROANOKE CITY COUNCIL _ 215 Church Avenue, S.W. Noel C. Taylor Municipal Building, Suite 456 C. Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 SHERMAN P. LEA, SR. Email: clerk @roanokeva.gov Mayor October 10, 2019 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: Council Members William D. Bestpitch Joseph L. Cobb Michelle L. Davis Djuna L. Osborne Anita J. Price Patricia White -Boyd This is to advise you that I will not be1present est wishes for 0r a successful meeting. meeting sessions of Council on Thursday, October 10, 2 0 Sincerely, &.0 �� William D. Bestpitch Council Member W DB /ctw RO,�O�� �'IRGIl�� SHERMAN P. LEA, SR. Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE, S.W., SUITE 452 ROANOKE, VIRGINIA 24011 -1594 TELEPHONE: (540) 853 -2444 FAX: (540) 853 -1145 EMAIL: MAYOR(a)ROANOKEVA.GOV October 10, 2019 The Honorable Vice -Mayor Joseph L. Cobb and Members of the Roanoke City Council Roanoke, Virginia Dear Vice -Mayor Cobb and Members of Council: This is to request a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2- 3711(A)(1), Code of Virginia (1950), as amended. A list of current vacancies is included with the agenda for this meeting. Sincerely, Sherman P. Lea, Sr. Mayor SPL:ctw COMMITTEE VACANCIES /REAPPOINTMENTS October 10, 2019 Public VACANCIES: Term of office on the Architectural Review Board ending October 1, 2023. Three -year term of office on the Building and Fire Code Board of Appeals ending June 30, 2022. Unexpired term of office on the Roanoke Public Library Board ending June 30, 2021. SHERMAN P. LEA, SR. Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE, S.W., SUITE 452 ROANOKE, VIRGINIA 24011-1594 TELEPHONE: (540) 853 -2444 FAX: (540) 853 -1145 EMAIL: MAYORCROANOKEVA.GOV October 10, 2019 The Honorable Vice -Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: This is to request a Closed Meeting to discuss the 2019 Citizen of the Year Award, pursuant to Section 2.2 -3711 (A)(10), Code of Virginia (1950), as amended. Sincerely, G^ e man P. Lea, Sr. Mayor SPL:ctw 4; CITY COUNCIL AGENDA REPORT f To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Request for Closed Meeting This is to request that City Council convene a closed meeting to discuss the disposition of an approximately 1.00 acre portion of City -owned property located at 2424 Brambleton Avenue, S.W., bearing Official Tax Map No. 1470301 where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to X2.2 -371 1 .A.3, Code of Virginia (1950), as amended. ----- I - -------------------- Robert S. Cowell, Jr. City Manager Distribution: Council Appointed Officers REPORT f CITY COUNCIL AGENDA RE To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Request for Closed Meeting This is to request that City Council convene a closed meeting to discuss the disposition of City -owned property located at 1015 Jamison Avenue, S.E. bearing Official Tax Map No. 4120808 where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to X2.2 -371 1 .A.3, Code of Virginia (1950), as amended. Bober Co well, Jr. City Manager Distribution: Council Appointed Officers Daniel J. Callaghan City Attorney Honorable Mayor and Members of City Council Roanoke, Virginia CITY OF ROANOKE OFFICE OF THE CITY ATTORNEY 464 "t fNI(,'II'AL M 111 I)INCy 215 Clit AVENtT, SW KCANOKI ", VIRGINIA 240 1 1 -1 505 1111-THONl; 540.853.2431 FAX 540 -8sl -1221 EMAII.: riharr)(�rc�anukeva.u� October 10, 2019 Re: November Elections Dear Mayor Lea and Members of City Council: Timothy R. Spencer David L. Collins Heather P. Ferguson Laura M. Carini Douglas P. Barber, Jr. Assistant City Attorneys At your retreat on July 29, 2019, City Council requested my office to review the proposal to change the City municipal election date from May to November. I provided you with available information from the Virginia Municipal League, the Virginia Department of Elections, material and information considered by previous City Councils, and input from the City Director of Elections and General Registrar, Andrew Cochran. Recently, the Roanoke City Democratic Committee adopted a resolution supporting changing the date of municipal elections from May to November. Roanoke City Charter provides that the election of members of Council and Mayor occur on the first Tuesday, after the first Monday in May, in even- numbered calendar years. Members of Council and the Mayor serve for four (4) years, with terms being staggered. Each term commences July 1 following the election. The next municipal general election is set for May 5, 2020, at which election Roanoke City voters will elect three (3) Members of Council and Mayor. State Code permits localities to adopt an ordinance to change the date of the local election from May to November. See Section 24.2- 222.1(A), Code of Virginia (1950), as amended. State Code also permits the registered voters to file a petition for a referendum to change the election date. See Section 24.2- 222.1(B), Code of Virginia (1950), as amended. Under either option, the change in the election date from May to November can provide for elections in even- numbered calendar years or odd - numhered calendar years. Roanoke City Council has considered the proposed change in date of local elections on at least three (3) occasions since 2000. City Council did not present and vote on any proposed ordinances. As noted, the current terms of the Mayor and Members of Council are staggered four (4) year terms that commence on July 1 following the May election. A change to November elections will change to commencement date for each term to January 1 following the November election. In addition, the length of current Members' terms will either be shortened by six (6) months (odd -year November elections) or extended by six (6) months (even -year November elections). Based on research conducted by my office, including discussion with Mr. Cochran and other local officials, no choice or preference on the more appropriate election date is apparent. Ultimately, City Council must assess the benefits and detriments in considering a change in the election date. The following chart provides a broad overview and comparison of some factors for consideration by City Council: MAV LOCAL FI.FCTIONC NnVF'MRFP I nC Al Fr FC71"NIQ PRO - - - - -- CON PRO CON Focus on local issues i Lower voter turnout -- Higher voter turnout +- - - -.._ — – -- Close local elections may be decided by voters who don't pay attention More compact City More influence by More for to local issues efficient voters Longer ballot, local ballot smaller groups down ballot races suffer Lower cost to candidates Higher costs, Lower cost of elections from "under voting" Higher costs for local organization for locality _ candidate, More independent Fewer independent candidates � -- candidates Citizen forums attract Citizens impact in local most interested citizens races may be muffled Candidate terms begin Potential impacts on with the commencement budget development and of the fiscal year i adoption This chart was compiled from information developed by the League of Women Voters of Falls Church, comments from Dr. Harry Wilson to Roanoke City Council in September 2012, and discussions with Mr. Cochran. Mr. Cochran noted that recent changes in absentee voting laws will increase expenses to localities, irrespective of the date of election, based on the need for additional staff. If City Council considered moving the election date to November, substantial input and comment from several sources, including Dr. Wilson, Mr. Cochran, and election officials in other localities, strongly recommend that a move to a November election date be implemented to occur in odd - numbered years. Professor Wilson and Mr. Cochran agree that, if a change is made, elections in November of odd - number years is the preferred alternative, Data demonstrates local election experience significant "under voting" in November elections in which federal races are also on the ballot. State elections currently occur in odd - numbered years in November. In addition, if City Council seeks to change the date of elections to November, City administration strongly recommends that City Council request the General Assembly to make similar changes in the City Charter. The current state code appears to allow a change by ordinance, irrespective of the provision of the Charter. However, establishing a consistency between City Code and City Charter is strongly recommended. Lastly, prior to consideration of any proposed change in the date of elections Council should have a public hearing at which time citizens can voice their positions on this important matter. Assuming Council agrees that any proposed change be made for odd- numbered years, this process can occur in a well- planned, orderly process in 2020, 2 Mr. Cochran, Timothy R. Spencer, and 1 are available to respond to your inquiries. '�Sincerely,�, Daniel J. _ a aghan� City rney i DJC %lsc Robert S. Cowell, Jr., City Manager Stephanie M. Moon Reynolds, City Clerk J. Andrew Cochran, Director of Elections and General Registrar Timothy R. Spencer, Senior Assistant City Attorney .DAVENPORT & COMPANY City of Roanoke, Virginia Capital Funding Strategies Including Potential Refundings ROANOKE October 10, 2019 Member NYSE I FINRA IS IPC Overview ROANOKE ■ Davenport, in our capacity as Financial Advisor, assists the City of Roanoke ( "City ") in implementing your approved multi -year Capital Improvement Program. ■ In addition, we regularly monitor your Debt Portfolio for potential refundings (ie, debt service savings due to lower interest rates). — Interest rates are at or near 50 year lows. ■ The City issued approximately $31.2 million of Bond Anticipation Notes ( "BANs ") in 2018, which mature in April 2021. ■ The BANs can be called today without penalty. — Interest rate on the 2018 BAN is 2.84% — Planning rate for takeout (long -term permanent financing) was 5.0% — Current potential takeout rate is below 3.0% DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 1 Mina I" am=* &.=A Una 66.A- UWA ■ i Overvi �� ew ROANOKE ■ The City, via Roanoke City Public Schools ( "RCPS "), has identified an approximately $17 million energy efficiency performance contract which requires a like amount of debt funding. — RCPS, working with Davenport, will be the issuer of the lease debt. — Savings from installation of energy efficiency measures is expected to cover debt service on the associated lease debt payments. — Irrespective of project economics, these obligations will be counted against the City's debt ratios. ■ Davenport has identified to two (2) potential refunding opportunities: — Series 2010A Bonds - $27. 8 million — Series 2010E Bonds - $3.8 million ■ Davenport has prepared a comprehensive analysis of the individual and collective impacts that all of the above financings will have on the City's cash flows and debt policies. ■ Based on the above, we have provided herein a recommended approach and proposed timetable for action. DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 2 Background ■ The City has two outstanding issues of BANS: — Series 2018 BAN - $31.3 million — Series 2019 BAN - $41.2 million ROANOKE ■ The City's five -year Capital Improvement Plan for Fiscal Years 2020 -2024 contemplates a series of annual bond issues. DAVENPORT & COMPANY Summary of CIP Bond Financings* Fiscal Year Bond Project Amount 2020 $15,930,000 2021 23,360,000 2022 25,863,000 2023 21,400,000 2024 11,600,000 Total $98,153,000 * Excludes stormwater management bonds. October 10, 2019 Capital Funding Strategies Including Potential Refundings 3 Davenport Recommended Approach ROANOKE ■ Davenport recommends the City permanently refinance the 2018 BAN today because interest rates are roughly 2% (ie, 3% versus 5 %) lower than the planning estimate and the interest rate on the takeout is at or below the rate on the BAN. ■ Maintain 2019 BAN and assume a 2022 takeout. ■ Assume the $17 million energy performance lease is issued by RCPS, but the debt service burden is fully reflected in the analysis herein. ■ The $98 million CIP is funded with a series of BANs similar to the 2018 and 2019 BANs. ■ No refunding savings has been assumed for this analysis. DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 4 I Historical Approach vs. Davenport Recommended ► e �.i► Approach ROANOKE ■ The chart below shows the difference in total debt service between the Historical Approach and the Davenport Recommended Approach. 2018 $29,387,021 $29,387,021 - 2019 28,390,935 28,390,935 - 2020 28,503,517 28,379,392 $124,125 2021 27,857,997 27,270,812 587,185 2022 30,526,521 27,796,931 2,729,590 2023 33,268,683 28,755,874 4,512,809 2024 34,290,140 29,456,652 4,833,489 2025 34,929,510 30,973,300 3,956,210 Total $247,154,324 $230,410,917 $16,743,408 DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 5 r =, Refunding Overview I:'► ROANOKE ■ Davenport monitors the credit and interest rate markets on a regular basis. At this time, Davenport has preliminarily identified two potential outstanding debt issuances. ■ Typically, a refunding candidate that produces in excess of 3.00% on a Net Present Value basis is deemed a reasonable refunding candidate. However the 201OA Bonds only have three years left to maturity so any savings should be considered. Bond Series Callable Principal Amount Outstanding Existing Interest Rate(s) Ca I I Date Final Maturity Proposed Refunding Approach Estimated Savings $27,765,000 5.00% October 1, 2019 October 1, 2021 Tax - Exempt Current Refunding $245,502 2010E RZEDBs $3,765,000 4.40-5.70% July 15, 2020 July 15, 2030 Tax - Exempt Advanced Refunding $132,219 DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 6 Approach and Proposed Timetable ■ Consider a "Dual Track" approach for the two potential refundings. ROANOKE ■ Pursue a Direct Bank Loan(s) via a Competitive Bid process which will provide a known /fixed result for the Staff and City Council to evaluate. ■ If desired, consider a Public Sale in the conjunction with the 2018 BAN takeout, if the Direct Bank Loan(s) process does not meet the City desired result(s). DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 7 Timetable /Next Steps ROANOKE Date Action Thursday, Davenport presents a strategy /series of recommendations on the outstanding BANs September 26 (2018 and 2019), as well as, the two potential identified Refunding Opportunities (Series 2010A and Series 2010E). Week of Davenport distributes a Request for Proposals (RFP) on behalf of the City to Local, September 30 Regional, and National Lending Institutions to solicit competitive financing proposals for the Refunding Opportunity(s). • Davenport and City staff work with Hawkins, the City's Bond Counsel, to prepare a Parameters Resolution for the Refunding Opportunity(s) to be considered at the Week of October 21St meeting of City Council. October 7 • Davenport, City Staff and Hawkins begin work on Public Sale for Long -Term Permanent Funding of City's 2018 BAN. Thursday, Davenport representatives provide briefing to City Council on Impact to Debt Ratios of October 10 School Energy Lease, as well as present Strategy/ Recommendations on BANs (2018 and 2019) and Refunding Opportunity(s). By October 15 Bank proposals from Local, Regional, and National Lending Institutions are due back to Davenport. DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 8 Timetable /Next Steps ROANOKE Date action Davenport, Hawkins, and City staff evaluate Bank Proposals and compare them against Mid - October estimated results of a potential Public Sale. • City Council considers /approves Parameters Resolution for Refunding Opportunity(s). Monday, • Davenport and City staff present Preliminary Results of RFP Process and Comparison October 21 of Estimated Results of Public Sale. City Manager Recommends a Preferred Lending Institution or a Public Sale. By End of October Close on Refunding Transaction(s) if Direct Bank Loan is preferred approach. Early /Mid Davenport and City staff convene Conference Calls with the National Credit Rating November Agencies to receive updated General Obligation Credit Ratings. Sell bonds in the public credit markets (if Public Sale is preferred approach for the Early December Refunding Opportunity(s)). Otherwise Public Sale would be solely for the 2018 BAN Takeout. Close on Public Sale for BAN Takeout (and for Refunding Opportunity(s) if Public Sale is Mid December preferred approach). TIA «ivnnuT Rr CnX4PANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 9 M to 1 E t r ROANOKE City of Roanoke, Virginia DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 10 as of a r ul l! t f 11 # 1 1 1 FY 2020 -2024 CIP — Historical Approach W $40 c _ $35 $30 $25 $20 $15 $10 $5 $0 Projected Tax Supported DebtService O VI N m v o w ti W m o .-q N m -T to W rte- W O o H N m %T m o t- N N N N CV (11 N N N N m m m m m m m m m m v v v v v v v v 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O O O O O o N N N N N N N N N N N N N N N N N N N N N N N N N N N N r_ Existing Debt rrrrrrrrt• BANs + Takeout rrrrrr� New Capital Projects RCPS Energy Lease —2020 Budgeted Debt Service DAVENPORT & COMPANY October 10, 2019 WA A s ROANOKE Capital Funding Strategies Including Potential Refundings 12 I t k t! t FY 2020-2024 - �'wi►si 020 2024 CIP Davenport Recommended Approach. . ROANOKE The following is included in the table below: - 2018 BAN Takeout now. - 2019 BAN Takeout at Maturity - $17 million Energy Performance Lease - Annual funding of CIP over the next five years with BAN approach. FY - Existing Long-Term Principal Tax interest Supported Total Interest Interest Principal • Interest Total Principal ' Interest Total Principal Interest Total Principal Total D- , ' Interest Total Change from FY 2020 Budget 2020 $19,508,071 $6.870,468 $26,378,539 $259,236 $1,236,170 $0 $505,447 $505,447 $0 $0 $0 $0 $0 $0 $19,508,071 $8,871,321 $28,379,392 $0 2021 16,876,027 6,156,570 23,032,597 1,236,170 0 1,096,150 1.096,150 0 489,848 489,848 908.907 507,140 1,416,047 17,784,934 9,485,878 27,270,812 1,108,580 2022 16,297,705 5,481,144 21,778,849 0 852,717 1,445,000 1,096,150 2,541,150 0 1,208,168 1,208,168 936,174 479,873 1,416,047 18,678,879 9,118,052 27,796,931 582,461 2023 14,257,183 4,809,066 19,066,249 0 0 3,556,791 2,713,332 6,270,123 0 2,003,455 2,003,455 964,259 451,788 1,416,047 18,778,233 9,977,641 28,755,874 (376,482) 2024 14,123,464 4,101,039 18,224.503 0 0 3,556,791 2,556,611 6,113,401 816,413 2,886,287 3,702,700 993,187 422,860 1,416.047 19,489.854 9,966.797 29,456,652 (1,077,260) 2025 14,708.424 3,428,766 18.137,190 0 0 3,556,791 2,399,889 5,956,680 2,013,613 3,449,771 5,463,383 1,022,983 393,065 1.416,047 21.301,810 9,671.490 30,973.300 (2,593,908) 2026 11,396,156 2,839,878 14,236,034 0 0 3,556,791 2,243,168 5,799.958 3,339,091 3,899,418 7,238,509 1,053,672 362,375 1,416,047 19,345,710 9,344,838 28,690,549 (311,157) 2027 9,683,593 2,391,592 12,075,185. 0 0 3,556,791 2,086,446 5,643,237 4,538,341 3,992,449 8,530,791 1,085,282 330,765 1,416,047 18,864,007 8,801,252 27,665,259 714,133 2028 9,220,742 2,060,567 11,281,309 0 0 3,556,791 1,929,724 5.486,515 5.132,841 3,916,561 9.049,402 1.117.841 298,206 1,416,047 19,028,215 8,205,058 27,233,273 1,146,119 2029 8,988,530 1,777,877 10,766,407 0 0 3,551,791 1,773,003 5,324,793 5,132,841 3,697,992 8,830,834 1,151,376 264.671 1,416,047 18,824,538 7,513,543 26,338,081 2,041,311 2030 7,886,870 1,500,035 9,386,905 0 0 3,551,791 1,616,531 5,168,322 5,132,841 3,479,424 8,612,265 1,185,917 230,130 1,416,047 17,757,419 6,826,120 24,583,539 3,795,852 2031 7,824,470 1,249,891 9,074,361 0 0. 3,551,791 1,488,859 5,040,650 5,132,841 3,260,856 8,393,697 1,221,495 194,552 1,416,047 17,730,597 6,194,158 23,924,755 4,454,637 2032 7,147,870 1,010,832 8,158,702 0 0 3.551,791 1,361,188 4,912,978 5,132,841 3,042,287 8,175,128 1,258,140 157,908 1,416,047 17,090,641 5,572,215 22,662,856 5,716,536 2033 6,903,870 761,807 7,665,677 0 0 3.551,791 1,233,516 4,785,307 5,132,841 2.823,719 7,956,560 1,295,884 120,163 1,416,047 16,884,386 4,939,205 21,823.591 6,555,801 2034 5,562,270 520,134 6,082,404 0 0 3,551,791 1,105,845 4.657,635 5.132.841 2,605,150 7.737,992 1,334,760 81,287 1,416,047 15,581,662 4,312,416 19,894,078 8,485,314 2035 4,624,150 341,711 4,965,861 0 0 3,551,791 978,173 4,529,964 5,132,841 2,386,582 7,519,423 1,374,803 41,244 1,416,047 14,683,585 3,747,710 18,431,295 9,948,097 2036 3,425,000 193,771 3,618,771 0 0 3,551,791 850,501 4,402,292 5,132.841 2,168,013 7,300,855 0 0 0 12,109,632 3,212,286 15,321,918 13,057,474 2037 2,290,000 80,050 2,370.050 0 0 3,551,791 722,830 4,274,620 5.132,841 1,949,445 7,082,286 0 0 0 10,974.632 2,752.325 13,726,957 14,652,435 2038 0 0 0 0 0 3,551,791 595.158 4,146,949 5,132,841 1,730,877 6.863,718 0 0 0 8,684,632 2,326,035 11,010,666 17,368,725 2039 0 0 0 0 0 3,551,791 467,486 4,019,277 5,132,841 1,512,308 6,645,149 0 0 0 8,684,632 1,979,795 10,664,426 17,714,965 2040 0 0 0 0 0 3.551,791 339,815 3,891,605 5,132,841 1,293,740 6,426,581 0 0 0 8,684,632 1,633,554 10,318,186 18,061,205 2041 0 0 0 0 0 3,551,791 212,143 3,763,934 5;132,841 1,075,171 6,208,012 0 0 0 8,684,632 1,287,314 9,971,946 18,407,446 2042 0 0 0 0 0 2,111,791 84,472 2,196,262 5.132.841. 856,603 5,989,444 0 0 0 7,244,632 941.074 8,185,706 20,193,686 2043 0 0 0 0 0 0 0 0 5,132,841 638,034 5,770,876 0 0 0 5,132,841 638,034 5.770.876 22,608,516 2044 0 0 0 0 0 0 0 0 4,316,429 419,466 4,735.895 0 0 0 4,316,429 419,466 4.735,895 23,643,497 2045 0 0 0 0 0 0 0 0 3,119,229 233,554 3,352,783 0 0 0 3,119,229 233,554 3,352,783 25,026,609 2046 0 0 0 0 0 0 0 0 1,793,750 95,530 1,889,280 0 0 0 1,793,750 95,530 1,889,280 26,490,112 2047 0 0 0 0 0 0 0 0 594.500 23780 618.280 0 0 0 594.500 23780 618.280 27,761,112 Total $180,724,396 $45,575,198 $226,299,594 $259,238 $3,325,057 $71,070,812 $29,456,438 $100,627,250 $102,656,825 $55,138,486 $157,795,311 $16,904,680 $4,336,029 $21,240,709 $371,356,713 $138,090,443 $509,447,156 DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 13 I i t! 1 A k I ! I t I t I t I 1 1 t III 1 11 WE ROANOKE City of Roanoke, Virginia DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 15 Current Refunding of 20loA Bonds Fiscal Year Principal Interest Total 2020 $ - $ 206,250 $ 206,250 $ 2021 5,810,000 267,250 6,077,250 2022 2,440,000 61,000 2,501,000 Total $ 8,250,000 $ 534,500 $ 8,784,500 $ Summary of Bonds Refunded Series Coupon(s) Maturities Refunded Par Refunded Call Date DAVENPORT & COMPANY October 10, 2019 _75_7 :. ROANOKE Series 2019 Tax - Exempt Refunding Bonds ent Market Rates + 25 bps - Current Refunding Savings Principal Total 5,840,000 159,300 5,999,300 77 , 950 2,390,000 35,850 2,425,850 • 8,230,000 ,! 308,998 1R 8,538,998 '! , Summary of Refunding Results 2010A Gross Savings 5.00% Net Present Value Savings 2020- 2021 $8,250,000 10/1/2020 Percent Savings All -In TIC $245,502 $243,250 2.95% 2.60% Capital Funding Strategies Including Potential Refundings 16 Advanced Refunding of 20loE RZEDBs Fiscal Year Principal Interest Subsidy 2020 $ - $ 98,313 $ (41,498) 2021 - 196,625 (82,995) 2022 380,000 188,265 (79,467) 2023 380,000 171,165 (72,249) 2024 380,000 153,400 (64,750) 2025 375,000 135,094 (57,023) 2026 375,000 116,344 (49,109) 2027 375,000 96,188 (40,601) 2028 375,000 74,813 (31,578) 2029 375,000 53,438 (22,556) 2030 375,000 32,063 (13,534) 2031 375,000 10,688 (4,511) Total $ 3,765,000 $ 1,326,393 Summary of Bonds Refunded Series 2010E Coupon(s) 4.40-5.70% Maturities Refunded 2021-2030 Par Refunded $3,765,000 Call Date 07/15/2020 DAVENPORT & COMPANY October 10, 2019 tok ROANOKE Total P Principal Interest T Total Capital Funding Strategies Including Potential Refundings 17 ROANOKE City of Roanoke, Virginia DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 18 2018 B AN Takeout Comparison i y a ROANOKE ■ The chart below shows the difference in debt service between the 2018 BAN takeout based on a 5% interest assumption (the original assumption used in the Just in Time Approach analysis, a 4% interest rate (the current estimate based on a takeout in April 2021), and a 2.44% interest rate with an interest -only period (current market rates). Note: The interest on the current 2018 BAN is included for the 5% and 4% case since these bonds would not be issued until April 2021. DAVENPORT & COMPANY Savings from Savings from 5% Rate 4% Rate $ 387,096 $ 387,096 5% Interest Rate (384,410) 624,533 ,. Interest 678,450 373,500 669,950 381,050 Fiscal 388,600 652,950 - 649,450 Rate 640,700 Current Market Rates 423,300 Year Principal Interest Total Principal Interest Total Principal Interest Total 436,450 324,100 399,100 302,800 361,750 281,500 324,400 260,200 287,050 238,900 2020 $ - $ 888,808 $ 888,808 $ - $ 888,808 $ 888,808 $ - $ 501,712 $ 501,712 2021 - 703,640 703,640 - 703,640 703,640 - 1,088,050 1,088,050 2022 1,605,000 1,542,583 3,147,583 1,605,000 1,234,067 2,839,067 1,435,000 1,088,050 2,523,050 2023 1,605,000 1,524,750 3,129,750 1,605,000 1,219,800 2,824,800 1,435,000 1,016,300 2,451,300 2024 1,605,000 1,444,500 3,049,500 1,605,000 1,155,600 2,760,600 1,435,000 944,550 2,379,550 2025 1,605,000 1,364,250 2,969,250 1,605,000 1,091,400 2,696,400 1,435,000 872,800 2,307,800 2026 1,605,000 1,284,000 2,889,000 1,605,000 1,027,200 2,632,200 1,435,000 801,050 2,236,050 2027 1,605,000 1,203,750 2,808,750 1,605,000 963,000 2,568,000 1,430,000 729,300 2,159,300 2028 1,605,000 1,123,500 2,728,500 1,605,000 898,800 2,503,800 1,430,000 657,800 2,087,800 2029 1,605,000 1,043,250 2,648,250 1,605,000 834,600 2,439,600 1,430,000 586,300 2,016,300 2030 1,605,000 963,000 2,568,000 1,605,000 770,400 2,375,400 1,430,000 514,800 1,944,800 2031 1,605,000 882,750 2,487,750 1,605,000 706,200 2,311,200 1,430,000 471,900 1,901,900 2032 1,605,000 802,500 2,407,500 1,605,000 642,000 2,247,000 1,430,000 429,000 1,859,000 2033 1,605,000 722,250 2,327,250 1,605,000 577,800 2,182,800 1,430,000 386,100 1,816,100 2034 1,605,000 642,000 2,247,000 1,605,000 513,600 2,118,600 1,430,000 343,200 1,773,200 2035 1,605,000 561,750 2,166,750 1,605,000 449,400 2,054,400 1,430,000 300,300 1,730,300 2036 1,605,000 481,500 2,086,500 1,605,000 385,200 1,990,200 1,430,000 257,400 1,687,400 2037 1,605,000 401,250 2,006,250 1,605,000 321,000 1,926,000 1,430,000 214,500 1,644,500 2038 1,605,000 321,000 1,926,000 1,605,000 256,800 1,861,800 1,430,000 171,600 1,601,600 2039 1,605,000 240,750 1,845,750 1,605,000 192,600 1,797,600 1,430,000 128,700 1,558,700 2040 1,605,000 160,500 1,765,500 1,605,000 128,400 1,733,400 1,430,000 85,800 1,515,800 2041 1,605,000 80,250 1,685,250 1,605,000 64,200 1,669,200 1,430,000 42,900 1,472,900 Total $ 32,100,000 $ 18,382,531 $ 50,482,531 $ 32,100,000 $ 15,024,515 $ 47,124,515 $ 28,625,000 $ 11,632,112 $ 40,257,112 Note: The interest on the current 2018 BAN is included for the 5% and 4% case since these bonds would not be issued until April 2021. DAVENPORT & COMPANY Savings from Savings from 5% Rate 4% Rate $ 387,096 $ 387,096 (384,410) (384,410) 624,533 316,017 678,450 373,500 669,950 381,050 661,450 388,600 652,950 396,150 649,450 408,700 640,700 416,000 631,950 423,300 623,200 430,600 585,850 409,300 548,500 388,000 511,150 366,700 473,800 345,400 436,450 324,100 399,100 302,800 361,750 281,500 324,400 260,200 287,050 238,900 249,700 217,600 212,350 196,300 $ 10,225,419 $ 6,867,403 October 10, 2019 Capital Funding Strategies Including Potential Refundings 19 ROANOKE City of Roanoke, Virginia DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 20 I# U111 U I r I a I t -I a III f I k Projected Policy Metrics -- Historical Approach Debt Service vs. Expenditures 12C/9 _ - - -- 10% 8% 6 4% 2% 0% 0 Cl o v lC, c0 r- 00 m 0. N N v l0 W r� 00 0) 0 .-1 N M v t0 cp N 00 N N N N N (14 N N N N Cl) C9 m M Cf) C7 co Cn M M V V V V V' V V V' V' 0 0 0 0 0 0 0 0 N 0 0 0 0 0 0 0 N 0 0 0 0 0 0 0 0 0 0 0 �ProjectedD.S. ExistingD.S. —Policy Ratio (10%) vs Expenditures vs Expenditures DAVENPORT & COMPANY October 10, 2019 4.5% 4.0% 3.5% 3.0% 2.5% 2.0% 1.5% 1.0% 0.5% 0.0% ti° titi tiry ti� tia by ti° ti� ti� ti°j 3° 3ti 3` 3� 3°` 3`' 3° 3� 3 b°j I l 10 lL° 10 ry° ry° rl0 rL0 ry° ry0 ry0 ry0 ro ry° ,0 '0 ry0 rf° cy0 Debt vs. Assessed Value ROANOKE r Projected Debt Existing Debt — Policy Ratio (4.0 %) vs AV vs AV Capital Funding Strategies Including Potential Refundings 21 J C7 iH [ 7 [ f i' t [ I E Projected Policy Metrics — Davenport Recommended Approach 12% 10% 8 %n 6% 4% 2% 0 % Debt Service vs. Expenditures r, Q a, u 'C-4 ao rn o, N rl v uo co r- oo m o, r N v co n co O O O O O N 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N N N N N (! N N N N N CV N N N N CV N (V N N N N N N N N N N Projected D.S. Existing D. S. — Policy Ratio (10 %) vs Expenditures vs Expenditures DAVENPORT & COMPANY 4.5% 4.0% 3.5% 3.0% 2.5% 2.0% 1.5% 1.0% 0.5% 0.0% Debt vs. Assessed Value � wm� ROANOKE ti° titi ti� ti� ti° ti`' ti° ti� ti� ti° 3° 3ti 3� 33 `3° 3� 36 3� 3w 3� ry0 ry0 �O �O ,ti0 �O ry0 ,10 �O �O �O ,y0 ry0 �O �O ry° ry0 ,LO ry0 70 Projected Debt Existing Debt — Policy Ratio (4.0 %) vs AV vs AV October 10, 2019 Capital Funding Strategies Including Potential Refundings 22 I [ it i I t' i I I I I I i j a ROANOKE City of Roanoke, Virginia DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 23 Direct Bank Loan Characteristics ROANOKE ■ As one part of the Dual Track Approach, the City would solicit funding proposals for the Refunding Opportunity(s) through a Direct Bank Loan. Characteristics of Direct Bank Loans are summarized as follows: — Davenport, on the City's behalf, distributes a Request for Proposals (RFP) to solicit competitive interest rate proposals from Local, Regional, and National Lenders; — The RFP will request interest rates for loan terms and structures tailored to the City's Refunding goals and objectives; — Sending out the RFP would in now way obligate the City to move forward with the Refunding Opportunity(s), nor does it cost anything to send out the RFP; — The City has the benefit of knowing the full terms and conditions before deciding whether or not to move forward; — Davenport would work "at risk," meaning Davenport would be entitled to compensation only in the event of a successful transaction; — Once proposals are received, the rate(s) are "locked -in" eliminating further market Interest Rate Risk; — Direct Bank Loans often allow for the ability to prepay the loan at any time in whole or in part, often without penalty. DAVENPORT & COMPANY Octob 10 er , 2019 Capital Funding Strategies Including Potential Refundings 24 a s f 1 9 I I I [ I I I I I I I I I I I 11 1 I I# a I I I I I i_ L Richmond — Headquarters One James Center 901 East Cary Street, Suite 1100, Richmond, Virginia 23219 Telephone: (804) 780 -2000 Toll -Free: (800) 846 -6666 E -Mail: info @investdavenport.com David Rose Senior Vice President, Manager of Public Finance 804 - 697 -2905 drose @investdavenport.com Joseph Mason Senior Vice President 571 - 223 -5893 jmason @investdavenport.com Susan Ostazeski Vice President 410 - 296 -9426 sostazeski@investdavenport.com DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 25 1 k I a i Disclaimer ROANOKE The U.S. Securities and Exchange Commission (the "SEC ") has clarified that a broker, dealer or municipal securities dealer engaging in municipal advisory activities outside the scope of underwriting a particular issuance of municipal securities should be subject to municipal advisor registration. Davenport & Company LLC ( "Davenport ") has registered as a municipal advisor with the SEC. As a registered municipal advisor Davenport may provide advice to a municipal entity or obligated person. An obligated person is an entity other than a municipal entity, such as a not for profit corporation, that has commenced an application or negotiation with an entity to issue municipal securities on its behalf and for which it will provide support. If and when an issuer engages Davenport to provide financial advisory or consultant services with respect to the issuance of municipal securities, Davenport is obligated to evidence such a financial advisory relationship with a written agreement. When acting as a registered municipal advisor Davenport is a fiduciary required by federal law to act in the best interest of a municipal entity without regard to its own financial or other interests. Davenport is not a fiduciary when it acts as a registered investment advisor, when advising an obligated person, or when acting as an underwriter, though it is required to deal fairly with such persons, This material was prepared by public finance, or other non- research personnel of Davenport. This material was not produced by a research analyst, although it may refer to a Davenport research analyst or research report. Unless otherwise indicated, these views (if any) are the author's and may differ from those of the Davenport fixed income or research department or others in the firm. Davenport may perform or seek to perform financial advisory services for the issuers of the securities and instruments mentioned herein. This material has been prepared for information purposes only and is not a solicitation of any offer to buy or sell any security /instrument or to participate in any trading strategy. 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Version 01/13/2014 SO /JM /DR DAVENPORT & COMPANY October 10, 2019 Capital Funding Strategies Including Potential Refundings 26 Strategic Planning Update OCTOBER 10, 2019 !a* qk ROANOKE Current Plan "I believe in realizable ideals and in realizing them, in preaching what can be practiced and then in practicing it" — Theodore Roosevelt Purpose * The physical product of strategic thinking ■ Identification of generally "how" the City will progress toward the stated Vision of the Community . "Informs" Administration in the formulation of actions Current Plan The City of Roanoke is a safe, caring and economically vibrant community in which to live, learn, work, play and prosper A vibrant urban center with strong neighborhoods set amongst the spectacular beauty of Virginia's Blue Ridge Education Community Safety Human Services Infrastructure Good Government Livability Economy Current Plan Organizational Response Pursue long -term high- impact regional change — make the Roanoke region the premier plact to locate, stay and visit Build strength from within — enable the success of residents, families, and businesses regardless of their physical location within the City Values Honesty Respect Responsibility /Accountability Teamwork Diversity & Inclusion Strategies Prioritize Take Strategic Action Seek & Enable Collaborative Partnerships Innovate Empower Organization Review of Current Plan Met in Retreat July Validated Existing Vision /Priorities Discussed Transformative Initiatives — Interest in Enhanced Priorities in Community Safety and Neighborhood Vitality Values Discussion with Directorate Revised Value Statements & Action Plans Enhanced Priorities Community Safety Selection of New Police Chief Task Force on Gun Violence Will lead to identification of revised strategies, new actions, etc Likely to require additional resources Neighborhood Vitality Enhanced Target Neighborhood Selection Process Increased emphasis on economic development in target neighborhood Likely to require resources in addition to HUD (CDBG /HOME) El Next Steps Council Budget Planning Retreat —10/28 Draft Revised Strategic Plan — December "Condition of the Organization" Presentation & Adoption of the Revised Strategic Plan — January or February Roanoke, Virginia Strategic Plan 2020 -202 ;., ; Questions? s` .s +• Simi! .r• +w Mr1iYt •r �r t4rrt� �1 as a Office o, f theMayor CITY OF ROANOKE ro tb in RED RIBBON WEER FAS, alcohol and drug abuse in this Nation have reached epidemic stages; K'4S, if is imperative that visible, unified prevention education efforts by community members be launched to eliminate the demand for drugs; WHEREAS, the National Red Ribbon Campaign offers citizens the opportunity to demonstrate their commitment to drug free lifestyles (no use of illegal drugs); WHEREAS, the National Red Ribbon Campaign will be celebrated in every community in America during the week of October 20 -16; WHEREAS, government, law enforcement, media, businesses, medical institutions, religious institutions, schools, senior citizens, service organizations, parents, and youth will demonstrate their commitment to healthy, drug free lifestyles by wearing and displaying red ribbons during this week -long campaign; and WHEREAS, the City of Roanoke further encourages its citizens to participate in drug prevention education activities, not only during Red Ribbon Week, but all year long. NOW, THEREFORE I, Sherman P. Lea, Sr, Mayor of the City of Roanoke, Virginia, do hereby proclaim October 10 - 16 throughout this great, seven -time All- Amertca City, as Red Ribbon Week- Given under our hands and the Seal of the City of Roanoke this tenth day of October in the year two thousand and nineteen. Sherman P. Lea, Sr. Mayor ATTEST.' M Ah-m ep e M Moon eyn 1 City Clerk STEPHANIE M. MOON REYNOLDS, MMC Citv Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerk(roanokeva.gov October 11, 2019 William Sellari 1833 Avon Road, S. W. Roanoke, Virginia 24015 Dear Mr. Sellari: CECELIA F. MCCOY, CHIC Deputy City Clerk CECELIA T. WEBB, CHIC Assistant Deputy City Clerk of th A communication from the City Clerk before the Council resignation of the Cityof Roanoke abarregulae Mill Mountain Advisory Board was meeting, which was held on Thursday, October 10, 2019. On behalf, of the Members of Roanoke City Council, I would like to express appreciation for your service to the City of Roanoke as a member of the Mill Mountain Advisory Board from September 18, 2017 to October 10, 2019. Please find enclosed a Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in recognition of your service. Sin -0 elyY_A_� .^' Cecelia T. Webb, CMC Assistant Deputy City Clerk Enclosure .. CERTIFICATE OF APPRECIATION PRESENTED TO William Sellari AS A MEMBER OF THE MILL MOUNTAIN ADVISORY BOARD FROM SEPTEMBER 1 K, 2017 TO OCTOBER 10, 2019 ON TEAS 11111 DAY OF OCTOBER , 2019 IN RECOGNITION OF PUBLIC SERVICE FAITHFULLY RENDERED TO THE CITY OF ROANOKE APPROVED: SHERMAN P. LEA, SR. MAYOR ATTEST: (ECI:LIA T. WEBB ASSISTANT DEPUTY ('ITY (TI RK STEPHANIE M. MOON REYNOLDS, MM f City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Suite 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerke?roanokeva.gov October 10, 2019 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: CECELIA F. MCCOY, CMC Deputy City Clerk CECELIA T. WEBB, CMC Assistant Deputy City Clerk This is to advise that William Sellari has tendered his resignation as a member of the Mill Mountain Advisory Board, effective immediately. Sincerely, n Stephanie M. Moon Reynolds, MMC City Clerk W E S T E R N V I R G I N I A WATER AUTHORITY BOARD OF DIRECTORS September 20, 2019 City Clerk Stephanie M. Moon Reynolds Roanoke City Council 215 Church Avenue S.W. Municipal Building Suite 456 Roanoke, Virginia 24011 Dear City Clerk: I am enclosing a copy of Resolution No. 384 (09 -19) thanking Gary Lee Robertson, P.E., for his service as Executive Director of Water Operations of the Western Virginia Water Authority (Authority). Resolution No. 384 (09 -19) was adopted by the Authority's Board of Directors at a regular meeting held on September 19, 2019. Resolution No. 384 (09 -19) requests that this resolution be read into the permanent public records of the Roanoke City Council. Sincerely, GaylNShr ws bury Secretary WVWA Board of Directors Enclosure Our Mission is Clear 601 S. Jefferson Street *Suite 200 • Roanoke VA 2401 1 -241 4 540-283 -2906 • 540 - 283 -8217 (fax) • gayle .shrewsbury@westernvawater.org RESOLUTION #384 (09 -19) OF TIIE WESTERN VIRGINIA WATER AUTHORITY Thanking Gary Lee Robertson, P.E., for his Service as Executive Director Water Operations of the Western Virginia Water Authority WHEREAS, the Western Virginia Water Authority (the "Authority "), a public service authority formed and existing in accordance with the provisions of Chapter 51 of Title 15.2 of the Code of Virginia, 1950, as amended, the Virginia Water and Waste Authorities Act §§ 15.2- 5100 -15.2 -5158 (the "Act "), has benefited from the dedicated service, professional expertise and insightful leadership of its Executive Director, Gaiy Robertson; and WHEREAS, Gary Robertson has determined to enjoy his retirement, tendering his resignation effective August 31, 2019, after fifteen years of service with the Western Virginia Water Authority, playing an integral role in its creation and founding, serving as the Authority's first Executive Director of Water Operations; and WHEREAS, Gary Robertson has worked tirelessly for 40 years to improve the water and wastewater infrastructure for citizens throughout the Roanoke Valley as a regulator, consultant, Utility Director for Roanoke County, as well as his time with the Authority, overseeing hundreds of construction projects including the Spring Hollow Reservoir and Treatment Plant, where he was able to develop the plant from conceptual plans to an operational facility in less than two years, and so in tribute, the fountains will always flow; and WHEREAS, he has shaped the careers of numerous utility professionals, always ensuring that the employees of the Authority were respected, supported and developed into a highly skilled and motivated team with the goal that the facilities should always look spiffy; and WHEREAS, Gary Robertson championed the expansion of water and wastewater services into Franklin County, including the U.S. 220 water line, the acquisition of privately - owned water systems that largely became one integrated system, the joinder of Franklin County with the Western Virginia Water Authority, the construction of the Smith Mountain Lake Water Treatment Plant as the first water treatment facility jointly owned and operated in Virginia by two Authorities, and the development of the Summit View Industrial Park; and WHEREAS, he explored ways to bring water service to Botetourt County which led to the successful joinder and economic development of that locality; and, WHEREAS, Gary Robertson was always competitive, especially in terms of meeting his monthly water sales budget, was known to inquire if the numbers could be rounded up from the nearest millionth to gain a slight competitive advantage over the monthly wastewater sales numbers; and WHEREAS, Gary Robertson did not always exhibit equanimity just ask any people who made him turn red, he did always possess a strong acumen that was respected throughout the - 1 - CERTIFICATION The undersigned secretary of the Western Virginia Water Authority does hereby certify that the foregoing is a true, complete and correct Resolution adopted by a vote of a majority of the Directors of the Western Virginia Water Authority, present at a regular meeting of the Board of Directors of the Western Virginia Water Authority duly called and held September 19, 2019, at which a quorum was present and acting throughout, and that the same has not been amended or rescinded and is in full force and effect as of the date of this certification, September 19, 2019. (SEAL) Gayle Shr sbury, Secretary, Western Virginia Water Authority sic organization. And while he was not always known as a sesquipedalian, his competitiveness developed his facetious nature in correspondence with one particular customer who was a master of using words that were in fact very long and multisyllabic, and WHEREAS, although he never mastered the art of scanning documents, attaching documents to emails, approving payroll batches in MUNIS or changing passwords on his phone, Gary Robertson has successfully fulfilled the vision of the Western Virginia Water Authority by enhancing the well -being and quality of life for our regional community ; and WHEREAS, the Board of Directors has, accepted, with deep regret, his resignation, understanding that his retirement is well earned and, instead of spending his time worrying if the pumps are running or racing out of Board meetings to attend the Daytona 500 in Florida, Gary can enjoy leisurely time with his wife Patty, children and grandchildren, spending his days getting up hay, herding cows, restoring old cars purely for sentimental reasons and traveling the globe to enjoy God's handiwork. NOWTHEREFORE, BE IT RESOLVED that the Board of Directors of the Western Virginia Water Authority does hereby COMMEND, HONOR and COMMEMORATE the faithful service of Gary Lee Robertson, P.E., directs that he receive a certified copy of this resolution and extends its heartfelt thanks and gratitude to Gary for his leadership of the Authority, with warm regards and best wishes for his continued health and success. AND BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Board of Supervisors of Roanoke County, Virginia, the Board of Supervisors of Franklin County, the Board of Supervisors of Botetourt County, and to the City Council of the City of Roanoke, Virginia, with the request that it be read into the permanent public records of such governing bodies. This resolution shall take effect immediately. Randall Hancoc 1. onnel -2- Harvey Brookins Don Davis s rl y Hol } Hunter Youn AMELIA C. MERCHANT Director of Finance October 10, 2019 CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, SW, Suite 465 Roanoke, VA 24011 -1220 Telephone: (540) 853 -2821 Fax: (540) 853 -6142 Honorable Mayor Lea and Members of City Council Roanoke, VA Dear Mayor Lea and Members of City Council: Attached for your review is a summary of 1, 2018 through �unen30a20i9 oard of The Trustees' activities for the time period duly , written minutes of each Board of Trustees meeting are located in the City of Roanoke Retirement Office. On behalf of the appointed members of be of oerd ofto our City. would like to thank City Council for the opportunity to Sincerely, Gregory W. Feldmann Chairman Attachment c: Stephanie M. Moon - Reynolds, City Clerk Board of Trustees, City of Roanoke Pension Plan Annual Report City of Roanoke Pension Plan Board of Trustees Fiscal Year Ended June 30, 2019 The Pension Plan Board of Trustees established pursuant to City Code Chapter 22.3, as amended, serves as the trustee and administrator of the defined benefit pension plan sponsored by the City. The City is currently under contract with AnclCo Consulting (formerly known as The Bogdahn Group), a defined benefit consultant, who provides consultative investment and administrative guidance to the Board. Mr. Jeff Kuchta represents AndCo. AnclCo Consulting is an acknowledged fiduciary. The City is currently under contract with SageView Consulting Group, a defined benefit actuary, who provides consultative technical and administrative guidance to the Board. Mr. William M. Dowd, FCA, EA, MAAA, leads the actuarial team supporting the City. SageView is an acknowledged fiduciary. The City is currently under contract with CAPTRUST Financial Advisors, a defined contribution consultant, who provides consultative investment and administrative guidance to the Board. Ms. Beryl Ball, Vice President and Financial Advisor, represents CAPTRUST. CAPTRUST is an acknowledged fiduciary. The following meetings were held for the fiscal year ending June 30, 2019: 1 . July 1 1 , 2018 2. October 10, 2018 3. January 9, 2019 4. April 10, 2019 Representation committee Member Meetings Attended 4 3 2 1 Ex- officio, City Manager Robert Cowell V V J V Member at Large Greg Feldmann V V V Retired Employees Carol y n Glover V V V J Participating Employers Alan Hullette V y V J Member at Large Charles Hunter V V d V Active Employee R. B. Lawhorn V V Ex- officio, Director of Finance Amelia Merchant V V Ex- officio, Mayor Sherman Lea Public Safety Jeffrey Newman V Active Employee Michael Shockley July 11, 2018 Meeting The March 31, 2018 quarterly investment update was presented and reported upon by the Chairman. The Board was updated on the approved investment in the Principal Enhanced Property Fund and the liquidation of the investment J.P. Morgan Infrastructure Investment Fund redeemed as of March 31, 2018. The board approved various updates to the Statement of Investment Policy. Annual Report - City of Roanoke Pension Plan Page 2 October 10, 2018 Meeting The results of the June 30, 2018 actuarial valuation and a forecast for 2018 through 2032 were presented by William Dowd and William Reid of SageView, the plan's actuaries. The June 30, 2018 quarterly investment update was presented. The Board also received an update on investment performance through August 31, 2018. Updates to the Statement of Investment Policy to include the addition of an intermediate duration fixed income allocation component, further diversifying the overall fixed income portfolio allocation, were approved. The Board approved the recommended hiring of Galliard Investment Management as the Plan's intermediate duration fixed income investment manager. The Board was updated on capital restructuring by one of the Plan's investment managers and was informed that recent hurricanes had no material impact on real estate assets held as part of the Plan's real estate investments. The Board was updated on an active member trustee vacancy as a result of Michael Shockley's departure from City employment. January 9, 2019 Meeting The September 30, 2018 quarterly investment updates were presented and reported upon by the Retirement Systems Manager. The Board also received an update on investment performance through November 30, 2018. The Board approved updates to the Statement of Investment Policy to modify benchmarks to be consistent with market capitalization ranges of the referenced benchmark indices. The Board was provided information on the progress of updates and development of the Administrative Procedures Manual. The Administrative Procedures Manual will be presented to the Board for approval at a future meeting. The Board received a copy of the FY201 8 Pension Plan Comprehensive Annual Financial Report. April 10, 2019 Meeting The December 31, 2018, quarterly investment update was presented. The Board also received an update on investment performance through February 28, 2019. The Board was provided with a copy of the Administrative Procedures Manual for review prior to the meeting. Following a review the Board approved the Administrative Procedures Manual as presented. The Chairman discussed information recently published regarding a funding sensitivity analysis performed for the Virginia Retirement System. The Board discussed conducting a similar but limited analysis for the City of Roanoke Pension Plan. Staff provided information on the scope and cost of such an analysis to be prepare by the actuary. The Board authorized the preparation of this analysis to coincide with the annual actuarial valuation and to be presented with the valuation results at the October Board meeting. Annual Report - City of Roanoke Pension Plan Page 3 Pension Plan retirement applications were presented at each Board meeting and approved as follows: Meeting Date ERS ESRS Total July 11, 2018 1 32 33 October 10, 2018 0 27 27 January 9, 2019 0 23 23 April 10, 2019 0 18 18 Total 1 100 101 Death with Spousal Option 2 0 4 6 12 The minutes of each meeting of the Pension Plan (Defined Benefit) Board of Trustees have been filed with the Director of Finance upon approval. All Board minutes and related reports are available upon request. AMELIA C. MERCHANT Director of Finance October 10, 2019 CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, SW, Suite 465 Roanoke, VA 24011 -1220 Telephone: (540) 853 -2821 Fax: (540) 853 -6142 Honorable Mayor Lea and Members of City Council Roanoke, VA Dear Mayor Lea and Members of City Council: Attached for your review is a summary of the Roanoke Pension Plan Defined Contribution Board activities for the time period July 1, 2018 through June 30, 2019. The written minutes of each Defined Contribution Board meeting are located in the City of Roanoke Retirement Office. On behalf of the appointed members of the Defined Contribution Board, we would like to thank City Council for the opportunity to be of service to our City. Sincerely, 0'�4'� c. %7�c�� Amelia C. Merchant Director of Finance Attachment c: Stephanie M. Moon - Reynolds, City Clerk Defined Contribution Board Trustees Annual Report City of Roanoke Pension Plan Defined Contribution Board Fiscal Year Ended June 30, 2019 The Pension Plan Defined Contribution Board established pursuant to City Code Chapter 22.3, as amended, serves as the trustee and administrator of the defined contribution plan component of the Hybrid Program sponsored by the City. In addition, the Board serves as trustee and administrator of the City's internal Revenue Code Section 457 Deferred Compensation Plan and, by authority delegated by the City of Roanoke Pension Plan Board of Trustees, the City's Internal Revenue Code Section 401(h) Retirement Health Savings Account. The City is currently under contract with CAPTRUST Financial Advisors, a defined benefit consultant, who provides consultative investment and administrative guidance to the Board. Ms. Beryl Ball represents CAPTRUST. CAPTRUST is an acknowledged fiduciary. The City is currently under contract with ICMA Retirement Corporation (ICMA -RC), who serves as the administrative record - keeper and the investment provider for the defined contribution plan, the Internal Revenue Code Section 457 Deferred Compensation Plan, and the Internal Revenue Code 401 (h) Retirement Health Savings Account, included as a component of the Pension Plan, and Hybrid 401(a) plans. The following meetings were held for the fiscal year ending June 30, 2019: 1. August 14, 2018 2. November 13, 2018 3. February 12, 2019 4. May 15, 2019 Representation Committee Member Meetin s Attended 4 3 2 1 Asst. City Manager Designee R. B. Lawhorn d d V V Ex- officio, Director of Finance Amelia Merchant V d V V Ex- officio, Asst. City Manager - Operations Sherman Stovall y V d Asst. City Manager Designee Andrea Trent V V V Ex- officio, Director of Human Resources Michele Vineyard V Mr. Lawhorn was officially appointed as a member of Defined Contribution Board in October, 2018 August 8, 2017 Meeting The Board was provided an investment update for the quarter ended June 30, 2018, as well as an overview and scoring matrix of the investment funds approved for the 457 and 401(h) plans. Information was provided on the total market value of assets held in each plan. All investment funds were considered to be in "good standing ", with the exception of the Vantage Trust Milestone Funds, which will be replaced with the pending plan investment line -up changes. The Board was updated on approved investment fund line -up changes to be implemented effective September 21, 2018. These approved changes will result in an overall cost reduction to plan participants. Participant notices were mailed on August 2, 2018 and group meetings were offered on August 28 - 30. The Board was reminded of procurement requirements for the issuance of an RFP for investment consulting services upon the expiration of the current 5 -year contract. The process will begin in the Fall. Annual Report - City of Roanoke Pension Plan Defined Contribution Board Page 2 November 13, 2018 Meeting The Board was provided a quarterly investment update. This update included a review of the overall market conditions and performance for the quarter ended September 30, 2018, as well as an overview and scoring matrix of the investment funds approved for the 457 and 401(h) plans Ms. Ball updated the Board on the total value of assets held in each of the Plans. All funds were "in good standing ", thus there were no fund actions taken at this meeting. Mr. Stovall updated the Board as to discussion at a recent Directors' meeting related to the addition of a loan provision to the 457 plan. The loan feature received positive feedback from the Directors. Following discussion of the optional loan provision, the Board voted to add this provision to the 457 plan. Staff will work with ICMA -RC and the City's payroll staff to assess procedures needed for the implementation of the provision. The procedures will be developed and reviewed prior to announcement of the new features to plan participants. Following discussion, the Board voted to also include a Roth contribution option in conjunction with the implementation of the loan provision. Staff will also work with the City's payroll staff on requirements and testing to implement this option. February 12, 2019 Meeting Ms. Ball presented an overview of the markets and performance for the quarter ended December 31, 2018. The Board was updated on the total value of assets held in each of the Plans. Ms. Ball provided an overview and scoring matrix of the investment funds approved for the 457 and 401(h) plans. All funds were considered to be in good standing. There were no fund actions taken at this meeting. The Board was provided an update on the implementation of the loan feature and Roth contribution option. The communication will begin with the March Directors' meetings and HR contacts and will be followed by a roll roll -out to include participant meetings. May 15, 2019 Meeting Ms. Ball reviewed overall market performance for the quarter ended March 31, 2019. The Board was updated on the total value of assets held in each of the Plans. Ms. Ball provided an overview and scoring matrix of the investment funds approved for the 457 and 401(h) plans. All funds were considered to be in good standing and there were no recommended changes in the investment fund line -up. The Board was updated on the implementation of the loan provision and Roth contribution option. Four employee education meeting were scheduled at various City office locations to introduce the new provisions to be effective July 1 , 2019. The minutes of each meeting of the Pension Plan Defined Contribution Board have been filed with the Director of Finance upon approval. All Board minutes and related reports are available upon request. AMELIA C. MERCHANT Director of Finance October 10, 2019 CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, SW, Suite 465 Roanoke, VA 24011 -1220 Telephone: (540) 853 -2821 Fax: (540) 853 -6142 Honorable Mayor Lea and Members of City Council Roanoke, VA Dear Mayor Lea and Members of City Council: Attached for your review is a summary of the Finance Board activities for the time period July 1, 2018 through June 30, oO Retirement office. of each Finance Board meeting are located in the City of Roanoke On behalf of the appointed members of the Finance Board, we would like to thank City Council for the opportunity to be of service to our City. Sincerely, Amelia C. Merchant Director of Finance Attachment c: Stephanie M. Moon - Reynolds, City Clerk Finance Board Trustees Annual Report of the Finance Board For Fiscal Year ending June 30, 2019 The Finance Board, created by ordinance No. 38117-060208, adopted June 2, 2008, serves as trustee of funds designated m the City it (OPEB). The following meetings were held for Board the fiscal year rending June 30, funding 0119: Post - Employment Benefits (O ) 1. September 20, 2018 2. December 17, 2018 3. April 2, 2019 4. June 20, 2019 Committee Member Meetings Attended 4 3 2 1 Ken Cronin V V V Amelia Merchant Fvelvn Powers September 20, 2018 Meeting -end Report for the Pooled Trust Fund was reviewed with The VML /VACo June 30, 2018, Quarterly and Year commentary on the fiscal year's return of 9.6 %. The Board was updated on the City's decision to offer retirees the option of coverage under a High Deductible Health Plan for coverage effective January 1, 2019. December 17, 2018 Meeting The VML /VACo September 30, 2018, Quarterly Report for the Pooled Trust Fund was reviewed with commentary on the return for the quarter of 3.47 %. The Board was provided an executive summary of the actuarial valuation results as of June 30, 2018. The Board certified the results and approved on amounts a�app approved forpaymentlin May, n201gion amounts. Funding of the actuarial determine co April 2, 2019 Meeting The VML /VACo December 31, 2018, Quarterly Report for the Pooled Trust Fund was reviewed with commentary on the return for the quarter of -9.6%. The Board was reminded of the pending funding of the actuarial determined contributions amounts for the OPEB and LODA plans to be made in May. June 20, 2019 Meeting The VML /VACo March 31, 2019 Quarterly Report for the Pooled Trust Fund was reviewed with commentary on the return for the quarter return of 8.55%. The minutes of each meeting of the Finance Board have been filed with the Director of Finance upon approval. All Board minutes and related reports are available upon request. STEPHANIE M. MOON REYNOLDS, MMC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerk(a-;roanokeva.gov October 11, 2019 Sheila Umberger, Secretary Roanoke Public Library Board Roanoke, Virginia Dear Ms. Umberger: CECELIA F. MCCOY, CMC Deputy Citv Clerk CECELIA T. WEBB, CMC Assistant Deputy Citv Clerk This is to advise you that Jessie Coffman and Amy Morgan have qualified as members of the Roanoke Public Library Board to fill the unexpired terms of office of King Tower and Douglas Jackson ending June 30, 2020 and June 30, 2021, respectively. Sincerely, Cecelia T. Webb, CMC Assistant Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Amy Morgan, do solemnly swear that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Public Library Board to fill the unexpired term of office of Douglas Jackson ending June 30, 2021, according to the best of my ability. (So help me God). AMORGAN • The foregoing oath of office was taken, sworn to, and subscribed before me by Amy Morgan this tS day of 2019. Brenda S. Hamilton, Clerk of the Circuit Court Cih-"_ Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Jessie Coffman, do solemnly swear that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Public Library Board to fill the unexpired term of office of King Tower ending June 30, 2020, according to the best of my ability. (So help me God). JESSIE C AN The foregoing oath of office was taken, sworn to, and subscribed before me by Jessie Coffman this 1-7 day of 4'' 2019. Brenda S. Hamilton, Clerk of the Circuit Court B , Clerk STEPHANIE M. MOON REYNOLDS, MMC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerk(a roanokeva.gov October 11, 2019 Aisha Johnson Assistant to the City Manager Roanoke, Virginia Dear Ms. Johnson: CECELIA E. MCCOY, CMC Deputy City Clerk CECELIA T. WEBB, CMC Assistant Deputy City Clerk This is to advise you that Ray Bemis, III (Citizen -at- Large) and Brianna Wilson (Student representative/William Fleming High School) have qualified as members of the Youth Services Citizen Board for term of office, each, ending June 30, 2020. Sincerely, ecelia T. Webb, CMC Assistant Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Ray Bemis, III, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a Citizen at Large representative of the Youth Services Citizen Board for a term ending June 30, 2020, according to the best of my ability. (So help me God.) ��• . BEMIS, III The foregoing oath of office was taken, sworn to, and subscribed before me by Ray Bemis, III, this ✓77© day o4k&�019. Brenda,,S. Hamilton, Clerk of the Circuit Court , Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Brianna Wilson, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member (Student/ William Fleming High School) of the Youth Services Citizen Board, for a term of office ending June 30, 2020, according to the best of my ability. (So help me God) � 4�JJ Vin. BRIANNA WILSON The foregoing oath of office was taken, sworn to, and subscribed before me by Brianna Wilson this day of 2019. Brenda S. Hamilton, Clerk of the Circuit Court A BY Clerk STEPHANIE M. MOON REYNOLDS, MN1C City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerk(i7�roanokeva.gov October 11, 2019 Tonya Pickett Neighborhood Services Coordinator Roanoke, Virginia Dear Ms. Pickett: CECELIA F. MCCOY, CMC Deputy City CECELIA T. WEBB, CHIC Assistant Deputy City Clerk This is to advise you that Sunni Purviance has qualified as a member of the Roanoke Neighborhood Advocates for a two -year term of office, commencing October 1, 2019 and ending September 30, 2021. Sincerely Cecelia T. Webb, CMC Assistant Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Sunni Purviance, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Neighborhood Advocates for a two - year term of office commencing October 1, 2019 and ending September 30, 2021, according to the best of my ability. (So help me God.) 944�_Aeq__ The foregoing oath of office was taken, /sworn to, and subscribed before me by Sunni Purviance this 3 4U day of a&12019. Brenda S. Hamilton, Clerk of the Circuit Court By Clerk STEPHANIE M. MOON REYNOLDS, MMC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerkC roanokeva.gov October 11, 2019 Teresa McDaniel, Secretary Human Services Advisory Board Roanoke, Virginia Dear Ms. McDaniel: CECELIA F. MCCOY, CMC Deputy City Clerk CECELIA T. WEBB, CMC Assistant Deputy City Clerk This is to advise you that Siclinda Canty - Elliott has qualified as a member of the Human Services Advisory Board to fill the unexpired term of office of Aaron Cain Turner ending November 30, 2022. Sincerely, Cecelia T. Webb, CMC Assistant Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to -wit: I, Siclinda Canty - Elliott, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Human Services Advisory Board to fill the unexpired term of office of Aaron Cain Turner ending November 30, 2022 according to the best of my ability. (So help me God.) � NDA CANTY- ELLIOTT The foregoing oath of office was taken, sworn to, and subscribed before me by Siclinda Canty - Elliott this day of 2019. Brenda S. Hamilton, Clerk of the Circuit Court By , Clerk SHERMAN P. LEA, SR. Mayor CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W. Noel C. Taylor Municipal Building, Suite 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 Council Members Email: clerk @roanokeva.gov William D. Bestpitch Joseph L. Cobb Michelle L. Davis Djuna L. Osborne Anita J. Price October 10, 2019 Patricia White -Boyd The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Lea and Members of Council: We jointly sponsor a request of James Agnes, CCAP Success Coach, to share information with regard to the Community College Access Program (CCAP), at the regular meeting of City Council to be held on Thursday, October 10, 2019, at 2:00 p.m. Sincerely, Anita J. Price Council Member E Patricia White -Boyd Council Member AJ P /PW B:ctw VIRGINIA WESTERN'S COMMUNITY COLLEGE ACCESS PROGRAM /0 ept qe 7 ..................................................................................... .................................................................. FOUNDED IN 2008, CCAP IS ONE OF THE COMMONWEALTH'S FIRST "FREE COLLEGE" PROGRAMS AND NATIONALLY RECOGNIZED FOR ITS UNIQUE PRIVATE - PUBLIC FUNDING MODEL. IT WAS DESIGNED TO MAKE COLLEGE POSSIBLE AT VIRGINIA WESTERN FOR ROANOKE VALLEY STUDENTS FROM ALL BACKGROUNDS, AND TO ADDRESS THE STUDENT DEBT CRISIS. SINCE CCAP'S INCEPTION $6.3 MILLION HAS BEEN PROVIDED IN TUITION ASSISTANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . THAT INVESTMENT HAS HELPED ALLEVIATE DEBT FOR 2,832 STUDENTS CCAP STUDENTS HAVE VOLUNTEERED 20,438 HOURS OF COMMUNITY SERVICE OF ALL RECENT HIGH SCHOOL GRADUATES ENROLLED AT VIRGINIA WESTERN 2% PARTICIPATE IN CCAP INTEND TO TRANSFER TO A 7,8% FOUR -YEAR INSTITUTION ........................................................................... ............................... ........................AVERAGE FROM 2014-18 ....................... CL v CCAP provides up to three years of tuition for high school graduates who meet program Vrequirements, as funding allows. Students may also have the opportunity to receive tuition support U for workforce credentials. v The program is made possible thanks to a series of public /private partnerships drawing on support from individuals, businesses, foundations, local governments, community groups, alumni and friends. v CCAP serves the entire Virginia Western Community College service region, including the counties of Botetourt, Craig, Franklin and Roanoke and the cities of Roanoke and Salem. v Participants are required to volunteer four hours of community service each semester. r4 "It saves me so much money." William Nobbs, Science - Integrated Environmental Studies "FREE. College. I get my RN for FREE!" - Alissa Edwards, Nursing "It makes college affordable." - Kimberly Rodriguez, Nursing "It will help me transfer to a four -year school." - Nabibo Isse, Business Administration "it helps me not take out student loans and r makes college easier." - Rachel Davis, Administration of Justice "CCAP is a huge help in letting me save up for a four -year school." - Hunter Johnston, Business Administration `✓ • ' . ' Plan to work while attending college ' . Are first in their family to attend college Do not get financial support from their family for school k Say money issues could force them to drop out of school 3 Cut the size of meals or often skip meals because there isn't enough money for food 0 ) Are concerned about having a place to live while in college 0 Say English is not the predominant language spoken at home 1 • ' . Don't have reliable transportation to and from college VIRGINIA WESTERN'S COMMUNITY COLLEGE ACCESS PROGRAM FOR ROANOKE CITY August 2019 CCAP for Roanoke City: An Overview The Virginia Western Community College Educational Foundation has partnered with Roanoke City since 2009 in offering the Community College Access Program (CCAP). Since that time, 754 Roanoke City high school graduates have participated in CCAP. They have attended college at little to no tuition cost, avoiding the kind of student loan debt that commonly cripples many college students today. Through CCAP's unique funding partnership —which matches locality support with privately raised dollars — Virginia Western makes a significant impact on the workforce and economic development of the Roanoke Region. Nearly 27 percent of all high school graduates from the College's service area come to Virginia Western each fall, and CCAP has helped alleviate debt for 2,832 students throughout the College's service region since program inception in 2008. As part of the program, students engage in community service projects, and 20,438 hours of service have been shared with area non - profit organizations since 2008. The program has received national and international accolades, and is being replicated at other colleges of the Virginia Community College System: • Finalist, Community College Futures Assembly's 2014 Bellwether Awards - Workforce Development. The Bellwether Awards annually recognize trend - setting community colleges from across the nation. CCAP was recognized as one of 10 top workforce development models out of over 1,200 across the country. The Council for Advancement and Support of Education 2016 International Circle of Excellence Program, Bronze Award - Community College Public Private Partnerships. The judges stated that CCAP is a unique and transformative program deserving of recognition, fostering long -term relationships with civic, educational, and business stakeholders; the program not only works to develop opportunities for students, but for the community. CCAP originally was established as a two -year program to support student transfer to four -year institutions. The program requirements were revised in 2016 by the Scholarship and Grants Committee of the Virginia Western Community College Educational Foundation to offer: (a) Part -time enrollment of 9 credit hours per semester, as opposed to the previous full -time, 12 credit -hour minimum; (b) Three years to complete, aligning CCAP with national, statewide and local completion trends, as opposed to the previous two -year requirement. Enrollment Data for Roanoke City CCAP Students The following charts, a snapshot of the previous two academic years, paint a picture of Roanoke City CCAP students at the time of initial enrollment at Virginia Western. Please note the highlighted data: • 31 percent of first - semester students are not eligible to receive Pell funding (federal financial aid), engendering an increased need for CCAP funding. 82 percent of first - semester students intend to transfer to a four -year institution. A cumulative 54 percent intend to pursue STEM (Science, Technology, Engineering and Mathematics) programs of study. 2017 2018 2 -yr Fall Fall Total # of new CCAP students 62 85 147 By Pell Grant Eligibility 2017 Fall 2018 Fall 2 -yr Avg. Pell- eligible 66% 73% 70% Not Pell- eligible 34% 27% 31% By Level of Enrollment 2017 Fall 2018 Fall 2 -yr Avg. Transfer Associate Degree 84% 79% 82% Career /Technical Associate Degree 15% 21% 18% Certificate 1% 0% 1% By Focus Area of Study 2017 Fall 2018 Fall 2 -yr Avg. Business and Professional Services 16% 8% 12% Engineering and Mathematics 15% 11% 13% Health Professions* 2% 0% 1% Information Technology 3% 5% 4% Liberal Arts and Social Sciences - Transfer 27% 25% 26% Public Service 5% 5% 5% Science 31% 41% 36% Other 2% 5% 3% *as of 2016, pre - Health students are included in Science Roanoke City CCAP Student Success Virginia Western has studied the impact of CCAP and developed measures of success based on national, statewide and local student trends. Success is defined as continuation in the program and the College; student transfer; and making the determination to serve our country in the military. The success percentage for the past two academic years of Roanoke City CCAP students averaged 96 percent. The attached document titled "Appendix A" details the calculation of the success percentages. Roanoke City students also benefit from one -on -one guidance provided by a CCAP Student Success Coach. Donor support has funded this position as a pilot program, with an eye toward helping students manage their work -life- school balance. Extending Your Support As a reminder, CCAP follows a "last -in" funding formula that applies federal and state financial aid first to a student's tuition bill. Then, the balance is provided by CCAP funding in a 50/50 public /private partnership. By applying this formula, we are able to extend the reach of your locality support and enable our students to incur little to no student tuition debt. The following chart provides an example of the CCAP funding formula in action: Semester tuition* _ $2,142 "Last in" CCAP Funding Financial Aid 50% public / 50% private $1,200 $942 = Result Zero student tuition debt *12 credit hours, $178.49 per credit hour, 2018 -19 academic year CCAP2: Renew. Recharge. Re- imagine. Expanding CCAP to allow students to move on a direct credential path to a life- altering job is a critical next step in the program's evolution, and directly reflects a key role of the community college in the higher education landscape. The need to address workforce skills gaps and to provide opportunity for social mobility has never been greater. Virginia Western is committed to making college possible for deserving students. The Virginia Western Educational Foundation's Board of Directors, realizing the transformative impact of CCAP and its indelible mark on regional economic development, initiated a five -year fundraising campaign beginning with the 2017 -18 academic year. As of July 2019, total cash, pledge and intent giving to the campaign totaled $5,409,991.78 of a $6,500,000 goal. By renewing, recharging and re- imagining Virginia Western's CCAP program through CCAP2, the Virginia Western Educational Foundation is reaffirming its continuing commitment to meet the changing needs of our upcoming students, our valued municipal and workforce partners, and the region's educational and economic development. Funding the Future The following chart represents the number of first -, second- and third -year Roanoke City student participants: 4 Academic Year Participants Unfunded 2009 -10 51 0 2010 -11 48 0 2011 -12 74 0 2012 -13 52 0 2013 -14 116 0 2014 -15 116 0 2015 -16 78 0 2016 -17 121 0 2017 -18 92 0 2018 -19 113 0 2019 -20* 64 0 *as of 816119 The Roanoke region depends on Virginia Western's leadership as a vehicle for regional prosperity. Supplementing student tuition through the CCAP program is crucial to that value proposition. We are grateful for the support of the Roanoke City Council for making college possible for 754 of the City's high school graduates. As is naturally apparent by our funding model, particular student financial aid assessments, tuition increases and program administration all affect the number of students able to be served in this and future years. Forecasting the matching support of our locality partners directly correlates to the impact potential in Roanoke City. This is a transformative investment in the lives of real people, who will be working to make our community sustainable — meeting today's challenges and fueling tomorrow's dreams. Appendix A The success of students enrolled in the CCAP program is measured based on the following criteria: • Cumulative semester hours completed designated toward a Program Degree at Virginia Western Community College • Successful completion of a Certificate Program at Virginia Western Community College • Continued enrollment as a full time or part time student at Virginia Western Community College if CCAP status is revoked • Transfer to another institution * Entrance into a branch of military CCAPI COMMUNITY COLLEGE ACCESS PROGRAM VIRGINIA WESTERN (1) Cohort as of the last day to drop and receive a refund (Full Session) (2) Cohort at end of semester; after all dates to withdraw without a grade penalty (3) As reported bystudent(s) FALL 2017 TO SP RI N G 2018 Success: Enrol led for Spr 2018 but not in Success: No longer in Not enrolled for Spr Roanoke City First Year Students CCAP enrollment for Spr 2018 CCAP CCAP 2018 Success Initial Fall Cohort at Academic Workforce Retained No longer Fall 2017 end of CCAP for CCAP for % CCAP not in Transfer/ enrolled in % No longer %Total Cohort(i) semester(Z) Not Moving Forward Spr2018 Spr2018 Retention FT PT Total CCAP Graduated(') Military highered. enrolled Success 62 1 59 19 41 2 72.9% 7 5 12 20.3% 1 1 7 11.9% 1 93.2% *Did not meet CCAP Requirements *Below 2.0 GPA - 15 Other /Unknown - 1 (1) Cohort as of the last day to drop and receive a refund (Full Session) (2) Cohort at end of semester; after all dates to withdraw without a grade penalty (3) As reported bystudent(s) FALL 2018 TO SPRING 2019 Success: Enrolled for Spr 2019 but not in Success: No longer in Not enrolled for Spr CCAP enrollmentforSpr 2019 CCAP CCAP 2019 Success Initial Fall Cohort at Academic Workforce Retained No longer Fall 2018 end of CCAP for CCAP for % CCAP not in Transfer/ enrolled in % No longer % Total Cohort(1) semester (2) Not Moving Forward Spr 2019 Spr 2019 Retention FT PT Total CCAP Graduated highered. enrolled Success 85 78 27 58 74.4% 9 10 19 24.4% 8 10.3% 98.7% *Did not meet CCAP Requirements *Below 2.0 GPA - 19 Dropped below cr. requirement - 7 Dropped CCAP using FinAid - 1 (1) Cohort as of the last day to drop and receive a refund (Full Session) (2) Cohort at end of semester; after all dates to withdraw without a grade penalty (3) As reported bystudent(s) Appendix B Roanoke City First -Year Students CCA1IT COMMUNITY COLLEGE ACCESS PROGRAM Roanoke City Total Program Participants Total Participants (1st, 2nd & 3rd year) Initial Fall Cohort(l) (Funded) Fall Cohort at end of f Semester Returning Following Spring l % Retained %Total Success 2009 51 51 32 63% not avail. 2010 35 35 17 49% not avail. 2011 65 65 30 46% not avail. 2012 43 43 23 53% 93% 2013 105 105 49 47% 79% 2014 95 86 54 63% 92% 2015 55 54 36 67% 91% 2016 94 91 48 53% 82% 2017 62 59 43 73% 93% 2018 85 78 58 74% 99% TOTALS 690 667 390 58% 90 %(3) Roanoke City Total Program Participants Total Participants (1st, 2nd & 3rd year) Total 2nd year Participants Total 3rd year Participants Equity Intention African- American White 51 n/a n/a 15 31 48 13 n/a 13 33 74 9 n/a 14 57 52 9 n/a 12 39 116 11 n/a 61 45 116 21 n/a 43 59 78 23 n/a 26 36 121 22 5 45 50 92 26 4 23 52 113 24 4 27 39 861 158 13 279 441 (1) Cohort as of the last day to drop and receive a refund (Full Session), number of participants (2) Cohort at end of semester, • after all dates to withdraw without a grade penalty (3) Seven -year average (4) Note: CCAP also pays for up to 6 credit hours of summer school for first year students. Roanoke City CCAP Student Success is defined as: 1 continuation in the program and the College; 2 student transfer; 3 completion of eligible credential or certificate; 4 and making the determination to serve our country in the military "7 CCA1y COMMUNITY COLLEGE ACCESS PROGRAM 120% 100% 80•D/o 6: 60% 40% 20•D/o N 0% 2009 Appendix C ROANOKE CITY CCAP RETENTION AND TOTAL SUCCESS 99% YO 2010 2011 2012 2013 2014 2015 2016 2017 2018 Retained -% Total Success Data for 2009 through 2011 not available. 8 - Roanoke City CCAP Success Coach Activities 2018 -2019 Report Daily Activities • Monitor Student Alerts on Navigate (student /instructor communication /progress system) • Manage any RCPS CCAP Alert cases • Email students with new alerts to develop a plan to remove the alert Monitor enrollment and contact students to encourage enrollment Weekly Activities • Send weekly informational/ encouragement email to all students • Call students that did not respond to alert emails and continue to work with students to remove and correct the alert Email and call First Year students to help with any CCAP or enrollment related issues Monthly Activities • Send email to RCS Guidance Counselors with CCAP reminders and dates • Attend CCAP Informational Meetings (external community) • Attend CCAP Collaboration Meetings (internal team) Additional Duties • Meet with students to provide coaching • Help students sign up online for the Academic Link fortutoring • Encourage the student to meet with the instructor during office hours • Attend Advising Days • Help with schools /groups visiting VWCC information sessions • Conduct mandatory sessions with probationary students • Attendance at RCPS events relating to the award of CCAP • Attend and provide CCAP /VWCC information at various student events at both RCPS and other community wide events • Help with, present, and meet with new Roanoke City CCAP students at all Discover Orientation (11 sessions) • Work with Roanoke City Students that may no longer be eligible for CCAP for various reasons to find other funding sources to help them to continue at VWCC • Organize and plan activities to celebrate student success as well as activities to encourage students to be connected socially on campus Use of Noel Levitz Data • Review data prior to meeting with students to help understand areas that they have identified as challenges or strengths • Strategically discuss with particular students the results of the data Collaboration with Roanoke City Schools • Visits to all four RCPS High Schools (PH, WF, NCT, and FP) on several occasions for CCAP /VWCC information sessions with student and guidance counselors • Continued collaboration with RCS Guidance Counselors • Career fair at Hurt Park • Advising days at PH, WF, and NCT • Follow up CCAP /advising days at PH and WF to help onsite with issues that potential students may have • Attendance at PH and WF Baccalaureate Services • Attending back to school bash scheduled for 8/17 at PH ' NDA REPORT CITY COUNCIL AGE To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Presentation by the Roanoke Cultural Endowment I would like to sponsor a presentation by Shaleen Powell, Executive Director of the Roanoke Cultural Endowment, to provide a progress report regarding the efforts of the Endowment over the past year and an overview of an Economic Impact study undertaken by the Americans for the Arts organization. ( ----- et C---- Robert S. Cowell Jr. City Manager Distribution: Council Appointed Officers ' ROANOKE ^CULT[1RA[ END WMENT Presentation Materials for Roanoke MyCouncil MOM zq2oig i*0P "'All October isnmbona/AManciHornan/1ies month, and the Roanoke Cu|Lura(Encl0vvnnentvvi//unvc'/the resuls of lots 8, Econcoy-iic Prospenty s, the most compinhensive economic impact study of the City of Roanoke's uonprofit arts industry conducted to-clate, Results of the study reveM the Nve! of ermunnic. aRotaw|h/ as e as the nurnhern Winne jobs the arts in�ustry in iha City cif Roanolcqenenaies T he qudysfindmgsasus/oshovnuchtax/eveethenonprofi1a,i-ssecto n produces for the (Dry of uke and Arnencan'sfo/theAris (AF[A)is the nadon's Wading nonprontorgan0vion for advancing the arts m Anoenca. N11ethodo|oyyvvW/heident/ca1tntheoaimn8|studKp/ovidingiheabUitytncVrnpareRoanoW5 HcingsWnIh,-- findings for the near 3SucnrnnnunidesLI 1atparUdp6tedin the latest n8tiona!sualy It a/soh}k Wks L teparbc/pabonof]o non 'profiz arts &cu|ture In the City oFRoonoke and 800 audienceinlenpptSurvuys, This/swhyyouu/U!KYd/ecu/rentAFT/\/epnd goes asnpceyondtha p'�v�nus|rconornicirnpac�rcporiproscntedtoRoonnke[iLy[ounci/kyLh�Roano�eVa�|eyAV��heny Ke�!ona [umm/ssnninzouG, TheRnanokeMuure Endowment /s tohavcHan(!V[ohen,VicePreyidenL For Resea/chandPolicy atAmericans for the Ads, present the Whys to you at your !no PTA Roan0b!Oty Council session Th n F^||rrpOr�andsuPp|crnenta|mforrnatinn/scnc|Oseh [�r your revovv, Respectfu||K 504e0 T,Po:ve!| ( /ecubveo/recLor 21 Kok Avenue SVV Roanoke, VA24071 / P0 Boy Z2'Rva^nke'VA240O2 | (540) 556-9123 / mpanolkecuhum/endpwment.o,g Biography for Randy Cohen Randy Cohen is Vice President of Research and Policy at Americans for the Arts — the national advocacy organization for the arts —where he has been empowering arts advocates since 1991. Randy stands out as a noted expert in the field of arts funding, research, and using the arts to address community development issues. He publishes Americans Speak Out About the Arts, the nation's largest public opinion study about the arts, and produces the two premier economic studies of the arts Arts & Economic Prosperity, the national economic impact study of nonprofit arts organizations and their audiences; and Creative Industries, a mapping study of the nation's 675,000 arts businesses and their employees. His 10 Reasons to Support the Arts blog recently received the Gold Award from the Association of Media & Publishing —their top honor for best blog post of the year. Randy led the development of The National Arts Index, the annual measure of the health and vitality of arts in the U.S. as well as the National Arts Policy Roundtable, an annual convening of leaders who focus on the advancement of American culture — launched in partnership with Robert Redford and the Sundance Institute. A sought -after speaker, Randy has given speeches in all 50 states, and regularly appears in the news media — including the Wall Street Journal, The New York Times, and on C -SPAN, CNN, CNBC, and NPR. ArtsUconomic Prosperity A Proi0ct ref Americans for the Arts The Economic Impact of Nonprofit Arts and Cultural Organizations and Their Audiences in the City of Roanoke, VA (Fiscal Year 2018 -19) Total Industry Arts and Cultural Arts and Cultural Direct Economic Acth itv _Or-_anizations + Audiences Expenditures Total Industry Expenditures $25,384,247 $38,820,552 $64,204,799 Economic Impact of Spending by Arts and Cultural Organizations and Their Audiences Event- Related Spending by Arts and Cultural Audiences Totaled $38.8 million (excluding the cost of admission) Total Attendance to Arts and Culture Events + Audiences 1,203,722 Fotal Economic Impact of Expenditure �wwwwwww�wwnnmumm�w 31.1 0/2% 100.0% Full -Time Equivalent (FTE) Jobs Supported 792 982 1,774 Household Income Paid to Residents $18,806,000 $22,219,000 $41,025,000 Revenue Generated to Local Government $1,004,000 $1,777,000 $2,781,000 Revenue Generated to State Government $1,407,000 $2,311,000 $3,718,000 Event- Related Spending by Arts and Cultural Audiences Totaled $38.8 million (excluding the cost of admission) Total Attendance to Arts and Culture Events 829,364 374,358 1,203,722 Percentage of Total Attendance 68.9 0/6% 31.1 0/2% 100.0% Average Event - Related Spending Per Person $27.39 $43.02 $32.28 Total Event- Related Expenditures $22,717,348 $16,103,204 $38,820,552 Nonprofit Arts and Cultural Event Attendees Spend an Average of $32.28 Per Person (excluding the cost of admission) Meals and Refreshments Souvenirs and Gifts Ground Transportation Overnight Lodging (one night only) Other/Miscellaneous Average Event - Related Spending Per Person $19.62 $3.66 $1.72 $0.20 $2.19 527.39 $21.21 $4.15 $3.36 $13.41 $0.89 $43.02 $20.12 $3.82 $2.23 $4.31 $1.80 $32.28 Source: Arts & Economic Prosperity 5: The Economic Impact of Nonprofit Arts and Cultural Organizations and Their Audiences in the City of Roanoke. For more information about this study or about other cultural initiatives in the City of Roanoke, visit the Roanoke Cultural Endowment's web site at www .roanokeculturalendowment.org. Copyright 2019 by Americans for the Arts (www.AmericansForTheArts.org). About This Study This Arts & Economic Prosperity 5 study was conducted by Americans for the Arts to document the economic impact of the nonprofit arts and culture industry in 341 communities and regions (113 cities, 115 counties, 81 multicity or multicounty regions, 20 states, and 12 individual arts districts )--representing all 50 U.S. states and the District of Columbia. The diverse communities range in population (1,500 to more than 4 million) and type (small rural to large urban). Project economists from the Georgia Institute of Technology customized an input - output analysis model for each participating region to provide specific and localized data on four measures of economic impact: full -time equivalent jobs, household income, and local and state government revenue. These localized models allow for the uniqueness of each local economy to be reflected in the findings. Americans for the Arts partnered with 250 local, regional, and statewide organizations that represent the 341 study regions (30 partners included multiple study regions as part of their participation). The Roanoke Cultural Endowment contracted with Americans for the Arts for the purpose of conducting this separate, customized analysis for the City of Roanoke. Surveys of Nonprofit Arts and Cultural ORGANIZATIONS Each of the 250 partner organizations identified the universe of nonprofit arts and cultural organizations that are located in its region(s) using the Urban Institute's National Taxonomy of Exempt Entity (NTEE) coding system, a definitive classification system for nonprofit organizations recognized as tax exempt by the Internal Revenue Code. In addition, the study partners were encouraged to include other types of eligible organizations if they play a substantial role in the cultural life of the community or if their primary purpose is to promote participation in, appreciation for, and understanding of the visual, performing, folk, and literary and media arts. These include government -owned or government- operated cultural facilities and institutions; municipal arts agencies and councils; private community arts organizations; unincorporated arts groups; living collections (such as zoos, aquariums, and botanical gardens); university presenters, programs, and facilities; and arts programs that are embedded under the umbrella of a nonarts organization or facility (such as a hospital or church). In short, if it displays the characteristics of a nonprofit arts and cultural organization, it is included. For-profit businesses (e.g., Broadway, motion picture theaters) and individual artists were excluded from this study. Nationally, data was collected from a total of 14,439 organizations for this study. Response rates among all eligible organizations located in the 341 study regions was 54.0 percent and ranged from 9.5 percent to 100 percent. Responding organizations had budgets ranging from $0 to $785 million (Smithsonian Institution). It is important to note that each study region's results are based solely on the actual survey data collected. There are no estimates made to account for nonresponding organizations. Therefore, the less- than -100 percent response rates suggest an understatement of the economic impact findings in most of the individual study regions. In the City of Roanoke, all 30 of the eligible nonprofit arts and cultural organizations participated in this study —an overall participation rate of 100.0% percent. A list of the participating organizations can be obtained from the Roanoke Cultural Endowment. Surveys of Nonprofit Arts and Cultural AUDIENCES Audience - intercept surveying, a common and accepted research method, was completed in all 341 study regions to capture information about spending by audiences at nonprofit arts and culture events. Patrons were selected randomly and asked to complete a short survey while attending an event. A total of 212,691 attendees completed the survey. The respondents provided itemized travel party expenditure data on attendance- related activities such as meals, souvenirs, transportation, and lodging. Data was collected throughout the year to guard against seasonal spikes or drop -offs in attendance, and at a broad range of events (because a night at the opera will typically yield more spending than a Saturday children's theater production). Using total attendance data for 2015 (collected from the participating organizations), standard statistical methods were then used to derive a reliable estimate of total arts event - related expenditures by attendees in each study region. In the City of Roanoke, a total of 775 valid audience - intercept surveys were collected from attendees to nonprofit arts and cultural performances, events, and exhibitions during 2019. Studying Economic Impact Using Input- Output Analysis To derive the most reliable economic impact data, input - output analysis was used to measure the impact of expenditures by nonprofit arts and cultural organizations and their audiences. This highly - regarded type of economic analysis has been the basis for two Nobel Prizes in economics. The models are systems of mathematical equations that combine statistical methods and economic theory in an area of study called econometrics. The analysis traces how many times a dollar is respent within the local economy before it leaves the community, and it quantifies the economic impact of each of those rounds of spending. Project economists customized an input - output model for each of the 341 participating study regions based on the local dollar flow among 533 finely detailed industries within its economy. This was accomplished by using detailed data on employment, incomes, and government revenues provided by the U.S. Department of Commerce (County Business Patterns, the Regional Economic Information System, and the Survey of State and Local Finance), state and local tax data (e.g., sales taxes, lodging tax, property taxes, income tax, and miscellaneous local option taxes), and the survey data collected from the responding arts and cultural organizations and their audiences. For the purpose of this study, residents are attendees who live within the Greater Roanoke area (the City of Roanoke, Roanoke County, the City of Salem, and Botetoun County); nonresidents live elsewhere. A comprehensive description of the methodology used to complete the national study is available at www. AmericansForTheArts .org/Economiclmpact. LIVE JAZZ TONIGHT so Tw"t *Uls A& t4 - 6 Arts and Economic Prosperity® 5 was conducted by Americans for the Arts, the nation's nonprofit organization for advancing the arts in America. Established in 1960, we are dedicated to representing and serving local communities and creating opportunities for every American to participate in and appreciate all forms of the arts. Copyright 2019 by Americans for the Arts, 1000 Vermont Avenue NW, Sixth Floor, Washington, DC 20005. Arts & Economic Prosperity is a registered trademark of Americans for the Arts. Reprinted by permission. Printed in the United States. Table of Contents The Arts Mean Business ............................ ............................... l By Robert L. Lynch, President and CEO, Americans for the Arts The Economic Impact of the Nonprofit Arts and Culture Industry in theCity of Roanoke ..................................... ..............................3 Defining Economic Impact ....................................... ..............................3 Economic Impact of the Nonprofit Arts and Culture Industry ...............4 Direct, Indirect, and Induced Economic Impact: How a Dollar is Respent in the Economy ............................ ..............................5 Economic Impact of Spending by Nonprofit Arts and Cultural ORGANIZATIONS ................................... ..............................6 An Economic Impact Beyond Dollars: Volunteerism .......................7 The Value of In -Kind Contributions to Arts Organizations ..............7 Economic Impact of Spending by Nonprofit Arts and CulturalAUDIENCES ............................................. ..............................8 Cultural Tourists Spend More .............................. ..............................9 The Arts Drive Tourism ........................................ .............................10 The Arts Retain Local Dollars .............................. .............................10 Travel Party and Demographic Characteristics of Arts Attendees .... I I Conclusion 1 11 Arts & Economic Prosperity 5 Calculator ... .............................15 Economic Impact per $100,000 of Spending by Nonprofit Arts and Cultural ORGANIZATIONS .................... ............................... I Economic Impact per $ 1 00,000 of Spending by Nonprofit Arts and Ctltural AUDIENCES..........' ...................... .............................16 Making Comparisons with Similar Study Regions ... .............................17 AboutThis Study .......................................... .............................19 Acknowledgments ........................................ .............................29 Frequently Used Terms ................................ .............................25 Frequently Asked Questions ........................ .............................27 Acknowledgments ........................................ .............................29 A4 - K "Understanding and acknowledging the incredible economic impact of the nonprofit arts and culture, we must always remember their fundamental value. They foster beauty, creativity, originality, and vitality. The arts inspire us, sooth us, provoke us, involve us, and connect us. But they also create jobs and contribute to the economy." — Robert L. Lynch President and CEO Americans for the Arts Y t The Arts Mean Business By Robert L. Lynch, President and CEO, Americans for the Arts In my travels, I meet business and government leaders who speak passionately about the value the arts bring to their communities — fueling creativity, beautifying downtowns, and providing joy. Many also share with me the challenge of balancing arts funding with the demands to support jobs and grow their economy. To these community leaders, Arts & Economic Prosperity 5 offers a clear and welcome message: the arts are an investment that delivers both community well -being and economic vitality. Arts & Economic Prosperity 5 (AEP5) is Americans for the Arts' fifth economic impact study of the nation's nonprofit arts and cultural organizations and their audiences. By every measure, the results are impressive. Nationally, the nonprofit arts industry generated $166.3 billion of economic activity in 2015 —$63.8 billion in spending by arts and cultural organizations and an additional $102.5 billion in event - related expenditures by their audiences. This activity supported 4.6 million jobs and generated $27.5 billion in revenue to local, state, and federal governments (a yield well beyond their collective $5 billion in arts allocations). AEP5 is the most comprehensive study of its kind ever conducted. It provides detailed economic impact findings on 341 study regions representing all 50 states and the District of Columbia. Data was gathered from 14,439 organizations and 212,691 arts event attendees, and our project economists customized input- output models for each and every study region to ensure reliable and actionable localized results. When Americans for the Arts published its first economic impact study in 1994, it worked with 33 local communities. As evidence of the value of these studies, AEP5 has grown this local participation ten- fold. We also have witnessed a corresponding growth in the understanding of the economic value of the arts. The U.S. Bureau of Economic Analysis, for example, now publishes an annual Arts & Cultural Production Satellite Account, which extends beyond the nonprofit sector to include the full breadth of commercial and for -profit arts, education, and individual artists, and lists the sector as a $730 billion industry (4.2 percent of the nation's GDP —a larger share of the economy than AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 transportation, tourism, agriculture, and construction). As another example, many state and local governments have established agencies to track and grow their creative economy. What continues to set AEP5 apart from other studies is exactly why it is so useful: it uses localized research that not only focuses on arts organizations —but also incorporates the event - related spending by their audiences. When patrons attend an arts event, they may pay for parking, eat dinner at a restaurant, enjoy dessert after the show, and return home to pay the babysitter. The study found that the typical attendee spends $31.47 per person, per event beyond the cost of admission. AEP5 also shows that one -third of attendees (34 percent) traveled from outside the county in which the arts event took place. Their event - related spending was more than twice that of their local counterparts ($47.57 vs. $23.44). What brought those visitors to town? Two - thirds (69 percent) indicated that the primary purpose for their visit was to attend that arts event. The message is clear: a vibrant arts community not only keeps residents and their discretionary spending close to home, it also attracts visitors who spend money and help local businesses thrive. AEP5 demonstrates that the arts provide both cultural and economic benefits. No longer do community leaders need to feel that a choice must be made between arts funding and economic development. Arts & Economic Prosperity 5 proves that they can choose both. Nationally as well as locally, the arts mean business. "Even in a strong economy, some may perceive the arts as an unaffordable luxury. Fortunately, this rigorous report offers evidence that the nonprofit arts industry provides not just cultural benefits to our communities, but also makes significant positive economic contributions to the nation's financial well -being regardless of the overall state of the economy. The arts as a driver of employment, vibrancy, tourism, and building a creative workforce is certainly something to applaud." Jonathan Spector President & CEO The Conference Board 2 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 The Economic Impact of the Nonprofit Arts and Culture Industry in the City of Roanoke Arts & Economic Prosperity 5 provides evidence that the nonprofit arts and culture sector is a significant industry in the City of Roanoke —one that generates $64.2 million in total economic activity. This spending —$25.4 million by nonprofit arts and cultural organizations and an additional $38.8 million in event - related spending by their audiences — supports 1,774 full -time equivalent jobs, generates $41 million in household income to local residents, and delivers $6.5 million in local and state government revenue. This economic impact study sends a strong signal that when we support the arts, we not only enhance our quality of life, but we also invest in the City of Roanoke's economic well - being. This Arts & Economic Prosperity 5 study documents the economic impact of the nonprofit arts and culture sector in 341 study regions -113 cities, 115 counties, 81 multicity or multicounty regions, 20 states, and 12 arts districts— representing all 50 U.S. states and the District of Columbia. The diverse study regions range in population (1,500 to four million) and type (rural to large urban). Economists customized input- output models to calculate specific and reliable findings for each study region. This study focuses solely on the economic impact of nonprofit arts and cultural organizations and event - related spending by their audiences. Spending by individual artists and the for - profit arts and culture sector (e.g., Broadway or the motion picture industry) are excluded from this study. This report presents the findings of a new study to evaluate the economic impact of the nonprofit arts and culture industry in the City of Roanoke. The methodology used is identical to the national study methodology, providing the ability to compare the results with those of the national study participants. AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 Defining Economic Impact This proprietary study methodology uses four economic measures to define economic impact: full -time equivalent jobs, resident household income, and local and state government revenues. Full -Time Equivalent (FTE) Jobs describes the total amount of labor employed. An FTE job can be one full - time employee, two half -time employees, etc. Economists measure FTE jobs, not the total number of employees, because it is a more accurate measure that accounts for part-time employment. Resident Household Income (often called Personal Income) includes salaries, wages, and entrepreneurial income paid to residents. It is the money residents earn and use to pay for food, shelter, utilities, and other living expenses. Revenue to Local and State Government includes revenue from local and state taxes (i.e., any applicable income, retail, lodging, real estate, business /corporate, transportation /gas, personal property, and other taxes) as well as funds from license fees, utility fees, filing fees, and other similar sources. Local government revenue includes funds to governmental units such as cities, counties, townships, school districts, and other special districts. Economic Impact of Spending by the Nonprofit Arts and Culture Industry (Combined Spending by Both Organizations and Their Audiences) in the City of Roanoke In communities coast -to -coast, from our smallest towns to our largest cities, America's 100,000 nonprofit arts and cultural organizations make their communities more desirable places to live and work every day of the year. The arts and culture provide inspiration and joy to residents, beautify public spaces, and strengthen the social fabric of our communities. Nonprofit arts and cultural organizations are also businesses. They employ people locally, purchase goods and services from other local businesses, and attract tourists. Event - related spending by arts audiences generates valuable revenue for local merchants such as restaurants, retail stores, parking garages, and hotels. During fiscal year 2018 -19, spending by both the City of Roanoke's nonprofit arts and cultural organizations and their audiences totaled $64.2 million. The table below demonstrates the total economic impact of these expenditures. Total Industry Expenditures $64,204,799 $19,538,777 $35,750,645 Full -Time Equivalent Jobs 1,774 512 1,131 Resident Household Income $41,025,000 $11,623,000 $23,154,000 Local Government Revenue $2,781,000 $905,500 $1,407,000 State Government Revenue $3,718,000 $1,049,000 $1,961,000 DID YOU KNOW? The Arts Improve the Economy, and Our Quality of Life ✓ 87 percent of Americans believe "the arts & culture are important to quality of life." ✓ 82 percent of Americans believe "the arts & culture are important to local businesses and the economy." ✓ 73 percent of Americans say the arts are a "positive experience in a troubled world." ✓ 67 percent of Americans believe "the arts unify our communities regardless of age, race, and ethnicity." ✓64 percent of Americans feel the arts give them "pure pleasure to experience and participate in." ✓ 63 percent of Americans believe the arts "lift me up beyond everyday experiences." ✓ 62 percent of Americans agree that the arts "helps me understand other cultures better." Source: Americans for the Arts' 2016 public opinion survey of 3,020 adults by Ipsos Public Affairs AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 • "The success of my family's business depends on finding and cultivating a creative and innovative workforce. I have witnessed firsthand the power of the arts in building these business skills. When we participate personally in the arts, we strengthen our `creativity muscles,' which makes us not just a better ceramicist or chorus member, but a more creative worker —better able to identify challenges and innovative business solutions." Christopher Forbes, Vice Chairman, Forbes, Inc. Economic Impact: Total, Direct, Indirect, and Induced How can a dollar be respent? Consider the example of a theater company that purchases a five- gallon bucket of paint from its local hardware store for $100 —a very simple transaction at the outset, but one that initiates a complex sequence of income and spending by both individuals and other businesses. Following the paint purchase, the hardware store may use a portion of the $100 to pay the salesclerk who sold the bucket of paint. The salesclerk then respends some of the money for groceries; the grocery store uses some of the money to pay its cashier; the cashier then spends some of the money for rent; and so on. The hardware store also uses some of the $100 to purchase goods and services from other businesses, such as the local utility company, and then to buy a new bucket of paint from the paint factory to restock its shelf. Those businesses, in turn, respend the money they earned from the hardware store to buy goods and services from still other local businesses, and so on. Eventually, the last of the $100 is spent outside of the community and no longer has a local economic impact. It is considered to have leaked out of the community. The total economic impact describes this full economic effect, starting with the theater's initial paint purchase and ending when the last of the $100 leaks out of the community. It is composed of the direct economic impact (the effect of the initial expenditure by the theater), as well as the indirect and induced economic impacts, which are the effects of the subsequent rounds of spending by businesses and individuals, respectively. Interestingly, a dollar ripples very differently through each community, which is why an input - output model was customized for the unique economy of the City of Roanoke. AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 Economic Impact of Spending by Nonprofit Arts and Cultural ORGANIZATIONS in the City of Roanoke Nonprofit arts and culture organizations are active contributors to their business community. They are employers, producers, and consumers. They are members of the Chamber of Commerce as well as key partners in the marketing and promotion of their cities, regions, and states. Spending by nonprofit arts and cultural organizations totaled $25.4 million in the City of Roanoke during fiscal year 201 8-19. This spending is far - reaching: organizations pay employees, purchase supplies, contract for services, and acquire assets within their community. These actions, in turn, support jobs, generate household income, and generate revenue to local and state governments. The City of Roanoke's nonprofit arts and cultural organizations provide rewarding employment for more than just administrators, artists, curators, choreographers, and musicians. They also employ financial staff, facility managers, and salespeople. In addition, the spending by these organizations directly supports a wide array of other occupations spanning many industries that provide their goods and services (e.g., accounting, construction, event planning, legal, logistics, printing, and technology). Data were collected from 30 eligible nonprofit arts and cultural organizations that are located in the City of Roanoke. The survey requested detailed budget information for their most recently completed fiscal year (e.g., labor, payments to local and nonlocal artists, operations, administration, programming, facilities, and capital expenditures /asset acquisition). The following table demonstrates the total economic impact of their aggregate spending. 6 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 Economic Impact Beyond Dollars: Volunteerism While arts volunteers may not have an economic impact as defined in this study, they clearly have an enormous impact by helping nonprofit arts and cultural organizations function as a viable industry. Arts & Economic Prosperity 5 reveals a significant contribution to nonprofit arts and cultural organizations as a result of volunteerism. During fiscal year 2018 -19, a total of 1,691 volunteers donated a total of 92,145 hours to the City of Roanoke's participating nonprofit arts and cultural organizations. This represents a donation of time with an estimated aggregate value of $2,464,879 (Independent Sector currently estimates the dollar value of the average volunteer hour to be $26.75). Volunteers can include unpaid professional staff (e.g., executive and program staff, board /commission members), artistic volunteers (e.g., artists, choreographers, designers), clerical volunteers, and service volunteers (e.g., ticket takers, docents, ushers, gift shop volunteers). The 30 participating organizations reported an average of 56.4 volunteers who volunteered an average of 54.5 hours, for a total of 3,072 hours per organization. The Value of In -Kind Contributions to Arts Organizations The organizations were asked about the value of their in -kind support. In -kind contributions are non -cash donations such as materials (e.g., office supplies from a local retailer), facilities (e.g., office or performance space), and services (e.g., printing from a local printer). The 30 participating nonprofit arts and cultural organizations in the City of Roanoke reported that they received in -kind contributions with an aggregate value of $1,639,515 during fiscal year 2018 -19. These contributions can be received from a variety of sources including corporations, individuals, local and state arts agencies, and government agencies. "Investments in arts and culture enhance the quality of life, the third - highest measurement businesses use when gauging development trends — behind skilled labor and highway accessibility but ahead of other factors such as corporate tax rates and incentives. These investments are breathing new life into our downtown areas, creating educational opportunities, and attracting businesses and highly skilled workers to Iowa. Today, nearly 6,000 arts organizations employ 23,000 people in Iowa, and that number jumps to 73,000 when all creative fields are counted. In all, that's about four percent of our workforce." Governor Kim Reynolds, Iowa AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 7 Economic Impact of Spending by Nonprofit Arts and Cultural AUDIENCES in the City of Roanoke The nonprofit arts and culture industry, unlike most industries, leverages a significant amount of event - related spending by its audiences. For example, when patrons attend a cultural event, they may pay to park their car, purchase dinner at a restaurant, shop in nearby stores, eat dessert after the show, and pay a babysitter upon their return home. Attendees from out of town often spend the night in a hotel. This spending generates related commerce for local businesses such as restaurants, parking garages, retail stores, and hotels. Local businesses that cater to arts and culture audiences reap the rewards of this economic activity. To measure the impact of spending by cultural audiences in the City of Roanoke, data were collected from 775 event attendees during 2019. Researchers used an audience - intercept methodology, a standard technique in which patrons are asked to complete a short survey about their event - related spending (while they are attending the event). In the City of Roanoke, cultural attendees spent an average of $32.28 per person, per event as a direct result of their attendance at the event. The 30 participating nonprofit arts and cultural organizations reported that the aggregate attendance to their events was 1,203,722. Event- related spending by these attendees totaled $38.8 million in the City of Roanoke during fiscal year 2018 -19, excluding the cost of event admission. The following table demonstrates the total economic impact of this spending. Why exclude the cost of admission? The admissions paid by attendees are excluded from the audience analysis because those dollars are captured in the operating budgets of the participating nonprofit arts and cultural organizations and, in turn, are spent by the organizations. This methodology avoids "double- counting" those dollars in the study analysis. g AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 Cultural Tourists Spend More The 775 audience survey respondents were asked to provide the ZIP code of their primary residence, enabling researchers to determine which attendees were local residents (live within the Greater Roanoke area (the City of Roanoke, Roanoke County, the City of Salem, and Botetourt County)) and which were nonresidents (live outside the Greater Roanoke area (the City of Roanoke, Roanoke County, the City of Salem, and Botetourt County)). In the City of Roanoke, researchers estimate that 68.9% percent of the 1,203,722 nonprofit arts attendees were residents; 31.1 % percent were nonresidents. Nonresident attendees spent an average of 57.1 percent more per person than local attendees ($43.02 vs. $27.39) as a result of their attendance to cultural events. As would be expected from a traveler, higher spending was typically found in the categories of lodging, meals, and transportation. When a community attracts cultural tourists, it harnesses significant economic rewards. TABLE 4: Event-Related Spending by Arts and Culture Event Attendees Tota led S38!8 million $14.25 in the City of Roanoke (�Lxcludiiig the cost of event admission) $3.66 $4.15 $3.82 Residents Nonresidents All City of Roanoke Event Attendees Total Attendance 829,364 374,358 1.203,722 Percent of Attendees 68.9% 31.1% 100% Average Dollars Spent Per Attendee $27.39 $43.02 $32.28 Total Event - Related Expenditures $22,717,348 $16,103,204 $38,820,552 TABLE 5: Nonprofit Arts and Culture Event Attendees Spend an Average of $32.28 Per Person in the City of Roanoke (excluding the cost of event admission) All City of Roanoke Residents Nonresidents EventAttendees Refreshments /Snacks During Event $7.45 $6.96 $7.30 Meals Before /After Event $12.17 $14.25 $12.82 Souvenirs and Gifts $3.66 $4.15 $3.82 Clothing and Accessories $1.30 $0.78 $114 Ground Transportation $1.72 $3.36 $2.23 Event - Related Child Care $0.77 $0.07 $0.56 Overnight Lodging (one night only) $0.20 $13.41 $4.31 Other $0.12 $0.04 $0.10 Total Per Person Spending $27.39 $43.02 $32.28 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 E The Arts Drive Tourism Each of the nonresident survey respondents (i.e., those who live outside the Greater Roanoke area (the City of Roanoke, Roanoke County, the City of Salem, and Botetourt County)) were asked about the purpose of their trip: 63.1 percent indicated that the primary purpose of their visit to the City of Roanoke was "specifically to attend this arts /cultural event." This finding demonstrates the power of the arts to attract visitors to the community. The audience - intercept survey also asked nonresident attendees if they would have traveled somewhere else (instead of to the City of Roanoke) if the event where they were surveyed had not occurred: 58.1 percent of nonresident attendees would have "traveled to a different community to attend a similar cultural event." Of the 31.1 percent of arts attendees who are nonresidents, 18.3 percent reported an overnight lodging expense. Not surprisingly, nonresident attendees with overnight expenses spent considerably more money per person during their visit to the City of Roanoke than did nonresident attendees without overnight lodging expenses ($122.35 and $25.31, respectively). For this analysis, only one night of lodging expenses is counted toward the audience expenditure, regardless of how many nights these cultural tourists actually stayed in the community. This conservative approach ensures that the audience - spending figures are not inflated by non - arts - related spending. The Arts Retain Local Dollars The survey also asked local resident attendees about what they would have done if the arts event that they were attending was not taking place: 13.9 percent of resident attendees said they would have "traveled to a different community to attend a similar cultural event." The cultural tourism findings on this page demonstrate the economic impact of the nonprofit arts and culture industry in its truest sense. If a community fails to provide a variety of artistic and cultural experiences, not only will it fail to attract new dollars from cultural tourists, it will also lose the discretionary spending of its own residents who will travel elsewhere for a similar experience. "As a banker, I have visited businesses in almost every city and town in my state. There is a visible difference in places with a vibrant arts community. I see people looking for places to park, stores staying open late, and restaurants packed with diners. The business day is extended, and the cash registers are ringing!" — Ken Fergeson, Chairman, NBC Oklahoma Past President, American Bankers Association 10 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 Travel Party and Demographic Characteristics of Arts Attendees The tables below list the audience - intercept survey findings related to travel party size as well as the age, educational attainment, and household income reported by the survey respondents. Travel Party Size Average number of adults (18 years or older) 2.15 2.41 Average number of children (younger than 18) 0.33 0.49 Average travel party size 2.48 2.90 Trip Characteristics Average number of nights spent away from home as a result of arts event 0.10 0.57 Percentage with any nights spent away from home as a result of arts event 5.3% 29.0% Percentage attending the arts event or facility (where they were surveyed) for the first time 20.6% 43.8% Age of Survey Respondents 18 -34 14.6% 22.8% 35 -44 15.8% 13.7% 45 -54 16.3% 15.0% 55 -64 28.8% 23.2% 65 or Older 24.5% 1 25.3% Educational Attainment of Survey Respondents Less than high school 0.4% 0.4% High school 8.4% 13.8% 2 -year college /technical/associates degree 14.7% 17.7% 4 -year college /bachelors degree 39.1% 33.2% Masters degree 27.1% 24.1% Doctoral degree 10.5% 10.8% Annual Household Income of Survey Respondents Less than $40,000 11.0% 14.9% $40,000 to $59,999 13.2% 17.5% $60,000 to $79,999 14.4% 16.2% $80,000 to $99,999 14.4% 15.3% $100,000 to $119,999 14.8% 10.0% $120,000 or More 32.1% 26.2% AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 1. ,I r "Mayors understand the connection between the arts industry and city revenues. Arts activity creates thousands of direct and indirect jobs and generates billions in government and business revenues. The arts also make our cities destinations for tourists, help attract and retain businesses, and play an important role in the economic revitalization of cities and the vibrancy of our neighborhoods." Oklahoma City Mayor Mick Cornett President, The United States Conference of Mayors 12 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 Conclusion The nonprofit arts and culture sector is a $64.2 million industry in the City of Roanoke —one that supports 1,774 full -time equivalent jobs and generates $6.5 million in local and state government revenue. Nonprofit arts and cultural organizations are businesses in their own right. They spend $25.4 million to employ people locally, purchase goods and services from local establishments, and attract tourists. They also leverage a remarkable $38.8 million in additional spending by cultural audiences — spending that pumps vital revenue into restaurants, hotels, retail stores, parking garages, and other local businesses. This study puts to rest a misconception that communities support arts and culture at the expense of local economic development. In fact, communities that support the arts and culture are investing in an industry that supports jobs, generates government revenue, and is the cornerstone of tourism. This Arts & Economic Prosperity 5 study shows conclusively that the arts mean business in the City of Roanoke! AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 13 It r "A vital component to generating economic growth in our communities can be attributed to supporting and funding the arts. It is apparent that decreased support of the arts has negatively impacted some areas of our country. To compete and thrive in today's workforce environment it is apparent that supporting the arts helps foster a more creative and innovative workforce that strengthens our economy." — Nevada Assemblywoman Maggie Carlton Co- Chair, National Conference of State Legislatures Labor & Economic Development Committee 14 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 The Arts & Economic Prosperity 5 Calculator To make it easier to compare the economic impacts of different organizations within the City of Roanoke (or to calculate updated estimates in the immediate years ahead), the project researchers calculated the economic impact per $100,000 of direct spending by nonprofit arts and cultural organizations and their audiences. Economic Impact Per $100,000 of Direct Spending by ORGANIZATIONS For every $100,000 in direct spending by a nonprofit arts and cultural organization in the City of Roanoke, there was the following total economic impact. An Example of How to Use the Organizational Spending Calculator Table (above): An administrator from a nonprofit arts and cultural organization that has total expenditures of $250,000 wants to determine the organization's total economic impact on full -time equivalent (FTE) employment in the City of Roanoke. The administrator would: 1. Determine the amount spent by the nonprofit arts and cultural organization; 2. Divide the total expenditure by 100,000; and 3. Multiply that figure by the FTE employment ratio per $100,000 for the City of Roanoke. Thus, $250,000 divided by 100,000 equals 2.5; 2.5 times 3.12 (from the top row of data on Table 1 above) equals a total of 7.8 full -time equivalent jobs supported (both directly and indirectly) within the City of Roanoke by that nonprofit arts and cultural organization. Using the same procedure, the estimate can be calculated for resident household income as well as for local and state government revenue. Arts & h2onomic Prosperity J Americans for the Arts 15 l 0. Economic Impact Per $100,000 of Direct Spending by AUDIENCES The economic impact of event - related spending by arts audiences can also be derived for an individual organization or groups of organizations in the City of Roanoke. The first step is to determine the total estimated event - related spending by attendees who are residents of the Greater Roanoke area (the City of Roanoke, Roanoke County, the City of Salem, and Botetourt County). To derive this figure, first multiply the total attendance by the percentage of attendees that are residents. Then, multiply the result by the average per person event - related expenditure by resident attendees. The result is the total estimated event - related spending by resident attendees. The second step is to do the same for nonresidents of the Greater Roanoke area (the City of Roanoke, Roanoke County, the City of Salem, and Botetourt County). To derive this figure, first multiply the total attendance by the percentage of attendees that are nonresidents. Then, multiply the result by the average per person event - related expenditure by nonresident attendees. The result is the total estimated event - related spending by nonresident attendees. Then, add the results from the first two steps together to calculate the total estimated event - related audience spending. Finally, the ratios of economic impact per $100,000 in direct spending can then be used to determine the total economic impact of the total estimated audience spending. 16 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 I i An Example of How to Use the Audience Spending Calculator Tables (on the preceding page): An administrator wants to determine the total economic impact of the 25,000 total attendees to his/her organization's nonprofit arts and cultural events on full -time equivalent (FTE) employment in the City of Roanoke. The administrator would: 1. Multiply the total attendance by the percentage of attendees that are residents; 2. Multiply the result of step 1 by the average per person event - related expenditure for residents; 3. Multiply the total attendance by the percentage of attendees that are nonresidents; 4. Multiply the result of step 3 by the average per person event - related expenditure for nonresidents; 5. Sum the results of steps 2 and 4 to calculate the total estimated event - related audience spending; 6. Divide the resulting total estimated audience spending by 100,000; and 7. Multiply that figure by the FTE employment ratio per $100,000 for the City of Roanoke. Thus, 25,000 times 68.9% (from Table 8 on the preceding page) equals 17,225; 17,225 times $27.39 (from Table 8) equals $471,793; 25,000 times 31.1% (from Table 8) equals 7,775; 7,775 times $43.02 equals $334,481; $471,793 plus $334,481 equals $806,274, $806,274 divided by 100,000 equals 8.06; 8.06 times 2.53 (from the top row of data on Table 9 on the preceding page) equals a total of 20.4 full -time equivalent jobs supported (both directly and indirectly) within the City of Roanoke by that nonprofit arts and cultural organization. Using the same procedure, the estimate can be calculated for resident household income as well as for local and state government revenue. Making Comparisons with Similar Study Regions For the purpose of this analysis and unique report, the geographic region being studied is defined as the City of Roanoke, Virginia. According to the most recent data available from the U.S. Census Bureau, the population of the City of Roanoke was estimated to be 99,837. For comparison purposes, 458 pages of detailed data tables containing the study results for all 341 participating study regions are located in Appendix B of the National Statistical Report. The data tables are stratified by population, making it easy to compare the findings for the City of Roanoke to the findings for similarly populated study regions (as well as any other participating study regions that are considered valid comparison cohorts). The National Summary Report and National Brochure are available both by download (free) and hardcopy (for purchase). The National Statistical Report (more than 500 pages in length) is available by download only. All documents and resources can be found at www. AmericansForTheArts .org/Economiclmpact. AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 17 $ ,. I "In Rhode Island, we know cultural excellence is crucial to economic development and the success of businesses large and small. Arts - related industries create jobs, attract investments, and enhance tourism —the economic impact of arts organizations is significant. The arts also play a role in promoting the health and welfare of our military members which makes our communities and our state stronger." Rhode Island Lieutenant Governor Dan McKee Chair, National Lt. Governors Association 18 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 About This Study This Arts & Economic Prosperity 5 study was conducted by Americans for the Arts to document the economic impact of the nonprofit arts and culture industry in 341 communities and regions (113 cities, 115 counties, 81 multi -city or multi - county regions, 20 states, and 12 individual arts districts)— representing all 50 U.S. states and the District of Columbia. The diverse local communities range in population (1,500 to four million) and type (rural to urban). The study focuses solely on nonprofit arts and cultural organizations and their audiences. The study excludes spending by individual artists and the for -profit arts and entertainment sector (e.g., Broadway or the motion picture industry). Detailed expenditure data were collected from 14,439 arts and culture organizations and 212,691 of their attendees. The project economists, from the Georgia Institute of Technology, customized input - output models for each participating study region to provide specific and reliable economic impact data about their nonprofit arts and culture industry: full - time equivalent jobs, household income, and local and state government revenue. The 250 Local, Regional, and Statewide Study Partners Americans for the Arts published a Call for Participants in 2015 seeking communities interested in participating in the Arts & Economic Prosperity 5 study. Of the more than 300 potential partners that expressed interest, 250 local, regional, and statewide organizations agreed to participate and complete four participation criteria: identify and code the universe of nonprofit arts and cultural organizations in their study region; assist researchers with the collection of detailed financial and attendance data from those organizations; conduct audience - intercept surveys at cultural events; and pay a modest cost - sharing fee (no community was refused participation for an inability to pay). Thirty of the 250 partners included multiple study regions as part of their AEP5 participation (e.g., a county as well as a specific city located within the county). As a result, the 250 local, regional, and statewide organizations represent a total of 341 participating study regions. The Roanoke Cultural Endowment contracted with Americans for the Arts to conduct a separate economic impact analysis focused solely on the nonprofit arts and culture industry in the City of Roanoke. The methodology used is identical to the national study methodology, making it possible to compare the results for the City of Roanoke with those of the national study participants. Surveys of Nonprofit Arts and Cultural ORGANIZATIONS Each of the 250 study partners identified the universe of nonprofit arts and cultural organizations that are located in their region(s) using the Urban Institute's National Taxonomy of Exempt Entity (NTEE) coding system as a guideline. The NTEE system — developed by the National Center for Charitable Statistics at the Urban Institute —is a definitive classification system for nonprofit organizations recognized as tax exempt by the Internal Revenue Code. This system divides the entire universe of nonprofit organizations into 10 Major categories, including "Arts, Culture, and Humanities." The Urban Institute reports that approximately 100,000 nonprofit arts and cultural organizations were registered with the IRS in 2015. AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 19 ) The following NTEE "Arts, Culture, and Humanities" subcategories were included in this study: • A01 — Alliances and Advocacy • A02 — Management and Technical Assistance • A03 — Professional Societies and Associations • A05 — Research Institutes and Public Policy Analysis • AI I — Single Organization Support • A 12 — Fund Raising and Fund Distribution • A 19 — Support (not elsewhere classified) • A20 — Arts and Culture (general) • A23 — Cultural and Ethnic Awareness • A24 — Folk Arts • A25 — Arts Education • A26 — Arts and Humanities Councils and Agencies • A27 — Community Celebrations • A30 — Media and Communications (general) • A31 —Film and Video • A32 — Television • A33 — Printing and Publishing • A34 — Radio • A40 — Visual Arts (general) • A50 — Museums (general) • A51— Art Museums • A52 — Children's Museums • A53 — Folk Arts Museums • A54 — History Museums • A56— Natural History and Natural Science Museums • A57 — Science and Technology Museums • A60 — Performing Arts (general) • A61 — Performing Arts Centers • A62 — Dance • A63 — Ballet • A65 — Theatre • A68 — Music • A69 — Symphony Orchestras • A6A — Opera • A613 — Singing and Choral Groups • A6C — Bands and Ensembles • A6E — Performing Arts Schools • A70 — Humanities (general) • A80 — Historical Organizations (general) • A82 — Historical Societies and Historic Preservation • A84 — Commemorative Events • A90 — Arts Services (general) • A99 — Arts, Culture, and Humanities (miscellaneous) In addition to the organization types listed in the column to the left, the study partners were encouraged to include other types of eligible organizations if they play a substantial role in the cultural life of the community or if their primary purpose is to promote participation in, appreciation for, and understanding of the visual, performing, folk, literary arts, and/or media arts. These include government -owned and government- operated cultural facilities and institutions, municipal arts agencies and councils, private community arts organizations, unincorporated arts groups, living collections (such as zoos, aquariums, and botanical gardens), university presenters and cultural facilities, and arts programs that are embedded under the umbrella of a nonarts organization or facility (such as a community center or church). In short, if it displays the characteristics of a nonprofit arts and cultural organization, it is included. With rare exception, for - profit businesses and individual artists are excluded from this study. To collect the required financial and attendance information from eligible organizations, researchers implemented a multipronged data collection process. Americans for the Arts partnered with DataArts to collect detailed budget and attendance information about each organization's fiscal year that ended in 2015. DataArts' Cultural Data Profile (CDP) is a unique system that enables arts and cultural organizations to enter financial, programmatic, and operational data into a standardized online form. To reduce the survey response burden on participating organizations, and because the CDP collects the detailed information required for this economic impact analysis, researchers used confidential CDP data as the primary organizational data collection mechanism for the Arts & Economic Prosperity 5 study. This primary data collection effort was supplemented with an abbreviated one -page paper version of the survey that was administered to organizations that did not respond to the CDP survey. 20 AMERICANS FOR THE ARTS ( Arts & Economic Prosperity 5 1 � Nationally, information was collected from 14,439 eligible organizations about their fiscal year 2015 expenditures, event attendance, in -kind contributions, and volunteerism. Responding organizations had budgets ranging from $0 to $785 million (Smithsonian Institution). Response rates for the 341 communities ranged from 9.5 percent to 100 percent and averaged 54.0 percent. It is important to note that each study region's results are based solely on the actual survey data collected. No estimates have been made to account for nonparticipating eligible organizations. Therefore, the less- than-100 percent response rates suggest an understatement of the economic impact findings in most of the individual study regions. In the City of Roanoke, all 30 of the eligible nonprofit arts and cultural organizations identified by the Roanoke Cultural Endowment participated in this separate study —a participation rate of 100.0% percent Surveys of Nonprofit Arts and Cultural AUDIENCES Audience - intercept surveying, a common and accepted research method, was conducted in all 341 of the study regions to measure event - related spending by nonprofit arts and culture audiences. Patrons were asked to complete a short survey while attending an event. Nationally, a total of 212,691 attendees completed a valid survey. The randomly selected respondents provided itemized expenditure data on attendance- related activities such as meals, retail shopping (e.g., gifts and souvenirs), local transportation, and lodging. Data were collected throughout 2016 (to account for seasonality) as well as at a broad range of both paid and free events (a night at the opera will typically yield more audience spending than a weekend children's theater production or a free community music festival, for example). The survey respondents provided information about the entire party with whom they were attending the event. AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 With an overall average travel party size of 2.56 people, these data actually represent the spending patterns of more than 544,489 cultural attendees. In the City of Roanoke, a total of 775 valid audience - intercept surveys were collected from attendees to arts and cultural performances, events, and exhibits during 2019. Economic Analysis A common theory of community growth is that an area must export goods and services if it is to prosper economically. This theory is called economic -base theory, and it depends on dividing the economy into two sectors: the export sector and the local sector. Exporters, such as automobile manufacturers, hotels, and department stores, obtain income from customers outside of the community. This "export income" then enters the local economy in the form of salaries, purchases of materials, dividends, and so forth, and becomes income to residents. Much of it is respent locally; some, however, is spent for goods imported from outside of the community. The dollars respent locally have an economic impact as they continue to circulate through the local economy. This theory applies to arts organizations as well as to other producers. Studying Economic Impact Using Input- Output Analysis To derive the most reliable economic impact data, input - output analysis is used to measure the impact of expenditures by nonprofit arts and cultural organizations and their audiences. This is a highly regarded type of economic analysis that has been the basis for two Nobel Prizes. The models are systems of mathematical equations that combine statistical methods and economic theory in an area of study called econometrics. They trace how many times a dollar is respent within the local economy before it leaks out, and it quantifies the economic impact of each round of spending. This form of economic 21 analysis is well suited for this study because it can be customized specifically to each study region. To complete the analysis for the City of Roanoke, project economists customized an input- output model based on the local dollar flow among 533 finely detailed industries within the unique economy of the the City of Roanoke. This was accomplished by using detailed data on employment, incomes, and government revenues provided by the U.S. Department of Commerce (County Business Patterns, the Regional Economic Information System, and the Survey of State and Local Finance), local tax data (sales taxes, property taxes, and miscellaneous local option taxes), as well as the survey data from the responding nonprofit arts and cultural organizations and their audiences. The Input- Output Process The input - output model is based on a table of 533 finely detailed industries showing local sales and purchases. The local and state economy of each community is researched so the table can be customized for each community. The basic purchase patterns for local industries are derived from a similar table for the U.S. economy for 2012 (the latest detailed data available from the U.S. Department of Commerce). The table is first reduced to reflect the unique size and industry mix of the local economy, based on data from County Business Patterns and the Regional Economic Information System of the U.S. Department of Commerce. It is then adjusted so that only transactions with local businesses are recorded in the inter - industry part of the table. This technique compares supply and demand and estimates the additional imports or exports required to make total supply equal total demand. The resulting table shows the detailed sales and purchase patterns of the local industries. The 533 - industry table is then aggregated to reflect the general activities of 32 industries plus local households, creating a total of 33 industries. To trace changes in the economy, each column is converted to show the direct requirements per dollar of gross output for each sector. This direct - requirements table represents the "recipe" for producing the output of each industry. The economic impact figures for Arts & Economic Prosperity 5 were computed using what is called an "iterative" procedure. This process uses the sum of a power series to approximate the solution to the economic model. This is what the process looks like in matrix algebra: T = IX + AX + A2X + A3X + ... + A °X. T is the solution, a column vector of changes in each industry's outputs caused by the changes represented in the column vector X. A is the 33 by 33 direct - requirements matrix. This equation is used to trace the direct expenditures attributable to nonprofit arts organizations and their audiences. A multiplier effect table is produced that displays the results of this equation. The total column is T. The initial expenditure to be traced is IX (I is the identity matrix, which is operationally equivalent to the number 1 in ordinary algebra). Round 1 is AX, the result of multiplying the matrix A by the vector X (the outputs required of each supplier to produce the goods and services purchased in the initial change under study). Round 2 is A2X, which is the result of multiplying the matrix A by Round 1 (it answers the same question applied to Round 1: "What are the outputs required of each supplier to produce the goods and services purchased in Round 1 of this chain of events ? "). Each of columns 1 through 12 in the multiplier effects table represents one of the elements in the continuing but diminishing chain of expenditures on the right side of the equation. Their sum, T, represents the total production required in the local economy in response to arts activities. Calculation of the total impact of the nonprofit arts on the outputs of other industries (T) can now be converted to impacts on the final incomes to residents 22 AMERICANS FOR THE ARTS ( Arts & Economic Prosperity 5 1 ' 14 by multiplying the outputs produced by the ratios of household income to output and employment to output. Thus, the employment impact of changes in outputs due to arts expenditures is calculated by multiplying elements in the column of total outputs by the ratio of employment to output for the 32 industries in the region. Changes in household incomes, local government revenues, and state government revenues due to nonprofit arts expenditures are similarly transformed. The same process is also used to show the direct impact on incomes and revenues associated with the column of direct local expenditures. A comprehensive description of the methodology used to complete the national study is available at www.AmericansForTheArts.org/Economiclmpact. AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 23 "Americans for the Arts' Arts and Economic Prosperity 5 study is an invaluable tool for Guilford County and counties across the nation. The data it has collected and analyzed provide an unparalleled understanding of the influence of the arts on the economy, locally and nationally. It is vital that we continue to measure the impact of the arts on our economy to show our constituents and the nation its value. We are grateful for the work Americans for the Arts does to help us show what an important asset the arts are in the areas of education and health, both physical and mental, and as an economic driver." Kay Cashion, Commissioner, Guilford County, N.C. Chair, National Association of Counties Arts & Culture Commission 24 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 < < 1 Frequently Used Terms Cultural Tourism Travel directed toward experiencing the arts, heritage, and special character of a place. Direct Economic Impact A measure of the economic effect of the initial expenditure within a community. For example, when the symphony pays its players, each musician's salary, the associated government taxes, and full -time equivalent employment status represent the direct economic impact. Direct Expenditures The first round of expenditures in the economic cycle. A paycheck from the symphony to the violin player and a ballet company's purchase of dance shoes are examples of direct expenditures. Econometrics The process of using statistical methods and economic theory to develop a system of mathematical equations that measures the flow of dollars between local industries. The input - output model developed for this study is an example of an econometric model. Econometrician An economist who designs, builds, and maintains econometric models. Full -Time Equivalent (FTE) Jobs A term that describes the total amount of labor employed. Economists measure FTE jobs —not the total number of employees— because it is a more accurate measure of total employment. It is a manager's discretion to hire one full -time employee, two half -time employees, four quarter -time employees, etc. Almost always, more people are affected than are reflected in the number of FTE jobs reported due to the abundance of part-time employment, especially in the nonprofit arts and culture industry. Indirect and Induced Economic Impact This study measures the economic impact of the arts using a methodology that enables economists to track how many times a dollar is respent within the local economy, and thus to measure the economic impact generated by each round of spending. When a theater company purchases paint from the local hardware store, there is a measurable economic effect of that initial expenditure within a community. However, the economic benefits typically do not end there, because the hardware store uses some of its income to pay the clerk that sold the paint, as well as to pay its electric bill and to re -stock the shelves. The indirect and induced economic impacts are the effects of the subsequent rounds of spending by businesses and individuals, respectively. (See the example on Page 5 of this report.) AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 25 Input- Output Analysis A system of mathematical equations that combines statistical methods and economic theory in an area of economic study called econometrics. Economists use this model (occasionally called an inter - industry model) to measure how many times a dollar is respent in, or "ripples" through, a community before it "leaks out" of the local economy by being spent non - locally (see Leakage below). The model is based on a matrix that tracks the dollar flow among 533 finely detailed industries in each community. It allows researchers to determine the economic impact of local spending by nonprofit arts and cultural organizations on jobs, household income, and government revenue. Leakage The money that community members spend outside of the local economy. This non -local spending has no economic impact within the community. A ballet company purchasing shoes from a non -local manufacturer is an example of leakage. If the shoe company were local, the expenditure would remain within the community and create another round of spending by the shoe company. Multiplier (often called Economic Activity Multiplier) An estimate of the number of times that a dollar changes hands within the community before it leaks out of the community (for example, the theater pays the actor, the actor spends money at the grocery store, the grocery store pays its cashier, and so on). This estimate is quantified as one number by which all expenditures are multiplied. For example, if the arts are a $10 million industry and a multiplier of three is used, then it is estimated that these arts organizations have a total economic impact of $30 million. The convenience of a multiplier is that it is one simple number; its shortcoming, however, is its reliability. Users rarely note that the multiplier is developed by making gross estimates of the industries within the local economy with no allowance for differences in the characteristics of those industries, usually resulting in an overestimation of the economic impact. In contrast, the input - output model employed in Arts & Economic Prosperity 5 is a type of economic analysis tailored specifically to each community and, as such, provides more reliable and specific economic impact results. Resident Household Income (often called Personal Income) The salaries, wages, and entrepreneurial income residents earn and use to pay for food, mortgages, and other living expenses. It is important to note that resident household income is not just salary. When a business receives money, for example, the owner usually takes a percentage of the profit, resulting in income for the owner. Revenue to Local and State Government Local and state government revenue is not derived exclusively from income, property, sales, and other taxes. It also includes license fees, utility fees, user fees, and filing fees. Local government revenue includes funds to city and county government, schools, and special districts. 26 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 Frequently Asked Questions How were the 341 participating communities and regions selected? In 2015, Americans for the Arts published a Call for Participants for communities interested in participating in the Arts & Economic Prosperity 5 study. Of the more than 300 participants that expressed interest, 250 agreed to participate and complete four participation criteria: (1) identify and code the universe of nonprofit arts and cultural organizations in their study region; (2) assist researchers with the collection of detailed financial and attendance data from those organizations; (3) conduct audience - intercept surveys at cultural events; and (4) pay a modest cost - sharing fee (no community was refused participation for an inability to pay). Thirty of the 250 partners included multiple regions as part of their participation (e.g., a county as well as a city located within the county); as a result, the 250 local, regional, and statewide partners represent a total of 341 participating study regions. How were the eligible nonprofit arts organizations in each community selected? Local partners attempted to identify their universe of nonprofit arts and cultural organizations using the Urban Institute's National Taxonomy of Exempt Entity (NTEE) codes as a guideline. Eligible organizations included those whose primary purpose is to promote appreciation for and understanding of the visual, performing, folk, and media arts. Government -owned and government- operated cultural facilities and institutions, municipal arts agencies and councils, private community arts organizations, unincorporated arts groups, living collections (such as zoos, aquariums, and botanical gardens), university presenters and cultural facilities, and arts programs that are embedded under the umbrella of a non -arts organization or facility (such as a hospital or church) also were included if they play a substantial role in the cultural life of the community. For - profit businesses and individual artists are excluded from this study. What type of economic analysis was done to determine the study results? An input - output economic analysis was customized for each of the participating study regions to determine the economic impact its nonprofit arts and cultural organizations and arts audiences. Americans for the Arts, which conducted the research, worked with highly regarded economists to design the input - output models. What other information was collected in addition to the arts surveys? In addition to detailed expenditure data provided by the surveyed organizations and cultural attendees, researchers and economists collected extensive wage, labor, tax, and commerce data provided by the U.S. Department of Commerce (County Business Patterns, the Regional Economic Information System, and the Survey of State and Local Finance), as well as local and state tax data for use in the input - output analyses. Why doesn't this study use a multiplier? When many people hear about an economic impact study, they expect the result to be quantified in what is often called a multiplier or an economic activity multiplier. The economic activity multiplier is an estimate of the number of times a dollar changes hands within the community (e.g., a theater pays its actor, the actor spends money at the grocery store, the grocery store pays the cashier, and so on). It is quantified as one number by which expenditures are multiplied. The convenience of the multiplier is that it is one simple number. Users rarely note, however, that the multiplier is developed by making gross estimates of the industries within the local economy AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 27 and does not allow for differences in the characteristics of those industries. Using an economic activity multiplier usually results in an overestimation of the economic impact and therefore lacks reliability. Why are the admissions expenses excluded from the analysis of audience spending? Researchers assume that any admissions dollars paid by event attendees are typically collected as revenue for the organization that is presenting the event. The organization then spends those dollars. The admissions paid by audiences are excluded because those dollars are captured in the operating budgets of the participating nonprofit arts and cultural organizations. This methodology avoids "double- counting" those dollars in the analysis. How is the economic impact of arts and culture organizations different from other industries? Any time money changes hands there is a measurable economic impact. Social service organizations, libraries, and all entities that spend money have an economic impact. What makes the economic impact of arts and culture organizations unique is that, unlike most other industries, they induce large amounts of related spending by their audiences. For example, when patrons attend a performing arts event, they may purchase dinner at a restaurant, eat dessert after the show, and return home and pay the baby- sitter. These expenditures have a positive and measurable impact on the economy. Will my local legislators believe these results? Yes, this study makes a strong argument to legislators, but you may need to provide them with some extra help. It will be up to the user of this report to educate the public about economic impact studies in general and the results of this study in particular. The user may need to explain (1) the study methodology used; (2) that economists created an input - output model for each community and region in the study; and (3) the difference between input - output analysis and a multiplier. The good news is that as the number of economic impact studies completed by arts organizations and other special interest areas increases, so does the sophistication of community leaders whose influence these studies are meant to affect. Today, most decision makers want to know what methodology is being used and how and where the data were gathered. You can be confident that the input - output analysis used in this study is a highly regarded model in the field of economics (the basis of two Nobel Prizes in economics). However, as in any professional field, there is disagreement about procedures, jargon, and the best way to determine results. Ask 12 artists to define art and you may get 12 answers; expect the same of economists. You may meet an economist who believes that these studies should be done differently (for example, a cost - benefit analysis of the arts). How can a community not participating in the Arts and Economic Prosperity 5 study apply these results? Because of the variety of communities studied and the rigor with which the Arts & Economic Prosperity 5 study was conducted, nonprofit arts and cultural organizations located in communities that were not part of the study can estimate their local economic impact. Estimates can be derived by using the Arts & Economic Prosperity 5 Calculator (found at www. AmericansForTheArts .org/Economiclmpact). Additionally, users will find sample PowerPoint presentations, press releases, Op -Ed, and other strategies for proper application of their estimated economic impact data. 28 AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 Y' Acknowledgments Americans for the Arts expresses its gratitude to the many people and organizations who made Arts & Economic Prosperity 5: The Economic Impact of Nonprofit Arts and Cultural Organizations and Their Audiences in the City of Roanoke possible and assisted in its development, coordination, and production. A study of this size cannot be completed without the collaboration of many partnering organizations. Generous funding for this project was provided by the Roanoke Cultural Endowment, which also served as the local project partner and as such was responsible for the local implentation and data collection requirements of this customized analysis for the City of Roanoke. Special thanks to the John D. and Catherine T. MacArthur Foundation, the Barr Foundation, and The Ruth Lilly Fund of Americans for the Arts for their financial support of the national implementation of Arts & Economic Prosperity 5. Finally, each of our 250 local, regional, and statewide research partners contributed time and/or financial support toward the completion of this national study. We thank each and every one of them for committing the time and resources necessary to achieve success. A study of this magnitude is a total organizational effort; appreciation is extended to the entire board and staff of Americans for the Arts. The research department responsible for producing this study includes Randy Cohen, Ben Davidson, and Isaac Fitzsimons. AMERICANS FOR THE ARTS I Arts & Economic Prosperity 5 The City of Roanoke's Participating Nonprofit Arts and Cultural Organizations This study could not have been completed without the cooperation of the 30 nonprofit arts and cultural organizations in the City of Roanoke, listed below, that provided detailed financial and event attendance information about their organization. 5 Points Music Foundation; Berglund Center; Center in the Square; Cultural Arts For Excellence (CAFE); Dr. Robert L. A. Keeley Healing Arts Program; Festival in the Park; Grandin Theatre; Greene Memorial Fine Arts Series; Harrison Museum of African American Culture; Historical Society of Western Virginia; Jefferson Center; Local Colors; Mill Mountain Theatre; Mill Mountain Zoo; Opera Roanoke; Roanoke Arts Commission; Roanoke Ballet Theatre; Roanoke Children's Theatre; Roanoke Cultural Endowment; Roanoke Office of Arts & Culture; Roanoke Symphony Orchestra; Roanoke Valley Sister Cities; Science Museum of Western Virginia; Southwest Virginia Ballet; St. John's Music on the Corner; Taubman Museum of Art; The Spot on Kirk; The Studio School; Thunder of Roanoke; and Virginia Museum of Transportation. The City of Roanoke's Participating Cultural Event Attendees Additionally, this study could not have been completed without the cooperation of the 775 arts and cultural audience members who generously took the time to complete the audience - intercept survey while attending a performance, event, or exhibit within the City of Roanoke during calendar year 2019. 29 I The following national organizations LEAGUE - NLC ""no" partner with Americans for the Arts to CECP OF MES -sector leaders KIR GOOD help public- and private understand the economic and social benefits that the arts bring to their ISIS ICMA communities, states, and the nation. DESTINATIO EiR N, A TI n ceda Cover (CWW" from TOP) COMert Or M16"•, "JV"t Ca"i-en Hill, M011N.-aXle. R_; RVOS f-7 ft 6—vd 100 NAM)KAL CC)NFF�FICNCt qrr le V, S I ,X*OUj, Ca;TVOVj 'Gw, tr�,es Mak#)R a Diffe 11C in /4d4wx)d-, F�Osr ntmakers in the, Arts f ST,-,Tt L C SLATUKES LonFOVNDA:rIONS ,nted kv the Cornqjunity RO*Wk4r,—t Gra COUNCI ARWILY if HOOYM"J X4 SUPW`ttv by #W r "(Illvj 4 Uf,. iW A f..rsx 14-1 Hdj)v,oc)(Y &f,,,,O P,(Wd aml the Ad and (,Mtarj' Cent- a HdNy1114, f1. 0100 bY J19 foul 'T'.; The Pr'a- El Pas n H E CO N FE, R E, N Ct' HOA It 1) mtj% TX Mtv by Jen wms & CwPiral Affairs DepId"I"I't, Lewin. , OaMer at 'xJIOb(X X (lix,ndi, GA. PtwV by=Stur AM 1000 Vermont Avenue, NW, 6"1 Floor Washington, DC 20005 ' 202-371,2830 i research@artsusa.org #AEP5 www.AmericansForTheArts.org Office of the Mayor CITY OF ROANOKE VATIONAL ARTS AND HUMANITIES MONTH REAS, for more than two decades the month of October has been recognized as National Arts and Humanities Month by arts and cultural organizations and communities, states, and the United States Government; WHEREAS, the arts and humanities, including music, dance, the graphic arts, and literature, embody much of the accumulated wisdom and imagination ofhumankind; WHEREAS, the arts and humanities play a uniquely valuable role in the lives of our families, our community. and our Nation; WHEREAS, according to the Arts and Economic Prosaerity Rettort in the City of Roanoke. Virginia produced in September 2019 by Americans for the Arts, arts and cultural activities generated $64.2 million in total economic activity in the 1018 to 2019 fiscal year; WHEREAS, this analysis also shows that during the same period, the arts and cultural industry in the City supported 1.774 full -time jobs, and generated $41 million in household income to local residents; and WHEREAS, the arts and humanities enhance and enrich the lives of every Roanoke citizen. NOW, THEREFORE, 1, Sherman P. Lea, Sr., Mayor of the City of Roanoke, Virginia, call upon its citizens to celebrate and promote arts and cultural activities and to participate inactions designed to support the arts and humanities in the Roanoke Valley, do hereby proclaim October 2019 throughout this great, seven -time All- America City, as National Arts and Humanities Month. Given under our hands and the Seal of the City of Roanoke this tenth day of October in the year two thousand and nineteen. �• Sherman P. Lea. Sr. Mayor ATT ST.' tephanie M. Moo yno City Clerk CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Presentation of a Report Regarding the Age - Friendly City Survey and Action Plan for Roanoke would like to sponsor a presentation by Dr. David Trinkle and Dr. Nancy Brossoie of the Virginia Tech Center for Gerontology regarding the Age - Friendly City Survey and Action Plan for Roanoke. Robert . C I fir. City Manager Distribution: Council Appointed Officers �l�', �, L0A Community Partners 91W . United Way of Roanoke Valley 13,0MEM H11alm 0U0CflCBB0CpL-f,]M(:B0D2 z [OWWOM CB(:9D0aCBEP ♦ A kkZjML AR., Real Possibilities ROANOKE Yv F VTC Virginia Tech Ca ril ion School of Medicine Roanoke Valley-Alleghany `� REGIONAL commission LOCAL OFFICE ON AGING 2015 2017 Q •� 2018/19 2019/20 AFC Initiative Timeline Senior Quality of Life Survey City Proclamation supporting AFC initiative City receives AARP designation as AFC Council presentation on Sr. QoL survey results AFC Neighborhood Survey Next Steps - AFC Action Plan lSMAMOP-P-M. iw ffi LOCAL OFFICE ON AGING Is the City of Roanoke a good place to live and grow old? What should the City and community partners focus on to ensure it is a good place to live and grow old? LOCAL OFFICE ON AGING Good Place Importance to Live as You Grow Physical Features Old F Actions F City & Neighbor Affordability Relationships Respect Neighborhood �1� Availability QoL I Health �! " - -.. Resident __j Characteristics Residency Health & Wellness Housing Transportation Demographics LOCAL OFFICE ON AGING Conducted Oct. 2018 — Feb. 2019 • Confidential • 85 questions • Online & paper surveys Incentives offered City residents age 45+ • 623 participants • 45 -96 years; average 61 years • 72% White, 24% Black • 58% annual household incomes >$30,000 • Represented 45 of 49 City neighborhoods LOCAL OFFICE ON AGING Roanoke IS a good place to live and grow old! Excel- lent Very Good Good Fair Poor How would you rate the City of Roanoke as a 16.8 39.8 26.7 13.7 3.0 place for people to live . -. as they grow old? Total 83.3% LOA Findings: Most Important City Features 44 • Well- maintained streets • Easy to read traffic signs 1 - 5 Roadways 0 Enforced speed limits • Sidewalks in good condition • Well -lit, safe streets and intersections • Reliable • Safe Public • Services for riders with special needs 6-11 Transportation • Affordable • Well- maintained • Accessible • Public parking 12-13 Public Spaces Accessible buildings 14 Roadways Audio /visual pedestrian crossings 15 Housing Accessible LOCAL OFFICE ON AGING What makes Roanoke a good place to live and grow old? Affordable Respect • If my neighbors knew ed help, they would b Neighborhood help me. is a good • hes • My neighbors kno Affordable available to help th ' Safe ition kn • Reliable uippe , Accessible tures Transportation • Well- maintained o he • Convenient LOA Findings Align with 40 Years of Research •Sidewalks *Benches *Transportation Utilization Public Sense of Community Fosters Social Connectedness ,IA it, lab BOA Key Considerations in Moving Forward #1 Neighborhood matters If the neighborhood is a good place to live and grow old, the City is a good place to live and grow old. \N Neighborhood location does not predict whether or CAUTIO`, not the City is a good place to live and grow old. #2 Income matters Low income residents rate the City lower as a good place to live and grow old than high income residents. Older residents tend to live on fixed low incomes and iCAUT10 live in all City neighborhoods. IN LOCAL OFFICE ON AGING center walking housing people places stores spaces ,activitieS police routes gaud stops neighborhood City better aging repair transportation parkinhomes single walk handicapped taxes affordable help downtown older bussenjorsarea: -) � c e C streets terse tion-s need drivers Stop elders traffic lighting street dive roa poke grocery lanes free � the AFC Initiative Forward 14 � r LA�'N t P 1 11 • Listen to older residents. y • Engage community partners. • Build on current programs within neighborhoods g ods and the City. • Select indicators that are meaningful and can demonstrate efforts are moving forward. �TT�Tl LOA _ LOCAL OFFICE ON AGING LOA For more information contact Mr. Ron Boyd —AFC Leadership CEO and President Local Office on Aging ronboyd@loaa.org Dr. Nancy Brossoie — Survey Findings Sr. Research Scientist Center for Gerontology, Virginia Tech brossoi @v_ t.edu Acknowledgements A special thanks to AARP for financial assistance and support in conducting the 2019 Neighborhood Survey and to all of our regional partners for supporting this time intensive endeavor. Without the combined contributions of all, none of this would have been possible. United Way of Roanoke Valley AV Real Possibilities 192 Blue Ridge Independent '00111 Ce ter Virginia Tech Carilion School of Medicine Roanoke Valley- Alleghany rr REGIONAL commission VZ7 VIRGINIA TECH This report was prepared for the Roanoke AFC leadership team by Dr. Nancy Brossoie and her research team at the Center for Gerontology at Virginia Tech. Questions about the content of the report can be directed to her at brossoie@vt.edu OR Mr. Ron Boyd, CEO and President of the Local Office on Aging at ronboVd(@Ioaa.org It RP cR Ah- Real Possibilities AARP Age - Friendly Network AARP's Age - Friendly Network is an affiliate of the World Health Organization (WHO) Global Network of Age - Friendly Cities and Communities Program. The program was established to connect cities, communities and organizations worldwide with the common vision of making their community a great place where people can grow old and targets the environmental, social, and economic factors that influence the health and well -being of residents of all ages. An age - friendly community is a livable community, which is defined as ...one that is safe and secure, has affordable and appropriate housing and transportation options, and offers supportive community features and services. Once in place, those resources enhance personal independence, allow residents to age in place, and foster residents' engagement in the community's civic, economic, and social life. — AARP Policy Book, Chapter 9 Age - Friendly Roanoke 2019 Neighborhood Survey Executive Summary In December 2017, the City of Roanoke (City) earned AARP's designation as an Age - Friendly City (AFC), joining over 200 other communities nationwide achieving that honor. The 3 -year designation was awarded due to the City's ongoing support of and partnership with local organizations working to improve life for older residents. With the support of City Council, the Local Office on Aging (LOA) leads the local AFC leadership team, which includes representation from the City, Roanoke Valley - Alleghany Regional Commission, Blue Ridge Independent Living, AARP Virginia, Virginia Tech - Carilion School of Medicine, and the Center for Gerontology at Virginia Tech. Survey Design In the winter of 2018 -2019, the AFC team conducted a City -wide survey of residents age 45+ to better understand how they perceived the City of Roanoke as a good place to live and grow old. AFC team members designed the survey to help identify specific issues that the City and AFC member organizations could work on to ensure Roanoke remains age - friendly. The effort coincided with the City's interest in boosting its ratings on the Milken Institute's Best Cities for Successful Aging List and AARP's Livability Index. Figure A. Survey conceptual model Recruitment Participants were recruited using multiple convenience sampling strategies (e.g., neighborhood activities, church gatherings, Next Door app users) to gain a representative sample of City residents by age, race, and household income. Participants were offered a $5 Wal -Mart gift card as an incentive to complete the lengthy survey and participants' names were entered into two cash prize drawings of $250 each if they desired to be included. Using those strategies, 376 surveys were collected online, and 247 surveys were collected during 12 planned site visits and personal outreach efforts by AFC team members. Participants The 623 participants were statistically representative of City residents and represented diversity in the City by age (age 45 -96; average 64.1 years), race (72% White, 24% Black), and household income (58% reported household incomes over $30,000). More than half (63.7 %) of participants have called Roanoke home for more than 5 years and among them more than half (61 %) have lived in the City for over 15 years. Most participants (56.3 %) owned their own homes and 73.5% drove their own car as their primary means of transportation. Only 27.9% had rode public transit in the last year. Most participants reported being in good health (84.6 %) and rated the quality of their life as excellent, very good, or good (87.8 %). Survey Findings Roanoke is home and a good place to live and grow old. Given their long -term residency, it is not surprising that 83.3% of participants rated the City as an excellent, very good, or good place to live as they grow old. Similarly, 81.5% felt as strong about their own neighborhoods. Income. Household income was the consistent predictor of responses rather than age, race, or neighborhood. Specifically, participants with low incomes tended to respond less favorably towards the City and neighborhood than participants with high incomes, regardless of age, race, neighborhood, or quadrant. Even though the greatest number of participants with low incomes lived in the northwest quadrant of Roanoke, their responses aligned with the responses of low- income residents in other areas of the City. Predictive Models. The survey model was used as a guide to conduct multi -level statistical analysis to predict which survey items significantly explained what makes the City a good place to live and grow old. Nine items (listed below) were identified and fall under the focus areas of Outdoor Features, Housing, and Neighbor Relationships. The items included Outdoor Features • Well- maintained and safe parks • Public spaces with enough benches • Sidewalks that are in good condition, free from obstruction and are safe for pedestrian use and accessible for wheelchairs or assistive mobility devices Housing • Affordable housing options for adults of varying income levels such as older adult communities with shared facilities and outdoor space • Homes that are equipped with features such as a no -step entry, wider doorways, first floor bedroom and bath, grab bars in the bathroom • Well- maintained and safe low- income housing Neighbor Relationships • 1 feel respected by my neighbors. • If my neighbors knew I needed help, they would be willing to help me. • My neighbors know I am available to help them, if I know they need help. Participants' positive perceptions of City features and their interactions with their neighbors were directly related to their positive perception that the City is a good place to live and grow old. Also included in the resulting predictive model (see Figure B) is the notion that the neighborhood is a good place to live and grow old. Analysis revealed a strong positive connection between participants' beliefs that if their neighborhoods were good places to live and grow old, then the City was also a good place to live and grow old. Working with this underlying relationship is essential to affecting change as neighborhoods play a significant role in promoting health, well- being, and quality of life across the lifespan and as such, are cornerstones for change within the larger City. Affordable Respect City is a (*) Good Willingness Place to Help Housing Features Neighborhood Is a Good Place Figure B. Factors that explain what makes the City a good place to live and grow old. Because the neighborhood /City connection was so strong, we also analyzed the survey data to predict which survey items predicted factors that made the neighborhood a good place to live and grow old. As might be expected, the results were astonishingly similar with one important distinction; transportation features replaced housing features. Transportation is likely more significant at the neighborhood level because people need access to the City from their homes. Neighborhood. Despite the significant role and importance of neighborhood across the findings, many participants struggled to identify their neighborhood from a list of 49 City- designated neighborhoods. Frequently, they only referenced a City quadrant such as southeast. The shift in perception of neighborhood from a defined local area to a region is assumed to be related to their heavy reliance on automobiles to access employment, stores, services, and opportunities. Quality of Life. Just like the neighborhood plays a significant role in predicting if Roanoke is a good place to live and grow old, personal health has a strong relationship with perceptions of quality of life and cannot be ignored. In controlling for health, we found that City features, neighborhoods, and neighbor relationships were significant in predicting a good quality of life. Features • Audio /visual pedestrian crossings • Public spaces with enough benches Neighborhood and Neighbor Relationships • The City of Roanoke is a place for people to live as they grow old. • I feel respected by my neighbors. • 1 feel safe living in my neighborhood. Issues of safety, accessibility, and social connectedness are important to maintaining a quality of life, just as they are important to making the City of Roanoke a good place to live as one grows old. Summary of Findings Participants reported being quite positive about Roanoke as a good place to live and grow old and the neighborhood played a strong supportive role in their perception of the City. Efforts to enhance the City (and neighborhoods) as a good place to live for older residents should target the specific City features and neighbor relationships identified by the predictive models. The findings also suggest that the biggest difference between participant responses was income and not age, race, or neighborhood. Participants with low incomes were significantly more likely to rate the City lower as a good place to live and grow old than participants with high incomes. Most older adults who are no longer working live on fixed incomes, which tend to be modest. The participants in this survey included many retirees and persons living on low- incomes representing neighborhoods throughout the City and in all City quadrants. Efforts to support an age - friendly City need to be mindful that low- income residents live in every neighborhood, even though they may be concentrated in some areas of the City. Lastly, the predictive findings align well with participant comments, which revealed concerns over the condition and quality of sidewalks and the accessibility and affordability of housing and public transportation. Thus, survey findings confirm what many residents already perceive to be the City's biggest challenges to remaining an age - friendly community. Areas of Focus for the City to Consider The following recommended actions steps are for the City to consider in maintaining Roanoke as an age - friendly city. Each activity is a direct response to the items identified in the predictive models: • Enhance current efforts to upgrade or install sidewalks and curbs that are lifespan friendly and can accommodate strollers, wheelchairs, and other assistive devices. • Install public benches throughout neighborhoods and parks. • Identify strategies (e.g., financial incentives, or need based programs) for retrofitting current housing stock to make homes more accessible and amenable for aging in place. • Revisit zoning regulations to ensure opportunities for integration of alternative living arrangements in a neighborhood. • Implement projects identified in the Transit Development Plan. • Include older public transportation users in the Public Transportation Advisory Committee and other public engagement opportunities. • Re- examine neighborhood boundaries and how City neighborhoods are defined. If the focus of age - friendly communities is to be at the neighborhood level, then a better grasp on where neighborhood boundaries lie is imperative before any interventions are planned. • Partner with naturally - occurring neighborhood groups or gatherings to build neighbor connections (e.g., resident councils, breakfast at Hardees group). Residents who attend clubs tend to be socially connected and active. Use them to connect neighbors (including more socially isolated residents) to neighborhood events. • Initiate neighborhood service activities. The activity can be purposeful such as litter clean -up or a simple meet and greet. Some neighborhood organizations already hold block parties, which are reportedly helpful in connecting neighbors. Moving the Age - Friendly Roanoke Initiative Forward Affecting change to ensure that the City remains a lifespan- friendly or age - friendly city requires a collaborative community effort that includes organizing the narrative about age - friendly communities, the resources to support an age - friendly environment, and the people (i.e., residents, service agencies, organizations, and government leaders) to affect change at every stage. The message of what it means to be an age - friendly city needs to be articulated and included in every discussion about City and neighborhood planning. To ensure that the message remains vibrant, the following steps should be considered. Step 1: Expand Understanding and Raise Awareness of Need Older adults are a diverse population with a wide range of ideas, needs, wants, and expectations. It is not enough to listen to a handful of older residents and infer that they speak for all older residents. Therefore, it is essential to regularly invite and involve older residents when discussing issues that could potentially affect them. Step 2: Build Community Capacity to Respond To effectively initiate change and sustain those changes, the right people representing the right organizations and government agencies need to be present. The development of roles for community partners that align with their own missions and initiatives is essential to ensure overarching AFC success. Joining forces with other aging- focused groups, such as the Western and Central Virginia Chapter of the National Aging in Place Council, can enhance access to resources and identify persons with needed expertise. At the helm, should be a designated person with strong working relationships with the City government to facilitate conversation, planning, and implementation of AFC activities. As each AFC initiative is identified or launched, the configuration of workgroups may shift to accommodate the focus of work. Still, a strong leadership team that works well with the City needs to remain in place. Step 3: Initiate Sustainable Interventions Developing brand new programs or initiatives can be time - consuming and expensive. A first step towards affecting change could begin by building on current activities and programs already existing within neighborhoods and the City. Such initiatives may not currently have an aging component, but may be well- suited to reach older residents. For example, efforts to increase physical activity outdoors typically focus on children, young adults, and families, but can be "re- tooled" to include older adults. Working with current initiatives is also a good way to build partnerships that would otherwise be unknown. Step 4: Measure Outcomes Measuring whether or not the City is becoming more age - friendly is essential but will be a challenge as no set standards for measures exist. Performance indicators do not have to include multi -level measures or percentages of use. Indicators can measure whether or not a product or service exists (e.g., a resource guide is published). The goal is to select indicators that are meaningful and can demonstrate that efforts are indeed moving the needle forward. Summary Ultimately, developing a City -wide strategy to help Roanoke maintain its status as an age - friendly community will require ongoing examination of City policies, systems, and environment to ensure an equitable living experience for older residents. The recommendations provided in this report are offered to the City and the AFC leadership team to help them maintain Roanoke's age - friendly status. ,5 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41570 - 101019. A RESOLUTION authorizing the acceptance of a grant from the FY 2019 Edward Byrne Memorial Justice Assistance Grant Program made to the City of Roanoke by the United States Department of Justice; and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: The City of Roanoke does hereby accept the Grant from the United States Department of Justice pursuant to the FY 2019 Edward Byrne Memorial Justice Assistance Grant Program, in the total amount of $46,817 with (i) $28,090 to the Police Department to support its bicycle patrol program, and (ii) $18,727 to the Roanoke City Sheriff's Department to purchase additional facility cameras to be utilized in the Roanoke City Jail to improve officer safety and accountability. No local match is required for this grant; such grant being more particularly described in the City Council Agenda Report dated October 10, 2019. 2. The City Manager is hereby authorized to execute and file, on behalf of the City, any documents setting forth the conditions of the grant in a form approved by the City Attorney. The City Manager is further directed to furnish such additional information as may be required by the United States Department of Justice in connection with acceptance of the foregoing Grant. ATTEST: City Clerk. R- Edward Byrne Memorial Justice Assistance Grant- FY2019 10.10.19.doc IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41571 - 101019. AN ORDINANCE to appropriate funding from the Federal government, Department of Justice, for the Byrne Memorial Justice Assistance Grant (JAG) Program, amending and reordaining certain sections of the 2019 -2020 Grant Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2019 -2020 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Sheriff - Other Equipment Police - Overtime Police - FICA Police - Expendable Equipment ( <$5,000) Police - Wearing Apparel Revenues Byrne /JAG Sheriff Technology Improve FY20 Byrne /JAG Police Bike Patrol FY20 35- 140 - 5928 -9015 $18,727 35- 640 - 3631 -1003 20,400 35- 640 - 3631 -1120 1,561 35- 640 - 3631 -2035 4,500 35- 640 - 3631 -2064 1,629 35 -140- 5928 -5928 18,727 35- 640 - 3631 -3631 28,090 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. Z A EST: 2��� un# �ity Clerk. CITY COUNCIL AGENDA REPORT .i To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: FY 2019 Edward Byrne Memorial justice Assistance Grant Program Background: The United States Department of justice distributes funding directly to local law enforcement agencies through the Edward Byrne Memorial justice Assistance Grant Program. justice Assistance Grant programs fund many types of initiatives and are intended to improve officer safety. On September 18, 2019, the United States Department of justice awarded the City of Roanoke $46,817 through its FY 2019 Edward Byrne Memorial justice Assistance Grant Program. The application for the grant specified that the Police Department would receive $28,090 to support its bicycle patrol program and the Sheriff's Office would receive $18,727 to purchase additional facility cameras to be utilized in the Roanoke City jail to improve officer safety and accountability. Recommended Action: Accept the FY 2019 Edward Byrne Memorial justice Assistance Grant Program described above and authorize the City Manager to execute the grant agreement and any related documents; all such documents to be approved as to form by the City Attorney. Adopt the accompanying budget ordinance to establish a revenue estimate and appropriate funding into accounts established by the Director of Finance in the Grant Fund for the Police Department in the amount of $28,090 and for the Sheriff's Office in the amount of $18,727. Robert S Cowell, jr. City Manager Attachment Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Amelia C. Merchant, Director of Finance Timothy S. Jones, Chief of Police The Honorable Tim Allen, Roanoke City Sheriff P" U.S. Department of Justice �a Office of Justice Programs Office of the Assistant Attorney General ffashington, o.C. 20531 September 18, 2019 Chief Tim Jones City of Roanoke 215 Church Avenue SW Room 364 Roanoke, VA 2401 1 -1520 Dear Chief Jones: On behalf of Attorney General William P. Barr, it is my pleasure to inform you that the Office of Justice Programs has approved your application for funding under the FY 19 Edward Byrne Memorial Justice Assistance Grant (JAG) Program - Local Solicitation in the amount of $46,817 for City of Roanoke. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. If you have questions regarding this award, please contact - Program Questions, Flora D. Lawson, Program Manager at (202) 305 -9216; and - Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at (800) 458 -0786, or you may contact the CSC at ask.ocfo @usdoj.gov. Congratulations, and we look forward to working with you. Sincerely, I CX Katharine T. Sullivan Principal Deputy Assistant Attorney General Enclosures September 18, 2019 Chief Tim Jones City of Roanoke 215 Church Avenue SW Room 364 Roanoke, VA 24011-1520 Dear Chief Jones: U.S. Department of Justice Office of Justice Programs Office of Civil Rights Washington, DC 20531 Congratulations on your recent award! The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) has been delegated the responsibility for ensuring that recipients of federal financial assistance from the OJP, the Office of Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OV W) are not engaged in discrimination prohibited by law. Several federal civil rights laws, such as Title VI of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972, require recipients of federal financial assistance to give assurances that they will comply with those laws. In addition to those civil rights laws, many grant program statutes contain nondiscrimination provisions that require compliance with them as a condition of receiving federal financial assistance. For a complete review of these civil rights laws and nondiscrimination requirements, in connection with OJP and other DOJ awards, see https: / /ojp.gov /funding /Explore /LegalOverview /Civil Rights Requirements. htm Under the delegation of authority, the OCR investigates allegations of discrimination against recipients from individuals, entities, or groups. In addition, the OCR conducts limited compliance reviews and audits based on regulatory criteria. These reviews and audits permit the OCR to evaluate whether recipients of financial assistance from the Department are providing services in a non- discriminatory manner to their service population or have employment practices that meet equal- opportunity standards. If you are a recipient of grant awards under the Omnibus Crime Control and Safe Streets Act or the Juvenile Justice and Delinquency Prevention Act and your agency is part of a criminal justice system, there are two additional obligations that may apply in connection with the awards: (1) complying with the regulation relating to Equal Employment Opportunity Programs (EEOPs): and (2) submitting findings of discrimination to OCR. For additional information regarding the EEOP requirement, see 28 CFR Part 42, subpart E, and for additional information regarding requirements when there is an adverse finding, see 28 C.F.R. §§ 42.204(c), .205(c)(5). Please submit information about any adverse finding to the OCR at the above address. We at the OCR are available to help you and your organization meet the civil rights requirements that are associated with OJP and other DOJ grant finding. If you would like the OCR to assist you in fulfilling your organization's civil rights or nondiscrimination responsibilities as a recipient of federal financial assistance, please do not hesitate to let us know. Sincerely, Michael L. Alston Director cc: Grant Manager Financial Analyst U.S. Department of Justice Office of Justice Programs ? a Bureau of Justice Assistance I Grant PAGE 1 OF 29 �I I I. RECIPIENT NAME AND ADDRESS (Including Zip Code) 4. AWARD NUMBER: 2019 -DJ -BX -0828 City of Roanoke 215 Church Avenue SW Room 364 5. PROJECT PERIOD: FROM 10/01/2018 TO 09/30/2022 Roanoke, VA 24011 -1520 BUDGET PERIOD: FROM 10/01/2018 TO 09/30/2022 6. AWARD DATE 09/18/2019 7. ACTION 2a. GRANTEE IRS, /VENDOR NO. 8. SUPPLEMENT NUMBER Initial 546001569 00 2b. GRANTEE DUNS NO. 9. PREVIOUS AWARD AMOUNT 10. AMOUNT OF THIS AWARD $ 0 $ 46,817 111517327 3. PROJECT TITLE Officer and Citizen Safety 11. TOTAL AWARD $ 46,817 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). i 13. STATUTORY AUTHORITY FOR GRANT This project is supported under FY 19(BJA - JAG State and JAG Local) Title 1 of Pub. L. No. 90 -351 (generally codified at 34 U.S.C. 10151- 10726), including subpart I of part E (codified at 34 U.S.C. 10151 - 10158): see also 28 U.S.C. 530C(a). 14. CATALOG OF DOMESTIC FEDERAL ASSISTANCE (CFDA Number) 16.738 - Edward Byrne Memorial Justice Assistance Grant Program 15. METHOD OF PAYMENT GPRS .- AGENCY APPROVAL GRANTEE ACCEPTANCE 16. TYPED NAME AND TITLE OF APPROVING OFFICIAL 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL Katharine T. Sullivan Tim Jones Principal Deputy Assistant Attorney General Chief of Police 17. SIGNATURE OF APPROVING OFFICIAL 19. SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL 19A. DATE I 1_ AGENCY USE ONLY 20. ACCOUNTING CLASSIFICATION CODES 21. UDJUGT0926 FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT 00 00 46817 OJP FORM 40002 (REV- 5 -87) PREVIOUS EDITIONS ARE OBSOLETE. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION � 2 Bureau of Justice Assistance SHEET PAGE 2 of 29 J Grant I PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 SPECIAL CONDITIONS L Requirements of the award; remedies for non - compliance or for materially false statements The conditions of this award are material requirements of the award. Compliance with any assurances or certifications submitted by or on behalf of the recipient that relate to conduct during the period of performance also is a material requirement of this award. By signing and accepting this award on behalf of the recipient, the authorized recipient official accepts all material requirements of the award, and specifically adopts all such assurances or certifications as if personally executed by the authorized recipient official. Failure to comply with any one or more of these award requirements -- whether a condition set out in full below, a condition incorporated by reference below, or an assurance or certification related to conduct during the award period - - may result in the Office of Justice Programs ( "OJP ") taking appropriate action with respect to the recipient and the award. Among other things, the OJP may withhold award funds, disallow costs, or suspend or terminate the award. The U.S. Department of Justice ( "DOJ "), including OJP, also may take other legal action as appropriate. Any materially false, fictitious, or fraudulent statement to the federal government related to this award (or concealment or omission of a material fact) may be the subject of criminal prosecution (including under 18 U.S.C. 1001 and /or 1621, and /or 34 U.S.C. 10271 - 10273), and also may lead to imposition of civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. 3729 -3730 and 3801 - 3812). Should any provision of a requirement of this award be held to be invalid or unenforceable by its terms, that provision shall first be applied with a limited construction so as to give it the maximum effect permitted by law. Should it be held, instead, that the provision is utterly invalid or - unenforceable, such provision shall be deemed severable from this award. 2. Applicability of Part 200 Uniform Requirements The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the "Part 200 Uniform Requirements ") apply to this FY 2019 award from OJP. The Part 200 Uniform Requirements were first adopted by DOJ on December 26, 2014. If this FY 2019 award supplements funds previously awarded by OJP under the same award number (e.g., funds awarded during or before December 2014), the Part 200 Uniform Requirements apply with respect to all funds under that award number (regardless of the award date, and regardless of whether derived from the initial award or a supplemental award) that are obligated on or after the acceptance date of this FY 2019 award. For more information and resources on the Part 200 Uniform Requirements as they relate to OJP awards and subawards ( "subgrants "), see the OJP website at https: / /ojp.gov/ funding/ Part200UniformRequirements.htm. Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ( "subgrantee ") at any tier) must retain -- typically for a period of 3 years from the date of submission of the final expenditure report (SF 425), unless a different retention period applies -- and to which the recipient (and any subrecipient ( "subgrantee ") at any tier) must provide access, include performance measurement information, in addition to the financial records, supporting documents, statistical records, and other pertinent records indicated at 2 C.F.R. 200.333. In the event that an award - related question arises from documents or other materials prepared or distributed by OJP that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the recipient is to contact OJP promptly for clarification. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs F 2 Bureau of Justice Assistance PROJECT NUMBER 2019 -DJ -BX -0828 AWARD CONTINUATION SHEET Grant AWARD DATE 091/18/2019 SPEC /AL CONDITIONS 3. Compliance with DOJ Grants Financial Guide PAGE 3 OF 29 References to the DOJ Grants Financial Guide are to the DOJ Grants Financial Guide as posted on the OJP website (currently, the "DOJ Grants Financial Guide" available at https:// ojp. gov /financiaiguide /DOJ /index.htm), including any updated version that may be posted during the period of performance. The recipient agrees to comply with the DOJ Grants Financial Guide. 4. Reclassification of various statutory provisions to a new Title 34 of the United States Code On September 1, 2017, various statutory provisions previously codified elsewhere in the U.S. Code were editorially reclassified (that is, moved and renumbered) to a new Title 34, entitled "Crime Control and Law Enforcement." The reclassification encompassed a number of statutory provisions pertinent to OJP awards (that is, OJP grants and cooperative agreements), including many provisions previously codified in Title 42 of the U.S. Code. Effective as of September 1, 2017, any reference in this award document to a statutory provision that has been reclassified to the new Title 34 of the U.S. Code is to be read as a reference to that statutory provision as reclassified to Title 34. This rule of construction specifically includes references set out in award conditions, references set out in material incorporated by reference through award conditions, and references set out in other award requirements. 5. Required training for Point of Contact and all Financial Points of Contact Both the Point of Contact (POC) and all Financial Points of Contact (FPOCs) for this award must have successfully completed an "OJP financial management and grant administration training" by 120 days after the date of the recipient's acceptance of the award. Successful completion of such a training on or after January 1, 2017, will satisfy this condition. In the event that either the POC or an FPOC for this award changes during the period of performance, the new POC or FPOC must have successfully completed an "OJP financial management and grant administration training" by 120 calendar days after -- (1) the date of OJP's approval of the "Change Grantee Contact" GAN (in the case of a new POC), or (2) the date the POC enters information on the new FPOC in GMS (in the case of a new FPOC). Successful completion of such a training on or after January 1, 2017, will satisfy this condition. A list of OJP trainings that OJP will consider "OJP financial management and grant administration training" for purposes of this condition is available at https: / /www.ojp.gov /training /fmts.htm. All trainings that satisfy this condition include a session on grant fraud prevention and detection The recipient should anticipate that OJP will immediately withhold ( "freeze ") award funds if the recipient fails to comply with this condition. The recipient's failure to comply also may lead OJP to impose additional appropriate conditions on this award. 6. Requirements related to "de minimis" indirect cost rate A recipient that is eligible under the Part 200 Uniform Requirements and other applicable law to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(f), and that elects to use the "de minimis" indirect cost rate, must advise OJP in writing of both its eligibility and its election, and must comply with all associated requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC) as defined by the Part 200 Uniform Requirements. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs f z Bureau of Justice Assistance AWARD CONTINUATION SHEET Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 0918/2019 SPECIAL CONDITIONS 7. Requirement to report potentially duplicative funding PAGE 4 OF 29 If the recipient currently has other active awards of federal funds, or if the recipient receives any other award of federal funds during the period of performance for this award, the recipient promptly must determine whether funds from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items for which funds are provided under this award. If so, the recipient must promptly notify the DOJ awarding agency (OJP or OV W, as appropriate) in writing of the potential duplication, and, if so requested by the DOJ awarding agency, must seek a budget- modification or change -of- project -scope grant adjustment notice (GAN) to eliminate any inappropriate duplication of funding. 8. Requirements related to System for Award Management and Universal Identifier Requirements The recipient must comply with applicable requirements regarding the System for Award Management (SAM), currently accessible at https: / /www.sam.gov /. This includes applicable requirements regarding registration with SAM, as well as maintaining the currency of information in SAM. The recipient also must comply with applicable restrictions on subawards ( "subgrants ") to first -tier subrecipients (first -tier "subgrantees "), including restrictions on subawards to entities that do not acquire and provide (to the recipient) the unique entity identifier required for SAM registration. The details of the recipient's obligations related to SAM and to unique entity identifiers are posted on the OJP web site at https: / /ojp.gov /funding /Explore /SAM.htm (Award condition: System for Award Management (SAM) and Universal Identifier Requirements), and are incorporated by reference here. This condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated to any business or non - profit organization that he or she may own or operate in his or her name). OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PAGE s OF 29 Grant i I PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 SPECIAL CONDITIONS 9. Employment eligibility verification for hiring under the award 1. The recipient (and any subrecipient at any tier) must- - A. Ensure that, as part of the hiring process for any position within the United States that is or will be funded (in whole or in part) with award funds, the recipient (or any subrecipient) properly verifies the employment eligibility of the individual who is being hired, consistent with the provisions of 8 U.S.C. 1324a(a)( l) and (2). B. Notify all persons associated with the recipient (or any subrecipient) who are or will be involved in activities under this award of both- - (1) this award requirement for verification of employment eligibility, and (2) the associated provisions in 8 U.S.C. 1324a(a)(1) and (2) that, generally speaking, make it unlawful, in the United States, to hire (or recruit for employment) certain aliens. C. Provide training (to the extent necessary) to those persons required by this condition to be notified of the award requirement for employment eligibility verification and of the associated provisions of 8 U.S.C. 1324a(a)(1) and (2). D. As part of the recordkeeping for the award (including pursuant to the Part 200 Uniform Requirements), maintain records of all employment eligibility verifications pertinent to compliance with this award condition in accordance with Form 1 -9 record retention requirements, as well as records of all pertinent notifications and trainings. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition. 4, Rules of construction A. Staff involved in the hiring process For purposes of this condition, persons "who are or will be involved in activities under this award" specifically includes (without limitation) any and all recipient (or any subrecipient) officials or other staff who are or will be involved in the hiring process with respect to a position that is or will be funded (in whole or in part) with award funds. B. Employment eligibility confirmation with E- Verify For purposes of satisfying the requirement of this condition regarding verification of employment eligibility, the recipient (or any subrecipient) may choose to participate in, and use, E- Verify (www.e - verify.gov), provided an appropriate person authorized to act on behalf of the recipient (or subrecipient) uses E- Verify (and follows the proper E- Verify procedures, including in the event of a "Tentative Nonconfirmation" or a "Final Nonconfirmation ") to confirm employment eligibility for each hiring for a position in the United States that is or will be funded (in whole or in part) with award funds. C. "United States" specifically includes the District of Columbia, Puerto Rico, Guam, the Virgin Islands of the United States, and the Commonwealth of the Northern Mariana Islands. D. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance PROJECT NUMBER 2019 -DJ -BX -0828 AWARD CONTINUATION SHEET Grant AWARD DATE 09/18/2019 SPECIAL CONDITIONS PAGE 6 OF 29 any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law E. Nothing in this condition, including in paragraph 4.13., shall be understood to relieve any recipient, any subrecipient at any tier, or any person or other entity, of any obligation otherwise imposed by law, including 8 U.S.C. 1324a(a)(1) and (2). Questions about E- Verify should be directed to DHS. For more information about E- Verify visit the E- Verify website (https: / /www.e- verify.gov /) or email E- Verify at E- Verify gdhs.gov. E -Verify employer agents can email E- Verify at E- VerifyEmployerAgent@dhs.gov. Questions about the meaning or scope of this condition should be directed to OJP, before award acceptance 10. Requirement to report actual or imminent breach of personally identifiable information (Pll) The recipient (and any "subrecipient" at any tier) must have written procedures in place to respond in the event of an actual or imminent "breach" (OMB M- 17 -12) if it (or a subrecipient) -- (1) creates, collects, uses, processes, stores, maintains, disseminates, discloses, or disposes of "personally identifiable information (Pll)" (2 CFR 200.79) within the scope of an OJP grant- funded program or activity, or (2) uses or operates a "Federal information system" (OMB Circular A -130). The recipient's breach procedures must include a requirement to report actual or imminent breach of PH to an OJP Program Manager no later than 24 hours after an occurrence of an actual breach, or the detection of an imminent breach. 11. All subawards ( "subgrants ") must have specific federal authorization The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements for authorization of any subaward. This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a "subaward" (and therefore does not consider a procurement "contract"), The details of the requirement for authorization of any subaward are posted on the OJP web site at https: / /ojp.gov/ funding /Exp lore /SubawardAuthorization.htm (Award condition: All subawards ( "subgrants ") must have specific federal authorization), and are incorporated by reference here. 12. Specific post -award approval required to use a noncompetitive approach in any procurement contract that would exceed 5250,000 The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements to obtain specific advance approval to use a noncompetitive approach in any procurement contract that would exceed the Simplified Acquisition Threshold (currently, $250,000). This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a procurement "contract" (and therefore does not consider a subaward). The details of the requirement for advance approval to use a noncompetitive approach in a procurement contract under an OJP award are posted on the OJP web site at https: / /ojp.gov/ funding / Explore /NoncompetitiveProcurement.htm (Award condition: Specific post -award approval required to use a noncompetitive approach in a procurement contract (if contract would exceed $250,000)), and are incorporated by reference here. OJP FORM 4000;2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION ffi F 2 Bureau of Justice Assistance SHEET PACE 7 OF 29 Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 SPEC /AL CONDITIONS 13. Unreasonable restrictions on competition under the award; association with federal government SCOPE. This condition applies with respect to any procurement of property or services that is funded (in whole or in part) by this award, whether by the recipient or by any subrecipient at any tier, and regardless of the dollar amount of the purchase or acquisition, the method of procurement, or the nature of any legal instrument used. The provisions of this condition must be among those included in any subaward (at any tier). L No discrimination, in procurement transactions, against associates of the federal government Consistent with the (DOJ) Part 200 Uniform Requirements -- including as set out at 2 C.F.R. 200.300 (requiring awards to be "manage[d] and administer[ed] in a manner so as to ensure that Federal funding is expended and associated programs are implemented in full accordance with U.S. statutory and public policy requirements ") and 200.319(a) (generally requiring "[a]II procurement transactions [to] be conducted in a manner providing full and open competition" and forbidding practices "restrictive of competition," such as "[p]lacing unreasonable requirements on firms in order for them to qualify to do business" and taking "[a]ny arbitrary action in the procurement process ") -- no recipient (or subrecipient, at any tier) may (in any procurement transaction) discriminate against any person or entity on the basis of such person or entity's status as an "associate of the federal government" (or on the basis of such person or entity's status as a parent, affiliate, or subsidiary of such an associate), except as expressly set out in 2 C.F.R. 200.319(a) or as specifically authorized by USDOJ. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition. 4. Rules of construction A. The term "associate of the federal government" means any person or entity engaged or employed (in the past or at present) by or on behalf of the federal government -- as an employee, contractor or subcontractor (at any tier), grant recipient or - subrecipient (at any tier), agent, or otherwise -- in undertaking any work, project, or activity for or on behalf of (or in providing goods or services to or on behalf of) the federal government, and includes any applicant for such employment or engagement, and any person or entity committed by legal instrument to undertake any such work, project, or activity (or to provide such goods or services) in future. B. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION s 2 Bureau of Justice Assistance SHEET Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 SPECIAL CONDITIONS PAGE 8 OF 29 14. Requirements pertaining to prohibited conduct related to trafficking in persons (including reporting requirements and OJP authority to terminate award) The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements (including requirements to report allegations) pertaining to prohibited conduct related to the trafficking of persons, whether on the part of recipients, subrecipients ( "subgrantees "), or individuals defined (for purposes of this condition) as "employees" of the recipient or of any subrecipient. The details of the recipient's obligations related to prohibited conduct related to trafficking in persons are posted on the OJP web site at https: / /ojp.gov/ funding/ Explore/ ProhibitedConduct- Trafficking.htm (Award condition: Prohibited conduct by recipients and subrecipients related to trafficking in persons (including reporting requirements and OJP authority to terminate award)), and are incorporated by reference here. 15. Determination of suitability to interact with participating minors SCOPE. This condition applies to this award if it is indicated -- in the application for the award (as approved by DOJ)(or in the application for any subaward, at any tier), the DOJ funding announcement (solicitation), or an associated federal statute -- that a purpose of some or all of the activities to be carried out under the award (whether by the recipient, or a subrecipient at any tier) is to benefit a set of individuals under 18 years of age. The recipient, and any subrecipient at any tier, must make determinations of suitability before certain individuals may interact with participating minors. This requirement applies regardless of an individual's employment status. The details of this requirement are posted on the OJP web site at https: / /ojp.gov /funding /Explore /Interact - Minors.htm (Award condition: Determination of suitability required, in advance, for certain individuals who may interact with participating minors), and are incorporated by reference here. 16. Compliance with applicable rules regarding approval, planning, and reporting of conferences, meetings, trainings, and other events The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable laws, regulations, policies, and official DOJ guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences (as that term is defined by DOJ), including the provision of food and /or beverages at such conferences, and costs of attendance at such conferences. Information on the pertinent DOJ definition of conferences and the rules applicable to this award appears in the DOJ Grants Financial Guide (currently, as section 3. 10 of "Postaward Requirements" in the "DOJ Grants Financial Guide "). 17. Requirement for data on performance and effectiveness under the award The recipient must collect and maintain data that measure the performance and effectiveness of work under this award. The data must be provided to OJP in the manner (including within the timeframes) specified by OJP in the program solicitation or other applicable written guidance. Data collection supports compliance with the Government Performance and Results Act (GPRA) and the GPRA Modernization Act of 2010, and other applicable laws. 18. OJP Training Guiding Principles Any training or training materials that the recipient -- or any subrecipient ( "subgrantee ") at any tier -- develops or delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at https: / /ojp.gov/ funding / Implement /TrainingPrinciplesForGrantees- Subgrantees.htm. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs s Bureau of Justice Assistance PROJECT NUMBER 2019 -DJ -BX -0828 AWARD CONTINUATION SHEET Grant AWARD DATE 09/18,,2019 SPECIAL CONDITIONS 19. Effect of failure to address audit issues PAGE 9 OF 29 The recipient understands and agrees that the DOJ awarding agency (OJP or OV W, as appropriate) may withhold award funds, or may impose other related requirements, if (as determined by the DOJ awarding agency) the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of DOJ awards. 20. Potential imposition of additional requirements The recipient agrees to comply with any additional requirements that may be imposed by the DOJ awarding agency (OJP or OV W, as appropriate) during the period of performance for this award, if the recipient is designated as "high - risk" for purposes of the DOJ high -risk grantee list. 21. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 42 The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 42, specifically including any applicable requirements in Subpart E of 28 C.F.R. Part 42 that relate to an equal employment opportunity program. 22. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 54 The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 54, which relates to nondiscrimination on the basis of sex in certain "education programs." 23. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 38 The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 38 (as may be applicable from time to time), specifically including any applicable requirements regarding written notice to program beneficiaries and prospective program beneficiaries. Currently, among other things, 28 C.F.R. Part 38 includes rules that prohibit specific forms of discrimination on the basis of religion, a religious belief, a refusal to hold a religious belief, or refusal to attend or participate in a religious practice. Part 38, currently, also sets out rules and requirements that pertain to recipient and subrecipient ( "subgrantee ") organizations that engage in or conduct explicitly religious activities, as well as rules and requirements that pertain to recipients and subrecipients that are faith -based or religious organizations. The text of 28 C.F.R. Part 38 is available via the Electronic Code of Federal Regulations (currently accessible at https: / /www.ecfr.gov /cgi- bin /ECFR ?page— browse), by browsing to Title 28- Judicial Administration, Chapter 1, Part 38, under e -CFR "current" data. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice i I Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PAGE io of 29 �$`h Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 SPECIAL CONDITIONS 24. Restrictions on "lobbying" In general, as a matter of federal law, federal funds awarded by OJP may not be used by the recipient, or any subrecipient ( "subgrantee ") at any tier, either directly or indirectly, to support or oppose the enactment, repeal, modification, or adoption of any law, regulation, or policy, at any level of government. See 18 U.S.C. 1913. (There may be exceptions if an applicable federal statute specifically authorizes certain activities that otherwise would be barred by law.) Another federal law generally prohibits federal funds awarded by OJP from being used by the recipient, or any subrecipient at any tier, to pay any person to influence (or attempt to influence) a federal agency, a Member of Congress, or Congress (or an official or employee of any of them) with respect to the awarding of a federal grant or cooperative agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as renewing, extending, or modifying any such award. See 31 U.S.C. 1352. Certain exceptions to this law apply, including an exception that applies to Indian tribes and tribal organizations. Should any question arise as to whether a particular use of federal funds by a recipient (or subrecipient) would or might fall within the scope of these prohibitions, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. 25. Compliance with general appropriations -law restrictions on the use of federal funds (FY 2019) The recipient, and any subrecipient ('subgrantee ") at any tier, must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes. Pertinent restrictions, including from various "general provisions" in the Consolidated Appropriations Act, 2019, are set out at https: / /ojp.gov /funding /Explore /FY 19Appropriations Restrictions. htm, and are incorporated by reference here. Should a question arise as to whether a particular use of federal funds by a recipient (or a subrecipient) would or might fall within the scope of an appropriations -law restriction, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. 26. Reporting potential fraud, waste, and abuse, and similar misconduct The recipient and any subrecipients ( "subgrantees ") must promptly refer to the DOJ Office of the Inspector General (OIG) any credible evidence that a principal, employee, agent, subrecipient, contractor, subcontractor, or other person has, in connection with funds under this award -- (1) submitted a claim that violates the False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct. Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the OIG by - -(1) online submission accessible via the OIG webpage at https: / /oig.justice.gov /hotline /contact - grants.htm (select "Submit Report Online "); (2) mail directed to: Office of the Inspector General, U.S. Department of Justice, Investigations Division, 1425 New York Avenue, N.W. Suite 7100, Washington, DC 20530; and /or (3) by facsimile directed to the DOJ OIG Fraud Detection Office (Attn: Grantee Reporting) at (202) 616 -9881 (fax). Additional information is available from the DOJ OIG website at https: / /oig.justice.gov /hotline. OUP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs z Bureau of Justice Assistance PROJECT NUMBER 2019 -DJ -BX -0828 AWARD CONTINUATION SHEET Grant AWARD DATE 09/18/2019 SPECIAL CONDITIONS 27. Restrictions and certifications regarding non - disclosure agreements and related matters PAGE 11 OF 29 No recipient or subrecipient ( "subgrantee ") under this award, or entity that receives a procurement contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. 1. In accepting this award, the recipient -- a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b_ certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 2. If the recipient does or is authorized under this award to make subawards ( "subgrants "), procurement contracts, or both -- a. it represents that -- ( I ) it has determined that no other entity that the recipient's application proposes may or will receive award funds (whether through a subaward ( "subgrant "), procurement contract, or subcontract under a procurement contract) either requires or has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and (2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds to or by that entity, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. OJP FORM 4000/2 (REV_ 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION F Bu re a u o f Jus ti ce Assistance SHEET PACE 12 OF 29 Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 0918/2019 SPECIAL CONDITIONS 28. Compliance with 41 U.S.C. 4712 (including prohibitions on reprisal; notice to employees) The recipient (and any subrecipient at any tier) must comply with, and is subject to, all applicable provisions of 41 U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant. The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of employee rights and remedies under 41 U.S.C. 4712. Should a question arise as to the applicability of the provisions of 41 U.S.C. 4712 to this award, the recipient is to contact the DOJ awarding agency (OJP or OV W, as appropriate) for guidance. 29. Encouragement of policies to ban text messaging while driving Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg. 51225 (October I, 2009), DOJ encourages recipients and subrecipients ( "subgrantees ") to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this award, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. 30. Requirement to disclose whether recipient is designated "high risk" by a federal grant- making agency outside of DOJ If the recipient is designated "high risk" by a federal grant- making agency outside of DOJ, currently or at any time during the course of the period of performance under this award, the recipient must disclose that fact and certain related information to OJP by email at OJP. ComplianceReporting @ojp.usdoj.gov. For purposes of this disclosure, high risk includes any status under which a federal awarding agency provides additional oversight due to the recipient's past performance, or other programmatic or financial concerns with the recipient. The recipient's disclosure must include the following: 1. The federal awarding agency that currently designates the recipient high risk, 2. The date the recipient was designated high risk, 3. The high -risk point of contact at that federal awarding agency (name, phone number, and email address), and 4. The reasons for the high -risk status, as set out by the federal awarding agency. OJP FORM 4000/2 (REV. 4 -88) I PROJECT NUMBER I U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance 2019 -DJ -BX -0828 AWARD CONTINUATION SHEET Grant AWARD DATE 09/18/2019 SPECIAL CONDITIONS PAGE 13 OF 29 31. Noninterference (within the funded "program or activity ") with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance 1. With respect to the "program or activity" funded in whole or part under this award (including any such program or activity of any subrecipient at any tier), throughout the period of performance, no State or local government entity, - agency, or - official may prohibit or in any way restrict -- (1) any government entity or - official from sending or receiving information regarding citizenship or immigration status as described in 8 U.S.C. 1373(a); or (2) a government entity or - agency from sending, requesting or receiving, maintaining, or exchanging information regarding immigration status as described in either 8 U.S.C. 1373(b) or 1644. Any prohibition (or restriction) that violates this condition is an "information- communication restriction" under this award. 2. The recipient's monitoring responsibilities include monitoring of subrecipient compliance with the requirements of this condition. 3. Allowable costs. Compliance with these requirements is an authorized and priority purpose of this award. To the extent that such costs are not reimbursed under any other federal program, award fiords may be obligated for the reasonable, necessary, and allocable costs (if any) that the recipient, or any subrecipient at any tier that is a State, a local government, or a public institution of higher education, incurs to implement this condition. 4. Rules of Construction A. For purposes of this condition ( I ) "State" and "local government" include any agency or other entity thereof, but not any institution of higher education or any Indian tribe. (2) A "public" institution of higher education is defined as one that is owned, controlled, or directly funded (in whole or in substantial part) by a State or local government. (Such a public institution is considered to be a "government entity," and its officials to be "government officials. ") (3) "Program or activity" means what it means under title Vl of the Civil Rights Act of 1964 (see 42 U.S.C. 2000d -4a). (4) "Immigration status" means what it means under 8 U.S.C. 1373 and 8 U.S.C. 1644; and terms that are defined in 8 U.S.C. 1 101 mean what they mean under that section I 101, except that "State" also includes American Samoa. (5) Pursuant to the provisions set out at (or referenced in) 8 U.S.C. 1551 note ( "Abolition ... and Transfer of Functions "), references to the "Immigration and Naturalization Service" in 8 U.S.C. 1373 and 1644 are to be read as references to particular components of the Department of Homeland Security (DIIS). B. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, any State or local government, any public institution of higher education, or any other entity (or individual) to violate any federal law, including any applicable civil rights or nondiscrimination law. IMPORTANT NOTE: Any questions about the meaning or scope of this condition should be directed to OJP, before award acceptance. ON FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs F Bureau of Justice Assistance PROJECT NUMBER 2019 -DJ -BX -0828 AWARD CONTINUATION SHEET Grant AWARD DATE 09/18/2019 PAGE 14 OF 29 SPECIAL CONDITIONS 32. No use of funds to interfere with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance 1. Throughout the period of performance, no State or local government entity, - agency, or - official may use funds under this award (including under any subaward, at any tier) to prohibit or in any way restrict -- (1) any government entity or - official from sending or receiving information regarding citizenship or immigration status as described in 8 U.S.C. 1373(a); or (2) a government entity or - agency from sending, requesting or receiving, maintaining, or exchanging information regarding immigration status as described in either 8 U.S.C. 1373(b) or 1644. Any prohibition (or restriction) that violates this condition is an "information- communication restriction" under this award. 2. The recipient's monitoring responsibilities include monitoring of subrecipient compliance with the requirements of this condition. 3. Allowable costs. Compliance with these requirements is an authorized and priority purpose of this award. To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) that the recipient, or any subrecipient at any tier that is a State, a local government, or a public institution of higher education, incurs to implement this condition. 4. Rules of Construction. Both the "Rules of Construction" and the "Important Note" set out in the "Noninterference (within the funded "program or activity ") with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance" condition are incorporated by reference as though set forth here in full. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION x i " Bureau of Justice Assistance SHEET PACE 15 OF 29 Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 SPECIAL CONDITIONS 33. Authority to obligate award funds contingent on noninterference (within the funded "program or activity ") with federal law enforcement: 8 U.S.C. 1373 and 1644; unallowable costs; notification 1. If the recipient is a "State," a local government, or a "public" institution of higher education: A. The recipient may not obligate award funds if, at the time of the obligation, the "program or activity" of the recipient (or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that is funded in whole or in part with award funds is subject to any "information- communication restriction." B. In addition, with respect to any project costs it incurs "at risk," the recipient may not obligate award funds to reimburse itself if -- at the time it incurs such costs -- the program or activity of the recipient (or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that would be reimbursed in whole or in part with award funds was subject to any information- communication restriction. C. Any drawdown of award funds by the recipient shall be considered, for all purposes, to be a material representation by the recipient to OJP that, as of the date the recipient requests the drawdown, the recipient and each subrecipient (regardless of tier) that is a State, local government, or public institution of higher education, is in compliance with the award condition entitled "Noninterference (within the funded 'program or activity') with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance." D. The recipient must promptly notify OJP (in writing) if the recipient, from its requisite monitoring of compliance with award conditions or otherwise, has credible evidence that indicates that the funded program or activity of the recipient, or of any subrecipient at any tier that is either a State or a local government or a public institution of higher education, may be subject to any information- communication restriction. In addition, any subaward (at any tier) to a subrecipient that is a State, a local government, or a public institution of higher education must require prompt notification to the entity that made the subaward, should the subrecipient have such credible evidence regarding an information - communication restriction. 2. Any subaward (at any tier) to a subrecipient that is a State, a local government, or a public institution of higher education must provide that the subrecipient may not obligate award funds if, at the time of the obligation, the program or activity of the subrecipient (or of any further such subrecipient at any tier) that is funded in whole or in part with award funds is subject to any information- communication restriction. 3. Absent an express written determination by DOJ to the contrary, based upon a finding by DOJ of compelling circumstances (e.g., a small amount of award funds obligated by the recipient at the time of a subrecipient's minor and transitory non - compliance, which was unknown to the recipient despite diligent monitoring), any obligations of award funds that, under this condition, may not be made shall be unallowable costs for purposes of this award. In making any such determination, DOJ will give great weight to evidence submitted by the recipient that demonstrates diligent monitoring of subrecipient compliance with the requirements set out in the "Noninterference ... 8 U.S.C. 1373 and 1644; ongoing compliance" award condition. 4. Rules of Construction A. For purposes of this condition "information- communication restriction" has the meaning set out in the "Noninterference ... 8 U.S.C. 1373 and 1644; ongoing compliance" condition. B. Both the "Rules of Construction" and the "Important Note" set out in the "Noninterference ... 8 U.S.C. 1373 and 1644; ongoing compliance" condition are incorporated by reference as though set forth here in full. OJP FORM 400012 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PACE 16 OF 29 Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09,18,2019 SPECIAL CONDITIONS 34. Authority to obligate award funds contingent on no use of funds to interfere with federal law enforcement: 8 U.S.C. 1373 and 1644; unallowable costs; notification 1. If the recipient is a "State," a local government, or a "public" institution of higher education: A. The recipient may not obligate award funds if, at the time of the obligation, the "program or activity" of the recipient (or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that is funded in whole or in part with award funds is subject to any "information- communication restriction." B. In addition, with respect to any project costs it incurs "at risk," the recipient may not obligate award funds to reimburse itself if -- at the time it incurs such costs -- the program or activity of the recipient (or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that would be reimbursed in whole or in part with award funds was subject to any information- communication restriction. C. Any drawdown of award funds by the recipient shall be considered, for all purposes, to be a material representation by the recipient to OJP that, as of the date the recipient requests the drawdown, the recipient and each subrecipient (regardless of tier) that is a State, local government, or public institution of higher education, is in compliance with the award condition entitled "No use of funds to interfere with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance." D. The recipient must promptly notify OJP (in writing) if the recipient, from its requisite monitoring of compliance with award conditions or otherwise, has credible evidence that indicates that the funded program or activity of the recipient, or of any subrecipient at any tier that is either a State or a local government or a public institution of higher education, may be subject to any information - communication restriction. In addition, any subaward (at any tier) to a subrecipient that is a State, a local government, or a public institution of higher education must require prompt notification to the entity that made the subaward, should the subrecipient have such credible evidence regarding an information - communication restriction. 2. Any subaward (at any tier) to a subrecipient that is a State, a local government, or a public institution of higher education must provide that the subrecipient may not obligate award funds if, at the time of the obligation, the program or activity of the subrecipient (or of any further such subrecipient at any tier) that is funded in whole or in part with award funds is subject to any information- communication restriction. 3. Absent an express written determination by DOJ to the contrary, based upon a finding by DOJ of compelling circumstances (e.g., a small amount of award funds obligated by the recipient at the time of a subrecipient's minor and transitory non - compliance, which was unknown to the recipient despite diligent monitoring), any obligations of award funds that, under this condition, may not be made shall be unallowable costs for purposes of this award. In making any such determination, DOJ will give great weight to evidence submitted by the recipient that demonstrates diligent monitoring of subrecipient compliance with the requirements set out in the "No use of funds to interfere ... 8 U.S.C. 1373 and 1644; ongoing compliance" award condition. 4. Rules of Construction. The "Rules of Construction" set out in the "Authority to obligate award funds contingent on noninterference (within the funded "program or activity ") with federal law enforcement: 8 U.S.C. 1373 and 1644; unallowable costs; notification" condition are incorporated by reference as though set forth here in full. OJP FORM 4000;2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PAGE 17 OF 29 a., Grant i PROJECT NUMBER 2019 -DJ -BX 0828 AWARD DATE 0918,2019 SPECIAL CONDITIONS 35. Noninterference (within the funded "program or activity ") with federal law enforcement: No public disclosure of certain law enforcement sensitive information SCOPE. This condition applies with respect to the "program or activity" that is funded (in whole or in part) by the award, as of the date the recipient accepts this award, and throughout the remainder of the period of performance. Its provisions must be among those included in any subaward (at any tier). L Noninterference: No public disclosure of federal law enforcement information in order to conceal, harbor, or shield Consistent with the purposes and objectives of federal law enforcement statutes and federal criminal law (including 8 U.S.C. 1324 and 18 U.S.C. chs. 1, 49, 227), no public disclosure may be made of any federal law enforcement information in a direct or indirect attempt to conceal, harbor, or shield from detection any fugitive from justice under 18 U.S.C. ch. 49, or any alien who has come to, entered, or remains in the United States in violation of 8 U.S.C. ch. 12 -- without regard to whether such disclosure would constitute (or could form a predicate for) a violation of 18 U.S.C. 1071 or 1072 or of 8 U.S.C. 1324(a). 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions (e.g., training) designed to ensure compliance with this condition. 4. Rules of construction A. For purposes of this condition -- ( I ) the term "alien" means what it means under section 101 of the Immigration and Nationality Act (see 8 U.S.C. ( 101(a)(3)); (2) the term "federal law enforcement information" means law enforcement sensitive information communicated or made available, by the federal government, to a State or local government entity, - agency, or - official, through any means, including, without limitation -- (1) through any database, (2) in connection with any law enforcement partnership or - task - force, (3) in connection with any request for law enforcement assistance or - cooperation, or (4) through any deconfliction (or courtesy) notice of planned, imminent, commencing, continuing, or impending federal law enforcement activity; (3) the term "law enforcement sensitive information" means records or information compiled for any law enforcement purpose; and (4) the term "public disclosure" means any communication or release other than one -- (a) within the recipient, or (b) to any subrecipient (at any tier) that is a government entity. B. Both the "Rules of Construction" and the "Important Note" set out in the "Noninterference (within the funded 'program or activity') with federal law enforcement: 8 U.S.C. 1373 and 1644 and ongoing compliance" award condition are incorporated by reference as though set forth here in full. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs F Bureau of Justice Assistance PROJECT NUMBER 2019 -DJ -BX -0828 AWARD CONTINUATION SHEET Grant AWARD DATE 09/18/2019 PAGE 18 OF 29 SPECIAL CONDITIONS 36. No use of funds to interfere with federal law enforcement: No public disclosure of certain law enforcement sensitive information SCOPE. This condition applies as of the date the recipient accepts this award, and throughout the remainder of the period of performance. Its provisions must be among those included in any subaward (at any tier). 1. No use of funds to interfere: No public disclosure of federal law enforcement information in order to conceal, harbor, or shield Consistent with the purposes and objectives of federal law enforcement statutes and federal criminal law (including 8 U.S.C. 1324 and 18 U.S.C. chs. 1, 49, 227), no funds under this award may be used to make any public disclosure of any federal law enforcement information in a direct or indirect attempt to conceal, harbor, or shield from detection any fugitive from justice under 18 U.S.C. ch. 49, or any alien who has come to, entered, or remains in the United States in violation of 8 U.S.C. ch. 12 -- without regard to whether such disclosure would constitute (or could form a predicate for) a violation of 18 U.S.C. 1071 or 1072 or of 8 U.S.C. 1324(a). 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions (e.g., training) designed to ensure compliance with this condition. 4. Rules of construction. The "Rules of Construction" set out in the "Noninterference (within the funded "program or activity ") with federal law enforcement: No public disclosure of certain law enforcement sensitive information" award condition are incorporated by reference as though set forth here in full. OJP FORM 4000;2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs g Bureau of Justice Assistance AWARD CONTINUATION SHEET PAGE 19 OF 29 Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09,18/2019 SPECIAL CONDITIONS 37. Noninterference (within the funded "program or activity ") with federal law enforcement: Interrogation of certain aliens SCOPE. This condition applies with respect to the "program or activity" that is funded (in whole or in part) by this award, as of the date the recipient accepts this award, and throughout the remainder of the period of performance for the award. Its provisions must be among those included in any subaward (at any tier). I. Noninterference with statutory law enforcement access to correctional facilities Consonant with federal law enforcement statutes and regulations -- including 8 U.S.C. 1357(a), under which certain federal officers and employees "have power without warrant ... to interrogate any alien or person believed to be an alien as to his right to be or to remain in the United States," and 8 C.F.R. 287.5(a), under which that power may be exercised "anywhere in or outside the United States" -- within the funded program or activity, no State or local government entity, - agency, or - official may interfere with the exercise of that power to interrogate "without warrant" (by agents of the United States acting under color of federal law) by impeding access to any State or local government (or government- contracted) correctional facility by such agents for the purpose of "interrogat[ing] any alien or person believed to be an alien as to his [or her] right to be or to remain in the United States." 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions (e.g., training) designed to ensure compliance with this condition. 4. Rules of construction A. For purposes of this condition: (1) The term "alien" means what it means under section 101 of the Immigration and Nationality Act (INA) (see 8 U.S.C. II01(a)(3)). (2) The term "correctional facility" means what it means under the title I of the Omnibus Crime Control and Safe Streets Act of 1968 (see 34 U.S.C. 10251(a)(7)). (3) The term "impede" includes taking or continuing any action, or implementing or maintaining any law, policy, rule, or practice, that (a) is designed to prevent or to significantly delay or complicate, or (b) has the effect of preventing or of significantly delaying or complicating. B. Both the "Rules of Construction" and the "Important Note" set out in the "Noninterference (within the funded 'program or activity') with federal law enforcement: 8 U.S.C. 1373 and 1644 and ongoing compliance" award condition are incorporated by reference as though set forth here in full. OJP FORM 40002 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION F z Bureau of Justice Assistance SHEET PAGE zo of 29 a *F Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 SPECIAL CONDITIONS 38. No use of funds to interfere with federal law enforcement: Interrogation of certain aliens SCOPE. This condition applies as of the date the recipient accepts this award, and throughout the remainder of the period of performance for the award. Its provisions must be among those included in any subaward (at any tier). 1. No use of funds to interfere with statutory law enforcement access to correctional facilities Consonant with federal law enforcement statutes and regulations -- including 8 U.S.C. 1357(a), under which certain federal officers and employees "have power without warrant ... to interrogate any alien or person believed to be an alien as to his right to be or to remain in the United States," and 8 C.F.R. 287.5(a), under which that power may be exercised "anywhere in or outside the United States" -- no State or local government entity, - agency, or - official may use funds under this award to interfere with the exercise of that power to interrogate "without warrant" (by agents of the United States acting under color of federal law) by impeding access to any State or local government (or government - contracted) correctional facility by such agents for the purpose of "interrogat[ing] any alien or person believed to be an alien as to his [or her] right to be or to remain in the United States." 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions (e.g., training) designed to ensure compliance with this condition. 4. Rules of construction. The "Rules of Construction" set out in the "Noninterference (within the funded "program or activity ") with federal law enforcement: Interrogation of certain aliens" award condition are incorporated by reference as though set forth here in full. OJP FORM 4000;2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION s Bureau of Justice Assistance SHEET PACE 21 of 29 ' Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 SPECIAL CONDITIONS 39. Noninterference (within the funded "program or activity ") with federal law enforcement: Notice of scheduled release SCOPE. This condition applies with respect to the "program or activity" that is funded (in whole or in part) by the award, as of the date the recipient accepts the award, and throughout the remainder of the period of performance. Its provisions must be among those included in any subaward at any tier. 1. Noninterference with "removal" process: Notice of scheduled release date and time Consonant with federal law enforcement statutes -- including 8 U.S.C. 1231 (for an alien incarcerated by a State or local government, a 90 -day "removal period" during which the federal government "shall" detain and then "shall" remove an alien from the U.S. "begins" no later than "the date the alien is released from ... confinement "; also, the federal government is expressly authorized to make payments to a "State or a political subdivision of the State ... with respect to the incarceration of [an] undocumented criminal alien "); 8 U.S.C. 1226 (the federal government "shall take into custody" certain criminal aliens "when the alien is released "); and 8 U.S.C. 1366 (requiring an annual DOJ report to Congress on "the number of illegal alien[ felons] in Federal and State prisons" and programs underway "to ensure the prompt removal" from the U.S. of removable "criminal aliens ") -- within the funded program or activity, no State or local government entity, - agency, or - official (including a government- contracted correctional facility) may interfere with the "removal" process by failing to provide -- as early as practicable (see para. 4.C. below) -- advance notice to DHS of the scheduled release date and time for a particular alien, if a State or local government (or government - contracted) correctional facility receives from DHS a formal written request pursuant to the INA that seeks such advance notice. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions (e.g., training) designed to ensure compliance with this condition. 4. Rules of construction A. The "Rules of Construction" set out in the "Noninterference (within the funded "program or activity ") with federal law enforcement: Interrogation of certain aliens" award condition are incorporated by reference as though set forth here in full. B. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, any State or local government, or any other entity or individual to maintain (or detain) any individual in custody beyond the date and time the individual otherwise would have been released. C. Applicability (1) Current DHS practice is ordinarily to request advance notice of scheduled release "as early as practicable (at least 48 hours, if possible)." (See DHS Form 1 -247A (3/17)). If (e.g., in light of the date DHS made such request) the scheduled release date and time for an alien are such as not to allow for the advance notice that DHS has requested, it shall NOT be a violation of this condition to provide only as much advance notice as practicable. (2) Current DHS practice is to use the same form for a second, distinct purpose -- to request that an individual be detained for up to 48 hours AFTER the scheduled release. This condition does NOT encompass such DHS requests for detention. ON FORM 4000,2 (REV_ 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION 4 2 Bureau of Justice Assistance SHEET Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09,18 2019 SPECIAL CONDITIONS 40. No use of funds to interfere with federal law enforcement: Notice of scheduled release PAGE 22 OF 29 SCOPE. This condition applies as of the date the recipient accepts the award, and throughout the remainder of the period of performance. Its provisions must be among those included in any subaward at any tier. I. No use of funds to interfere with "removal" process: Notice of scheduled release date and time Consonant with federal law enforcement statutes -- including 8 U.S.C. 1231 (for an alien incarcerated by a State or local government, a 90 -day "removal period" during which the federal government "shall" detain and then "shall" remove an alien from the U.S. "begins" no later than "the date the alien is released from ... confinement% also, the federal government is expressly authorized to make payments to a "State or a political subdivision of the State ... with respect to the incarceration of [an] undocumented criminal alien"); 8 U.S.C. 1226 (the federal government "shall take into custody" certain criminal aliens "when the alien is released "); and 8 U.S.C. 1366 (requiring an annual DOJ report to Congress on "the number of illegal alien[ felons] in Federal and State prisons" and programs underway "to ensure the prompt removal" from the U.S. of removable "criminal aliens ") -- no State or local government entity, - agency, or - official (including a government- contracted correctional facility) may use funds under this award to interfere with the "removal" process by failing to provide -- as early as practicable (see para. 4.C. below) -- advance notice to DHS of the scheduled release date and time for a particular alien, if a State or local government (or government- contracted) correctional facility receives from DHS a formal written request pursuant to the INA that seeks such advance notice. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions (e.g., training) designed to ensure compliance with this condition. 4. Rules of construction. The "Rules of Construction" set out in the "Noninterference (within the funded "program or activity ") with federal law enforcement: Notice of scheduled release" award condition are incorporated by reference as though set forth here in full. 41. Requirement to collect certain information from subrecipients Except as provided in this condition, the recipient may not make a subaward to a State, a local government, or a "public" institution of higher education, unless it first obtains from the proposed subrecipient responses to the questions identified in the program solicitation as "Information regarding Communication with the Department of Homeland Security (DHS) and /or Immigration and Customs Enforcement (ICE)." All subrecipient responses must be collected and maintained by the recipient, consistent with document retention requirements, and must be made available to DOJ upon request. Responses to these questions are not required from subrecipients that are either a tribal government /organization, a nonprofit organization, or a private institution of higher education. OJP FORM 4000.2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PACE 23 of 29 Grant PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/182019 SPECIAL CONDITIONS 42. Cooperating with OJP Monitoring The recipient agrees to cooperate with ON monitoring of this award pursuant to OJP's guidelines, protocols, and procedures, and to cooperate with OJP (including the grant manager for this award and the Office of Chief Financial Officer (OCFO)) requests related to such monitoring, including requests related to desk reviews and/or site visits. The recipient agrees to provide to OJP all documentation necessary for OJP to complete its monitoring tasks, including documentation related to any subawards made under this award. Further, the recipient agrees to abide by reasonable deadlines set by OJP for providing the requested documents. Failure to cooperate with OJP's monitoring activities may result in actions that affect the recipient's DOJ awards, including, but not limited to: withholdings and /or other restrictions on the recipient's access to award funds; referral to the DOJ OIG for audit review; designation of the recipient as a DOJ High Risk grantee; or termination of an award(s). 43. FFATA reporting: Subawards and executive compensation The recipient must comply with applicable requirements to report first -tier subawards ( "subgrants ") of $25,000 or more and, in certain circumstances, to report the names and total compensation of the five most highly compensated executives of the recipient and first -tier subrecipients (first -tier "subgrantees ") of award funds. The details of recipient obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 ( FFATA), are posted on the OJP web site at https: / /ojp.gov /funding /Explore /FFATA.htm (Award condition: Reporting Subawards and Executive Compensation), and are incorporated by reference here. This condition, including its reporting requirement, does not apply to -- (l) an award of less than $25,000, or (2) an award made to an individual who received the award as a natural person (i.e., unrelated to any business or non - profit organization that he or she may own or operate in his or her name). 44. Required monitoring of subawards The recipient must monitor subawards under this award in accordance with all applicable statutes, regulations, award conditions, and the DOJ Grants Financial Guide, and must include the applicable conditions of this award in any subaward. Among other things, the recipient is responsible for oversight of subrecipient spending and monitoring of specific outcomes and benefits attributable to use of award funds by subrecipients. The recipient agrees to submit, upon request, documentation of its policies and procedures for monitoring of subawards under this award. 45. Use of program income Program income (as defined in the Part 200 Uniform Requirements) must be used in accordance with the provisions of the Part 200 Uniform Requirements. Program income earnings and expenditures both must be reported on the quarterly Federal Financial Report, SF 425. 46. Justice Information Sharing Information sharing projects funded under this award must comply with DOJ's Global Justice Information Sharing Initiative (Global) guidelines. The recipient (and any subrecipient at any tier) must conform to the Global Standards Package (GSP) and all constituent elements, where applicable, as described at: https:/ / it.ojp.gov/ gsp_grantcondition. The recipient (and any subrecipient at any tier) must document planned approaches to information sharing and describe compliance with the GSP and appropriate privacy policy that protects shared information, or provide detailed justification for why an alternative approach is recommended. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PAGE 24 of 29 Grant i PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18,2019 SPECIAL CONDITIONS 47. Avoidance of duplication of networks To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information sharing systems which involve interstate connectivity between jurisdictions, such systems shall employ, to the extent possible, existing networks as the communication backbone to achieve interstate connectivity, unless the recipient can demonstrate to the satisfaction of BJA that this requirement would not be cost effective or would impair the functionality of an existing or proposed IT system. 48. Compliance with 28 C.F.R. Part 23 With respect to any information technology system funded or supported by funds under this award, the recipient (and any subrecipient at any tier) must comply with 28 C.F.R. Part 23, Criminal Intelligence Systems Operating Policies, if OJP determines this regulation to be applicable. Should OR determine 28 C.F.R. Part 23 to be applicable, OR may, at its discretion, perform audits of the system, as per the regulation. Should any violation of 28 C.F.R. Part 23 occur, the recipient may be fined as per 34 U.S.C. 10231(c) -(d). The recipient may not satisfy such a fine with federal funds. 49. Protection of human research subjects The recipient (and any subrecipient at any tier) must comply with the requirements of 28 C.F.R. Part 46 and all OJP policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. 50. Confidentiality of data The recipient (and any subrecipient at any tier) must comply with all confidentiality requirements of 34 U.S.C. 10231 and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. The recipient further agrees, as a condition of award approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular, 28 C.F.R. 22.23. 51. Verification and updating of recipient contact information The recipient must verify its Point of Contact(POC), Financial Point of Contact (FPOC), and Authorized Representative contact information in GMS, including telephone number and e -mail address. If any information is incorrect or has changed, a Grant Adjustment Notice (GAN) must be submitted via the Grants Management System (GMS) to document changes. OJP FORM 4000/2 (REV. 4 -88) I U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET Grant i PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE. 09,18 2019 SPECIAL CONDITIONS 52. Law enforcement task forces - required training PAGE 25 OF 29 Within 120 days of award acceptance, each current member of a law enforcement task force funded with award funds who is a task force commander, agency executive, task force officer, or other task force member of equivalent rank, must complete required online (internet- based) task force training. Additionally, all future task force members must complete this training once during the period of performance for this award, or once every four years if multiple OR awards include this requirement. The required training is available free of charge online through the BJA- funded Center for Task Force Integrity and Leadership (www.etfli.org). The training addresses task force effectiveness, as well as other key issues including privacy and civil liberties /rights, task force performance measurement, personnel selection, and task force oversight and accountability. If award funds are used to support a task force, the recipient must compile and maintain a task force personnel roster, along with course completion certificates. Additional information regarding the training is available through BJA's web site and the Center for Task Force Integrity and Leadership (www.ctfli.org). 53. Justification of consultant rate Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed justification must be submitted to and approved by the OJP program office prior to obligation or expenditure of such funds. 54. Submission of eligible records relevant to the National Instant Background Check System Consonant with federal statutes that pertain to firearms and background checks -- including 18 U.S.C. 922 and 34 U.S.C. ch. 409 -- if the recipient (or any subrecipient at any tier) uses this award to fund (in whole or in part) a specific project or program (such as a law enforcement, prosecution, or court program) that results in any court dispositions, information, or other records that are "eligible records" (under federal or State law) relevant to the National Instant Background Check System (NICS), or that has as one of its purposes the establishment or improvement of records systems that contain any court dispositions, information, or other records that are "eligible records" (under federal or State law) relevant to the NICS, the recipient (or subrecipient, if applicable) must ensure that all such court dispositions, information, or other records that are "eligible records" (under federal or State law) relevant to the NICS are promptly made available to the NICS or to the "State" repository/database that is electronically available to (and accessed by) the NICS, and -- when appropriate -- promptly must update, correct, modify, or remove such NICS - relevant "eligible records ". In the event of minor and transitory non - compliance, the recipient may submit evidence to demonstrate diligent monitoring of compliance with this condition (including subrecipient compliance). DOJ will give great weight to any such evidence in any express written determination regarding this condition. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PACE 26 of 29 ^' Grant - i PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/2019 i SPECIAL CONDITIONS 55. Compliance with National Environmental Policy Act and related statutes Upon request, the recipient (and any subrecipient at any tier) must assist BJA in complying with the National Environmental Policy Act (NEPA), the National Historic Preservation Act, and other related federal environmental impact analyses requirements in the use of these award funds, either directly by the recipient or by a subrecipient. Accordingly, the recipient agrees to first determine if any of the following activities will be funded by the grant, prior to obligating funds for any of these purposes. If it is determined that any of the following activities will be funded by the award, the recipient agrees to contact BJA. The recipient understands that this condition applies to new activities as set out below, whether or not they are being specifically funded with these award funds. That is, as long as the activity is being conducted by the recipient, a subrecipient, or any third party, and the activity needs to be undertaken in order to use these award funds, this condition must first be met. The activities covered by this condition are: a. New construction; b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area, including properties located within a 100 -year flood plain, a wetland, or habitat for endangered species, or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; d. Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or education environments; and e. Implementation of a program relating to clandestine methamphetamine laboratory operations, including the identification, seizure, or closure of clandestine methamphetamine laboratories. The recipient understands and agrees that complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement, as directed by BJA. The recipient further understands and agrees to the requirements for implementation of a Mitigation Plan, as detailed at https: / /bja.gov /Funding /nepa.html, for programs relating to methamphetamine laboratory operations. Application of This Condition to Recipient's Existing Programs or Activities: For any of the recipient's or its subrecipients' existing programs or activities that will be funded by these award funds, the recipient, upon specific request from BJA, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 56. Establishment of trust fund If award funds are being drawn down in advance, the recipient (or a subrecipient, with respect to a subaward) is required to establish a trust fund account. Recipients (and subrecipients) must maintain advance payments of federal awards in interest - bearing accounts, unless regulatory exclusions apply (2 C.F.R. 200.305(b)(8)). The trust fund, including any interest, may not be used to pay debts or expenses incurred by other activities beyond the scope of the Edward Byrne Memorial Justice Assistance Grant Program (JAG). The recipient also agrees to obligate the award funds in the trust fund (including any interest earned) during the period of performance for the award and expend within 90 days thereafter. Any unobligated or unexpended funds, including interest earned, must be returned to OJP at the time of closeout. L_ OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION R Bureau of Justice Assistance SHEET PAGE 27 OF 29 Grant I ICI PROJECT NUMBER 2019 -DJ -BX -08228 -- - — - AWARD DATE 0918;2019 SPECIAL CONDITIONS 57. Prohibition on use of award funds for match under BVP program JAG funds may not be used as the 50% match for purposes of the DOJ Bulletproof Vest Partnership (BVP) program. 58. Certification of body armor "mandatory wear' policies If recipient uses funds under this award to purchase body armor, the recipient must submit a signed certification that law enforcement agencies receiving body armor purchased with funds from this award have a written "mandatory wear" policy in effect. The recipient must keep signed certifications on file for any subrecipients planning to utilize funds from this award for ballistic- resistant and stab - resistant body armor purchases. This policy must be in place for at least all uniformed officers before any funds from this award may be used by an agency for body armor. There are no requirements regarding the nature of the policy other than it be a mandatory wear policy for all uniformed officers while on duty. 59. Body armor - compliance with NIJ standards and other requirements Ballistic- resistant and stab - resistant body armor purchased with JAG award funds may be purchased at any threat level, make or model, from any distributor or manufacturer, as long as the body armor has been tested and found to comply with applicable National Institute of Justice ballistic or stab standards and is listed on the NIJ Compliant Body Armor Model List (https: / /nij.gov/ topics /technology/ body- armor / Pages / compliant - ballistic - armor.aspx). In addition, ballistic - resistant and stab - resistant body armor purchased must be made in the United States and must be uniquely fitted, as set forth in 34 U.S.C. 10202(c)(1)(A). The latest NIJ standard information can be found here: https:/ / nij.gov/ topics/ technology/ body- armor/ pages/ safety - initiative.aspx. 60. Body armor - impact on eligibility for other program funds The recipient understands that the use of funds under this award for purchase of body armor may impact eligibility for funding under the Bulletproof Vest Partnership (BVP) program, a separate program operated by BJA, pursuant to the BVP statute at 34 USC 10531(c)(5). 61. Reporting requirements The recipient must submit quarterly Federal Financial Reports (SF -425) and semi - annual performance reports through OJP's GMS (https: / /grants.ojp.usdoj.gov). Consistent with the Department's responsibilities under the Government Performance and Results Act (GPRA) and the GPRA Modernization Act of 2010, the recipient must provide data that measure the results of its work. The recipient must submit quarterly performance metrics reports through BJA's Performance Measurement Tool (PMT) website (www.bjaperformancetools.org). For more detailed information on reporting and other JAG requirements, refer to the JAG reporting requirements webpage. Failure to submit required JAG reports by established deadlines may result in the freezing of grant funds and future High Risk designation. 62. Required data on law enforcement agency training Any law enforcement agency receiving direct or sub - awarded funding from this JAG award must submit quarterly accountability metrics data related to training that officers have received on the use of force, racial and ethnic bias, de- escalation of conflict, and constructive engagement with the public. OJP FORM 400012 (REV. 4 -88) I U.S. Department of Justice office of Justice Programs AWARD CONTINUATION Of II Bureau of Justice Assistan Ce SHEET PAGE 28 of 29 I r Grant I PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 091812019 — SPECIAL CONDITIONS 63. Expenditures prohibited without waiver No funds under this award may be expended on the purchase of items prohibited by the JAG program statute, unless, as set forth at 34 U.S.C. 10152, the BJA Director certifies that extraordinary and exigent circumstances exist, making such expenditures essential to the maintenance of public safety and good order. 64. Authorization to obligate (federal) award funds to reimburse certain project costs incurred on or after October 1, 2018 The recipient may obligate (federal) award funds only after the recipient makes a valid acceptance of the award. As of the first day of the period of performance for the award (October 1, 2018), however, the recipient may choose to incur project costs using non - federal funds, but any such project costs are incurred at the recipient's risk until, at a minimum -- (1) the recipient makes a valid acceptance of the award, and (2) all applicable withholding conditions are removed by OR (via a Grant Adjustment Notice). (A withholding condition is a condition in the award document that precludes the recipient from obligating, expending, or drawing down all or a portion of the award funds until the condition is removed.) Except to the extent (if any) that an award condition expressly precludes reimbursement of project costs incurred "at- risk," if and when the recipient makes a valid acceptance of this award and OR removes each applicable withholding condition through a Grant Adjustment Notice, the recipient is authorized to obligate (federal) award funds to reimburse itself for project costs incurred "at- risk" earlier during the period of performance (such as project costs incurred prior to award acceptance or prior to removal of an applicable withholding condition), provided that those project costs otherwise are allowable costs under the award. Nothing in this condition shall be understood to authorize the recipient (or any subrecipient at any tier) to use award funds to "supplant" State or local funds in violation of the recipient's certification (executed by the chief executive of the State or local government) that federal funds will be used to increase the amounts of such funds that would, in the absence of federal funds, be made available for law enforcement activities. 65. Use of funds for DNA testing; upload of DNA profiles If award funds are used for DNA testing of evidentiary materials, any resulting eligible DNA profiles must be uploaded to the Combined DNA Index System ( "CODIS," the DNA database operated by the FBI) by a government DNA laboratory with access to CODIS. No profiles generated under this award may be entered or uploaded into any non - governmental DNA database without prior express written approval from BJA. Award funds may not be used for the purchase of DNA equipment and supplies unless the resulting DNA profiles may be accepted for entry into CODIS. 66. Encouragement of submission of "success stories" BJA strongly encourages the recipient to submit annual (or more frequent) JAG success stories. To submit a success story, sign in to a My BJA account at https:/ / www.bja.gov/ Login.aspx to access the Success Story Submission form. If the recipient does not yet have a My BJA account, please register at https:/ / www.bja.gov/ profile.aspx. Once registered, one of the available areas on the My BJA page will be "My Success Stories." Within this box, there is an option to add a Success Story. Once reviewed and approved by BJA, all success stories will appear on the BJA Success Story web page at https:/ / www.bja.gov/ SuccessStoryList.aspx. OJP FORM 4000/2 (REV. 4-88) U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance ---- - - - - -- AWARD CONTINUATION SHEET Grant PAGE 29 OF 29 PROJECT NUMBER 2019 -DJ -BX -0828 AWARD DATE 09/18/20 SPECIAL CONDITIONS 67. Withholding of funds: Required certification from the chief executive of the applicant government The recipient may not obligate, expend, or draw down any award funds until the recipient submits the required "Certifications and Assurances by the Chief Executive of the Applicant Government," properly- executed (as determined by OJP), and a Grant Adjustment Notice (GAN) has been issued to remove this condition. 68. Withholding - DHS question attachment The recipient may not obligate, expend or draw down funds until the Office of Justice Programs has received and approved the required application attachment(s) described in the program solicitation as "Information regarding Communication with the Department of Homeland Security (DHS) and /or Immigration and Customs Enforcement (ICE)," and has issued a Grant Adjustment Notice (GAN) releasing this special condition_ 69. Recipient may not obligate, expend or drawdown funds until the Bureau of Justice Assistance, Office of Justice Programs has received and approved the required application attachment(s) and has issued a Grant Adjustment Notice (GAN) releasing this special condition. 70. Withholding of funds: Disclosure of pending applications funds until l it has provided to the grant manager The recipient may not obligate, expend, or draw down any award ( ) for this OJP award either an "applicant disclosure of pending applications" for federal funding or a specific affirmative statement that no such pending applications (whether direct or indirect) exist, in accordance with the detailed instructions in the program solicitation, (2) OJP has completed its review of the information provided and of any supplemental information it may request, (3) the recipient has made any adjustments to the award that OF may require to prevent or eliminate any inappropriate duplication of funding (e.g., budget modification, project scope adjustment), (4) if appropriate adjustments to a discretionary award cannot be made, the recipient has agreed in writing to any necessary reduction of the award amount in any amount sufficient to prevent duplication (as determined by OJP), and (5) a Grant Adjustment Notice has been issued to remove this condition. Ili ill I I OJP FORM 4000/2 (REV. 4-88) U.S. Department of Justice Office of Justice Programs Bureau o,'Justice Assistance Washington. D.C. 10531 Memorandum To: Official Grant File From: Orbin Terry, NEPA Coordinator Subject: Incorporates NEPA Compliance in Further Developmental Stages for City of Roanoke The Edward Byrne Memorial Justice Assistance Grant Program (JAG) allows states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system, some of which could have environmental impacts. All recipients of JAG funding must assist BJA in complying with NEPA and other related federal environmental impact analyses requirements in the use of grant funds, whether the funds are used directly by the grantee or by a subgrantee or third party. Accordingly, prior to obligating funds for any of the specified activities, the grantee must first determine if any of the specified activities will be funded by the grant. The specified activities requiring environmental analysis are: a. New construction; b. Any renovation or remodeling of a property located in an environmentally or historically sensitive area, including properties located within a 100 -year flood plain, a wetland, or habitat for endangered species, or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; d. Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or education environments; and e. Implementation of a program relating to clandestine methamphetamine laboratory operations, including the identification, seizure, or closure of clandestine methamphetamine laboratories. Complying with NEPA may require the preparation of an Environmental Assessment and /or an Environmental Impact Statement, as directed by BJA. Further, for programs relating to methamphetamine laboratory operations, the preparation of a detailed Mitigation Plan will be required. For more information about Mitigation Plan requirements, please see https: / /www.bja.gov /Funding /nepa.htmi. Please be sure to carefully review the grant conditions on your award document, as it may contain more specific information about environmental compliance. — U.S. Department of Justice GRANT MANAGER'S MEMORANDUM, PT. 1: office ofJnstice Programs PROJECT SUMMARY 41, Bureau of Justice Assistance Grant — r PROJECT NUMBER PAGE I OF 2019 -DJ -BX -0828 - JAG State and JAG Local) Title 1 of Pub. L. No. 90 -351 (generally codified at 34 U.S.C. 10151- 10726), including This project is supported under FY 19(B1A subpart 1 of part E (codified at 34 U.S.C. 10151 - 10158); sec also 28 U.S.C. 530C(a). i I. STAFF CONTACT (Name & telephone number) 2. PROJECT DIRECTOR (Name, address & telephone number) Jamey Bowdel 3 Flora Lawson Lieutenant (202) 305 -9216 348 Campbell Avenue SW Roanoke, VA 24016 -3625 (540)853 -2337 3b. POMS CODE (SEE INSTRUCTIONS 3a. TITLE OF THE PROGRAM ON REVERSE) BlA FY 19 Edward Byrne Memorial Justice Assistance Grant (JAG) Program - Local Solicitation I I— _— — 14. TITLE OF PROJECT Officer and Citizen Safety _ -- — — —. -- — 5. NAME & ADDRESS OF GRANTEE 6. NAME & ADRESS OF SUBGRANTE City of Roanoke 215 Church Avenue SW Room 364 I Roanoke. VA 24011-1520 I I — _ I — 8. BUDGET PERIOD 7. PROGRAM PERIOD FROM: 10 1 %2018 TO: 0930/2022 FROM: IOi01'2018 TO 09'3(1 %2023 %0 — 10 9. AMOUNT OF AWARD . DATE OF AWARD 09/18/2019 $ 46,817 _ _ — — 1 1. SECOND YEAR'S BUDGET 12. SECOND YEAR'S BUDGET AMOUNT i 13. THIRD YEAR'S BUDGET PERIOD 14. THIRD YEAR'S BUDGET AMOUNT 15, SUMMARY DESCRIPTION OF PROJECT (See instruction on reverse) Assistance Grant (JAG) Program allows states and units of local government, including tribes', to support a broad range of The Edward Byrne Memorial Justice A ( initiatives technical activities to prevent and control crime based on their own state and local needs and conditions. Grant fimdmalntb [icccn cludin1e fo any one or more of the assistance. training, personnel, equipment, supplies, contractual support, and information systems for crim l g following program areas: 1) law enforcement programs; 2) prosecution and court programs; 3) prevention and education programs; 4) corrections and community corrections programs; 5) drug treatment and enforcement programs; 6) planning, evaluation, and technology improvement programs; and 7) crime victim and witness programs (other than compensation) and 8) mental health programs and related law enforcement and corrections programs. This ]AG award will be used to support criminal justice initiatives that fall under one or more of the allowable program areas above. Funded programs or initiatives d domestic violence programs, courts, corrections, treatment, justice information may include multijurisdictional drug and gang task forces, crime prevention an OJP FORM 4000/2 (REV. 4 -88) sharing initiatives, or other programs aimed at reducing crime and/or enhancing public /officer safety. NCA/NCF IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41572 - 101019. A RESOLUTION authorizing acceptance of the Strategies for Policing Innovation Competitive Grant made to the City of Roanoke Police Department by the Bureau of Justice Assistance Office, and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager is hereby authorized on behalf of the City to accept the Strategies for Policing Innovation Competitive Grant in the amount of $401,807, with no local match required, to the Roanoke City Police Department to fund a three year deployment plan and funds salary and fringe benefits for key personnel, project related travel as well as technology licenses and products. Such grant being more particularly described in the City Council Agenda Report dated October 10, 2019. 2. The City Manager is hereby authorized to execute and file, on behalf of the City, any documents setting forth the conditions of the grant in a form approved by the City Attorney. 3. The City Manager is further directed to furnish such additional information as may be required by the Bureau of Justice Assistance Office in connection with the acceptance of the foregoing grant. ATTEST: * DS� City Clerk. 2019 Strategies for Policing Innovation Competitive Grant Approval 10.10.19.doc Pi IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41573 - 101019. AN ORDINANCE to appropriate funding from the Federal government, Department of Justice, for the Bureau of Justice Assistance Grant Program, amending and reordaining certain sections of the 2019 -2020 Grant Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2019 -2020 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Salary FICA Fees For Professional Services Travel Other Equipment Revenues Bureau of Justice Assistance FY19 35- 640 - 3632 -1002 $138,853 35- 640 - 3632 -1120 10,622 35- 640 - 3632 -2010 64,314 35- 640 - 3632 -8352 13,346 35- 640 - 3632 -9015 174,672 35- 640 - 3632 -3632 401,807 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: A-66 p� 'Gqou,( -- City Clerk. CITY COUNCIL AGENDA REPORT 15 _71 To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: FY 2019 Bureau of justice Assistance Grant Program Background: The United States Department of justice distributes funding directly to local law enforcement agencies through the Bureau of justice Assistance Grant Program. This grant was submitted as part of the Strategies for Policing Innovation Program. This program furthers the Department's mission by assisting local agencies in reducing crime and improving the functioning of the criminal justice system, specifically through support for innovative and evidence -based policing strategies, more effective information sharing, and multi- agency collaboration. The Strategies for Policing Innovation Program augments the Project Safe Neighborhoods program, which is focused on reducing violent crime. On September 9, 2019, the United States Department of justice awarded the City of Roanoke $401,807 through its FY 2019 Strategies for Policing Innovation Competitive Grants. The funding covers a three year deployment plan and funds salary and fringe benefits for key personnel, project related travel as well as technology licenses and products. There is no local match requirement to accept this grant. The proposed regional project will implement specific innovative technology from the AdventosTM Corporation to facilitate and support proactive evidence - based offender - focused strategies in police departments within the Roanoke Valley to address an increase in violent and gun - related crime. The goal of the project is the development and implementation of a regional system of policies and procedures for the use of the technology as well as for systematically addressing violent and gun crime with an offender - focused approach. The Roanoke Police Department will lead the regional collaboration which also includes the Town of Vinton, City of Salem, and Roanoke County Police Departments, the Roanoke Sheriff's Office, the United States Attorney of the Western District of Virginia, and Radford University's Center for Police Practice, Policy and Research (research partners). Recommended Action: Accept the FY 2019 Bureau of Justice Assistance Grant Program described above and authorize the City Manager to execute the grant agreement and any related documents; all such documents to be approved as to form by the City Attorney. Adopt the accompanying budget ordinance to establish a revenue estimate and appropriate funding in the amount of $401,807 into accounts to be established by the Director of Finance in the Grant Fund. Robert S. Cowell, Jr. City Manager Attachment Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager for Community Development Amelia C. Merchant, Director of Finance Timothy S. Jones, Chief of Police 2 U.S. Department of Justice x Office of Justice Programs Office of the Assistant Attorney General Washington, D.C. 20531 September 9, 2019 Chief Tim Jones City of Roanoke 215 Church Ave SW Room 364 Roanoke, VA 24011 Dear Chief Jones On behalf of Attorney General William P. Barr, it is my pleasure to inform you that the Office of Justice Programs has approved your application for funding under the FY 19 Strategies for Policing Innovation in the amount of 5401,807 for City of Roanoke. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. If you have questions regarding this award, please contact: Program Questions, Heather Wiley, Program Manager at (202) 598 -3969; and - Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at (800) 458 -0786, or you may contact the CSC at ask. ocfoLusdoj.gov. Congratulations, and we look forward to working with you. Sincerely, Katharine T. Sullivan Principal Deputy Assistant Attorney General Enclosures y September 9, 2019 Chief Tim Jones City of Roanoke 215 Church Ave SW Room 364 Roanoke, VA 24011 Dear Chief Jones: U.S. Department of Justice Office of Justice Programs Office of Civil Rights Washington, DC 20531 Congratulations on your recent award! The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) has been delegated the responsibility for ensuring that recipients of federal financial assistance from the OJP, the Office of Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OV W) are not engaged in discrimination prohibited by law. Several federal civil rights laws, such as Title VI of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972, require recipients of federal financial assistance to give assurances that they will comply with those laws. In addition to those civil rights laws, many grant program statutes contain nondiscrimination provisions that require compliance with them as a condition of receiving federal financial assistance. For a complete review of these civil rights laws and nondiscrimination requirements, in connection with OJP and other DOJ awards, see littps: / /ojp.gov/ funding/ Explore/ LegalOverview /CivilRightsRequirements.htm Under the delegation of authority, the OCR investigates allegations of discrimination against recipients from individuals, entities, or groups. In addition, the OCR conducts limited compliance reviews and audits based on regulatory criteria. These reviews and audits permit the OCR to evaluate whether recipients of financial assistance from the Department are providing services in a non- discriminatory manner to their service population or have employment practices that meet equal- opportunity standards. If you are a recipient of grant awards under the Omnibus Crime Control and Safe Streets Act or the Juvenile Justice and Delinquency Prevention Act and your agency is part of a criminal justice system, there are two additional obligations that may apply in connection with the awards: (1) complying with the regulation relating to Equal Employment Opportunity Programs (EEOPs); and (2) submitting findings of discrimination to OCR. For additional information regarding the EEOP requirement, see 28 CFR Part 42, subpart E, and for additional information regarding requirements when there is an adverse finding, see 28 C.F.R. §§ 42.204(c), .205(c)(5). Please submit infonmation about any adverse finding to the OCR at the above address. We at the OCR are available to help you and your organization meet the civil rights requirements that are associated with OJP and other DOJ grant funding. If you would like the OCR to assist you in fulfilling your organization's civil rights or nondiscrimination responsibilities as a recipient of federal financial assistance, please do not hesitate to let us know. Sincerely, Michael L. Alston Director cc: Grant Manager Financial Analyst OJP FORM 4000/2 (REV. 5 -87) PREVIOUS EDITIONS ARE OBSOLETE. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs PAGE I OF 22 s Bureau of Justice Assistance Grant I. RECIPIENT NAME AND ADDRESS (Including Zip Code) I 4. AWARD NUMBER: 2019 -WY -BX -0010 City of Roanoke 215 Church Ave SW Room 364 5. PROJECT PERIOD: FROM 10/01/2019 TO 09/30/2027 Roanoke, VA 24011 BUDGET PERIOD: FROM 10/01/2019 TO 09/30/2022 �6 AWARD DATE 09109/2019 7. ACTION 2a. GRANTEE IRS, VENDOR NO.� 8 SUPPLEMENT NUMBER Initial 546001569 00 2b. GRANTEE DUNS NO. PREVIOUS AWARD AMOUNT S 0 11 1517327 -- - - - -- -- ~ 3, PROJECT TITLE 10. AMOUNT OF THIS AWARD $ 401,807 Regional Multi- Agency Collaboration in the Roanoke Valley _. -- - -- - -- - -- - 11, TOTAL AWARD $ 401,807 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). 13. STATUTORY AUTHORITY FOR GRANT This project is supported under FY 19(BJA - Policing Innovations) Pub. L. No. 116-6, 133 Stat 13, 112 14. CATALOG OF DOMESTIC FEDERAL ASSISTANCE (CFDA Number) 16.738 - Edward Byrne Memorial Justice Assistance Grant Program 15. METHOD OF PAYMENT ' GPRS I I AGENCY APPROVAL GRANTEE ACCEPTANCE 1 16. TYPED NAME AND TITLE OF APPROVING OFFICIAL 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL I Katharine T. Sullivan Tim Jones Chief of Police Principal Deputy Assistant Attorney General 19A. DATE 17, SIGNATURE OF APPROVING OFFICIAL 19. SIGNAURE OF AUTHORIZED RECIPIENT OFFICIAL T AGENCY USE ONLY _ 2 0. ACCOUNTING CLASSIFICATION CODES 21, UWYUGT0686 FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT '.. X B WY 80 00 00 401807 OJP FORM 4000/2 (REV. 5 -87) PREVIOUS EDITIONS ARE OBSOLETE. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION `A � Bureau of Justice Assistance SHEET PACE 2 of 22 8 r Grant PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/09/2019 SPECIAL CONDITIONS I. Requirements of the award; remedies for non - compliance or for materially false statements The conditions of this award are material requirements of the award. Compliance with any assurances or certifications submitted by or on behalf of the recipient that relate to conduct during the period of performance also is a material requirement of this award. By signing and accepting this award on behalf of the recipient, the authorized recipient official accepts all material requirements of the award, and specifically adopts all such assurances or certifications as if personally executed by the authorized recipient official. Failure to comply with any one or more of these award requirements -- whether a condition set out in full below, a condition incorporated by reference below, or an assurance or certification related to conduct during the award period - - may result in the Office of Justice Programs ( "OJP ") taking appropriate action with respect to the recipient and the award. Among other things, the OJP may withhold award funds, disallow costs, or suspend or terminate the award. The U.S. Department of Justice ( "DOJ "), including OJP, also may take other legal action as appropriate. Any materially false, fictitious, or fraudulent statement to the federal government related to this award (or concealment or omission of a material fact) may be the subject of criminal prosecution (including under 18 U.S.C. 1001 and /or 1621. and /or 34 U.S.C. 10271 - 10273), and also may lead to imposition of civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. 3729 -3730 and 3801 - 3812). Should any provision of a requirement of this award be held to be invalid or unenforceable by its terms, that provision shall first be applied with a limited construction so as to give it the maximum effect permitted by law. Should it be held, instead, that the provision is utterly invalid or - unenforceable, such provision shall be deemed severable from this award. 2. Applicability of Part 200 Uniform Requirements The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the "Part 200 Uniform Requirements ") apply to this FY 2019 award from OJP. The Part 200 Uniform Requirements were first adopted by DOJ on December 26, 2014. If this FY 2019 award supplements funds previously awarded by OJP under the same award number (e.g., funds awarded during or before December 2014), the Part 200 Uniform Requirements apply with respect to all funds under that award number (regardless of the award date, and regardless of whether derived from the initial award or a supplemental award) that are obligated on or after the acceptance date of this FY 2019 award. For more information and resources on the Part 200 Uniform Requirements as they relate to OJP awards and subawards ( "subgrants "), see the OJP website at https: / /ojp.gov/ funding/ Part2000niformRequirements.htm. Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ( "subgrantee ") at any tier) must retain -- typically for a period of 3 years from the date of submission of the final expenditure report (SF 425), unless a different retention period applies -- and to which the recipient (and any subrecipient ( "subgrantee ") at any tier) must provide access, include performance measurement information, in addition to the financial records, supporting documents, statistical records, and other pertinent records indicated at 2 C.F.R. 200.333. In the event that an award - related question arises from documents or other materials prepared or distributed by OJP that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the recipient is to contact OJP promptly for clarification. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PACE 3 of 22 Grant PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/09/2019 SPEC /AL CONDITIONS 3. Compliance with DOJ Grants Financial Guide References to the DOJ Grants Financial Guide are to the DOJ Grants Financial Guide as posted on the OJP website (currently, the "DOJ Grants Financial Guide" available at https://ojp.gov/financialguide/DOJ/index.htm), including any updated version that may be posted during the period of performance. The recipient agrees to comply with the DOJ Grants Financial Guide. 4. Reclassification of various statutory provisions to a new Title 34 of the United States Code On September 1, 2017, various statutory provisions previously codified elsewhere in the U.S. Code were editorially reclassified (that is, moved and renumbered) to a new Title 34, entitled "Crime Control and Law Enforcement." The reclassification encompassed a number of statutory provisions pertinent to OR awards (that is, OJP grants and cooperative agreements), including many provisions previously codified in Title 42 of the U.S. Code. Effective as of September 1, 2017, any reference in this award document to a statutory provision that has been reclassified to the new Title 34 of the U.S. Code is to be read as a reference to that statutory provision as reclassified to Title 34. This rule of construction specifically includes references set out in award conditions, references set out in material incorporated by reference through award conditions, and references set out in other award requirements. 5. Required training for Point of Contact and all Financial Points of Contact Both the Point of Contact (POC) and all Financial Points of Contact (FPOCs) for this award must have successfully completed an "OJP financial management and grant administration training" by 120 days after the date of the recipient's acceptance of the award. Successful completion of such a training on or after January 1, 2017, will satisfy this condition. In the event that either the POC or an FPOC for this award changes during the period of performance, the new POC or FPOC must have successfully completed an "OJP financial management and grant administration training" by 120 calendar days after -- (1) the date of OJP's approval of the "Change Grantee Contact" GAN (in the case of a new POC), or (2) the date the POC enters information on the new FPOC in GMS (in the case of a new FPOC). Successful completion of such a training on or after January 1, 2017, will satisfy this condition. A list of OJP trainings that OJP will consider "OJP financial management and grant administration training" for purposes of this condition is available at https: / /www.ojp.gov /training /fmts.htm. All trainings that satisfy this condition include a session on grant fraud prevention and detection The recipient should anticipate that OJP will immediately withhold ( "freeze ") award funds if the recipient fails to comply with this condition. The recipient's failure to comply also may lead OJP to impose additional appropriate conditions on this award. 6. Requirements related to "de minimis" indirect cost rate A recipient that is eligible under the Part 200 Uniform Requirements and other applicable law to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(f), and that elects to use the "de minimis" indirect cost rate, must advise OJP in writing of both its eligibility and its election, and must comply with all associated requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC) as defined by the Part 200 Uniform Requirements. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION SHEET PAGE 4 OF 22 Bureau of J ustice Assistance Gra nt PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/09/2019 - - - SPECIAL CONDITIONS 7. Requirement to report potentially duplicative funding If the recipient currently has other active awards of federal funds, or if the recipient receives any other award of federal funds during the period of performance for this award, the recipient promptly must determine whether funds from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items for which funds are provided under this award. If so, the recipient must promptly notify the DOJ awarding agency (OJP or OVW, as appropriate) in writing of the potential duplication, and, if so requested by the DOJ awarding agency, must seek a budget - modification or change -of- project -scope grant adjustment notice (GAN) to eliminate any inappropriate duplication of funding. 8. Requirements related to System for Award Management and Universal Identifier Requirements The recipient must comply with applicable requirements regarding the System for Award Management (SAM), currently accessible at https: / /www.sam.gov /. This includes applicable requirements regarding registration with SAM, as well as maintaining the currency of information in SAM. The recipient also must comply with applicable restrictions on subawards ( "subgrants ") to first -tier subrecipients (first -tier "subgrantees "), including restrictions on subawards to entities that do not acquire and provide (to the recipient) the unique entity identifier required for SAM registration. The details of the recipient's obligations related to SAM and to unique entity identifiers are posted on the OJP web site at https: / /ojp.gov /funding /Explore /SAM.htm (Award condition: System for Award Management (SAM) and Universal Identifier Requirements), and are incorporated by reference here. This condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated to any business or non - profit organization that he or she may own or operate in his or her name). OJP FORM 4000 /2 (REV. 4-88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET PACE s of 72 Grant L PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/09/2019 SPECIAL CONDITIONS 9. Employment eligibility verification for hiring under the award 1. The recipient (and any subrecipient at any tier) must- - A. Ensure that, as part of the hiring process for any position within the United States that is or will be funded (in whole or in part) with award funds, the recipient (or any subrecipient) properly verities the employment eligibility of the individual who is being hired, consistent with the provisions of 8 U.S.C. 1324a(a)(1) and (2). B. Notify all persons associated with the recipient (or any subrecipient) who are or will be involved in activities under this award of both -- ( l) this award requirement for verification of employment eligibility, and (2) the associated provisions in 8 U.S.C. 1324a(a)(I ) and (2) that, generally speaking, make it unlawful, in the United States, to hire (or recruit for employment) certain aliens. C. Provide training (to the extent necessary) to those persons required by this condition to be notified of the award requirement for employment eligibility verification and of the associated provisions of 8 U.S.C. 1324a(a)( l) and (2). D. As part of the recordkeeping for the award (including pursuant to the Part 200 Uniform Requirements), maintain records of all employment eligibility verifications pertinent to compliance with this award condition in accordance with Form 1 -9 record retention requirements, as well as records of all pertinent notifications and trainings. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition. 4. Rules of construction A. Staff involved in the hiring process For purposes of this condition, persons "who are or will be involved in activities under this award" specifically includes (without limitation) any and all recipient (or any subrecipient) officials or other staff who are or will be involved in the hiring process with respect to a position that is or will be funded (in whole or in part) with award funds. B. Employment eligibility confirmation with E- Verify For purposes of satisfying the requirement of this condition regarding verification of employment eligibility, the recipient (or any subrecipient) may choose to participate in, and use, E- Verify (www.e - verify.gov), provided an appropriate person authorized to act on behalf of the recipient (or subrecipient) uses E- Verify (and follows the proper E- Verify procedures, including in the event of a "Tentative Nonconfirmation" or a "Final Nonconfirmation ") to confirm employment eligibility for each hiring for a position in the United States that is or will be funded (in whole or in part) with award funds. C. "United States" specifically includes the District of Columbia, Puerto Rico, Guam, the Virgin Islands of the United States, and the Commonwealth of the Northern Mariana Islands. i D. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance PROJECT NUMBER 2019 -WY -BX -0010 AWARD CONTINUATION SHEET Grant AWARD DATE 09/09/2019 SPECIAL CONDITIONS PAGE 6 OF 22 any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law. E. Nothing in this condition, including in paragraph 4.13., shall be understood to relieve any recipient, any subrecipient at any tier, or any person or other entity, of any obligation otherwise imposed by law, including 8 U.S.C. 1324a(a)(1) and (2). Questions about E- Verify should be directed to DHS. For more information about E- Verify visit the E- Verify website (https: / /www.e- verify.gov /) or email E- Verify at E- Verify adhs.gov. E- Verify employer agents can email E- Verify at E- VerifyEmployerAgent@dhs.gov. Questions about the meaning or scope of this condition should be directed to OJP, before award acceptance. 10. Requirement to report actual or imminent breach of personally identifiable information (Pll) The recipient (and any "subrecipient" at any tier) must have written procedures in place to respond in the event of an actual or imminent "breach" (OMB M- 17 -12) if it (or a subrecipient) -- (I) creates, collects, uses, processes, stores, maintains, disseminates, discloses, or disposes of "personally identifiable information (Pll)" (2 CFR 200.79) within the scope of an OJP grant- funded program or activity, or (2) uses or operates a "Federal information system" (OMB Circular A -130). The recipient's breach procedures must include a requirement to report actual or imminent breach of Pll to an OJP Program Manager no later than 24 hours after an occurrence of an actual breach, or the detection of an imminent breach. 11. All subawards ( "subgrants ") must have specific federal authorization The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements for authorization of any subaward. This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a "subaward" (and therefore does not consider a procurement "contract "). The details of the requirement for authorization of any subaward are posted on the OJP web site at https: / /ojp.gov/ funding / Explore /SubawardAuthorization.htm (Award condition: All subawards ( "subgrants ") must have specific federal authorization), and are incorporated by reference here. 12. Specific post -award approval required to use a noncompetitive approach in any procurement contract that would exceed $250,000 The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements to obtain specific advance approval to use a noncompetitive approach in any procurement contract that would exceed the Simplified Acquisition Threshold (currently, $250,000). This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a procurement "contract" (and therefore does not consider a subaward). The details of the requirement for advance approval to use a noncompetitive approach in a procurement contract under an OJP award are posted on the OJP web site at https://ojp.gov/ funding / Explore /NoncompetitiveProcurement.htm (Award condition: Specific post -award approval required to use a noncompetitive approach in a procurement contract (if contract would exceed $250,000)), and are incorporated by reference here. OJP FORM 4000;2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION F' Bureau of Justice Assistance SHEET PACE 7 of 22 �� >.. Grant PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/09/2019 SPECIAL CONDITIONS 13. Unreasonable restrictions on competition under the award; association with federal government SCOPE. This condition applies with respect to any procurement of property or services that is funded (in whole or in part) by this award, whether by the recipient or by any subrecipient at any tier, and regardless of the dollar amount of the purchase or acquisition, the method of procurement, or the nature of any legal instrument used. The provisions of this condition must be among those included in any subaward (at any tier). 1. No discrimination, in procurement transactions, against associates of the federal government Consistent with the (DOJ) Part 200 Uniform Requirements -- including as set out at 2 C.F.R. 200.300 (requiring awards to be "manage[d] and administer[ed] in a manner so as to ensure that Federal funding is expended and associated programs are implemented in full accordance with U.S. statutory and public policy requirements ") and 200.319(a) (generally requiring "[a]II procurement transactions [to] be conducted in a manner providing full and open competition" and forbidding practices "restrictive of competition," such as "[p]lacing unreasonable requirements on firms in order for them to qualify to do business" and taking "[a]ny arbitrary action in the procurement process ") -- no recipient (or subrecipient, at any tier) may (in any procurement transaction) discriminate against any person or entity on the basis of such person or entity's status as an "associate of the federal government" (or on the basis of such person or entity's status as a parent, affiliate, or subsidiary of such an associate), except as expressly set out in 2 C.F.R. 200.319(a) or as specifically authorized by USDOJ. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition. 4. Rules of construction A. The term "associate of the federal government" means any person or entity engaged or employed (in the past or at present) by or on behalf of the federal government -- as an employee, contractor or subcontractor (at any tier), grant recipient or - subrecipient (at any tier), agent, or otherwise -- in undertaking any work, project, or activity for or on behalf of (or in providing goods or services to or on behalf of) the federal government, and includes any applicant for such employment or engagement, and any person or entity committed by legal instrument to undertake any such work, project, or activity (or to provide such goods or services) in future. B. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance PROJECT NUMBER 2019 -WY -BX -0010 AWARD CONTINUATION SHEET PAGE 8 OF 22 Grant AWARD DATE 09/09/2019 SPECIAL CONDITIONS 14. Requirements pertaining to prohibited conduct related to trafficking in persons (including reporting requirements and OJP authority to terminate award) The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements (including requirements to report allegations) pertaining to prohibited conduct related to the trafficking of persons, whether on the part of recipients, subrecipients ( "subgrantees "), or individuals defined (for purposes of this condition) as "employees" of the recipient or of any subrecipient. The details of the recipient's obligations related to prohibited conduct related to trafficking in persons are posted on the OJP web site at https://ojp.gov/ funding/ Explore/ ProhibitedConduct- Trafficking.htm (Award condition: Prohibited conduct by recipients and subrecipients related to trafficking in persons (including reporting requirements and OJP authority to terminate award)), and are incorporated by reference here. 15. Determination of suitability to interact with participating minors SCOPE. This condition applies to this award if it is indicated -- in the application for the award (as approved by DOJ)(or in the application for any subaward, at any tier), the DOJ funding announcement (solicitation), or an associated federal statute -- that a purpose of some or all of the activities to be carried out under the award (whether by the recipient, or a subrecipient at any tier) is to benefit a set of individuals under 18 years of age. The recipient, and any subrecipient at any tier, must make determinations of suitability before certain individuals may interact with participating minors. This requirement applies regardless of an individual's employment status. The details of this requirement are posted on the OJP web site at https: / /ojp.gov /funding /Explore /Interact - Minors.htm (Award condition: Determination of suitability required, in advance, for certain individuals who may interact with participating minors), and are incorporated by reference here. 16. Compliance with applicable rules regarding approval, planning, and reporting of conferences, meetings, trainings, and other events The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable laws, regulations, policies, and official DOJ guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences (as that term is defined by DOJ), including the provision of food and /or beverages at such conferences, and costs of attendance at such conferences. Information on the pertinent DOJ definition of conferences and the rules applicable to this award appears in the DOJ Grants Financial Guide (currently, as section 3.10 of "Postaward Requirements" in the "DOJ Grants Financial Guide "). 17. Requirement for data on performance and effectiveness under the award The recipient must collect and maintain data that measure the performance and effectiveness of work under this award. The data must be provided to OJP in the manner (including within the timeframes) specified by OJP in the program solicitation or other applicable written guidance. Data collection supports compliance with the Government Performance and Results Act (GPRA) and the GPRA Modernization Act of 2010, and other applicable laws. 18. OJP Training Guiding Principles Any training or training materials that the recipient -- or any subrecipient ( "subgrantee ") at any tier -- develops or delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at https: / /ojp.gov/ funding / Implement/ TrainingPrinciplesForGrantees- Subgrantees.htm. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION g Bureau of Justice Assistance SHEET PACE 9 of 22 ,F Grant i PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/09/2019 SPECIAL CONDITIONS 19. Effect of failure to address audit issues The recipient understands and agrees that the DOJ awarding agency (OJP or OV W, as appropriate) may withhold award funds, or may impose other related requirements, if (as determined by the DOJ awarding agency) the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of DOJ awards. 20. Potential imposition of additional requirements The recipient agrees to comply with any additional requirements that may be imposed by the DOJ awarding agency (OJP or OV W, as appropriate) during the period of performance for this award, if the recipient is designated as "high - risk" for purposes of the DOJ high -risk grantee list. 21. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 42 The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 42, specifically including any applicable requirements in Subpart E of 28 C.F.R. Part 42 that relate to an equal employment opportunity program. 22. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 54 The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 54, which relates to nondiscrimination on the basis of sex in certain "education programs." 23. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 38 The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 38 (as may be applicable from time to time), specifically including any applicable requirements regarding written notice to program beneficiaries and prospective program beneficiaries. Currently, among other things, 28 C.F.R. Part 38 includes rules that prohibit specific forms of discrimination on the basis of religion, a religious belief, a refusal to hold a religious belief, or refusal to attend or participate in a religious practice. Part 38, currently, also sets out rules and requirements that pertain to recipient and subrecipient ( "subgrantee ") organizations that engage in or conduct explicitly religious activities, as well as rules and requirements that pertain to recipients and subrecipients that are faith -based or religious organizations. The text of 28 C.F.R. Part 38 is available via the Electronic Code of Federal Regulations (currently accessible at https: / /www.ecfr.gov /cgi- bin /ECFR ?page= browse), by browsing to Title 28- Judicial Administration, Chapter I, Part 38, under e -CFR "current" data. ON FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Fz Bureau of Justice Assistance SHEET PAGE 10 of 22 Grant PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 091/09/2019 SPECIAL CONDITIONS 24. Restrictions on "lobbying" In general, as a matter of federal law, federal funds awarded by OJP may not be used by the recipient, or any subrecipient ( "subgrantee ") at any tier, either directly or indirectly, to support or oppose the enactment, repeal, modification, or adoption of any law, regulation, or policy, at any level of government. See 18 U.S.C. 1913. (There may be exceptions if an applicable federal statute specifically authorizes certain activities that otherwise would be barred by law.) Another federal law generally prohibits federal funds awarded by OJP from being used by the recipient, or any subrecipient at any tier, to pay any person to influence (or attempt to influence) a federal agency, a Member of Congress, or Congress (or an official or employee of any of them) with respect to the awarding of a federal grant or cooperative agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as renewing, extending, or modifying any such award. See 31 U.S.C. 1352. Certain exceptions to this law apply, including an exception that applies to Indian tribes and tribal organizations. Should any question arise as to whether a particular use of federal funds by a recipient (or subrecipient) would or might fall within the scope of these prohibitions, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. 25. Compliance with general appropriations -law restrictions on the use of federal funds (FY 2019) The recipient, and any subrecipient ( "subgrantee ") at any tier, must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes. Pertinent restrictions, including from various "general provisions" in the Consolidated Appropriations Act, 2019, are set out at https: / /ojp.gov /funding /Explore /FY 19 Appropriations Restrictions .htm, and are incorporated by reference here. Should a question arise as to whether a particular use of federal funds by a recipient (or a subrecipient) would or might fall within the scope of an appropriations -law restriction, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. 26. Reporting potential fraud, waste, and abuse, and similar misconduct The recipient and any subrecipients ( "subgrantees ") must promptly refer to the DOJ Office of the Inspector General (OIG) any credible evidence that a principal, employee, agent, subrecipient, contractor, subcontractor, or other person has, in connection with funds under this award -- (1) submitted a claim that violates the False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct. Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the OIG by - -(I) online submission accessible via the OIG webpage at https: / /oig.justice.gov /hotline /contact - grants.htm (select "Submit Report Online"); (2) mail directed to: Office of the Inspector General, U.S. Department of Justice, Investigations Division, 1425 New York Avenue, N.W. Suite 7100, Washington, DC 20530; and /or (3) by facsimile directed to the DOJ OIG Fraud Detection Office (Attn: Grantee Reporting) at (202) 616 -9881 (fax). Additional information is available from the DOJ OIG website at https: / /oig.justice.gov /hotline. I� ON FORM 4000 /2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION F Bureau of Justice Assistance SHEET PAGE 1 i of 22 Grant PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09;0912019 SPECIAL CONDITIONS 27. Restrictions and certifications regarding non - disclosure agreements and related matters No recipient or subrecipient ( "subgrantee ") under this award, or entity that receives a procurement contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. L In accepting this award, the recipient- - a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption on such obligations only if expressly authorized to do so by that agency. 2. If the recipient does or is authorized under this award to make subawards ( "subgrants "), procurement contracts, or both -- a. it represents that -- (1) it has determined that no other entity that the recipient's application proposes may or will receive award funds (whether through a subaward ( "subgrant "), procurement contract, or subcontract under a procurement contract) either requires or has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and (2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds to or by that entity, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. OJP FORM 400012 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs i AWARD CONTINUATION Bureau of Justice Assistance SHEET PACE 12 OF 22 Grant i PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09,-09 %2019 SPECIAL CONDITIONS 28. Compliance with 41 U.S.C. 4712 (including prohibitions on reprisal; notice to employees) The recipient (and any subrecipient at any tier) must comply with, and is subject to, all applicable provisions or 41 U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant. The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of employee rights and remedies under 41 U.S.C. 4712. Should a question arise as to the applicability of the provisions of 41 U.S.C. 4712 to this award, the recipient is to contact the DOJ awarding agency (OJP or OVW, as appropriate) for guidance. 29. Encouragement of policies to ban text messaging while driving Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg. 51225 (October 1, 2009), DOJ encourages recipients and subrecipients ( "subgrantees ") to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this award, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. 30. Requirement to disclose whether recipient is designated "high risk" by a federal grant - making agency outside of DOJ If the recipient is designated "high risk" by a federal grant- making agency outside of DOJ, currently or at any time during the course of the period of performance under this award, the recipient must disclose that fact and certain related information to OJP by email at OJP. Compliance ReportingCojp .usdoj.gov. For purposes of this disclosure, high risk includes any status under which a federal awarding agency provides additional oversight due to the recipient's past performance, or other programmatic or financial concerns with the recipient. The recipient's disclosure must include the following: 1. The federal awarding agency that currently designates the recipient high risk, 2. The date the recipient was designated high risk, 3. The high -risk point of contact at that federal awarding agency (name, phone number, and email address), and 4. The reasons for the high -risk status, as set out by the federal awarding agency. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs F Bureau of Justice Assistance PROJECT NUMBER 2019 -WY -BX -0010 AWARD CONTINUATION SHEET Grant AWARD DATE 0909/2019 SPECIAL CONDITIONS PAGE 13 OF 22 31. Noninterference (within the funded "program or activity ") with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance 1. With respect to the "program or activity" funded in whole or part under this award (including any such program or activity of any subrecipient at any tier), throughout the period of performance, no State or local government entity, - agency, or - official may prohibit or in any way restrict -- (1) any government entity or - official from sending or receiving information regarding citizenship or immigration status as described in 8 U.S.C. 1373(a); or (2) a government entity or - agency from sending, requesting or receiving, maintaining, or exchanging information regarding immigration status as described in either 8 U.S.C. 1373(b) or 1644. Any prohibition (or restriction) that violates this condition is an "information- communication restriction" under this award. 2. The recipient's monitoring responsibilities include monitoring of subrecipient compliance with the requirements of this condition. 3. Allowable costs. Compliance with these requirements is an authorized and priority purpose of this award. To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) that the recipient, or any subrecipient at any tier that is a State, a local government, or a public institution of higher education, incurs to implement this condition. 4. Rules of Construction A. For purposes of this condition: (1) "State" and "local government" include any agency or other entity thereof, but not any institution of higher education or any Indian tribe. (2) A "public" institution of higher education is defined as one that is owned, controlled, or directly funded (in whole or in substantial part) by a State or local government. (Such a public institution is considered to be a "government entity," and its officials to be "government officials. ") (3) "Program or activity" means what it means under title VI of the Civil Rights Act of 1964 (see 42 U.S.C. 2000d -4a) (4) "Immigration status" means what it means under 8 U.S.C. 1373 and 8 U.S.C. 1644; and terms that are defined in 8 U.S.C. 1 101 mean what they mean under that section 1101, except that "State" also includes American Samoa. (5) Pursuant to the provisions set out at (or referenced in) 8 U.S.C. 1551 note ( "Abolition ... and Transfer of Functions "), references to the "Immigration and Naturalization Service" in 8 U.S.C. 1373 and 1644 are to be read as references to particular components of the Department of Homeland Security (DHS). B. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, any State or local government, any public institution of higher education, or any other entity (or individual) to violate any federal law, including any applicable civil rights or nondiscrimination law. IMPORTANT NOTE: Any questions about the meaning or scope of this condition should be directed to OJP, before award acceptance. ON FORM 4000;2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION s e ' SHEET PACE 14 OF 22 Bureau of Justice Assistance Grant PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/09/2019 i I SPECIAL CONDITIONS 32. No use of funds to interfere with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance 1. Throughout the period of performance, no State or local government entity, - agency, or - official may use funds under this award (including under any subaward, at any tier) to prohibit or in any way restrict -- (1) any government entity or - official from sending or receiving information regarding citizenship or immigration status as described in 8 U.S.C. 1373(a); or (2) a government entity or - agency from sending, requesting or receiving, maintaining, or exchanging information regarding immigration status as described in either 8 U.S.C. 1373(b) or 1644. Any prohibition (or restriction) that violates this condition is an "information- communication restriction" under this award. 2. The recipient's monitoring responsibilities include monitoring of subrecipient compliance with the requirements of this condition. 3. Allowable costs. Compliance with these requirements is an authorized and priority purpose of this award. To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) that the recipient, or any subrecipient at any tier that is a State, a local government, or a public institution of higher education, incurs to implement this condition. 4. Rules of Construction. Both the "Rules of Construction" and the "Important Note" set out in the "Noninterference (within the funded "program or activity ") with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance "�� condition are incorporated by reference as though set forth here in full. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs F Bureau of Justice Assistance PROJECT NUMBER 2019 -WY -BX -0010 AWARD CONTINUATION SHEET Grant AWARD DATE 09/092019 SPECIAL CONDITIONS PAGE 15 OF 22 33. Authority to obligate award funds contingent on noninterference (within the funded "program or activity ") with federal law enforcement: 8 U.S.C. 1373 and 1644; unallowable costs; notification L If the recipient is a "State," a local government, or a "public" institution of higher education: A. The recipient may not obligate award funds if, at the time of the obligation, the "program or activity" of the recipient (or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that is funded in whole or in part with award funds is subject to any "information- communication restriction." B. In addition, with respect to any project costs it incurs "at risk," the recipient may not obligate award funds to reimburse itself if -- at the time it incurs such costs -- the program or activity of the recipient (or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that would be reimbursed in whole or in part with award funds was subject to any information - communication restriction. C. Any drawdown of award funds by the recipient shall be considered, for all purposes, to be a material representation by the recipient to OJP that, as of the date the recipient requests the drawdown, the recipient and each subrecipient (regardless of tier) that is a State, local government, or public institution of higher education, is in compliance with the award condition entitled "Noninterference (within the funded 'program or activity') with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance." D. The recipient must promptly notify OJP (in writing) if the recipient, from its requisite monitoring of compliance with award conditions or otherwise, has credible evidence that indicates that the funded program or activity of the recipient, or of any subrecipient at any tier that is either a State or a local govemment or a public institution of higher education, may be subject to any information- communication restriction. In addition, any subaward (at any tier) to a subrecipient that is a State, a local govemment, or a public institution of higher education must require prompt notification to the entity that made the subaward, should the subrecipient have such credible evidence regarding an information - communication restriction. 2. Any subaward (at any tier) to a subrecipient that is a State, a local government, or a public institution of higher education must provide that the subrecipient may not obligate award funds if, at the time of the obligation, the program or activity of the subrecipient (or of any further such subrecipient at any tier) that is funded in whole or in part with award funds is subject to any information - communication restriction. 3. Absent an express written determination by DOJ to the contrary, based upon a finding by DOJ of compelling circumstances (e.g., a small amount of award funds obligated by the recipient at the time of a subrecipient's minor and transitory non - compliance, which was unknown to the recipient despite diligent monitoring), any obligations of award funds that, under this condition, may not be made shall be unallowable costs for purposes of this award. In making any such determination, DOJ will give great weight to evidence submitted by the recipient that demonstrates diligent monitoring of subrecipient compliance with the requirements set out in the "Noninterference ... 8 U.S.C. 1373 and 1644; ongoing compliance" award condition. 4. Rules of Construction A. For purposes of this condition "information- communication restriction" has the meaning set out in the "Noninterference ... 8 U.S.C. 1373 and 1644; ongoing compliance" condition. B. Both the "Rules of Construction" and the "Important Note" set out in the "Noninterference ... 8 U.S.C. 1373 and 1644; ongoing compliance" condition are incorporated by reference as though set forth here in full. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION Ri? y►� Bureau of Justice Assistance SHEET PACE 16 of 22 Grant i I PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/091/2019 SPECIAL CONDITIONS 34. Authority to obligate award funds contingent on no use of funds to interfere with federal law enforcement: 8 U.S.C. 1373 and 1644; unallowable costs; notification 1. If the recipient is a "State," a local government, or a "public" institution of higher education: A. The recipient may not obligate award funds if, at the time of the obligation, the "program or activity" of the recipient (or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that is funded in whole or in part with award funds is subject to any "information- communication restriction." B. In addition, with respect to any project costs it incurs "at risk," the recipient may not obligate award funds to reimburse itself if -- at the time it incurs such costs -- the program or activity of the recipient (or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that would be reimbursed in whole or in part with award funds was subject to any information- communication restriction. C. Any drawdown of award funds by the recipient shall be considered, for all purposes, to be a material representation by the recipient to OJP that, as of the date the recipient requests the drawdown, the recipient and each subrecipient (regardless of tier) that is a State, local government, or public institution of higher education, is in compliance with the award condition entitled "No use of funds to interfere with federal law enforcement: 8 U.S.C. 1373 and 1644; ongoing compliance." D. The recipient must promptly notify OJP (in writing) if the recipient, from its requisite monitoring of compliance with award conditions or otherwise, has credible evidence that indicates that the funded program or activity of the recipient, or of any subrecipient at any tier that is either a State or a local government or a public institution of higher education, may be subject to any information - communication restriction. In addition, any subaward (at any tier) to a subrecipient that is a State, a local government, or a public institution of higher education must require prompt notification to the entity that made the subaward, should the subrecipient have such credible evidence regarding an information- communication restriction. 2. Any subaward (at any tier) to a subrecipient that is a State, a local government, or a public institution of higher education must provide that the subrecipient may not obligate award funds if, at the time of the obligation, the program or activity of the subrecipient (or of any further such subrecipient at any tier) that is funded in whole or in part with award funds is subject to any information- communication restriction. 3. Absent an express written determination by DOJ to the contrary, based upon a finding by DOJ of compelling circumstances (e.g., a small amount of award funds obligated by the recipient at the time of a subrecipient's minor and transitory non - compliance, which was unknown to the recipient despite diligent monitoring), any obligations of award funds that, under this condition, may not be made shall be unallowable costs for purposes of this award. In making any such determination, DOJ will give great weight to evidence submitted by the recipient that demonstrates diligent monitoring of subrecipient compliance with the requirements set out in the "No use of funds to interfere ... 8 U.S.C. 1373 and 1644; ongoing compliance" award condition. 4. Rules of Construction. The "Rules of Construction" set out in the "Authority to obligate award funds contingent on noninterference (within the funded "program or activity ") with federal law enforcement: 8 U.S.C. 1373 and 1644; unallowable costs; notification" condition are incorporated by reference as though set forth here in full. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION s' Bureau of Justice Assistance SHEET Grant PAGE 17 OF 22 PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09/09/2019 i SPECIAL CONDITIONS 35. Noninterference (within the funded "program or activity ") with federal law enforcement: No public disclosure of certain law enforcement sensitive information SCOPE. This condition applies with respect to the "program or activity" that is funded (in whole or in part) by the award, as of the date the recipient accepts this award, and throughout the remainder of the period of performance. Its provisions must be among those included in any subaward (at any tier). 1. Noninterference: No public disclosure of federal law enforcement information in order to conceal, harbor, or shield Consistent with the purposes and objectives of federal law enforcement statutes and federal criminal law (including 8 U.S.C. 1324 and 18 U.S.C. chs. 1, 49, 227), no public disclosure may be made of any federal law enforcement information in a direct or indirect attempt to conceal, harbor, or shield from detection any fugitive from justice under 18 U.S.C. ch. 49, or any alien who has come to, entered, or remains in the United States in violation of 8 U.S.C. ch. 12 -- without regard to whether such disclosure would constitute (or could form a predicate for) a violation of 18 U.S.C. 1071 or 1072 or of 8 U.S.C. 1324(a). 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions (e.g., training) designed to ensure compliance with this condition. 4. Rules of construction A. For purposes of this condition- - (1) the term "alien" means what it means under section 101 of the Immigration and Nationality Act (see 8 U.S.C. 1101(a)(3)); (2) the term "federal law enforcement information" means law enforcement sensitive information communicated or made available, by the federal government, to a State or local government entity, - agency, or - official, through any means, including, without limitation -- (l) through any database, (2) in connection with any law enforcement partnership or - task - force, (3) in connection with any request for law enforcement assistance or - cooperation, or (4) through any deconfliction (or courtesy) notice of planned, imminent, commencing, continuing, or impending federal law enforcement activity; (3) the term "law enforcement sensitive information" means records or information compiled for any law enforcement purpose; and (4) the term "public disclosure" means any communication or release other than one -- (a) within the recipient, or (b) to any subrecipient (at any tier) that is a government entity. B. Both the "Rules of Construction" and the "Important Note" set out in the "Noninterference (within the funded 'program or activity') with federal law enforcement: 8 U.S.C. 1373 and 1644 and ongoing compliance" award condition are incorporated by reference as though set forth here in full. OJP FORM 4000;2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs AWARD CONTINUATION F Bureau of Justice Assistance SHEET PACE I8 OF 22 Grant PROJECT NUMBER 2019 -WY -BX -0010 AWARD DATE 09109/2 0 1 9 SPECIAL CONDITIONS 36. No use of funds to interfere with federal law enforcement: No public disclosure of certain law enforcement sensitive information SCOPE. This condition applies as of the date the recipient accepts this award, and throughout the remainder of the period of performance. Its provisions must be among those included in any subaward (at any tier). L No use of funds to interfere: No public disclosure of federal law enforcement information in order to conceal, harbor, or shield Consistent with the purposes and objectives of federal law enforcement statutes and federal criminal law (including 8 U.S.C. 1324 and 18 U.S.C. chs. 1, 49, 227), no funds under this award may be used to make any public disclosure of any federal law enforcement information in a direct or indirect attempt to conceal, harbor, or shield from detection any fugitive from justice under 18 U.S.C. ch. 49, or any alien who has come to, entered, or remains in the United States in violation of 8 U.S.C. ch. 12 -- without regard to whether such disclosure would constitute (or could form a predicate for) a violation of 18 U.S.C. 1071 or 1072 or of 8 U.S.C. 1324(a). 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions (e.g., training) designed to ensure compliance with this condition. 4. Rules of construction. The "Rules of Construction" set out in the "Noninterference (within the funded "program or activity ") with federal law enforcement: No public disclosure of certain law enforcement sensitive information" award condition are incorporated by reference as though set forth here in full. 37. Requirement to collect certain information from subrecipients Except as provided in this condition, the recipient may not make a subaward to a State, a local government, or a "public" institution of higher education, unless it first obtains from the proposed subrecipient responses to the questions identified in the program solicitation as "Information regarding Communication with the Department of Homeland Security (DHS) and /or Immigration and Customs Enforcement (ICE)." All subrecipient responses must be collected and maintained by the recipient, consistent with document retention requirements, and must be made available to DOJ upon request. Responses to these questions are not required from subrecipients that are either a tribal government /organization, a nonprofit organization, or a private institution of higher education. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs F ' Bureau of Justice Assistance PROJECT NUMBER 2019 -WY -BX -0010 AWARD CONTINUATION SHEET Grant AWARD DATE 09/09/2019 SPECIAL CONDITIONS 38. FFATA reporting: Subawards and executive compensation PAGE 19 OF 22 The recipient must comply with applicable requirements to report first -tier subawards ( "subgrants ") of $25,000 or more and, in certain circumstances, to report the names and total compensation of the five most highly compensated executives of the recipient and first -tier subrecipients (first -tier "subgrantees ") of award funds. The details of recipient obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 ( FFATA), are posted on the OJP web site at https:Hojp.gov /funding /Explore /FFATA.htm (Award condition: Reporting Subawards and Executive Compensation), and are incorporated by reference here. This condition, including its reporting requirement, does not apply to -- (1) an award of less than $25,000, or (2) an award made to an individual who received the award as a natural person (i.e., unrelated to any business or non -profit organization that he or she may own or operate in his or her name). 39. The recipient agrees to submit to BJA for review and approval any curricula, training materials, proposed publications, reports, or any other written materials that will be published, including web -based materials and web site content, through funds from this grant at least thirty (30) working days prior to the targeted dissemination date. Any written, visual, or audio publications, with the exception of press releases, whether published at the grantee's or government's expense, shall contain the following statements: "This project was supported by Grant No. 2019 -WY -BX -0010 awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Department of Justice's Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the SMART Office. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice." The current edition of the DOJ Grants Financial Guide provides guidance on allowable printing and publication activities. 40. The recipient agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project. 41. Justification of consultant rate Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed justification must be submitted to and approved by the OJP program office prior to obligation or expenditure of such funds. 42. With respect to this award, federal funds may not be used to pay cash compensation (salary plus bonuses) to any employee of the award recipient at a rate that exceeds l 10% of the maximum annual salary payable to a member of the federal government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. (An award recipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non - federal funds.) This limitation on compensation rates allowable under this award may be waived on an individual basis at the discretion of the OJP official indicated in the program announcement under which this award is made. 43. Verification and updating of recipient contact information The recipient must verify its Point of Contact(POC), Financial Point of Contact (FPOC), and Authorized Representative contact information in GMS, including telephone number and e -mail address. If any information is incorrect or has changed, a Grant Adjustment Notice (GAN) must be submitted via the Grants Management System (GMS) to document changes. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance R PROJECT NUMBER 2019 -WY -BX -0010 AWARD CONTINUATION SHEET Grant AWARD DATE 09/09/2019 SPECIAL CONDITIONS PAGE 20 OF 22 44. Recipient understands and agrees that it must submit quarterly Federal Financial Reports (SF -425) and semi - annual performance reports through GMS (https: / /grants.ojp.usdoj.gov), and that it must submit quarterly performance metrics reports through BJA's Performance Measurement Tool (PMT) website (https: / /bjapmt.ojp.gov/). For more detailed information on reporting and other requirements, refer to BJA's website. Failure to submit required reports by established deadlines may result in the freezing of grant funds and High Risk designation. 45. Required attendance at BJA- sponsored events The recipient (and its subrecipients at any tier) must participate in BJA- sponsored training events, technical assistance events, or conferences held by BJA or its designees, upon BJA's request. 46. Cooperating with OJP Monitoring The recipient agrees to cooperate with OJP monitoring of this award pursuant to OJP's guidelines, protocols, and procedures, and to cooperate with OJP (including the grant manager for this award and the Office of Chief Financial Officer (OCFO)) requests related to such monitoring, including requests related to desk reviews and /or site visits. The recipient agrees to provide to OJP all documentation necessary for OJP to complete its monitoring tasks, including documentation related to any subawards made under this award. Further, the recipient agrees to abide by reasonable deadlines set by OJP for providing the requested documents. Failure to cooperate with OJP's monitoring activities may result in actions that affect the recipient's DOJ awards, including, but not limited to: withholdings and /or other restrictions on the recipient's access to award funds; referral to the DOJ OIG for audit review; designation of the recipient as a DOJ High Risk grantee; or termination of an award(s). 47. The award recipient agrees to participate in a data collection process measuring program outputs and outcomes. The data elements for this process will be outlined by the Office of Justice Programs. 48. Protection of human research subjects The recipient (and any subrecipient at any tier) must comply with the requirements of 28 C.F.R. Part 46 and all OJP policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. 49. Confidentiality of data The recipient (and any subrecipient at any tier) must comply with all confidentiality requirements of 34 U.S.C. 10231 and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. The recipient further agrees, as a condition of award approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular, 28 C.F.R. 22.23. 50. Applicants must certify that Limited English Proficiency persons have meaningful access to the services under this program(s). National origin discrimination includes discrimination on the basis of limited English proficiency (LEP). To ensure compliance with Title VI and the Safe Streets Act, recipients are required to take reasonable steps to ensure that LEP persons have meaningful access to their programs. Meaningful access may entail providing language assistance services, including oral and written translation when necessary. The U.S. Department of Justice has issued guidance for grantees to help them comply with Title VI requirements. The guidance document can be accessed on the Internet at www_lep.gov. 51. The recipient agrees to notify BJA of any change in the status or duties of the collaborating agency partners or key individuals involved in implementing the activities under this award. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance PROJECT NUMBER 2019 -WY -BX -0010 AWARD CONTINUATION SHEET Grant AWARD DATE 091/09/2019 SPECIAL CONDITIONS 52. Withholding of funds: Research and evaluation independence and integrity PAGE 21 OF 22 The recipient may not obligate, expend, or draw down any award funds until: ( l) it has provided to the grant manager for this OJP award information regarding research and evaluation independence and integrity in accordance with the detailed instructions in the program solicitation, (2) OJP has completed its review of the information provided and of any supplemental information it may request, (3) the recipient has made (or agreed to) any adjustments to the award (including as to amount) that OJP may require to prevent, eliminate, mitigate, or otherwise adequately address any actual or apparent personal or financial conflict of interest on the part of the investigators or other staff /consultants engaged in the research /evaluation or organizational conflict of interest on the part of the recipient entity, and (4) a Grant Adjustment Notice has been issued to remove this condition. If this award is a "discretionary" award (i.e., not an award under a statutory "formula" program), the recipient understands and agrees that if it does not provide an adequate research and evaluation independence and integrity submission (as determined by OJP), or if it fails to implement (as determined by OJP) any safeguard included in its submission or required by OJP, this award may be terminated (without right of appeal), upon thirty (30) calendar days advance written notice by OJP. 53. Recipient understands and agrees that neither it nor any subrecipient may engage in activities constituting organizational conflicts of interest, such as awarding contracts (to be paid in whole or in part with grant funds) to Department of Justice - funded training and technical assistance (TTA) providers that guided project specifications as part of the provision of training and technical assistance to the recipient (or any subrecipient) of this award. The Procurement Standards in 2 C.F.R. Part 200 (the Part 200 Uniform Requirements) and the DOJ Grants Financial Guide describe actions that would or may give rise to organizational conflicts or other potential conflict of interest concerns under the award. Prior approval from the grant manager is required for any work with a Department of Justice - funded TTA provider. 54. The recipient is authorized to incur obligations, expend, and draw down funds in an amount not to exceed $100,000 for the sole purpose of developing an SPI Action Plan. The grantee is not authorized to incur any additional obligations, or make any additional expenditures or draw -downs until BJA has reviewed and approved the recipient's SPI Action Plan, and a Grant Adjustment Notice (GAN) has been issued to remove this Special Condition. 55. The recipient is authorized to incur obligations, expend, and draw down funds for travel, lodging, and per diem costs only, in an amount not to exceed $15,000, for the sole purpose of attending a required OJP conference associated with this grant award. The grantee is not authorized to incur any additional obligations, or make any additional expenditures or draw downs until the awarding agency and the Office of the Chief Financial Officer (OCFO) has reviewed and approved the recipient's budget and budget narrative, and a Grant Adjustment Notice (GAN) has been issued to remove this special condition. 56. Withholding - MIS question attachment The recipient may not obligate, expend or draw down funds until the Office of Justice Programs has received and approved the required application attachment(s) described in the program solicitation as "Information regarding Communication with the Department of Homeland Security (DHS) and /or Immigration and Customs Enforcement (ICE)," and has issued a Grant Adjustment Notice (GAN) releasing this special condition. 57. Recipient may not obligate, expend, or drawdown funds until the Bureau of Justice Assistance, Office of Justice Programs has reviewed and approved the Budget Narrative portion of the application and has issued a Grant Adjustment Notice (GAN) informing the recipient of the approval. OJP FORM 4000/2 (REV. 4 -88) U.S. Department of Justice Office of Justice Programs F Bureau of Justice Assistance PROJECT NUMBER 2019 -WY -BX -0010 AWARD CONTINUATION SHEET Grant AWARD DATE 09/09/2019 SPECIAL CONDITIONS 58. Withholding of funds: Disclosure of lobbying PAGE 22 OF 22 I The recipient may not obligate, expend, or draw down any funds under this award until it has provided to the grant manager for this OJP award a complete Disclosure of Lobbying Activities (SF -LLL) form, and OJP has issued a Grant Adjustment Notice to remove this special condition. 59. Withholding of funds: Disclosure of pending applications The recipient may not obligate, expend, or draw down any award funds until: (1) it has provided to the grant manager for this OJP award either an "applicant disclosure of pending applications" for federal funding or a specific affirmative statement that no such pending applications (whether direct or indirect) exist, in accordance with the detailed instructions in the program solicitation, (2) OJP has completed its review of the information provided and of any supplemental information it may request, (3) the recipient has made any adjustments to the award that OJP may require to prevent or eliminate any inappropriate duplication of funding (e.g., budget modification, project scope adjustment), (4) if appropriate adjustments to a discretionary award cannot be made, the recipient has agreed in writing to any necessary reduction of the award amount in any amount sufficient to prevent duplication (as determined by OJP), and (5) a Grant Adjustment Notice has been issued to remove this condition. 60. Recipient may not obligate, expend or drawdown funds until the Bureau of Justice Assistance, Office of Justice Programs has received and approved the required application attachment(s) and has issued a Grant Adjustment Notice (GAN) releasing this special condition. 61. The recipient may not obligate, expend, or draw down any award funds for indirect costs, unless and until either -- (l) the recipient submits to OJP a current, federally- approved indirect cost rate agreement, or (2) the recipient determines that it is eligible under the Part 200 Uniform Requirements to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(f), and advises OJP in writing of both its eligibility and its election. The financial review of the budget for this award is pending. If the OJP Office of the Chief Financial Officer (OCFO) determines as part of its financial review that the recipient already has submitted the documentation concerning indirect costs described above, this condition will be released through a Grant Adjustment Notice (GAN) upon completion of the OCFO final budget review. If the OJP OCFO instead determines as part of its financial review that the recipient has not yet submitted the required documentation concerning indirect costs, this condition will not be released until OJP (including its OCFO) receives and reviews a satisfactory submission. ON FORM 4000/2 (REV. 4 -88) U.S. Department of Justice P2 r; Office of Justice Programs Bureau ofJustice Assistance Woshington, U.C. 20531 Memorandum To: Official Grant File From: Orbin Terry, NEPA Coordinator Subject: Categorical Exclusion for City of Roanoke The FYI 9 Strategies for Policing Innovation grant program will build upon analysis- driven, evidence -based policing by encouraging state, local, and tribal law enforcement agencies to develop effective, economical, and innovative responses to crime. None of the following activities will be conducted either under the OJP federal action or a related third party action: 1) New construction; 2) Any renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100 -year flood plain; 3) A renovation which will change the basic prior use of a facility or significantly change its size; 4) Research and technology whose anticipated and future application could be expected to have an effect on the environment; or 5) Implementation of a program involving the use of chemicals. Additionally, the proposed action is neither a phase nor a segment of a project which when reviewed in its entirety would not meet the criteria for a categorical exclusion. Consequently, the subject federal action meets the Office of Justice Programs' criteria for a categorical exclusion as contained in paragraph 4(b) of Appendix D to Part 61 of Title 28 of the Code of Federal Regulations. U.S. Department of Justice GRANT MANAGER'S MEMORANDUM, PT. 1: �,. Office ofJusticc Programs PROJECT SUMMARY Bureau of Justice Assistance Grant PROJECT NUMBER PAGE I OF 1 1-019- WY -BX -oo 10 This project is supported under FY19(BJA - Policing Innovations) Pub. L. No. 116 -6, 133 Stat 13, 112 II I. STAFF CONTACT (Name & telephone number) 2. PROJECT DIRECTOR (Name, address & telephone number) Heather Wiley Jamey H. Bowdel (202) 598 -3969 Planning and Analysis Lieutenant 348 Campbell Avenue SW Roanoke, VA 24016 (540) 853 -2337 3a. TITLE OF THE PROGRAM Purpose Area 2: Responding to Precipitous Increases in Crime [4- TITLE OF PROJECT Regional Multi- Agency Collaboration in the Roanoke Valley 3b. POMS CODE (SEE INSTRUCTIONS ON REVERSE) i 5. NAME & ADDRESS OF GRANTEE 6. NAME & ADRESS OF SUBGRANTEE City of Roanoke 215 Church Ave SW Room 364 Roanoke, VA 24011 7. PROGRAM PERIOD S. BUDGET PERIOD FROM 10/01/2019 TO: 0930/2022 FROM: 10/01/2019 TO: 09/30/2022 9. AMOUNT OF AWARD 10. DATE OF AWARD S 401,807 09/091/2019 11. SECOND YEAR'S BUDGET 12. SECOND YEAR'S BUDGET AMOUNT 13. THIRD YEAR'S BUDGET PERIOD 14. THIRD YEAR'S BUDGET AMOUNT 15. SUMMARY DESCRIPTION OF PROJECT (Sec instruction on reverse) Strategies for Policing Innovation, Purpose Area 2: Precipitous Increase in Crime, provides resources to support projects that are experiencing precipitous increases in crime or in a type or types of crime within their jurisdictions, and propose to implement and test applied justice information - sharing technology designed to respond to these crime increases and to improve criminal justice data exchange. Recipients must (I) identify and promote technology solutions that target preventing, investigating, prosecuting, and responding to precipitous increases in specific crime(s); (2) leverage new and existing partnerships to include other criminal justice entities, community organizations, and private or public providers, to enhance the applicant's ability to respond to these specific crimes within their jurisdiction; (3) develop policies and practices around the use of the technology solution that promote decision making with the intent to reduce the precipitous increase of the identified specific crime(s); and (4) apply the information - sharing or other technology solution(s) at all levels of the organization and in a manner that supports operational effectiveness and efficiency. OJP FORM 4000/2 (REV. 4 -88) Recipients must clearly identify how the funding will directly address a precipitous or extraordinary increase in crimc(s) or a type or types of crimc in the jurisdiction. Specifically, they must: identify a crime that has precipitously increased within the jurisdiction; identify the period of time during which the crime or relevant category of crime increased and provide evidence substantiating the claimed increase. SPI is part of the Project Safe Neighborhoods (PSN) Suite of Programs, which is focused on reducing violent crime. These initiatives will coordinate proactively with the PSN team in the respective district of the United States Attorney's Office (USAO) to enhance collaboration and strengthen the commitment to reducing violent crime. The City of Roanoke Police Department will use award funds to facilitate and support proactive evidence -based offender - focused strategies to address an increase in violent and gun - related crime. The City of Roanoke will lead a regional collaboration which includes the Town of Vinton, City of Salem, and Roanoke County Police Departments, the Roanoke Sheriff's Office, and the United States Attorney of the Western District of Virginia. CA,NCF IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41574 - 101019. A RESOLUTION authorizing the acceptance of the Virginia Homeless Solutions Program Grant ( "Grant ") to the City of Roanoke ( "City ") by the Virginia Department of Housing and Community Development ( "VDHCD ") in the amount of $93,984; authorizing the City of Roanoke to be the fiscal agent for distribution of the grant proceeds; and authorizing the City Manager to execute any documentation required to accept the Grant on behalf of the City, including Memorandums of Understanding with certain provider agencies. BE IT RESOLVED by the Council of the City of Roanoke that: The City of Roanoke hereby accepts the Virginia Homeless Solutions Program Grant by the VDHCD in the amount of $93,984, with a local in -kind match in the amount of $20,000 to be provided by the City for the Central Intake program, a local in -kind match in the amount of $3,383 to be provided by Safehome Systems, Inc., and a local in -kind match in the amount of $10,000 to be provided by the Council of Community Services, such proceeds to be used during the term of the Grant, beginning July 1, 2019, and ending June 30, 2020, all as more particularly set forth in the City Council Agenda Report dated October 10, 2019. The Grant will be used by the City and the provider agencies to assist eligible households experiencing homelessness to obtain and maintain housing, upon the terms as more particularly set forth in the above referenced City Council Agenda Report. 2. The City of Roanoke is authorized to be the primary fiscal agent for this Grant, and shall be responsible for distributing the Grant proceeds to the provider agencies for services R- Homeless Solutions Grant.(10.10.19) provided to the eligible households as more particularly set forth in the above referenced City Council Agenda Report. 3. The City Manager is hereby authorized to execute and file, on behalf of the City, the Grant agreement with the VDHCD and all necessary documents required to accept the Grant, including Memorandums of Understanding with each of the provider agencies performing the services under the Grant. All documents shall be upon form approved by the City Attorney. 4. The City Manager is further directed to furnish such additional information as may be required in connection with the City's acceptance of this Grant. A TEST: ,, , " G City Clerk. R- Homeless Solutions Grant.(10.10.19) 0 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41575 - 101019. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia Department of Community Development for the Virginia Homeless Solutions Program, amending and reordaining certain sections of the 2019 -2020 Grant Fund Appropriations, and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke that the following sections of the 2019 -2020 Grant Fund Appropriations be, and the same are hereby, amended and reordained to read and provide as follows: Appropriations Regular Employee Salaries 35- 630 - 5439 -1002 $ 40,097 City Retirement 35- 630 - 5439 -1105 6,833 401 H Health Savings Match 35- 630 - 5439 -1117 401 FICA 35- 630 - 5439 -1120 3,067 Dental Insurance 35- 630 - 5439 -1126 340 Life Insurance 35- 630 - 5439 -1130 525 Disability Insurance 35- 630 - 5439 -1131 114 Medical Insurance 35- 630 - 5439 -1180 7,282 Council of Community Services 35- 630 - 5439 -5618 27,504 Safehome Systems 35- 630 - 5439 -5646 7,821 Revenues VA Homeless Solutions FY20 35- 630 - 5439 -5439 93,984 Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Department of Housing and Community Development - Virginia Homeless Solutions Grant Award Background: As the grantee, the City of Roanoke received notification of award from the Department of Housing and Community Development ogDramD(VHSP) gaantunThe $93,984 through the Virginia Ho meless Solutions VHSP grant is a state and federally uprogram ant (ESG)gh State II Fund and the federal Emergency Soltion support Continuum of Care (CoC) strategies and homeless service and prevention programs aimed at reducing the number of individuals /households who become homeless; shortening the length of time an individual or household is homeless; and reducing the number of individuals /households that return to homelessness. These funds will be distributed as follows: City of Roanoke Central Intake ($58,659); the Council of Community Services planning activities ($27,504) and Safehome Systems in Covington ($7,821). The City will be serving as fiscal agent for these funds and entering into a contractual agreement with the Council of Community Services and Safehome Systems to provide such homeless prevention programs and services, per the attached memorandum of understanding. These funds must be expended or obligated during the award period of July 1 , 2019 to June 30, 2020. Grantees are required to provide a 25% community -wide match with local or private funds for the entire DHCD -VHSP award amount. Match contributions /types for this grant include: the City of Roanoke is providing $20,000 of "in- kind" space contribution for the Central Intake program; Safehome Systems is providing an in -kind match of $3,383 and the Council of Community Services is providing an in -kind match of $10,000. Recommended Actions: Authorize the application and accept the Department of Housing and Community Development VSHP grant in the amount of $93,984 and authorize the City Manager to execute the grant documents associated with this funding. All documents shall be approved as to form by the City Attorney. Adopt the accompanying budget ordinance to establish a revenue estimate in the amount of $93,984 and to appropriate the same amount to expenditure accounts to be established by the Director of Finance in the Grant Fund. Robert S. Cowell, Jr. City Manager Attachment Distribution: Council Appointed Officers R. Brian Townsend, Asst. City Mgr. for Community Development Amelia C. Merchant, Director of Finance Steven W. Martin, Director of Human and Social Services Matt R. Crookshank, Human Services Administrator CM 19 -00176 N Memorandum of Understanding Between the City of Roanoke and the Council of Community Services The Blue Ridge Continuum of Care (CoC) is the lead entity for the Department of Housing and Community Development (DHCD),Virginia Homeless Solutions Program (VHSP). The agencies listed below are entering into a Memorandum of Understanding (MOU) to provide for coordination activities, project evaluation, CoC application activities, developing a CoC system, training related to the emergency crisis response system, and VHSP compliance activities. History of the Relationships The Council of Community Services (Council) provides strong leadership for organizations and individuals in the areas of planning, information, and referral services to improve the quality of life in our communities. The Council was established to promote the welfare of the Roanoke Valley community through the provision of a forum for the expression and the study of community needs; the survey and evaluation of resources available; the improvement of existing resources; and the establishment of new resources. The City of Roanoke has partnered with the Council to deliver strategic planning to the CoC since 2006. Since that time we have collaborated on numerous projects to align our community outcomes with federal and state plans. H. Development of the Application The City of Roanoke, in collaboration with community partner agencies developed the DHCD- VHSP grant application to include a planning component. Planning processes create a mechanism to incorporate and coordinate key events throughout the year such as 1) the CoC's grant applications to the U.S. Department of Housing and Urban Development and to DHCD; 2) the annual Point in Time Survey of the Homeless; 3) use of HMIS and other data tracking tools to track system -level outcomes; 4) affordable housing study. The planning process results in clearly defined roles and responsibilities for each part of the system. The planning process increases collaboration among providers and better positions the CoC to be competitive for funding opportunities locally and at the state and federal levels. Ill. Roles and Responsibilities The roles and responsibilities of partner agencies have been identified as follows: City of Roanoke will: 1. Serve as fiscal agent for the sub - recipient contract award totaling $27,504. 2. Review and monitor monthly invoices for payment to the Council. 3. Provide co- leadership in carrying out the responsibilities of the MOU partner agency. 4. Attend training directly related to the implementation provisions of this MOU. Council of Community Services will: 1) Action: Through a series of meetings with CoC and Blue Ridge Interagency Council on Homelessness ( BRICH) member meetings, assist the CoC in the refinement and further development of a coordinated assessment system for utilization by homeless service providers. Research shows that coordinated assessment systems contribute directly to a reduction in the amount of time that an individual is experiencing homeless. Deliverable: A brief and concise report containing a detailed description of the coordinated assessment system, including: 1) roles and responsibilities of agencies and central intake, 2) a flow chart illustrating the assessment system and 3) a narrative detailing the assessment system. Deliverable: Incorporate all CoC documents (PSH Manual, RRH and Prevention Manual etc.) into one system level document for the Blue Ridge Continuum of Care. 2) Action: Review System Wide Analytics and Projections (SWAP) guidelines and utilize this tool to enable our community to use local data to understand what our current system is accomplishing. The tool will be used to inform system planning and system change efforts to reduce overall homelessness and meet HUD system performance measures. Prepare a report to be presented to the BRICH and CoC. Deliverable: Provide monthly data analysis to CoC Lead. Deliverable: An annual report evaluating the performance of programs that address homelessness and homeless prevention in our community 3) Action: Collect monthly information from DHCD -VIiSP funded agencies to include: data quality, timely quarterly reporting, and timely spending of project funds. Run HMIS data quality report as a cross check. Deliverable: Provide quarterly reports at BRICH and CoC meetings. 4) Action: Attend quarterly HELPS meetings and monthly workgroup committee meetings: prepare and distribute meeting minutes and provide guidance in compliance with NOFA requirements on a monthly basis. Deliverable: Monthly agendas, minutes. 5) Action: Work with CoC lead to review alignment of federal, state and local CoC goals and priorities. Deliverable: Agenda and minutes /notes from the meeting. 6) Action: facilitate the development and co -write the DHCD grant renewal application; provide technical assistance to project applicants; and ensure all requirements have been met. Deliverable: DHCD grant application submitted in spring 2019. 7) Action: Research funding opportunities and other important CoC /homelessness information to increase communication. Deliverable: Post information to the CoC Facebook page, BRICH and CCS websites on a regular basis. Deliverable: Recommend collaborative funding applications to CoC Lead. 1V. Timeline The grant period for this collaborative effort coincides with the DHCD -VHSP grant period beginning July 1, 2018 to June 30, 2019. This project may be renewed at one -year intervals based on availability of funding. V. Termination This Memorandum may be terminated by the City of Roanoke or the Council of Community Services at any time, for any cause, or no cause, upon sixty (60) days prior written notice signed on behalf of the terminating party. Approval: We the undersigned have read and agree with this MOU. Further, we have reviewed the portion of the proposed project budget pertaining to the collaborative effort described herein and ap Robert S. Cowell, Jr., City Manager City of Roanoke Daniel W. Merenda, President Council of Community Services S/3 !y Date ? t Date Memorandum of Understanding Cities of Roanoke and Covington for Department of Housing and Community Development Virginia Homeless Solutions Program (VHSP) Funds The Blue Ridge Continuum of Care is the Department Program Housing and The Community Development (DHCD), Virginia Homeless Solutions agencies listed below are entering into a Memorandum of Understanding (MOU) to provide shelter operations for individuals and families who seek assistance at their shelter. I. History of the Relationships The collaborating organizations in the Blue Ridge Continuum of Care share a long history of coordinated action to address the challenges of low income individuals and families in our community. Safehome Systems in rural Covington, Virginia is an integral part of providing emergency shelter to residents in the rural area. 11. Development of the Application Discussions have taken place with program partners regarding the utilization of VHSP funds. They will continue the collaborative effort to serve victims of domestic violence in the rural oved area. Additionally, collaborating parties have given input into project development, app the program budget(s), and continue to be involved in planning and moving our Continuum forward. Ill. Roles and Responsibilities The roles and responsibilities of partner agencies have been identified as follows: City of Roanoke will: 1. Serve as fiscal agent for Safehome Systems in Covington, Virginia. 2. Receive quarterly program reports from agency director. 3. Upon receipt of verified invoice from agency, prepare payment for utilities for the emergency shelter operations. Safehome Systems will: 1. Provide emergency shelter to residents of Safehome Systems. 2. Submit financial and program reports to the City of Roanoke as directed. 3. Submit monthly invoices for utility payments by the 10th working day of each month. IV. Timeline The roles and responsibilities described above are contingent on successful application of receiving requested funding for this project. The beginning and end dates of this collaborative effort would coincide with the grant period. Approval: We the undersigned have read and agree with this MOU. Further, we have reviewed the portion of the proposed project budget pertaining to the collaborative effort described herein and approve it. Lk- stopher P. Morrill, City Manager Date City of Roanoke Tamy Man,xecutive Director Safehome Systems Date 5- o- lb Page 2 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41576-101019. A RESOLUTION adopting revisions to The Council of the City of Roanoke, Virginia, Policy on United States Department of ousing and Urban Development Funds, and authorizing the City Manager to execute documents approved as to form by the City Attorney necessary to effect the intent of this Resolution. WHEREAS, the .City of Roanoke is an entitlement community under the Community Block Grant ("CDBG"), HOME Investment Partnerships ("HOME") and Emergency Solutions Grant ("ESG") programs of the United States Department of Housing and Urban Development ("HUD"); WHEREAS, each year, approximately $2.5 million in new entitlement grants are available to the City from HUD through such programs; WHEREAS,, on September 17, 2001, by adopting Resolution No. 35570-091701, City Council adopted The Council of the City of Roanoke, Virginia, Policy on United States Department of" Housing and Urban Development Funds ("HUD Funds Policy"), which established guidelines for budgeting and distributing such funds, and authorized the City L- t-- Manager to implement the HUD Funds Policy; WHEREAS, the HUD Funds Policy has been amended and updated periodically since September 17, 2001; and WHEREAS, additional revisions by City Council to the HUD Funds Policy are needed so that the budgeting and distribution of HUD Funds will better address the needs ol-the citizens of the City of Roanoke in the areas of housing, economic development, neighborhood development, human development, and homeless services. NOW. THEREFORE BF, IT RF,SOL,VED by the Council of the City of Roanoke that: 1. the HUD Funds policy is hereby amended by the designation of the Belmont/Fallon neighborhoods as target areas to receive 2020 -2021 through 2025 -2026 HUD Entitlement Funding beginning in 2020 -2021, as more particularly set forth in the City Council Agenda Report dated October 10, 2019. 2. The HUD Funds Policy, as revised in the manner set forth in the City Council Agenda Report dated October 10, 2019, supersedes the HUD Funds Policy and all policies adopted by City Council or otherwise implemented by the City Administration in effect prior to October 10, 2019, with respect to the budgeting and distribution oi'HUD funds prior to October 10.2019. 3. The City Manager is authorized to work with staff and informed stakeholders to identify specific boundaries within the Belmont /Fallon neighborhoods to serve as the target of HUD funding beginning in part in 2020 -21. 4. The City Manager is hereby authorized to execute such documents, approved as to form by the City Attorney, as are necessary to effect the intent of this Resolution. ATTEST: ���[- t:),gr{tt City Clerk. CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Consideration of a HUD Funds Policy Background: The City of Roanoke receives approximately $2.5M in entitlement funds each year from the US Department of Housing and Urban Development under the Community Development Block Grant (CDBG), HOME Investment Partnership (HOME) and Emergency Solutions Grant (ESG) programs. These funds are earmarked to provide services to low and moderate income individuals and families in the City. Since 2002, the City has pursued a strategy of focusing a majority of Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) funds in target neighborhoods over a multi -year time frame. The City is currently in the fourth year of a five year effort in the Melrose - Orange Target Area. Past target areas included West End, Hurt Park, Gainsboro /Gilmer, and Belmont. The Department of Planning, Building and Development was tasked with analyzing various neighborhoods as candidates for the next target area. Several factors were considered by a team of city staff. Belmont /Fallon, Gilmer /Harrison and Morningside were selected as finalists among the CDBG eligible neighborhoods. A citizen advisory committee, consisting of nine highly qualified and knowledgeable members, was asked to consider these three neighborhoods and rank them in terms of priority as the next target area. Considerations: The proposed HUD funds policy reflects the citizen advisory committee's unanimous recommendation to designate Belmont /Fallon as the next target area beginning with a transition year in 2020-21, and continuing until 2025 -26. The committee selected Gilmer /Harrison as the second highest priority for target area designation. Belmont /Fallon was recommended as the highest priority due to a number of factors, including resident support, opportunities to encourage private investment, housing stock age, designation as an historic district and statistical data showing the predominance of low to moderate income households facing severe economic hardship. Primary emphasis for the use of the City's CDBG funds is placed on the development and improvement of the community's housing stock, with a secondary emphasis on infrastructure and neighborhood development. Economic development, public services and homelessness services are other categories that are listed as priority needs to address with HUD funding. The policy requires the targeting of non - administrative CDBG and HOME funds to equal 50% or greater for services and programs primarily serving the targeted neighborhood of Belmont /Fallon. A copy of the proposed policy is attached to this report for City Council's information and consideration. Recommended Actions: Approve the proposed HUD funds policy and authorize the City Manager, or City Manager's designee, within e identify specific to serve as the target of HUD funding beginning in part in 2020-21. V_ Robert S. Cowell, Jr City Manager Attachment: Proposed HUD Funds Policy Distribution: Council Appointed Officers Brian Townsend, Asst. City Manager for Community Development Sherman M. Stovall, Asst. City Manager for Operations Amelia C. Merchant, Director of Finance Chris Chittum, Director of Planning, Building and Development Keith Holland, Community Resources Program Administrator 2 target Citizen Advisory Committee a recommended Belmont /Fallon potential neighborhoods and who hav o City Council for consideration. Tom Carr (retired Director of Planning, Building & Development) Matt Crookshank (Council of Community Services) Shirley Holland (Carilion Clinic) Annette Lewis (TAP) John Lewis (formerly with Apple Ridge) Kate Lewis (Roanoke Neighborhoods Advocates) Karen Mason (Habitat for Humanity) Roger Vest (retired Executive Director of RRHA) Damon Williams (First Citizens Bank) Pamela Smith with the Roanoke City Planning Commission was also invited to serve on the board but was not able to attend any of the 3 meetings due to scheduling conflicts. City of Roanoke Policy on Use of HUD Funds Adopted: Each year, the City of Roanoke receives approximately $2.2 to $2.5 million in new entitlement grants under the Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME) and Emergency Solutions Grant (ESG) programs of the U.S. Department of Housing and Urban Development (HUD). This policy sets forth guidelines for the budgeting and distribution of these funds. 1. CDBG, HOME and ESG funds shall be used for programs and projects that implement plans adopted by City Council, including the Roanoke Strategic Plan, the comprehensive plan, plans adopted as components of the comprehensive plan, and the 5 -Year Consolidated Plan. 2. The City's priorities for the use of its CDBG funds are: (a) Housing Development involving the rehabilitation of housing to benefit low- or moderate - income people or families. (b) Neighborhood Development involving activities that enhance the development of low- and moderate - income neighborhoods. This priority includes public infrastructure that benefits a low- moderate income census tract. (c) Economic Development involving the creation of jobs that benefit persons of low or moderate income. (d) Homeless Services involving the prevention, reduction or elimination of homelessness. (e) Human Development involving activities that enhance the development of persons of low or moderate income. 3. Funds allocated to "Human Development" (HUD "Public Services ") and "Planning and Administration" activities shall not exceed 95% of the maximums allowed under the HUD regulations. However, the City may increase funding up to 100% of the maximums when necessary for the operational feasibility of such activities. 4. HOME funds will be used for activities to provide affordable housing. 5. ESG funds will be used for activities to prevent and reduce homelessness. 6. Of the amounts available for any given fiscal year after subtracting funds designated for Planning and Administration activities, at least 51% of the combined CDBG funds and HOME funds shall be designated for activities in the designated target neighborhood. 7. In 2019, a HUD Policy Citizens Advisory Committee studied three potential target areas for future consideration: Gilmer/Harrison, Belmont/Fallon, and Morningside . Belmont/Fallon was recommended as the top priority for the focus of HUD funding beginning in 2020 and continuing until 2025 -26. The Gilmer/Harrison neighborhood was selected as the next priority area for future consideration. Planning, Building and Development Department staff, along with affected stakeholders, will identify general boundaries for concentration of programming and funding within the recommended target area. The City's Department of Planning Building and Development, in consultation with other City departments, community organizations, and other stakeholders will develop a strategy for use of CDBG and HOME funds in target areas. Beginning in FY2021, the Community Resources Division will establish HUD funding application guidelines and selection criteria with a substantial preference for projects and programs within and near the designated target area or that have some direct benefit to the target area. To encourage larger scope projects and programs, this policy establishes a minimum grant amount of $15,000 for either CDBG or HOME funds. However, this minimum does not apply to Neighborhood Development Grants. Favorable consideration will be given to projects that leverage other financial resources, demonstrate collaboration with other community stakeholders, and provide a service that is not otherwise being provided by others. ). An interdepartmental work group will be established to bring additional resources, programs, projects and services to the target area. Departments will identify opportunities to focus efforts into services that could benefit residents or develop infrastructure or economic opportunities in the target area through the annual budgeting process or development of capital improvement plans. Services that would be eligible for CDBG funds and meet the HUD national objectives may apply for CDBG funds as long as matching funds from non CDBG resources are equal to or greater than 50% of the total expense for such service. 10. This policy shall supersede all previously adopted policies on the use of HUD funds 14 b IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA rte` The 10th day of October, 2019. No. 41577 - 101019. A RESOLUTION authorizing the City Manager's issuance and execution of additional Amendments to the City's Contract with West Safety Solutions Corp. ( "West Safety ") for relocation services at the new VA811 /E911 Communications Center; and authorizing the City Manager to take certain other actions in connection with such Amendments. BE IT RESOLVED by the Council of the City of Roanoke as follows: I. The City Manager is authorized to issue and execute such additional Amendments as may be necessary to the City's Contract with West Safety, in an amount not to exceed an additional $124,902 for additional services to include, but not be limited to, relocation services at the new VA811 /E911 Communications Center in the amount of $119,902, all as more fully set forth in the City Council Agenda Report dated October 10, 2019. 2. The form of such Amendments shall be approved by the City Attorney. 3. Such Amendments shall provide authorization for additions to the work, with an increase in the amount of the Contract, and provide that the total amount of such Amendments will not exceed an additional $124,902, including an Amendment No. 6 for relocation services in the amount of $119,902, all as set forth in the above mentioned City Council Agenda Report. 4. The City Manager is authorized to take such actions and to execute such documents as may be necessary to provide for the implementation, administration, and enforcement of all such Amendments to the above mentioned Contract with West Safety, as well as the Contract itself. ATTES City Clerk R- Authorize Amendment to Contract with West Safety Solutions Corp. (10.10.19) CITY COUNCIL AGENDA REPO RT To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Amendment to West Safety Solutions Corporation Contract Background: The City contracted with West Safety Services Corporation in 2008 to provide 911 call handling capabilities for the City's E91 1 operations. The City continues to use these services and has amended the contract numerous times for security enhancements, additional positions, bundled call routing services, and increases in maintenance. E91 1 will be moving into the new VA81 1 /E91 1 Communications Center on Blue Hills Drive, which will require move services. Considerations: The current contract amount is $179,004. Amendment No. 6 provides for an increase in the contract of $119,902, which is needed for relocation services. In addition to the above Amendment No. 6, other expenses connected with the project may involve the need to purchase additional equipment to integrate E911 software with the City's administrative phone system. Therefore, future amendments may be needed to the Contract with West Safety Services Corporation to purchase this equipment. However, the total of such other amendments is not expected to exceed an additional $5,000 over and above the previously mentioned $119,902, for total Contract Amendments not to exceed $124,902. Council approval is required to amend the contract by amendment. Funding is available in the 08- 530 -9586 (E911 Facility) project account. Recommended Action: Authorize the City Manager to execute additional amendments as mentioned above, approved as to form by the City Attorney, to the City's contract with West Safety Solutions Corporation in an amount not to exceed $124,902, including an Amendment No. 6 for $119,902 as set forth above. Authorize the City Manager to take such actions and to execute such documents, as may be necessary to provide for the implementation, administration, and enforcement of all such amendments to the above - mentioned contract with West Safety Solutions Corp., as well as the contract itsel - - e- Robert S. Cowell, Jr. City Manager Distribution: Council Appointed Officers Sherman M. Stovall, Assistant City Manager for Operations Amelia C. Merchant, Director of Finance IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41578 - 101019. A RESOLUTION authorizing the City Manager's issuance and execution of additional Amendments to the City's Contract with Motorola Solutions, Inc. ( "Motorola ") for relocation services at the new VA811 /E911 Communications Center and additional dispatcher radio equipment; and authorizing the City Manager to take certain other actions in connection with such Amendments. BE IT RESOLVED by the Council of the City of Roanoke as follows: I . The City Manager is authorized to issue and execute such additional Amendments as may be necessary to the City's Contract with Motorola, in an amount not to exceed an additional $1,229,650 for additional services to include, but not be limited to, relocation services at the new VA811 /E911 Communications Center and additional dispatcher radio equipment in the amount of $979,650, all as more fully set forth in the City Council Agenda Report dated October 10, 2019. 2. The form of such Amendments shall be approved by the City Attorney. 3. Such Amendments shall provide authorization for additions to the work, with an increase in the amount of the Contract, and provide that the total amount of such Amendments will not exceed an additional $1,229,650, including an Amendment No. 1 for relocation services and additional radio equipment in the amount of $979,650, all as set forth in the above mentioned City Council Agenda Report. 1 4. The City Manager is authorized to take such actions and to execute such documents as may be necessary to provide for the implementation, administration, and enforcement of all such Amendments to the above mentioned Contract with Motorola, as well as the Contract itself. ATTEST: 1 City Clerk. R- Authorize Amendment to Contract with Motorola Solutions, Inc. (10.10.19) OA CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Amendment to Communication Product Agreement with Motorola Solutions, Inc. Background: Motorola Solutions, Inc. is the vendor for the radio system shared with Roanoke County. The City contracted with Motorola Solutions, Inc. in 2017 to replace existing public safety radio equipment. E911 will be moving into the new VA81 1 /E91 1 Communications Center on Blue Hills Drive, which will require moving existing radio equipment as well as purchasing additional dispatcher radio equipment. Considerations: The current contract amount is $2,839,977. Amendment No. 1 provides for an increase in the contract of $979,650, which is needed for relocation services and additional dispatcher radio equipment. In addition to the above Amendment No. 1, other expenses connected with the project may involve the need to purchase additional radio equipment. Therefore, future amendments may be needed to the Contract with Motorola Solutions, Inc. to purchase this equipment. However, the total of such other amendments is not expected to exceed an additional $250,000 over and above the previously mentioned $979,650, for total Contract Amendments not to exceed $1,229,650. Council approval is required to amend the contract by amendment. Funding is available in the 08- 530 -9586 (E911 Facility) project account. Recommended Action: Authorize the City Manager to execute additional amendments as mentioned above, approved as to form by the City Attorney, to the City's contract with Motorola Solutions, Inc. in an amount not to exceed $1,229,650, including an Amendment No. 1 for $979,650 as set forth above. Authorize the City Manager to take such actions and to execute such documents, as may be necessary to provide for the implementation, administration, and enforcement of all such amendments to the above - mentioned co h Motorola Solutions, Inc., as well as the contract itself. Robert S. Cowell, Jr. City Manager Distribution: Council Appointed Officers Sherman M. Stovall, Assistant City Manager for Operations Amelia C. Merchant, Director of Finance IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41579 - 101019. A RESOLUTION authorizing the City Manager's issuance and execution of an additional Amendment to the City's Contract with Motorola Solutions, Inc. for relocation services for the computer aided dispatch hardware and software to the new VA811 /E911 Communications Center; and authorizing the City Manager to take such actions and execute such documents as may be necessary to provide for the implementation, administration, and enforcement of such Amendment to the above mentioned Contract, as well as the Contract itself. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager is hereby authorized, for and on behalf of the City, to issue and execute an additional Amendment to the City's Contract with Motorola Solutions, Inc., for relocation services to move the computer aided dispatch hardware and software to the new VA811 /E911 Communications Center on Blue Hills Drive, Roanoke, Virginia, all as more fully set forth in the City Council Agenda Report dated October 10, 2019. 2. The form of such Amendment shall be approved by the City Attorney. 3. Such Amendment will provide authorization for additions to the work, with an increase in the amount of the Contract of $90,656.00, all as set forth in the above Agenda Report. 4. The City Manager is further authorized to take such actions and execute such documents as may be necessary to provide for the implementation, administration, and enforcement of such Amendment to the above mentioned Contract, as well as the Contract. All such documents shall be approved as to form by the City Attorney. A TEST: City Clerk. CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Amendment to Computer Aided Dispatch /Mobile Replacement Services with Motorola Solutions, Inc. Background: The City contracted with Motorola Solutions, Inc. in 2017 to upgrade the Computer Aided Dispatch (CAD) system used by the City's E911 Center for $2,699,469. Contract amendment #1 for $540,000 added a disaster recovery system. Amendment #2 for $28,220 added additional software licensing. Amendment #3 extended the contract expiration date and reconfigured the phone interface. Amendment #4, currently being requested, will provide relocation services to move E911 CAD equipment to the new VA81 1 /E911 Communications Center on Blue Hills Drive. Considerations: The current contract amount is $3,267,689. An increase to the contract of $90,656 is needed for relocation services. Council approval is required to amend the contract, Funding is available in the 08- 530 -9586 (E911 Facility) project account. Recommended Action: Authorize the City Manager to execute the amendment as mentioned above, approved as to form by the City Attorney, to the City's contract with Motorola Solutions, Inc. in an amount not to exceed $90,656. Authorize the City Manager to take such actions and to execute such documents, as may be necessary to provide for the implementation, administration, and enforcement of all such amendments to the above - mentioned contract with Motorola Solutions, Inc., as well as the contract itself. Robert S. owell, fir. City Manager Distribution: Council Appointed Officers Sherman M. Stovall, Assistant City Manager for Operations Amelia C. Merchant, Director of Finance STEPHANIE M. MOON REYNOLDS, NINIC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fav (540) 853 -1145 E -mail: clerk(droanokeva.gov October 11, 2019 Ms. Pearl Fu Crane Chinatown 1001 Vine Street Philadelphia, Pennsylvania 19107 CECELIA F. MCCOY, CMC Depuh City Clerk CECELIA T. WEBB, CMC Assistant Deputy City Clerk Dear Ms. Fu: I am enclosing ceremonial copy of Resolution No. 41580 - 101019 designating the area to pay around Friendship Fountain and Sister Cities ontnbugt o Pavilion to the City of Plaza and to tribute to your numerous and significant express the appreciation of the entire Roanoke community. The abovementioned measure was adopted bby2019 Council of the City of Roanoke at its regular meeting held on Thursday, October On behalf of the Mayor and Members wish to express to of Roanoke and tsuc't ze so in family the Council's sincerest appreciation of the City recognition of your substantial and lasting commitment to the diverse Roanoke community. Sincerely, Celia T. Webb, CMC Assistant Deputy City Clerk C: Robert S. Cowell, Jr., City Manager Daniel J. Callaghan, City Attorney ell - IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41580 - 101019. A RESOLUTION designating the area around Friendship Fountain and Sister Cities Flags pavilion as Pearl Fu Plaza to pay tribute to the numerous and significant contributions of Pearl Fu to the City of Roanoke and to express the appreciation of the entire Roanoke community; and waive the requirements of Resolution No. 37976 - 121707 to allow such designation. WHEREAS, Pearl Fu immigrated to the United States at the age of 18 and, in 1986, settled in Roanoke with her family; WHEREAS, Ms. Fu then began a life committed to the diversity and beauty of her community in promoting the arts, welcoming immigrants to the Roanoke Valley, and expanding the benefits of the multicultural community; WHEREAS, among her many lasting accomplishments is the founding and supporting of Local Colors, an annual celebration of the multicultural community that distinguishes Roanoke and the Roanoke Valley, that now attracts thousands of visitors to the City to celebrate the diversity throughout our City; WHEREAS, Ms. Fu has also advocated and promoted the Sister Cities program through her service as Founder and Chair for Roanoke's Sister City Lijiang, China; WHEREAS, Ms. Fu has received numerous awards in recognition of her efforts throughout our community, including being named the 1993 Citizen of the Year; receiving the designation as "Best Person in Roanoke" from the readers of City Magazine; and receiving the Virginia's Outstanding Citizen and Humanitarian Award from former Governor Jim Gilmore; WHEREAS, City Council desires to designate the area adjacent to the intersection of Church Avenue and Market Street, S.E., along a portion of City property bearing Official Tax Map No. 4015003, at which Friendship Fountain and the Sister Cities Flags pavilion as "Pearl Fu Plaza" to recognize Ms. Fu for her lasting contributions to our community; WHEREAS, in accordance with the policy of City Council established by Resolution No. 37976 - 121707 adopted on December 17, 2007, regarding the naming of City -owned facilities, including plazas, City Council may waive the requirement of this policy that an individual be deceased for at least one year before naming a facility "in order to recognize the outstanding contributions of a living person;" and WHEREAS, Ms. Fu's numerous contributions to the diverse fabric of our community and her unwavering commitment to her mission to promote multiculturalism in order remove barriers among diverse cultures and create a kinder, happier world justify a waiver of this policy. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. City Council finds and determines that the substantial contributions of Pearl Fu to the City of Roanoke and the Roanoke Valley warrant waiver of the requirement set forth in Resolution No. 37976 - 121707 that a public facility be named or renamed for an individual who has been deceased for at least one year and such requirement is hereby waived. 2. City Council hereby names and designates a portion of City -owned property designated as Official Tax Map No. 4015003, such portion being the area at which Friendship Fountain and the Sister Cities Flags pavilion are installed and situated on Official Tax Map No. 4015003 and adjacent to the intersection of Church Avenue and Market Street, S.E., as "Pearl Fu Plaza" in recognition and appreciation of the numerous contributions of Ms. Fu to diverse fabric of our City. 3. City Council authorizes the City Manager to take such actions as are necessary to name the aforementioned portion of City -owned property designated as Official Tax Map No. 4015003 as "Pearl Fu Plaza," including the installation of a suitable plaque or marker. 4. City Council directs the City Clerk to provide an attested copy of this Resolution as an expression of the appreciation of the City of Roanoke and its citizens to Ms. Fu's substantial and lasting commitment to our diverse Roanoke community. This Resolution shall be effective upon passage. TTEST: I - * City Clerk CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: October 10, 2019 Subject: Request to Name a Portion of City - owned Property located in Downtown Roanoke as "Pearl Fu Plaza" Background: Pearl Fu immigrated to the United States at the age of 18 and settled in Roanoke with her family in 1986. Among her many lasting accomplishments to our City was the establishment and nurturing of the annual Local Colors event in Elmwood Park, which celebrates the multicultural nature of our community and its broad diversity. Ms. Fu has also been an active participant in the Sister Cities program as Founder and Chair for one of Roanoke's Sister Cities, Lijiang, China. She has received many awards and recognitions locally and statewide, including being named the 1993 Roanoke Citizen of the Year. Ms. Fu's numerous civic and community contributions celebrating the diverse fabric of our community and her commitment to the mission of promoting multiculturalism to create a kinder, happier, and more tolerant world in which we live gives rise to this request to name a prominent civic feature in downtown Roanoke in her honor. Considerations: Through Council Resolution No. 37976 - 121707 regarding the City Policy for the naming of City buildings, streets, parks, and other facilities, it is recommended that a portion of city -owned property bearing Official Tax Map No. 4015003 adjacent to the intersection of Church Avenue, S.E. and Market Street, S.E. upon which the Friendship Fountain and the Sister Cities Flags pavilion are located, be named "Pearl Fu Plaza" in honor of Ms. Fu's many years of community service and lasting contribution to the City and the Roanoke Valley. Recommended Action: City Council should adopt a Resolution to name the plaza in honor of Ms. Pearl Fu. Robert S. Cowell, Jr. City Manager Distribution: Council Appointed Officers R. Brian Townsend, Assistant City Manager Michael D. Clark, Director of Parks and Recreation N IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 10th day of October, 2019. No. 41581- 101019. A RESOLUTION supporting immediate funding for repairs to the Blue Ridge Parkway Closures at MP 106 - MP 112 and the Roanoke Mountain Loop Road at MP 120. WHEREAS, the 469 -mile Blue Ridge Parkway joins the Shenandoah National Park in Virginia with the Great Smoky Mountains National Park in North Carolina; WHEREAS, the Blue Ridge Parkway incorporates spectacular views of forested mountains and rural landscapes, offering visitors abundant recreational opportunities, a glimpse into the cultural heritage of the Blue Ridge Mountains, and a special place where memories are made serving as a living classroom for future generations; WHEREAS, the Blue Ridge Parkway is the most visited unit in the National Park System, attracting over 14 million visitors annually, serving as a front door to the many communities along its corridor; WHEREAS, the economic impact on gateway communities from visitors to the Blue Ridge Parkway is over $1.3 billion annually, supporting over 15,000 jobs; WHEREAS, the Blue Ridge Parkway for decades has been the number one attraction for Visit Virginia's Blue Ridge; WHEREAS, two indefinite road closures are now adversely impacting the visitor experience, located at Parkway Milepost 106 — Milepost 112 and Roanoke Mountain Loop Road at Milepost 120; WHEREAS, the fall season is one of the most popular times to travel the Blue Ridge Parkway, monthly visitation recorded in October 2018 alone at Route 460 and Route 24 totaled nearly 65,000 as a part of 636,000 visits for the year, impacting a large number of local, national and international visitors as well as the economic benefits to our regional communities; WHEREAS, in an effort to take temporary proactive measures, Visit Virginia's Blue Ridge is assisting with detour information including detailed directions, a list of businesses along the detour route as well as designating a detour landing page at �'��'w visitvbr com /tsar , closu e; WHEREAS, funding is not currently available until such time as the Blue Ridge Parkway leadership identifies available funds and the scope of work for these repairs. Ultimately, this is a temporary fix to a much larger ongoing funding issue; and WHEREAS, these road closures are symptomatic of a larger issue of deferred maintenance backlog for the Blue Ridge Parkway totaling $508 million and $11.6 billion for the National Park System. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that 1. City Council supports immediate funding of repairs for the Blue Ridge Parkway Closures at MP 106 — 112 and the Roanoke Mountain Loop Road at MP 120. 2. City Council requests the Blue Ridge Parkway leadership to take the necessary steps to repair these closures in a timely manner. 3. City Council requests that Congress pass the bi- partisan Restore our Parks legislation S. 500 and H. R. 1225, which will help to create a reliable, predictable stream of resources to address deferred maintenance needs in America's National Park System. 4. City Council directs the City Clerk to provide attested copies of this Resolution to the Roanoke City Congressional delegation; the Honorable Timothy M. Kaine, the Honorable Mark R. Warner, and the Honorable Benjamin L. Cline. TTEST: 1066Y � f Clerk. STEPHANIE M. MOON REYNOLDS, VINIC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerk(droanokeva.gov October 11, 2019 Linda D. Frith 3236 Somerset Street, S. W. Roanoke, Virginia 24014 Dear Ms. Frith: CECELIA F. MCCOY, CHIC Deputy City Clerk CECELIA T. WEBB, CHIC Assistant Deputy City Clerk On December 27, 1982, the Roanoke City Code was amended to provide that after completion of three consecutive complete terms of office, no member of a permanent board, authority, commission or committee shall be eligible for reappointment to the same office for the next succeeding term. On October 20, 2019, you will have completed your third consecutive term of office as a member of the Economic Development Authority. On behalf of the Members of Roanoke City Council, I would like to express appreciation for your service to the City of Roanoke as a member of the Economic Development from November 17, 2003 to October 20, 2019. Please find enclosed a Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in recognition of your years of service. Sincerely, �r� 4). h,'Vw Stephanie M. Moon Reynol s, MMC City Clerk Enclosure CERTIFICATE OF APPRECIATION PRESENTED TO Linda D. Frith AS A MEMBER OF THE ECONOMIC DEVELOPMENT FROM NOVEMBER 17, 2003 TO OCTOBER 20, 2019 ON THIS 11TH DAY OF OCTOBER 2019 IN RECOGNITION OF PUBLIC SERVICE FAITHFULLY RENDERED TO THE CITY OF ROANOKE APPROVI'l): A"I TFNI': SHERMAN P. LEA, SR. STEPI IANIF' M. ( R : OLDS MAYOR CITY CLERK STEPHANIE M. MOON REYNOLDS, MNIC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerk(a-roanokeva.gov August 15, 2018 Tom Roller 2612 Oakhill Lane Roanoke, Virginia 24015 Dear Mr. Roller: CECELIA F. MCCOY Deputy City Clerk CECELIA T. "'EBB, CMC Assistant Deputy City Clerk Your term of office as a member of the Roanoke Civic Center Commission expired on September 30, 2019. On behalf of the Members of Roanoke City Council, I would like to express appreciation for your service to the City of Roanoke as a member of the Roanoke Civic Center Commission from November 7, 2016 to September 30, 2019. Please find enclosed a Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in recognition of your service. Sincerely, *Stephanie M. Moon Reynolds, MC City Clerk Enclosure CERTIFICATE OF APPRECIATION PRESENTED TO Tom Roller AS A MEMBER OF THE ROANOKE CIVIC CENTER COMMISSION FROM NOVEMBER 7, 2016 TO SEPTEMBER 30, 2019 ON THIS 11T11 DAY OF OCTOBER 2019 IN RECOGNITION OF PUBLIC SERVICE FAITHFULLY RENDERED TO THE CITY OF ROANOKE APPROVED: / S / SI IFRMAN P. L[A, SR. MAYOR ATTEST: S "['EPIIANI�M�0( Y S CITY C'LGRK STEPHANIE M. MOON REYNOLDS, MMC City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerkCroanokeva.gov October 11, 2019 John D. Fulton 3318 Brandywine Avenue, S. W. Roanoke, Virginia 24018 Dear Mr. Fulton: CECELIA F. MCCOY, CMC Deputy City Clerk CECELIA T. WEBB, CMC Assistant Deputy City Clerk On December 27, 1982, the Roanoke City Code was amended to provide that after completion of three consecutive complete terms of office, no member of a permanent board, authority, commission or committee shall be eligible for reappointment to the same office for the next succeeding term. On October 1, 2019, you completed your third consecutive term of office as a member of the Architectural Review Board. On behalf of the Members of Roanoke City Council, I would like to express appreciation for your service to the City of Roanoke as a member of the Architectural Review Board from October 1, 2007 to October 1, 2019. Please find enclosed a Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in recognition of your years of service. Sincerely, V- - \rn 14%, Stephanie M. Moon Reynolds, XMC City Clerk Enclosure CERTIFICATE OF APPRECIATION PRESENTED TO John D. Fulton AS A MEMBER OF THE ARCHITECTURAL REVIEW BOARD FROM OCTOBER 1, 2007 TO OCTOBER 1, 2019 ON THIS 11TH DAY OF OCTOBER , 2019 IN RECOGNITION OF PUBLIC SERVICE FAITHFULLY RENDERED TO THE CITY OF ROANOKE APPROVED: En 31- E NO. V SIIERMAN P. LEA, SR. MAYOR ATTEIST: �UIM STEPHANII: M. MOON YNOLDS CITY (TI -'RK STEPHANIE M. MOON REYNOLDS, NIMC City Clerk Patice L. Holland 5277 Crumpacker Drive Roanoke, Virginia 24019 Dear Ms. Holland: CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011 -1536 Telephone: (540) 853 -2541 Fax: (540) 853 -1145 E -mail: clerk(aroanokeva.gov October 11, 2019 CECELIA F. MCCOV, CHIC Deputy Cite Clerk CECELIA T. WEBB, CN1C Assistant Deputy City Clerk On December 27, 1982, the Roanoke City Code was amended to provide that after completion of three consecutive complete terms of office, no member of a permanent board, authority, commission or committee shall be eligible for reappointment to the same office for the next succeeding term. On June 30, 2019, you completed your third consecutive term of office as a member of the Roanoke Arts Commission. On behalf of the Members of Roanoke City Council, I would like to express appreciation for your service to the City of Roanoke as a member of the Roanoke Arts Commission from March 2, 2009 to June 30, 2019. Please find enclosed a Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in recognition of your years of service. Sincerely, Stephanie M. City Clerk Enclosure . r �� ... Moon Reynolds, MMC CERTIFICATE OF APPRECIATION PRESENTED TO Patice L. Holland AS A MEMBER OF THE ROANOKE ARTS COMMISSION FROM MARCI1 2, 2009 TO JUNE 30, 2019 ON THIS 11'F11 DAY OF OCTOBER , 2019 IN RECOGNITION OF PUBLIC SERVICE FAITHFULLY RENDERED TO THE CITY OF ROANOKE APPROVED: 0000WANE SHERMAN P. LFA, SR. MAYOR A I°I FST: STFPFIANIF M. M00N YNOLDS CITY C'LC.RK