HomeMy WebLinkAboutCouncil Actions 09-19-22 BESTPITCH
42441-091922
ROANOKE CITY COUNCIL
REGULAR SESSION
SEPTEMBER 19, 2022
2:00 P.M.
CITY COUNCIL CHAMBER
215 CHURCH AVENUE, S. W.
AGENDA
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.
1 . Call to Order--Roll Call. All Present.
The Invocation was delivered by The Reverend Susan E. Bentley, Pastor,
St. James Episcopal 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:
Council meetings will be televised live and replayed on RVTV Channel 3 on
Thursdays at 7:00 p.m., and Saturdays from 10:00 a.m. to 5:00 p.m.; and video
streamed through Facebook Live at facebook.com/RoanokeVa. Council meetings
are offered with closed captioning for the deaf or hard of hearing.
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ANNOUNCEMENTS:
The Council of the City of Roanoke is seeking applications for the following
current vacancies and/or upcoming expirations of terms of office:
Board of Zoning Appeals —one vacancy
Building and Fire Code Board of Appeals —two vacancies (Property
Management and Architect)
Equity and Empowerment Advisory Board — one vacancy
Personnel and Employment Practices Commission — one vacancy
Access the City's homepage to complete an online application for the
abovementioned vacancies.
2. PRESENTATIONS AND ACKNOWLEDGEMENTS: NONE.
3. HEARING OF CITIZENS UPON PUBLIC MATTERS:
NONE.
4. CONSENT AGENDA:
(APPROVED 7-0)
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 A communication from Vice-Mayor Patricia White-Boyd, Chair, City
Council Personnel Committee, requesting that Council convene in a Closed
Meeting to discuss a personnel matter, being the annual performances of the
Council-Appointed Officers, pursuant to Section 2.2-3711 (A)(1), Code of Virginia
(1950), as amended.
RECOMMENDED ACTION: Concurred in the request.
C-2 A communication from the City Attorney requesting that Council convene
in a Closed meeting to discuss the disposition of publicly owned property, 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.
RECOMMENDED ACTION: Concurred in the request.
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C-3 A communication from the City Manager to schedule a public hearing for
Monday, October 17, 2022, at 7:00 p.m. or as soon thereafter as the matter may
be heard, or such later date and time as the City Manager may determine, in his
discretion, to amend the City's Enterprise Zone One A to add 13.6 acres into the
zone.
RECOMMENDED ACTION: Concurred in the request.
C-4 Minutes of the Audit Committee held on Wednesday, June 1, 2022.
RECOMMENDED ACTION: Received and filed.
C-5 Annual Report of the Audit Committee for the Fiscal Year ending June 30,
2022.
RECOMMENDED ACTION: Received and filed.
C-6 A communication from the City Manager transmitting the FY 2022 City
Manager Transfer Report for the fourth quarter ended June 30, 2022.
RECOMMENDED ACTION: Concurred in the request.
C-7 Reports of qualification of Captain David Morris as a member (Law
Enforcement) of the Towing Advisory Board for a three-year term of office ending
October 31, 2023; and Jamaal Jackson as a member of the Roanoke
Neighborhood Advocates for a three-year term of office commencing October 1,
2022 and ending September 30, 2025.
RECOMMENDED ACTION: Received and filed.
REGULAR AGENDA:
5. PUBLIC HEARINGS: NONE.
6. PETITIONS AND COMMUNICATIONS:
a. A communication from the Honorable Antonio Hash, City Sheriff,
recommending acceptance of the State Criminal Alien Assistance
Program (SCAAP) Reimbursement Grant from the Bureau of Justice
Assistance Office; and a communication from the City Manager concurring
in the recommendation.
Adopted Resolution No. 42441-091922 and Budget Ordinance No.
42442-091922. (7-0)
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7. REPORTS OF CITY OFFICERS AND COMMENTS OF THE
CITY MANAGER:
a. CITY MANAGER:
BRIEFINGS: NONE.
ITEMS RECOMMENDED FOR ACTION:
1. Appointment of Battalion Chief Rebecca R. Smith as the Fire
Marshal for the City of Roanoke.
Adopted Resolution No. 42443-091922. (7-0)
2. Acceptance of the Conference and Education Assistance Grant
from the Virginia Department of Fire Programs to provide training to
local and regional emergency responders during Fiscal Year 2023.
Adopted Resolution No. 42444-091922 and Budget Ordinance
No. 42445-091922. (7-0)
3. Acceptance of the Virginia Department of Motor Vehicles 2023
Traffic Safety (Selective Enforcement - Alcohol) Grant.
Adopted Resolution No. 42446-091922 and Budget Ordinance
No. 42447-091922. (7-0)
4. Acceptance of the Virginia Department of Motor Vehicles 2023
Traffic Safety (Selective Enforcement — Pedestrian/Bicycle Safety)
Grant.
Adopted Resolution No. 42448-091922 and Budget Ordinance
No. 42449-091922. (7-0)
5. Acceptance of the Virginia Department of Motor Vehicles 2023
Traffic Safety (Selective Enforcement – Police Traffic Services)
Grant.
Adopted Resolution No. 42450-091922 and Budget Ordinance
No. 42451-091922. (7-0)
6. Appropriation of additional revenue in connection with the
Shuttered Venue Operators Grant for the Berglund Center.
WITHDRAWN.
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7. Execution of a Memorandum of Understanding between the City of
Roanoke and Goodwill Industries of the Valleys, Inc., for the
placement of a Library Community Services Assistant —
Employment Specialist at the Melrose Library.
Adopted Resolution No. 42452-091922 and Budget Ordinance
No. 42453-091922. (7-0)
8. Execution of additional amendments to the contract with
HPC2, LLC, for cleaning services for the Libraries.
Adopted Resolution No. 42454-091922. (7-0)
9. Execution of the Performance Agreement between the City of
Roanoke, Economic Development Authority of the City of Roanoke,
Virginia and ASGN Incorporated for the expansion of its workforce
at its office located at 510 South Jefferson Street.
Adopted Ordinance No. 42455-091922, as amended. (7-0)
COMMENTS OF THE CITY MANAGER.
The Deputy City Manager shared the following comment:
Personal Property Tax Rebate Payment
• Residents will receive a one-time payment equal to 17.5 percent of what
they paid in personal property tax. Payments will go out late September as
long as personal property taxes have been paid by August 31, 2022.
b. CITY ATTORNEY:
1. Amendment of City Code Sections 32-86 and 32-88 to clarify and
provide that the income of nonrelatives of a homeowner living in the
home is applied to such exemption's household income and net
worth limitation; and to change the due date of the affidavit verifying
eligibility for the exemption from June 30 to May 31, respectively.
Adopted Ordinance No. 42456-091922. (7-0)
2. Amendment of City Code Section 32-22 to transfer the preparation
and maintenance of the Land book from the Commissioner of
Revenue to the Director of Real Estate Valuation.
Adopted Ordinance No. 42457-091922. (7-0)
3. Amendment of City Code Section 17-31 to change the membership
requirements of the Youth Services Citizen Board.
Adopted Ordinance No. 42458-091922. (7-0)
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8. REPORTS OF COMMITTEES:
a. A report of the Roanoke City School Board requesting appropriation of
funds for various educational programs; and a report of the City Manager
recommending that Council concur in the request. Donna Caldwell,
Director of Accounting, Spokesperson.
Adopted Budget Ordinance No. 42459-091922. (7-0)
b. A report of certain Authorities, Boards, Committees and Commissions in
which City Council serve as liaisons or appointees.
Council Member Cobb reported on the actions of the Greater
Roanoke Transit Company Meeting advising that construction for
the new transit facility was on schedule and electric buses should
arrive next year.
9. UNFINISHED BUSINESS: NONE.
10. INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS:
a. A resolution approving and affirming the action taken by the Greater
Roanoke Transit Company (GRTC) d/b/a Valley Metro to implement Fare
Free Election Day Bus Service for Tuesday, November 8, 2022.
Adopted Resolution No. 42460-091922. (7-0)
11 . MOTIONS AND MISCELLANEOUS BUSINESS:
a. Inquiries and/or comments by the Mayor and Members of City Council.
Council Member Bestpitch reminded everyone of the 129th
anniversary of the lynching of Thomas Smith and invited the public
to the unveiling of a memorial on Wednesday, September 21, 2022;
held on the corner of Franklin Road and Mountain Avenue. Parking
available at Second Presbyterian Church on Mountain Avenue and
3rd Street.
Council Member Cobb offered support to the transgender community
advising that the Governor reversed the Virginia Values Act.
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Council Member Price thanked citizens, planners and sponsors of
the 32nd Annual Henry Street Festival hosted by the Harrison
Museum of African American Culture. Sponsors included Truist
Bank, the City of Roanoke and The Berglund Center and over 4,000
tickets were sold for the event.
b. Vacancies on certain authorities, boards, commissions and committees
appointed by Council. NONE.
12. RECESS - 3:13 P.M.
THE COUNCIL MEETING WAS DECLARED IN RECESS; AND THEREAFTER
RECONVENED AT 7:00 P.M., IN THE COUNCIL CHAMBER, ROOM 450, NOEL C.
TAYLOR MUNICIPAL BUILDING.
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ROANOKE CITY COUNCIL
REGULAR SESSION
SEPTEMBER 19, 2022
7:00 P.M.
CITY COUNCIL CHAMBER
215 CHURCH AVENUE, S. W.
AGENDA
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.
Call to Order--Roll Call. All Present.
The Invocation was delivered by Elder James L. Hamm, Jr., Associate
Minister, Garden of Prayer#7 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.
CERTIFICATION OF CLOSED MEETING. (7-0)
NOTICE:
Council meetings will be televised live and replayed on RVTV Channel 3 on
Thursdays at 7:00 p.m., and Saturdays from 10:00 a.m. to 5:00 p.m.; and video
streamed through Facebook Live at facebook.com/RoanokeVa. Council meetings
are offered with closed captioning for the deaf or hard of hearing.
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A. PUBLIC HEARINGS:
1. Request of Virginia Transformer Corporation to rezone property located at
207 Berkley Road, N. W., from Residential Single Family District to Light
Industrial District, with conditions. Maryellen F. Goodlatte, Agent,
Spokesperson.
Adopted Ordinance No. 42461-091922. (7-0)
2. Request of Trustees of High Street Baptist Church to rezone an
approximately 12,054 square foot portion of property located at 1433
Lafayette Boulevard, N. W., from Institutional Planned Unit Development
District to Residential Mixed Density District. Wallace I. Allen, Chair, Real
Estate Department, Spokesperson.
Adopted Ordinance No. 42462-091922. (6-0, Council Member Price
abstained from the vote.)
B. HEARING OF CITIZENS UPON PUBLIC MATTERS:
City Council sets this time as a priority for citizens to be heard. If deemed
appropriate, matters will be referred to the City Manager for response,
recommendation or report to the Council.
Lisa Archer, 746 Arbutus, Avenue, S. E., appeared in support of women's
reproductive rights.
Ronnie Blankenship, 513 Lester Avenue, N. E., appeared before the Council
to advise of an issue in his neighborhood.
Latorie Woodberry, 3214 Forest Hill Avenue, N. E., appeared before the
Council to present information about his boxing program.
Lindsey Lineberry, 1511 Roanoke Avenue, N. W., appeared before the
Council in support of women's reproductive rights.
Whitney Hayes, 1002 5th Street, S. W., appeared before the Council in
support of women's reproductive rights.
Luke Priddy, 430 Mountain Avenue, S .W., appeared before the Council in
support of women's rights and protecting the Evans Spring property.
Theresa Gill-Walker, 2807 Ordway Drive, N. W., appeared before the Council
in support of protecting the Evans Spring property.
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Chris Craft, P. O. Box 12804, Roanoke, Virginia, announced the upcoming
Latino Heritage Festival on October 15 in Thrasher Park; and expressed
concern for phone calls not returned by the Parks and Recreation
Department.
Freeda Cathcart, 2516 Sweetbriar Avenue, S. W., appeared before the
Council to express concern with the condition of Fishburn Park and the
Fishburn Cabin, noting that public safety should be priority.
Council Member Bestpitch advised that all comments with regard to
women's reproductive rights should be forwarded to the City Clerk to b
include at the next Legislative Committee Meeting to be held on October 6,
2022.
Vice-Mayor White-Boyd announced that the Fields of Hopes and Dreams
Mentoring, LLC, would host a youth workshop at Faith and Hope Church of
God, located at 1802 Orange Avenue, N. W., collaborating with Stephen
"Webbie" Jefferson.
C. RECESSED - 8:03 P.M.
THE COUNCIL MEETING WAS DECLARED IN RECESS UNTIL THURSDAY,
SEPTEMBER 29, 2022, AT 8:30 A.M., IN THE CITY COUNCIL CHAMBER, TO
INCLUDE A TOUR OF AREA CAPITAL PROJECTS AND RECONVENE AT THE
BERGLUND CENTER FOR THE REMAINDER OF THE DAY; AND ON FRIDAY,
SEPTEMBER 30, 2022, AT 8:30 A.M., AT THE HOTEL ROANOKE AND
CONFERENCE CENTER, 110 SHENANDOAH AVENUE, N. E., FOR A CITY
COUNCIL STRATEGIC PLANNING RETREAT.
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Ct
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue,S.W.,Suite 456
Roanoke,Virginia 24011-1536
Telephone: (540)853-2541
Fax: (540)853-1145
SHERMAN P.LEA,SR. E-mail: clerk@roanokeva.gov
Mayor Council Members
William D.Bestpitch
Joseph L.Cobb
Anita J.Price
Stephanie Moon Reynolds
Vivian Sanchez-Jones
September 19, 2022 Patricia White-Boyd
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mayor Lea and Members of Council
I wish to request a Closed Meeting to discuss the annual performances of the Council-
Appointed Officers, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as
amended.
Sincerely,
-yu - �
Patricia White-Boyd, Chair
City Council Personnel Committee
PWB:ctw
CITY OF ROANOKE
OFFICE OF THE CITY ATTORNEY David L. Collins
464 MUNICIPAL BUILDING Laura M. Carini
215 CHURCH AVENUE,SW Douglas P.Barber,Jr.
ROANOKE,VIRGINIA 24011-1595 Kelsey M.Durkin
1 Jennifer L. Crook
TELEPHONE 540-853-243
Timothy R. Spencer
City Attorney FAX 540-853.1221 Assistant City Attorneys
EMAIL: cityatty@roanokeva.gov
September 19, 2022
The Honorable Mayor and Members
Of City Council
Roanoke, Virginia
Re: Request for Closed Meeting
Dear Mayor Lea and Council Members:
This is to request that Council convene a closed meeting for the purpose of discussing acquisition of
property for public purposes, 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.
Sincerely yours,
Ti pencer
City Attorney
LSC/l
°~ter CITY COUNCIL AGENDA REPORT
�IIJt�
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: Request to Schedule a Public Hearing to Consider Boundary
Amendments to Enterprise Zone One A.
Background/Considerations:
Due to anticipated development of key properties which are not presently
located within the Enterprise Zone, staff have identified a need to apply for
boundary amendments to the City's Enterprise Zone One A. Such amendments,
if approved by the Virginia Department of Housing and Community
Development, will add 13.6 acres into the zone, where future development is
anticipated into Enterprise Zone One A.
A public hearing is required to be held by the City Council prior to the submittal
and approval of any such amendments by the Virginia Department of Housing
and Community Development.
Recommended Action:
Authorize the City Clerk to schedule and advertise a public hearing on the
above matters to be held on Monday, October 17 at 7:00 P.M., or as soon as the
matter may be reached, or at such later date and time as deemed appropriate
by the City Manager.
yc-
Robert S. Cowell, Jr
City Manager
Distribution: Council Appointed Officers
W. Brent Robertson, Assistant City Manager/Director of Finance
Amelia C. Merchant, Deputy Director of Finance
Marc Nelson, Director, Economic Development
Victoria McNiff, Economic. Develop. Specialist, Economic Development
MINUTES
Audit Committee of Roanoke City Council
Location: Emergency Operations Center
Noel C. Taylor Municipal Building, Room 159 North
Date: June 1, 2022
Time: 4:04 p.m. to 4:54 p.m.
Attendees:
Audit Committee Member Present (Y/N)
Joseph Cobb (Chair) Y
Patricia White-Boyd (Vice-Chair) Y
Bill Bestpitch (Member) Y
Sherman Lea (Ex-Officio) N
Drew Harmon, Municipal Auditor
Tim Spencer, City Attorney
Brent Robertson, Assistant City Manager for Community Development
Clarence Grier, Deputy City Manager
Amelia Merchant, Director of Finance
Mary Talley, Accounting Supervisor
Dawn Hope Mullins, Assistant Municipal Auditor
Tasha Burkett, Information Systems Auditor
Cad Spichek, Senior Auditor
Dorothy Hoskins, Senior Auditor
John Aldridge, Partner, Brown Edwards & Company
Jerry Dunivant, President of Covenant Real Estate Services (A Division of Brown Edwards)
1. Call to Order:
Mr. Cobb welcomed everyone and called the meeting to order at 4:04 p.m.
2. Approval of the Minutes from the January 27, 2022 Meeting:
Mr. Bestpitch made a motion to approve the minutes, Ms. White-Boyd seconded the motion. The
minutes were approved and filed.
3. External Audit Plan for Year Ended June 30, 2022:
Mr. Aldridge referred the Committee to the plan, noting the following:
• ARPA expenditures are expected to be substantial and will most likely be tested as a major
program.
June 01, 2022 Page 2 of 7
• No changes related to pension or other post-employment benefits are expected this year.
• New accounting standards for leases will be a significant undertaking for Finance. An
example of a lease affected by the standard would be a locality renting space on a water
tower to a cell phone company. Mr. Aldridge noted that there are 3rd parties that can be
engaged to assist with implementing the lease standard. One company used by several
Brown Edwards clients is Debt Book.
Mary Talley, Accounting Supervisor, stated that she has been in communication with Debt
Book and plans to send the City's lease information to them within the next couple of weeks.
She believes Finance has about 80% of the lease information from departments. Debt
Book's process will take about 90 days to complete. Ms. Talley noted that Debt Book will
also be working with the City's debt schedules, which should take about four (4) weeks once
they have the City's information.
• Due to past findings the City is classified as a high-risk auditee for purposes of testing
expenditures of federal grant funds. Brown Edwards is required to test programs that
together account for at least 40% of all grant expenditures.
• Page 14 outlines the timing and location of each phase of the audit.
• Page 15 lists key dates that should be of interest to the Committee.
• Page 16 outlines three (3) of the most significant issues from the prior year's audit, along
with the solutions planned for this year.
As he was concluding his remarks on the plan, Mr. Aldridge mentioned staff turnover in Finance as
a concern, noting that it takes time to get new people in the building and trained.
Mr. Aldridge then introduced Jerry Dunivant, President of Covenant Real Estate Services. Mr.
Dunivant stated that Brown Edwards obtained a controlling interest in Covenant two and a half
years ago. Covenant provides title and settlement services for both residential and commercial real
estate. The City Attorney's Office recently contracted with Covenant to provide title and settlement
services after the City's current provider pulled out of the business. Brown Edwards has vetted this
relationship through the AICPA (American Institute of Certified Public Accountants) and found that it
created no issues in relation to the financial audit. Mr. Dunivant asked for any questions from the
Committee.
Mr. Spencer discussed past use of title and settlement services, and title insurance when the City
acquires property. He noted that these services give the City another tool when dealing with
property transactions. Mr. Spencer confirmed that the City had used a prior vendor who has gotten
out of the business.
June 01, 2022 Page 3 of 7
Mr. Cobb asked if there were any questions from the Committee. There were none.
Mr. Cobb recognized Amelia Merchant, Director of Finance, for comments. Ms. Merchant referred
the Committee to a handout provided at the beginning of the meeting and asked Mary Talley,
Accounting Supervisor, to brief the Committee.
The handout outlined the findings from the prior year's audit, the action plans, and progress made
on each:
• Capital Assets and Debt—As mentioned previously, Finance is working with Debt Book to
account for leases and debt. Ms. Talley is working on capital assets. Finance staff are
attending VGFOA (Virginia Government Finance Officers Association) courses and webinars
as much as possible. They are cross training and staying on top of monthly report review,
while working with departments to clean things up.
• Economic Development (ARPA Grants) —Staff have modified the review process and
requirements for disbursements. The application for funds requires a Memorandum of
Understandings (MOU) and a more thorough review.
• City Clerk's Office—All disclosure statements have been filed.
• Public Works and Transportation (Time Cards) —New time reporting software is in place.
Ms. Talley referred the Committee to the progress comments on the spreadsheet for
additional information.
• Social Services—John Beason is working more closely with the Treasurer's Office to get
reconciliations completed timely. They are also working with Finance to make sure
everything on the general ledger is reconciled.
• Civic Center—Ms. Talley stated that regarding segregation of duties, there are several
things the Civic Center has done to make sure there is more review and signoff. Because
they are small and cannot segregate duties as fully as the City might like to see, they have
put other mitigating controls in place.
Ms. Talley commented that Finance has also created an oversight team including the City Manager,
Director of Finance, Deputy City Manager, Assistant City Manager, and Manager of Accounting to
meet monthly to discuss training and action plans. They have setup mentoring arrangements with
the Deputy City Manager and Assistant City Manager, which has helped with addressing questions.
Ms. Talley stated the Director of Finance is looking at different development opportunities. If the
City has to contract something externally, it will be reviewed by the oversight team with City
Manager approval.
Ms. Talley stated Accounting will continue to monitor FY 21 action plans monthly to ensure
progress continues and will report status to the oversight team. The Deputy City Manager and
June 01, 2022 Page 4 of 7
Assistant City Manager will assist the Director of Finance in working with internal and external
auditors to stay on target. The City Manager, Assistant City Manager, Brown Edwards, and
Municipal Auditor will prepare audit communications so everyone gets same information. The
information will be shared with the Audit Committee. There will be enhanced reporting to Council
and Finance will continue to provide financial statements to Council through the City Manager's
weekly updates. Ms. Talley noted that a project to update or replace the current accounting system
is ongoing and should be fully funded in 2024. Accounting may work with a third party to assess
Accounting's systems, structure and resources, separately from the external and internal auditors.
Assessment results would be delivered to the City Manager.
Mr. Cobb thanked Ms. Talley for the briefing and asked the Committee if they had any questions or
comments. Mr. Bestpitch commented that the plan sounds good and that the City should be on
track for a smooth audit.
Mr. Cobb asked Mr. Harmon to discuss the audit communication plan. Mr. Harmon discussed what
had been done to date, noting that Dawn Mullins, Assistant Municipal Auditor, will be coordinating
the audit this year. There was a planning meeting on April 19 that included personnel from
Finance, Pension, Social Services, the Civic Center, GRTC and RCPS. On April 20, Ms. Mullins
met with GRTC and Brown Edwards to talk specifically about GRTC's schedule for audit work. Mr.
Harmon noted that the GRTC audit is expected to be completed much earlier this year.
Mr. Harmon stated that he, Mr. Cobb, and the City Manager had a preliminary meeting to talk about
communication issues in the prior year and how to improve communication. A second meeting was
held with a larger group that included the Director of Finance, Assistant City Manager for
Community Development, and Assistant Municipal Auditor and Brown Edwards to agree on the
details for the communication plan. Municipal Auditing will organize status meetings around key
deadlines, identify any reasons for delays and any impact on other deadlines. The first update will
be in mid-July when preliminary work is mostly complete.
Mr. Harmon reminded the Committee that the APA's deadline for filing the audit is December 15.
The plan is to complete the first draft of the annual report before Thanksgiving. The Audit
Committee meets on December 19 at 1:00 pm.
Mr. Cobb agreed the Committee wants to have a July and September update, then an update every
two (2) weeks from Municipal Auditing. He hopes this will consolidate much of the information. Mr.
Cobb asked the other Committee members if the schedule looked okay to them. They both
responded that it did and it seems doable. Mr. Cobb thanked everyone for the work on this effort,
and stated he feels good about where we are.
The plan was received and filed.
4. Sheriff Turnover Review:
Mr. Harmon stated this was a request from the outgoing Sheriff to do a turnover as he was leaving
June 01, 2022 Page 5 of 7
office. Ms. Mullins led this audit, and both the former and current Sheriff have reviewed the final
report and were given an opportunity to comment. Everyone is satisfied and agrees with the report,
which outlines in detail what was performed and the results. Mr. Harmon stated he would be happy
to answer questions.
Mr. Cobb commented he didn't notice any significant issues, to which Mr. Harmon agreed and
stated in general everything was in very good shape. Ms. White-Boyd commented this was a good
report and she was very impressed.
The report was received and filed.
5. Risk Management Investigation:
Mr. Harmon noted the concern about a backlog of work in Risk Management came through the
hotline. Dorothy Hoskins led this investigation. Due to the delay in the appointment of the new Risk
Manager, a staff member temporarily filled in. During this interim period there was some disruption
in risk management operations. The new permanent Risk Manager started in November and the
backlog was substantially cleared prior to the audit.
During the investigation, Auditing noticed an issue with underinsured property, specifically with Fire
Station#7. The new Risk Manager immediately began reviewing all City properties and identified
one additional underinsured property—Wells Fargo Tower. Risk Management is continuing to
review all property to ensure everything is properly valued and listed. Mr. Harmon commented that
as a result of the investigation, internal communication between City Departments and Risk
Management about changes in the values of City properties has improved.
Ms. White-Boyd asked how they would handle renovations. Mr. Harmon responded that City
Engineering will be communicating more regularly with Risk Management about renovations and
additions.
Mr. Cobb asked if the insurance has been updated on the underinsured properties. Mr. Harmon
responded that the information on Fire Station#7 has been updated, but he was unsure about the
Wells Fargo Tower. Ms. Hoskins responded that Risk Management has a preliminary valuation of
the Wells Fargo Tower, but is waiting on a final value to update the insurance.
Mr. Bestpitch asked if this was the Wells Fargo garage. Mr. Harmon responded that it was the
garage and the floor beneath the garage.
Hearing no further comments or questions, the report was received and filed.
6. PCI Project Update:
Mr. Harmon began by briefly reviewing the history of the tax and treasury area going back to the
early 2000s. Discussions about modernizing systems began at this time and lead to the Manatron
June 01, 2022 Page 6 of 7
project in 2008. The City was the second Virginia locality to choose Manatron and is today one of
only two Virginia localities using the system. In contrast, when the City contracted with PCI in 2018
its system was being used by more than 17 Virginia localities. However, since 2018 PCI has lost
many of its original founders and staff, and has been absorbed by another vendor. In many ways it
is as if the City is working with a new company and new implementation process.
Mr. Harmon noted that it was 2021 when PCI began dedicating the necessary resources to
implement the system. The team made every effort to go live in December 2021, but could not
satisfactorily resolve issues with real estate tax billing. The City had hoped to continue working on
real estate in January 2022, but PCI diverted its resources to other clients in early January. PCI
began assigning more resources to the City's project in March 2022. Real estate was further
delayed as the City team debated how property should be assessed according to code and how
PCI should interact with the assessment software (Proval). A tremendous number of staff hours
have been used in the effort to resolve these issues.
PCI has continued to dedicate its resources to the City's project with a goal of having the system
live by July 20. However, as PCI delivers system fixes that allow the City to test further into the
system, new issues are being identified. This makes it difficult to confidently project a true go live
date.
Government Brands recently assigned a new project manager to the City. This project manager is
new to PCI and manages PCI's project management group. PCI project managers are now
required to be certified Project Management Professionals (PMPs). Government Brands has also
changed PCI's development process to an agile framework. Developers work in 2-week sprints
with a goal of completing a set number of items during the sprint.
Mr. Harmon noted that these changes appear to be helping and that the vendor's performance is
improving. However, the City is not yet confident that PCI can deliver all critical functionality by the
July 1 lockdown date or that PCI can deliver on its promise to prioritize the City for 60-90 days after
go live. The conversation about critical functionality and post go live items has been ongoing. If
PCI delivers all the critical fixes by July 1, City staff will attempt to complete user acceptance testing
in time for a July 20 go live. However, if any critical functionality is not working in test, PCI and the
City will have to agree on another go live date.
Mr. Harmon stated that Tasha Burkett will be meeting with the Commissioner of the Revenue,
Treasurer, and PCI to review and prioritize the to-do list. Mr. Harmon then asked Ms. Burkett if
there was anything she would like to add. She responded that the major items had been covered,
but reiterated the changes in management at PCI have been significant and most helpful. While the
new Project Manager is talented, she has needed time to develop an understanding of the open
items and City's processes.
Mr. Harmon noted that the City received several bills from PCI late in 2021 that suggested project
milestones had been completed when they were not. This indicated to him that the information
being communicated to corporate was not consistent with what was actually happening here. Mr.
June 01, 2022 Page 7 of 7
Harmon thinks this handicapped the new PCI team as they believed the project was nearer
completion than it was. He noted that the City has not paid these invoices.
Mr. Bestpitch asked if the withheld payments are a significant financial incentive for PCI. Mr.
Harmon responded that hundreds of thousands of dollars are being withheld.
Mr. Cobb asked about the testing process and the "bar"for feeling confident that we can go
forward. Mr. Harmon responded that there are certain things that have to pass before go live, such
as the ability to produce a bill. Discussions about what can wait until after go live are ongoing. We
can expect new issues to surface after go live, as the system is used for day-to-day business. The
PCI contract specifies that the City will remain a priority for 60 days after go live.
Mr. Cobb asked how long the contract extends after go live. Mr. Harmon responded that the
contract continues after system acceptance, as a maintenance and support agreement that is paid
annually. Mr. Harmon discussed the long term viability of PCI, noting that a number of Virginia
localities are clients and that alternatives are limited. Government Brands appears to be moving
PCI to a more sustainable development model. The company says they have developed a cloud
based version that will be in production next year.
Mr. Bestpitch asked if there was any sense of what other Virginia localities are experiencing. Mr.
Harmon responded that the Treasurer has said several of her peers in the State are unhappy with
PCI at present. He noted how having a large client base in Virginia is helpful. Mr. Bestpitch
suggested that other localities may have figured things out that might work here. Mr. Harmon
agreed and noted that large user groups can be beneficial. Mr. Bestpitch stated that it is
encouraging that PCI /Government Brands has acknowledged their shortfalls.
Mr. Cobb stated he is glad to hear Ms. Burkett has more confidence in the project. Ms. Burkett
confirmed that she is more confident now that the vendor is more engaged and understands the
true status of the project. Mr. Bestpitch and Mr. Cobb thanked Ms. Burkett for her work.
7. Other Business:
Mr. Harmon stated that the next Audit Committee meeting will be Wednesday, September 7, 2022
at 4:00 p.m. He noted that City Council will meet on Tuesday, September 6, due to the Labor Day
holiday. The Committee agreed the next meeting will be held in the Emergency Operations Center.
The Committee's December meeting will be on the 19th at 1:00 p.m.
8. Adjournment:
Mr. Cobb thanked everyone for attending and adjourned the meeting at 4:54 p.m.
OW
AUDIT COMMITTEE ANNUAL REPORT
For Fiscal Year Ending June 30, 2022
ROANOKE
September 7, 2022
The Audit Committee is one of six permanent committees of the City Council. It serves in an
advisory role to Council and appointed officers on matters related to the City's financial records
and activities affecting the financial records. Meetings are typically held quarterly and at the
request of any member.
Committee Member 9/0.1/21 12/20/21 1/_27/22 6/01/22
Joe Cobb, Chair �I
Trish White-Boyd, Vice-Chair �I
Bill Bestpitch, Member
Mayor Lea, Ex-Officio
A special meeting was called in January to receive the external auditor's report on the financial
statements for the year ended June 30, 2021. The quarterly meeting for March was canceled.
The Audit Committee oversees the City and Pension Plan annual financial statement audits, as
well as the Municipal Auditing Department's budget and work plan. It also reviews all audit
reports and updates, which for the year ending June 30, 2022, included:
• City Council Expenditures — FY21 • Foster Child SSA and Child Support
• Police Cash and Fees— FY21 . APA Audit of Collections— FY21
• Annual Simplified Comparative 2021 . Sheriff Turnover Review
• Clerk of the Circuit Court— 3/31/21 • Risk Management Investigation
• Annual Financial Report— FY21 . Tax &Treasury System Implementation
Municipal Auditing's Annual Report for the year ending June 30, 2022, is attached. Meeting
minutes, audit reports and updates are available online through the City's website at
www.roanokeva.gov/auditing.
ANNUAL REPORT FY22
MUNICIPAL AUDITING DEPARTMENT
ACTIVITY
BY ENTITY BY SERVICE
1%
3%
Investigation Follow Up w Advisory
CITY w RCPS ■GRTC Financial Performance PCI Implementation
DIRECT AND INDIRECT TIME
Indirect Hours
Employee Developmentmom
Administrative
I0, Committees&Boards
Department Development
Paid Leave&Holidays -•
Benchmark=68%Direct Time
0 500 1000 1500 2000
Direct ■ Indirect 0 FY19 ■FY20 ■FY21 ■FY22
DEPARTMENT PERFORMANCE MEASURES
External Audit Auditor's Opinions Issued by State Deadline 12/15/21 2/11/22
Internal Audits Assignments Completed per Full Time Equivalent * 8.00 6.95
Internal Audits % of Audit Findings Successfully Resolved 80% 55.6%
Hotline % of Hotline Reports Investigated and Resolved in 30 Days 100% 62.5%
* The PCI project was excluded from the assignment count due to it being a multi-year project that consumes on extraordinary number
of staff hours (>3,500 in FY22). The#of full time equivalents was adjusted based on proportion of staff hours on the PCI project and for
staff vacancies.
PERFORMANCE AUDITS
Direct Report
Hours Date Objectives
School Vehicle Services 529 7/28/21 Do vehicles receive maintenance services at recommended intervals? No. Based on
spot inspections,auditors noted issues with fluids, batteries,tire inflation,and state
inspections. A sample of ten (10)vehicles found that four(4) had not received all
recommended maintenance. Data analysis indicated that 61%of monthly vehicle
inspection reports were not completed by vehicle operators.
Do departments monitor vehicle utilization?No. The school division had not
established utilization benchmarks. Based on federal utilization guidelines,the majority
of division vehicles were under-utilized.
Are controls adequate to ensure fuel paid for by the division is used for approved
purposes and correctly billed? Yes. Fuel pumps at the public works service center were
accurately reporting fuel dispensed and monthly billings were materially correct. Data
analysis did not identify any unusual patterns or transactions.
/s the division appropriately managing vehicle liability through employee training and
monitoring? No. The division was not verifying that employees had valid drivers licenses
or reviewing driver history. A vehicle use policy was not provided to employees.
IN
PERFORMANCE AUDITS (
RL
Hours Date
Direct MR&t
School Accounts Payable 390 8/20/21 Are system access rights appropriately assigned to ensure users can only perform the
financial functions compatible with their positions and as authorized by management?
Yes. The Keystone system has controls that help prevent data entry errors based on
format and relative logic.The system has budgetary controls at the line item level. The
division has designed user roles and groups appropriately,limiting system access to the
minimum necessary for employees to effectively perform their responsibilities. Testing
indicated data inthe financial module was complete and accurate.
Are all payments timely,accurate and only issued for legitimate,authorized purchases
pfgoods and services? Yes. Testing confirmed that payments are timely and accurate.
Data validation controls,appropriate separation of duties,and multiple levels of approval
help ensure purchases and payments are accurate, legitimate and authorized.
Gifted Education 392 3/03/22 Is the division's annual report on its gifted programs correct and in accordance with
the Virginia Department ofEducation's<VDO[>regulations? Yes. All data reported to
the VD0Ewas supported byunderlying data inthe student record system (9ynergy).
Are universal test scores accurately recorded on each Student Identification Profile
Sheet? Yes. This data helps identify potential giftedness. Profiles were accurately
completed for 28 of 29 second grade students meeting the established criteria during
school year 2O21.
` `
400,146 4,11,11
PERFORMANCE ND |TS (CONTINUED)
Hours
Direct
Gifted Education(condnued) 392 3/03/22 Are all Smgrade students properly evaluated for advanced programs andofered
appropriate middle school courses? Yes. The division has aconsistently applied process
inplace toevaluate all 5th grade students for middle school courses. Onaverage,4U%of
5th graders are recommended for one ormore middle school honors courses each year.
Do all teachers in the Office of Gifted Education and Advance Academic Programs have
an endorsement in gifted education and at least 3 years of successful classroom
experience a,required bythe job description? Yes. All teachers have the required
experience and are gifted-endorsed or substantially within the two year grace period for
obtaining the endorsement,
FINANCIAL RELATED & ADVISORY ASSIGNMENTS
-Clerk of Circuit Court -City Council Expenditures -LEAN Committee -Revenue Committee
Police Cash&Fees Annual Simplified Comparative -Information Technology Committee -Budget Ordinance Training
External Audit Coordination Sheriff Turnover Review - DSS APRA Grants -EDA ARPA Grants
-ACH Change Controls -Financial Disclosure Statements
-Clerk workflow&records retention -Commonwealth Attorney
-Council Travel Policy -Echeck Validation Rules
-Council Budget Transfers -Records Retention
- Personal Property Tax -Transportation Permit Billing
-Trust Tax Write Off -Alarm Registration
-Grant Accounting
e
PCI IMPLEMENTATION
Municipal Auditing Role: Project Management
Departments Involved: -Treasurer • Finance
• Commissioner of the Revenue • Real Estate Valuation
•Technology - City Attorney
• Planning Building & Development
Legacy Systems Being Replaced: •Aumentum [Real Estate & Cashiering] • Business Tax
• Personal Property • Business License
Delinquent Collections • State Tax
• Short-term Rental -Advantage [Nuisance Abatements]
Ongoing Project Tasks: • Configuration •Testing
• Conversions • Online Portal
• Interfaces ■Training
• Reporting • Process Development
Tentative Go-live Date: October 24, 2022
FOLLOW UP AUDITS
School Purchasing 3 3 0
School Food Services 6 2 4
Ilk p
Total: 9 5 4
■ Resolved Revisit
■
INVESTIGATIONS
till■ • •
22-301 Concern that funds received by Human Services for the care of an infant in foster care were not properly Unsubstantiated
accounted for and that there were unused funds that should have been transferred to the parent when
custody was awarded to the parent. We determined that expenditures had been appropriate, were
accounted for correctly, and that no funds remained at the point custody transferred. An economic
impact payment received for the child after custody transferred was not reviewed timely and was
therefore pending payout to the parent at the time we investigated. These funds were paid out once
identified. (Full Report to Audit Committee December 20, 2021)
22-302 Allegation that GRTC had not deposited 457 and Health Savings Account contributions to employees' Substantiated
accounts on a timely basis. We verified that June and July withholdings had not been deposited to
employee accounts. Management outsourced payroll processing to a third party in May and cited issues
with reports from the third party's system as the cause for delaying deposits. Deposits were made and
employees made whole by September 14, 2021.
22-303 Allegation that certain employees were observed with their masks off in violation of City policy. This Referred
allegation was referred to the Human Resources Department.
INVESTIGATIONS (CONTINUED)
9
22-304 Concern that management was willing to pay a younger person with far less experience substantially Referred
more than the incumbent who had been with the City for over 20 years and who had always been an
excellent performer. The reporter alleged that five recent hires in grades 13 thru 16 also started at
significantly higher salaries than incumbents. Personnel Operating Procedure (POP) 16 specifies that
new hire salaries should be within 15%of the grade minimum. Exceptions may be approved by the
applicable elected or appointed officer.
Our analysis of the new hires cited by the reporter found salaries were between 11% and 24% higher
than the incumbents (average 16.4%higher). New hires started between 67%to 75%above the
minimum of the pay range. The incumbents averaged 47%of the range with one as low as 25%. An
analysis of pay based on years of service showed that longer tenured employees are paid higher salaries
in general. The City's Human Resources department was contracting for a compensation study at the
time of this report. The study should provide a comprehensive analysis of pay across all positions. We
closed the investigation in anticipation of the study addressing this reporter's concerns.
22-305 Alleged that the interview process for a key position had not been fair and risked placing an Substantiated
inexperienced and unqualified candidate in the position. The City Attorney's Office and City
Management were already aware of the situation and had taken steps to address it.
INVESTIGATIONS (CONTINUED)
a
22-306 Concern that a City employee was being abusive on social media and had identified themselves as an Unsubstantiated
employee of the City of Roanoke, which made their postings subject to City Administrative Procedure
5.8 "Electronic Communications and Internet Policy."
We reviewed the employee's social media account and noted that they did not list the City of Roanoke
as their employer or include any information that linked them to the City. Their comments on the issue
noted were limited, did not involve profanity or other words of an exclamatory nature.
22-307 Concern that management allowed a coworker to continue working while charges for assault and Unsubstantiated
battery were pending trial, and that coworkers were not made aware of the charges.
Personnel Operating Procedure (POP) 22 authorizes management to suspend an employee charged with
criminal acts incompatible with their position; it does not address coworker notification.
We determined that management was unaware of the criminal charges against the employee.
Management suspended the employee one day after learning about the charges. POP 22 was revised to
require employees charged with a crime punishable by imprisonment to provide notice to management
within 24 hours of being charged.
INVESTIGATIONS (CONTINUED)
Concern
22-308 Concern that a supervisor had worked on setting up an outdoor event a week after having been Unsubstantiated
diagnosed with COVID, in violation of city policy. The reporter indicated that the concern was reported
to management. We requested more information about who was notified and what actions were taken,
but received no response. Given the nature of the concern and limited information,this was closed
without further action.
22-309 Concern that a backlog of work had developed during the transition to a new Risk Manager; that the Substantiated
direction being given to the new Risk Manager was hampering her ability to prioritize the backlog; and
that there was a danger that major risks would not be addressed timely. We determined that a backlog
had developed initially, prior to the new Risk Manager starting the position. The backlog had been
resolved by the time of our investigation. During the investigation, we noted one property was
underinsured, which prompted a review of all properties. (Full report to Audit Committee June 1, 2022)
22-310 Concern about salary compression created when $15 minimum wage was implemented. Alleged that Referred
employees in positions requiring more technical skills, knowledge and training, as well as those with
longer tenure, were not being treated fairly. Compensation study should help address this concern.
22-311 Report of abuse of elderly person. Referred to Human Services. Referred
INVESTIGATIONS (CONTINUED)
22-312 Concern that nepotism was involved in reclassification and substantial pay raise for a specific position, Unsubstantiated
while pay and classification issues contributing to low morale and high turnover city-wide were being
ignored. Our preliminary research confirmed the reclassification and pay increase (>30%). However,the
reclassification request was initiated and approved in accordance with policy. There was no evidence
that the employee's relation was involved in initiating or otherwise advocating for the change.
22-313 Concern about appropriate expenditure of public funds. Final report under development. Pending
22-314 Allegation that there is waste and abuse, incompetency, discrimination, favoritism, recklessness of Unsubstantiated
duties, failure to provide feedback, and other examples of poor leadership occurring in the offices of
"appointed officials" We requested specific examples of acts the reporter was concerned about and
the specific office or offices in which these acts were occurring. The reporter did not respond.
Given that the Municipal Auditor is an appointed office, this hotline report was provided to the Chair of
the Audit Committee (Joe Cobb)for review and final disposition. Based on the non-specificity of the
allegations and lack of response to a request for more actionable information, Mr. Cobb concluded that
no further action could be taken at this time.
M
.
rffl, ��Nvv
�
INVESTIGATIONS (CONTINUED)
22-315 Concern that an employee receiving an annual salary supplement for using their personal vehicle for Unsubstantiated
work was inappropriately claiming mileage for out of town business trips. Administrative Procedure 6.4
explicitly states that employees receiving a salary supplement for personal vehicles are allowed to claim
mileage for out of town travel. We reviewed all mileage claims submitted by the employee in question
from July 1, 2019 through May 3, 2022. The requests were for out of town travel and were in
accordance with city policies.
22-316 Allegation that a city resident has two vehicles garaged in the city that are not properly licensed by the Referred
state and are not being taxed as personal property. This was referred to the Commissioner of the
Revenue's Office.
AUDITING STAFF (6/30/22 )
Cari Spichek-Senior Auditor Tasha Burkett—Information Systems Auditor
BS—Accounting BA—Accounting
Certified Internal Auditor(CIA) Certified Information Systems Auditor(CISA)
Department Tenure—6.25 Years Department Tenure—7.70 Years
Brian Pendleton —Senior Auditor Dawn Mullins—Assistant Municipal Auditor
MS—Accounting BBA—Accounting
Certified Public Accountant (CPA) Certified Public Accountant (CPA)
Department Tenure—3.50 Years (Resigned 11/05/21) Department Tenure—15.25 Years
Dorothy Hoskins—Senior Auditor Drew Harmon—Municipal Auditor
BA—Finance BS—Accounting
Certified Fraud Examiner (CFE) Certified Internal Auditor(CIA), Certified Public Accountant
Department Tenure—1.67 Years (CPA)
Department Tenure—24.50 Years
Municipal Auditing Department Contact Information :
Website: www.roanokeva.gov/auditing
Email: auditor@roanokeva.gov
Phone: 540-853-2644
Office: 215 Church Avenue SW, Rm 502 N.
Roanoke, VA 24011
Hotline: www.lighthouse-services.com/roanokeva or 1.844.440.0088
F
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: FY2022 City Manager Transfer Report
Background:
Under City Code Section 2-1 21 , the Director of Finance shall report quarterly to
City Council any City Manager Transfers in excess of one hundred thousand
dollars ($ 100,000) between funds, as well as between project and program
accounts in the capital project fund and grant fund.
Recommended Action:
Receive and file the attached City Manager Transfer report for the 411 quarter
ended .June 30, 2022.
(�;?'r,
Robert S. oweII, Jr.
City Manager
Distribution: Clarence G. Grier, Deputy City Manager
W. Brent Robertson, Assistant City Manager/Director of Finance
City of Roanoke,Virginia
Report of City Manager Transfers
Three Months Ended June 30,2022
(Unaudited)
Transfer
Number Date Explanation From To Amount
Redirect Recruitment and
Retention funds associated with
FY21 additional 599 funds for
such purpose to an appropriate New Recruitment&
CMT22-00052 4/11/2022 MY account Recruitment&Retention Retention 117,223
Move budget funds to cover Worker's Compensation Worker's Compensation
CMT22-00053 4/11/2022 expenses Other Paid Other Paid 163,291
Additional funds for Change
Order No.5 of Public Works Melrose Avenue
CMT22-00059 4/18/2022 Service Center Improvements Streetscape Public Works Service Center 145,334
Huntington Blvd Huntington Blvd
Improvements,Blemont Improvements,Blemont
Library,RRG-NS Material Library,RRG-NS Material
Yard to Bridge Street, Yard to Bridge Street,
Escalators for Market Escalators for Market
Walkway,&J&D Court Walkway,&J&D Court
CMT22-00063 4/22/2022 CMT for FY20 Bond Money Renovations Renovations 2,900,280
To transfer funds from Salem
and 3rd Street Drainage
Improvement Project to Sunrise
nd Oakland Drainage
Improvement to cover the
difference between encumbered
amount and actual bid amount to Sunrise and Oakland
fully fund project and to Drainage Improvement&
Stormwater Contingency Fund to Salem&3rd Street Stormwater Contingency
CMT22-00065 4/22/2022 use on other underfunded Drainage Improvement Fund 250,000
Berglund Center Sound
System Replacement, Berglund Center Sound
BPAT Improvements, System Replacement,BPAT
Berglund Center Security Improvements,Berglund
Equipment,&Berglund Center Security Equipment,
Reallocation of FY20 Remaining Center Restroom &Berglund Center Restroom
CMT22-00066 4/22/2022 Bonds Renovations Renovations 455,018
Closing for Claytor Building is
scheudled for May 17 following
Council approval May 16.Funds
are to come from FY21 YE but
won't be approved by Council
until May 16.This CMT will
ensure funds are in place int ime
for the closing and payment is
ready for close on the 17th
should it proceed.May 16th
Council Report will instead now
replenish the Capital Project Approp from General
CMT22-00069 4/26/2022 Contingency. Contingency Revenue 425,000
Close out old Finance
Retirement/City Attorney Suite
renovation account and transfer
the remaining balance to a new
account for future Finance Approp from General Approp from General
CMT22-00079 5/6/2022 Accounting Suite Renovation Fund Revenue 111,490
Moving excess funds from one
account to have enough funds in Structural&Preventative Tower's Garage
another to complete a painting Repairs for Parking Revitalization&Fees for
ICMT22-00080 5/9/2022 project and hire security services Garages Security Services 140,000
City of Roanoke,Virginia
Report of City Manager Transfers
Three Months Ended June 30,2022
(Unaudited)
Transfer
Number Date Explanation From To Amount
$1,500 bonus payments to Fire
Personnel.Funds were
appropriated with FY22 Fund City Manager
CMT22-00083 5/11/2022 Balance BO on May 16,2022 Contingency Bonus&FICA 397,229
$1,500 bonus payments to Fire
Personnel.Funds were
appropriated with FY22 Fund City Manager
CMT22-00085 5/11/2022 Balance BO on May 16,2022 Contingency Bonus&FICA 314,876
1414 Memorial Ave Richardson
Wayland project total purchase
price is$600,000 and scheduled
to close May 24,2022.Advance
funding from Cap Proj
Contingency for$500,000 related
to FY23 bonds which will be
authorized June 21,2022 and
$100,000 will be cash funded Capital Project
CMT22-00089 5/17/2022 from Capital Project Contingency Contingency Approp from General Revenu 600,000
VA811/911 building Gose out.
Will replenish phone account E-911 Viper Phones
CMT22-00092 5/24/2022 with wireless board funds. FY22 E911-Facility 109,081
E911-Communications
Replenish phone accounts after Center Technolofy FY20
VA811/911 building transfer and &CAD Upgrades&E-
move additional funds for funding 911 Upgrades E911-Viper Phones FY22&
CMT22-00093 5/24/2022 phone replacement. Hard/Software E911-Radio Consoles FY23 590,000
Appropriated from one-
Provide fuinding reserved for the time funds&
CMT22-00094 5/26/2022 Juvenile Holding Area Contingency Approp from General Fund 124,727
Transfer Funds from Stormwater
Personnel Services to Capital
Account for Vehicle Purchases Vehicular Equipment&
and Operating Account for Regular Employee Stormwater Vehicle
CMT22-00099 6/3/2022 Vehicle Purchases Salaries Purchases 390,000
Transferring to MY Contingency
Account to secure funds for Fees for Security
CMT22-00100 6/3/2022 Security Contractor in FY23 Services Contingency 100,000
$1,500 bonus payments to Police
Personnel(CMT 1 of 2).Funds
were appropriated with FY22
Fund Balance BO on May 16, City Manager
CMT22-00108 6/28/2022 2022 Contingency Bonus&FICA 255,238
Moving remaining funds to MY
Account for use next FY and
including sale of surplus property
funds apprvoed by City Council
CMT22-00121 7/12/2022 6/21/22 Vehicular Equipment Vehicular Equipment 133,321
Notes:
Under City Code section 2-121,the City Manager has authority to make transfers of any amount within or between funds during the fiscal
year and after June 30th to ensure proper expenditure reporting and budgetary controls for the prior fiscal year.The scope of this report is
limited to transfers in excess of$100,000 between funds and between project/program accounts in the Capital Project Fund and Grant Fund.
CM U's marked with an asterisk denotes that multiple lines of monies transterred amounted to be above the$IU0,000.All(;MT's not marked
with an asterisk have at least a single line item that amounted to over$100,000.
What do I do at this step? View workflow details
Funds Transfer(CMT22-00052) Management&Budget-InterDepartment Transfer
Page down to view complete workflow history.
Requested by Trinity Kaseke on 04/11/2022 10:16:24 AM
Department Management& Budget Type: InterDepartment
Fiscal Year: 2022
Director Sam Roman Assistant CM Yes
Approval?
Division Jamey Bowdel City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Re-direct Recruitment and
Transfer Retention funds associated with
FY21 additional 599 Funds for
such purpose to an appropriate
multi-year account.
Increase the following accounts:
Account Name Account Number Amount
1 NEW RECRUITMENT & RETENTION PDR-0020-08-640-9068-9003 $117,223.00
TOTAL $117,223.00
Decrease the following accounts:
Account Name Account Number Amount
1 RECRUITMENT & RETENTION PA2-0311-01-640-3111-2000 $117,223.00
TOTAL $117,223.00
What do I do at this step? View workflow details
1932- 2022 Team.var!<Snht;r•.r;s it;., 'ii Rights r?es'fVed 4Y r!dy:l ra
View workflow details
Funds Transfer(CMT22-00053) Risk Management-IntraDepartment Transfer
Page down to view complete workflow history.
Requested by Nichole Gibson on 0411 1112022 03,2&55 PM
Department Risk Management Type: IntraDepartment
Fiscal Year: 2022
Director Jeffrey Powell Assistant CM Yes
Approval?
Division Jeffrey Powell City Mgr No
Manager Approval?
Other Corey Alshouse Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Move budget funds to cover
Transfer expenses.
Increase the following accounts: Amount
Account Name Account Number
1 WORKER'S COMP OTHER EXP R17-0000-19-440-1265-2281
TOTAL $163,291.00
Decrease the following accounts: Amount
Account Name Account Number
1 WORKER'S COMP OTHER PAID R17-0000-19-440-1265-2556
$163,291.00
View workflow details
C 19 9 2 Z Z
What do I do at this step? View workflow details
Funds Transfer(CMT22-00059)Engineering-InterDepartment Transfer
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Requested by David Hudson on 04/18/2022 04:04:47 PM
Department Engineering Type: InterDepartment
Fiscal Year: 2022
Director Mark Jamison Assistant CM Yes
Approval?
Division Luke Pugh City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Additional funds for Change
Transfer Order No. 5 of Public Works
Service Center improvements
Increase the fo1l0wnnM4C46h :
Account Name Account Number Amount
1 PUBLIC WORKS SERVICE CENTER PSC-0020-08-440-9239-9003
TOTAL $145,334.00
Decrease the following accounts:
Account Number Amount
Account Name
1 MELROSE AVENUE STREETSCAPE MAS-0024-08-530-9002-9003 $145,334.00
TOTAL $145,334.00
What do I do at this step? View workflow details
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View workflow details
Funds Transfer(CMT22-00063) Engineering-InterDepartment Transfer
Page down to view complete workflow history.
Requested by David Hudson on 04/2212022 12:22:53 P[v1
Department Engineering Type: InterDepartment
Fiscal Year: 2022
Director Mark Jamison Assistant CM Yes
Approval?
Division Luke Pugh City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For CMT For FY2020 Bond Money
Transfer
Increase the following accounts.
Account Name Account Number Amount
1 HUNTINGTON BLVD IMPROVEMENTS HUN-0000-08-530-9255-9003 $983,757.00
2 BELMONT LIBRARY JLP=0017-08-530-9258-9003 $466,383.00
3 RRG- NS MATEIRAL YARD TO RGR-0022-08-620-9254-9393 $466,383.00
BRIDGE STREET
4 ESCALATORS FOR MARKET EMW-0024-08-530-9006-9393 $592,354.00
WALKWAY
5 J&D COURT RENOVATIONS EMW-0024-08-530-9009-9393 $391,403.00
TOTAL $2,900,280.00
Decrease the following accounts:
Account Name Account Number Amount
1 HUNTINGTON BLVD HUN-0000-08-530-9255-9393 $983,757.00
IMPROVMEMENTS
2 BELMONT LIBRARY JLP-0017-08-530-9258-9393 $466,383.00
3 RRG- NS MATEIRAL YARD TO RGR-0022-08-620-9254-9003 $466,383.00
BRIDGE STREET
4 ESCALATORS FOR MARKET EMW-0024-08-530-9006-9003 592,354
WALKWAY
5 J&D COURT RENOVATIONS EMW-0024-08-530-9009-9003 $391,403.00
TOTAL $2,900,280.00
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Funds Transfer(CMT22-00065)Stormwater Utility-IntraDepartment Transfer
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Requested by Beth Watts on 0412272022 02:44:1.2 PM
Department Stormwater Utility Type: IntraDepartment
Fiscal Year: 2022
Director Mark Jamison Assistant CM Yes
Approval?
Division Ian Shaw City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For To transfer funds from Salem
Transfer and Third St. Drainage
Improvement Project to Sunrise
and Oakland Drainage
Improvement to cover the
difference between encumbered
amount and actual bid amount
to fully fund project and to
Stormwater Contingency Fund f"
to use on other underfunded
projects as needed. '
,u
Increase the following accounts:
Account Name Account Number Amount
1 SUNRISE AND OAKLAND DRAINAGE SUS-0000-03-530-3042-9601 $200,000.00
IMPROVEMENTS
2 STORMWATER CONTINGENCY FUND SFF-0000-03-530-3070-9003 $50,000.00
TOTAL $250,000.00
Decrease the fotlowing acoogras
Account Name Account Number Amount
1 SALEM AND THIRD DRAINAGE SDI-0000-03-530-3054-9601 $200,000.00
IMPROVEMENT
2 SALEM AND THIRD DRAINAGE SDI-0000-03-530-3054-9003 $50,000.00
IMPROVEMENT
TOTAL $250,000.00
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Funds Tlransfer(CMT22-00066)Civic Center-IntraDepartment Transfer
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Requested by Acquenatta Harris on 04/22/2022 03:00:51 PM
Department Civic Center Type: IntraDepartment
Fiscal Year: 2022
Director Robyn Schon Assistant CM Yes
Approval?
Division none City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Reallocation of FY20 Remaining
Transfer Bonds
Increase the following accounts:
Account Name Account Number Amount
1 BERGLUND CENTER SOUND BSS-0000-05-550-8639-9600 $25,000.00
SYSTEM REPLACEMENT
2 BPAT IMPROVEMENTS BPA-0000-05-550-8651-9600 $189,593.00
3 BERGLUND CENTER SECURITY BSE-0000-05-550-8653-9600 $12,916.00
EQUIPMENT
4 BERGLUND CENTER RESTROOM BRR-0000-05-550-8648-9393 $227,509.00
RENOVATIONS
TOTAL $455,018.00
Decrease the following accounts:
Account Name Account Number Amount
1 BERGLUND CENTER SOUND BSS-0000-05-550-8639-9393 $25,000.00
SYSTEM REPLACEMENT
2 BPAT IMPROVEMENTS BPA-0000-05-550-8651-9393 $189,593.00
3 BERGLUND CENTER SECURITY BSE-0000-05-550-8653-9393 $12,916.00
EQUIPMENT
4 BERGLUND CENTER RESTROOM BRR-0000-05-550-8648-9600 227,509
RENOVATIONS
TOTAL $455,018.00
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Funds Transfer(CMT22-00069)Management&Budget-InterDepartment Transfer
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Requested by Paul Workman on 13412612022 02;51:08 PM
Department Management& Budget Type: InterDepartment
Fiscal Year: 2022
Director Bob Cowell Assistant CM Yes
Approval?
Division none City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM none Reason For Closing for the Claytor Building
Transfer is scheduled for May 17
following Council approval May
16. Funds are to come from
FY21 YE but won't be approved
by Council until May 16th.This
CMT will ensure funds are in
place in time for the closing and
payment is ready for close on
the 17th should it proceed. May
16th Council Report will instead
now replenish the Capital
Project Contingency.
Increase the following accounts:
Account Name Account Number Amount
1 APPROP FROM GENERAL REVENUE CLA-0017-08-530-9058-9003 $425,000.00
TOTAL $425,000.00
Decrease the following p0ourrts:
Account Name Account Number Amount
1 CONTINGENCY RSV-0028-08-530-9575-9220 $425,000.00
TOTAL $425,000.00
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Funds Transfer(CMT22-00079)Finance-InterDepartment Transfer
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Requested by Paul Workman on 05/06/2022 10:47:01 AM
Department Finance Type: InterDepartment
Fiscal Year: 2022
Director Amelia Merchant Assistant CM Yes
Approval?
Division none City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Close out old Finance
Transfer Retirement/City Attorney Suite
renovation account and transfer
the remaining balance to a new
account for the future Finance
Accounting Suite renovation.
increase the following accounts:
Account Name Account Number Amount
1 APPROP FROM GENERAL REVENUE FNA-0020-08-250-9069-9003 $111,490.00
TOTAL $111,490.00
Decrease the following accounts:
Account Name Account Number Amount
1 APPROP FROM GENERAL REVENUE FNR-0020-08-250-9233-9003 $111,490.00
TOTAL $111,490.00
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Funds Transfer(CMT22-00080) -IntraDepartment Transfer
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Requested by Jaime Brooks on 05/0912022 04:09:56 PM
Department Parking Type: IntraDepartment
Fiscal Year: 2022
Director Brian Mann Assistant CM Yes
Approval?
Division Brian Mann City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Brent Robertson Reason For Moving excess funds from one
Transfer account to have enough funds in
another to complete a painting
project and hire security
services
Increase the following accounts:
Account Name Account Number Amount
1 TOWER'S GARAGE REVITALIZATION TGR-0000-07-540-8084-9003 $40,000.00
2 FEES FOR SECURITY SERVICES PC2-0000-07-540-8241-2073 $100,000.00
TOTAL $140,000.00
Decrease the following accounts:.
Account Name Account Number Amount
1 STRUCTURAL&PREVENTATIVE STU-0000-07-540-8279-9003 $140,000.00
REPAIRS FOR PARKING GARAGES
TOTAL $140,000.00
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View workflow details
Funds Transfer(CMT22-00083)Management&Budget-InterDepartment Transfer
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Requested by Paul Workman on 05/11/2022 04:50:55 PM
Department Management& Budget Type: InterDepartment
Fiscal Year: 2022
Director David Hoback Assistant CM Yes
Approval?
Division none City Mgr Yes
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For June 2022$1,500 bonus for Fire
Transfer personnel. Funds were
appropriated with FY22 Fund
Balance BO on May 16, 2022.
Increase thej, accounts:
Account Name Account Number Amount
1 BONUS FA1-0320-01-520-3211-1153 $12,000.00
2 FICA FA1-0320-01-520-3211-1120 $918.00
3 BONUS FP1-0320-01-520-3212-1153 $24,000.00
4 FICA FP1-0320-01-520-3212-1120 $1,836.00
5 BONUS FS1-0320-01-520-3213-1153 $330,000.00
6 FICA FS1-0320-01-520-3213-1120 $25,245.00
7 BONUS ET1-0320-01-520-3520-1153 $3,000.00
8 FICA ET1-0320-01-520-3520-1120 $230.00
TOTAL $397,229.00
Decrease the following accounts:
Account Name Account Number Amount
1 CITY MANAGER CONTINGENCY CT2-0800-01-300-9410-2199 $397,229.00
TOTAL $397,229.00
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View workflow details
Funds Transfer(CMT22-00085)Management&Budget-InterDepartment Transfer
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Requested by Paul Workman on 05/1112022 05:10:59 PM
Department Management& Budget Type: InterDepartment
Fiscal Year: 2022
Director Sam Roman Assistant CM Yes
Approval?
Division Jamey Bowdel City Mgr Yes
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For $1,500 Bonus payments for
Transfer Police personnel.CMT 1 of 2.
Funds were appropriated with
FY22 Fund Balance BO on May
16, 2022
Increase the following accounts;
Account Name Account Number Amount
1 BONUS PA1-0311-01-640-3111-1153 $42,000.00
2 FICA PA1-0311-01-640-3111-1120 $3,213.00
3 BONUS P11-0311-01-640-3112-1153 $64,500.00
4 FICA P11-0311-01-640-3112-1120 $4,934.00
5 BONUS PP1-0311-01-640-3113-1153 $186,000.00
6 FICA PP1-0311-01-640-3113-1120 $14,229.00
TOTAL $314,876.00
Decrease the following accounts`:
Account Name Account Number Amount
1 CITY MANAGER CONTINGENCY CT2-0800-01-300-9410-2199 $314,876.00
TOTAL $314,876.00
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CD 1992- 2022 Teamwork Solutions, Inc.All Rights Reserved Worldwide.
View workflow details
Funds Transfer(CMT22-00089)Management&Budget-InterDepartment Transfer
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Requested by Paul Workman On 05/17/2022 02:29.06 PM
Department Management& Budget Type: InterDepartment
Fiscal Year: 2022
Director Michael Clark Assistant CM Yes
Approval?
Division Cindy McFall City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Brent Robertson Reason For 1414 Memorial Avenue
Transfer Richardson Wayland project
total purchase price is$600,000
and scheduled to close May 24
2022.Advance funding from
Cap Proj Contingency for
$500,000 related to FY23 bonds
which will be authorized June
21, 2022 and$100,000 will be
cash funded from Capital
Project Contingency.
InCres a ie fc:[ ` g accwhts:
Account Name _ Account Number Amount
1 APPROP FROM GENERAL REVENUE MAW-0610-08-620-9009-9003 $600,000.00
TOTAL $600,000.00
Decrease the following accounts:
Account Name Account Number Amount
1 CAPITAL PROJECT CONTINGENCY RSV-0028-08-530-9575-9220 $600,000.00
TOTAL $600,000.00
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Funds Transfer(CMT22-00092) Department Of Technology-InterDepartment Transfer
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Requested by Vanessa Bohr on 05/2412022 07:18:06 AM
Department Department Of Type: InterDepartment
Technology Fiscal Year: 2022
Director Vanessa Bohr Assistant CM Yes
Approval?
Division Sonya Roman City Mgr No
Manager Approval?
Other Luke Pugh Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For VA811/911 building closeout.
Transfer Will replinish phone account
with wireless board funds.
Increase the following accounts:
Account Name Account Number Amount
1 E-911 FACILITY EFA-0019-08-530-9586-9003 $109,081.00
TOTAL $109,081.00
Decrease the following accou0ts:
Account Name Account Number Amount
1 E911 VIPER PHONES FY22 EVP-0123-08-430-9050-9003 $109,081.00
TOTAL $109,081.00
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Funds Transfer(CMT22-00093)Department Of Technology-Intra Department Transfer
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Requested by Vanessa Bohr on 05124[2022 07:29:58 AM
Department Department Of Type: IntraDepartment
Technology Fiscal Year: 2022
Director Vanessa Bohr Assistant CM Yes
Approval?
Division Sonya Roman City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Replenish phone account after
Transfer VA811/911 building transfer and
move additional funds for
funding phone replacement.
Increase the following accounts:
Account Name Account Number Amount
1 E911 VIPER PHONES FY22 EVP-0123-08-430-9050-9003 $350,000.00
2 E911 RADIO CONSOLES FY23 RDC-0123-08-430-9074-9003 $240,000.00
TOTAL $590,000.00
Decrease the following agcounts:
Account Name Account Number Amount
1 E911 COMMUNICATIONS CENTER ECC-0123-08-430-9273-9003 $22,166.00
TECHNOLOGY FY20
2 CAD UPGRADES CAD-0123-08-430-9949-9003 $188,552.00
3 C 911 UPGRADES HARD/SOFTWARE WEF-0123-08-430-9870-9003 $379,282.00
TOTAL $590,000.00
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View workflow details
Funds Transfer(CMT22-00094)Management&Budget-InterDepartment Transfer
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Requested by Paul Workman On 05/24/2022 08:31:48 AM
Department Management& Budget Type: InterDepartment
Fiscal Year: 2022
Director Antonio Hash Assistant CM Yes
Approval?
Division Brandon Young City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM none Reason For Provide funding reserved for the
Transfer Juvenile Holding Area.
Increase the following accounts:
Account Name Account Number Amount
1 APPROP FROM GENERAL REVENUE JUH-0019-08-140-9073-9003 $124,727.00
TOTAL $124,727.00
Decrease the following acc pu*",,.
Account Name Account Number Amount
1 APPROPRIATED FROM ONE-TIME CT2-0800-01-300-9410-9027 $25,000.00
FUNDS
2 CONTINGENCY RSV-0028-08-530-9575-9220 $99,727.00
TOTAL $124,727.00
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Funds Transfer(CMT22-00099)Stormwater Utility-Intra Department Transfer
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Requested by Beth Watts on 05/3112022 10:02:11 AM
Department Stormwater Utility Type: IntraDepartment
Fiscal Year: 2022
Director Mark Jamison Assistant CM Yes
Approval?
Division Ian Shaw City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Transfer Funds from Stormwater
Transfer Personnel Services to Capital
Account for Vehicle Purchases
and Operating Account for
Vehicle Purchases.
Increase the following accounts:
Account Name Account Number Amount
1 VEHICULAR EQUIPMENT SW2-0000-03-530-3010-9010 $290,000.00
2 STORMWATER VEHICLE SVP-0000-03-530-3087-9010 $100,000.00
PURCHASES
TOTAL $390,000.00
Decrease the following accounts:
Account Name Account Number Amount
1 REGULAR EMPLOYEE SALARIES SW1-0000-03-530-3010-1002 $390,000.00
TOTAL $390,000.00
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Funds Transfer(CMT22-00100) -InterDepartment Transfer
Requested by Jaime Brooks on 0513112022 11:4944 AM Page down to view complete workflow history.
Department Type: IntraDepartment
Fiscal Year: 2022
Director Brian Mann Assistant CM Yes
Approval?
Division Brian Mann City Mgr No
Manager
Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Brent Robertson Reason For Transferring to multi-year
Transfer Contingency Account to secure
funds for Security contractor in
FY23.
Increase the following accounts:
Account Name Account Number Amount
1 CONTINGENCY CPF-0000-07-540-8273-9003 $100,000.00
TOTAL $100,000.00
Decrease the following accounts:
Account Name Account Number Amount
1 FEES FOR SECURITY SERVICES STU-0000-07-540-8241-2073 $100,000.00
TOTAL $100,000.00
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Funds Transfer(CMT22-00108) Engineering-IntraDepartment Transfer
Requested by David Hudson on 06!21/2022 01:32.56 PM Page down to view complete workflow history.
Department Engineering Type: IntraDepartment
Fiscal Year: 2022
Director Mark Jamison Assistant CM Yes
Approval?
Division Luke Pugh City Mgr No
Manager Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Transfer In order to cover the
Transfer $255,238 for the Sheriffs
Security Station
In�e'ase the following accounts:
Account Name Account Number Amount
1 J&D COURT RENOVATIONS RJD-0020-08-530---9009-9003 $255,238.00
TOTAL $255,238.00
Decrease the following accounts:
Account Name Account Number Amount
1 MELROSE AVE STREETSCAPE MAS-0024-08-530-9002-9003 $255,238.00
TOTAL $255,238.00
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View workflow details
Funds Transfer(CMT22-00121) Fleet Management-IntraDepartment Transfer
Requested by Ashley Ant ersan on 0$/3012022 03:35:38 PM Page down to view complete workflow history.
Department Fleet Management Type: IntraDepartment
Fiscal Year:
2022
Director Jeffrey Powell Assistant CM Yes
Approval?
Division Wayne Farley City Mgr No
Manager
Approval?
Other Finance Dir. No
Reviewers Approval?
Assistant CM Clarence Grier Reason For Moving remaining funds to
Transfer MultiYear Account for use next
fiscal year and including sale of
surplus property funds approved
by city council 6/21/22.
Increase the following accounts:
Account Name Account Number Amount
1 VEHICULAR EQUIPMENT VEH-0000-08-440-9498-9010 $133,321.00
TOTAL $133,321.00
Decrease the following accounts:
Account Name Account Number Amount
1 VEHICULAR EQUIPMENT FM5-0125-01-440-2642-9010 $133,321.00
TOTAL $133,321.00
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v 1992- 2022 Teamwork Sotutions. Inc All Rights Reserved Worldwide.
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue,S. W.,Suite 456
Roanoke,Virginia 24011-1536
Telephone: (540)853-2541
CECELIA F. Fax: (540)853-1145
MCCOY,CMC E-mail: clerk@roanokeva.gov
City Clerk
CECELIA T.WEBB,CMC
Deputy City Clerk
September 20, 2022
Douglas Barber, Jr.
Assistant City Attorney
Roanoke, Virginia
Dear Mr. Barber:
This is to advise you that Captain David Morris has qualified as a member
Advisory Board for a term of office ending October 31, 2023. of the Towing
Sincerely,
6--C� '__�L V��e4l
Cecelia F. McCoy, CMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Captain David Morris, 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 (law enforcement) of the Towing Advisory Board for a
three-year term of office ending October 31, 2023, according to the best of my ability. (So
help me God.)
CAPTAIN DAVID MORRIS
The foregoing oath of office was taken, sworn to, and subscribed before me by Captain
David Morris this S� day of A2022.
Brenda S. Hamilton, Clerk of the Circuit Court
By W9 Clerk
' E CITY OF ROAO
OFFICE OF THE CITY CL RK
' 215 Church Avenue,S. W., Suite 456
_ Roanoke,Virginia 24011-1536
Telephone: (540)853-2541
MC Fax: (540)853-1145
CECELIA F.MCCOY,C
E-mail: clerk@roanokeva.gov
City Clerk CECELIA T.WEBB,CMC
Deputy City Clerk
September 20, 2022
Angie O'Brien
Assistant City Manager
Roanoke, Virginia
Dear Ms. O'Brien:
This is to advise you that Jamaal Jackson has qualified as a member of the Roano
Neighborhood Advocates for a three-year term of office commencing October 1, 2022 a ke
ending September 30, 2025. nd
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Jamaal Jackson, 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
three-year term of office, commencing October 1, 2022 and ending September 30, 2025,
according to the best of my ability. (So help me God.)
C5Q�JAM ACKSON
The foregoing oath of office was taken, sworn to, and subscribed before me by
Jamaal Jackson this _�_ day of S,I jCnalf/2022.
Brenda S. Hamilton, Clerk of the Circuit Court
By �� , Clerk
lv
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The I 91 day of September 2022.
No. 42441-091922.
A RESOLUTION authorizing acceptance of the State Criminal Alien Assistance Program
(SCAAP) Grant made to the City of Roanoke Sheriffs Department by the Bureau of Justice
Assistance Office in conjunction with the U.S. Department of Homeland Security, 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 State
Criminal Alien Assistance Program (SCAAP) Grant in the amount of$17,303.00, with no local
match required, to the Roanoke City Sheriff's Department to install a wheel chair lift in one of
the transportation vehicles. Such grant being more particularly described in the City Council
Agenda Report dated September 19, 2022.
2. The Sheriff and the City Manager or his designee are hereby authorized to
execute and file, on behalf of the City, any documents setting forth the conditions of the grant
and 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, in a form approved
by the City Attorney.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42442-091922.
AN ORDINANCE to appropriate funding from the Federal government for the
State Criminal Alien Assistance Program (SCRAP), and for an administrative adjustment
amending and reordaining certain sections of the 2022-2023 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 2022-2023 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Vehicular Equipment 35-140-5935-0610 $17,303
Revenues
SCAAP FY20 #3 35-140-5935-5935 17,303
Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
4 O�
G
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: Acceptance of the State Criminal Alien Assistance Program
(SCAAP) Grant
I concur with the recommendation from Antonio D. Hash, Sheriff, to accept the
SCAAP Reimbursement Grant.
I further concur with the establishment of a revenue estimate in the amount of
$17,303 and to appropriate the same in an account to be established in the
Grant Fund by the Director of Finance.
�� lJ
Robert S. Cowell, fir.
City Manager
Distribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager
W. Brent Robertson, Assistant City Manager/Director of Finance
Amelia Merchant, Deputy Director of Finance
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: State Criminal Alien Assistance Program (SCAAP) FY20 Grant
Background:
SCAAP is administered by the Bureau of justice Assistance Office of Justice
Programs in conjunction with the U.S. Department of Homeland Security.
SCAAP provides federal payments to states and localities that incurred
correctional officer salary costs for incarcerating undocumented criminal aliens
who have at least one felony or two misdemeanor convictions for violations of
state or local law. These guidelines apply to those individuals who were
incarcerated for at least four consecutive days during the reporting period.
Considerations:
On dune 23, 2022, the Sheriff's Office was awarded $17,303 in grant funding.
There is no required match for this program. In order to comply with grant
requirements, all awarded funding will be used to install a wheelchair lift in one
of the transportation vehicles. This will allow for compliance with ADA and
accreditation programs.
Recommended Action:
Accept the SCAAP Reimbursement Grant described above and authorize the City
Manager to execute the grant agreement and any related documents; such
documents to be approved as to form by the City Attorney.
Adopt the accompanying budget ordinance to establish a revenue estimate in
the amount of $17,303 and to appropriate the same in an account to be
established in the Grant Fund by the Director of Finance.
C 4%- A44--- ---------------
Antonio D. Hash
Sheriff
Distribution: Council Appointed Officers
Robert S. Cowell Jr., City Manager
Clarence Grier, Deputy City Manager for Operations
Amelia C. Merchant, Director of Finance
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19"'day of September 2022.
No. 42443-091922.
A RESOLUTION acknowledging the appointment of Battalion Chief Rebecca R. Smith as
the City of Roanoke Fire Marshal.
WHEREAS, Roanoke Fire-EMS Chief H. David Hoback has assigned Battalion Chief
Rebecca R. Smith as the Battalion Chief of Fire Prevention and Fire Marshal for the City of
Roanoke;
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that,pursuant to
§ 27-30 of the Code of Virginia (1950) as amended, it hereby acknowledges and approves the
appointment of Battalion Chief Rebecca R. Smith as the City of Roanoke Fire Marshal.
ATTEST:
City Clerk.
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: Fire Marshal Appointment
Background:
The Code of Virginia requires the approval of the governing body for the
appointment of a Fire Marshal. In the City of Roanoke, this position is filled by
the incumbent Battalion Chief of Fire Prevention within the Fire-EMS
Department. Battalion Chief Rebecca R. Smith has been appointed as the
Battalion Chief of Fire Prevention effective September 20, 2022.
The Fire-EMS Department respectfully requests Council's consent for Battalion
Chief Smith's appointment as the Fire Marshal for the City of Roanoke.
Considerations:
City Council action is needed to provide consent to this appointment through
the adoption of a resolution.
Recommended Action:
Adopt the attached Resolution to appoint Battalion Chief Rebecca R. Smith as
the Fire Marshal fo the City of Roanoke, Virginia.
Rober . Cowell, jr., City Manager
Distribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager
H. David Hoback, Chief of Fire-EMS
David T. Guynn, Fire-EMS Deputy Chief
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19'x' day of September 2022.
No. 42444-091922.
A RESOLUTION authorizing the acceptance of the Virginia Department of Fire Programs
Conference and Education Assistance Grant; and authorizing the execution,and filing of appropriate
documents to obtain such funds.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City of Roanoke hereby accepts the Virginia Department of Fire Programs
Conference and Education Assistance Grant in the total amount of$10,000 with no local match
required.
2. The City Manager or his designee is hereby authorized to accept,execute,and file on
behalf of the City of Roanoke any and all documents required to obtain such funding. All such
documents to be approved as to form by the City Attorney.
3. The City Manager or his designee is further directed to furnish such additional
information as may be required in connection with the acceptance of the foregoing funding or with
such project.
ATTEST:
OZU4'�'"J.
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42445-091922.
AN ORDINANCE appropriating funding from the Commonwealth of Virginia
Department of Fire Programs, amending and reordaining certain sections of the 2022-
2023 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 2022-2023 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Conference Expenses 35-520-3391-2310 $ 10,000
Revenues
VDFP Conference and Education
Assistance FY23 35-520-3391-3393 10,000
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
C_ jug
City Clerk.
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: Acceptance of Virginia Department of Fire Programs
Conference and Education Assistance Grant
Background:
The Virginia Department of Fire Programs supports local and regional fire
department training through the Conference and Education Assistance Grant
program. The City of Roanoke has been awarded $10,000 in funds to provide
training to local and regional emergency responders during fiscal year 2023. No
local match is required for these funds.
Considerations:
City Council action is required to accept this grant and to appropriate grant
funding.
Recommended Action:
Adopt the attached Resolution to accept the awarded grant funding and the
attached Ordinance to appropriate such funding.
(;----T---------
Robert S. Cowell, Jr., City Manager
Distribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager
H. David Hoback, Chief of Fire-EMS
David T. Guynn, Fire-EMS Deputy Chief
COMMONWEALTH (of WRGnVTA
Brad Creasy Virginia Deportment of Fire Programs Theresa Hunter
INTERIM ASSISTANT CHIEF OF
EXECUTIVE DIRECTOR ADMINISTRATION
July 26, 2022
Rachel Hale
CRRS, Roanoke
713 3rd St SW
Roanoke,VA 24016
Dear Ms. Rachel Hale:
We are pleased to advise the City of Roanoke of an assistance award of$10,000 under the
2023 Conference and Education Assistance Program for support of the Hot Topic—
Hands On—Pump Operations as proposed in your assistance application.
Funds are being made available for FY-2023. The performance period of the award is July
1, 2022 to June 30, 2023. In order to remain eligible for the award the enclosed acceptance
letter must be signed and returned to me no later than August 23, 2022. The document can
be returned via mailing service or email. Disbursement of the assistance award in the
amount of$10,000 is scheduled for release by September 2, 2022 pending my receipt of
your signed acceptance certification document.
Be advised that the terms and conditions of this assistance award are set forth in the
Conference and Education Administrative Policy&Application Instructions (available on
our website). Pay special attention to the promotional acknowledgement associated with
the grant award.
Further,the recipient will provide in writing an accounting and after action report
within thirty(30) days of the conference conclusion or July 30, 2023 depending on the
event date. A copy of the event itinerary along with invoices and payment receipts
totaling the amount of award shall be included in the submission.
If you have any questions, feel free to contact me at my office 804/249-1958, or via email
at Theresa Hunte�%vdfp.virginia.gov.
Respectfully,
Theresa Hunter
Budget and Grants Manager
1005 Technology Park Drive, Glen Allen, VA 23059-4500
Phone (804)371-0220 or Fax: (804) 371-3444
www.vafire.com
• All completed acceptance statements must be received by VDFP not later than 5:00 pm Tuesday,August 23,
N 2022;VDFP assumes no responsibility for lost, delayed, or incomplete paperwork. Properly completed acceptances
= not otherwise received timely may result in the award having then expired. In the foregoing it is highly recommended
0 that completed paperwork be returned via USPS Certified Mail RETURN RECEIPT REQUESTED—or—through the
use of a private transfer service such as UPS, FedEx or the like. Email submissions are also accepted.
It is solely the grant award recipient's responsibility to assure that all FIN, FIPS, and EFT information is complete&
L accurate. Be sure that if a transfer(EFT)into other than your jurisdiction's ATL allocation receiving account is used,
Qthat the proper account information is provided and returned on or before the above deadline.
• All entries must be made in ink or type-written.
City of Roanoke
a You have been awarded a Conference and Education Assistance grant from the Virginia Department of
LL Fire Programs in the amount of$10,000. This grant is to be used for the Hot Topic—Hands On —
0 Pump Operations as indicated on your application:
It is a pleasure to support your organization and its educational efforts.
The offer of this award shall expire effective 5:00pm Tuesday,August 23,2022, if not otherwise accepted by that time. This
grant is awarded effective this date for acceptance of any above specific terms & conditions and the general terms &
conditions as enumerated under the Department's current Conference and Education Grant policy. In accepting this award
the recipient agrees to use such funds only for the specific purpose(s) granted and further agrees, in the event of non-
compliance, to the full repayment of all grant monies received, such made to the Commonwealth's FIRE PROGRAMS FUND
through a prompt&complete reimbursement to the"Treasurer of Virginia" and tendered to the VIRGINIA DEPARTMENT OF FIRE
PROGRAMS.
Mark only one—failure to complete this entry may result in expiration of the award
The award ❑ Accepted
is... ❑ Declined
(Signature) (Date)
(Typed/Printed Name) (Title)
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19"'day of September 2022.
No. 42446-091922.
A RESOLUTION authorizing the acceptance of the Department of Motor Vehicles Traffic
Safety (Selective Enforcement — Alcohol) Grant and authorizing the execution, and filing of
appropriate documents to obtain such funds.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City of Roanoke hereby accepts the Department of Motor Vehicles Traffic Safety
(Selective Enforcement—Alcohol)Grant funds in the total amount of$31,643,with a local match of
$2,237.
2. The City Manager or his designee is hereby authorized to accept,execute,and file on
behalf of the City of Roanoke any and all documents required to obtain such funding. All such
documents to be approved as to form by the City Attorney.
3. The City Manager or his designee is further directed to furnish such additional
information as may be required in connection with the acceptance of the foregoing funding or with
such project.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42447-091922.
AN ORDINANCE to appropriate funding from the U.S. Department of
Transportation through the Commonwealth of Virginia Department of Motor Vehicles for
an alcohol enforcement traffic safety grant, amending and reordaining certain sections of
the 2022-2023 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 2022-2023 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Overtime Wages 35-640-3934-1003 $ 29,243
FICA 35-640-3934-1120 2,237
Training and Development 35-640-3934-2044 2,400
Revenues
DMV Alcohol Enforcement FY22 - Grant 35-640-3934-3970 31,880
DMV Alcohol Enforcement FY22 - Local 35-640-3934-3971 2,237
Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
CITY COUNCIL AGENDA REPORT
G~
10
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: 2023 Department of Motor Vehicles (DMV) Traffic Safety (Selective
Enforcement - Alcohol) Grant
Background:
The Virginia DMV is the administering agency for pass-through funds provided by the
United States Department of Transportation for highway safety projects in Virginia.
The Virginia DMV offers these funds to successful applicants for activities which
improve highway safety in Virginia. The police department regularly applies for grant
funding under this program.
The Roanoke Police Department has been awarded $31 ,643 in funding to be used for
traffic enforcement targeting alcohol impaired drivers. This funding will allow the
Roanoke Police Department to fund overtime traffic enforcement and send officers to
traffic safety training. There is a required 50% in-kind match of $15,822 associated
with this award that will be satisfied through the police department's expenditure on
motor fuel and vehicle operation. The grant specifically prohibits FICA related to
overtime therefore this related necessary expense will be included as a voluntary cash
match of $2,237.
Recommended Action:
Accept the 2023 DMV Traffic Safety (Selective Enforcement - Alcohol) Grant 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 in the
amount of $33,880 consisting of $31 ,643 in grant revenue and $2,237 in a cash
match to be transferred from the grant match account and appropriate funding in the
same amount into accounts to be established by the Director of Finance in the Grant
Fund.
---- ----- --------------
. CoeRobert w .
City Manager
Distribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager
W. Brent Robertson, Assistant City Manager /Director of Finance
Samuel Roman,jr., Chief of Police
ww
1
wRYA16, comHIGHWAY SAFETY GRANT AGREEMENT
Virgirra Departmentmenof of Motor Vehicles
Post Office Box 27412
Richmond Virgin a 23255-0001
Purpose: Virginia's Highway Safety Program Subrecipients use this form to certify and assure that they will fully comply with
all terms of the Highway Safety Grant Agreement.
Instructions: Subrecipients must read the contract,complete all applicable information on the first and last page,initial and
date the subsequent pages,and return all pages to the Department of Motor Vehicles.
This Highway Safety Grant Agreement is entered into between the Virginia Department of Motor Vehicles(hereinafter
"De artment"),2300 West Broad Street, Richmond,Virginia 23220,and the following:
Subrecipient: Roanoke City Federal Award Identification Number(FAIN):
69A37522300001540VAA
Project Title: Selective Enforcement-Alcohol Project Number: ENF_AL-2023-53257-23257
Assistance Listing Number(ALN): 20.607 Grant Award Amount:$31,643.00
ALN Name: Alcohol Open Container Requirements
Period of Performance: Source of funds obligated to this award:
From October 1,2022,or the date the Highway Safety Grant U.S.Department of Transportation
Agreement is signed by the Director,Virginia Highway Safety Office National Highway Traffic Safety Administration(NHTSA)
(whichever is later)through September 30, 2023.Allow 21 days for
the Department to complete its review and signature. FINAL Date of Award Letter from NHTSA:September 30, 2022
VOUCHER IS DUE ON OR BEFORE NOVEMBER 5,2023.
In performing its responsibilities under this Highway Safety Grant Agreement,the Subrecipient certifies and assures that it will fully
comply with the following:
• Applicable Department regulations and policies and State and Federal laws,regulations,and policies
• Statement of Work and Special Conditions and an Approved Budget, included with this Highway Safety Grant Agreement
• General Terms and Conditions,also included with this Highway Safety Grant Agreement
Subrecipient's signature below indicates that the Subrecipient has read,understands and agrees to fully comply with all terms and
conditions of this Highway Safety Grant Agreement without alteration.This Highway Safety Grant Agreement(hereinafter referred to
as"Grant Agreement"),consisting of this certification,the attached Statement of Work and Special Conditions,the attached General
Terms and Conditions,the attached Project Budget,the Subrecipient'g proposal and the letter awarding the grant to the
Subrecipient constitutes the entire agreement between the Department and the Subrecipient,supersedes any prior oral or written
agreement between the parties and may not be modified except by written agreement as provided herein. Where any conflict arises
between terms,the following is the order of governance of one term over another: (1)applicable Department regulations and
policies,except where superseded by Federal laws, regulations,or policies;(2)applicable State laws, regulations,and policies,
except where superseded by Federal laws, regulations,or policies;(3)applicable Federal laws,regulations,and policies;(4)
Statement of Work and Special Conditions;(5)General Terms and Conditions;(6)Project Budget;(7)Subrecipient's proposal; and
(8)grant award letter. Subrecipient certifies that this grant does not include research and development.
SIGNATURES OF AUTHORIZED APPROVING OFFICIALS
For Subrecipient: For Virginia Department of Motor Vehicles:
John Saunders
Name and Title of Project Director(print) Director,Virginia Highway Safety Office (print)
Signature J Date A Signature Date
Subrecipient's UEI Number
Does your locality/legal entity expend$750,000 or more annually
in total federal funds?(check one) Yes�No
Name and Title of Authorized Approving Official(print)
Signature Date
dY,P' AmNWV
Department of Motor Vehicles
Grant Budget Lines Date Run:18-JUL-2022
ENF_AL-2023.53257-23257-Roanoke City PM: Steven Williams Project Director Initials Date
Individual Total Fed Fund Matching
Category Line Item Desc pty Cost Cost Amount Funds
Personnel SE 842 hours of overtime 1 29,242.66 29,242.66 29,243.00 0.00
Training/Travel 3 Officers to attend VANSO approved training in 2022 3 800.00 2,400.00 2,400.00 0.00
Matching Funds Fuel and Maintenance 1 15,822.00 15,822.00 0.00 15,822.00
Total: 47,464.66 31,643.00 15,822.00
TSS 012A-AL(07/01/2022)
Page 3
Subrecipient Name: Project#:
STATEMENT OF WORK AND SPECIAL CONDITIONS
1. Goals and Specific Program Elements. The goals and specific program elements of the subrecipient's proposal
are incorporated as the first item in this Statement of Work and Special Conditions
a. List Specific Program Elements:
For October 1, 2022 through December 31, 2022
Estimated number of overtime hours to be used
Estimated number of checkpoints
Estimated number of saturation/individual patrols
For January 1, 2023 through March 31, 2023
Estimated number of overtime hours to be used
Estimated number of checkpoints
Estimated number of saturationCndividual patrols
For April 1, 2023 through June 30, 2023
Estimated number of overtime hours to be used
Estimated number of checkpoints
Estimated number of saturation/individual patrols
For July 1, 2023 through September 30, 2023
Estimated number of overtime hours to be used
Estimated number of checkpoints
Estimated number of saturationfindividuat patrols
b. To conduct a minimum of checkpoints and/or_saturation/individual patrols during the mandatory
national Click It or Ticket Mobilization period in November 2022 and May 2023. Pre and post survey will be
required. Mobilization data must be entered into TREOS(Traffic Records Electronic Data System).
c. To conduct a minimum of checkpoints and/or saturation patrols for the mandatory Drive Sober
or Get Pulled Over(DSOGPO) Mobilizations periods in December 2022 and August 2023. Mobilization data
must be entered into TREDS.
d. To have (number) sworn officers attend (number) DMV approved traffic safety-related training
events (e.g., DUI Conference,Virginia Highway Safety Summit, Field Sobriety Testing).
e. Increase number of breath testing units in active use from to . (If approved, all units must be
ordered by December 31, 2022 and put in service by March 31, 2023.)
Project Director
Initial Date
TSS 012A-AL(07'0112022;
Page 3.1
Subrecipient Name: T Project #:
2. The subrecipient must contribute to the overall State Highway Safety Plan goals:
a. ALCOHOL
STATEWIDE GOAL: Reduce alcohol impaired driving fatalities 4 percent from 249 to 239 by
December 31,2023.
AGENCY GOAL:
Check the box or boxes that apply for your agency goal and complete.
i'To reduce alcohol-impaired driving fatalities from to and reduce serious alcohol-
related injuries from _ to . _ by December 31, 2023.
To maintain 0 alcohol-related fatalities and/or 0 serious alcohol-related injuries.
;`To assist _._._. (county/city) in reducing overall alcohol fatalities and serious
alcohol-related injuries. (To be used by towns that do not have any fatalities and/or serious injuries.)
b. Subrecipient must participate in Drive Sober or Get Pulled Over(DSOGPO)Mobilizations(December 2022
and August 2023)and enter selective enforcement data electronically through TREDS.
c. Subrecipient must participate in the national Click It or Ticket(CLOT)activities (November 2022 and May
2023) to include pre and post seatbelt surveys and submit selective enforcement and survey data
electronically through TREDS,
d. BASED ON ALCOHOL-RELATED CRASH DATA(using crash data from VAHSO or other approved local
crash information):
_ percent of alcohol selective enforcement activities are to be conducted
between the hours of
with special emphasis on the following days of the week:
The remaining percent of selective enforcement hours may be scheduled during other DMV
approved identified high-crash time periods.
e. Monitor agency goal and statewide goal quarterly to determine if project efforts are being effective or if
adjustments are need. If adjustments are needed to address the current needs contact assigned Project
Monitor.
L Enforcement is to be conducted using data-identified problem locations.
g. Reimbursement vouchers will be submitted monthly or_____,_ quarterly. Only check one option and this
option will be effective for the entire FY2023 grant year.
h. To assist with educational highway safety messaging with posting at least .......... _highway safety message(s)
per quarter on agency social media platform or agency website.
i. Grant-funded equipment must be ordered by December 31, 2022 and put in service by March 31, 2023.
Documentation concerning use must be maintained.
j. Subrecipient must submit a completed monitoring report(TSS 14-A)to their DMV Project Monitor by spec'fic
assigned dates.
k. Subrecipient must attend all mandatory DMV grant-related trainings.
Project Director
�� Initial Date
TSS 0128(07/01/20221
Page 4
HIGHWAY SAFETY GRANT AGREEMENT
GENERAL TERMS AND CONDITIONS
1. Purpose and Background. The Virginia Department of Motor Vehicles ("Department") is awarding this
grant to support the implementation of highway safety projects by State, local, non-profit, and higher
education partnerships. Funds are made available for projects that: (1)support statewide goals; (2)
identify problems experienced by High Emphasis Communities, which are jurisdictions with the
highest crash severity problem; (3) creatively incorporate alcohol awareness and occupant protection
safety; (4) are innovative with potential statewide application or ability to transfer to other jurisdictions;
and (5) have statewide significance and address the Federal program areas under 23 U.S.C. (United
States Code), Chapter 4: Highway Safety and 23 U.S.C. 154 (Section 154).
2. Paid Media. Grants consisting of $100,000 or more in paid media funds will be required to perform
pre-and post-surveys during the Period of Performance. The level of assessment is based on the
cost of a paid advertising campaign as follows:
A. Level 1, for a paid advertising campaign of up to $100,000:
At a minimum, an assessment must measure and document audience exposure to paid
advertised messages and the number of airings or print ads devoted to each announcement.
The size of the audience needs to be estimated using a source appropriate for the medium
used, such as Arbitron or Nielsen ratings for radio and TV. More specifically, all paid
advertising for which the State or Subrecipient used 154, 402 and 405 funds must include
documentation stating how many paid airings or print ads occurred and the size of the
audience reached. Include the number of free airings or print ads that occurred and the size
of the audience reached.
B. Level 2, for a paid advertising campaign greater than $100,000:
In addition to providing the above Level 1 documentation, a more extensive assessment is
required to measure target audience reaction. One or more of the activities in the following
list may be used to assess how the target audience's knowledge, attitude, or actions were
affected by the message(s):
1. Mail surveys;
2. Telephone surveys;
3. Focus groups;
4. Mail intercept interviews;
5. Direct mailings;
6. Call-in centers;
7. Newspaper polls;
8. Household interviews;
9. Before and after approach, which compares system status before and after the
introduction of the message; and
10. Control region approach, which relates one study site exposed to the message to
a similar site that is not exposed to the message.
3. Equipment. Costs for equipment are allowable under specified conditions. Costs for new and
replacement equipment with a useful fife of more than one year and an acquisition cost of$5,000 or
more must be pre-approved before Subrecipient purchases the equipment. Such approval shall be
obtained by the Department from the National Highway Traffic Safety Administration(NHTSA)
regional manager in writing, and Subrecipient will be notified by the Department when this approval
has been secured. Federal government requirements mandate that the Department maintain an
accurate accounting and inventory of all equipment purchased using Federal funds, and Subrecipient
shall comply with applicable reporting requirements that may be specified in the Highway Safety
Policy and Procedures Manual and amendments thereto.
Subrecipient must request advance, written approval from the Department and NHTSA to sell,
transfer or dispose of any and all non-expendable equipment purchased in whole or in part with the
use of Federal highway safety funds. Disposition of funds from the sale of equipment to another
entity must be agreed upon by the Department and Subrecipient and approved by NHTSA and the
Project Director's Initials Date
S C,12B(074)1i2u-%2}
Page 5
Department. In the event of a conflict between this section, 2 CFR (Code of Federal Regulations)
Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards), Sections 200.313 and 200.439, 2 GFR Part 1300 (Uniform Procedures for State Highway
Safety Grant Programs) Section 1300.31, and 2 CFR Part 1201 (Department of Transportation,
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards)
Section 1201.313, the provisions of the applicable CFR control, except where inconsistent with
statute.
4. Reports and Del verables. Quarterly Progress and Monitor Reports shall be provided to the
Department by the dates indicated:
January 31, April 30, July 31, and November 5.
Each Progress and Monitor Report shall address Subrecipient's progress in fulfilling items ,sted in the
Statement of Work and Special Conditions, including funded elements of Subrecipient's proposal.
These reports should include the findings from the evaluation component of the proposal and should
indicate the criteria and methods by which the progress of the initiative has been evaluated. The
format for Progress and Monitor Reports will be provided to Subrecipient, but, at a minimum, will
require an assessment of the program's p an with actual accomplishments during the past quarter,
partnership involvement and satisfaction, expected follow-up, changes/problems with the plan and
how they wia be addressed, a financial summary of expenditures for the reporting period and planned
accomplishments during the next quarter. The final Progress and Monitor Report shall include a
comprehensive, detailed report of all grant activities conducted during the full grant performance
period, including a final summary of expenditures.
Monitoring. The Department shall, throughout the Period of Performance under this Grant Agreement
and any extension of the program which is the subject of the Grant Agreement, monitor and evaluate
the events, activities and tasks performed in connection with the program to include financial
feasibility and progress of the grant and Subrecpient's continuing fiscal re ponsibility and compliance
with applicable requirements and the term,, and conditions of this Grant Agreement. Such monitoring
and evaluation shall not in any manner relieve or waive any obligations of Subrecip ent under this
Grant Agreement or pursuant to applicable State and Federal law, regulations or rules. Any
representation to the contrary by Subrecipient to any third party is strictly prohibited and may be
grounds for the termination of this Grant Agreement by the Department.
5. Single Audit. A Subrecipient expending $750,000 or more in Federal awards (single or multiple
awards) in a year is required to obtain an annual audit in accordance with the Single Audit Act
(Public Law 98-502) and subsequent amendments (refer to 2 CFR Part 200 and 2 CFR Part
1201), and the American Institute of Certified Public Accountants' (AICPA) Statement on Auditing
Standards (SAS) 99, Consideration of Fraud in a Financia!Statement Audit. The audit report must
be submitted to DMV no later than nine months after Subrecipient's fiscal year end date
unless a Federal extension is granted. If an extension is granted, the due date will be extended
based on the information provided in the Federal language. Subrecipient is encouraged to submit
their audit report to the Federal Audit Clearinghouse (FAG) at hjpL.Hharvester.census.Dov/sac/.
Failure to meet the single audit requirements could result in your entity having to repay grant
monies and/or losing access to future Federal funding.
The State auditor may conduct an audit or investigation of any entity receiving funds from 'he
Department, either directly under the Grant Agreement or indirectly through a subcontract under the
Grant Agreement. Acceptance of funds directly or indirectly under the Grant Agreement constitutes
acceptance of the authority of the State auditor to conduct an audit or investigation in connection with
those funds. In the event an audit reveals unallowable expenditures, Subrecipient will be responsible
for repayment to the Department of such unallowable expenditures.
6. Closeout. Subrecipient is required to submit final requests for reimbursements and final Progress
Reports according to the schedule identified in this Grant Agreement. Requests for re mb.irsements
submitted after November 5 will be denied.
Project Director's Initials _ Date
TSS 012E(07/01/2022)
Page 6
Article 1. COMPLIANCE WITH LAWS
Subrecipient shall comply with all Federal, State, and local laws, statutes, codes, ordinances, rules and
regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any matter
affecting the performance of the Grant Agreement, including, without limitation, workers' compensation
laws, minimum and maximum salary and wage statutes and regulations, nondiscrimination laws and
regulations, and licensing laws and regulations. When required, the Subrecipient shall furnish the
Department with satisfactory proof of its compliance therewith.
Article 2. STANDARD ASSURANCES
Subrecipient hereby assures and certifies that it will comply with all applicable laws, regulations, policies,
guidelines, and requirements, including 23 USC Chapter 4: Highway Safety; 2 CFR Part 200 and 2 CFR
Part 1201; 23 CFR Part 1300;the Federal Highway Safety Grant Funding Guidance (Revised 2013); and
the Guidelines for the Submission of Highway Safety Grant Applications, as they relate to the application,
acceptance, and use of Federal or State funds for this project. Also, Subrecipient assures and certifies
that:
A. It possesses legal authority to apply for the grant and that a resolution, motion, or similar action
has been duly adopted or passed as an official act of Subrecipient's governing body, authorizing
the filing of the application, including all understandings and assurances contained therein, and
directing and authorizing the person identified as the authorized approving official of Subrecipient
to act in connection with the application and to provide such additional information as may be
required.
B. It will comply with the Federal Fair Labor Standards Act's minimum wage and overtime
requirements for employees performing project work.
C. It will comply with all requirements imposed by the Department concerning special requirements
of law, program requirements,and other administrative requirements.
D. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business, or other ties.
E. It will comply with the Virginia State and Local Government Conflict of Interests Act, Va. Code§§
2.2-3100 et seq., which defines and prohibits inappropriate conflicts and requires disclosure of
economic interests and is applicable to all State and local government officers and employees.
F. It will give the Department the access to and the right to examine all records, books, papers,or
documents related to the Grant Agreement.
G. It will ensure that all public records prepared or owned by, or in the possession of, the applicant
relative to this project shall be open to inspection and copying by any citizens of the
Commonwealth during regular office hours in accordance with the provisions of the Virginia
Freedom of Information Act, Va. Code§§2.2-3700 et seq., unless otherwise specifically provided
by law.
H. If applicable, it will comply with the provisions of the Virginia Freedom of Information Act, Va.
Code§§ 2.2-3700 et seq., which require all meetings of public bodies to be open and every public
body to give notice of its meetings and to record minutes at all open meetings.
Article 3. GRANT AWARD COMPENSATION
A. The method of payment for the Grant Agreement will be based on actual costs incurred up to and
not to exceed the limits specified in the Grant Agreement. The amount stated in the Project
Budget will be deemed to be the amount of the award to Subrecipient.
B. Reimbursement for travel costs shall be subject to the requirements and limitations set forth in the
State Travel Regulations established by the Virginia Department of Accounts.
C. All payments will be made in accordance with the terms of the Grant Agreement.
Project Director's Initials _,, Date
Page 7
The maximum amount eligible for reimbursement shall not be increased above the total amount
stated ,n the Project, unless the Grant Agreement is amended as described in Article 5,
Amendments and Modifications to Grant Agreement.
D. To be eligible for reimbursement under the Grant Agreement, a cost must have been incurred in
accordance with the Grant Agreement, within the time frame specified in the Period of
Performance as stated in the Grant Agreement, attributable to work covered by the Grant
Agreement, and which has been completed in a manner satisfactory and acceptab e to the
Department. Reimbursement
is available only for costs that have been paid by Subrecipient. Under no circumstance will the
Department provide up-front payments for costs not incurred and paid by Subrecipient.
Costs related to contractual fees require additional documentation in order to be eligible for
reimbursement. Subrecipient must submit a copy of each contract, memorandum of
understanding/agreement, rentaMease agreement prior to implementing the contract activity and
allow sufficient time (minimum of three (3) weeks) for review and approval to ensure that services
and products being provided are allowable expenses attributable to work covered by the Grant
Agreement,
E. For states, local governments, and Indian Tribes, the general costs of government are
unallowable (except as provided in§200.474 Travel costs). Refer to § 200.444 for more
information on unallowable general costs of government.
F. Per 2 CFR § 200.430 the rate law enforcement agencies pay for grant-funded overtime
enforcement activities must he the same as the rate they pay for agency-funded overtime
enforcement. Compensation must be paid in a manner consistent with the written policies of the
employing enfty, as long as it does not contradict 2 CFR Part 200.
G. Payment of costs incurred under the Grant Agreement =; further governed by 2 CFR Part 200 and
2 CFR Part 1201.
H. For nonprofit organizations, Subrecipient must provide the most recent Form 990 (Return of
Organization Exempt for income Tax) submitted to IRS. Subrecipient must provide
documentation of yearly salary or hourly pay and any other compensation, including fringe
benefits, for each employee/position for which Subrecipient seeks reimbursement.
Documentation of pay must be provided through a certified letter from the organization's Board
Chair or President. Form 990 and the certified letter must be submitted with Subrecipient's
signed Grant Agreement. Requests for compensation for pay raises, bonuses, and staff changes
must be made in writing via email to the Department. The Department will review such requests
and determine approval for reimbursement. The Department reserves the right to deny increased
reimbursement for raises, bonuses, and staff changes.
I. Subrecipient may request an Indirect Cost Rate for grants that are not enforcement related.
Subrecipient must submit a copy of their Federally negotiated indirect cost rate. A non-federal
Subrecipient that does not have a current Federally negotiated indirect cost rate, may submit a
letter requesting a de minimis indirect cost rate of 10%of modified total direct costs which may be
used indefinitely (2 CFR § 200.414(f)). Payment for indirect costs will not be made until the
aforementioned documents have been received by the Department.
Indirect cost references and information can be found in various parts of 2 CFR Part 200.
I. Subrecipient will provide a monetary andfor in-kind match to the funded proposal. The required
matching percentage of the project cost will be determined by the Department. Grant funds may
not be used before Subrec,pient can demonstrate that funds for the corresponding portion of the
matching requirement have been received by Subrecipient. A match report and supporting
documentation must be submitted with each reimbursement voucher; Subrecipient must
also keep documentation related to matching funds in their project file.
J. Subrecipient agrees to submit Requests for Reimbursement on a quarterly basis or no more
than one request per month, as outlined in the Highway Safety Policy and Procedures Manual.
The original Request for Reimbursement, with the appropriate supporting documentation, must
be submitted to the DMV Grants Management Office. Subrecipient agrees to submit the final
Project Director's Initials I Date _11
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Request for Reimbursement under the Grant Agreement within thirty-five (35) days of the end of
the Period of Performance or November 5.
All grant funds must be encumbered by the end of the Period of Performance (September 301,
complete with supporting invoices. At the end of the Period of Performance, any unexpended or
unobligated funds shall no longer be available to Subrecipient. In no case shall Subrecipient be
reimbursed for expenses incurred prior to the beginning or after the end of the Period of
Performance.
K. The Department will exercise good faith to make payments within thirty(30) days of receipt of
properly prepared and documented Requests for Reimbursement. Payments, however, are
contingent upon the availability of appropriated funds.
L. Grant Agreements supported with Federal or State funds are limited to the length of the Period of
Performance specified in the Grant Agreement. If the Department determines that the project has
demonstrated merit or has potential long-range benefits, Subrecipient may apply for funding
assistance beyond the initial Period of Performance. Preference for funding will be given to those
projects for which Subrecipient has assumed some cost sharing, those which propose to assume
the largest percentage of subsequent project costs, and those which have demonstrated
performance that is acceptable to the Department.
M. When issuing statements, press releases, requests for proposals, bid solicitations, and other
documents describing projects or programs funded in whole or in part with Federal money,
including this Grant Agreement, Subrecipient shall clearly state (1) the percentage of the total
cost of the program or project which will be financed with Federal money, and (2)the dollar
amount of Federal funds provided for the project or program.
Article 4. LIMITATION OF LIABILITY
Payment of costs incurred hereunder is contingent upon the availability of appropriated funds. If, at any
time during the Period of Performance, the Department determines that there is insufficient funding to
continue the project, the Department shall so notify Subrecipient, giving notice of intent to terminate the
Grant Agreement, as specified in Article 12, Suspension or Termination.
Article 5. AMENDMENTS AND MODIFICATIONS TO GRANT AGREEMENT
The Grant Agreement may be amended prior to its expiration by mutual written consent of both parties,
utilizing the Grant Agreement Amendment form designated by the Department. Any amendment must be
executed by the parties within the Period of Performance specified in the Grant Agreement. Any
proposed modifications or amendments to this Grant Agreement as defined in Article 6, Additional Work
and Changes in Work, including the waiver of any provisions herein, must be submitted to the
Department in writing and approved as herein prescribed prior to Subrecipient's implementation of the
proposed modification or amendment.
Any alterations, additions, or deletions to the Grant Agreement that are required by changes in Federal or
State laws, regulations or directives are automatically incorporated on the date designated by the law,
regulation or directive.
The Department may unilaterally modify this Grant Agreement to de-obligate funds not obligated by
Subrecipient as of the close of the Period of Performance specified in this Grant Agreement. In addition,
the Department may de-obligate funds in the event of termination of the Grant Agreement pursuant to
Article 12, Suspension or Termination.
Article 6. ADDITIONAL WORK AND CHANGES IN WORK
If Subrecipient is of the opinion that any assigned work is beyond the scope of the Grant Agreement and
constitutes additional work, Subrecipient shall promptly notify the Department in writing. If the
Department finds that such work does constitute additional work, the Department shall so advise
Subrecipient and a written amendment to the Grant Agreement will be executed according to Article 5,
Amendments and Modifications to Grant Agreement, to provide compensation for doing this work on the
Project Director's Initials _ Date
Page 9
same basis as the original work. If performance of the additional work will cause the maximum amount
payable to be exceeded, the work will not be performed before a written grant amendment is executed.
If Subrecipient has submitted work in accordance with the terms of the Grant Agreement but the
Department requests changes to the completed work or parts thereof which involve changes to the
original scope of services or character of work under the Grant Agreement, Subrecipient shall make such
revisions as requested and directed by the Department. This will be considered additional work and will
be paid for as specified in this Article.
If Subrecipient submits work that does not comply with the terms of the Grant Agreement, the Department
shall instruct Subrecipient to make such revisions as are necessary to bring the work into compliance with
the Grant Agreement. No additional compensation shall be paid for this work.
Subrecipient shall make revisions to the work authorized in the Grant Agreement, which are necessary to
correct errors or omissions appearing therein, when required to do so by the Department. No additional
compensation shall be paid for this work.
The Department shall not be responsible for actions by Subrecipient or any costs incurred by
Subrecipient relating to additional work not directly associated with or prior to the execution of an
amendment.
Article 7. REPORTING AND NOTIFICATIONS
Subrecipient shall submit performance reports using forms provided and approved by the Department as
outlined in the Statement of Work and Special Conditions, Section 4, Reports and Deliverables.
Subrecipient shall promptly advise the Department in writing of events that will have a significant impact
upon the Grant Agreement, including:
A. Problems, delays, or adverse condit'ons, including a change of project director or other changes
in Subrecipient personnel that will materially affect Subrecipient's ability to atter n objectives and
performance measures, prevent the meeting of time schedules and objectives, or preclude the
attainment of project objectives or performance measures by the.established time periods. This
disclosure shall be accompanied by a statement of the action taken or contemplated and any
Department or Federal assistance needed to resolve the situation.
B. Favorable developments or events that enable Subrecipient to meet time schedules and
objectives earlier than anticipated or to accomplish greater performance measure output than
originally projected.
Article B. RECORDS
Subrecipient agrees to maintain all reports, documents, papers, accounting records, books, and other
evidence pertaining to costs incurred and work performed hereunder, and Subrecipient shall make such
records available at its office for the time period specified in the Grant Agreement. Subrecipient further
agrees to retain such records for three (3) years from the date of final payment under the Grant
Agreement, until completion of all audits, or until any pending litigation has been completely and fully
resolved,whichever occurs last.
Any representative of the U.S. Secretary of Transportation, the Comptroller General of the United States,
the General Accounting Office, the Virginia Office of the Secretary of Transportation, the Virginia
Department of Motor Vehicles, the Virginia State Comptroller or the Virginia Auditor of Public Accounts
shall have access to and the right to examine any and all books, documents, papers and other records
(including computer records)of Subrecipient that are related to this Grant Agreement, in order to conduct
audits and examinations and to make excerpts, transcripts, and photocopies. This right also includes
timely and reasonable access to Subrec'pient's personnel and program participants for the purpose of
conducting interviews and discussions related to such documents. The Department's right to such
access shall last as long as the records are retained as required under this Grant Agreement.
Article 9. CONFIDENTIALITY
Distribution of privileged information, as described at Va. Code§46.2-208, to any third party is prohibited
unless specifically provided for in this Agreement. If dissemination to a third party is allowed,
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Subrecipient shall only disseminate privileged information to third parties subject to the original purpose
specified in this Agreement and consistent with Title 46.2 of the Code of Virginia. If Subrecipient is a
federal, state, or local governmental entity, local government group self-insurance pool, law-enforcement
officer, attorney for the Commonwealth, or court, or the authorized agent of any of the foregoing,
Subrecipient certifies, by execution of this Agreement,that the information obtained will not be used for
civil immigration purposes or knowingly disseminated to any third party for any purpose related to civil
immigration enforcement.
Article 10. INDEMNIFICATION
Subrecipient, if other than a government entity, agrees to indemnify, defend and hold harmless the
Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of
any kind or nature, whether at law or in equity, arising from or caused by the acts or omission of
Subrecipient, its officers, agents or employees. Subrecipient, if other than a government entity, further
agrees to indemnify and hold harmless the Commonwealth of Virginia, its officers, agents, and employees
from any costs including, but not limited to, attorney fees and court costs, incurred by the Department in
connection with any such claims or actions.
If Subrecipient is a government entity, both parties to the Grant Agreement agree that no party is an
agent, servant, or employee of the other party and each party agrees it is responsible for its individual
acts and deeds, as well as the acts and deeds of its contractors, employees, representatives, and agents.
Article 11. DISPUTES AND REMEDIES
Subrecipient shall be responsible for the settlement of all contractual and administrative issues arising out
of procurement made by Subrecipient in support of Grant Agreement work.
Disputes concerning performance or payment shall be submitted to the Department for settlement, with
the Director of the Virginia Highway Safety Office or his or her designee acting as final referee.
Article 12. SUSPENSION OR TERMINATION
The Department may suspend or terminate the Grant Agreement, in whole or in part, for cause if
Subrecipient fails to fulfill its obligations under the Grant Agreement; fails to comply with any applicable
Department policy or procedure or any applicable Federal, State or local law, regulation or policy; or fails
to correct a violation of any such law, regulation,policy or procedure. This does not limit any other
suspension or termination rights that the Department may have under State or Federal laws, regulations
or policies.
The Grant Agreement shag remain in effect until Subrecipient has satisfactorily completed all services
and obligations described herein and these have been accepted by the Department, unless:
A. The Department suspends or terminates the Grant Agreement for cause and informs
Subrecipient that the project is suspended or terminated immediately;or
B. The Department determines that the performance of the project is not in the best interest of the
Department and informs Subrecipient that the project is suspended or terminated immediately; or
C. The Grant Agreement s suspended or terminated in writing with the mutual consent of both
parties; or
D. There is a written thirty(30) day notice to suspend or terminate by either party.
The Department shall compensate Subrecipient for only those eligible expenses incurred during the
Period of Performance specified in the Grant Agreement which are directly attributable to the completed
portion of the work covered by the Grant Agreement, provided that the work has been completed in a
manner satisfactory and acceptable to the Department. Subrecipient shall not incur nor be reimbursed for
any new obligations after the effective date of termination.
Article 13. SUBCONTRACTS
No portion of the work specified in the Grant Agreement shall be subcontracted without the prior written
consent of the Department. In the event that Subrecipient desires to subcontract part of the work
Project Director's Initials _ Date
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specified in the Grant Agreement, Subrecipient shall furnish the Department the names, qualifications and
experience of their proposed subcontractors. For purposes of the Grant Agreement, subcontractor(s)
shall include, but are not limited to, recipients of mini grants and parties to cooperative agreements and
memoranda of understanding.
Subrecipient, however, shat! remain `ully responsible for the work to be done by its subcontractor(s)and
shall assure compliance with all the requirements of the Grant Agreement. In any agreement entered into
with a subcontractor, Subrecipient shall include or incorporate by reference all language contained in the
Statement of Work and Special Conditions and in the General -Perms and Conditions portions of this
Highway Safety Grant Agreement, and the subcontractor shall agree to be bound by all requirements
contained therein.
Article 14. NONCOLLUSION
Subrecipient certifies that its grant application was made without collusion or fraud, and it has not
conferred on any public employee having official responsibility for the Highway Safety Grant process any
oan, gift, favor, service or anything of more than nominal value, present or promised, in connection with
is application. If Subrecipient breaches or violates this certification, the Department shall have the (ght
to annul this Grant Agreement without liability.
Article 15. SUBRECIPIENT'S RESOURCES
Subrecipient certifies that it presently has adequate qualified personnel in its employment to perform the
work required under the Grant Agreement, or that Subrecipient will be able to obtain such personnel from
sources other than the Department. Subrecipient further certifies that it has the financial resources
required to satisfy incurred costs whether or not such costs are eligible for subsequent reimbursement.
All employees of Subrecipient shall have such knowledge and experience as will enable them to perform
the duties assigned to them. Any employee of Subrecipient who, in the opinion of the Department, is
incompetent or whose conduct becomes detrimental to the project shall immediately be removed from
association with the project.
Unless otherwise specified, Subrecipient shall furnish all equipment, materials, supplies, and other
resources required to perform the work.
Article 16. SUBRECtPIENT SEAT BELT USE
Subrecipient agrees to adopt and enforce an on-the-job seat belt use policy requiring all employees to
wear a seat belt when operating any vehicle owned, leased or rented by Subrecipient, including police
vehicles.
Article 17. PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE
Subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to
create checkpoints that specifically target motorcyclists.
Article 18. PROCUREMENT AND PROPERTY MANAGEMENT
Subrecipient shall establish and administer a system to procure, control, protect, preserve, use, maintain,
and dispose of any property furnished to it by the Department or purchased pursuant to the Grant
Agreement in accordance with Virginia law and Department policies and procedures, provided that such
laws, policies and procedures are not in conflict with Federal standards, as appropriate, in 2 CFR Part
200 and 2 CFR Part 1201.
in the event of conflict, such Federal standards shall apply unless Virginia law or Department po ices or
procedures impose str'cter requirements than the Federal standards.
Project Director's Initials _ Date
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Article 19. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY
All copyright and patent rights to all papers, reports, forms, materials, creations, or inventions created or
developed in the performance of this Grant Agreement shall become the sole property of the
Commonwealth in accordance with Va. Code §2.2-2822 and Executive Memorandum 4-95. On request,
Subrecipient shall promptly provide an acknowledgment or assignment in a tangible form satisfactory to
the Commonwealth to evidence the Commonwealth's sale ownership of specifically identified intellectual
property created or developed during the performance of the Grant Agreement.
Article 20. RESEARCH ON HUMAN SUBJECTS
Subrecipient shall comply with the National Research Act, Public Law 93-348, regarding the protection of
human subjects involved in research, development, and related activities supported by the Grant
Agreement.
Article 21. ASSIGNMENT
The Grant Agreement shall not be assignable by Subrecipient in whole or in part without the written
consent of the Department.
Article 22. NONDISCRIMINATION
A. Subrecipient WILL COMPLY WITH ALL Federal statutes and implementing regulations relating to
nondiscrimination ("Federal Nondiscrimination Authorities"). These include, but are not limited to:
1. Title VI of the Civil Rights Act of 1964(42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin) and 49 CFR Part 21;
2. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,
(42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has
been acquired because of Federal or Federal-aid programs and projects);
3. Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title iX of the Education
Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit
discrimination on the basis of sex);
4. Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 of seq.),as amended,
(prohibits discrimination on the basis of disability) and 49 CFR Part 27;
5. The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits
discrimination on the basis of age);
6. The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage
and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975
and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms
"programs or activities"to include all of the programs or activities of the Federal aid
recipients, subrecipients and contractors, whether such programs or activities are Federally-
funded or not);
7. Titles 11 and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits
discrimination on the basis of disability in the operation of public entities, public and private
transportation systems, places of public accommodation, and certain testing)and 49 CFR
Parts 37 and 38;
8. Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low-Income Populations (prevents discrimination against minority
populations by discouraging programs, policies, and activities with disproportionately high
and adverse human health or environmental effects on minority and low-income populations);
and
9. Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency(guards against Title VI national origin discrimination/discrimination because of
Project Director's Initials Date
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Paye 13
limited English proficiency(LEP) by ensuring that funding recipients take reasonable steps to
ensure that LEP persons have meaningful access to programs (70 FR at 74087-74100).
B. The Subrecipient entity—
1. Will take all measures necessary to ensure that no person in the United States shall, on the
grounds of race, color, national origin, disability, sex, age, limited English proficiency, or
membership in any other class protected by Federal Nondiscrimination Authorities, be
excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any of its programs or activities, so long as any portion of the program is
Federally-assisted.
Will administer the program in a manner that reasonably onsures that any of its subrec pients,
contractors, subcontractors, and consultants receiving Federal financial assistance under this
program will comply with all requirements of the Non-Discrim'nation Authorities identified in
this Assurance;
3. Agrees to comply(and require its subrecipients, contractors, subcontractors, and consultants
to comply) with all applicable provisions of law or regulation governing US DOT's or NHTSA's
access to records, accounts, documents, information, facilit es, and staff, and to cooperate
and comply with any program or compliance reviews, and'or complaint investigations
conducted by US DOT or NHTSA under any Federal Nondiscr mination Authority;
4. Acknowledges that the United States has a right to seek judicial enforcement with regard to
any matter arising under these Non-Discrimination Authorities and this Assurance;
5. Agrees to insert in all contracts and funding agreements with other State or private entities
the following clause:
"During the performance of this contract/funding agreement, the contractor/funding recipient
agrees -
a. To comply with all Federal nondiscrimination laws and regulations, as may be amended
from time to time;
b. Not to participate directly or indirectly in the discrimination prohibited by any Federal non-
discrimination law or regulatii)n, as set forth in Appendix B of 49 CFR Part 21 and herein;
c. To permit access to its books, records, accounts, other sources of information, and its
facilities as required by the State highway safety office, US DOT or NHTSA;
d. That, in event a contractor/funding recipient fails to comply with any nondiscrimination
provisions in this contract/funding agreement, the State highway safety agency will have
the right to impose such contract/agreement sanct ons as it or NHTSA determine are
appropriate, including but not limited to withholding payments to the contractor/funding
recipient under the contractlagreement until the contractor/funding recipient complies;
and/or cancelling, terminating, or suspending a contract or funding agreement, in whole
or in part; and
e. To insert this clause, including paragraphs a through e, in every subcontract and sub-
agreement and in every so icitation for a subcontract or sub-agreement that receives
Federal funds under this program.'
C, Certifies that it has disclosed to the Department any administrative and/or court find',ngs of
noncompliance with nondiscrimination or equal opportun.ty laws, regulations or policies during the
two preceding years. If Subrecipient has been c ted for noncompliance with thr=se laws,
regulations or policies, Subrecipient will not be eligible to race've funding.
Article 23. DRUG-FREE WORKPLACE
Subrecipient certifies that it will provide a drug-free workplace in accordance with the requirements of the
Drug-Free Workplace Act of 1988 (41 U.S.C. 8103 Federal grant recipients).
Project Director's Initials Date
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Page 14
Article 24. BUY AMERICA ACT
Subrecipient will comply with the provisions of the Buy America requirement (23 U.S.C. 313) when
purchasing items using Federal funds. Buy America requires a Subrecipient, to purchase only steel, iron
and manufactured products produced in the United States with Federal funds, unless the Secretary of
Transportation determines that such domestically produced items would be inconsistent with the public
interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of
domestic materials will increase the cost of the overall project contract by more than 25 percent. In order
to use Federal funds to purchase foreign produced items, the.State must submit a waiver request that
provides an adequate basis and justification to the Secretary of Transportation for approval.
The National Highway Traffic Safety Administration (NHTSA) was granted a Buy America Act public
interest waiver that became effective July 30,2015, (Federal Register Vol. 80, No. 125, published
June 30, 2015). This waiver allows a State or Subrecipient to purchase any manufactured product with a
purchase price of$5,000 or less, excluding a motor vehicle when the product is purchased using Federal
grant funds administered under Chapter 4 of Title 23 of the United States Code. The "National Traffic and
Motor Vehicle Safety Act of 1966"defines a motor vehicle as a vehicle driven or drawn by mechanical
power and manufactured primarily for use on public streets, roads, and highways, but does not include a
vehicle operated only on a rail line. See 49 U.S.C. 30102(a)(6). Therefore, the purchase of foreign-made
cars, motorcycles, trailers and other similar conveyances must be made with a waiver regardless of price.
Article 25. DISADVANTAGED BUSINESS ENTERPRISE
It is the policy of the Department and the USDOT that Disadvantaged Business Enterprises, as defined in
49 CFR Part 26, shall have the opportunity to participate in the performance of agreements financed in
whole or in part with Federal funds. Consequently, the Disadvantaged Business Enterprise requirements
of 49 GFR Part 26, apply to the Grant Agreement as follows:
A. Subrecipient agrees to ensure that Disadvantaged Business Enterprises, as defined in 49 CFR
Part 26, have the opportunity to participate in the performance of agreements and subcontracts
financed in whole or in part with Federal funds. In this regard, Subrecipient shall make good faith
efforts, in accordance with 49 CFR Part 26, to ensure that Disadvantaged Business Enterprises
have the opportunity to compete for and perform agreements and subcontracts.
B. Subrecipient and any subcontractor shall not discriminate on the basis of race, color, national
origin, sex, disability, or age in the award and performance of agreements funded in whole or in
part with Federal funds.
These requirements shall be included in any subcontract or subagreement. Failure to comply with the
requirements set forth above shall constitute a breach of the Grant Agreement and, after the notification
by the Department, may result in termination of the Grant Agreement by the Department or other such
remedy as the Department deems appropriate.
Article 26. DEBARMENT AND SUSPENSION
A. Subrecipient certifies, to the best of its knowledge and belief,that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from participating in covered transactions by any State or Federal
department or agency or otherwise excluded by any Federal or State department or agency;
2. Have not within a three-year period preceding this Grant Agreement been convicted of or had
a civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a Federal, State, or local
transaction or contract under a public transaction; violation of Federal or State antitrust
statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a Federal, State, or
local governmental entity with commission of any of the offenses enumerated in
paragraph A. 2. of this Article; and
Project Director's Initials Date
r-- .-TO I ;2022, ,
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4. Have not, within a three-year period preceding this Grant Agreement, had one or more
Federal, State, or local transactions terminated for cause or default.
B. Where Subrecipient is unable to certify to any of the statements in this Article, such Subrecipient
shall attach an explanation to the Grant Agreement.
C. Subrecipient is prohibited from making any subcontract or sub-award or permitting any
subcontract or sub-award to any party that does not cert'fy to Subrecip ent that such party meets
the requirements set forth in Section A., Items 1-4 of this Article. When requested by the
Department, Subrecipient shall furnish a copy of such certification.
D. Subrecipient shall require any parly to a subcontract or purchase order awarded under the Grant
Agreement to certify its eligibility to receive Federal grant funds, and, when requested by the
Department, to furnish a copy of the certification.
E. Subrecipient shall provide immediate written notice to the Department if at any time Subrecipient
learns that its certification was erroneous when submitted or has become erroneous by reason of
changed circumstances.
F. Subrecipient agrees to comply wfth the requirements of 2 GFR Parts 180 and 1200.
Article 27. POLITICAL ACTIVITY (HATCH ACT)
Subrecipient will comply with provisions of the Hatch Act(5 U.S.C, 1501-1508), which I',mits the political
activities of employees whose principal rlmployment activities are funded in whole or in part with Federal
funds.
Article 28. FEDERAL LOBBYING CERTIFICATION
Subrecipient certifies to the best of his or her kn^)wiedge and be=lief that:
A. No Federal appropriated funds have been paid or will be paid, by or on behalf of Subrecipient, to
any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal
grant, the making of any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal contract, grant,
loan, or cooperative agreement.
B. if any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, the party to the
Grant Agreement shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying,"in accordance with its instructions.
C. No funds under this Grant Agreement have been or will be expended for publicity or propaganda
purposes, for the preparation, distribution or use of any kit, pamphlet, booklet, publication, radio,
television, film presentation, or website/webpage designed to support or defeat legislation
pending before the Congress, except in presentation to the Congress itself. In addition, grant
funds shall not be used to pay the salary or expenses, in whole or in part, of any Subrecipient or
agent acting for such Subrecipient related to any activity designed to influence legislation or
appropriations pending before the Congress.
D. Subrecipient shall require that the language of this certification be included in the award
documents for all sub-awards (including subcontracts, subgrants, and contracts under grant,
loans, and cooperative agreements) and that all subcontractors shall certify and disclose
accordingly.
This certification is a material representation of fact upon which reliance was placed when this Grant
Agreement was made or entered into. Submission of this certification is a prerequisite for entering into
this Grant Agreement imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the
requEred certification shall be subject to a civil penalty of not less than$10,000 and not more than
$100,000 for each such fai'ure.
Project Director's Initials _ Date
T S%'0128(07101!2022)
Page 16
Article 29. RESTRICTION ON STATE LOBBYING
None of the funds under this program will be used for any activity specifically designed to urge or
influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal
pending before any State or local legislative body. Such activities include both direct and indirect(e.g.,
"grassroots") lobbying activities, with one exception. This does not preclude a State official whose salary
is supported with NHTSA funds from engaging in direct communications with State or local legislative
officials, in accordance with customary State practice, even if such communications urge legislative
officials to favor or oppose the adoption of a specific pending legislative proposal.
No funds under this Grant Agreement will be expended for publicity or propaganda purposes, for the
preparation, distribution or use of any kit, pamphlet, booklet, publication, radio, television, film
presentation,or website/webpage designed to support or defeat legislation pending before the Virginia
General Assembly, except in presentation to the General Assembly itself. In addition, grant funds shall
not be used to pay the salary or expenses, in whole or in part, of any Subrecipient or agent acting for
such Subrecipient related to any activity designed to influence legislation or appropriations pending
before the Virginia General Assembly.
Article 30. INTERPRETATION AND ENFORCEABILITY
In the event any terms or provisions of this Grant Agreement are breached by either party or in the event
that a dispute may arise between the parties regarding the meaning, requirements, or interpretation of
any terms and provisions contained in this Grant Agreement, then such breach or dispute shall be
resolved pursuant to the terms of this Grant Agreement and the remedies available under the Code of
Virginia. If Subrecipient is not a government entity, in the event the Department must initiate proceedings
to enforce the terms and conditions of this Grant Agreement or seek redress for damages caused by
Subrecipient's breach of this Grant Agreement, the Department shall be entitled to recover all costs
including, without limitation, court costs and attorney fees, incurred in such proceedings.
Article 31. ADDITIONAL PROVISIONS
A. Signature Authorized. Subrecipient's authorized approving official, signing the certification page
of the Grant Agreement, has the legal authority to apply for Federal Assistance and has the
institutional, managerial,and financial capability(including funds sufficient to pay costs
subsequently reimbursed and the non-Federal share of project costs)to ensure proper planning,
management and completion of the project described in this application.
B. Headings. The captions and headings used in this Grant Agreement are intended for
convenience only and shall not be used for purposes of construction or interpretation.
C. Notice. All notices, requests and demands shall be directed as follows:
To the Department: Virginia Department of Motor Vehicles
ATTENTION: Director, Virginia Highway Safety Office
Post Office Box 27412
Richmond, Virginia 23269-0001
To Subrecipient:
Any notice, unless otherwise specified herein, will be deemed to have been given on the date such
notice is personally delivered or is deposited in the United States certified mail, return receipt
requested, properly addressed and with postage prepaid.
Project Director's Initials _ Date
Roanoke Region
Roanoke City Alcohol Crash Statistics August,2022
Available Crash Data-Calendar Year 2018 2019
2020 2021
Alcohol Crashes 88 117
105 104
Alcohol Fatal Crashes 1
2 6 2
Highest Time Period(st 3:00pm•5:59pm 3:00pm-5:59pm
9:00pm-11:59pm Midnight-2:59am Midnight-2:59am 9;00
(100-4) pm-11:59pm
(100%) (SOX)
(i00%)
Highest Day(s) Saturday Sunday Monday Monday•Thursday
(10%) 4--90%)
f 100'x.)
Highest Month(s) September August-December September eP January-Kotiember
Alcohol Serious Injury Crashes
(-°�.) ('o"N (loo•,;)
Highest Time Period(s) 9;00pm-11:59pm Midnight-2:59am 6:00pm-8:59pm 9:00pm-11:59pm
(SS%)
Highest Days; Sunday Thursday Sunday
Friday.Saturday
(44%)
(13!`:) ilii
f tdti:)
Highest Month(s) April•\ot;ember -April•July February-January April•October
Ha's.) )aril
Alcohol Injury Crashes 1JOh) 04-4)
29 36
35 32
Highest Time Periods) 6:00pm-8:59pm
9:00pm-11:5911m (Midnight-2:59am Midnight-2:59am 9:00pm-11.591)M
(3B•„) (S6".)
(31 c1
447%)
Highest Day(s) Sundav Saturday Sunday
Friday
i23w} f3l .)
Highest Month(s) December April January-October
(17.c) f19!G) April
2020
e 2021
IL
yµ
r �
a _
t gr r
I
0 Alcohol Fatal Interstate Crashes t/Alcohol Fatal Non-interstate Crashes
•Alcohol Serous InImy Interstate Crashes •Alcohol Senous InJAS'Non-Interstare Crashes
The blue gradient represents the deas,j)or all akohW cras'•es va.rona*r »
i#,s Rpon,s.0 gcrcrxe0 M the
Ccr:r for Gespnrat(afonNtgn Tic iuplog+
page I of 2
Mutt q,
Roanoke Region
Roanoke City Alcohol Crash Statistics august,2022
2020 Fatal Crashes-Calendar 1 ear
2021 Fatal Crashes-Calendar 1 car
Street Cross Street Count Street
Cross Streit Count
tYILLIANISONRD IACONIAAVE 2
LIBERTY RD tVILL1AMSON RD !
WIi l IANISON RD COURTNEY-AVE
ORANGE AVE 111 RREI L ST [
Ill-.Ril131RGER RD
Ni un1Ine crash locations not included in table 0
I e.V F "Fit ST ilersection crash locations not Included in table 0
i
[
NlaInhnc crash locations not included at table 0
Gnersectron crash lncattoaS not Included to table0
2021I Serious Injury Crashes-Calendar Year 2021 Serious Injury Crashes-Calendar N cal-
Street
arStreet Cross Street Count
Street Cross Street
tut tv+d Count
AVI
-' COLONIAL A VE tt OODLAND DR I
[I M VVI 4TII ST I
[581
I
llFILSRISf.K(d R RD I 1 I I H ST
I
MH R0S1 \VC COUNTRYCLUB DR [
ORANGE AVE
I
"'It I WdSov RD i AMPBI LL AVE i
HFRSHBERC,i:K RD EAIRHOPE RD [
5TI1 ST" NIO'INTAIN AVE I Wil LI.ANISON RD
[[1 b1ING AVE l
UI 13 Vl`gl t IN RD 13TH ST I
101 H ST u 11 1 IAMSON R73 t
1-181 RAMI'
1 19TH ST
1
MHS""
l ORANGE AVE 12111 ST [
WVt'RD
1 LOUDON AVE 61[1 ST [
Mainline crash locations not Included in table 0
1weriection crash locaiinns not Included In table _> Mainline crash locations not included in table
btterernon cwstl locations not included in table I
Locations;clth equal crash counts are listed in randoin order to table and single crash locations ma) not he Itsted.
page 2 of 2
This report teas generated be the Center
for Geospatial lnforinatton fechnolose
YU
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The Wh day of September 2022.
No. 42448-091922.
A RESOLUTION authorizing the acceptance of the Department of Motor Vehicles Traffic
Safety(Selective Enforcement—Pedestrian/Bicycle)Grant and authorizing the execution,and filing
of appropriate documents to obtain such funds.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City of Roanoke hereby accepts the Department of Motor Vehicles Traffic Safety
(Selective Enforcement—Pedestrain/Bicycle)Grant funds in the total amount of$4,168,with a local
match of$319.
2. The City Manager or his designee is hereby authorized to accept,execute,and file on
behalf of the City of Roanoke any and all documents required to obtain such funding. All such
documents to be approved as to form by the City Attorney.
3. The City Manager or his designee is further directed to furnish such additional
information as may be required in connection with the acceptance of the foregoing funding.
ATTEST:
C.'e
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42449-091922.
AN ORDINANCE to appropriate funding from the U.S. Department of
Transportation through the Commonwealth of Virginia Department of Motor Vehicles for
a pedestrian and bicycle traffic safety grant, amending and reordaining certain sections
of the 2022-2023 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 2022-2023 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Overtime Wages 35-640-3936-1003 $ 4,168
FICA 35-640-3936-1120 319
Revenues
DMV Pedestrian/Bike FY23 - Grant 35-640-3936-3974 4,168
DMV Pedestrian/Bike FY23 - Local 35-640-3936-3975 319
Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
0 CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: 2023 Department of Motor Vehicles (DMV) Traffic Safety (Selective
Enforcement - Pedestrian/Bicycle) Grant
Background:
The Virginia DMV is the administering agency for pass-through funds provided by the
United States Department of Transportation for highway safety projects in Virginia.
The Virginia DMV offers these funds to successful applicants for activities which
improve highway safety in Virginia. The police department regularly applies for grant
funding under this program.
The Roanoke Police Department has been awarded $4,168 in funding to be used for
traffic enforcement targeting drivers who are disregarding pedestrian and bicycle
safety. This funding will allow the Roanoke Police Department to fund overtime traffic
enforcement. There is a required 50% in-kind match of $2,084 associated with this
award that will be satisfied through the police department's expenditure on motor fuel
and vehicle operation. The grant specifically prohibits FICA related to overtime
therefore this related necessary expense will be included as a voluntary cash match of
$319.
Recommended Action:
Accept the 2023 DMV Traffic Safety (Selective Enforcement - Pedestrian/Bicycle) Grant
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 in the
amount of $4,487 consisting of $4,168 in grant revenue and $319 in a cash match to
be transferred from the grant match account and appropriate funding in the same
amount into acco t to be established by the Director of Finance in the Grant Fund.
--- ----- ---- --------
Robert S. Cowell,Jr.
City Manager
Distribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager
W. Brent Robertson, Assistant City Manager/Director of Finance
Samuel Roman, jr., Chief of Police
www.dmvN oW.cpm HIGHWAY SAFETY GRANT AGREEMENT
V;rgmia Department of Motor Ve7,cles
f'cs1 Office Box 27412
Richmond Virginia 23259-0001
Purpose: Virginia's Highway Safety Program Subrecipients use this form to certify and assure that they will fully comply with
all terms of the Highway Safety Grant Agreement,
Instructions Subrecipients must read the contract,complete all applicable information on the first and last page,initial and
date the subsequent pages,and return all pages to the Department of Motor Vehicles.
This Highway Safety Grant Agreement is entered into between the Virginia Department of Motor Vehicles(hereinafter
"Department"),2300 West Broad Street, Richmond,Vir inia 23220,and the following;
Subrecipient: Roanoke City Federal Award Identification Number(FAIN):
69A3752230SUP405HVA0
Pro'ect Tide: Selective Enforcement-Pedestrian/Bic cle Pro ect Number: SFHLE-2023-53269 23269
Assistance Listing Number(ALN): 20.616 Grant Award Amount: $4,168.00
ALN Name: National Priority Safety Programs
Period of Performance: Source of funds obligated to this award:
From October 1, 2022,or the date the Highway Safety Grant U.S. Department of Transportation
Agreement is signed by the Director,Virginia Highway Safety Office National Highway Traffic Safety Administration(NHTSA)
(whichever is later)through September 30,2023.Allow 21 days for
the Department to complete its review and signature. FINAL Date of Award Letter from NHTSA:September 30, 2022
VOUCHER IS DUE ON OR BEFORE NOVEMBERS,2023. E
In performing its responsibilities under this Highway Safety Grant Agreement,the Subrecipient certifies and assures that it will fully
comply with the following:
• Applicable Department regulations and policies and State and Federal laws, regulations, and policies
• Statement of Work and Special Conditions and an Approved Budget,included with this Highway Safety Grant Agreement
• General Terms and Conditions,also included with this Highway Safety Grant Agreement
Subrecipient's signature below indicates that the Subrecipient has read,understands and agrees to fully comply with all terms and
conditions of this Highway Safety Grant Agreement without alteration.This Highway Safety Grant Agreement(hereinafter referred to
as"Grant Agreement"),consisting of this certification,the attached Statement of Work and Special Conditions,the attached General
Terms and Conditions, the attached Project Budget,the Subrecipient's proposal and the letter awarding the grant to the
Subrecipient constitutes the entire agreement between the Department and the Subrecipient, supersedes any prior oral or written
agreement between the parties and may not be modified except by written agreement as provided herein. Where any conflict arises
between terms,the following is the order of governance of one term over another: (1)applicable Department regulations and
policies, except where superseded by Federal laws,regulations,or policies;(2)applicable State laws, regulations,and policies,
except where superseded by Federal laws,regulations,or policies;(3)applicable Federal laws,regulations,and policies;(4)
Statement of Work and Special Conditions;(5)General Terms and Conditions;(6)Project Budget;(7)Subrecipient's proposal;and
(8)grant award letter. Subreciplent certifies that this grant does not include research and development.
SIGNATURES OF AUTHORIZED APPROVING OFFICIALS
For Subrecipient: For Virginia Department of Motor Vehicles:
John Saunders
Name and Title of Project Director(print) Director,Virginia Highway Safety Office (print)
Signature Date Signature Date
Subrecipient's UEI Number
Does your locality/legal entity expend$750,000 or more annually
in total federal funds?(check one) Yes—No
Name and Title of Authorized Approving Official(print)
Signature Date
4DDMV
Department of Motor Vehicles
Grant Budget Lines Date Run:18-JUL-2022
SFHLE-2023.63269.23269-Roanoke City PM: Steven Williams Project Director Initials Date
Individual Total Fed Fund Matching
Category Line Item Desc qty Cost Cost Amount Funds
Personnel SE 120 hours of overtime 1 4,168.00 4,168.00 4,168.00 0.00
Matching Funds Fuel and Vehicle Maintenance 1 2,084.00 2,084.00 0.00 2,084.00
Total: 6,252.00 4,168.00 2,084.00
TSS 012F-PS(07 01;2022)
Page 3
Subrecipient Name: �. Project#:
STATEMENT OF WORK AND SPECIAL CONDITIONS
1. Goals and Specific Program Elements. The goals and specific program elements of the subrecipient's proposal
are incorporated as the first item +n this Statement of Work and Special Conditions.
a. List Specific Program Elements:
For October 1, 2022 through December 31, 2022
Estimated number of overtime hours to be used
Estimated number of overtime individual/saturation patrols
For January 1,2023 through March 31, 2023
Estimated number of overtime hours to be used
Estimated number of overtime individual/saturation patrols
For April 1, 2023 through June 30, 2023
Estimated number of overtime hours to be used
Estimated number of overtime individual/saturation patrols
For July 1, 2023 through September 30, 2023
Estimated number of overtime hours to be used
Estimated number of overtime individual/saturation patrols
b. To conduct a minimum of saturation/individual patrols during the national mandatory Click It or Ticket
Mobilization period in November 2022 and May 2023. Pre and post survey will be required. Mobilization and
survey data must be entered into Traffic Records Electronic Data System (TREDS).
c. To conduct a minimum of saturation patrols for the mandatory Drive Sober or Get Pulled Over
(DSOGPO) Mobilizations periods in December 2022 and August 2023. Mobilization data must be entered into
TREDS.
d. To have (number)sworn officers attend (number) DMV approved traffic safety related training
events(e.g., Virginia Highway Safety Summit, Small Agency Symposium).
Project Director_
Initial Date
TSS 012x=-PS(07101/2022)
Page 3.1
Subrecipient Name: Project 0
2. The subrecipient must contribute to the overall State Highway Safety Plan goals.
a. PEDESTRIAN SAFETY
STATEWIDE GOAL: Reduce pedestrian fatalities by 4 percent from 125 to 120 by December 31,2023.
AGENCY GOAL:
Jo reduce pedestrian fatalities from to and reduce serious pedestrian injuries from
—-.._—_ to by December 31, 2023.
BASED ON PEDESTRIAN CRASH DATA(using crash data from VAHSO o*other approved local crash
information):
-percent of pedestrian safety related selective enforcement activities are to be conducted
between the hours of
with special emphasis on the following days of the week:
The remaining percent of selective enforcement hours may be scheduled during other _
approved identified high-crash time periods.
b. BICYCLE SAFETY
STATEWIDE GOAL: Reduce bicyclist fatalities by 8 percent from 12 to 11 by December 31, 2023.
AGENCY GOAL:
LTo reduce bicyclist fatalities from to _ and reduce serious bicyclist injuries from
____ to �__m by December 31,2023.
BASED ON BICYCLE CRASH DATA(using crash data from VAHSO or other approved local crash
information):
percent of bicycle safety related selective enforcement activities are to be conducted
between the hours of
with special emphasis on the following days of the week:
The remaining percent of selective enforcement hours may be scheduled during other
approved identified high-crash time periods.
c. Monitor agency goal and statewide goal quarterly to determine if project efforts are being effective or if
adjustments are need. If adjustments are needed to address the current needs contact assigned Project
Monitor.
d. Enforcement is to be conducted using data-identified problem locations.
e. Grant-funded equipment must be ordered by December 31,2022 and put in service by March 31, 2023.
I. Reimbursement vouchers will be submitted _monthly or quarterly. Only check one option and
this option will be effective for the entire FY2023 grant year.
g. To assist with educational highway safety messaging with posting at least highway safety message(s)
per quarter on agency social media platform or agency website.
h. Subrecipient must submit a completed monitoring report(TSS 14-A) to their DMV Project Monitor by specific
assigned dates.
i. Subrecipient must attend all mandatory DMV grant-related trainings.
Project Director
�� Initial ��� �- � Date
TSS 0128(07/01/2022;
Page 4
HIGHWAY SAFETY GRANT AGREEMENT
GENERAL TERMS AND CONDITIONS
1. Purpose and Background. The Virginia Department of Motor Vehicles (`Department") is awarding this
grant to support the implementation of highway safety projects by State, local, non-profit, and higher
education partnerships. Funds are made available for projects that: (1)support statewide goals; (2)
identify problems experienced by High Emphasis Communities, which are jurisdictions with the
highest crash severity problem; (3)creatively incorporate alcohol awareness and occupant protection
safety; (4) are innovative with potential statewide application or ability to transfer to other jurisdictions;
and (5) have statewide significance and address the Federal program areas under 23 U.S.C. (United
States Code), Chapter 4: Highway Safety and 23 U.S.C. 154 (Section 154).
2, Paid Media. Grants consisting of $100,000 or more in paid media funds will be required to perform
pre- and post-surveys during the Period of Performance. The level of assessment is based on the
cost of a paid advertising campaign as follows:
A. Level 1, for a paid advertising campaign of up to$100,000:
At a minimum, an assessment must measure and document audience exposure to paid
advertised messages and the number of airings or print ads devoted to each announcement.
The size of the audience needs to be estimated using a source appropriate for the medium
used, such as Arbitron or Nielsen ratings for radio and TV. More specifically, all paid
advertising for which the State or Subrecipient used 154, 402 and 405 funds must include
documentation stating how many paid airings or print ads occurred and the size of the
audience reached. Include the number of free airings or print ads that occurred and the size
of the audience reached.
B. Level 2, for a paid advertising campaign greater than $100,000:
In addition to providing the above Level 1 documentation, a more extensive assessment is
required to measure target audience reaction. One or more of the activities in the following
list may be used to assess how the target audience's knowledge, attitude, or actions were
affected by the message(s):
1. Mail surveys;
2. Telephone surveys;
3. Focus groups;
4. Mall intercept interviews;
5. Direct mailings;
& Cali-in centers;
7. Newspaper polls;
8. Household interviews;
9. Before and after approach, which compares system status before and after the
introduction of the message; and
10. Control region approach, which relates one study site exposed to the message to
a similar site that is not exposed to the message.
3. Equipment. Costs for equipment are allowable under specified conditions. Costs for new and
replacement equipment with a useful life of more than one year and an acquisition cost of$5,000 or
more must be pre-approved before Subrecipient purchases the equipment. Such approval shall be
obtained by the Department from the National Highway Traffic Safety Administration (NHTSA)
regional manager in writing, and Subrecipient will be notified by the Department when this approval
has been secured. Federal government requirements mandate that the Department maintain an
accurate accounting and inventory of all equipment purchased using Federal funds, and Subrecipient
shall comply with applicable reporting requirements that may be specified in the Highway Safety
Policy and Procedures Manual and amendments thereto.
Subrecipient must request advance, written approval from the Department and NHTSA to sell,
transfer or dispose of any and all non-expendable equipment purchased in whole or in part with the
use of Federal highway safety funds. Disposition of funds from the sale of equipment to another
entity must be agreed upon by the Department and Subrecipient and approved by NHTSA and the
Project Director's Initials 1. Date
TSS-3128(07/01/2022)
Page 5
Department. In the event of a conflict between this section, 2 CFR (Code of Federal Regulations)
Part 200 (Uniform Administrative Requirements,Cost Principles, and Audit Requirements for Federal
Awards), Sections 200.313 and 200.439, 2 CFR Part 1300(Uniform Procedures for State Highway
Safety Grant Programs) Section 1300.31, and 2 CFR Part 1201 (Department of Transportation,
Uniform Administrative Requirements, Cost Principles, and Aud:t Requirements for Federal Awards)
Section 1201.313, the provisions of the applicable CFR control, except where 'nconsistent with
statute.
4. Reports and Deliverables. Quarterly Progress and Monitor Reports shall be provided to the
Department by the dates indicated:
January 31, April 30, July 31, and November 5.
Each Progress and Monitor Report shall address Subrecipient's progress in fulfilling items listed in the
Statement of Work and Special Conditions, including funded elements of Subrecipient's proposal.
These reports should include the findings from the evaluation component of the proposal and should
indicate the criteria and methods by which the progress of the initiative has been evaluated. The
format for Progress and Monitor Reports will be provided to Subrecipient, but, at a minimum, will
require an assessment of the program's plan with actual accomplishments during the past quarter,
partnership involvement and satisfaction, expected fol'ow-up, changes problems with the plan and
how they will be addressed, a financial summary of expenditures forr the reporting period and planned
accomplishments during the next quarter. The final Progress and Monitor Report shall include a
comprehensive, detailed report of all grant activit"es conducted during the full grant performance
period, including a final summary of expenditures.
Monitoring. The Department shall, throughout the Period of Performance under this Grant Agreement
and any extension of the program which is the subject of thea Grant Agreement, monitor and evaluate
the events, activities and tasks performed in connection with the program to include financial
feasibility and progress of the grant and Subrecipient's continuing fiscal responsibility and compliance
with applicable requirements and the terms and conditions of this Grant Agreement. Such monitoring
and evaluation shall not in any manner relieve or waive any obligations of Subrecipient under this
Grant Agreement or pursuant to applicable State and Federal law, regulations or rules. Any
representation to the contrary by Subrecipient to any third party is strictly prohibited and may be
grounds for the termination of this Grant Agreement by the Department.
5. Single Audit, A Subrecipient expending $750,000 or more in Federal awards (single or multiple
awards) in a year is required to obtain an annual audit in accordance with the Single Audit Act
(Public Law 98-502) and subsequent amendments(refer to 2 CFR Part 200 and 2 CFR Part
1201), and the American Institute of Certified Public Accountants' (AICPA) Statement on Auditing
Standards (SAS) 99, Consideration of Fraud in a Financial Statement Audit. The audit report must
be submitted to DMV no later than nine months after Subrecipient's fiscal year end date
unless a Federal extension is granted. if an extension is granted, the due date will be extended
based on the information provided in the Federal language. Subrecipient is encouraged to submit
their audit report to the Federal Audit Clearinghouse (FAC) at http://harvester.census-gov/sac/.
Failure to meet the single audit requirements could result in your entity having to repay grant
monies and/or losing access to future Federal funding.
The State auditor may conduct an audit or investigation of any entity receiving funds from the
Department, either directly under the Grant Agreement or indirectly through a subcontract under the
Grant Agreement. Acceptance of funds directly or indirectly under the Grant Agreement constitutes
acceptance of the authority of the State auditor to conduct an audit or investigation in connection with
those funds. In the event an audit reveals unallowable expenditures, Subrecipient will be responsible
for repayment to the Department of such unallowable expenditures.
6_ Closeout. Subrecipient is required to submit final requests for reimbursements and final Progress
Reports according to the schedule identified in this Grant Agreement. Requests for reimbursements
submitted after November 5 will be denied.
Project Director's Initials Date
`7S )125(07/01'2x,22)
Page n
Article 1. COMPLIANCE WITH LAWS
Subrecipient shall comply with all Federal, State, and local laws, statutes, codes, ordinances, rules and
regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any matter
affecting the performance of the Grant Agreement, including, without limitation, workers' compensation
laws, minimum and maximum salary and wage statutes and regulations, nondiscrimination laws and
regulations, and licensing laws and regulations. When required, the Subrecipient shall furnish the
Department with satisfactory proof of its compliance therewith.
Article 2. STANDARD ASSURANCES
Subrecipient hereby assures and certifies that it will comply with all applicable laws, regulations, policies,
guidelines, and requirements, including 23 USC Chapter 4: Highway Safety; 2 CFR Part 200 and 2 CFR
Part 1201; 23 CFR Part 1300; the Federal Highway Safety Grant Funding Guidance (Revised 2013); and
the Guidelines for the Submission of Highway Safety Grant Applications, as they relate to the application;
acceptance, and use of Federal or State funds for this project. Also, Subrecipient assures and certifies
that:
A. It possesses legal authority to apply for the grant and that a resolution, motion, or similar action
has been duly adopted or passed as an official act of Subrecipient's governing body, authorizing
the filing of the application, including all understandings and assurances contained therein, and
directing and authorizing the person identified as the authorized approving official of Subrecipient
to act in connection with the application and to provide such additional information as may be
required.
B. It will comply with the Federal Fair Labor Standards Act's minimum wage and overtime
requirements for employees performing project work.
C. It will comply with all requirements imposed by the Department concerning special requirements
of law, program requirements, and other administrative requirements.
D. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business, or other ties.
E. It will comply with the Virginia State and Local Government Conflict of Interests Act, Va. Code §§
2.2-3100 et seq., which defines and prohibits inappropriate conflicts and requires disclosure of
economic interests and is applicable to all State and local government officers and employees.
F. It will give the Department the access to and the right to examine all records, books, papers, or
documents related to the Grant Agreement.
G. It will ensure that all public records prepared or owned by, or in the possession of, the applicant
relative to this project shall be open to inspection and copying by any citizens of the
Commonwealth during regular office hours in accordance with the provisions of the Virginia
Freedom of Information Act, Va. Code §§2.2-3700 et seq., unless otherwise specifically provided
by law.
H. If applicable, it will comply with the provisions of the Virginia Freedom of information Act, Va.
Code§§ 2.2-3700 et seq., which require all meetings of public bodies to be open and every public
body to give notice of its meetings and to record minutes at all open meetings.
Article 3. GRANT AWARD COMPENSATION
A. The method of payment for the Grant Agreement will be based on actual costs incurred up to and
not to exceed the limits specified in the Grant Agreement. The amount stated in the Project
Budget will be deemed to be the amount of the award to Subrecipient.
B. Reimbursement for travel costs shall be subject to the requirements and limitations set forth in the
State Travel Regulations established by the Virginia Department of Accounts.
C. All payments will be made in accordance with the terms of the Grant Agreement.
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The maximum amount eligible for reimbursement shall not be increased above the total amount
stated in the Project, unless the Grant Agreement is amended as described in Article 5,
Amendments and Modifications to Grant Agreement.
D. To be eligible for reimbursement under the Grant Agreement, a cost must have been incurred in
accordance with the Grant Agreement, within the time frame specified in the Period of
Performance as stated in the Grant Agreement, attributable to work covered by the Grant
Agreement, and which has been completed in a manner satisfactory and acceptable to the
Department. Reimbursement
is available only for costs that have been paid by Subrecipient. Linder no circumstance will the
Department provide up-front payments for costs not incurred and paid by Subrecipient.
Costs related to contractual fees require additional documentation in order to be eligible for
reimbursement. Subrecipient must submit a copy of each contract, memorandum of
understanding/agreement, rental/lease agreement prior to implementing the contract activity and
allow sufficient time(minimum of three(3) weeks) for review and approval to ensure that services
and products being provided are allowable expenses attributable to work covered by the Grant
Agreement.
E. For states, local governments, and Indian Tribes, the general costs of government are
unallowable (except as provided in § 200.474 Travel costs). Refer to§200.444 for more
information on unallowable general costs of government.
F. Per 2 CFR § 200.430 the rate law enforcement agencies pay for grant-funded overtime
enforcement activities must be the same as the rate they pay for agency-funded overtime
enforcement. Compensation must be paid in a manner consistent with the written policies of the
employing entity, as long as it doe not contradict 2 CFR Part 200.
G. Payment of costs incurred under the Grant Agreement is further governed by 2 CFR Part 200 and
2 CFR Part 1201.
H. For nonprofit organizations, Subrecipient must provide the most recent Form 990 (Return of
Organization Exempt for Income Tax)submitted to IRS. Subrecipient must provide
documentation of yearly salary or hourly pay and any other compensation, including fringe
benefits, for each employee/position for which Subrecipient seeks reimbursement.
Documentation of pay must be provided through a certified letter from the organization's Board
Chair or President. Form 990 and the certified letter must be submitted with Subrecipient's
signed Grant Agreement. Requests for compensation for pay raises, bonuses, and staff changes
must be made in writing via email to the Department. The Department will review such requests
and determine approval for reimbursement. The Department reserves the right to deny increased
reimbursement for raises, bonuses, and staff changes.
I. Subrecipient may request an indirect Cost Rate for grants that are not enforcement related.
Subrecipient must submit a copy of their Federally negotiated indirect cost rate. A non-federal
Subrecipient that does not have a current Federally negotiated indirect cost rate, may submit a
letter requesting a de minimis indirect cost rate of 10%of modified total direct costs which may be
used indefinitely(2 CFR § 200.414(f)). Payment for indirect costs will not be made until the
aforementioned documents have been received by the Department.
Indirect cost references and information car: be found in various parts of 2 CFR Part 200.
I. Subrecipient will provide a monetary and/or in-kind match to the funded proposal. The required
matching percentage of the project cost will be determined by the Department. Grant funds may
not be used before Subrecipient can demonstrate that funds for the corresponding portion of the
matching requirement have been received by Subrecipient. A match report and supporting
documentation must be submitted with each reimbursement voucher; Subrecipient must
also keep documentation related to matching funds in their project file.
J. Subrecipient agrees to submit Requests for Reimbursement on a quarterly basis or no more
than one request per month, as outlined in the Highway Safety Policy and Procedures Manual.
The original Request for Reimbursement, with the appropriate supporting documentation, must
be submitted to the DMV Grants Management Office. Subrecipient agrees to submit the final
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Request for Reimbursement under the Grant Agreement within thirty-five (35)days of the end of
the Period of Performance or November 5.
All grant funds must be encumbered by the end of the Period of Performance(September 301,
complete with supporting invoices. At the end of the Period of Performance, any unexpended or
unobligated funds shall no longer be available to Subrecipient. In no case shall Subrecipient be
reimbursed for expenses incurred prior to the beginning or after the end of the Period of
Performance.
K. The Department will exercise good faith to make payments within thirty(30)days of receipt of
properly prepared and documented Requests for Reimbursement. Payments, however, are
contingent upon the availability of appropriated funds.
L. Grant Agreements supported with Federal or State funds are limited to the length of the Period of
Performance specified in the Grant Agreement. If the Department determines that the project has
demonstrated merit or has potential long-range benefits, Subrecipient may apply for funding
assistance beyond the initial Period of Performance. Preference for funding will be given to those
projects for which Subrecipient has assumed some cost sharing, those which propose to assume
the largest percentage of subsequent project costs, and those which have demonstrated
performance that is acceptable to the Department.
M. When issuing statements, press releases, requests for proposals, bid solicitations, and other
documents describing projects or programs funded in whole or in part with Federal money,
including this Grant Agreement, Subrecipient shall clearly state (1) the percentage of the total
cost of the program or project which will be financed with Federal money, and (2) the dollar
amount of Federal funds provided for the project or program.
Article 4. LIMITATION OF LIABILITY
Payment of costs incurred hereunder is contingent upon the availability of appropriated funds. If, at any
time during the Period of Performance, the Department determines that there is insufficient funding to
continue the project, the Department shall so notify Subrecipient, giving notice of intent to terminate the
Grant Agreement, as specified in Article 12, Suspension or Termination.
Article 5. AMENDMENTS AND MODIFICATIONS TO GRANT AGREEMENT
The Grant Agreement may be amended prior to its expiration by mutual written consent of both parties,
utilizing the Grant Agreement Amendment form designated by the Department. Any amendment must be
executed by the parties within the Period of Performance specified in the Grant Agreement. Any
proposed modifications or amendments to this Grant Agreement as defined in Article 6, Additional Work
and Changes in Work, including the waiver of any provisions herein, must be submitted to the
Department in writing and approved as herein prescribed prior to Subrecipient's implementation of the
proposed modification or amendment.
Any alterations, additions,or deletions to the Grant Agreement that are required by changes in Federal or
State laws, regulations or directives are automatically incorporated on the date designated by the law,
regulation or directive.
The Department may unilaterally modify this Grant Agreement to de-obligate funds not obligated by
Subrecipient as of the close of the Period of Performance specified in this Grant Agreement. In addition,
the Department may de-obligate funds in the event of termination of the Grant Agreement pursuant to
Article 12, Suspension or Termination.
Article 6. ADDITIONAL WORK AND CHANGES IN WORK
If Subrecipient is of the opinion that any assigned work is beyond the scope of the Grant Agreement and
constitutes additional work, Subrecipient shall promptly notify the Department in writing, If the
Department finds that such work does constitute additional work, the Department shall so advise
Subrecipient and a written amendment to the Grant Agreement will be executed according to Article 5,
Amendments and Modifications to Grant Agreement, to provide compensation for doing this work on the
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same basis as the original work. If performance of the additional work will cause the maximum amount
payable to be exceeded, the work will not be performed before a written grant amendment is executed.
If Subrecipient has submitted work in accordance with the terms of the Grant Agreement but the
Department requests changes to the completed work or parts thereof which involve changes to the
original scope of services or character of work under the Grant Agreement, Subrecipient shall make such
revisions as requested and directed by the Department. This will be considered additional work and will
be paid for as specified in this Article.
If Subrecipient submits work that does not comply with the terms of the Grant Agreement, the Department
shall instruct Subrecipient to make such revisions as are necessary to bring the work into compliance with
the Grant Agreement. No additional compensation shall be paid for this work.
Subrecipient shall make revisions to the work authorized in the Grant Agreement, which are necessary to
correct errors or omissions appearing therein, when required to do so by the Department. No additional
compensation shall be paid for this work.
The Department shall not be responsible for actions by Subrecipient or any costs incurred by
Subrecipient relating to additional work not directly associated with or prior to the execution of an
amendment.
Article 7. REPORTING AND NOTIFICATIONS
Subrecipient shall submit performance reports using forms provided and approved by the Department as
outlined in the Statement of Work and Special Conditions, Section 4, Reports and Deliverables.
Subrecipient shall promptly advise the Department in writing of events that will have a significant impact
upon the Grant Agreement, including:
A. Problems,delays, or adverse conditions, including a change of project director or other charges
in Subrecipient personnel that will materially affect Subrecipient's ability to attain objectives and
performance measures, prevent the meeting of time scheduwes and objectives, or preclude the
attainment of project objectives or performance measures by the established time periods. This
disclosure shall be accompanied by a statement of the action taken or contemplated and any
Department or Federal assistance needed to resolve the situation.
B. Favorable developments or events that enable Subrecipient to meet time schedules and
objectives earlier than anticipated or to accomplish greater performance measure output than
originally projected.
Article 8. RECORDS
Subrecipient agrees to maintain all reports, documents, papers, accounting records, books, and other
evidence pertaining to costs incurred and work performed hereunder, and Subrecipient shall make such
records available at its office for the time period specified in the Grant Agreement. Subrecipient further
agrees to retain such records for three(3) years from the date of final payment under the Grant
Agreement, until completion of all audits, or until any pending litigation has been completely and fully
resolved, whichever occurs last.
Any representative of the U.S. Secretary of Transportation, the Comptroller General of the United States,
the General Accounting Office, the Virginia Office of the Secretary of Transportation, the Virginia
Department of Motor Vehicles, the Virginia State Comptroller or the Virginia Auditor of Public Accounts
shall have access to and the right to examine any and all books, documents, papers and other records
(including computer records) of Subrecipient that are related to this Grant Agreement, in order to conduct
audits and examinations and to make excerpts, transcripts, and photocopies. This right also includes
timely and reasonable access to Subrecipient's personnel and program participants for the purpose of
conducting interviews and discussions related to such documents. The Department's right to such
access shall last as long as the records are retained as required under this Grant Agreement.
Article 9. CONFIDENTIALITY
Distribution of privileged information, as described at Va. Code§ 46.2-208, to any third party is prohibited
unless specifically provided for in this Agreement. If dissemination to a th;rd party is allowed,
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Subrecipient shall,only disseminate privileged information to third parties subject to the original purpose
specified in this Agreement and consistent with Title 46.2 of the Code of Virginia. If Subrecipient is a
federal, state, or local governmental entity, local government group self-insurance pool, law-enforcement
officer, attorney for the Commonwealth, or court, or the authorized agent of any of the foregoing,
Subrecipient certifies, by execution of this Agreement, that the information obtained will not be used for
civil immigration purposes or knowingly disseminated to any third party for any purpose related to civil
immigration enforcement.
Article 10. INDEMNIFICATION
Subrecipient, if other than a government entity, agrees to indemnify, defend and hold harmless the
Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of
any kind or nature, whether at law or in equity, arising from or caused by the acts or omission of
Subrecipient, its officers, agents or employees. Subrecipient, if other than a government entity, further
agrees to indemnify and hold harmless the Commonwealth of Virginia, its officers, agents, and employees
from any costs including, but not limited to, attorney fees and court costs, incurred by the Department in
connection with any such claims or actions.
If Subrecipient is a government entity, both parties to the Grant Agreement agree that no party is an
agent, servant, or employee of the other party and each party agrees it is responsible for its individual
acts and deeds, as well as the acts and deeds of its contractors, employees, representatives, and agents.
Article 11. DISPUTES AND REMEDIES
Subrecipient shall be responsible for the settlement of all contractual and administrative issues arising out
of procurement made by Subrecipient in support of Grant Agreement work.
Disputes concerning performance or payment shall be submitted to the Department for settlement, with
the Director of the Virginia Highway Safety Office or his or her designee acting as final referee.
Article 12. SUSPENSION OR TERMINATION
The Department may suspend or terminate the Grant Agreement, in whole or in part, for cause if
Subrecipient fails to fulfill its obligations under the Grant Agreement; fails to comply with any applicable
Department policy or procedure or any applicable Federal, State or local law, regulation or policy; or fails
to correct a violation of any such law, regulation, policy or procedure. This does not limit any other
suspension or termination rights that the Department may have under State or Federal laws, regulations
or policies.
The Grant Agreement shall remain in effect until Subrecipient has satisfactorily completed all services
and obligations described herein and these have been accepted by the Department, unless:
A. The Department suspends or terminates the Grant Agreement for cause and informs
Subrecipient that the project is suspended or terminated immediately; or
B. The Department determines that the performance of the project is not in the best interest of the
Department and informs Subrecipient that the project is suspended or terminated immediately; or
C. The Grant Agreement is suspended or terminated in writing with the mutual consent of both
parties; or
D. There is a written thirty(30) day notice to suspend or terminate by either party,
The Department shall compensate Subrecipient for only those eligible expenses incurred during the
Period of Performance specified in the Grant Agreement which are directly attributable to the completed
portion of the work covered by the Grant Agreement, provided that the work has been completed in a
manner satisfactory and acceptable to the Department. Subrecipient shall not incur nor be reimbursed for
any new obligations after the effective date of termination.
Article 13. SUBCONTRACTS
No portion of the work specified in the Grant Agreement shall be subcontracted without the prior written
consent of the Department. In the event that Subrecipient desires to subcontract part of the work
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specified in the Grant Agreement, Subrecipient shall furnish the Department the names, qualifications and
experience of their proposed subcontractors. For purposes of the Grant Agreement, subcontractor(s)
shall include, but are not limited to, recipients of mini grants and parties to cooperative agreements and
memoranda of understanding.
Subrecipient, however, shall remain fully responsible for the work to be done by its subcontractor(s) and
shall assure compliance with all the requirements of the Grant Agreement. In any agreement entered into
with a subcontractor, Subrecipient shall include or incorporate by reference all language contained in the
Statement of Work and Special Conditions and n the General Terms and Conditions portions of this
Highway Safety Grant Agreement, and the subcontractor shall agree to be bound by all requirements
contained therein.
Article 14. NONCOLLUSION
Subrecipient certifies that its grant application was made without collusion or fraud, and it has not
conferred on any public employee having official responsibility for the Highway Safety Grant process any
loan, gift, favor, service or anything of more than nominal value, present or promised, in connection with
its application. If Subrecipient breaches or violates this certification, the Department shall have the right
to annul this Grant Agreement without Lability.
Article 15. SUBRECIPIENT'S RESOURCES
Subrecipient certifies that it presently has adequate qualified personnel in its employment to perform the
work required under the Grant Agreement,or that Subrecipient will be able to obtain such personnel from
sources other than the Department. Subrecipient further certifies that it has the financial resources
required to satisfy incurred costs whether or not such costs are eligible for subsequent reimbursement.
All employees of Subrecipient shall have such knowledge and experience as will enable them to perform
the duties assigned to them. Any employee of Subrecipient who, in the opinion of the Department, is
incompetent or whose conduct becomes detrimental to the project shall immediately be removed from
association with the project.
Unless otherwise specified, Subrecipient shall furnish all equipment, materials, supplies, and other
resources required to perform the work.
Article 16. SUBRECIPIENT SEAT BELT USE
Subrecipient agrees to adopt and enforce an on-the-job seat belt use policy requiring all employees to
wear a seat belt when operating any vehicle owned, leased or rented by Subrecipient, including police
vehicles.
Article 17. PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE
Subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to
create checkpoints that specifically target motorcyclists.
Article 18. PROCUREMENT AND PROPERTY MANAGEMENT
Subrecipient shall establish and administer a system to procure, control, protect, preserve, use, maintain,
and dispose of any property furnished to it by the Department or purchased pursuant to the Grant
Agreement in accordance with Virginia law and Department policies and procedures, provided that such
laws,policies and procedures are not in conflict with Federal standards, as appropriate, in 2 CFR Part
200 and 2 CFR Part 1201.
In the event of conflict, such Federal standards shall apply unless Virginia law or Department policies or
procedures impose stricter requirements than the Federal standards.
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Article 19. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY
All copyright and patent rights to all papers, reports, forms, materials, creations, or inventions created or
developed in the performance of this Grant Agreement shall become the sole property of the
Commonwealth in accordance with Va. Code §2.2-2822 and Executive Memorandum 4-95. On request,
Subrecipient shall promptly provide an acknowledgment or assignment in a tangible form satisfactory to
the Commonwealth to evidence the Commonwealth's sole ownership of specifically identified intellectual
property created or developed during the performance of the Grant Agreement.
Article 20. RESEARCH ON HUMAN SUBJECTS
Subrecipient shall comply with the National Research Act, Public Law 93-348, regarding the protection of
human subjects involved in research, development, and related activities supported by the Grant
Agreement.
Article 21. ASSIGNMENT
The Grant Agreement shall not be assignable by Subrecipient in whole or in part without the written
consent of the Department.
Article 22. NONDISCRIMINATION
A. Subrecipient WILL COMPLY WITH ALL Federal statutes and implementing regulations relating to
nondiscrimination ("Federal Nondiscrimination Authorities"). These include, but are not limited to:
1. Title VI of the Civil Rights Act of 1964(42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin) and 49 CFR Part 21;
2. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,
(42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has
been acquired because of Federal or Federal-aid programs and projects);
3. Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education
Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit
discrimination on the basis of sex);
4. Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended,
(prohibits discrimination on the basis of disability) and 49 CFR Part 27;
5. The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits
discrimination on the basis of age);
6. The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage
and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975
and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms
"programs or activities"to include all of the programs or activities of the Federal aid
recipients, subrecipients and contractors, whether such programs or activities are Federally-
funded or not);
7. Titles Il and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits
discrimination on the basis of disability in the operation of public entities, public and private
transportation systems, places of public accommodation, and certain testing) and 49 CFR
Parts 37 and 38;
8. Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low-Income Populations (prevents discrimination against minority
populations by discouraging programs, policies, and activities with disproportionately high
and adverse human health or environmental effects on minority and low-income populations);
and
9. Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency (guards against Title VI national origin discrimination/discrimination because of
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Page 13
limited English proficiency(LEP) by ensuring that funding recipients take reasonable steps to
ensure that LEP persons have meaningful access to programs(70 FR at 74087-74100).
B. The Subrecipient entity–
1. Will take all measures necessary to ensure that no person in the United States shall, on the
grounds of race, color, national origin, disability, sex, age, limited English proficiency, or
membership in any other class protected by Federal Nondiscrimination Authorities, be
excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any of its programs or activities, so long as any portion of the program is
Federally-assisted.
2. Will administer the program in a manner that reasonably ensures that any of its subrecipients,
contractors, subcontractors, and consultants receiving Federal financial assistance under this
program will comply with all requirements of the Non-Discrimination Authorities identified in
this Assurance;
3. Agrees to comply(and require its subrecipients, contractors, subcontractors, and consultants
to comply) with all applicable provisions of law or regulation governing US DOT's or NHTSA's
access to records, accounts, documents, information, facilities, and staff, and to cooperate
and comply with any program or compliance reviews, and/or complaint investigations
conducted by US DOT or NHTSA under any Federal Nondiscrimination Authority;
4. Acknowledges that the United States has a right to seek judicial enforcement with regard to
any matter arising under these Non-Discrimination Authorities and this Assurance;
5. Agrees to insert in all contracts and funding agreements with other State or private entities
the following clause:
"During the performance of this contract/funding agreement, the contractor/funding recipient
agrees—
a. To comply with all Federal nondiscrimination laws and regulations, as may be amended
from time to time;
b. Not to participate directly or indirectly in the discrimination prohibited by any Federal non-
discrimination law or regulation, as set forth in Appendix B of 49 CFR Part 21 and herein;
c. To permit access to its books, records,accounts, other sources of information, and its
facilities as required by the State highway safety office, US DOT or NHTSA;
d. That, in event a contractor/funding recipient fails to comply with any nondiscrimination
provisions in this contract/funding agreement, the State highway safety agency will have
the right to impose such contract/agreement sanctions as it or NHTSA determine are
appropriate, including but not limited to withholding payments to the contractor/funding
recipient under the contract/agreement until the contractor/funding recipient complies;
and/or cancelling, terminating, or suspending a contract or funding agreement, in whole
or in part; and
e. To insert this clause, including paragraphs a through e, in every subcontract and sub-
agreement and in every solicitation for a subcontract or sub-agreement that receives
Federal funds under this program."
C. Certifies that it has disclosed to the Department any administrative and/or court findings of
noncompliance with nondiscrimination or equal opportunity laws, regulations or policies during the
two preceding years. If Subrecipient has been cited for noncompliance with these laws,
regulations or policies, Subrecipient will not be eligible to receive funding.
Article 23. DRUG-FREE WORKPLACE
Subrecipient certifies that it will provide a drug-free workplace in accordance with the requirements of the
Drug-Free Workplace Act of 1988 (41 U.S.C. 8103– Federal grant recipients).
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Article 24. BUY AMERICA ACT
Subrecipient will comply with the provisions of the Buy America requirement (23 U.S.C. 313) when
purchasing items using Federal funds. Buy America requires a Subrecipient, to purchase only steel, iron
and manufactured products produced in the United States with Federal funds, unless the Secretary of
Transportation determines that such domestically produced items would be inconsistent with the public
interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of
domestic materials will increase the cost of the overall project contract by more than 25 percent. In order
to use Federal funds to purchase foreign produced items, the State must submit a waiver request that
provides an adequate basis and justification to the Secretary of Transportation for approval.
The National Highway Traffic Safety Administration (NHTSA) was granted a Buy America Act public
interest waiver that became effective July 30, 2015. (Federal Register Vol. 80, No. 125, published
June 30,2015). This waiver allows a State or Subrecipient to purchase any manufactured product with a
purchase price of$5,000 or less, excluding a motor vehicle when the product is purchased using Federal
grant funds administered under Chapter 4 of Title 23 of the United States Code. The "National Traffic and
Motor Vehicle Safety Act of 1966"defines a motor vehicle as a vehicle driven or drawn by mechanical
power and manufactured primarily for use on public streets, roads, and highways, but does not include a
vehicle operated only on a rail line. See 49 U.S.C. 30102(a)(6). Therefore, the purchase of foreign-made
cars, motorcycles, trailers and other similar conveyances must be made with a waiver regardless of price.
Article 25. DISADVANTAGED BUSINESS ENTERPRISE
It is the policy of the Department and the USDOT that Disadvantaged Business Enterprises, as defined in
49 CFR Part 26, shall have the opportunity to participate in the performance of agreements financed in
whole or in part with Federal funds. Consequently, the Disadvantaged Business Enterprise requirements
of 49 GFR Part 26, apply to the Grant Agreement as follows:
A. Subrecipient agrees to ensure that Disadvantaged Business Enterprises, as defined in 49 CFR
Part 26, have the opportunity to participate in the performance of agreements and subcontracts
financed in whole or in part with Federal funds. In this regard, Subrecipient shall make good faith
efforts, in accordance with 49 CFR Part 26, to ensure that Disadvantaged Business Enterprises
have the opportunity to compete for and perform agreements and subcontracts,
B. Subrecipient and any subcontractor shall not discriminate on the basis of race, color, national
origin, sex, disability, or age in the award and performance of agreements funded in whole or in
part with Federal funds.
These requirements shall be included in any subcontract or subagreement. Failure to comply with the
requirements set forth above shall constitute a breach of the Grant Agreement and, after the notification
by the Department, may result in termination of the Grant Agreement by the Department or other such
remedy as the Department deems appropriate.
Article 26. DEBARMENT AND SUSPENSION
A. Subrecipient certifies, to the best of its knowledge and belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from participating in covered transactions by any State or Federal
department or agency or otherwise excluded by any Federal or State department or agency;
2. Have not within a three-year period preceding this Grant Agreement been convicted of or had
a civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a Federal, State, or local
transaction or contract under a public transaction; violation of Federal or State antitrust
statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a Federal, State, or
local governmental entity with commission of any of the offenses enumerated in
paragraph A. 2. of this Article; and
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4. Have not, within a three-year period preceding th's Grant Agreement, had one or more
Federal, State, or local transactions terminated for cause or default.
B. Where Subrecipient is unable to cert;fy to any of the statements in this Article, such Subrecipient
shall attach an explanation to the Grant Agreement.
C. Subrecipient is prohibited from making any subcontract or sub award or permitting any
subcontract or sub-award to any party that does not certify to Subrecipient that such party meets
the requirements set forth in Section A., Items 1-4 of this Article. When requested by the
Department, Subrecipient shall furnish a copy of such certification.
D. Subrecipient shall require any party to a subcontract or purchase order awarded under the Grant
Agreement to certify its eligibility to receive Federal grant funds, and, when requested by the
Department, to furnish a copy of the certification.
E. Subrecipient shall provide immediate written notice to the Department if at any time Subrecipient
learns that its certification was erroneous when submitted or has become erroneous by reason of
changed circumstances.
F. Subrecipient agrees to comply wth the requirements of 2 CFR Parts 180 and 1200.
Article 27. POLITICAL ACTIVITY(HATCH ACT)
Subrecipient will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which I mits the political
activities of employees whose principal empjoyment activities are funded in whole or in part with Federal
funds.
Article 28. FEDERAL LOBBYING CERTIFICATION
Subrecipient certifies to the best of his or her knowledge and bf>iief that-
A. No Federal appropriated funds have been paid or will be paid, by or on behalf of Subrecipient, to
any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal
grant, the making of any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal contract, grant,
loan, or cooperative agreement.
8. If any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, the party to the
Grant Agreement shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying,"in accordance with its instructions.
C. No funds under this Grant Agreement have been or will be expended for publicity or propaganda
purposes, for the preparation, distribution or use of any kit, pamphlet, booklet, publication, radio,
television, film presentation, or websitetwebpage designed to support or defeat legislation
pending before the Congress, except in presentation to the Congress itself. In addition, grant
funds shall not be used to pay the salary or expenses, in whole or in part, of any Subrecip
agent acting for such Subrecipient related to any activity designed to influence legislation ieie
nt or
appropriations pending before the Congress.
or
D_ Subrecipient shall require that the language of this certification be included in the award
documents for all sub-awards (including subcontracts, subgrants, and contracts under grant,
loans, and cooperative agreements) and that all subcontractors shall certify and disclose
accordingly.
Th's cert;fication is a material representation of fact upon which reliance was placed when this Grant
Agreement was made or entered into. Submission of this certification is a prerequisite for entering into
this Grant Agreement imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the
required certification shalt be subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
Project Director's Initials Date
TSS 012B(107/01/2022)
Page 16
Article 29. RESTRICTION ON STATE LOBBYING
None of the funds under this program will be used for any activity specifically designed to urge or
influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal
pending before any State or local legislative body. Such activities include both direct and indirect (e.g.,
"grassroots") lobbying activities, with one exception. This does not preclude a State official whose salary
is supported with NHTSA funds from engaging in direct communications with State or local legislative
officials, in accordance with customary State practice, even if such communications urge legislative
officials to favor or oppose the adoption of a specific pending legislative proposal.
No funds under this Grant Agreement will be expended for publicity or propaganda purposes, for the
preparation, distribution or use of any kit, pamphlet, booklet, publication, radio, television, film
presentation, or website/webpage designed to support or defeat legislation pending before the Virginia
General Assembly, except in presentation to the General Assembly itself. In addition, grant funds shall
not be used to pay the salary or expenses, in whole or in part, of any Subrecipient or agent acting for
such Subrecipient related to any activity designed to influence legislation or appropriations pending
before the Virginia General Assembly.
Article 30. INTERPRETATION AND ENFORCEABILITY
In the event any terms or provisions of this Grant Agreement are breached by either party or in the event
that a dispute may arise between the parties regarding the meaning, requirements, or interpretation of
any terms and provisions contained in this Grant Agreement, then such breach or dispute shall be
resolved pursuant to the terms of this Grant Agreement and the remedies available under the Code of
Virginia. If Subrecipient is not a government entity, in the event the Department must initiate proceedings
to enforce the terms and conditions of this Grant Agreement or seek redress for damages caused by
Subrecipient's breach of this Grant Agreement, the Department shall be entitled to recover all costs
including, without limitation, court costs and attorney fees, incurred in such proceedings.
Article 31. ADDITIONAL PROVISIONS
A. Signature Authorized. Subrecipient's authorized approving official, signing the certification page
of the Grant Agreement, has the legal authority to apply for Federal Assistance and has the
institutional, managerial, and financial capability (including funds sufficient to pay costs
subsequently reimbursed and the non-Federal share of project costs) to ensure proper planning,
management and completion of the project described in this application.
B. Headings. The captions and headings used in this Grant Agreement are intended for
convenience only and shall not be used for purposes of construction or interpretation.
C. Notice. All notices, requests and demands shall be directed as follows:
To the Department: Virginia Department of Motor Vehicles
ATTENTION: Director, Virginia Highway Safety Office
Post Office Box 27412
Richmond, Virginia 23269-0001
To Subrecipient:
Any notice, unless otherwise specified herein, will be deemed to have been given on the date such
notice is personally delivered or is deposited in the United States certified mail, return receipt
requested,properly addressed and with postage prepaid.
Project Director's Initials Date
Roanoke Region
August,2022
Roanoke City Pedestrian Crash Statistics
Available Crash Data-Calendar Year 2018 2019 2020 2021
Pedestrian Crashes 34 44 42 32
Pedestrian Fatal Crashes 2 2 1
6:00am-8:59am 6:00pm-8:59pm
Highest Time Period(s) 9:002m-11:59am Midnight-2:59am 6:00pm-8:59pm 6:00prn-8.59pm
(100X) (100X) (13X) (100X)
Highest Da)'(s) Friday.Thursday Sundae•Wednesday Friday Fridav
4100%) (100X) (uX)
1(00X)
Highest Month(s) April•March December•February September February
{100X) 1100•!.) (43%) (100%)-
Pedestrian Serious Incur)Crashes
a 3:00pm-5:59pm 9:00pm-11:59pm
Highest Time Period(s) 9:00pm-11:59pm 6:00pm-8:59pm 6:00pm-8:59pm Noon-2:59pm
(30X) (60X) (40%) 164%)
Highest Day(s) Sunday Friday•Monday Friday Friday
(10X) 140%) (SOX)
(33X)
Highest Mon(h(s) august-February July April April
(10X) (30X) (20X) 133%)
Pedestrian Injur) Crashes 32 42 35 31
3:00pm-5:59pm
Highest Time Period(s) 3.00pm-5:59pm 6:00pm-8:591)m 6:00pm-8:59pm 6:00pm-8:59pm
(23X) (52%0 (31%) (39%)
Highest Days) Tuesday Tuesday Friday Tuesday•N ednesday
(2a%) (21X) (26%) (16X)
Highest Month(s) February lila) February•October Alarch
(14`i)
2020.
2021
it
1
a`
•Pedestrian Fatal Interstate Crashes a Pedestrian Fatal\on•+nterslate Crashes_
s Pedestrian Serous In)ug lnteruate Crashes s Pedestrian Serious injury Non-interstate Crashes vp
The blue gradi rnt represents the densit,of all pedestrian crashes tl.s rcpors���raee b.ft
Ccncr lm Gc-WW Wa i—T dvsaK,,
page I of 2
Roanoke Region
August,2022
Roanoke City Pedestrian Crash Statistics
2020 Fatal Crashes-Calendar 1 car 2021 Fatal Crashes-Calendar l ear
Street Cross Street Count Street Cross Street
Count
h"I I IA%ISON RD I ACONIA AVE '= Wit LIAMSON RD
I
it{I 1 1,l,MSON RD CO!'RTNEY AVE Mainline crash locations not included to table
BK\NI7(}N NVF" MAt.COLM S IIntersection crash locations not included in table 0
l
11 V I:AI I I)Ki C AL VAR}'RD l
lit R�Hiif Rt,!R RD I
CARR II'l •NVI '_YNNBRAE DR i
Mmttlmc crash local'()",not included in table 0
Intersection crash not wchided to table 0
2020:,crious InjureCrashes-Calendar Year 2021 Serious Injur} Crashes-Calendar]ear
Street Cross Street Count Street Cross Street Count
IIERSHB1 It<,!•R RD 2 FRANKLIN RD MCCLANAHAN ST
1
N ELLER I N I Cilt_'RCH AVE JEFFERSON ST
I
LLM AVL
4TH 5T I I l i:1 5T I
MELROSS AV[ COIN f RY CLUB DR 1 U II LIAMSON R t IRON rif R RD
I
ORANGE AVi I TH ST I I iTH ST 101 DON AVL I
ORANGF AV1 I FIERSHBI RGi R RD I M101lPl RD 1
OFD VWTON RD 13TH ST I Matnlute crash locations not included in table 0
11 NT AVL I versection crash locations not included to table 0
itMNSID< RD FRANKLIN RD I
Mainhue crash locations not included in table 0
Intersec"_gin crash locations not included to table u -
Locations a uh equal crash counts are listed in random order in table and single crash locations nnac not be listed
page 2 of 2
This report%\as generated b} the Center for Gcospatial Information Technoloz
Ria NIA Ti...4
Roanoke Region
August,2022
Roanoke City Bicycle Crash Statistics
Available Crash Data-Calendar Year 2018 2019 2020 2021
Bicycle Crashes 2 13 7 10
Bicycle Fatal Crashes
Highest Time Period(s) Nio No No No
BiI Biciele Iiewle Hic• cic
Highest Day(s)
Fatahlicv Fatalities Fatalities FHtAIilieti
Highest Month(s)
Bicycle Serious Injury Crashes
Midnight-2:59am
Highest Time Period(s) Noon-2.59pm 3:00pm-5:59pm
(100X) (71•/.)
Highest Day(s) Sunday-Thursday 1\ednesdar
(100%) (43X)
Highest Month(s) September October
(100%) (29X)
Bicycle Injur Crashes 2 13 7 10
6:00am-8:59am
Highest Time Period(s) 9:008M-11:59am 3;00pm-5-.59pm Noon-2:591)m 3:80pm-5:59pm
(100X) (31%) (43X) (SOX)
Highest Days► 1londay-Wednesday Thursday-Tuesday Tuesday \\'nlnesda�
(100%) (76%) (43•.,)
Highest Montlr(s) December-January August-February September October
(100X) (46%) 429X1 (30x)
2020 . .. .., . _._._.
=: 2021 /
t -4 .
E
i
•Brc}cie Fatal lalerstale Crashes •Blc%de Fatal\on•mterstate Crashes
•Btccek Serious hyuq Interstate Crashes a Bic)cle Serious Imus-Non-interstate Crashes v(/
. :x�.•r...
The bht Sandieai reprtients The dens,lr-f AN Mncte crashes Th.�cpon��u pcnerseE 6.the
C.ntrr tar GcosNIQ1140.Utnn Tt hnowp
page 1 of 2
Roanoke Region
August,2022
Roanoke City Bicycle Crash Statistics
2020 Fatal Crashes-Calendar Year 2021 Fatal Crashes-Calendar 1 ear
No fatal crashes occurred. No fatal crashes occurred.
2020 Serious Injurp Crashes-Calendar 1 ear 2021 Serious lnjur} Crashes-Calendar 2 ear
No serious injury crashes occurred, Street Cross Street Count
BROWNLEE AVF SPRI ICE S- "� I
IVY ST ARBi T-IiS AVE
STE WART AVE )TH ST I
WESTSIDEBLVD VLRNIONTAVE 1
HERSHBER 4 R RD C.RANDVir W AVE 1
HIGHLAND FARM RD 1
ELM AVE 8TH ST 1
Mainline crash locations not ineiuded in table 0
GNersecnon crash locations not Included in table 0
Locations a ith equal crash counts are luted in random order in table and stnolc crash lucauons may not be listed
pate 2 of 2
This report%%as generated nl the Center for Gcospatial Information Tc6ticingN
r'.RGINIA TECH
dX/
IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA
The 19'h day of September 2022.
No. 42450-091922.
A RESOLUTION authorizing the acceptance of the Department of Motor Vehicles Traffic
Safety(Selective Enforcement—Police Traffic Services) Grant and authorizing the execution, and
filing of appropriate documents to obtain such funds.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City of Roanoke hereby accepts the Department of Motor Vehicles Traffic Safety
(Selective Enforcement—Police Traffic Services)Grant funds in the total amount of$34,937,with a
local match of$2,445.
2. The City Manager or his designee is hereby authorized to accept,execute,and file on
behalf of the City of Roanoke any and all documents required to obtain such funding. All such
i
documents to be approved as to form by the City Attorney.
d
3. The City Manager or his designee is further directed to furnish such additional
information as may be required in connection with the acceptance of the foregoing funding.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42451-091922.
AN ORDINANCE to appropriate funding from the U.S. Department of
Transportation through the Commonwealth of Virginia Department of Motor Vehicles for
Trafic Safety, a Police Traffic Services grant, amending and reordaining certain sections
of the 2022-2Q23 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 2022-2023 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Overtime Wages 35-640-3935-1003 $ 31,952
FICA 35-640-3935-1120 2,445
Equipment 35-640-3935-2195 2,985
Revenues
DMV Police Traffic Services - Grant 35-640-3933-3945 34,937
DMV Police Traffic Services - Local 35-640-3933-3946 2,445
Pursuant to the provisions of Section 12 of the City Charter,the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
o CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: 2023 Department of Motor Vehicles (DMV) Traffic Safety (Selective
Enforcement - Police Traffic Services) Grant
Background:
The Virginia DMV is the administering agency for pass-through funds provided by the
United States Department of Transportation for highway safety projects in Virginia.
The Virginia DMV offers these funds to successful applicants for activities which
improve highway safety in Virginia. The police department regularly applies for grant
funding under this program.
The Roanoke Police Department has been awarded $34,937 in funding to be used for
traffic enforcement, targeting drivers who are disregarding speed limits and occupant
protection safety. This funding will allow the Roanoke Police Department to fund
overtime traffic enforcement and purchase speed monitoring equipment. There is a
required 50% in-kind match of $17,469 associated with this award that will be satisfied
through the police department's expenditure on motor fuel and vehicle operation. The
grant specifically prohibits FICA related to overtime therefore this related necessary
expense will be included as a voluntary cash match of $2,445.
Recommended Action:
Accept the 2023 DMV Traffic Safety (Selective Enforcement - Police Traffic Services)
Grant 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 in the
amount of $37,382 consisting of $34,937 in grant revenue and $2,445 in a cash
match to be transferred from the grant match account and appropriate funding in the
same amorinounts to be established by the Director of Finance in the Grant
Fund.
Robert S. Cowell,Jr.
City Manager
Distribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager
W. Brent Robertson, Assistant City Manager/Director of Finance
Samuel Roman,Jr., Chief of Police
www.dmvNOW.com HIGHWAY SAFETY GRANT AGREEMENT
Virginia Department of Motor Whicies
Post Office Box 27412
Richmond.Virginia 23269-0001
Purpose: Virginia's Highway Safety Program Subrecipients use this form to certify and assure that they will fully comply with
all terms of the Highway Safety Grant Agreement.
Instructions: Subrecipients must read the contract,complete at;applicable information on the first and last page,initial and
date the subsequent pages,and return all pages to the Department of Motor Vehicles.
This Highway Safety Grant Agreement is entered into between the Virginia Department of Motor Vehicles(hereinafter
"De aliment" ,2300 West Broad Street,Richmond,Virginia 23220,and the following:
Subrecipient: Roanoke City Federal Award Identification Number(FAIN):
69A37522300004020VA0
Pro'ect Title: Selective Enforcement Police Traffic Services Project Number: BPT-2023-53266-23266
Assistance Listing Number(ALN): 20.600 Grant Award Amount:$34,937.00
ALN Name: State and Community Highway Safety
Period of Performance: Source of funds obligated to this award:
From October 1,2022,or the date the Highway Safety Grant U.S. Department of Transportation
Agreement is signed by the Director,Virginia Highway Safety Office National Highway Traffic Safety Administration(NHTSA)
(whichever is later)through September 30,2023. Allow 21 days for
the Department to complete its review and signature. FINAL Date of Award Letter from NHTSA:September 30,2022
VOUCHER IS DUE ON OR BEFORE NOVEMBER 5,2023.
In performing its responsibilities under this Highway Safety Grant Agreement,the Subrecipient certifies and assures that it will fully
comply with the following:
• Applicable Department regulations and policies and State and Federal laws, regulations,and policies
• Statement of Work and Special Conditions and an Approved Budget,included with this Highway Safety Grant Agreement
• General Terms and Conditions,also included with this Highway Safety Grant Agreement
Subrecipient's signature below indicates that the Subrecipient has read,understands and agrees to fully comply with all terms and
conditions of this Highway Safety Grant Agreement without alteration.This Highway Safety Grant Agreement(hereinafter referred to
as"Grant Agreement"),consisting of this certification,the attached Statement of Work and Special Conditions,the attached General
Terms and Conditions,the attached Project Budget,the Subrecipient's proposal and the letter awarding the grant to the
Subrecipient constitutes the entire agreement between the Department and the Subrecipient,supersedes any prior oral or written
agreement between the parties and may not be modified except by written agreement as provided herein. Where any conflict arises
between terms,the following is the order of governance of one term over another: (1)applicable Department regulations and
policies,except where superseded by Federal laws,regulations, or policies;(2)applicable State laws,regulations,and policies,
except where superseded by Federal laws,regulations,or policies;(3)applicable Federal laws,regulations,and policies;(4)
Statement of Work and Special Conditions;(5)General Terms and Conditions;(6)Project Budget;(7)Subrecipient's proposal;and
(8)grant award letter. Subreciplent certifies that this grant does not include research and development.
SIGNATURES OF AUTHORIZED APPROVING OFFICIALS
For Subrecipient: For Virginia Department of Motor Vehicles:
John Saunders
Name and Title of Project Director(print) Director,Virginia Highway Safety Office (print)
Signature Date Signature Date
Subrecipient's UEI Number
Does your locality/legal entity expend$750,000 or more annually
in total federal funds? (check one) Yes No
Name and Title of Authorized Approving Official(print)
Signature Date
TSS 012H-PT(07/01/2022)
Page 3
Subrecipient Name: _ _ Project* ,
STATEMENT OF WORK AND SPECIAL CONDITIONS
1. Goals and Specific Program Elements. The goals and specific program elements of the subrecipient's proposal
are incorporated as the first item in this Statement of Work and Special Conditions.
a. List Specific Program Elements:
For October 1, 2022 through December 31, 2022
Estimated number of overtime hours to be used
Estimated number of checkpoints
Estimated number of saturation/individual patrols
For January 1, 2023 through March 31, 2023
Estimated number of overtime hours to be used
Estimated number of checkpoints
Estimated number of saturation/individual patrols
For April 1, 2023 through June 30, 2023
Estimated number of overtime hours to be used
Estimated number of checkpoints
Estimated number of saturation/individual patrols
For July 1, 2023 through September 30, 2023
Estimated number of overtime hours to be used
Estimated number of checkpoints
Estimated number of saturation/individual patrols
b. To conduct a minimum of checkpoints and/or saturation/individual patrols during the mandatory
national Click It or Ticket Mobilization period in November 2022 and May 2023. Pre and post survey will be
required. Mobilization data must be entered into Traffic Records Electronic Data System (TREDS).
c. To conduct a minimum of checkpoints and/or saturation/individual patrols for the mandatory
Drive Sober or Get Pulled Over(DSOGPO) Mobilizations periods in December 2022 and August 2023.
Mobilization data must be entered into TREDS.
d. To have (number) of sworn officers attend (number) DMV approved traffic safety related training
events (e.g., Virginia Highway Safety Summit, Radar Certification Schools, Small Agency Symposium).
e. Increase number of speed measurement devices(as approved in budget) in active use from to
(if approved, all units must be ordered by December 31,2022 and put in service by March 31,2023.)
f. Increase number of breath testing units in active use from to . (if approved, all units must be
ordered by December 31, 2022 and put in service by March 31, 2023.)
Project Director---_ _ _-------
Initial
_--Initial 'Date
TSS 012H-PT(07/0112022)
Page 3.1
Subrecipient Name: _________ . _ Project#: _._..____._
2. The subrecipient must contribute to the overall State Highway Safety Plan goals.
a. POLICE TRAFFIC SERVICES
STATEWIDE GOAL:
• Reduce unrestrained passenger vehicle occupant fatalities in all seating positions 3 percent
from 313 to 303 by December 31,2023.
• Reduce alcohol impaired driving fatalities 4 percent from 249 to 239 by December 31,2023.
+ Reduce speed-related fatalities by 5 percent from 254 to 242 by December 31, 2023.
AGENCY GOAL:
Check the box(s)that apply for your agency goal and complete.
L iTo reduce highway safety related fatalities from to and highway safety related injuries
from _ _ to by December 31, 2023.
i 7To maintain 0 highway safety related fatalities and/or 0 serious highway safety related injuries.
'_JTo assist _ _ __. (county/city) in reducing overall highway safety related fatalities
and serious highway safety related injuries. (To be used by towns that do not have any fatalities and/or
serious injuries.)
b. Subrecipient must participate in Drive Sober or Get Pulled Over(DSOGPO) Mobilizations (December 2022
and August 2023) and enter selective enforcement data electronically through TREDS.
c. Subrecipient must participate in the national Click It or Ticket(CIOT) activities(November 2022 and May
2023)to include pre and post seatbelt surveys and submit selective enforcement and survey data
etectronically through TREDS.
d. BASED ON ALL HIGHWAY SAFETY RELATED CRASH DATA(using crash data from VAHSO or other
approved local crash information):
percent of highway safety re`ated selective enforcement activities are to be conducted between
the hours of
with special emphasis on the following days of the week:
The remaining percent of selective enforcement hours may be scheduled during other DMV
approved identified high-crash time periods.
e. Monitor agency goal and statewide goal quarterly to determine if project efforts are being effective or if
adjustments are need. If adjustments are needed to address the current needs contact assigned Project
Monitor.
f. Enforcement is to be conducted using data-identified problem locations.
g. Reimbursement vouchers will be submitted monthly or quarterly. Only check one option and
this option will be effective for the entire FY2023 grant year.
h. To assist with educational highway safety messaging with posting at least highway safety message(s)
per quarter on agency social media platform or agency website.
i. Grant-funded equipment must be ordered by December 31, 2022 and put in service by March 31, 2023 and
documentation maintained concerning its use.
j. Subrecipient must submit a completed monitoring report (TSS 14-A)to their DMV Project Monitor by specific
assigned dates.
k. Subrecipient must attend all mandatory DMV grant-related trainings.
Project Director _
Initial Date
SSS 0128(07101/2022)
Page 5
Department. In the event of a conflict between this section, 2 CFR (Code of Federal Regulations)
Part 200(Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards), Sections 200.313 and 200.439, 2 CFR Part 1300(Uniform Procedures for State Highway
Safety Grant Programs) Section 1300.31, and 2 CFR Part 1201 (Department of Transportation,
Uniform Administrative Requirements, Cost Princ'sp es, and Audit Requirements for Federal Awards)
Section 1201.313, the provisions of the applicable CFR control, except where inconsistent with
statute.
4. Reports and Deliverables. Quarterly Progress and Monitor Reports shat be provided to the
Department by the dates indicated:
January 31, April 30, July 31,and November 5.
Each Progress and Monitor Report shall address Subrecipient's progress 'n fulfilling items listed in the
Statement of Work and Special Conditions, including funded elements of Subrecipient's proposal.
These reports should include the findings from the evaluation component of the proposal and should
indicate the criteria and methods by which the progress of the initiative has been evaluated. The
format for Progress and Monitor Reports will be provided to Subrecipient, but, at a minimum, will
require an assessment of the program's plan with actual accomplishments during the past quarter,
partnership involvement and satisfaction, expected follow-up, changes/problems with the plan and
how they will be addressed, a financial summary of expenditures for the reporting period and planned
accomplishments during the next quarter. The f nal Progress and Monitor Report shall include a
comprehensive, detailed report of all grant activities conducted during the full grant performance
period, including a final summary of expenditures.
Monitoring. The Department shall, throughout the Period of Performance under this Grant Agreement
and any extension of the program which is the subject of the Grant Agreement, monitor and evaluate
the events, activities and tasks performed in connection with the program to include financial
feasibility and progress of the grant and Subrecipient's continuing fiscal responsibil-ty and compliance
with applicable requirements and the terms and conditions of this Grant Agreement. Such monitoring
and evaluation shall not in any manner relieve or waive any obligations of Subrecipient under this
Grant Agreement or pursuant to applicable State and Federal law, regulations or rules. Any
representation to the contrary by Subrecpient to any third party is strictly prohibited and may be
grounds for the termination of th's Grant Agreement by the Department.
5. Single Audit. A Subrecipient expending $750,000 or more in Federal awards (single or multiple
awards)in a year is required to obtain an annual audit in accordance with the Single Audit Act
(Public Law 98-502) and subsequent amendments (refer to 2 CFR Part 200 and 2 CFR Part
1201), and the American Institute of Certified Public Accountants' (AICPA) Statement on Auditing
Standards (SAS) 99, Consideration of Fraud in a Financial Statement Audit. The audit report must
be submitted to DMV no later than nine months after Subrecipient's fiscal year end date
unless a Federal extension is granted. If an extension is granted, the due date will be extended
based on the information provided in the Federal language. Subrecipient is encouraged to submit
their audit report to the Federal Audit Clearinghouse (FAC) at http://harvester.census.gov/sac/.
Failure to meet the single audit requirements could result in your entity having to repay grant
monies and/or losing access to future Federal funding.
The State auditor may conduct an audit or investigation of any entity receiving funds from the
Department, either directly under the Grant Agreement or indirectly through a subcontract under the
Grant Agreement. Acceptance of funds directly or indirectly under the Grant Agreement constitutes
acceptance of the authority of the State auditor to conduct an audit or investigation in connection with
those funds. In the event an audit reveals unallowable expenditures, Subrecipient will be responsible
for repayment to the Department of such unallowable expenditures.
6. Closeout. Subrecipient is required to submit final requests for reimbursements and final Progress
Reports according to the schedule identified in this Grant Agreement. Requests for reimbursements
submitted after November 5 will be denied.
Project Director's Initials Date
TSS 0125(07/0112022;
Page 6
Article 1. COMPLIANCE WITH LAWS
Subrecipient shall comply with all Federal, State, and local laws, statutes, codes, ordinances, rules and
regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any matter
affecting the performance of the Grant Agreement, including, without limitation, workers'compensation
laws, minimum and maximum salary and wage statutes and regulations, nondiscrimination laws and
regulations, and licensing laws and regulations. When required, the Subrecipient shall furnish the
Department with satisfactory proof of its compliance therewith.
Article 2. STANDARD ASSURANCES
Subrecipient hereby assures and certifies that it will comply with all applicable laws, regulations, policies,
guidelines,and requirements, including 23 USC Chapter 4: Highway Safety; 2 CFR Part 200 and 2 CFR
Part 1201; 23 CFR Part 1300; the Federal Highway Safety Grant Funding Guidance (Revised 2013); and
the Guidelines for the Submission of Highway Safety Grant Applications, as they relate to the application,
acceptance, and use of Federal or State funds for this project. Also, Subrecipient assures and certifies
that:
A. it possesses legal authority to apply for the grant and that a resolution, motion, or similar action
has been duly adopted or passed as an official act of Subrecipient's governing body, authorizing
the filing of the application, including all understandings and assurances contained therein, and
directing and authorizing the person identified as the authorized approving official of Subrecipient
to act in connection with the application and to provide such additional information as may be
required.
B. It will comply with the Federal Fair Labor Standards Act's minimum wage and overtime
requirements for employees performing project work.
C. It will comply with all requirements imposed by the Department concerning special requirements
of law, program requirements, and other administrative requirements.
D. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business,or other ties.
E. It will comply with the Virginia State and Local Government Conflict of Interests Act, Va, Code §§
2.2-3100 et seq., which defines and prohibits inappropriate conflicts and requires disclosure of
economic interests and is applicable to all State and local government officers and employees.
F. It will give the Department the access to and the right to examine all records, books, papers, or
documents related to the Grant Agreement.
G. It will ensure that all public records prepared or owned by, or in the possession of, the applicant
relative to this project shall be open to inspection and copying by any citizens of the
Commonwealth during regular office hours in accordance with the provisions of the Virginia
Freedom of Information Act, Va. Code§§2.2-3700 et seq., unless otherwise specifically provided
by law.
H. If applicable, it will comply with the provisions of the Virginia Freedom of Information Act, Va.
Code §§2.2-3700 et seq., which require all meetings of public bodies to be open and every public
body to give notice of its meetings and to record minutes at all open meetings.
Article 3. GRANT AWARD COMPENSATION
A. The method of payment for the Grant Agreement will be based on actual costs incurred up to and
not to exceed the limits specified in the Grant Agreement. The amount stated in the Project
Budget will be deemed to be the amount of the award to Subrecipient.
B. Reimbursement for travel costs shall be subject to the requirements and limitations set forth in the
State Travel Regulations established by the Virginia Department of Accounts.
C. All payments will be made in accordance with the terms of the Grant Agreement.
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The maximum amount eligible for reimbursement shall not be increased above the total amount
stated in the Project, unless the Grant Agreement is amended as described in Article 5,
Amendments and Modifications to Grant Agreement.
D. To be eligible for reimbursement under the Grant Agreement, a cost must have been incurred in
accordance with the Grant Agreement, within the time frame specified in the Period of
Performance as stated in the Grant Agreement, attributable to work covered by the Grant
Agreement,and which has been completed in a manner satisfactory and acceptable to the
Department. Reimbursement
is available only for costs that have been paid by Subrecipient. Under no circumstance will the
Department provide up-front payments for costs not incurred and paid by Subrecipient.
Costs related to contractual fees require additional documentation in order to be eligible for
reimbursement. Subrecipient must submit a copy of each contract, memorandum of
understanding/agreement, rental/lease agreement prior to implementing the contract activity and
allow sufficient time (minimum of three (3) weeks) for review and approval to ensure that services
and products being provided are allowable expenses attributable to work covered by the Grant
Agreement.
E. For states, local governments, and Indian Tribes, the general costs of government are
unallowable (except as provided in§200.474 Travel costs). Refer to §200.444 for more
information on unallowable general costs of government.
F. Per 2 CFR § 200.430 the rate law enforcement agencies pay for grant-funded overtime
enforcement activities must be the same as the rate they pay for agency-funded overtime
enforcement. Compensation must be paid in a manner consistent with the written policies of the
employing entity, as long as it does not contradict 2 CFR Part 200.
G. Payment of costs incurred under the Grant Agreement is further governed by 2 CFR Part 200 and
2 CFR Part 1201.
H. For nonprofit organizations, Subrecipient must provide the most recent Form 990 (Return of
Organization Exempt for Income Tax)submitted to IRS. Subrecipient must provide
documentation of yearly salary or hourly pay and any other compensation, including fringe
benefits, for each employee/position for which Subrecipient seeks reimbursement.
Documentation of pay must be provided through a certified letter from the organization's Board
Chair or President. Form 990 and the certified letter must be submitted with Subrecipient's
signed Grant Agreement. Requests for compensation for pay raises, bonuses, and staff changes
must be made in writing via email to the Department. The Department will review such requests
and determine approval for reimbursement. The Department reserves the right to deny increased
reimbursement for raises, bonuses, and staff changes.
I. Subrecipient may request an Indirect Cost Rate for grants that are not enforcement related.
Subrecipient must submit a copy of their Federally negotiated indirect cost rate. A non-federal
Subrecipient that does not have a current Federally negotiated indirect cost rate, may submit a
letter requesting a de minimis indirect cost rate of 100 of modified total direct costs which may be
used indefinitely(2 CFR §200.414(f)). Payment for indirect costs will not be made until the
aforementioned documents have been received by the Department.
Indirect cost references and information can be found in various parts of 2 CFR Part 200.
L Subrecipient will provide a monetary and/or in-kind match to the funded proposal. The required
matching percentage of the project cost will be determined by the Department. Grant funds may
not be used before Subrecipient can demonstrate that funds for the corresponding portion of the
matching requirement have been received by Subrecipient. A match report and supporting
documentation must be submitted with each reimbursement voucher; Subrecipient must
also keep documentation related to matching funds in their project file.
J. Subrecipient agrees to submit Requests for Reimbursement on a quarterly basis or no more
than one request per month, as outlined in the Highway Safety Policy and Procedures Manual.
The original Request for Reimbursement, with the appropriate supportng documentation, must
be submitted to the DMV Grants Management Office. Subrecipient agrees to submit the final
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TSS 0128(07 01;2s;22i
Pag. 8
Request for Reimbursement under the Grant Agreement within thirty-five (35) days of the end of
the Period of Performance or November 5.
All grant funds must be encumbered by the end of the Period of Performance (September 301,
complete with supporting invoices. At the end of the Period of Performance, any unexpended or
unobligated funds shall no longer be available to Subrecipient. In no case shall Subrecipient be
reimbursed for expenses incurred prior to the beginning or after the end of the Period of
Performance.
K. The Department will exercise good faith to make payments within thirty(30)days of receipt of
properly prepared and documented Requests for Reimbursement. Payments, however, are
contingent upon the availability of appropriated funds.
L. Grant Agreements supported with Federal or State funds are limited to the length of the Period of
Performance specified in the Grant Agreement. If the Department determines that the project has
demonstrated merit or has potential long-range benefits, Subrecipient may apply for funding
assistance beyond the initial Period of Performance. Preference for funding will be given to those
projects for which Subrecipient has assumed some cost sharing, those which propose to assume
the largest percentage of subsequent project costs, and those which have demonstrated
performance that is acceptable to the Department.
M. When issuing statements, press releases, requests for proposals, bid solicitations, and other
documents describing projects or programs funded in whole or in part with Federal money,
including this Grant Agreement, Subrecipient shall clearly state (1) the percentage of the total
cost of the program or project which will be financed with Federal money, and (2) the dollar
amount of Federal funds provided for the project or program.
Article 4. LIMITATION OF LIABILITY
Payment of costs incurred hereunder is contingent upon the availability of appropriated funds. If, at any
time during the Period of Performance, the Department determines that there is insufficient funding to
continue the project, the Department shall so notify Subrecipient, giving notice of intent to terminate the
Grant Agreement, as specified in Article 12, Suspension or Termination.
Article 5. AMENDMENTS AND MODIFICATIONS TO GRANT AGREEMENT
The Grant Agreement may be amended prior to its expiration by mutual written consent of both parties,
utilizing the Grant Agreement Amendment form designated by the Department. Any amendment must be
executed by the parties within the Period of Performance specified in the Grant Agreement. Any
proposed modifications or amendments to this Grant Agreement as defined in Article 6, Additional Work
and Changes in Work, including the waiver of any provisions herein, must be submitted to the
Department in writing and approved as herein prescribed prior to Subrecipient's implementation of the
proposed modification or amendment.
Any alterations, additions, or deletions to the Grant Agreement that are required by changes in Federal or
State laws, regulations or directives are automatically incorporated on the date designated by the law,
regulation or directive.
The Department may unilaterally modify this Grant Agreement to de-obligate funds not obligated by
Subrecipient as of the close of the Period of Performance specified in this Grant Agreement. In addition,
the Department may de-obligate funds in the event of termination of the Grant Agreement pursuant to
Article 12, Suspension or Termination.
Article 6. ADDITIONAL WORK AND CHANGES IN WORK
If Subrecipient is of the opinion that any assigned work is beyond the scope of the Grant Agreement and
constitutes additional work, Subrecipient shall promptly notify the Department in writing. If the
Department finds that such work does constitute additional work,the Department shall so advise
Subrecipient and a written amendment to the Grant Agreement will be executed according to Article 5,
Amendments and Modifications to Grant Agreement, to provide compensation for doing this work on the
Project Director's Initials Date
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Page 9
same basis as the original work. If performance of the additional work will cause the maximum amount
payable to be exceeded, the work will not be performed before a written grant amendment is executed.
If Subrecipient has submitted work in accordance with the terms of the Grant Agreement but the
Department requests changes to the completed work or parts thereof which involve changes to the
original scope of services or character of work under the Grant Agreement, Subrecipient shall make such
revisions as requested and directed by the Department. This will be considered additional work and will
be paid for as specified in this Article.
If Subrecipient submits work that does not comply with the terms of the Grant Agreement, the Department
shall instruct Subrecipient to make such revisions as are necessary to bring the work into compliance with
the Grant Agreement. No additional compensation shall be paid for this work.
Subrecipient shall make revisions to the work authorized in the Grant Agreement, which are necessary to
correct errors or omissions appearing therein, when required to do so by the Department. No additional
compensation shall be paid for this work.
The Department shall not be responsible for actions by Subrecipient or any costs incurred by
Subrecipient relating to additional work not directly associated with or prior to the execution of an
amendment.
Article 7. REPORTING AND NOTIFICATIONS
Subrecipient shall submit performance reports using forms provided and approved by the Department as
outlined in the Statement of Work and Special Conditions, Section 4, Reports and Deliverables.
Subrecipient shall promptly advise the Department in writing of events that will have a significant impact
upon the Grant Agreement, including:
A. Problems, delays, or adverse conditions, including a change of project director or other changes
in Subrecipient personnel that will materially affect Subrecipient's ability to attain objectives and
performance measures, prevent the meeting of time schedules and objectives, or preclude the
attainment of project objectives or performance measures by the established time periods. This
disclosure shall be accompanied by a statement of the action taken or contemplated and any
Department or Federal assistance needed to resolve the situation.
B. Favorable developments or events that enable Subrecipient to meet time schedules and
objectives earlier than anticipated or to accomplish greater performance measure output than
originally projected.
Article 8. RECORDS
Subrecipient agrees to maintain all reports, documents, papers, accounting records, books, and other
evidence pertaining to costs incurred and work performed hereunder, and Subrecipient shall make such
records available at its office for the time period specified in the Grant Agreement. Subrecipient further
agrees to retain such records for three (3) years from the date of final payment under the Grant
Agreement, until completion of all audits, or until any pending litigation has been completely and fully
resolved, whichever occurs last.
Any representative of the U.S. Secretary of Transportation, the Comptroller General of the United States,
the General Accounting Office, the Virginia Office of the Secretary of Transportation, the Virginia
Department of Motor Vehicles, the Virginia State Comptroller or the Virginia Auditor of Public Accounts
shall have access to and the right to examine any and all books, documents, papers and other records
(including computer records)of Subrecipient that are related to this Grant Agreement, in order to conduct
audits and examinations and to make excerpts, transcripts, and photocopies. This right also includes
timely and reasonable access to Subrecipient's personnel and program participants for the purpose of
conducting interviews and discussions related to such documents. The Department's right to such
access shall last as long as the records are retained as required under this Grant Agreement.
Article 9. CONFIDENTIALITY
Distribution of privileged information, as described at Va. Code§ 46.2-208, to any third party is prohibited
unless specifically provided for in this Agreement. If dissemination to a third party is allowed,
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Page 10
Subrecipient shall only disseminate privileged information to third parties subject to the original purpose
specified in this Agreement and consistent with Title 46.2 of the Code of Virginia. If Subrecipient is a
federal, state, or local governmental entity, local government group self-insurance pool, law-enforcement
officer, attorney for the Commonwealth, or court, or the authorized agent of any of the foregoing,
Subrecipient certifies, by execution of this Agreement,that the information obtained will not be used for
civil immigration purposes or knowingly disseminated to any third party for any purpose related to civil
immigration enforcement,
Article 10. INDEMNIFICATION
Subrecipient, if other than a government entity, agrees to indemnify, defend and hold harmless the
Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of
any kind or nature,whether at law or in equity, arising from or caused by the acts or omission of
Subrecipient, its officers, agents or employees. Subrecipient, if other than a government entity, further
agrees to indemnify and hold harmless the Commonwealth of Virginia, its officers,agents, and employees
from any costs including, but not limited to, attorney fees and court costs, incurred by the Department in
connection with any such claims or actions.
If Subrecipient is a government entity, both parties to the Grant Agreement agree that no party is an
agent, servant, or employee of the other party and each party agrees it is responsible for its individual
acts and deeds, as well as the acts and deeds of its contractors, employees, representatives, and agents.
Article 11. DISPUTES AND REMEDIES
Subrecipient shall be responsible for the settlement of all contractual and administrative issues arising out
of procurement made by Subrecipient in support of Grant Agreement work.
Disputes concerning performance or payment shall be submitted to the Department for settlement, with
the Director of the Virginia Highway Safety Office or his or her designee acting as final referee.
Article 12. SUSPENSION OR TERMINATION
The Department may suspend or terminate the Grant Agreement, in whole or in part, for cause if
Subrecipient fails to fulfill its obligations under the Grant Agreement; fails to comply with any applicable
Department policy or procedure or any applicable Federal, State or local law, regulation or policy; or fails
to correct a violation of any such law, regulation, policy or procedure. This does not limit any other
suspension or termination rights that the Department may have under State or Federal laws, regulations
or policies.
The Grant Agreement shall remain in effect until Subrecipient has satisfactorily completed all services
and obligations described herein and these have been accepted by the Department, unless:
A. The Department suspends or terminates the Grant Agreement for cause and informs
Subrecipient that the project is suspended or terminated immediately; or
B. The Department determines that the performance of the project is not in the best interest of the
Department and informs Subrecipient that the project is suspended or terminated immediately; or
C. The Grant Agreement is suspended or terminated in writing with the mutual consent of both
parties; or
D. There is a written thirty(30) day notice to suspend or terminate by either party.
The Department shall compensate Subrecipient for only those eligible expenses incurred during the
Period of Performance specified in the Grant Agreement which are directly attributable to the completed
portion of the work covered by the Grant Agreement, provided that the work has been completed in a
manner satisfactory and acceptable to the Department. Subrecipient shall not incur nor be reimbursed for
any new obligations after the effective date of termination.
Article 13. SUBCONTRACTS
No portion of the work specified in the Grant Agreement shall be subcontracted without the prior written
consent of the Department. In the event that Subrecipient desires to subcontract part of the work
Project Director's Initials _ Date
TSS 0120(07!01/2022;
Page t I
specified in the Grant Agreement, Subrecipient shall furnish the Department the names, qualifications and
experience of their proposed subcontractors. For purposes of the Grant Agreement, subcontractors)
shall include,but are not limited to, recipients of mini grants and parties to cooperative agreements and
memoranda of understanding.
Subrecipient, however, shall remain fully responsible for the work to be done by its subcontractor(s) and
shall assure compliance with all the requirements of the Grant Agreement. In any agreement entered into
with a subcontractor, Subrecipient shall include or incorporate by reference all language contained in the
Statement of Work and Special Conditions and in the General Terms and Conditions portions of this
Highway Safety Grant Agreement, and the subcontractor shall agree to be bound by all requirements
contained therein.
Article 14. NONCOLLUSION
Subrecipient certifies that its grant application was made without collusion or fraud, and it has not
conferred on any public employee having official responsibility for the Highway Safety Grant process any
loan, gift, favor, service or anything of more than nominal value, present or promised, in connection with
its application. If Subrecipient breaches or violates this certification, the Department shall have the right
to annul this Grant Agreement without liability.
Article 15. SUBRECIPIENT'S RESOURCES
Subrecipient certifies that it presently has adequate qualified personnel in its employment to perform the
work required under the Grant Agreement, or that Subrecipient will be able to obtain such personnel from
sources other than the Department. Subrecipient further certifies that it has the financial resources
required to satisfy incurred costs whether or not such costs are eligible for subsequent reimbursement.
All employees of Subrecipient shall have such knowledge and experience as will enable them to perform
the duties assigned to them. Any employee of Subrecipient who, in the opinion of the Department, is
incompetent or whose conduct becomes detrimental to the project shall immediately be ri=moved from
association with the project.
Unless otherwise specified, Subrecipient shall furnish all equipment, materials, supplies, and other
resources required to perform the work.
Article 16. SUBRECIPIENT SEAT BELT USE
Subrecipient agrees to adopt and enforce an on-the-job seat belt use policy requiring all employees to
wear a seat belt when operating any vehicle owned, leased or rented by Subrecipient, including police
vehicles.
Article 17. PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE
Subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to
create checkpoints that specificai;y target motorcyclists.
Article 18. PROCUREMENT AND PROPERTY MANAGEMENT
Subrec,#ent shall establish and administer a system to procure, control, protect, preserve, use, maintain,
and dispose of any property furnished to it by the Department or purchased pursuant to the Grant
Agreement in accordance with Virginia iaw and Department policies and procedures, provided that such
laws, policies and procedures are not in conflict with Federal standards, as appropriate, in 2 CFR Part
200 and 2 CFR Part 1201.
In the event of conflict, such Federal standards shall apply unless Virg'nia law or Department pelic es or
procedures impose stricter requirements than the Federal standards.
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Article 19. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY
All copyright and patent rights to all papers, reports, forms, materials, creations, or inventions created or
developed in the performance of this Grant Agreement shall become the sole property of the
Commonwealth in accordance with Va. Code §2.2-2822 and Executive Memorandum 4-95. On request,
Subrecipient shall promptly provide an acknowledgment or assignment in a tangible form satisfactory to
the Commonwealth to evidence the Commonwealth's sole ownership of specifically identified intellectual
property created or developed during the performance of the Grant Agreement.
Article 28. RESEARCH ON HUMAN SUBJECTS
Subrecipient shall comply with the National Research Act, Public Law 93-348, regarding the protection of
human subjects involved in research, development, and related activities supported by the Grant
Agreement.
Article 21. ASSIGNMENT
The Grant Agreement shall not be assignable by Subrecipient in whole or in part without the written
consent of the Department.
Article 22. NONDISCRIMINATION
A. Subrecipient WILL COMPLY WITH ALL Federal statutes and implementing regulations relating to
nondiscrimination ("Federal Nondiscrimination Authorities"). These include, but are not limited to:
1. Title VI of the Civil Rights Act of 1964(42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin) and 49 CFR Part 21;
2. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,
(42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has
been acquired because of Federal or Federal-aid programs and projects);
3. Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education
Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit
discrimination on the basis of sex);
4. Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended,
(prohibits discrimination on the basis of disability) and 49 CFR Part 27;
5. The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits
discrimination on the basis of age);
6. The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage
and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975
and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms
"programs or activities" to include all of the programs or activities of the Federal aid
recipients, subrecipients and contractors, whether such programs or activities are Federally-
funded or not);
7. Titles II and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits
discrimination on the basis of disability in the operation of public entities, public and private
transportation systems, places of public accommodation, and certain testing) and 49 CFR
Parts 37 and 38;
8. Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low-income Populations (prevents discrimination against minority
populations by discouraging programs, policies, and activities with disproportionately high
and adverse human health or environmental effects on minority and low-income populations);
and
9. Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency(guards against Title VI national origin discrimination/discrimination because of
Project Director's Initials _ _ Date
I SS 01 L B(07/01/2022'
Page 13
limited English proficiency(LEP) by ensuring that funding recipients take reasonable steps to
ensure that LEP persons have meaningful access to programs (70 FR at 74087-74100).
B. The Subrecipient entity–
1. Will take all measures necessary to ensure that no person in the United States shall, on the
grounds of race, color, national origin, disability, sex, age, limited English proficiency, or
membership in any other class protected by Federa? Nondiscrimination Authorities, be
excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any of its programs or activities, so long as any portion of the program is
Federally-assisted.
2. Will administer the program n a manner that reasonably ensures that any of its subrecipients,
contractors, subcontractors, and consultants receiving Federal financial assistance under this
program will comply with all requirements of the Non-Discrimination Authorities identified in
this Assurance;
3, Agrees to comply(and require Its subrecipients, contractors, subcontractors, and consultants
to comply) with all applicable provisions of law or regulation governing US DOT's or NHTSA's
access to records, accounts, documents, information, facilities, and staff, and to cooperate
and comply with any program or compf ante reviews, and/or complaint investigations
conducted by US DOT or NHTSA under any Federal Nondiscrimination Authority;
4. Acknowledges that the United States has a right to seek judicial enforcement with regard to
any matter arising under these Non Discrimination Authorities and this Assurance;
S. Agrees to insert in all contracts and funding agreements with other State or private entities
the following clause:
"During the performance of this {c ntra:tlfunding agreement, the contractor/funding recipient
agrees—
a. To comply with all Federal nondiscrim n 1t on laws and regulations, as may be amended
from time to time;
b. Not to participate directly or indirectly in the discrimination prohibited by any Federal non-
discrimination law or regulat on, as set forth in Appendix B of 49 CFR Part 21 and herein;
c. To permit access to its books, records, accounts, other sources of information, and its
facilities as required by the State highway safety office, US DOT or NHTSA;
d. That, in event a contractor/funding recipient fails to comply with any nondiscrimination
provisions in this contract/funding agreement, the State highway safety agency will have
the right to impose such contract/agreement sanctions as =t or NHTSA determine are
appropriate, including but not limited to withholding payments to the contractor/funding
recipient under the contract/agreement until the contractor/funding recipient complies;
and/or cancelling, terminating, or suspending a contract or funding agreement, in whole
or in part; and
e. To insert this clause, including paragraphs a through e, in every subcontract and sub-
agreement and in every solicitation for a subcontract or sub-agreement that receives
Federal funds under this program."
C. Certifies that it has disclosed to the Department any administrative and/or court findings of
noncompliance with nondiscrimination or equal opportunity laws, regulations or policies during the
two preceding years. If Subrecipient has been cited for noncompliance with these laws,
regulations or policies, Subrecipient wi!I not be eligible to receive funding.
Article 23. DRUG-FREE WORKPLACE
Subrecipient certifies that it will provide a drug-free workplace in accordance with the requirements of the
Drug-Free Workplace Act of 1988 (41 U.S.C. 8103–Federal grant recipients).
Project Director's Initials Date
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Page 14
Article 24. BUY AMERICA ACT
Subrecipient w;`I comply with the provisions of the Buy America requirement (23 U.S.C. 313) when
purchasing items using Federal funds. Buy America requires a Subrecipient, to purchase only steel, iron
and manufactured products produced in the United States with Federal funds, unless the Secretary of
Transportation determines that such do nestical::y produced items would be inconsistent with the public
interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of
domestic materials will Increase the cost of the overall project contract by more than 25 percent. In order
to use Federal funds to purchase foreign produced items, the State must submit a waiver request that
provides an adequate basis and justification to the Secretary of Transportation for approval.
The National Highway Traffic Safety Administrat�on (NHTSA) was granted a Buy America Act public
interest waver that became effective July 30, 2015, (Federal Register Vol. 80, No. 125, published
June 30,2015). This waiver allows a State or Subrecipient to purchase any manufactured product with a
purchase price of$5,000 or less, excluding a motor vehicle when the product is purchased using Federal
grant funds administered under Chapter 4 of Title 23 of the United States Code. The"National Traffic and
Motor Vehicle Safety Act of 1966" defines a motor vehicle as a vehicle driven or drawn by mechanical
power and manufactured primary for use on public streets, roads, and highways, but does not include a
vehicle operated only on a rail line. See 49 U.S.C. 30102(a),16). Therefore, the purchase of foreign-made
cars, motorcycles, trailers and other similar conveyances must be made with a waiver regardless of price.
Article 25. DISADVANTAGED BUSINESS ENTERPRISE
It is the policy of the Department and the USDOT that Disadvantaged Business Enterprises, as defined in
49 CFR Part 26, shall have the opportunity to participate in the performance of agreements financed in
whole or in part with Federal funds. Consequently, the Disadvantaged Business Enterprise requirements
of 49 CFR Part 26, apply to the Grant Agreement as follows:
A. Subrecipient agrees to ensure that Disadvantaged Business Enterprises, as defined in 49 CFR
Part 26, have the opportunity to participate in the performance of agreements and subcontracts
financed in whole or in part with Federal funds. In this regard, Subrecipient shall make good faith
efforts, in accordance with 49 CFR Part 26, to ensure that Disadvantaged Business Enterprises
have the opportunity to compete for and perform agreements and subcontracts.
B. Subrecipient and any subcontractor shall not discriminate on the basis of race, color, national
origin, sex,disability, or age in the award and performance of agreements funded in whale or in
part with Federal funds.
These requirements shall be included in any subcontract or subagreement. Failure to comply with the
requirements set forth above shall constitute a breach of the Grant Agreement and, after the notification
by the Department, may result in termination of the Grant Agreement by the Department or other such
remedy as the Department deems appropriate.
Article 26. DEBARMENT AND SUSPENSION
A. Subrecipient certifies, to the best of its knowledge and belief,that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from participating in covered transactions by any State or Federal
department or agency or otherwise excluded by any Federal or State department or agency;
2. Have not within a three-year period preceding this Grant Agreement been convicted of or had
a civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a Federal, State, or local
transaction or contract under a public transaction; violation of Federal or State antitrust
statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a Federal, State, or
local governmental entity with commission of any of the offenses enumerated in
paragraph A. 2. of this Article; and
Project Director's Initials Date
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Page 15
4. Have not, within a three-year period preceding this Grant Agreement, had one or more
Federal, State,or local transactions terminated for cause or default.
B. Where Subrecipient is unable to certify to any of the statements in this Article, such Subrecipient
shall attach an explanation to the Grant Agreement.
C. Subrecipient is prohibited from making any subcontract or sub-award or permitting any
subcontract or sub-award to any party that does not certify to Subrecipient that such party meets
the requirements set forth in Section A., Items 1-4 of this Article. When requested by the
Department, Subrecipient shall furnish a copy of such certification.
D. Subrecipient shall require any party to a subcontract or purchase order awarded under the Grant
Agreement to certify its eligibility to receive Federal grant funds, and, when requested by the
Department, to furnish a copy of the certification.
E. Subrecipient shall provide immediate written notice to the Department if at any time Subrecipient
learns that its certification was erroneous when submitted or has become erroneous by reason of
changed circumstances.
F. Subrecipient agrees to comply with the requirements of 2 CFR Parts 180 and 1200.
Article 27. POLITICAL ACTIVITY (HATCH ACT)
Subrecipient will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political
activities of employees whose principal employment activities are funded in whole or in part with Federal
funds.
Article 28. FEDERAL LOBBYING CERTIFICATION
Subrecipient certifies to the best of his or her knowledge and belief that:
A. No Federal appropriated funds have been paid or will be paid, by or on behalf of Subrecipient, to
any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal
grant, the making of any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal contract, grant,
loan,or cooperative agreement.
B. If any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, the party to the
Grant Agreement shall complete and submit Standard Farm-LLL. "Disclosure Form to Report
Lobbying," in accordance with its instructions.
C. No funds under this Grant Agreement have been or will be expended for publicity or propaganda
purposes, for the preparation, distribution or use of any kit, pamphlet, booklet, publication, radio,
television, film presentation, or website/webpage designed to support or defeat legislation
pending before the Congress, except in presentation to the Congress itself. In addition, grant
funds shall not be used to pay the salary or expenses, in whole or in part, of any Subrecipient or
agent acting for such Subrecipient related to any activity designed to influence legislation or
appropriations pending before the Congress.
D, Subrecipient shall require that the language of this certificat on be included in the award
documents for all sub-awards (including subcontracts, subgrants, and contracts under grant,
loans, and cooperative agreements) and that all subcontractors shall certify and disclose
accordingly.
This certification is a material representation of fact upon which reliance was placed when this Grant
Agreement was made or entered into. Submission of this certification is a prerequisite for entering into
this Grant Agreement imposed by Section 1352,Ttle 31, U.S. Code. Any person who fails to file the
required certification shall be subject to a civil penalty of not less than$10,000 and not more than
$100,000 for each such failure.
Project Director's initials _ Date _
iSS 012B(07/01/2022)
Page 16
Article 29. RESTRICTION ON STATE LOBBYING
None of the funds under this program will be used for any activity specifically designed to urge or
influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal
pending before any State or local legislative body. Such activities include both direct and indirect (e.g.,
"grassroots") lobbying activities, with one exception. This does not preclude a State official whose salary
is supported with NHTSA funds from engaging in direct communications with State or local legislative
officials, in accordance with customary State practice, even if such communications urge legislative
officials to favor or oppose the adoption of a specific pending legislative proposal.
No funds under this Grant Agreement will be expended for publicity or propaganda purposes, for the
preparation, distribution or use of any kit, pamphlet, booklet, publication, radio, television, film
presentation, or website/webpage designed to support or defeat legislation pending before the Virginia
General Assembly, except in presentation to the General Assembly itself. In addition, grant funds shall
not be used to pay the salary or expenses, in whole or in part, of any Subrecipient or agent acting for
such Subrecipient related to any activity designed to influence legislation or appropriations pending
before the Virginia General Assembly.
Article 30. INTERPRETATION AND ENFORCEABILITY
In the event any terms or provisions of this Grant Agreement are breached by either party or in the event
that a dispute may arise between the parties regarding the meaning, requirements, or interpretation of
any terms and provisions contained in this Grant Agreement, then such breach or dispute shall be
resolved pursuant to the terms of this Grant Agreement and the remedies available under the Code of
Virginia. If Subrecipient is not a government entity, in the event the Department must initiate proceedings
to enforce the terms and conditions of this Grant Agreement or seek redress for damages caused by
Subrecipient's breach of this Grant Agreement,the Department shall be entitled to recover all costs
including, without limitation, court costs and attorney fees, incurred in such proceedings.
Article 31. ADDITIONAL PROVISIONS
A. Signature Authorized. Subrecipient's authorized approving official, signing the certification page
of the Grant Agreement, has the legal authority to apply for Federal Assistance and has the
institutional, managerial, and financial capability (including funds sufficient to pay costs
subsequently reimbursed and the non-Federal share of project costs) to ensure proper planning,
management and completion of the project described in this application.
S. Headings. The captions and headings used in this Grant Agreement are intended for
convenience only and shall not be used for purposes of construction or interpretation.
C. Notice. All notices, requests and demands shall be directed as follows:
To the Department: Virginia Department of Motor Vehicles
ATTENTION: Director, Virginia Highway Safety Office
Post Office Box 27412
Richmond, Virginia 23269-0001
To Subrecipient:
Any notice, unless otherwise specified herein, will be deemed to have been given on the date such
notice is personally delivered or is deposited in the United States certified mail, return receipt
requested, properly addressed and with postage prepaid.
Project Director's Initials Date
August,2022
Roanoke Region
Roanoke City Unrestrained Crash Statistics
Available Crash Data-Calendar Year 2018 2019 2020 2021
Unrestrained-Related Crashes 19 30 28 40
Unrestrained-Related Fatal Crashes(fatalities) 2 12) 1(it 3(3)
3:00pm-5:59pm
Highest Time Penod(s) \o Midnight-2iMam 9:00pm-11:59pm 3:00pm-5:59pm
(100X) 1100X) (67X)
l nrestrained
Fatalities Friday-Saturday Monday Thursday
Highest Day(s) (100X) (106X) (67X)
Highest august-May June December-June
Hi Month(s)
g (100 X) 000x( (66X)
Unrestrained-Related Serious Injury Crashes(injuries)
}behest Time Penod(s) Midnight-2:59am Midnight-2:59am 6:80pm-8:59pm 9:00pm-i 1:59pm
(40%) (331A) (40X) (47%)
HlgheslDal(S) Sunday Friday-Sundny Sunday Saturday
(40X) 166%) (40X) (33X)
Highest Month(s) .November April-December August-October July
440%) ( 40x) (20X)
Unrestrained-Related Injury Crashes(injuries) 19(21) 28(34) 27(31) 37(46)
6:00pm-8:59pm 6AOpm-8:591im
Highest Time Penod(s) 3:00pm-5:59prn Midnight-2:59am Noon-2:59pm 3:00pm-5:59pm
(26X) (3656) (44%t (32X)
Highest Day(s) Sunday Sundae- Sunday Thursday
!tt
g (26X) (25X) (22X) (24X)
hes(Mtunlh(s) Deeember April-December April April
Ht
g 121X) (36X) (19X) (16X)
2020 =` 2021
t< fy1\
` Q Y
4
•Unresnamed-Relaied Fatal Interstate Crashes •Unresrrauted-Related Fatal\on interstate Crashes
•Unrestrained-Related Serious In)up Interstate Crashes t Unrestrained-Related Serious Incur)Non-interstate Crashes .:.«—A*c-.4
Tins nynn.a tcncram to as
The blue gradient rep,neras the densh of all unresira,ned-r imed crashes Ccracrrea Gcospaut Wrartxaron T¢lmotee.
page I of 2
a
August,2022
Roanoke Region
Roanoke City Unrestrained Crash Statistics
2020 Fatal Crashes-Calendar bear 2021 Fatal Crashes-Calendar ti ear
Street Cross Street Count Street Cross Street Count
I STA?_NTON AVE I
Maudme crash locations not included in table U GUS NICKS BLVD I
Interseown crash locations not included in table 4
MFI ROSE.AVF I
Maamhne crash tocattons not included in table 0
lntersectwi!cratsh 6.xauons am mdaded on table 0
2020 Serious Injur} Crashes-Calendar bear 2021 Serious lnjurti Crashes-Calendar N ear
Street Cross Street Count Street Cross Street Count
I,TH ST 2 ORANGE AVE
I FERNCLIFF AVF- HOB-ACK DR I
t MELROSEAVi'
NIOUNIAIN AVE I )B FISHBB RN PKWY
ORANGE AVT--- I I.81
t Rt'1Si -1t"t: I HOLLINS RD MISSIt11i"ll 1Vt t
s 1 1-581 RAMP
CAMPBELL AVF I PAT'IIRSON:AVi I?TI ISI I
t3t'RKi.t.Y aVr I COVF RD Ti LLY DR I
Mainline crash locations not mchuded in table 0 SALENI TPKE 1
Intersection crash locations not included in table0
:N9amhne crash locations not included in table !
Intersection crash locations not included in table 3
Locations tstth equal crash counts are listed to random order in table and single crash locations mai not be listed
page 2 of 2
This report teas generated b}the Center far Geospatial Information T echnolog}
'r RG�NIA TECH
Roanoke Region August,2022
Roanoke City Speed Crash Statistics
Available Crash Data-Calendar Year 2018 2019 2020 2023
Speed Crashes 194 250 233 269
Speed Fatal Crashes 1 3 5 3
6:00pm-8.59pm
Highest Time Period(s) 9:00pm-11:59pm Midnight-2:59am 3:OOpm-5:59pm 3:OOpm-5:59pm
t(80X) (67%) (40%) (67%)
Highest Day(s) Saturday•Sunday Friday-Saturday Friday Thursday
(100%1 (66%) (40%/ (100%)
Highest Month(s) September August.December June January�June
(100%) t66•/.) (JO•/.) (66%)
Speed Seriouslnjary Crashes
3:00pm-5:59pm 3:00pm-5:59pm
Highest Time Period(s) 3:00pm-5:59pm 6:Wpm-8:59pm 6:OOpm-8:59pm 9:OOpm-11:59pm
t26%) (12%1 128%1 (58%)
Highest Day(s) Sundae Friday Friday Saturday
(32%) (16%)
Highest Months) August•January April-November January December•July
(12M.0 (28%) (22%) (36%)
Speed Injury Crashes 55 82 67 7;
Highest Time Period(s) 3:00pm-5:59pm 3:OOpm-5:59pm 9:OOpm-11:59pm 3:OOpm-5:59pm
(33%) t2tY.) (210/.) (28`/0)
Highest Day(s) Friday•Sunday Friday Friday Saturday
06%) (24%) (21%) ((s%)
Highest Month(s) December October January April-December
IIS%) (ts%)
12020 2021
4 +4
F (S r# Q
fj Q. Y`§g-'gig 6
i
1 O
4
3;
*Speed Fetal Intauxe Crashes •Spccd Falat Dion-mtcrsW[a Crashs
•Speed Serious In)—Interstate Crastscs #Speed Senous bqu Non cnterstaec Crashss vlw,nu-,.
The bloc Frad-a repmse fl.dens.,or rdt speed crashes n—'—
0u 6n -.J b,a`
lrn¢r:.x(:c.pany L;W,mvim recbrW.y.
page 1 of 2
iReaneke Regloe
Ampst,2022
Roanoke City Speed Crash Statistics
2020 Fatal Crashes-Calendar Year 2021 Fatal Crashes-Calendar Year
Street Cross Street Count Street Cross Street Count
FRON I AGI Rt) E HrRSIIBI W.,R fit) (,RANDVTI W AAI j...
I0"'DI)NAVL 1TII151 I S(At IN I'ON AVI. I
OR INGI AA9 I YNN UPM DR 1 OkANtiF AVI_ iA RIZI.I I ti l
1 sRl I hEaud,ne crash Iveatinn,not Included in table o
I Rt\ehl 1: 14, 111'N PING till I S DR 1 �n(ctsei wu�ra,h 1"Ot,oris not Included III table :.
hlauihne crash 1„tattous not included in tabic 0
Intersection crash IrcaUvns nix included,n tat+lc rt
2020 Serious Injury Gashes-Calendar Year 2021 Serious Injury Crashes-Calendar Year
Street Cross Street Count Street Cross Street Count
Wl)!;AStaON RI) COI ONIAI AIA WOODI \ND DR I
111 W)"I \V2 11111SI 2 1 1 hf.,,Vr I I RDI NAND\\1 I
ONAM, \Vi 1 81-11til 1
fitll'(11 vRDSI SAI I NfAVL 1 lith t IN\RD MISS15Nf11111 ill I
4111S1 h101 N1A1,1AVI. 1 HI RSIIB1 kid 1?111) rnti)W 11 I)1t I
k11 I Rost ,\Vf 3 >111 S1 1
III NNING'ON ST PIKI 1 N I 10.11 S7 W I! `VA15ttN RD I
1.581 RAMI' I FRANKLIN RD I`l Ati.\Nl RID61 RD 1
1.581 1 ;9111 Sl )
I31-PM I Y A VI I HJOHI AND t-\Rhi RD 1
Mam11ne crash locations mot included to table 4Alaenhmc crash k,cauons not included in table 4
Intcrsation crash Imattoas tint included to table 2 loletsetunn crash locations not Included in ruble 3
Locations with equal crash counts are listed to random order in table and single crash locations may not be listed
page 2 of 2
This report was generated by the CenterforGeospatial Information Technolog\
YLl
V RG,INIA TECH
�JJ/7-9 b k1A WIV
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
AN ORDINANCE to appropriate funding from the FY22 Revenue and
Expenditure Adjustments Berglund Center, amending and reordaining certain sections
of the 2021-2022 Berglund Center 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 2021-2022 Berglund Center Fund Appropriations be, and the same are
hereby, amended and reordained to read and provide as follows:
Appropriations
Promoter Proceeds 05-550-2104-2382 $1,950,000
Revenues
Tickets 05-550-2105-0946 1,950,000
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
- CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: FY22 Revenue and Expenditure Adjustments Berglund Center
Background:
The Shuttered Venue Operators Grant (SVOG) program was established by the Economic Aid
to Hard-Hit Small Businesses, Nonprofits, and Venues Act, and amended by the American
Rescue Plan Act. The program includes over $16 billion in grants to shuttered venues, to be
administered by Small Business Administration (SBA) Office of Disaster Assistance. The
grant is intended to provide support to live venue operators, promoters, and theatrical
producers, live performing arts organization operators, museum operators and talent
representatives in response to the impacts of COVID-19.
In April of 2021, Berglund Center staff applied for the SVOG. The City of
Roanoke/Berglund Center received $7,966,657.80 total grant award. Due to receiving
the grant award Berglund Center was in a position to purchase more talent
(shows/events), thus increasing event expense and revenue.
Considerations:
City Council action is needed to revise FY 2022 revenue estimates revenues and to
increase appropriations in the amount of $1 ,950,000.
Recommended Action:
Accept the additional event revenue as described above and adopt the accompanying
budget ordinance to authorize the Director of Finance to establish a revenue estimate
and appropriate funds for $1 ,950,000 into expenditure accounts in the Berglund
Center Fund.
- ---- ------------------
Robert S. Cowell,Jr.
City Manager
Distribution: Council Appointed Officers
Clarence G. Grier, Deputy City Manager
W. Brent Robertson, Assistant City Manager, Director of Finance
Chris Chittum, Assistant City Manager
Amelia C. Merchant, Deputy Director of Finance
Robyn Schon, Director of Civic Facilities
IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA
The 1911 day of September 2022.
No. 42452-091922.
A RESOLUTION approving a Memorandum of Understanding (MOU) between Goodwill
Industries of the Valleys, Inc., and the City of Roanoke for the placement of a Library Community
Services Assistant at the Melrose Library;authorizing the City Manager or his designee to execute such
MOU; and authorizing the City Manager or his designee to take such further action as may be necessary
to implement and comply with such MOU.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. City Council hereby approves the terms of the MOU between Goodwill Industries of the
Valleys,Inc.,and the City of Roanoke for the placement of a Library Community Services Assistant at the
Melrose Library,as further outlined in the City Council Agenda Report to Council dated September 19,
2022,and hereby authorizes the City Manager or his designee to execute such MOU on behalf of the City,
such MOU to be approved as to form by the City Attorney.
2. The City Manager or his designee is authorized to take such further action as may be
necessary to implement and comply with the MOU.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42453-091922.
AN ORDINANCE to appropriate funding from Goodwill Industries of the Valleys,
Inc., amending and reordaining certain sections of the 2022-2023 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 2022-2023 Grant Fund Appropriations be, and the same are hereby,
amended and reordained to read and provide as follows:
Appropriations
Regular Employee Salary 35-650-8350-1002 $ 45,400
City Retirement 35-650-8350-1105 6,524
401 H Health Savings Match 35-650-8350-1117 454
FICA 35-650-8350-1120 3,473
Medical Insurance 35-650-8350-1125 8,064
Dental Insurance 35-650-8350-1126 354
Life Insurance 35-650-8350-1130 604
Disability Insurance 35-650-8350-1131 127
Revenues
Library Community Services Assistant -
Goodwill 35-650-8350-8350 65,000
Pursuant to the provisions of Section 12 of the City Charter, the second reading
of this ordinance by title is hereby dispensed with.
ATTEST:oz" '.�
City Clerk.
O�
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: Memorandum of Understanding for a Library Community Services
Assistant- Employment Specialist and funding from Goodwill
Industries of the Valleys, Inc.
Background:
Since July 2019, the Roanoke Public Libraries (RPL) has leased space at the Goodwill
Headquarters from the Goodwill Industries of the Valleys, Inc. (GIV) for the Melrose
Library. RPL regularly assists citizens in job seeking and other employment assistance
services. GIV is an institution that helps individuals gain employment. GIV and RPL
agree it would be mutually beneficial to all parties to hire a Library Community Services
Assistant- Employment Specialist (LCSA) to be located at the Melrose Library.
Considerations:
GIV has agreed to provide the funding for the LCSA position on an ongoing basis at a
starting salary, which includes benefits of $65,000. GIV will cover all future City-
approved increases to salary and benefits. Upon receipt of a monthly invoice from the
City, GIV shall reimburse the City for the costs of the LCSA, as set forth in the invoice.
GIV will refer clients to the LCSA at Melrose Library. The agreement may be terminated
at any time by either party upon thirty (30) days written notice to the other party.
Recommended Action:
Authorize the City Manager or his designee to execute a Memorandum of
Understanding between the City of Roanoke and GIV for the placement of LCSA
position at the Melrose Library. All documents shall be approved as to form by the City
Attorney.
Authorize the Director of Finance to establish a revenue estimate in the amount of
$65,000 and appropriate funding in the same amount for the LCSA library positon.
------- ------------------
Robert S. Cowell, Jr.
City Manager
Distribution: Council Appointed Officers
W. Brent Robertson, Assistant City Manager/Director of Finance
Amelia C. Merchant, Deputy Director of Finance
Sheila S. Umberger, Director of Libraries
MEMORANDUM OF UNDERSTANDING
FOR
LIBRARY COMMUNITY SERVICES ASSISTANT—EMPLOYMENT SPECIALIST
THIS MEMORANDUM OF UNDERSTANDING FOR LIBRARY COMMUNITY SERVICES
ASSISTANT — EMPLOYMENT SPECIALIST ("MOU") is entered into between Goodwill
Industries of the Valleys, Inc. ("Goodwill"), and the City of Roanoke, Virginia ("City"), this
day of September, 2022.
RECITALS:
WHEREAS, Roanoke Public Libraries regularly assists eligible citizens of the City of Roanoke
with assisting others with job seeking and/or entrepreneurship support, and other employment
assistance services;
WHEREAS, Goodwill is an institution that helps individuals gain employment or gain
independence through program offerings, including in the City of Roanoke;
WHEREAS, Roanoke Public Libraries currently leases space at the Goodwill Headquarters for
the Melrose Library;
WHEREAS, Goodwill and City agree it would be mutually beneficial to all parties to hire a
Library Community Services Assistant — Employment Specialist ("LCSA") to be located at the
Melrose Library;
WHEREAS, Goodwill has agreed to provide the funding for the LCSA position on an ongoing
basis; and
WHEREAS, Goodwill and City desire to enter into this MOU to outline Goodwill's agreement
to fund the job position of LCSA to be located at the Melrose Library.
NOW, THEREFORE, in consideration of the covenants and representations made below, and the
above recitals which are incorporated herein by reference and made an essential part of this
MOU, the parties agree as follows:
Section 1. Goodwill's Obligations and Responsibilities.
Goodwill agrees to:
1. Provide the funding for the LCSA position on an ongoing basis at a starting annual salary
plus benefits of$65,000. Goodwill will cover all future City-approved increases to salary
and benefits.
2. Upon receipt of a monthly invoice from City, Goodwill shall reimburse City for the costs
of the LCSA, as set forth in the invoice.
3. Refer clients to the LCSA at Melrose Library.
1
Section 2. City Obligations and Responsibilities.
City agrees to:
1. Post for advertisement the LCSA position, which job description is attached hereto as
Exhibit A.
2. Hire an LCSA to be placed at Melrose Library with a salary plus benefits of$65,000.
3. The LCSA placed at Melrose Library will be and remain and at all times during the term
of this MOU an employee of the City.
4. City shall on a monthly basis submit to Goodwill an invoice for the costs of the LCSA.
5. City agrees to inform Goodwill as soon as possible if there is any change in the personnel
costs of the LCSA. Goodwill is obligated to pay City under the terms of this MOU.
6. City will provide appropriate office space as reasonably required by the LCSA to provide
services under this Agreement.
7. City will provide record storage space and office equipment as reasonably required by the
LCSA to provide services under this Agreement. The expenses associated with the
equipment requirements will be the responsibility of City. At the conclusion of this
Agreement, all equipment remains the property of City.
8. Provide to Goodwill monthly data on the persons served by the LCSA.
9. LCSA will provide individualized basic assessment of referral needs of the individual.
10. As needs are identified, the LCSA will refer individuals to the programs and services
located on the Goodwill Roanoke Jobs Campus site and to other resources available
throughout the City of Roanoke. This would include receiving job orders and promoting
job openings from employers including Goodwill.
Section 3. Period of Agreement. The period of agreement shall be an annual basis, it shall
begin on September 20, 2022 and shall remain in force and effect until one of the parties hereto
terminates the license by giving the other party thirty (30) days written notice of its desire to
terminate the license, termination shall be effective at the end of the thirty(30) day notice period.
Section 4. Changes to this Agreement. No changes or amendments may be made to this
agreement unless mutually agreed upon by both parties, made in writing, and executed by both
parties.
Section 5. Notice: All notices, requests demands and other communication shall be in writing
and sent by overnight delivery, registered mail, certified mail, or hand delivery, addressed to the
party's principal place of business herein written. Either party may by notice in writing, direct
that future notices or requests, or demands be sent to a different address. Notices shall be
deemed given at the time of delivery. The Authorized Representatives of each party are the
following:
To Goodwill: GOODWILL INDUSTRIES OF THE VALLEYS, INC.
2502 Melrose Ave. NW
Roanoke, Virginia 24017
Attn: President& CEO
To City of Roanoke: Director of Libraries
2
706 S. Jefferson Street
Roanoke, Virginia 24016
Copy to: City Attorney
Noel C. Taylor Municipal Building, Room 464
215 Church Avenue, S.W.
Roanoke, VA 24011
Section 6. Audit: Goodwill and City shall retain all books, records, and other documents
relevant to this agreement for five (5) years after the end of each year included in this MOU.
Goodwill, its authorized agents, and/or state auditors shall have full access to and the right to
examine any of said materials held or maintained by City during said period. City, its authorized
agents, and/or state auditors shall have full access to and the right to examine any of said
materials held or maintained by Goodwill during said period.
Section 7. Applicable Laws and Courts: This MOU shall be governed by, and construed in
accordance with, the laws of the Commonwealth of Virginia, without application of Virginia's
conflict of law provisions. Venue and any actions for any litigation, suits, and claims arising
from or connected with the Contract shall only be proper in the Roanoke City Circuit Court, or in
the Roanoke City General District Court if the amount in controversy is within the jurisdictional
limit of such court, and all parties to the Contract voluntarily submit themselves to the
jurisdiction and venue of such courts,regardless of the actual location of such parties.
Section 8. Compliance with Laws and Regulations and Immigration: All parties agree to and
will comply with all applicable federal, state, and local laws, ordinances, and regulations,
including, but not limited to all applicable licensing requirements, environmental regulations,
and OSHA regulations. All parties further agree that they do not and shall not during the term of
this MOU knowingly employ an unauthorized alien as defined in the Federal Immigration
Reform and Control Act of 1986.
3
IN WITNESS WHEREOF, Goodwill and City have executed this MOU by their authorized
representatives.
GOODWILL INDUSTRIES OF THE VALLEYS, INC.
By
Richmond Vincent, President & CEO
CITY OF ROANOKE, VIRGINIA:
By
Robert S. Cowell, Jr., City Manager
Approved as to Form:
Assistant City Attorney
Date
4
EXHIBIT A
LCSA Job Description
City of Roanoke,Virginia
Library Community Services Assistant—Employment Specialist
Bargaining Unit: Class Code:
0621
CITY OF ROANOKE,VIRGINIA
Revision Date: March 16, 2022
SALARY RANGE
$19.65 -$31.44 Hourly
$1,571.86-$2,514.97 Biweekly
$40,868.36-$65,389.22 Annually
DESCRIPTION:
The Roanoke City Public Libraries are seeking a creative, enthusiastic, and innovative individual for the
position of Community Services Assistant. Key duties will focus on: planning, executing, and marketing
programs and projects, building community relations, being an active representative of the library,the
City of Roanoke,and our mission to engage, educate,and empower the community.The successful
candidate will understand and value the idea of the Library as a community hub and gathering place for
patrons to learn and exchange ideas. Will be organized, detail-organized,and a self-starter who can
work independently and collaboratively. Is able to engage well with others and are dedicated to
providing an exemplary customer experience.This candidate will be a team player with the ability to
think quickly on his/her feet. Prior experience assisting others with job seeking and/or entrepreneurship
strongly desired. Must be comfortable with using technology, especially job search and resume building
tools and the Microsoft Office Suite. Minimum requirement is a four year college degree. Masters or
MLIS is desirable.
EXAMPLES OF DUTIES:
SUMMARY
Initiation of job search assistance programs at the Melrose branch library.Work with individuals and
groups to provide training and assistance on searching for and applying for jobs. Develop programming
and services for first time and early stage entrepreneurs. Serve as a Melrose branch library staff
member,working at the service desk and with patrons of all ages and backgrounds. Evening and
Saturday hours are required.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Plans, explores and implements original programs, presentations,workshops, and participatory
experiences for our patrons
Works closely with Library staff on generating program ideas, promoting events and coordinating
development; preparing in-house publicity and maintaining Library calendar
5
Maintains program statistics
Maintains knowledge of library and programming trends
Cultivates relationships with community members and organizations
Provides friendly,enthusiastic, and helpful library services to patrons
Works day, evening and weekend hours(40 hours per week)
Other duties as assigned
SUPERVISORY RESPONSIBILITIES
May be assigned supervision of library support staff and volunteers.
TYPICAL QUALIFICATIONS:
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions
EDUCATION and/or EXPERIENCE
Bachelor's Degree required. Masters degree in library and/or information science accredited by the
American Library Association (ALA) desirable and one to three years related experience and/or training
required. Library experience desirable.
SUPPLEMENTAL INFORMATION:
LANGUAGE SKILLS
Ability to read, analyze, and interpret documents. Ability to respond effectively to inquiries or
complaints orally and in writing. Ability to make effective presentations to management, public groups,
and/or boards of directors.Ability to resolve conflicts.
REASONING ABILITY
Ability to define problems, collect data,establish facts, and draw valid conclusions. Ability to interpret a
variety of information and deal with several abstract and concrete variables.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job,the employee is regularly required to talk or hear.The employee
frequently is required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and
arms. While working with patrons,the employee may be seated, standing, or leaning over a desk.The
6
employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job
include ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
This is a job description and not an individualized position description.A job description defines the
general character and scope of duties and responsibilities of all positions in a job classification, but it is
not intended to describe and does not necessarily list the essential job functions for a given position in a
classification.
7
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42454-091922.
A RESOLUTION authorizing the City Manager's issuance and execution of a contract
amendment to the City's contract with HPC2, LLC, for additional cleaning services for the
Libraries and Facilities; and authorizing the City Manager or his designee to take such actions
and execute such documents as may be necessary to provide for the implementation,
administration, and enforcement of such contract, as amended.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City Manager or his designee is hereby authorized, for and on behalf of the
City, to issue and execute changes as may be necessary to the City's contract with HPC2, LLC,
in an amount not to exceed $268,350.64 for additional cleaning services for the Libraries and
Facilities, all as more fully set forth in the City Council Agenda Report dated September 19,
2022.
2. The form of such contract amendment shall be approved by the City Attorney.
3. The City Manager or his designee is further authorized to take such actions and
execute such documents as may be necessary to provide for the implementation, administration,
and enforcement of the Contract, as amended. Such documents shall be approved as to form by
the City Attorney.
ATTEST:
City Clerk.
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: Amendments to HPC2, LLC Cleaning Contract
Background:
In August 2018, the City of Roanoke awarded HPC2, LLC a contract for cleaning
services for the Libraries. The current annual contract amount total is $186,760.
Considerations:
Pursuant to the contract, HPC2 may request changes to the contract amount at renewal
time. They have not requested any increases until this year, which is the 411 and last
renewal year. HPC2 has requested these increases because of additional expenses
since Covid-19 as well as for providing additional needed services not in the original
contract, described below.
Libraries: Annual cost for adding 2 additional days of trash services $4,611 .84.
$14,140.80 annual rate increase. Add special cleaning for $3,000 annually. Melrose
Library additional hours of operation cleaning $24,000 annually. Total Annual Increase
for Libraries= $45,752.64. Additional services to be added to the contract include an
increase of $35,838 for the year to add cleaning of the Market Square Walkway-bridge
on behalf of the Facilities division.
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 with HPC2 for a new annual
contract amount not to exceed $268,350.64.
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 HPC2, as well as the
contract itself.
- --- -- ----------------
Robert S. Cowell,Jr.
City Manager
Distribution: Council Appointed Officers
Clarence Grier, Deputy City Manager
Brent Robinson, Assistant City Manager/Director of Finance
Amelia C. Merchant, Deputy Director of Finance
Jeffrey Powell, Director of General Services
Sheila Umberger, Director of Libraries
i
V IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
,
The 19th day of September 2022.
No. 42455-091922.
i
AN ORDINANCE authorizing the proper City officials to execute an Economic
E
Development Job Grant Performance Agreement ("Performance Agreement") among the City of
Roanoke, "City"),Virginia the
g ( y ), the Economic Development Authority of the City of Roanoke,
Virginia (the "EDA"), and ASGN Incorporated ("ASGN"), that provides for a grant in the
amount of$150,000 subject to certain undertakings and obligations by the parties in connection
with the creation of new jobs at ASGN's office located at 505 South Jefferson Street, Roanoke,
Virginia; 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
Performance Agreement; and dispensing with the second reading of this Ordinance by title.
WHEREAS, the City has agreed to support, along with the City of Virginia Beach and
Henrico County, a Commonwealth's Development Opportunity Fund (a "COF Grant") through
the Virginia Economic Development Partnership Authority ("VEDP") for the purpose of
inducing ASGN to relocate its headquarters to Henrico County and create and Maintain New
Jobs in its current facilities located in Virginia Beach and the City, as well as other locations in
the Commonwealth, as set forth in the City Council Agenda Report dated September 19, 2022;
WHEREAS the Cit and the EDA have determined t
City o make a combined grant in the
amount of$150,000 (the "Local Grant") as support to the COF Grant and inducement for ASGN
to expand its operations in the City, and thereby creating and Maintaining a significant number
of New Jobs, as defined in the Performance Agreement;
WHEREAS, the City is willing to provide the support to the COF Grant by providing
one-half of the Local Grant to the EDA with the expectation that the EDA will match the City's
1
one-half of the Local Grant and distribute to ASGN, provided that ASGN promises to meet
certain criteria relating to the creation and Maintenance of New Jobs;
WHEREAS, ASGN agrees to create and Maintain 74 New Jobs at an office facility in the
City of Roanoke, Virginia ("Facility"); and provide an average annual wage, excluding benefits,
of at least$103,894;
WHEREAS, City staff has advised Council that the creation and Maintenance of New
Jobs will benefit economic development within the City and the Roanoke Region, and the
creation and Maintenance of New Jobs will provide additional tax revenue and services to
benefit the citizens of the City and the Roanoke Region; and
WHEREAS, the City and the EDA wish to encourage ASGN to create and Maintain New
Jobs in order to enhance and promote economic development within the City and the Roanoke
Region.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows:
I. City Council hereby approves the terms of the Economic Development Job Grant
Performance Agreement among the City, the EDA, and ASGN (the "Performance Agreement"),
as set forth in the attachment to the Agenda Report, which provides for certain undertakings and
obligations by ASGN, as well as certain undertakings by the City and the EDA. City Council
further finds that the economic development grant provided for by the Performance Agreement
will promote economic development within the City and the Roanoke Region and will be of
economic benefit to the City and its citizens.
2. The City Manager is hereby authorized on behalf of the City to execute the
Performance Agreement, upon certain terms and conditions as set forth in the Agenda Report.
The Performance Agreement shall be substantially similar to the one attached to such Agenda
2
Report and in a form approved by the City Attorney. The Performance Agreement will also be
subject to the approval of the EDA.
3. 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 the Performance Agreement. Such other documents shall be in a form approved
by the City Attorney.
4. Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this Ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
3
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: City of Roanoke's Performance Agreement among the City of
Roanoke, Economic Development Authority of the City of Roanoke,
Virginia, and ASGN Incorporated for the expansion of workforce at its
office located at 510 South Jefferson Street, Roanoke, Virginia
Background:
The City of Roanoke, Virginia (City) and the Economic Development Authority of the
City of Roanoke (Authority) have agreed to work with the Virginia Economic
Development Partnership (VEDP) and other localities in Virginia (Henrico County and
the City of Virginia Beach) in providing Local Grants in conjunction with a
Commonwealth's Opportunity Fund Grant requested by Henrico County to attract the
headquarters of a California-based professional technology services company to
Henrico County and to expand the Company's current employment in offices located in
the City and City of Virginia Beach (Virginia Beach), through a Local Match Agreement
among the City of Roanoke, Authority, VEDP and ASGN Incorporated (Company) (Local
Match Agreement), and to enter into a Performance Agreement (Agreement) with the
Company to provide a combined City and Authority Local Grant total contribution not
to exceed $150,000. ASGN Incorporated is a Fortune 1000 Company and is well-
established in the professional technology services field. The Company operates in the
City as Apex Systems.
Considerations:
The original agreement that was approved by City Council in 2020 was not signed by
ASGN, therefore a retroactive, amended agreement needs to be approved by City
Council. The amended agreement is retroactive as of November 19, 2020 and adds
"New.Job" language that is consistent with Henrico County's agreement "for employees
reporting to or assigned to the [Roanoke] Facility."
Under the terms of the Agreement, the Company agrees to maintain its existing 119
positions within the City, and to create an additional 74 net new positions, by
December 31 , 2023. Such new positions will pay an average annual salary of more than
$103,894. The Company has also agreed to make capital improvements of
approximately $945,000 to their current facility, located at 501 South Jefferson Street.
Local Grant funds will be disbursed by the Authority at the completion of a three year
hiring ramp up period and after providing evidence to the City of Roanoke, the
1
Authority, and VEDP that it has (1) created and maintained 74 new positions as of the
execution of the agreement, and (2) that these new positions pay an annual salary of at
least $103,894.
Within 30 days of such verification, the City will disburse $75,000 in Local Grant
proceeds to the Authority. The Authority has 30 days upon receipt of such proceeds to
disburse a combined total of $150,000 ($75,000 from the City and an additional
$75,000 matched by the Authority) to the Company. Should the Company fail to
create and maintain a total of 74 new positions or the annual salary for such positions
falls below $103,894 such grant proceeds will be reduced accordingly in direct
proportion.
Recommended Action:
Adopt the attached, amended ordinance authorizing the City Manager to execute the
Local Match Agreement and the Performance Agreement attached to this Agenda
Report, and execute such other documents and to take such further actions as may be
necessary to implement, administer and enforce the Local Match Agreement and
PerformancVAAgree ent. All documents are subject to approval as to form by the City
Attor
---- ----------------------
Robert S. Cowell,.Jr.
City Manager
Distribution: Council Appointed Officers
W. Brent Robertson, Assistant City Manager/Director of Finance
Amelia C. Merchant, Deputy Director of Finance
Marc B. Nelson, Director, Economic Development
Laura M. Carini, Senior Assistant City Attorney
Victoria A. McNiff, Economic Development Specialist
2
DocuSign Envelope►D:3A552613-OCD6-43DA-9AEF-1574A58BFE19
PERFORMANCE AGREEMENT REGARDING
ECONOMIC DEVELOPMENT JOB GRANT
This ECONOMIC DEVELOPMENT JOB GRANT PERFORMANCE AGREEMENT
("Job Grant Agreement") is made and entered retroactive as of November 19, 2020, among the
CITY OF ROANOKE,VIRGINIA (the "City"), a municipal corporation of the Commonwealth
of Virginia (the "Commonwealth"), ASGN INCORPORATED, a Delaware corporation
authorized to transact business in the Commonwealth,and its affiliates(together,the"Company"),
and the ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF ROANOKE,
VIRGINIA(the "Authority"), a political subdivision of the Commonwealth.
RECITALS:
WHEREAS, the City has agreed to support, along with the City of Virginia Beach and Henrico
County, a Commonwealth's Development Opportunity Fund (a "COF Grant") through the
Virginia Economic Development Partnership Authority("VEDP")for the purpose of inducing the
Company to relocate its headquarters to Henrico County and create and Maintain New Jobs in its
current facilities located in Virginia Beach and the City, as well as other locations in the
Commonwealth;
WHEREAS, the City and the Authority have determined to make a combined grant in the amount
of$150,000 (the "Local Grant") as support to the COF Grant and inducement for the Company to
expand its operations in the City, and thereby creating and Maintaining a significant number of
New Jobs, as hereinafter defined;
WHEREAS, the City is willing to provide the support to the COF Grant by providing one-half of
the Local Grant to the Authority with the expectation that the Authority will match the City's one-
half of the Local Grant and distribute to the Company, provided that the Company promises to
meet certain criteria relating to the creation and Maintenance of New Jobs;
WHEREAS, the City, the Authority, and the Company desire to set forth their understanding and
agreement as to the payout of the Local Grant, the use of the proceeds of the Local Grant, the
obligations of the Company regarding New Jobs, and the payment by the Company of all or part
of the Local Grant under certain circumstances;
WHEREAS, the Company agrees to create and Maintain 74 New Jobs at an office facility in the
City of Roanoke, Virginia ("Facility"); and provide an average annual wage, excluding benefits,
of at least$103,894;
WHEREAS, the stimulation of the additional tax revenue and economic activity to be generated
by the New Jobs constitutes a valid public purpose for the expenditure of public funds and is the
animating purpose for the Local Grant; and
WHEREAS, the parties wish to reduce to writing the understanding of the parties concerning this
matter as further set forth in this Job Grant Agreement.
1
DocuSign Envelope ID:3A552613-OCD6-43DA-9AEF-1574A58BFE19
NOW, THEREFORE, in consideration of the foregoing Recitals which are incorporated herein
and made a part hereof, and the mutual benefits, promises, and undertakings of the parties to this
Job Grant Agreement, the parties covenant and agree as follows.
Section 1. Definitions.
"Maintain" means that the New Jobs will continue without interruption from the date of creation
through the Performance Date. Positions for the New Jobs will be treated as Maintained during
periods in which such positions are not filled due to (i) temporary reductions in the Company's
employment levels or unanticipated resignations (so long as there is active recruitment for open
positions), (ii) strikes, and(iii) other temporary work stoppages.
"New Job" means new permanent full-time employment of an indefinite duration for employees
reporting or assigned to the Facility for which the standard fringe benefits are provided by the
Company for the employee, and for which the Company pays an average annual wage of at least
$103,894. Each New Job must require a minimum of either (i) 35 hours of an employee's time
per week for the entire normal year of the Company's operations, which "normal year" must
consist of at least 48 weeks,or(ii) 1,680 hours per year. Seasonal or temporary positions,positions
created when a job function is shifted from an existing location in the Commonwealth, and
positions with construction contractors, vendors, suppliers and similar multiplier or spin-off jobs
shall not qualify as New Jobs. The New Jobs must be in addition to the 119 full-time jobs as of
March 1, 2020 currently located in the Facility in the City.
"Performance Date" means December 31, 2023. If the City, in consultation with the Authority,
deems that good faith and reasonable efforts have been made and are being made by the Company
to achieve the Targets, the City shall request an extension of the Performance Date by up to 15
months. If the Performance Date is extended, the City shall send written notice of the extension
to the Authority, to VEDP, and to the Company and the date to which the Performance Date has
been extended shall be the "Performance Date" for the purposes of this Job Grant Agreement.
"Targets" means the Company's obligations to create and maintain at least 74 New Jobs at the
Facility, with each New Job providing an average annual salary, excluding benefits, of at least
$103,894, all as of the Performance Date.
"Virginia Code" means the Code of Virginia of 1950, as amended.
Section 2. Authority Economic Development Local Grant.
Subject to the terms of this Job Grant Agreement, the City and Authority will provide the Local
Grant in a total amount of up to $150,000 to be distributed to the Company as set forth in this Job
Grant Agreement, provided that the Company meets the obligations of the Company as set forth
in this Job Grant Agreement.
2
DocuSign Envelope ID:3A552613-OCD6-43DA-9AEF-1 574A58BFE1 9
Section 3. Requirements and Company Obligations in Order to Qualify for Local Grant;
Disbursement of Local Grant.
The Company agrees and promises that in order to qualify to receive the Local Grant (as defined
in this Job Grant Agreement),the Company shall do or provide each of the following and meet the
requirements in this Job Grant Agreement, all of which are material to this Job Grant Agreement:
A. Targets: The Company will create and Maintain at least 74 New Jobs at the Facility, and
each New Job will pay an average annual salary, excluding benefits, of at least $103,894, all as
of the Performance Date.
B. Encouragement to Offer New Jobs to Residents of the Commonwealth: The City and the
Authority hereby strongly encourage the Company to offer the New Jobs to residents of the City
and"Residents" of the Commonwealth, as defined in Virginia Code Section 58.1-302. In
pertinent part, that definition includes natural persons domiciled in Virginia or natural persons
who, for an aggregate of more than 183 days of the year, maintained a place of abode within the
Commonwealth,whether domiciled in the Commonwealth or not.
C. Prevailing Wage;: The average annual wage of the New Jobs of at least $103,894 greatly
exceeds the prevailing average annual wage in the City of$48,151.
D. Disbursement of the Local Grant: The disbursement of the Local Grant proceeds to the
Company will serve as a further inducement to the Company to achieve the Targets at the Facility.
One half of the Local Grant proceeds shall be provided by the City to the Authority, and the
Authority shall match such amount and disburse in one payment as follows:
The Company, within 90 days of reaching the Performance Date, will provide
notice and evidence reasonably satisfactory to the City, the Authority, and VEDP
that it has (1) created and Maintained at least 74 New Jobs, and (2) that New Jobs
pay average annual wages, excluding benefits, of$103,894. Such evidence will be
subject to verification by the City, Authority, and VEDP. Within 30 days of the
verification, the City will disburse$75,000 to the Authority. Within 30 days of its
receipt of such funds from the City, the Authority will disburse $150,000 to the
Company. The Authority shall also notify VEDP of its payment to the Company.
Note: Should the Company fail to create or Maintain the number of New Jobs
and/or should any New Job fail to pay the wages as agreed upon by the Performance
Date, the Local Grant will be reduced proportionally.
E. Use of the Local Grant Proceeds: The Company will use the Local Grant proceeds to pay
or reimburse the costs of recruitment and training for new employees or any other project expenses
permitted by law.
Section 4. Compliance with Laws.
The Company shall comply with all applicable federal, state, and local laws,rules, and regulations
in the performance of this Job Grant Agreement, including, but not limited to obtaining and
3
DocuSign Envelope ID:3A552613-OCD6-43DA-9AEF-1574A58BFE19
maintaining a City of Roanoke Business License. The Company shall also timely file all
appropriate and applicable federal, state, and local tax returns and timely pay all such taxes. Such
requirement shall not preclude the Company from exercising appeals or other actions permitted by
law related to permits or taxes.
Section 5. Cooperation.
Both parties agree to cooperate with the other in a reasonable manner to carry out the intent and
purpose of this Job Grant Agreement.
Section 6. Authority to Sign.
The persons who have executed this Job Grant Agreement on behalf of the parties represent and
warrant they are duly authorized to execute this Job Grant Agreement on behalf of their respective
entity.
Section 7. Assignment.
The Company shall not assign or transfer any part of this Job Grant Agreement without the prior
written consent of the City and Authority, which will not be unreasonably withheld, delayed, or
conditioned, and any such assignment shall not relieve the Company from any of its obligations
under this Job Grant Agreement.
Section 8. Nonwaiver.
Both parties agree that either party's waiver or failure to enforce or require performance of any
term or condition of this Job Grant Agreement or either party's waiver of any breach of this Job
Grant Agreement by the other party extends to that instance only. Such waiver or failure is not
and shall not be a waiver of any of the terms or conditions of this Job Grant Agreement or a waiver
of any other breaches of the Job Grant Agreement by either party and does not waive the defaulting
party's obligation under this Job Grant Agreement and does not bar the non-defaulting party from
asserting any and all rights and/or remedies it has or might have against the defaulting party under
this Job Grant Agreement or by law.
Section 9. Captions and Headings.
The section captions and headings are for convenience and reference purposes and shall not affect
in any way the meaning or interpretation of this Job Grant Agreement.
Section 10. Performance.
If the Company fails to comply with any of the Company's obligations under this Job Grant
Agreement, as determined by the City or Authority in their reasonable discretion, the Company
will not be entitled to be eligible for and/or receive and/or continue to be eligible for and/or receive
any such Local Grant funds as referred to in this Job Grant Agreement.
4
DocuSign Envelope ID:3A552613-OCD6-43DA-9AEF-1574A58BFE19
Section 11. Notices.
Formal notices and communications between the Parties shall be given either by (i) personal
service, (ii)delivery by a reputable document delivery service that provides a receipt showing date
and time of delivery, (iii)mailing utilizing a certified or first class mail postage prepaid service of
the United States Postal Service that provides a receipt showing date and time of delivery, or(iv)
delivery by facsimile or electronic mail (email)with transmittal confirmation and confirmation of
delivery, addressed as noted below (or any other address the party to be notified may have
designated to the sender by like notice). Notices and communications personally delivered or
delivered by document delivery service shall be deemed effective upon receipt. Notices and
communications mailed shall be deemed effective on the fifth business day following deposit in
the United States mail. Notices and communications delivered by facsimile or email shall be
deemed effective the next business day, not less than 24 hours, following the date of transmittal
and confirmation of delivery to the intended recipient. Such written notices and communications
shall be addressed to:
if to the Company, to: with a copy to:
(through August 1, 2020) McGuireWoods Consulting
ASGN Incorporated 800 East Canal Street
26745 Malibu Hills Road Richmond, VA 23219
Calabasas, California 91301 Email: clloyd(cc;mwcllc.com
Email: info@asgn.com Attention: Chris Lloyd
Attention: Legal Department
(after August 1, 2020)
ASGN Incorporated
4400 Cox Road, Suite 200
Glen Allen, VA 23060
Email: info(aasgn.com
Attention: Buddy Omohundro
if to the City, to: with a copy to:
City of Roanoke, Virginia City of Roanoke, Virginia
Noel C. Taylor Municipal Building Noel C. Taylor Municipal Building
215 Church Avenue S.W. 215 Church Avenue S.W.
Room 364 Room 464
Roanoke, Virginia 24011 Roanoke,Virginia 24011
Facsimile: 540-853-1153 Facsimile: 540-853-1221
Email: citymgr@roanokeva.gov Email: cityatty@roanokeva.gov
Attention: City Manager Attention: City Attorney
if to the Authority, to: with a copy to:
5
DocuSign Envelope ID:3A552613-OCD6-43DA-9AEF-1574A58BFE19
Economic Development Authority of the Economic Development Authority of the
City of Roanoke, Virginia City of Roanoke, Virginia
117 Church Avenue 37 Campbell Avenue, S.W.
Roanoke, Virginia 24011 Roanoke, Virginia 24011
Facsimile: 540-853-1213 Facsimile: 540-224-8050
Email: econdevl@roanokeva.gov Email: hdarby@glennfeldmann.com
Attention: Chair Attention: Harwell M. Darby, Jr., Esq.
if to VEDP, to:
with a copy to:
Virginia Virginia Economic
Economic Development
Development Partnership
Partnership One James Center,
One James Center, Suite 900
Suite 900 901 East Cary Street
901 East Cary Richmond, Virginia
Street 23219
Richmond, Email:
Virginia 23219 smcninch@vedp.org
Email: Attention: General
moret@vedp.org Counsel
Attention:
President and
CEO
Section 12. Miscellaneous.
A. Entire Agreement; Amendments: This Job Grant Agreement constitutes the entire
agreement among the parties hereto as to the Local Grant and may not be amended or modified,
except in writing, signed by each of the parties hereto. This Job Grant Agreement shall be binding
upon and inure to the benefit of the parties hereto and their respective successors and assigns.
B. Governing Law; Venue: This Job Grant Agreement is made, and is intended to be
performed, in the Commonwealth and shall be construed and enforced by the laws of the
Commonwealth. Jurisdiction and venue for any litigation arising out of or involving this Job Grant
Agreement shall lie in the Circuit Court of the City of Roanoke,and such litigation shall be brought
only in such court.
C. Counterparts: This Job Grant Agreement may be executed in one or more counterparts,
each of which shall be an original, and all of which together shall be one and the same instrument.
D. Severability: If any provision of this Job Grant Agreement is determined to be
unenforceable, invalid or illegal, then the enforceability, validity and legality of the remaining
provisions will not in any way be affected or impaired, and such provision will be deemed to be
6
DocuSign Envelope ID:3A552613-OCD6-43DA-9AEF-1574A58BFE19
restated to reflect the original intentions of the parties as nearly as possible in accordance with
applicable law.
Section 12: Other City Incentives
The Company is also entitled to pursue any other incentives offered by the City for which it is
eligible as a result of its activities, including, but not limited to, local enterprise zone incentives.
7
DocuSign Envelope ID:3A552613-OCD6-43DA-9AEF-1574A58BFE19
IN WITNESS WHEREOF, the parties hereto have executed this Job Grant Agreement as of the
date first written above.
CITY OF ROANOKE, VIRGINIA
By
Name: Robert S. Cowell, Jr.
Title: City Manager
Date:
ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF ROANOKE,
VIRGINIA
By
Name: Braxton Naff
Title: Chair
Date:
ASGN INCORPORATED
DocuSigned by: II
Byabu UIn dVb
Name: Carl E.Omohundro Jr.
Title: Chief Services Officer and General Counsel
Date: July 14, 2022
Approved as to Form: Approved as to Execution:
City Attorney City Attorney
Approved as to Form: Approved as to Execution:
Counsel for EDA Counsel for EDA
8
DocuSign Envelope ID:3A552613-OCD6-43DA-9AEF-1574A58BFE19
Appropriation and funds required for this Job Grant
Agreement are subject to future appropriation.
City Director of Finance
Date Acct#
Authorized by Ordinance No.
9
/i
IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA
The 191 day of September 2022.
No. 42456-091822.
AN ORDINANCE amending and re-ordaining Subsection (a) of Section 32-86, Financial
Eligibility, and Section 32-88, Applicant's affidavit, Division 4, Exemption for Elderly and
Disabled Persons, Article II,Real Estate Taxes Generally, Chapter 32, Taxation, Code of the City
of Roanoke (1979), as amended, to clarify and provide that the income of nonrelatives of a
homeowner living in the home is applied to such exemption's household income and net worth
limitation, and to change the due date of the affidavit verifying eligibility for the exemption from
June 30 to May 31, respectively; providing for an effective date; and dispensing with the second
reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. Section 32-86, Financial Eligibility, Division 4, Exemiption for Elderly and
Disabled Persons, Article 1I, Real Estate Taxes Generally, Chapter 32, Taxation, Code of the City
of Roanoke(1979) as amended,is hereby amended and reordained to read and provide as follows:
Sec. 32-86. - Financial eligibility.
(a)To be eligible for the exemption provided for in this division,the total combined
income, during the immediately preceding calendar year, from all sources, of the
owner-,.relatives,and nonrelatives of the owner living in the dwelling house on
such property shall not exceed twenty thousand dollars($20,000.00);provided that,
the first four thousand dollars($4,000.00)of income of each relative, other than the
spouse of the owner, who is living in the dwelling and any income received by the
owner as compensation for permanent disability up to a maximum of seven
thousand five hundred dollars ($7,500.00) shall not be included in such total, and
provided further the net combined financial worth of such P sons the owner,
I relatives and nonrelatives of the owner living in the dwelling house, including
equitable interests, as of the thirty-first day of December of the immediately
preceding calendar year, excluding the value of the dwelling house and the land,
1
not exceeding one (1) acre, upon which it is situated, shall not exceed seventy
thousand dollars ($70,000.00).
2. Section 32-88, Applicant's affidavit, Division 4, Exemption for Elderly and
Disabled Persons, Article I1, Chapter 32, Taxation, Code of the City of Roanoke (1979) as
amended, is hereby amended and reordained to read and provide as follows:
Sec. 32-88. - Applicant's affidavit.
The owner claiming an exemption under this division shall file with the
commissioner, an affidavit setting forth an identification of the taxable real estate,
the names of the persons occupying such real estate,that the total combined income
of the owners.,-and relatives and nonrelatives living in the dwelling on such property
for the preceding calendar year did not exceed the maximum total combined income
permitted by section 32-86 of this Code,provided that the first four thousand dollars
($4,000.00) of income of each relative and nonrelative, other than the spouse of the
owner,who is living in the dwelling shall not be included in such total, and that the
total combined net worth of such owner and relatives, as of the thirty-first day of
December of the immediately preceding calendar year, excluding the value of the
dwelling house and the land, not exceeding one (1) acre upon which it is situated,
did not exceed the total combined net worth permitted by section 32-86 of this
Code. Such affidavit shall be filed annually or, in lieu thereof, such affidavit may
be filed on three-year cycle with an annual certification by the taxpayer that no
information contained on the last preceding affidavit filed has been changed to
violate the limitations and conditions provided herein. Persons claiming an
exemption as of December thirty-first of any year shall file the affidavit or
certificate by the thif*' t of wji thirty-first of May next following and any
exemption granted shall apply to the fiscal tax collection year, beginning the next
following July first. The commissioner may permit the late filing of the affidavit
required by this section for first-time applicants and may permit late filing of such
affidavit or certificate for other than first-time applicants in hardship cases.
3. This ordinance is effective immediately upon adoption.
4. Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
'J.
City
-
City Clerk.
2
CITY ATTORNEY COUNCIL MEMO
CODE AMENDMENT
Date: September 19, 2022
From: Timothy R. Spencer, City Attorney(�
Re: City Code Amendment to Section 32-86, Financial eligibility and Section 32-88, Applicant's
affidavit, -Elderly and Disabled Real Estate Tax Exemption
Overview of Proposed Amendments
Division 4, Exemption for Elderly and Disabled Persons, Article II, Chapter 32, Taxation, Code of the City
of Roanoke (1979), as amended, provides a real estate tax exemption for real property owned by and
occupied as the sole dwelling house of a person or persons. To be eligible for the exemption, the following
criteria must be met: (1) the applicant must be at least sixty five years of age, or determined to be
permanently and totally disabled if such person is less than sixty five years of age, (2) the total household
income of all persons living in the home, together with the income of any relatives and non-relatives of the
owner living in the house, must not exceed $42,000, (3) the net combined financial worth of the owner and
any relatives and nonrelatives of the owner living in the house must not exceed $160,000, provided that the
first $4,000 of income of each relative or nonrelative, other than the spouse of the owner, who lives in the
dwelling and any income received by the owner as compensation for permanent disability up to a maximum
of$7,500 shall not be included in such total, and (4) the house and the land upon which the house sits must
not exceed $70,000 in assessed value. The applicant must sign an affidavit attesting that the income of all
persons living in the house does not exceed the above referenced income limits, and file the affidavit with
the CoR by June 30. The exemption, if granted, goes into effect the following July 1.
A June 30 deadline for receipt of such applications makes it difficult for CoR staff to timely process
exemption applications for a July 1 effective date. At the request of the Commissioner of Revenue, I
recommend City Council consider amending the following provisions of City Code: (1) Section 32-86-
Financial eligibility, to clarify and provide that the income of nonrelatives of the homeowner that are living
in the home is applied to the income limitation threshold, and (2) Section 32-88, Applicant's affidavit, to
change the date the affidavit a homeowner submits verifying eligibility for the elderly and disabled real
estate tax exemption is due from June 30 to May 31,
Recommended Action
Consider adoption of the attached ordinance amending and re-ordaining Subsection (a) of Section 32-86,
Financial Eligibility, and Section 32-88, Applicant's affidavit, Division 4, Exemption for Elderly and
Disabled Persons, Article II, Real Estate Taxes Generally, Chapter 32, Taxation, Code of the City of
Roanoke (1979) in the manner set forth above. For your convenience, I have enclosed a copy of Section 32-
86 in its entirety.
IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA
The 19'day of September 2022.
No. 42457-091622.
I
AN ORDINANCE amending and re-ordaining Subsection (a), Section 32-22, Land book,
Article Il, Real Estate Taxes Generally, Chapter 32, Taxation, Code of the City of Roanoke (1979), as
amended, to shift the duties of preparing, maintaining and verifying the land book from the
commissioner of revenue to the director of real estate valuation;and dispensing with the second reading
by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. Subsection(a), Section 32-22, Land book, Article 11, Real Estate Taxes Generally,
Chapter 32, Taxation, Code of the City of Roanoke(1979), as amended, is hereby amended and re-
ordained, to read and provide as follows:
Sec. 32-22. - Land book.
(a) The eommissionef director of real estate valuation shall annually prepare a land book, in
which shall be listed all the real property subject to city taxation. The book shall be arranged
according to forms prescribed by law.
(b) The eofmnissionef director of real estate valuation shall prepare and verify,under oath,
five€ow(54) copies of the land book. One (1) copy shall be kept in his the office of real estate
valuation, subject to public inspection and one (1) each shall be delivered to the city
commissioner of revenue, the city treasurer, the clerk of the circuit court and the state
department of taxation. The copies of the land book required to be delivered to city officials
shall be so delivered on or before August first of each year.
(c) The willful failure of the director of real estate valuation to prepare and make
delivery of the book provided for in this section within the time prescribed shall constitute a
Class 4 misdemeanor.
2. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this
ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
inho CITY ATTORNEY COUNCIL MEMO
CODE AMENDMENT
Date: September 6, 2022
From: Timothy R. Spencer, City Attorney
Re: Chapter 32, Taxation, Code of the City of Roanoke (1979) amending Subsection(a), Section
32-22, Land book, Article It, Real Estate Taxes Generally
This code amendment to Section 32-22 of the City Code will transfer the preparation and maintenance of the
Land book from the Commissioner of Revenue to the Director of Real Estate Valuation. This amendment
follows the process used by most localities and complies with the agreement entered into by the
Commissioner of Revenue.
Overview of Proposed Amendments
The amendments are being proposed by the Commissioner of Revenue to the Director of Real Estate
Valuation to better coordinate the maintenance of the Land book and the valuation of real estate in the City
of Roanoke. The amendment is also consistent with the performance agreement entered into between the
City and the commissioner of Revenue. Most localities have their director of real estate valuation maintain
the Land book.
Recommended Action
Consider the proposed amendments to Chapter 32, Taxation, Code of the City of Roanoke (1979) amending
Subsection(a), Section 32-22, Land book, Article 11, Real Estate Taxes Generally.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42458-091922.
AN ORDINANCE amending and reordaining Chapter 17, Human Resources, Article III,
Youth Services Citizen Board, Section 17-31, Created; composition; appointment terms of
members restriction on membership, filling of vacancies and Section 17-32, Qualification of
members, Code of the City of Roanoke (1979) as amended; providing for explanation of the
amendments outlined herein; and dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
I. Chapter 17,Human Resources, Article III, Youth Services Citizen Board, Section
17-31, Created composition appointment terms of members- restriction on membership; filling
of vacancies and Section 17-32, Qualification of members,Code of the City of Roanoke(1979) as
amended, are hereby amended and reordained to read and provide as follows:
Sec. 17-31. Created; composition; appointment,terms of members; restriction
on membership; filling of vacancies.
There is hereby created a city of Roanoke youth services citizen board. The board
shall consist of fifteen seventeen(4-517)members appointed by the city council for
terms of up to of three (3) years for each member of the board, other than the two
(2) student members who will each serve a one year term beginning July 1 st and
ending June 30th. The r eaeh student member- shall e "
the earlier- e
(a) Fr -aaches th age of eighteen-.
Council shall also appoint two (2) alternate student members who will serve in the
absence of the student member, the initial
T 1. -,24". The initial terms of the members of the board, other than the student
members, shall be staggered and city council shall appoint four (4) members who
shall each have initial terms of one(1) year; four(4)members who shall each have
initial terms of two (2) years; and five (5) members who shall each have terms of
three(3) years. The city clerk shall notify council promptly if any vacancy occurs.
Appointments to fill vacancies shall be for the unexpired term of the member whose
term becomes vacant.
Sec. 17-32. Qualification of members.
The Board shall consist of members as follows:
(a) At least oOne (1) member shall be a member of city council;
Ito
(b) Five (5) members shall be representatives of public and peva agencies
serving youth;
(c) One (1) member shall be, at the time of the appointment, tmdefa�
ei&een44S*and a student at William Fleming High School;
(d) One (1) member shall be, at the time of the appointment, -a +'' b�
ht ��Q*end a student at Patrick Henry High School;
mob..,.,_,._ �__, _____
(e) The remaining "T � members shall be members at-large
selected from the general public
,
-,aer-the age o f e Qin
2. Pursuant to Section 12 of the Roanoke City Charter,the second reading by title
of this ordinance is hereby dispensed with.
ATTEST:
City Clerk.
o� CITY ATTORNEY COUNCIL MEMO
CODE AMENDMENT
Date: September 19, 2022
From: Timothy R. Spencer, City Attorney
Re: Chapter 17, Human Resources, Article III,Youth Services Citizen Board Section 17-31,
Created; composition; appointment terms of members;restriction on membership; filling of
vacancies and Section 17-32, Qualification of members
This code amendment will change the number of members appointed by City Council from 15 to 17 and will
further clarify the term for the student representatives. This code amendment will also remove the age limit
for the students at William Fleming and Patrick Henry High School and change the selection of the
remaining members to at-large members to be selected from the general public.
Recommended Action
Consider the proposed amendments to Chapter 17, Human Resources, Article III, Youth Services Citizen
Board, Section 17-31, Created; composition; appointment, terms of members; restriction on membership;
filling of vacancies and Section 17-32, Qualification of members.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42459-091922.
AN ORDINANCE to appropriate funding from the Commonwealth, federal and
private grant for various educational programs, amending and re-ordaining certain
sections of the 2022-2023 School 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 2022-2023 School Grant Fund Appropriations be, and the same are
hereby, amended and re-ordained to read and provide as follows:
APPROPRIATIONS Original Budget Changes Requested Final Budget
Instruction Classroom-Tutor 302- 110- 0000- 1000- 198R- 61100- 41128- 9-00 $ 750.00 $ - $ 750.00
Supplement 302- 110- 0000- 1000- 198R- 61100- 41129- 9-00 - 30,000.00 30,000.00
Social Security 302- 110- 0000- 1000- 198R- 61100- 42201- 9-00 47.00 - 47.00
Professional Development-Tuition 302- 110- 0000- 1000- 198R- 61100- 43312- 9-00 98,600.00 98,600.00
Other Miscellaneous-Testing 302- 110- 0000- 1000- 19813- 61100- 45586- 9-00 6,488.00 6,488.00
Professional De\,elopment-Supplies 302- 110- 0000- 1000- 198R- 61100- 46617- 9-00 1,080.00 1,080.00
Teacher Stipends 302- 110- 0000- 0390- 32213- 61100- 41129- 3- 10 13,932.05 13,932.05
Social Security 302- 110- 0000- 0390- 322R- 61100- 42201- 3- 10 1,065.95 1,065.95
VRS 302- 110- 0000- 0390- 322R- 61100- 42202- 3- 10 2,493.00 2,493.00
State Life Insurance 302- 110- 0000- 0390- 322R- 61100- 42205- 3- 10 81.00 81.00
Teacher Stipends 302- 110- 0000- 1000- 322R- 61100- 41129- 3-01 10,868.56 1,315.52 12,183.78
Social Security 302- 110- 0000- 1000- 322R- 61100- 42201- 3-01 831.44 135.25 966.69
VRS 302- 110- 0000- 1000- 322R- 61100- 42202- 3-01 1,944.54 293.84 2,238.38
State Life Insurance 302- 110- 0000- 1000- 322R- 61100- 42205- 3-01 60.46 23.69 84.15
Personal Services 302- 110- 0000- 0000- 138S- 61100- 41138- 9-01 54,000.00 - 54,000.00
Benefits 302- 110- 0000- 0000- 138S- 61100- 42201- 9-01 4,131.00 4,131.00
Professional Purchased SeNces 302- 110- 0000- 1000- 138S- 61100- 43381- 9-01 478,054.28 478,054.28
Travel 302- 110- 0000- 1000- 138S- 61310- 45551- 9-00 3,626.70 3,626.70
Instructional Material 302- 110- 0000- 0000- 138S- 61100- 46630- 9-01 71,115.79 71,115.79
Supplement 302- 233- 0000- 0400- 155R- 62230- 41129- 3-02 1,000.00 1,000.00
Social Security 302- 233- 0000- 0400- 155R- 62230- 42201- 3-02 71.07 71.07
Supplement 302- 233- 0000- 0330- 155R- 62230- 41129- 2-02 500.00 500.00
Social Security 302- 233- 0000- 0330- 155R- 62230- 42201- 2-02 35.54 35.54
Supplement 302- 233- 0000- 0350- 155R- 62230- 41129- 2-02 250.00 250.00
Social Security 302- 233- 0000- 0350- 155R- 62230- 42201- 2-02 17.77 17.77
Supplement 302- 140- 0000- 0390- 155R- 61210- 41129- 3-01 750.00 750.00
Social Security 302- 140- 0000- 0390- 155R- 61210- 42201- 3-01 53.30 53.30
Supplement 302- 120- 0000- 0390- 155R- 61220- 41129- 3-02 500.00 500.00
Social Security 302- 120- 0000- 0390- 155R- 61220- 42201- 3-02 35.54 35.54
Supplement 302- 233- 0000- 0050- 155R- 62230- 41129- 2-02 1,000.00 1,000.00
Social Security 302- 233- 0000- 0050- 155R- 62230- 42201- 2-02 71.07 71.07
Supplement 302- 120- 0000- 0050- 155R- 61220- 41129- 2-02 500.00 500.00
Social Security 302- 120- 0000- 0050- 155R- 61220- 42201- 2-02 35.54 35.54
Supplement 302- 120- 0000- 0400- 155R- 61220- 41129- 3-02 500.00 500.00
Social Security 302- 120- 0000- 0400- 155R- 61220- 42201- 3-02 35.54 35.54
Supplement 302- 140- 0000- 0450- 155R- 61210- 41129- 3-01 500.00 500.00
Social Security 302- 140- 0000- 0450- 155R- 61210- 42201- 3-01 35.54 35.54
Supplement 302- 140- 0000- 0280- 155R- 61210- 41129- 3-01 500.00 500.00
Social Security 302- 140- 0000- 0280- 155R- 61210- 42201- 3-01 35.54 35.54
Teachers 302- 191- 1302- 0553- 336S- 61100- 41121- 3-02 27,000.00 27,000.00
Social Security 302- 191- 1302- 0553- 336S- 61100- 42201- 3-02 9,293.00 9,293.00
Materials and Supplies 302- 191- 1302- 0553- 336S- 61100- 46601- 3-02 4,720.92 4,720.92
$ 796,610.14 $ 31,768.30 $ 828,378.14
REVENUE Original Budget Changes Requested Final Budget
Federal Grant Receipts 302- 000- 0000- 0000- 198R- 00000- 38402- 0-00 $ 106,965.00 $ 30,000.00 $ 136,965.00
State Grant Receipts 302- 000- 0000- 0000- 322R- 00000- 32415- 0- 00 31,277.00 1,768.00 33,045.00
Federal Grant Receipts 302- 000- 0000- 0000- 138S- 00000- 38186- 0- 00 610,927.77 - 610,927.77
Federal Grant Receipts 302- 000- 0000- 0000- 155R- 00000- 38415- 0-00 6,426.45 6,426.45
State Grant Receipts 302- 000- 0000- 0000- 336S- 00000- 32272- 0-00 41,013.92 - 41,013.92
$ 796,610.14 $ 31,768.00 $ 828,378.14
Pursuant to the provisions of Section 12 of the City Charter, the second reading of this
ordinance by title is hereby dispensed with.
ATTEST:
4, M&r
City Clerk
KOANOKE CITY
PUBLIC SCHOOLS
0ffice of 'the SO col' Board
September 19, 2022
The Honorable Sherman P. Lea Sr., Mayor
And members of Roanoke City Council
Roanoke, Virginia 24011
Dear Mayor Lea and Members of Council:
As a result of official School Board action on Tuesday, September 13, 2022, the Board respectfully
requests that City Council approve the following appropriation requests.
New Appropriations Award
Title IV, Part A, Student Support and Academic Enrichment 2022-23 $610,927.77
Virginia Statewide Partnership for School Mental Health Professional $6,426.45
Development 2021-22
Individual Student Alternative Education Plan(ISAEP) 2022-23 $41,013.92
Revised Appropriations Award
American Rescue Plan(ARP) ACT $30,000.00
Elementary and Secondary School Emergency Relief(ESSER) III
State Set-Aside Fund Educator Recruitment and Retention 2021-22
Project Graduation 2021-22 $1,768.00
On behalf of the School Board, thank you for your consideration.
Sincerely,
Rita S. Huffman, M.Ed.
School Board Clerk
PC: Tim Spencer Bob Cowell Amelia Merchant
Cecelia Webb Maryna Mabes Erik Reinartsen(w/details)
Eli Jamison, Chairperson ® Joyce Watkins, Vice Chairperson
Mary "Franny" Apel • Diane Casola . Mark Cathey - Michael Cherry II • Natasha Saunders
Rita Huffman, Clerk of the Board
www.rcps.info p: (540)853.2381 f: (540)853.2951 P.O. Box 13145 Roanoke VA 24031
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: School Board Appropriation Request
Background:
As the result of official Roanoke City School Board action on Tuesday, September 13, 2022, the
Board respectfully requests that City Council appropriate funding as outlined in this report.
The 2021-22 American Rescue Plan (ARP) Act Elementary and Secondary School Emergency Relief
(ESSER) III State Set-Aside for Recruitment and Retention Support provides funding to support the
recruitment of special education instructional assistants for the fiscal year 2022-2023 and to retain
newly incentivized instructional assistants hired through the 2023-2024 school year. This
appropriation aligns the total with the revised award amount. The program will be fully reimbursed
by federal funds in the amount of $136,965 and will end August 31 , 2023.
The Project Graduation grant provides funds for remedial high school instruction for seniors
needing verified credits to graduate and for sophomores and juniors who passed a class but failed
the associated SOL exam. This appropriation aligns the total with the revised award amount. The
program will be reimbursed by state funds in the amount of $33,045. This is a continuing program.
The 2022-23 Title IV, Part A, Student Support and Academic Enrichment Federal Programs grant
provides federal assistance to Roanoke City Public Schools for improving students' academic
achievement. The program aids in increasing the capacity of the school division to provide all
students with access to a well-rounded education, to improve school conditions for student
learning, and to enhance the use of technology in order to improve the academic achievement and
digital literacy of all students. The program will be reimbursed by federal funds in the amount of
$610,928. The grant period will end September 30, 2024. This is a continuing program.
The Virginia Statewide Partnership for School Mental Health Professional Development grant
provides funds to increase the number of qualified school mental health (SMH) professionals
employed by high-need local education agencies (LEAs). Specifically, the grant will provide division
school mental health providers (SMHPs) with stipends for professional development and supervising
internship and practicum students from partner institutions of higher education. SMHPs include
school counselors, school social workers, school psychologists, and school nurses. SMHPs that
complete the training and supervision will be provided stipends. The program will be fully
reimbursed by federal funds in the amount of $6,426 and will end September 30, 2022. This is a
new award.
The Individual Student Alternative Education Plan (ISAEP) grant provides funds for an alternative
option to the traditional diploma for students. The program provides that option through a high
school equivalency credential plus college and workforce readiness skills. The program will be fully
reimbursed by state funds in the amount of $41 ,014 and will end dune 30, 2023. This is a
continuing program.
Recommended Action:
We recommend that Council concur with this report of the School Board and adopt the attached
budget ordinance to establish revenue estimates and to appropriate funding as outlined.
----S V
Robert S. Cowell,Jr.
City Manager
Distribution: Council Appointed Officers
Verletta White, Superintendent, RCPS
Chris Perkins, Chief Operations Officer, RCPS
Kathleen M.Jackson, Chief Financial Officer, RCPS
Amelia C. Merchant, Deputy Director of Finance
2
Cf
v IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42460-091922.
A RESOLUTION approving and affirming the action taken by the Greater Roanoke
Transit Company (GRTC) d/b/a Valley Metro to implement Fare Free Election Day Bus Service
for Tuesday, November 8, 2022; and authorizing the City Manager to take any necessary action
to accomplish such fare.
WHEREAS, on September 19, 2022, the GRTC Board of Directors approved and
adopted Fare Free Election Day Bus Service for Tuesday, November 8, 2022; and
WHEREAS, GRTC has requested that City Council approve and affirm such fare
pursuant to Section 34-22(a) of the Code of the City of Roanoke (1979), as amended.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. City Council hereby approves and affirms Fare Free Election Day Bus Service for
Tuesday, November 8, 2022, as adopted by the GRTC Board of Directors on September 19,
2022.
2. The Fare Free Election Day Bus Service shall be effective on November 8, 2022,
and shall be fare free for those citizens looking to access their local polling location in order to
cast their ballot.
3. The City Manager is hereby authorized to take any necessary action to accomplish
such fare.
4. The City Clerk is directed to certify a copy of this Resolution to the General
Manager of GRTC.
ATTEST:
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: clerk@roanokeva.gov CECELIA T.WEBB,CMC
CECELIA F.MCCOY,CMC Deputy City Clerk
City Clerk
September 15, 2022
Peg McGuire
1755 Driftwood Lane, S. W.
Roanoke, Virginia 24018
Dear Ms. McGuire:
Your term of office as a member of the Roanoke Redevelopment and Housing Authority
expired on August 31, 2022.
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 Redevelopment
and Housing Authority from April 5, 2021 to August 31, 2022. Please find enclosed a
Certificate of Appreciation and an aerial view photograph of the Roanoke Valley in
recognition of your service.
Sincerely,
�!e t� `�. V�d'ta;t
Cecelia F. McCoy, CMC
City Clerk
Enclosure
CERTIFICATE OF APPRECIATION
PRESENTED TO
PEG MC GUIRE
AS A MEMBER OF THE
ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY
FROM APRIL 5, 2021 TO AUGUST 31, 2022
ON THIS 15th DAY OF SEPTEMBER . 2022
IN RECOGNITION OF PUBLIC SERVICE FAITHFULLY RENDERED TO THE CITY OF ROANOKE
APPROVED: ATTEST:
J "4dl
SHERMAN P.LEA,SR. CECELIA F.MCCOY
MAYOR CITY CLERK
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue,S.W.,Room 456
R
Roanoke,Virginia 24011-1536
Telephone: (540)853-2541
Fax: (540)853-1145
E-mail: clerk@roanokeva.gov
CECELIA T.WEBB,CMC
CECELIA F.MCCOV,CMC Deputy City Clerk
City Clerk
September 21, 2022
Maryellen F. Goodlatte
c/o Glenn Feldmann Darby & Goodlatte
P. O. Box 2887
Roanoke, Virginia 24001
Dear Ms. Goodlatte:
I am enclosing copy of Ordinance No. 42461-091922 rezoning certain property located at
207 Berkley Road, N. E., bearing Official Tax Map No. 7050101, from R-5, Residential
Single-Family District, to 1-1, Light Industrial District, subject to certain conditions
proffered by the applicant, and as set forth in the Zoning Amendment Application, dated
July 22, 2022.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, September 19, 2022, and is in full force and effect
upon its passage.
Sincerely, 71
0"j'; '�-- V ,--
IT
Cecelia F. McCoy, CMC
City Clerk
Enclosure
pc: Virginia Transformer Corporation, 220 Glade View Drive, N. E., Roanoke,
Virginia 24012
Cara D. Hite, 329 Stoneacre Drive, Vinton, Virginia 24179
AGAP Roanoke LLC, Andover Properties LLC, 245 Park Avenue, Floor 25, New
York, NY 10167-0002
The Honorable Brenda Hamilton, Circuit Court Clerk
Robert S. Cowell, Jr., City Manager
W. Brent Robertson, Assistant City Manager/
Jillian Papa Moore, Acting Director, Planning Building & Development
Timothy Spencer, City Attorney
Laura Carini, Assistant City Attorney
Susan Lower, Director of Real Estate Valuation
Luke Pugh, City Engineer
Tina Carr, Secretary, City Planning Commission
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42461-091922.
AN ORDINANCE to rezone certain property located at 207 Berkley Road N.E.,
Official Tax Map No. 7050101, from R-5, Residential Single-Family District, to 1-1,
Light Industrial District, subject to certain conditions proffered by the applicant; and
dispensing with the second reading of this ordinance by title.
WHEREAS, Virginia Transformer Corporation, has made application to the
Council of the City of Roanoke, Virginia ("City Council"), to have the property located at
207 Berkley Road N.E., bearing Official Tax Map No.7050101, rezoned from R-5,
Residential Single-Family District, to 1-1, Light Industrial District, subject to certain
conditions;
WHEREAS, the City Planning Commission, after giving proper notice to all
concerned as required by §36.2-540, Code of the City of Roanoke (1979), as amended,
and after conducting a public hearing on the matter, has made its recommendation to City
Council;
WHEREAS, a public hearing was held by City Council on such application at its
meeting on September 19, 2022, after due and timely notice thereof as required by §36.2-
540, Code of the City of Roanoke (1979), as amended, at which hearing all parties in
interest and citizens were given an opportunity to be heard, both for and against the
proposed rezoning; and
WHEREAS, this Council, after considering the aforesaid application, the
recommendation made to City Council by the Planning Commission, the City's
Comprehensive Plan, and the matters presented at the public hearing, finds that the public
necessity, convenience, general welfare and good zoning practice, require the rezoning of
the subject property, and for those reasons, is of the opinion that the hereinafter described
property should be rezoned as herein provided.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that:
1. Section 36.2-100, Code of the City of Roanoke (1979), as amended, and
the Official Zoning Map, City of Roanoke, Virginia, dated December 5, 2005, as
amended, be amended to reflect that Official Tax Map No. 7050101, located at 207
Berkley Road N.E., be and is hereby rezoned from R-5, Residential Single-Family
District, to I-1, Light Industrial District, subject to certain conditions, as set forth in the
Zoning Amendment Application dated July 22, 2022.
2. Pursuant to the provisions of Section 12 of the City Charter, the second
reading of this ordinance by title is hereby dispensed with.
ATTEST:
0_�� vntleT
City Clerk.
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: Application by Virginia Transformer Corporation to rezone
property located at 207 Berkley Road NE, Official Tax Map No.
7050101 , from R-5, Residential Single-Family District, to 1-1 ,
Light Industrial District, with conditions.
Summary:
By a vote of 6-0 with Commissioner K. Hale absent, the Commission
recommends approval of the rezoning request, finding that the Original
Application is consistent with the City's Comprehensive Plan, Hollins/Wildwood
Area Plan, and the Zoning Ordinance as the subject property will be developed
and used in a manner appropriate to the surrounding area.
Application Information:
Request: Rezoning, Conditional
Applicant/Owner: Virginia Transformer Corporation
Agent: Maryellen Goodlatte, Glenn, Feldmann, Darby, & Goodlatte
City Staff Person: Katharine Gray, Land Use and Urban Design Planner
Address: 207 Berkley Road NE
Official Tax No: 7050101
Site Area: +/- 0.9287 acres
Relevant Plans: Hollins/Wildwood Area Plan
Proposed Land Use: Office, general or professional
Parking, off-site
Future Land Use: Industrial
Filing Date: Original Application: July 22, 2022
Background:
Virginia Transformer, established in Roanoke in 1971 , was originally located on
Cleveland Avenue. The City of Roanoke sold the property at 220 Glade View
Drive NE to Virginia Transformer Corp. in 1989, enabling the company to move
to a new larger facility. The company has continued to expand over subsequent
decades into a multinational corporation while still keeping their headquarters in
the City of Roanoke. They now desire to increase the size of their Roanoke
facility to allow for expansion to meet their current production commitments, but
are unable to accommodate this expansion on their existing parcel. Therefore,
the applicant proposes to rezone the adjacent residential zoned parcel,
surrounded on two sides by their existing headquarters property, to
accommodate this needed expansion of the facility.
Proposed Use/Development:
The applicant proposes to rezone the parcel at 207 Berkley Road NE, located in
the southwest of their existing surrounding parcel, combine it with their
existing parcel, and build a new corporate office building in the area spanning
this parcel and a portion of their existing parcel. A small portion of the frontage
along Berkley Road NE is proposed to be dedicated for right-of-way to allow for
streetscape improvements.
The applicant is proffering development of the property in conformance with
conditions that limit access to the site, allowable uses, and building form, while
requiring vacation on parcel boundaries between the two parcels and a traffic
study encompassing the entirety of the facility if an additional expansion is
proposed.
Proffered Conditions:
The applicant has offered the following proffered conditions on Official Tax
Number 7050101 :
1 . Access. No independent access to Berkley Road shall be created or
provided. Instead, the parcel shall be accessed using the existing entrance
on Official Tax Parcel No.7050107 from Berkley Road, which parcel is also
owned by the applicant/owner.
2. Uses. The parcel may be used only for the following uses:
Laboratory, testing and research
Office, general or professional
Mixed-use building
Electrical component assembly, wholesale distribution
Manufacturing: General, not otherwise listed in this table
Parking, off-site
Wireless telecommunications facility, small cell on existing structure
2
Wireless telecommunications facility, stealth
Wireless telecommunications facility, not otherwise listed*
Accessory uses, not otherwise listed in this Table
Electric Vehicle Charging Station
Outdoor storage
Portable storage container
Recycling collection point
Resident manager apartment
Solar Energy System
Wind turbine, commercial
Wind turbine, small
Indicates a use permitted only by special exception
3. New building footprint height and location. The footprint of the new
building shall not exceed 15,000 square feet. Its height shall not exceed
45 feet (two stories). To facilitate the operation of the manufacturing
plant located on Official Tax Parcel No. 7050107, the new building shall
be located and constructed such that its upper level has access onto the
existing parking lot on Official Tax Parcel No. 7050107.
4. New building materials and architectural treatment. The materials
cladding the front fa4ade of the new building facing Berkley Road shall
consist of some combination of synthetic stucco (EIFS), metal or
composite panels, glass, or masonry. That front fa4ade shall incorporate
intervals of architectural variation every 45 feet or less over the length of
that fa4ade by incorporating changes in architectural materials, including
texture and color, columns or other vertical elements, and/or projecting
or recessing portions or elements of the fa4ade. That front fa4ade shall
have a minimum transparency, or glazing, of 30%.
5. Vacation of internal lot lines. Prior to the issuance of a permanent
Certificate of Occupancy for the new building, the lot lines between the
parcel and Official Tax Parcel No. 7050107 shall be vacated.
6. Traffic Study. Upon a future expansion of the facility, a traffic study or a
traffic impact analysis may be required by the City during the
development plan review process that incorporates traffic created by the
entire facility.
Considerations:
Compatibility with Surrounding Land Uses:
The property requested to be rezoned was used for a residential dwelling for
many years until the prior owner passed away. The property is surrounded on
three sides with industrial zoned property. The rezoning to 1-1 , Light Industrial
3
District with conditions, would permit the block of properties to the east of
Berkley Road NE to all be zoned industrial and allow for the expansion of an
existing manufacturing facility in a manner that keeps uses and form of
development appropriate in an area adjoining R-5, Residential Single-Family
property to the west.
■ To the north is a manufacturing facility on property in the 1-1 , Light
Industrial District.
■ To the east is a self-storage facility on property zoned I-1 , Light Industrial
District.
■ the south are vacant properties zoned R-5, Residential Single-Family
District.
■ To the west is a residential single-family dwelling and vacant property
owned by Virginia Transformer Corp., zoned R-5, Residential Single-
Family District.
The future land use plan from the City Plan 2040 designates this area for
industrial use.
Applicability/Appropriateness of Proposed Zoning District:
The purpose of the 1-1 District is to provide for a range of wholesale,
warehousing, distribution, storage, repair and service, assembly or processing,
fabrication or manufacturing, accessory commercial and office uses, intensive
commercial uses, and other types of uses such as flex space. The regulations of
the 1-1 District are intended to mitigate conflict between adjacent uses within
the district and to protect neighboring nonindustrial districts and uses.
This particular proposal would allow the addition of an office building to an industrial
campus on property surrounded on three sides by industrial zoned property.
Availability of Other Property:
The proposed development is to be an expansion of the existing use at 220 Glade
View Drive NE. As such, there are no other properties immediately adjacent, other
than those in the rezoning request, which are available, similarly situated, and
zoned to allow this type of development.
Consistency with Comprehensive Plan:
Both City Plan 2040 and the Hollins/Wildwood Area Plan support the expansion
of existing businesses in a manner appropriate to the surrounding area.
4
Policy/Action Plan Applicability to matter
LBE Priority One Policy 1 Comprehensive The proffered conditions
Action: Proposed development (infill Plan', Livable limiting access to the site to
development, alterations, renovations, Built Environ- the existing drive, uses, and
and additions) should create or ment Theme building form allow for a
enhance a distinctive character that campus expansion on the
relates well to the surrounding southwestern corner of the
community existing manufacturing facility
campus in a manner that
transitions well to the
residentially zoned property
west of Berkley Road.
RE Priority Four: Local Business Comprehensive The expansion of the
Development Plan', Resilient manufacturing facility campus
Policy 1 : Roanoke's economic Economy is necessary to allow for the
development program will place heavy Theme increased productivity of the
emphasis on growing locally owned Roanoke facility to meet the
business current demand for products.
Policy 5: Favor development that is a
net importer of income for the region
Urban Design Comprehensive The proposed development
Character District Plan', Urban expands the manufacturing
Suburban Neighborhoods: Industrial Design facility campus in a manner
centers should maximize site that addresses both the
development with buildings developed adjacent street and existing
along street frontage, address the manufacturing facility through
street with entrances, etc. All loading a singular vehicular entrance
and outdoor activity should be from Berkley Road to the
subordinate to the principal building campus, the new building
and attractively screened. Parking and front fa4ade facing Berkley
loading areas should be attractively Road, enhanced fa4ade
landscaped. glazing and detailing
requirements, and streetscape
improvements for pedestrian
access along Berkley Road.
Economic Development: Neighborhood The proposed rezoning and
Industrial Districts: Industrial uses Plane, pg. 48. campus expansion onto the
should have sufficient land to existing residential zoned
operate, and have a minimal impact on parcel on the eastern side of
adjoining properties Berkley Road NE, that is
currently surrounded on three
sides with industrial parcels,
will allow the manufacturing
headquarters room to expand
operations for increased
productivity from this facility,
while having minimal impact
City Plan 2040. City of Roanoke 2020
Z Hollins/Wildwood Area Plan. City of Roanoke 2005
5
Policy/Action Plan Applicability to matter
on the adjacent residentially
zoned properties west of
Berkley Road NE,
Commercial/Industrial Development: Neighborhood The proposed development
Commercial and industrial Plan', pg. 52 incorporates a small adjacent
development should be economically parcel into an existing
viable without threatening the industrial campus with
environment and high quality of life of proffered conditions that
the area. regulate the scale, massing,
and detailing of the building
in a manner that is compatible
with the adjoining
residentially zoned property
west of Berkley Road NE.
Z Hollins/Wildwood Area Plan City of Roanoke 2005
Comments on Application:
Planning Commission Work Session:
Virginia Transformer Corp. community outreach efforts of mailings and a
community meeting were discussed at the Planning Commission work session.
Interdepartmental Comments:
General comments were provided from the Western Virginia Water Authority,
Fire department, and the Planning Building and Development department
related to: water and sewer availability, fire code standards, building and
zoning subdivision requirements, and the permitting process.
Public Comments:
None received.
Public Hearing:
Chris Craft, President of Wildwood Civic League, was unable to attend and
requested staff convey the following statement: "Wildwood Civic League held a
meeting and vote on the proposed rezoning and is 100% behind the Virginia
Transformer Project."
6
Conclusions and Recommendations:
The principal consideration is whether the proposed rezoning is consistent with
City Plan 2040 and the Hollins/Wildwood Area Plan. The proposed change
allows for the expansion of an existing manufacturing facility headquarters by
incorporating a small residential zoned parcel into the industrial campus for a
new office building and parking. The proffered conditions offered add additional
development requirements above the standard industrial standards that address
scale, massing, and detailing of the new building in a manner respectful of the
existing residential zoned property to the west along Berkley Road NE. The
development, as proffered, is appropriate to the surrounding area and in keeping
with the goals of these plans.
salz"I'v'
Sarah Glenn, Chair
City Planning Commission
Enclosure: Attachment A, Zoning District Map
Distribution: Robert S. Cowell, Jr., City Manager
W. Brent Robertson, Assistant City Manager
Jillian Papa Moore, Acting Director Planning Building & Development
Timothy Spencer, City Attorney
Laura Carini, Senior Assistant City Attorney
Rakesh Rathi, Virginia Transformer Corporation
Maryellen Goodlatte, Glenn, Feldmann, Darby, & Goodlatte
7
Department of Planning, Building and Development
Room 170, Noel C.Taylor Municipal Building
215 Church Avenue,S.W.
Roanoke,Virginia 24011 Click Hereto Print
Phone: (540)853-1730
Filing Date: _7/a a/QOa-_Z Submittal Number: Original Application
❑ Rezoning,Not Otherwise Listed ❑Amendment of Proffered Conditions
0 Rezoning,Conditional ❑Amendment of Planned Unit Development Plan
❑ Rezoning to Planned Unit Development ❑Amendment of Comprehensive Sign Overlay District
❑ Establishment of Comprehensive Sign Overlay District
Address: 207 Berkley Road,N.E.,Roanoke,Virginia 24012
Official Tax No(s).: 7050101
Existing Without Conditions Ordinance
Zoning: R-5,Residential Single-Family ❑ With Conditions No(s). (If
❑ Planned Unit Development applicable):
Requested ❑ Without Conditions Proposed
Zoning: I-1,Light Industrial With Conditions Land Use: office,parking off-site
❑ Planned Unit Development
Name: Virginia Transformer Corp. Phone Number: +1 (540)345-9892
Address: 202 Glade View Drive,N.E.,Roanoke,VA 24012 E-mail: rakesh rathi,ii,rvatransfonner.com
Bv:
Propenyownersskjnanre: ,ak sh Rathi its Senior VP-Su I Chain/mis/Fs
Name: Phone Number:
Address: E-mail:
Arora smA:
Name: Maryellen F.Goodlatte c/o Glenn Feldmann Darby&Goodlatte Phone Number: +1 (540)224-8000
Address: 37 Campbell Avenue, S.W., P. O. Box 2887, Roanoke, VA 240 E-mail: mgoodiattenglennreldmann.com
Aurwaad Agmifs sem:
�o�tin:� �►rnen�r�e�#
V- re.3,
(X Completed application form and checklist.
r Written narrative explaining the reason for the request.
F Metes and bounds description,if applicable.
(x Filing fee.
I— Concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures.
(X Written proffers. See the City's Guide to Proffered Conditions.
Concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures. Please label as
r 'development plan'if proffered.
111011111111 INN INKNEW
r— Development plan meeting the requirements of Section 36.2-326 of the City's Zoning Ordinance.
(— Comprehensive signage plan meeting the requirements of Section 36.2-336(d)(2)of the City's Zoning Ordinance.
Amended development or concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures,
F if applicable.
F Written proffers to be amended. See the City's Guide to Proffered Conditions.
F- Copy of previously adopted Ordinance.
f Amended development plan meeting the requirements of Section 36.2-326 of the City's Zoning Ordinance.
r Copy of previously adopted Ordinance.
Em
F- Amended comprehensive signage plan meeting the requirements of Section 36.2-336(d)of the City's Zoning Ordinance.
r Copy of previously adopted Ordinance.
(— A Traffic Impact Study in compliance with Appendix B-2(e)of the City's Zoning Ordinance.
I— Cover sheet.
(` Traffic impact analysis.
F oncept plan.
F Proffered conditions,if applicable.
F- Required fee.
`An electronic copy of this application and checklist can be found at www.roanokeva.govlplanningcommission. A complete packet must
be submitted each time an application is amended,unless otherwise specified by staff.
Narrative
Virginia Transformer Corp("VTC")has been part of the City of Roanoke for over 50 years.
From our humble beginnings on Cleveland Avenue in 1971,to the multi-state, multi-national
operation we are today,our growth has provided jobs and economic opportunity to area residents
and businesses while improving the efficiency and reliability of transformers which drive our
economy. Today,with five locations in North America(as well as facilities in Mexico,Canada,
India and China), VTC is one of the largest manufacturers of power transformers in the country,
employing over 1,500 technicians,engineers,administrators and other professionals system-
wide.About 350 people are currently employed at the Roanoke facility (on Glade View Drive) in
staggered shifts.' In order to meet our commitments, VTC needs to add up to 100 more
employees over the next three years.
The Roanoke facility serves as our world headquarters and is where the executive leadership of
the company is located. In addition to hosting our team members, the Roanoke facility brings
customers,potential customers,and experts in the field of power generation to Roanoke where
we share current trends, demands and regulations. We also show these visitors—who represent a
who's who of U. S. industry and are also looking to grow—how the Roanoke region is a great
place to operate.
In order to meet its commitments, VTC needs to add up to 100 additional employees over the
next three years. We would like to add these jobs here in Roanoke, but we are constrained by the
size and physical limitations of our existing parcel and existing facility.
Capacity needs to be added to meet,among other things,the demands of the growing renewable
energy market—developing and supplying offshore wind transformers and solar/wind
transformers in order to improve reliability in the national electric grid. To take advantage of
the executive and technical expertise already Present within its Roanoke facility, VTC
prefers to have the needed new employees attached to the Roanoke facility, rather than to
facilities in another state.
As a result,VTC recently purchased the parcel at 207 Berkley Road(the"New Parcel") to
complement its existing facility (tax map parcel number 7050107)constructed in 1990 on land
purchased from the City of Roanoke. The New Parcel, while zoned R-5 (residential, single
family), is surrounded by properties zoned 1-1 (light industrial), including the property upon
which VTC currently operates. The grade of the New Parcel rises sharply from Berkley Road to
its rear where it meets an existing VTC parking lot serving the manufacturing facility.
In order to integrate the New Parcel into its existing operation, VTC needs to construct a two-
story office building at the rear of the New Parcel such that its upper level will be at the same
grade as the existing parking lot at its rear. The close proximity between office and production
Shifts range between 8-10 hours in length. Currently,shifts begin at: 4:00 a.m.,4:30 a.m.,4:45 a.m.,7:00 a.m.,
and 8:00 a.m.
The City's Comprehensive Plan recognizes the importance of local businesses and the need to
provide resources to help create and expand those businesses. For VTC, this relationship with
the City began when the City sold VTC the land upon which the existing manufacturing facility
was constructed. VTC left its leased facility in Statesman Park and borrowed funds to construct
its new plant. At that time,it employed about 85 people. Thirty years have come and gone,and
VTC has continued its growth. To help alleviate parking issues,the New Parcel includes a new
parking lot, sized to provide the greatest number of parking spaces while still meeting all
applicable City standards, including landscaping.
By incorporating this adjacent parcel into its manufacturing campus, VTC can continue its
investments in the region.
VTC values being a contributor to the Roanoke region. As one example, VTC helped enable and
support a STEM Science Camp for low-income children through Goodwill Industries of the
Valley. This camp helps engage and motivate middle-school children year-round to learn
science and math. While helping the individual child,the program also helps the region by
encouraging our youngsters to develop the skill sets our businesses need so that those youngsters
will find good jobs in our own region when they are ready to enter the workforce.
Our executives have been active participants in the Roanoke Regional Chamber of Commerce
and have served on the boards of the Chamber, the United Way of Roanoke Valley,the Jefferson
Center and the Virginia Manufacturer Association.
Our contributions to the community also come from our valued rank-and-file employees. In
addition to the volunteer work they do on their own time to help many non-profit and community
organizations, our employees contribute to our local United Way with each paycheck.
We look forward to continuing as an important part of the Roanoke community. We respectfully
request approval of our application allowing us to continue to thrive and continue to provide
reliable well-paying jobs here in the City.
PROFFERED CONDITIONS TO BE ADOPTED
The applicant hereby requests that the following proffered conditions be adopted as they pertain
to Official Tax No. 7050101:
1. Access. No independent access to Berkley Road shall be created or provided. Instead,
the parcel shall be accessed using the existing entrance on Official Tax Parcel No.7050107
from Berkley Road,which parcel is also owned by the applicant/owner.
2. Uses. The parcel may be used only for the following uses:
Laboratory,testing and research
Office,general or professional
Mixed-use building*
Electrical component assembly,wholesale distribution
Manufacturing: General, not otherwise listed in this table
Parking, off-site
Wireless telecommunications facility,small cell on existing structure
Wireless telecommunications facility, stealth
Wireless telecommunications facility,not otherwise listed*
Accessory uses,not otherwise listed in this Table
Electric Vehicle Charging Station
Outdoor storage
Portable storage container
Recycling collection point
Resident manager apartment
Solar Energy System
Wind turbine,commercial
Wind turbine, small
*Indicates a use permitted only by special exception
3. New building footprint height and location The footprint of the new building shall not
exceed 15,000 square feet. Its height shall not exceed 45 feet (two stories). To facilitate
the operation of the manufacturing plant located on Official Tax Parcel No. 7050107, the
new building shall be located and constructed such that its upper level has access onto the
existing parking lot on Official Tax Parcel No. 7050107.
4. New building materials and architectural treatment. The materials cladding the front
fagade of the new building facing Berkley Road shall consist of some combination of
synthetic stucco (EIFS), metal or composite panels, glass, or masonry. That front fagade
shall incorporate intervals of architectural variation every 45 feet or less over the length of
that fagade by incorporating changes in architectural materials,including texture and color,
columns or other vertical elements, and/or projecting or recessing portions or elements of
the fagade. That front fagade shall have a minimum transparency, or glazing, of 30%.
5. Vacation of internal lot lines.,
ines Prior to the issuance of a permanent Certificate of
Occupancy for the new building, the lot lines between the parcel and Official Tax Parcel
No. 7050107 shall be vacated.
6. Traffic Study. Upon a future expansion of the facility, a traffic study or a traffic impact
analysis may be required by the City during the development plan review process that
incorporates traffic created by the entire facility.
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2+Glade View Drive NE Roanoke,Gmaa Qa 20, 222
TRIP GENERATION STUDY
NEW GENERAL OFFICE BUILDING
VA TRANSFORMER CORPORATION
207 Berkley Road NE
Roanoke City,Virginia
July 8,2022
Prepared by:
Hughes Associates Architects
& Engineers
PO Box 1034
Roanoke Virginia 24005
540-342-4002
Proiect Summary:
The purpose of this study is to review the anticipated trip generation rates for a new office building located a 207
Berkley Road in Roanoke City,VA,Tax Parcel 7050101.The new building will be two stories at 10,000 sf.per floor
and be used as office space for VA Transformer Corporation. VA Transformer's existing facility is located on the
adjoining property to the north.This new office space will supplement their existing facility.
Current access into the VA Transformer's site is from Berkley Road and from Glade View Drive. Berkley Road
appears to be main entrance for staff parking, whereas Glade View Drive is used for truck distribution access.
Access to the new office building will be from the existing driveway, approximately 80 ft. into the site, north of
Berkley Drive.
The new office building will be a total of 20,000 sf.and is anticipated to include (18) private offices, (64)cubicles,
(4)conference rooms,(2)break rooms and common space. The first floor of will exit on-grade to anew 92 space
parking lot whereas the second floor will exit on grade to an existing parking lot.
Berkley Road NE Information:
Two-lane undivided road
Posted Speed Limit:25 mph
Construction Type: Edge of pavement with shoulder
Closest adjacent road: Intersects King Street 525'to the west
656 ELM AVENUE, SW I ROANOKE, VIRGINIA 24016 1 TEL.: 540.342.4002 1 WWW.HUGHESAE.COM
1
ITE Trip Generation Data
Gross building area 20,000 sf.
Number of Offices/Cubicles=82
Land Use Code 710—General Office Building(General Urban/Suburban)
From ITE Trip Generation Manual 101h Edition—
Calculate three different ways
1. Size of building
From ITE Manual: Unit of Measurement: 1,000 GSF,trips/unit=9.74 Daily Rate or
Weekday Trips=20,000 sf/1,000 sf=20 x 9.74=195 trips
2. Number of Employees=
From ITE Manual: Unit of Measurement:3.28/employee Daily Rate
Weekday Trip=82 x 3.28=269 trips
3. From Fitted Curve
Weekday Trips=LnT=0.84 Ln(x)+2.23 (where x=Number of employees)
LnT=0.84 Ln(82)+2.23
Trips=377
From ITE Trip Generation Manual 11"Edition—
From Fitted Curve:Weekday Trips LnT=0.76 Ln(x)+2.74 (where x=Number of employees)
LnT=0.76 Ln(82)+2.74
Trips=441
From Fitted Curve: PM Peaks LnT=0.74 Ln(x)+0.89 (where x=Number of employees)
LnT=0.74 Ln(82)+0.89
Trips=63
From Fitted Curve:AM Peaks LnT=0.39(x)+64.22 (where x=Number of employees)
LnT=0.39(82)+64.22
Trips=96
WEEKDAY TRIPS is an average of total vehicular trips entering and leaving the development in a weekday.
PM&AM PEAKS are the total vehicular trips entering and leaving the development for one hour between 7:OOAM
and 9:OOAM and then for one hour between 4:OOpm and 6:OOpm.
Conclusion:
Traffic Impact Analysis not required based on Weekday Trips being less than 1000 and Peak Trips being less than
100.
656 ELM AVENUE, SW ) ROANOKE, VIRGINIA 24016 ) TEL.: 540.342.4002 ) WWW.HUGHESAE.COM
2
ITE THD Generation 101h Edition
Peak Hour of Adjacent Street Rate
ITE
No. Land Use
�.
Description
•
Institutional
520 Elementary School ksf 19.52 6.97 55% 45% 1.37 45% 55%
students 1.89 0.67 54% 46516 0.17 48% 52%
522 Middle School/Junior High School ksf 20.17 n/a n/a n/a 1.19 52% 48%
students 2.13 0.58 54% 4690 0.17 49% 51%
530 High School ksf 14.07 3.38 71% 29% 0.97 54% 46%
students 2.03 0.52 67% 33% 0.14 48% 52%
534 Private School(K-8) students 4.11 0.91 55% 45% 0.26 46% 54%
536 Private School(K-12) students 2.48 0.80 61% 39% 0.17 43% 57%
540 Junior/Community College ksf 20.25 2.07 77% 23% 1.86 50% 50%
students 1.15 0.11 81% 190/a 0.11 56% 4490
Church(Weekday) ksf 6.95 0.33 6000 40% 0.49 45% 55%
560 seats 0.44 0.01 50% 50% 0.03 40% 60%
Church(Sunday/Sunday peak) ksf 27.63 9.99 48% 52916 n/a n/a n/a
seats 1.21 0.54 49% 51% n/a n/a n/a
565 Daycare Center ksf 47.62 11.00 53% 47% 11.12 47% 53%
students 4.09 0.78 53% 47% 0.79 47% 53%
590 Library ksf 72.05 1.00 71% 291/6 8.16 48% 52%
Medical
610 Hospital ksf 10.72 0.89 68% 32% 0.97 32% 68%
beds 22.32 1.84 72% 28516 1.89 28% 72%
620 Nursing Home ksf 6.24 0.55 78% 22% 0.59 41% 59%
beds 3.06 0.17 72516 28% 0.22 33% 67%
630 Clinic ksf 38.16 3.69 78% 22% 3.28 29% 71%
Office
710 General Office Building ksf 9.74 1.16 86% 14% 1.15 16% 84%
emp. 3.28 0.37 83% 17% 0.40 20% 80%
715 Single Tenant Office Building ksf 11.25 1.78 89% 11% 1.71 15% 85%
emp. 3.77 0.53 89% 11% 0.51 15% 85%
720 Medical-Dental Office Building ksf 34.80 2.78 78% 22% 3.46 28% 72%
emp. 8.70 0.68 78% 22% 0.97 34% 66%
730 Government Office Building ksf 22.59 3.34 75% 25% 1.71 25% 75%
emp. 7.45 1.10 75% 25% 0.71 20% 80%
732 United States Post Office ksf 103.94 8.28 52% 48% 11.21 51% 49%
750 Office Park ksf 11.07 1.44 89% 11% 1.07 7% 93%
760 Research and Development Center ksf 11.26 0.42 75% 25% 0.49 15% 85%
770 Business Park ksf 12.44 0.40 61% 39% 0.42 46% 54%
3
I'
General Office Building
(71 0) ITE Trip Generation 10th Edition
Average Vehicle Trip Ends vs: Employees
On a: Weekday
Number of Studies: 62
Avg. Number of Employees: 610
Directional Distribution: 50%entering, 50%exiting
Trip Generation per Employee
Average Rate Range of Rates Standard Deviation
3.32 1.59 - 7.28 2.16
Data Plot and Equation
10,000
• ii
.......... ........... ........ .....
8,000 ...............
7,000 . ...... .......... ...... --- ------------- --------- ....... ... . ........
:
a
8.000 ................. . . .... .. .;... . .. ..... ........ ... ....... ...... .... .....
5000 ------------------ ------Xr. ... .......x- x.. ......... ........ X ....
X
X
m4.000 ----------------- ....... .. ........................ ...... .... . ... . . . .
Q X
ll y( X ' x X
~ 3.000 ........ .................... .......................
x x
X X
2,000 ... ...X-•X... .........;.... .. ................
X xxX xx
1.000 �x........................................................ ...........
0
0 1000 2000 3000
X=Number of Employees
X Actual Data Pointe Fitted Curve ------ Average Rate
Fitted Curve Equation: Ln(T)=0.84 Ln(X)+2.23 R2=0.88
I
Trip Generation,7th Edition Institute of Transportation Engineers
4
General Office Building
(710) ITE Trip Generation 11th Edition
Vehicle Trip Ends vs: Employees
On a: Weekday
Setting/Location: General Urban/Suburban
Number of Studies: 52
Avg. Num. of Employees: 562
Directional Distribution: 50% entering, 50%"exiting
Vehicle Trip Generation per Employee
Average Rate Range of Rates Standard Deviation
3.33 1.59-26.24 1.44
Data Plot and Equation
6,000 X
5.000 X X X X X
X �.
N
C 4.000 X
W
a X
F-
X
F X X
3,000
X X
X
2,000
XX XX X
X
X X '.
1,000 X
'ScX
0
0 500 1,000 1.500 2,000 2,500
X=Number of Employees
X Study Site Fitted Curve - - - - Average Rate
Fitted Curve Equation:Ln(T)=0.76 Ln(X)+2.74 R'=0.86
Trip Gen Manual, 11th Edition • Institute of Transportation Engineers
5
General Office Building
(710) ITE Trip Generation 11th Edition
Vehicle Trip Ends vs: Employees
On a: Weekday,
Peak Hour of Adjacent Street Traffic,
One Hour Between 7 and 9 a.m.
Setting/Location: General Urban/Suburban
Number of Studies: 153
Avg. Num. of Employees: 618
Directional Distribution: 88% entering, 12% exiting
Vehicle Trip Generation per Employee
Average Rate Range of Rates Standard Deviation
0.49 0.21 -2.40 0.16
Data Plot and Equation
1,500 X
i�
N
C
W f '
CL
1,000 X, J!'
X X
X
X X X
X�6c X , X
X
500 "x X X
X X X
X W X
X
X
00 1,000 2,000 3,000 4,000
X=Number of Employees
X Study Site Fitted Curve - - - - Average Rate
Fitted Curve Equation:T=0.39(X)+64.22 R°=0.86
Trip Gen Manual, 11th Edition • Institute of Transportation Engineers
6
General Office Building
(7 1 0) ITE Trip Generation 11th Edition
Vehicle Trip Ends vs: Employees
On a: Weekday,
Peak Hour of Adjacent Street Traffic,
One Hour Between 4 and 6 p.m.
Setting/Location: General Urban/Suburban
r Number of Studies: 163
Avg. Num. of Employees: 614
Directional Distribution: 17% entering, 83% exiting
Vehicle Trip Generation per Employee
Average Rate Range of Rates Standard Deviation
0.45 0.20-4.50 0.18
Data Plot and Equation
1,200
�X,
x
1,000 x
x
m x x:.
ul soo x X
e
g
Fx
`—
n
x fix,' X
600
x X X x
X
c � X
400 xX x
x' X' x
200X
X X
X
X
00 1,000 2,000 3,000 4,000
X=Number of Employees
X Study Site Fitted Curve - - - - Average Rate
Fitted Curve Equation:Ln(T)=0.74 Ln(X)+0.89 R'=0.82
Trip Gen Manual,11th Edition • Institute of Transportation Engineers
7
ZONING DISTRICT MAP �
207 Berkley Road NEo °F
Official Tax Parcel: 7050101o 1°mss o�
a
X08 pdU, h NO1
Area to be Rezoned 06 y0 7050108
SS rt> 1�
Zoning
AD:Airport Dev All
CG:Commercial-General
a
-CLS:Commercial-Large Site B
CN:Commercial-Neighborhood
�FY o`so
-D:Downtown
1-1:Light Industrial Oma'
-1-2:Heavy Industrial
1,.
IN:Institutional
r �
INPUD:Institutional Planned Unit Dev �0
O
IPUD:Industrial Planned Unit Dev o O
r
MX:Mixed Use
r
O^
Q MXPUD:Mixed Use Planned Unit Dev a ,OSO X00
R-12:Res Single-Family �9 0�
oy `Ob
R3:Res Single-Family �Ob
R-5:Res Single-Family
R-7:Res Single-Family co
--
RA:Res-Agricultural a
RMA Res Mixed Density
b
RM-2:Res Mixed Density
RMF:Res Multifamily
ROS:Recreation and Open Space O * 0
h
O
., b00aeu
UF:Urban Flex O
" 1 N
r Conditional Zoning
Te�Ob06
r.
a..:. P
Nn
0
A06
/-�, O P '
0 100 200 Feet Wgr�E ��v0i}
RECEIVED
SEP 12 RECD The Roanoke Times Account Number
CITY OF AOApKfc Poanoke,Virginia 6011439
Affidavit of Publication
Date
CITY OF ROANOKE-PBD September 06,2022
Attn TINA CARR
215 CHURCH AVE
ROOM 166
ROANOKE,VA 24011
Date Category Description Ad Size Total Cost
09/15/2022 Legal Notices PUBLIC HEARINGS 2 x 8.00 IN 2,703.40
Publisher of the
Roanoke Times
I, (the undersigned)an authorized representative of the
Roanoke Times,a daily newspaper published in Roanoke, in the
State of Virginia, do certify that the annexed notice PUBLIC
HEARINGS was published in said newspapers on the following
dates:
08/30,09/06/2022
The First insertion being given ... 08/30/2022
Newspaper reference: 0001360678
"a
Billing Representat
Sworn to and subscribed before me this 6th Day of September 2022
Notary Public
State of Virginia Kimberly Kay Harris
County of Hanover NOTARY PUBLIC
My Commission expires Commonwealth of Virginia
.356753
Commission Exp.Jan.31,2025
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
PUBLIC HEARING NOTICE
Any public hearings advertised herein will be held in the City Council Chamber.fourth
floor.Room 450.Noel C.Tavlor Municipal Building 215 Church Avenue SW.Roanoke.
Virginia.All persons shall be afforded an opportunity to speak and state their views
concerning all aspects of these matters.
Any applications will be digitally available for review online at httns://roanokeva eov/2019/
Commissions or may be obtained digitally by emailing nlanninadroanokeva eov.
If you are a person with a disability who needs accommodations for an)public hearings
advertised herein_please contact the City Clerk's Office.(540)853-254 1,by noon.Friday_
September 9.2022.
Cecelia F.McCoy.CMC.City Clerk
The City of Roanoke Planning Cmnmission will hold a public hearing on September 12,2021
at 1:30 p.m.,or as soon thereafter as the matters may be heard,to consider the following
matters.All persons wishing to address the Planning Commission must sign-up with the
Secretary to the Planning Commission by emailing nlaamug(aroanokcva eov or by
calling(540)853-1330 by noon.Wednesday.September 7.2022.Written comments of
interested persons will be received by the Secretary to the Planning Commission at
planninele,roamokeva eov by noon,Wednesday.September 7.2022.
Application b)Trustees of High Street Baptist Church to rezone an approximately
12,054 square foot portion of 1433 l.alayette Boulevard NW,Official Tax Map No.2450422.
from INPUD.Institutional Planned Unit Development District,to RM-1,Residential
Mixed Density District.The land use categories permitted in the RM-1 District include
residential,accommodations and group living.commercial.utilities,agricultural,and
accessory,with a minimum lot arca per dwelling unit of 3.500 square feet and no maximum
floor arca ratio specified.The comprehensive plan designates the property for INPUT)use.
The proposed use of the portion of the property is single family dwelling.
Application by Virginia Transformer Corporation to rezone property located at
207 Berkley Road NE.Official Tax Map No.7050101,from R-5,Residential Single-
Family District.to I-1.Light Industrial District,with conditions.The land use categories
permitted in the 1-1 District include residential:commercial:industrial:warehousing
and distribution:assembly and entertainment:public.institutional and community:
transportation:utility:agricultural:and accessory:with no maximum density specified and
a maximum floor area ratio of 2.0.The comprehensive plan designates the property for
industrial use.The proposed use of the property is office and off-site parking.
Tina M.Carr.Secretary.City Planning Commission
City Council will hold a public hearing on the aforesaid matters on September 19,2022.at
7:00 p.m.,or as soon thereafter as the matter ma)'be heard.in the City Council Chamber,
fourth floor,Room 450.Noel C.Taylor Municipal Building.215 Church Avenue SW.
Roanoke.Virginia.All persons wishing to address City Council may sign-up online at
wwwroanokeva eov/co n i1.In order to sign up.the form to speak before City Council
may be accessed under the tab"Sign Up Form to Speak Before Council"on the left of the
screen.Sign up forms must be received by noon on September 16.2022.In the event the
public hearing is conducted by electronic communication means due to the CON-ID-19
panucnne duastc],)ou"III Lc nouncd b)the 1,11)Vern,011-.fol tun diel'111"
you map contact the Office of the City Clerk at(540)853-2541.
Cecelia F.McCoy,CMC,City Clerk
The City of Roanoke Board of Zoning Appeals will hold a public hearing on September
14,2022,at 1:00 p.m..or as soon thereafter as the matters may be heard,to consider
the following application.All persons wishing to address the Board of Zoning Appeals
must sign-up with the Secretary to the Board of Zoning Appeals by emailing plannintIA,
roanokeva eov or by calling(540)853-1730 by noon.Friday,September 9,2022-Written
comments of interested persons will be received by the Secretary to the Board of Zoning
Appeals at olannine(a).roanokeva.eov on or prior to noon,Friday.September 9,2022.
Application by Atlas Tower L LLC,on behalf of L.G.Natf,for property located
at 3925 Melrose Avenue NW,bearing Official Tax Map No.2761412,zoned CN.
Commercial-Neighborhood District,for a special exception pursuant to Section 36.2-
315,Zoning.Code of the Cit'of Roanoke(1979),as amended,to establish a wireless
telecommunications facility,not otherwise listed.
Tina M.Carr,Acting Secretary.City Board of Zoning,Appeals
The City of Roanoke provides interpretation at no cost for all public meetings,upon
request.If you would like to request an interpreter,please let us know at least 24 hours in
advance by calling(540)853-1283.
La Ciudad de Roanoke proporciona interpretacion sin costo per todas citas publicas,
previa solicitud.Si usted desea solicitar on intcrprete,haganos-lo saber con a)menus
24 horas do antclaci6n per Ilamar(540)853-1283.
Jiji la Roanoke linatoa huduma ya ukalimani bila malipo katika mikutano vote ya umma.
inapoombwa.Iwapo ungependa kuomba mkalimani.tafadhali tujulis'he angalau saa
24 kabla kwa kupiga simu(540)853-1283.
—err v.kt.rt'->i3.r�'r•...t:=yw..rWi•�-'.;r:.,-r`---4,�..,;ir.,�,�rr->r y-Sr»>e=
�i�.,.�-r>='>'-(530)85:-1283.;ir•r-%'4.r'�;.xr`�.i��W24�3.'.;d.y;..t-ru�;A-*r
PUBLIC HEARING NOTICE
Any public hearings advertised herein will be held in the City Council Chamber,fourth
floor,Room 450,Noel C.Taylor Municipal Building,215 Church Avenue SW,Roanoke,
Virginia.All persons shall be afforded an opportunity to speak and state their views
concerning all aspects of these matters.
Any applications will be digitally available for review online at httns://r� oanokeva ggv/2019/
Commissions or may be obtained digitally by emailing�lannine@roanokeva goy.
If you are a person with a disability who needs accommodations for any public hearings
advertised herein,please contact the City Clerk's Office,(540)853-2541,by noon,Friday,
September 9,2022.
Cecelia F.McCoy CMC,City Clerk
The City of Roanoke Planning Commission will hold a public hearing on September 12,2022,
at 1:30 p.m.,or as soon thereafter as the matters may be heard,to consider the following
matters.All persons wishing to address the Planning Commission must sign-up with the
Secretary to the Planning Commission by-emailing plannine@r—oanokeva.gov or by
calling(540)853-1330 by noon,Wednesday,September 7,2022.Written comments of
interested persons will be received by the Secretary` to the Planning Commission at
planningPa roanokeva gov by noon,Wednesday,September 7,2022.
Application by Trustees of High Street Baptist Church to rezone an approximately
12,054 square foot portion of 1433 Lafayette Boulevard NW,Official Tax Map No.2450422,
from INPUD,Institutional Planned Unit Development District,to RM-1,Residential
Mixed Density District.The land use categories permitted in the RM-1 District include
residential,accommodations and group living,commercial,utilities,agricultural,and
accessory,with a minimum lot area per dwelling unit of 3,500 square feet and no maximum
floor area ratio specified.The comprehensive plan designates the property for INPUD use.
The proposed use of the portion of the property is single family dwelling. .
Application by Virginia Transformer Corporation to rezone property located at
207 Berkley Road NE,Official Tax Map No.7050101,from R-5,Residential Single-
Family District,to 1-1,Light Industrial District,with conditions.The land use categories
permitted in the I-1 District include residential;commercial;industrial;warehousing
and distribution;assembly and entertainment;public,institutional and community;
transportation;utility;agricultural;and accessory;with no maximum density specified and
a maximum floor area ratio of 2.0.The comprehensive plan designates the property for
industrial use.The proposed use of the property is office and off-site parking.
Tina M.Carr,Secretary,City Planning Commission
City Council will hold a public hearing on the aforesaid matters on September 19,2022,at
7:00 p.m.;or as soon thereafter as the matter may be heard,in the City Council Chamber,
fourth floor,Room 450,Noel C.Taylor Municipal Building,215 Church Avenue SW,
Roanoke,Virginia.All persons wishing to address City Council may sign-up online at
www roanokeva gov/council.In order to sign up,the form to speak before City Council
may be accessed under the tab"Sign Up Form to Speak Before Council"on the left of the
screen.Sign up forms must be received by noon on September 16,2021 In the event the
public hearing is conducted by electronic communication means due to the COVID-19
pandemic disaster,you will be notified by the City Clerk's Office For further information,
you may contact the Office of the City Clerk at(540)853-2541.
Cecelia F.McCoy,CMC,City Clerk
The City of Roanoke Board of Zoning Appeals will hold a public hearing on September
14,2022,at 1:00 p.m.,or as soon thereafter as the matters may be heard,to consider
the following application.All persons wishing to address the Board of Zoning Appeals
must sign-up with the Secretary to the Board of Zoning Appeals by emailing Rj&aRjgZp
roanokeva eov or by calling(540)853-1730 by noon,Friday,September 9,2022.Written
comments of interested persons will be received by the Secretary to the Board of Zoning
Appeals at pLaL3ning(@,roanokeva.gov on or prior to noon,Friday,September 9,2022.
Application by Atlas Tower 1,LLC,on behalf of L.G.Naff,for property located
at 3925 Melrose Avenue NW,bearing Official Tax Map No.2761412,zoned CN,
Commercial-Neighborhood District,for a special exception pursuant to Section 36.2-
315,Zoning,Code of the City of Roanoke(1979),as amended,to establish a wireless
telecommunications facility,not otherwise listed.
Tina M.Carr,Acting Secretary,City Board of Zoning Appeals
The City of Roanoke provides interpretation at no cost for all public meetings,upon
request.If you would like to request an interpreter,-please let us know at least 24 hours in
advance by calling(540)853-1283.
La Ciudad de Roanoke proporciona interpretacion sin costo por todas citas pbblicas,
previa solicitud.Si usted desea solicitar un int6rprete,haganoslo saber con al menos
24 horas de antelacion por llamar(540)853-1283.
Jiji la Roanoke linatoa huduma ya ukalimani bila malipo katika mikutano yote ya umma,
inapoombwa.Iwapo ungependa kuomba mkalimani,tafadhali tujulishe angalau saa
24 kabla kwa kupiga simu(540)853-1283.
t � 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
CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC
City Clerk Deputy City Clerk
September 8, 2022
Maryellen F. Goodlatte, Esquire
c/o Glenn Feldmann Darby & Goodlatte
P. O. Box 2887
Roanoke, Virginia 24001
Dear Ms. Goodlatte:
A public hearing has been advertised to be heard by the City Planning Commission
on Monday, September 12 at 1:30 p.m. in the City Council Chamber, fourth floor,
Room 450, Noel C. Taylor Municipal Building, 215 Church Avenue., S. W., Roanoke,
Virginia, in regard to the request of Virginia Transformer Corporation to rezone property
located at 207 Berkley Road, N.E, from Residential Single Family District to Light
Industrial District, with conditions. (See attached Public Hearing Notice).
Pursuant to provision of Resolution No. 25523 adopted by the Council of the City of
Roanoke on Monday, April 6, 1981, a public hearing also has been scheduled to be
held on Monday, September 19 at 7:00 p.m., pending formal action by the City
Planning Commission, which may be viewed on the City's webpage,
www.roanokeva.gov, under "Roanoke Planning Commission News", following its
meeting on Monday, September 12.
If you have questions regarding the Planning Commission public hearing, please
contact Tina Carr, Secretary to the City Planning Commission at (540) 853-1730.
Questions regarding the City Council public hearing may be directed to the City Clerk's
Office at (540) 853-2541.
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Enclosure
c: Tina Carr, Secretary to the City Planning Commission
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
CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC
City Clerk Deputy City Clerk
September 8, 2022
Dear Adjoining Property Owner and Interested Party:
A public hearing has been advertised to be heard by the City Planning Commission on
Monday, September 12 at 1:30 p.m. in the City Council Chamber, fourth floor, Room
450, Noel C. Taylor Municipal Building, 215 Church Avenue., S. W., Roanoke,
Virginia, in regard to the request of Virginia Transformer Corporation to rezone property
located at 207 Berkley Road, N.E, from Residential Single Family District to Light
Industrial District, with conditions. (See attached Public Hearing Notice).
Pursuant to provision of Resolution No. 25523 adopted by the Council of the City of
Roanoke on Monday, April 6, 1981, a public hearing also has been scheduled to be held
on Monday, September 19 at 7:00 p.m., pending formal action by the City Planning
Commission, which may be viewed on the City's webpage, www.roanokeva.gov, under
"Roanoke Planning Commission News", following its meeting on Monday, September 12.
This letter is provided for your information as an interested party and/or adjoining property
owner. If you have questions regarding the Planning Commission public hearing, please
contact Tina Carr, Secretary to the City Planning Commission at (540) 853-1730.
Questions regarding the City Council public hearing may be directed to the City Clerk's
Office at (540) 853-2541.
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Enclosure
c: Tina Carr, Secretary to the City Planning Commission
Adjoining Property Owners and Interested Parties
September 8, 2022
Page 2
pc: Virginia Transformer Corporation, 220 Glade View Drive, N. E., Roanoke, Virginia
24012
Cara D. Hite, 329 Stoneacre Drive, Vinton, Virginia 24179
AGAP Roanoke LLC, % Andover Properties LLC, New York, NY 10022
X... CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue,S.W.,Room 456
s Roanoke,Virginia 24011-1536
Telephone: (540)853-2541
Fax: (540)853-1145
E-mail: clerk@roanokeva.gov
CECELIA F.MCCOY,CMC
CECELIA T.WEBB,CMC
City Clerk Deputy City Clerk
September 21, 2022
Mr. Wallace I. Allen
Chair, Real Estate Department
High Street Baptist Church
2302 Florida Avenue, N. W.
Roanoke, Virginia 24017
Dear Mr. Allen:
I am enclosing copy of Ordinance No. 42462-091922 rezoning certain property located at
1433 Lafayette Boulevard, N. W., a portion of Official Tax Map No. 2450422, from
INPUD, Institutional Planned Unit Development District, to RM-1, Residential Mixed
Density District, and as set forth in the Zoning Amendment Application, dated July 25,
2022.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, September 19, 2022, and is in full force and effect
upon its passage.
Sincerely,
Cecelia F. McCoy, CMC
C U
City Clerk
Enclosure
pc: J. C. And Bessie O. Sanderson, 1579 Horseshoe Bend Road, Moneta, Virginia
24121
Lee Paris Graves, Jr., 1430 Lafayette Blvd, N. W., Roanoke, Virginia 24017
Bachia Development LLC, P. O. Box 6284, Roanoke, Virginia 24017
Loretta Whittington Jones, 1429 Lafayette Blvd, N. W., Roanoke, Virginia 24017
Trustees of High Street Baptist Church, 2302 Florida Ave, N. W., Roanoke,
Virginia 24017
The Honorable Brenda Hamilton, Circuit Court Clerk
Robert S. Cowell, Jr., City Manager
W. Brent Robertson, Assistant City Manager/
Jillian Papa Moore, Acting Director, Planning Building & Development
Timothy Spencer, City Attorney
Laura Carini, Assistant City Attorney
Susan Lower, Director of Real Estate Valuation
Luke Pugh, City Engineer
Tina Carr, Secretary, City Planning Commission
V�
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 19th day of September 2022.
No. 42462-091922.
AN ORDINANCE to rezone certain property located at 1433 Lafayette
Boulevard, N.W., a portion of Official Tax Map No. 2450422, from INPUD, Institutional
Planned Unit Development District, to RM-1, Residential Mixed Density District; and
dispensing with the second reading of this ordinance by title.
WHEREAS, Trustees of High Street Baptist Church, have made application to the
Council of the City of Roanoke, Virginia("City Council"), to have the property located at
1433 Lafayette Boulevard, N.W., a portion of Official Tax Map No. 2450422, rezoned
from INPUD, Institutional Planned Unit Development District to RM-1, Residential
Mixed Density District;
WHEREAS, the City Planning Commission, after giving proper notice to all
concerned as required by §36.2-540, Code of the City of Roanoke (1979), as amended,
and after conducting a public hearing on the matter, has made its recommendation to City
Council;
WHEREAS, a public hearing was held by City Council on such application at its
meeting on September 19, 2022, after due and timely notice thereof as required by §36.2-
540, Code of the City of Roanoke (1979), as amended, at which hearing all parties in
interest and citizens were given an opportunity to be heard, both for and against the
proposed rezoning; and
WHEREAS, this Council, after considering the aforesaid application, the
recommendation made to City Council by the Planning Commission, the City's
Comprehensive Plan, and the matters presented at the public hearing, finds that the public
necessity, convenience, general welfare and good zoning practice, require the rezoning of
the subject property, and for those reasons, is of the opinion that the hereinafter described
property should be rezoned as herein provided.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that:
1. Section 36.2-100, Code of the City of Roanoke (1979), as amended, and
the Official Zoning Map, City of Roanoke, Virginia, dated December 5, 2005, as
amended, be amended to reflect that a portion of Official Tax Map No. 2450422, located
at 1433 Lafayette Boulevard, N.W., be and is hereby rezoned from INPUD, Institutional
Planned Unit Development District to RM-1, Residential Mixed Density District, as set
forth in the Zoning Amendment Application dated July 25, 2022.
2. Pursuant to the provisions of Section 12 of the City Charter, the second
reading of this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk. --- - =
STATEMENT OF CONFLICT OF INTEREST
I Anita Price state that I have a personal interest in agenda item A, 2 of the
7:00 p.m. Council Meeting on September 19, 2022 regarding the Request of High
Street Baptist Church to rezone a portion of its property located at 1433 Lafayette
Boulevard, N.W., from Industrial Planned Unit Development to Residential
Mixed Density District, because I attend High Street Baptish Church and served
on the committee that filed the application to rezone this property. Therefore,
pursuant to Virginia Code Section 2.2-3112, I will refrain from participation in
this matter. I ask that the City Clerk accept this statement and ask that it be made
a part of the minutes of this meeting.
Witness the following signature made this 19th day of September 2022.
(Seal)
V� .
CITY COUNCIL AGENDA REPORT
To: Honorable Mayor and Members of City Council
Meeting: September 19, 2022
Subject: Application by Trustees of High Street Baptist Church to rezone an
approximately 12,054 square foot portion of 1433 Lafayette
Boulevard NW, Official Tax Map No. 2450422, from INPUD,
Institutional Planned Unit Development District, to RM-1 ,
Residential Mixed Density District.
Summary:
By a vote of 6-0 with Commissioner K. Hale absent, the Commission recommends
approval of the rezoning request, finding that the Application is consistent with
the City's Comprehensive Plan, Melrose Rugby Neighborhood Plan, and Zoning
Ordinance as the subject property will be used in a manner appropriate to the
surrounding area.
Application Information:
Request: Amending Institutional Planned Unit Development Plan
Applicant: Trustees of High Street Baptist Church
Owner: Trustees of High Street Baptist Church
City Staff Person: Karl Kleinhenz, City Planner II
Address: 1433 Lafayette Boulevard NW
Official Tax Nos.: 2450422
Site Area: Approximately 12,054 square feet
Relevant Plans: Melrose Rugby Neighborhood Plan
Proposed Land Use: Single Family Residential
Future Land Use: Institutional Planned Use Development
Filing Date: Original Application: July 25, 2022
Background:
High Street Baptist Church purchased property at 1433 Lafayette
Boulevard NW in 2001 . At the time of purchase, the property was
zoned RS-3: Residential Single-Family. In 2001 , the property was he
Policy/Action Plan Applicability to matter
interwoven Equity Comprehensive The use of the home will
Priority Three: Neighborhood Choice Plan', pg. 38 increase availability of
Policy 4: Develop varied and affordable housing choice.
affordable housing options in each
neighborhood
Livable Built Environment Comprehensive The existing single family
Priority One: Complete Neighborhoods Plan, pg. 79 home use is consistent with
Policy 1 : Develop all neighborhoods to surrounding neighborhood
be complete neighborhoods
Residential Development Policies: Melrose-Rugby The 1400 block of Lafayette
Established residential neighborhoods Neighborhood Boulevard NW is and
should retain their current character. Plan, pg. 34 established residential
Zoning should reinforce the neighborhood. This
maintenance of this character. rezoning action would allow
for the continuance of that
character
Comments on Application:
Planning Commission Work Session:
The following items were discussed in the Planning Commission Work Session.
These should be addressed for compliance with City policy and ordinances.
1) No comments.
Additional Comments: The following comments are provided for your
information only.
Planning Building and Development
1 ) The use or redevelopment of the property will need to comply with the
provisions of the subdivision and zoning ordinance including dimensional
standards, minimum street standards, and floodplain compliance.
2) The use and redevelopment will need to comply with the requirements
that may come from the building code in this change.
City Plan 2040 City of Roanoke. 2020
z Melrose-Rugby Neighborhood Plan City of Roanoke. 2002
3
Interdepartmental Comments:
General comments were provided from the Western Virginia Water Authority:
Information provide shows no impact to the existing WVWA utilities or
connections.
Public Comments:
One telephone call was received from an adjoining property owner, Ms.
Stephanie Moore, who is interested in purchasing the property.
Public Hearing:
No one from the public was present to speak at the public hearing.
Conclusions and Recommendations:
The proposed rezoning of a portion of Tax Map No. 2450422 is consistent with
the policies of City Plan 2040 and the Melrose-Rugby Neighborhood Plan. The
proposed change allows for flexibility of use of an existing single family
residential structure in a manner that is appropriate to the surrounding area.
5aAxl- �!
Sarah Glenn, Chair
City Planning Commission
Enclosure: Attachment A, Zoning District Map
Distribution: Robert S. Cowell, Jr., City Manager
W. Brent Robertson, Assistant City Manager
Jillian Papa Moore, Acting Director Planning Building & Development
Timothy Spencer, City Attorney
Laura Carini, Senior Assistant City Attorney
Trustees, High Street Baptist Church, c/o Mr. Wallace Allen
4
may
- � �'�ti ..., �2450207 23 04
ATTACHMENT A 2350411—
��;_ ._ �. �� �w
ZONING MAP EXCERPT '
1433 LAFAYETTE BLVD NW 245024K234126
A portion of Official Tax Map � � 2454227
� �` s �No.2450422 � 4511 26
50 15 24 2 450225 113
240116
K�m
` 2 0 9 502 240#15
� 4 224
Legend
O Subject Property MX(c)Mixed Use I Y
Conditions y Y
zoning2 50 4
MXPUD-M-xetl Use PI etl g� a - '
ZONING �UnitCev - 43 0501+°.
MXPUD()M' d Use
AD'.Airport Dev I�:I Plano dU 1D C ntlt �
AD(,)-Alryort Dev R-12.R Single Famdy - P 40 4 0
I.ICond tional h
-CG:Commercial General I=I R-12()'.Res Single Fam ry ,
toner 63
Condit.Cemmerc al General R-3'.R S gle Fam ly
s
�Contlltlonal -
R-3(c).R Single-Fainly
GLS.commercial Large Site I IConGFonal - -
CLS(c).Commem al Lerge 400 0
4 `
Site C ntlronal R-5 Re,5 gl Family �`1.w .
. merc R
CN' -`.�(c1=R Sain
gle Fly -�� 505 JYL11,
-'�
NetgGomhLorhocd al I� Conditional
-„-
40
CN,,Coinni.—iR-1.Res Single Famly - -� � - � X
Neighborhood Conditional R-7(c)Res 5 ogle Fam ly S 0506 1
C''Itilili
34 S
I_ Iconditions la 2450425
-D'.Downtown RA Res Agr cultural - ,�0 51
D(c)-Downtown Condit—al RA(c).R Ag II ral y 9
�I-1.Ugntlodushal I. Icendrc 1 J .� 04 ';. `a..- ey .Z ._ 2'94 52
Light Industrial RM-1'.Re,Mixed Density
-
Conditions I�Ico�ar)RMxed Dens
12 Heavy Industrial
30521
12(c).Meavy Industrial RM-2'Fee Mixed Density 4, 4 0 7 45 '� 550 � '^o-q g(
�DOndlNenal RM-2(cl-Ras Mixed Density � 2 04 [�. « - '-' 2 522
'IN.institutional I. ICond, 2 fY 3
�IN(,),Institutionalc atonal RMF R h M nr 43030 1Q 523
INPUD:institutional Planned RMF()R 4 M Itllamly 0 G
I�Unit Dev Conditional
INPUD(c) n t I spa R t d Open $�„z 24 4 42 1 340524
I.I Planned Unit 0 Conditional
WIL10 Indusnuil Planned Un t PIN ROS(c)R r n and 0 2340519
ev Open Splos Conditional .f
IPUD(c). tl t lel Planned UF.Urban Flex _243 4 ,113 2 - 40 5
Unit Dev Co atonal JF(c)'Urban Flex
MX Mixed Use Conditonal2
30 1 i
Fllodpli n Overlay F 032
furl
N 3 24303
23 2 90
0 50 100 200 Feet 0 3
1 inch=200 feet 3
on-ing
n
Department of Planning,Building and Development
Room 170,Noel C.Taylor Municipal Building
215 Church Avenue,S.W.
Roanoke,Virginia 24011 Click Here to Print
Phone: (540)853-1730
Filing Date:luly 25,2022 Submittal Number: original Application
Re"est(Solect all than apply):
❑x Rezoning,Not Otherwise Listed ❑Amendment of Proffered Conditions
❑ Rezoning,Conditional ❑Amendment of Planned Unit Development Plan
❑ Rezoning to Planned Unit Development ❑ Amendment of Comprehensive Sign Overlay District
❑ Establishment of Comprehensive Sign Overlay District
Property Information.-
Address: 1433 Lafayette Blvd.NW Roanoke,Virginia 24017
Official Tax No(s).: 2450422(A Portion oO
Existing ❑ Without Conditions Ordinance
Zoning: INPUD,Institutional Planned Unit Develop - ❑ With Conditions No(s).(If
❑ Planned Unit Development applicable):
Requested ❑x Without Conditions Proposed
Zoning: RM-1,Residential Mixed Density - ❑ With Conditions Land Use:
❑ Planned Unit Development
Prof Owner Information,.
Name: Trustees High Street Baptist Church Phone Number: 540-563-01
Addres 2302 Florida Avenue NW oanok ;'Virginia 24017 E-mail: HSBC925@aol.com
Pmoeny owners sig�wre: �
AAMIc-ant information (if different from owner):
Name: Phone Number:
Address: E-mail:
AWicanrs S9wft :
Authorized Anent Information(K aPplleable
Name: Phone Number:
Address: E-mail:
kftrmW Agents SignaAre:
Zoning Amendment
_ t n heCk-1-1--s
The following must be submitted for all applications:
Fx- Completed application form and checklist.
[x Written narrative explaining the reason for the request.
x Metes and bounds description,if applicable.
[x Filing fee.
For a rezoning not otherwise listed,the following must also be submitted:
r- Concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures.
For a conditional rezoning,the following must also be submitted:
F- Written proffers. See the City's Guide to Proffered Conditions.
Concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures. Please label as
F-
'development plan'if proffered.
For a planned unit development,the following must also be submitted:
rJ Development plan meeting the requirements of Section 36.2-326 of the City's Zoning Ordinance.
For a comprehensive sign overlay district,the following must be submitted:
F- Comprehensive signage plan meeting the requirements of Section 36.2-336(d)(2)of the City's Zoning Ordinance.
For an amendment of proffered conditions,the following must also be submitted:
Amended development or concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures,
if applicable.
F Written proffers to be amended. See the City's Guide to Proffered Conditions.
r- Copy of previously adopted Ordinance.
For a planned unit development amendment the following must also be submitted:
F- Amended development plan meeting the requirements of Section 36.2-326 of the City's Zoning Ordinance.
I- Copy of previously adopted Ordinance.
For a comprehensive sign overlay amendment,the following must also be submitted:
F- Amended comprehensive signage plan meeting the requirements of Section 36.2-336(d)of the City's Zoning Ordinance.
I-" Copy of previously adopted Ordinance.
Fora proposal that requires a traffic impact study be submitted to the City,the following must also be submitted:
[+ A Traffic Impact Study in compliance with Appendix B-2(e)of the City's Zoning Ordinance.
For a proposal that requires a traffic impact analysis be submitted to VDOT the following must also be submitted:
F- Cover sheet.
F- Traffic impact analysis.
F- Concept plan.
(- Proffered conditions,if applicable.
r- Required fee.
`An electronic copy of this application and checklist can be found at www.roanokova.gov/planningcommission. A complete packet must
be submitted each time an application is amended,unless otherwise specified by staff.
High Street Baptist Church
2302 Florida Avenue NW
Roanoke, Virginia 24017
Narrative
City of Roanoke
Rezoning Application
High Street Baptist Church is requesting the rezoning and sub-division of a parcel of real estate
in the Villa Heights Neighborhood located at 1433 Lafayette Boulevard NW Roanoke, Virginia.
The property is a 3 bedroom brick ranch house with a detached garage situated on a lot
approximately 60 X 190 feet and designated as points 11 through 14 to 25 to 11 on the
accompanying plan.
As background information,the church purchased the Lafayette Boulevard property in 2001. At
the time of purchase,the real estate was zoned Single Family Dwelling. After purchasing the real
estate in 2001,High Street Baptist Church applied to the City of Roanoke and received approval
to have the zoning classification changed from Single Family to Institutional Planned Unit
Development. In addition,this parcel was consolidated with the church's adjacent campus
located at 2302 Florida Avenue NW Roanoke,Virginia.
Since 2001, the church has used the Lafayette Boulevard property for single family rental
purposes, exclusively. As a result of the evolving nature and complexity of landlord—tenant
issues, church officials have decided to discontinue our status as a landlord and re-allocate our
resources to areas that more closely align with the mission of High Street Baptist Church. To
achieve this goal,the church seeks to have only this portion of parcel number 2450422 rezoned
to RM-1 to match the adjacent zoning, so that it can be sub-divided and ultimately placed on the
market for sale.
Based on the Villa Heights Neighborhood Plan, development in this area has been limited the
past twenty years with few empty parcels available for development. Single-family homes are
the predominant housing type in Villa Heights,therefore changing the status of this parcel back
to single family is entirely compatible with the characteristics of the neighborhood.
Homeownership is a positive attribute to a neighborhood and approval of this application would
provide an opportunity for an individual or family to acquire an asset and build equity through
home ownership.
Approval of this application would preserve an affordable unit of single family housing in the
Villa Heights Neighborhood, which is compatible with the City of Roanoke's Comprehensive
Plan to promote a Livable Built Environment and it would dovetail with City of Roanoke
policies to provide affordable housing for a growing and diverse population.
Finally, a change in the zoning classification for this parcel to single family status will be neutral
in terms of the traffic pattern, because it has been used as single family rental unit since 2001.
Respectfully,High Street Baptist Church request the approval of this application for rezoning
and sub-division of the Lafayette Boulevard property.
INSTRUMENT No.
a
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RESUBDIVISION
RESUBDIVISION PLAT
HIGH STREET BAPTIST CHURCH CALDWELL WHITE ASSOCIATES
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LOT A-1 54267 ACRES (136386 SF.) +zo3 MELR VENUE. NAI. P.O. BOX Bzso G
4G ROANOBE6 VIRGINIA 2401•-0280 C d d
LOT B 0.2767 ARES 12054 SF.) Telaphone:(840) 388-3400 Fax: (840) 388-BT02
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4203 MELROSE AVE.,N.W.
P.O.BOX 6260
ROANOKE,VIRGINIA 24017
PHONE(540)366-3400
FAX(540)366-8702
Description of Lot B
Resubdivision Plat for High St. Baptist Church
1433 Lafayette Boulevard,NW
City of Roanoke, VA
BEGINNING at an iron pin found in the easterly right of way of Lafayette Boulevard,NW, said
point being shown as Point No. 11 on Resubdivision Plat for High St. Baptist Church by
Caldwell White Associates dated 21 Mar. 2022 and being the corner of Lot 3&4, Block 17,
Survey No. 2, Villa Heights Corporation; Thence leaving Lot 3 and with the easterly right of
way line of Lafayette Boulevard, NW, N. 34'40'00" E., 60.00' to an iron pin found at Point No.
13; Thence leaving Lafayette Boulevard, NW, and with the southerly line of Bachia
Development, LLC, (Instrument No. 090003194), S. 55°20'00" E., 199.00' to Point No. 14;
Thence leaving the property of Bachia Development, LLC and with a new line through the
property of High St. Baptist Church, (D.B. 1632, Pg. 1492 & Instrument No. 010007844), S.
34040'00" W., 6.67' to an iron pin set at Point No. 21; Thence continuing with a new division
line S. 55°20'00" E., 5.00' to an iron pin set at Point No. 22; Thence continuing with a new
division line S. 34°40'00" W., 22.75' to an iron pin set at Point No. 23; Thence continuing with
a new division line N. 55°20'00" W., 5.00' to an iron pin set at Point No. 24; Thence continuing
with a new division line S. 34040'00" W., 30.58' to an iron pin set at Point No. 25; Thence with
the northerly line of Lot 3, Block 17, Survey No. 2, Villa Heights Corporation, N. 55°20'00"
W., 199.00' to Point No. 11, the Point of the Beginning, containing 0.2767 acres and being
further shown as Lot B on Resubdivision Plat for High St. Baptist Church dated March 21, 2022
by Caldwell White Associates and being a portion of the property conveyed to High St. Baptist
Church in D.B. 1632, Pg. 1492 and Instrument No. 010007844.
2 oao
ATTACHMENT A
- 2450207 23504
ZONING MAP EXCERPT
24502[
1433 LAFAYETTE BLVD NW x' K1�26
A portion of Official Tax Map ys 2150227No.2450422245iJ22824
50 15 45Q22 113
24 2 2
'17 2 b '1 24011 S
r
Legend " 'I
Subject Property Contlit Mixed Use `
ZoningPI
M '. se d 2
XPUDWald U 50 I k
ZONING �unaDy C 9.. 4050
AO'.Aip,rt Oey ^' MXPUD(c).M.ed Use
I� IPlanned Unit Da,Contlt I
AQ
ADO A,.rtDey 4. 40 rl�l 4 0
C nd tional R-12 R 5 ngle Fam I
R-12().R 3 ngk Fam ly w,yx i
CG'Commercal General "pit u�
1. Iconar
CG(c)'.Commerc al General
Conditional R-3'.Res Single-Family - 3
-
R-31c).R Sngle-Famly _CLS:Commercial Large Sit, I I Conditional
cLSF)Commercal Large - ;40504
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RECEIVED
SEP 12 RECD The Roanoke Times Account Number
CITY OF WANOKE Roanoke,Virginia 6011439
Affidavit of Publication
Date
CITY OF ROANOKE-PBD September 06,2022
Attn TINA CARR
215 CHURCH AVE
ROOM 166
ROANOKE,VA 24011
Date Category Description Ad Size Total Cost
09/15/2022 Legal Notices PUBLIC HEARINGS 2 x 8.00 IN 2,703.40
Publisher of the
Roanoke Times
I, (the undersigned)an authorized representative of the
Roanoke Times, a daily newspaper published in Roanoke, in the
State of Virginia, do certify that the annexed notice PUBLIC
HEARINGS was published in said newspapers on the following
dates:
08/30,09/06/2022
The First insertion being given ... 08/30/2022
Newspaper reference: 0001360678
Billing Representat
Sworn to and subscribed before me this 6th Day of September 2022
Notary Public
State of Virginia Kimberly Kay Harris
County of Hanover NOTARY PUBLIC
My Commission expires Commonwealth of Virginia
.356153
Commission Exp.Jan.31,2025
THIS IS NOT A BILL. PLEASE PAY FROM INVOICE. THANK YOU
PUBLIC HEARING NOTICE
Any public hearings advertised herein will be held in the City Council Chamber.fourth
floor.Room 450.Noel C.Taylor Municipal Building.215 Church Avenue SW.Roanoke.
Virginia.All persons shall be afforded an opportunity to speak and state their views
concerning all aspects of these matters.
Any applications will be digitally available for review online at hupOlmanokeva.sov/2019/
Commissions or may be obtained digitally by emailing planningla.roanokeva.g_ov.
If you arc a person with a disability who needs accommodations for any public hearings
advertised herein.please contact the Cit'Clerk's Office.(540)853-2541,by noon.Friday.
September 9.2022.
Cecelia F.McCoy.CMC.City Clerk
The City of Roanoke Planning Commission will hold a public hearing on September 12,2022.
at 1:30 p.m_or as soon thereafter as the matters may be heard,to consider the following
matters.All persons wishing to address the Planning Commission must sign-up with the
Secretary to the Planning Commission by emailing planning(aroanokeva gov or by
calling(540)853-1330 by noon.Wednesday.September 7.2022.Written comments of
interested persons will be received by the Secretary to the Planning Commission at
Planning(iuroanokeva.sov by noon.Wednesday.September 7.2022.
.Application by Trustees of High Street Baptist Church to rezone an approximately
12.054 square foot portion of 1433 Lafayette Boulevard NW.Official Tax Map No.2450422.
from 1NPUD.Institutional Planned Unit Development District.to RM-1,Residential
Mixed Density District.The land use categories permitted in the RM-1 District include
residential.accommodations and group livin&commercial.utilities.agricultural,and
accessory;with a minimum lot arca per dwelling unit of 3,500 square feet and no maximum
floor area ratio specified.The comprehensive plan designates the property for INPUT)use.
The proposed use of the portion of the property is single family dwelling.
Application by Virginia Transformer Corporation to rezone property located at
207 Berkley Road NE.Official Tax Map No.7050101;from R-5,Residential Single-
Family District.to 1-1.Light Industrial District.with conditions.The land use categories
permitted in the I-I District include residential:commercial:industrial:warehousing_
and distribution:assembly and entertainment_public.institutional and community:
transportation:utility:agricultural:and accessory:with no maximum density specified and
a maximum floor area ratio of 2.0.The comprehensive plan designates the property for
industrial use.The proposed use of the property is office and off-site parking.
Tina M.Carr.Secretary.City Planning Commission
City Council will hold a public hearing on the aforesaid matters on September 19.2022.at
7:00 p.m.,or as soon thereafter as the matter may be heard.in the City Council Chamber,
fourth floor,Room 450.Noel C.Taylor Municipal Building.215 Church Avenue SW.
Roanoke.Virginia.All persons wishing to address City Council may sign-up online at
www.roanokcva.eov/cc,unc6l.In order to sign up.the form to speak before City Council
may be accessed under the tab"Sign Up Form to Speak Before Council'on the left of the
screen.Sign up forms must be received by noon on September Ib.2022.In the event the
public hearing is conducted by electronic communication means due to the COVID-19
paodamc duaotct,you,dl be uouli d by the l)Ly CCizr,N Oliiea.Pw lur tbct imono:unm,
you may contact the Office of the City Clerk at(530)853-2541.
Cecelia F.McCoy,CMC,City Clerk
The City of Roanoke Board of Zoning Appeals will hold a public hearing on September
14,2021 at 1:00 p.m.,or as soon thereafter as the matters may be heard,to consider
the following application.All persons wishing to address the Board of Zoning Appeals
must sign-up with the Secretary to the Board of Zoning Appeals by emailing nlanningia
roanokeva.gov or by calling(540)853-1730 by noon.Friday,September 9,2022.Written
comments of interested persons will be received by the Secretary to the Board of Zoning
.Appeals at planning aaroanokeva.eov on or prior to noon,Friday.September 9.2022.
Application by Atlas Tower 1.LLC,on behalf of L.G.Naff,for property located
at 3925 Melrose Avenue NW,bearing Official Tax Map No.2761412,zoned CN.
Commercial-Neighborhood District.for a special exception pursuant to Section 36.2-
315,Zoning.Code of the City of Roanoke(1979),as amended,to establish a wireless
telecommunications facility,not otherwise listed.
Tina M.Carr,Acting Secretary.City Board of Zoning Appeals
The City of Roanoke provides interpretation at no cost for all public meetings,upon
request.If you would like to request an interpreter,please let us know at least 24 hours in
advance by calling(540)853-1283.
La Ciudad de Roanoke proporciona interpretaci6n sin costo per todas citas p6bticas,
previa solicitud.Si usted desea solicitar un interprets.h$ganoslo saber con al mends
24 horns do antelaci6n per Ilamar(540)853-1283.
Iiji la Roanoke linatoa huduma ya ukalimani bila malipo katika mikutano yote ya umma.
inapoombwa.Iwapo ungependa kuomba mkalimani.tafadhali tujulishe angalau saa
24 kabla kwa kupiga simu(540)853-1283.
—�Yy�.ri-�',=;3.���'y.r.:"::=*rWi+-'.ir'•.rr�✓�...��s�`r:�-=.rr-Siu n=
PUBLIC HEARING NOTICE
Any public hearings advertised herein will be held in the City Council Chamber,fourth
floor,Room 450,Noel C.Taylor Municipal Building,215 Church Avenue SW,Roanoke,
Virginia.All persons shall be afforded an opportunity to speak and state their views
concerning all aspects of these matters.
Any applications will be digitally available for review online at httl2s://roanokeva.gov/2
Commissions or may be obtained digitally by emailing Qlanningaa roanokeva.gov.
If you are a person with a disability who needs accommodations for any public hearings
advertised herein,please contact the City Clerk's Office,(540)853-2541,by noon,Friday,
September 9,2022.
Cecelia F.McCoy,CMC,City Clerk
The City of Roanoke Planning Commission will hold a public hearing on September 12,2022,
at 1:30 p.m.,or as soon thereafter as the matters may be heard,to consider the following
matters.All persons wishing to address the Planning Commission must sign-up with the
Secretary to the Planning Commission by emailing olanningoLQanokeva.gov or by
calling(540)853-1330 by noon,Wednesday,September 7,2022.Written comments of
interested persons will be received by the Secretary to the Planning Commission at
planing(oanokeva.gov by noon,Wednesday,September 7,2022.
Application by Trustees of High Street Baptist Church to rezone an approximately
12,054 square foot portion of 1433 Lafayette Boulevard NW,Official Tax Map No.2450422,
from INPUD,Institutional Planned Unit Development District,to RM-1,Residential
Mixed Density District.The land use categories permitted in the RM-1 District include
residential,accommodations and group living,commercial,utilities,agricultural,and
accessory,with a minimum lot area per dwelling unit of 3,500 square feet and no maximum
floor area ratio specified.The comprehensive plan designates the property for INPUD use.
The proposed use of the portion of the property is single family dwelling. .
Application by Virginia Transformer Corporation to rezone property located at
207 Berkley Road NE,Official Tax Map No.7050101,from R-5,Residential Single-
Family District,to I-1,Light Industrial District,with conditions.The land use categories
permitted in the I-1 District include residential;commercial;industrial;warehousing
and distribution;assembly and entertainment;public,institutional and community;
transportation;utility;agricultural;and accessory;with no maximum density specified and
a maximum floor area ratio of 2.0.The comprehensive plan designates the property for
industrial use.The proposed use of the property is office and off-site parking.
Tina M.Carr,Secretary,City Planning Commission
City Council will hold a public hearing on the aforesaid matters on September 19,2022,at
7:00 p.m.;or as soon thereafter as the matter may be heard,in the City Council Chamber,
fourth floor,Room 450,Noel C.Taylor Municipal Building,215 Church Avenue SW,
Roanoke,Virginia.All persons wishing to address City Council may sign-up online at
www roanokeva gov/council.In order to sign up,the form to speak before City Council
may be accessed under the tab"Sign Up Form to Speak Before Council"on the left of the
screen.Sign up forms must be received by noon on September 16,2022.In the event the
public hearing is conducted by electronic communication means due to the COVID-19
pandemic disaster,you will be notified by the City Clerk's Office.For further information,
you may contact the Office of the City Clerk at(540)853-2541.
Cecelia F.McCoy,CMC,City Clerk
The City of Roanoke Board of Zoning Appeals will hold a public hearing on September
14,2022,at 1:00 p.m.,or as soon thereafter as the matters may be heard,to consider
the following application.All persons wishing to address the Board of Zoning Appeals
must sign-up with the Secretary to the Board of Zoning Appeals by emailing Tann'
roanokeva.gov or by calling(540)853-1730 by noon,Friday,September 9,2022.Written
comments of interested persons will be received by the Secretary to the Board of Zoning
Appeals at nlanninnokeva.gov on or prior to noon,Friday,September 9,2022.
Application by Atlas Tower 1,LLC,on behalf of L.G.Naff,for property located
at 3925 Melrose Avenue NW,bearing Official Tax Map No.2761412,zoned CN,
Commercial-Neighborhood District,for a special exception pursuant to Section 36.2-
315,Zoning,Code of the City of Roanoke(1979),as amended,to establish a wireless
telecommunications facility,not otherwise listed.
Tina M.Carr,Acting Secretary,City Board of Zoning Appeals
The City of Roanoke provides interpretation at no cost for all public meetings,upon
request.if you would like to request an interpreter,please let us know at least 24 hours in
advance by calling(540)853-1283.
La Ciudad de Roanoke proporciona interpretation sin costo por todas citas ptibnos
previa solicitud.Si usted desea solicitar un int6rprete,haganoslo saber con al me
nos
24 horas de antelaci6n por llamar(540)853-1283.
Jiji la Roanoke linatoa huduma ya ukalimani bila malipo katika mikutano yote ya umma,
inapoombwa.Iwapo ungependa kuomba mkalimani,tafadhali tujulishe angalau saa
24 kabla kwa kupiga simu(540)853-1283.
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue,S.W.,Room 456
w s Roanoke,Virginia 24011-1536
Telephone: (540)853-2541
Fax: (540)853-1145
CECELIA F.MCCOY CMC E-mail: clerk@roanokeva.gov
CECELIA T.WEBB,CMC
City Clerk Deputy City Clerk
September 8, 2022
Mr. Wallace I. Allen
Chair, Real Estate Department
2302 Florida Avenue, N. W.
Roanoke, Virginia 24017
Dear Mr. Allen:
A public hearing has been advertised to be heard by the City Planning Commission
on Monday, September 12 at 1:30 p.m. in the City Council Chamber, fourth floor,
Room 450, Noel C. Taylor Municipal Building, 215 Church Avenue., S. W., Roanoke,
Virginia, in regard to your request to rezone an approximately 12,054 sq. ft. portion of
1433 Lafayette Boulevard, N. W., from Institutional Planned Unit Development District to
Residential Mixed Density District. (See attached Public Hearing Notice).
Pursuant to provision of Resolution No. 25523 adopted by the Council of the City of
Roanoke on Monday, April 6, 1981, a public hearing also has been scheduled to be
held on Monday, September 19 at 7:00 p.m., pending formal action by the City
Planning Commission, which may be viewed on the City's webpage,
www.roanokeva.gov, under "Roanoke Planning Commission News", following its
meeting on Monday, September 12.
If you have questions regarding the Planning Commission public hearing, please
contact Tina Carr, Secretary to the City Planning Commission at (540) 853-1730.
Questions regarding the City Council public hearing may be directed to the City Clerk's
Office at (540) 853-2541.
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Enclosure
c: Tina Carr, Secretary to the City Planning Commission
z,
t 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
CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC
City Clerk Deputy City Clerk
September 8, 2022
Dear Adjoining Property Owner and Interested Party:
A public hearing has been advertised to be heard by the City Planning Commission on
Monday, September 12 at 1:30 p.m. in the City Council Chamber, fourth floor, Room
450, Noel C. Taylor Municipal Building, 215 Church Avenue., S. W., Roanoke,
Virginia, in regard to a request by the Trustees of High Street Baptist Church to rezone
an approximately 12,054 square foot portion of 1433 Lafayette Boulevard, N. W., from
Institutional Planned Unit Development District to Residential Mixed Density District. (See
attached Public Hearing Notice).
Pursuant to provision of Resolution No. 25523 adopted by the Council of the City of
Roanoke on Monday, April 6, 1981, a public hearing also has been scheduled to be held
on Monday, September 19 at 7:00 p.m., pending formal action by the City Planning
Commission, which may be viewed on the City's webpage, www.roanokeva.gov, under
"Roanoke Planning Commission News", following its meeting on Monday, September 12..
This letter is provided for your information as an interested party and/or adjoining property
owner. If you have questions regarding the Planning Commission public hearing, please
contact Tina Carr, Secretary to the City Planning Commission at (540) 853-1730.
Questions regarding the City Council public hearing may be directed to the City Clerk's
Office at (540) 853-2541.
Sincerely,
Cecelia F. McCoy, CMC
City Clerk
Enclosure
c: Tina Carr, Secretary to the City Planning Commission
Adjoining Property Owners and Interested Parties
September 8, 2022
Page 2
pc: J. C. And Bessie O. Sanderson, 1579 Horseshoe Bend Road, Moneta, Virginia
24121
Lee Paris Graves, Jr., 1430 Lafayette Blvd, N. W., Roanoke, Virginia 24017
Bachia Development LLC, P. O. Box 6284, Roanoke, Virginia 24017
Loretta Whittington Jones, 1429 Lafayette Blvd, N. W., Roanoke, Virginia 24017
Trustees of High Street Baptist Church, 2302 Florida Ave, N. W., Roanoke, Virginia
24017
i
i
BESTPITCH
ROANOKE CITY COUNCIL
RECESSED SESSION
(CITY COUNCIL STRATEGIC WORKSHOP)
SEPTEMBER 29, 2022
8:30 A.M.
CITY COUNCIL CHAMBER
215 CHURCH AVENUE, S. W.
BERGLUND HALL
THE BERGLUND CENTER
710 WILLIAMSON ROAD, N. E.
AGENDA
1. Open Meeting in City Council Chamber. All present.
2. Welcome and Opening Remarks — Mayor Sherman P. Lea, Sr.
3. A communication from Vice-Mayor Patricia White-Boyd, Chair, City Council
Personnel Committee, requesting that Council convene in a Closed Meeting to
discuss a personnel matter, being the annual performance of a Council-Appointed
Officer, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended.
(7-0)
4. Capital Improvement Projects Tour.
Justice Center— Juvenile and Domestic Courts
Transit Center
Public Works Service Center
Sunrise-Oakland Avenue
Upper Washington Park
Lower Washington Park
Roanoke River Greenway— Bridge the Gap/Bridge Street Trailhead
Richardson Wayland
Brandon Avenue Paving
Ramada Inn Acquisition and Demolition
River's Edge
1
5. Reconvene at The Berglund Center at 12:00 p.m. or as soon thereafter as the tour
ends. Reconvened at 12:30 p.m.
6. Homelessness and Housing in Roanoke and the Community Response.
7. Council Discussion by Mayor and Members of Council.
8. Next Steps and Preview for day two.
9. Recessed for Closed Meeting - 4:54 p.m.
10. Reconvened—6:30 p.m. Certification of Closed Meeting(5-0, Council Members
Moon Reynolds and Sanchez-Jones were not present when the vote was
recorded.)
11. Recessed — 6:32 p.m.
2
ROANOKE CITY COUNCIL
RECESSED SESSION
(CITY COUNCIL STRATEGIC WORKSHOP)
SEPTEMBER 30, 2022
8:30 A.M.
HOTEL ROANOKE AND CONFERENCE CENTER
MONROE CONFERENCE ROOM
110 SHENANDOAH AVENUE, N. E.
AGENDA
1. Call to Order— Roll Call. All present.
2. Welcome and Opening Remarks — Mayor Sherman P. Lea, Sr.
3. Strategic Plan Discussion.
4. Wrap Up/Next Steps.
5. Adjourned — 4:17 p.m.
3
=^ CITY OF ROANOKE
CITY COUNCIL
»� 215 Church Avenue,S.W.,Suite 456
t Roanoke,Virginia 24011-1536
Telephone: (540)853-2541'
Fax: (540)853-1145
SHERMAN P.LEA,SR. E-mail: clerkCaroanokeva.gov Council Members
Mayor William D.Bestpitch
Joseph L.Cobb
Anita J.Price
Stephanie Moon Reynolds
Vivian Sanchez-Jones
Patricia White-Boyd
September 29, 2022
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mayor Lea and Members of Council:
I wish to request a Closed Meeting to discuss the annual performances of the Council-
Appointed Officers, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as
amended.
Sincerely,
Patricia White-Boyd, Chair
City Council Personnel Committee
PWB:ctw
City Council Strategic Planning Retreat
CIP Summary - Public Works Managed Projects
City of Roanoke, FY20-FY23
Capital/Annual Paving Program
Fiscal Year Legend Lane Mlles Total Cost
Paved
Legend/Type of Project FY20 52 S4.1 91,812 30
36
Stormwater FY21 -- 47 $4,456,249.37
Engineering ------ ---_-- "
^:li Transportation FY22 46 $3,357,937.14
35
• FY23 S6 S 6,12 3,114 3.50
Other Capital Projects
34 9 Cost Project FY Project Name status Complete Map Label
$15,000,000 2020 Blue Hills Communication Center E91 1) Design •
\ $2,384,000 2023 Glade Creek Stream Restoration Complete
3
' \\ 26 $2,900,000 2021 Blue Hills Drive Extension(Deschutes)Tinker
Complete
p� $7,928 2020 HSIP Flashing Yellow Arrow •
54.300,000 2023 Tinker Creek Greenway
Construction
" $990,000 2022 Templeton Avenue NE Storm Drain Infrastructure and Complete
Bioretention Facility Improvements •
Construction
45,500,000 2022 Public Works Service Center Improvements Complete
4��30 7 S1.800,000 2021 Huntington Curb,Gutter&Sidewalk
Complete
$11,030 2020 PSAP Complete
27 i k=Z S9,500$520,0 2020 FYI Sam HSIP-Rectangular Rapid Flashing Beacon p
28 Complete
5520,000 2022 Sample
and AssociatedrtCurb,Gutters and rSidewalk p
Improvements •
$17,000,000 2023 CRTC Transit Station Construction Complete 81,800,000 2021 J&DR Court/Sheriff Security Renovation p
$500,000 2020 Jefferson/Church Streetscape(MAST General) Complete Complete 0
� $300,000 2021 South Roanoke Library Ebranch
4 54,800,000 2023 Ramada Inn Acquisition and Demolition Construction
10 5600,000 2020 Franklin Road Pedestrian Improvements Complete
J \ Complete
$7,000,000 2020 Colonial Avenue Street Improvements(VWCC) p
! � 4530,000 2021 Sweetbrier Road SW Storm Drain Infrastructure and Associated Complete
1 Curb,Gutter,and Sidewalk Improvements •
221 ` $270,000 2022 Deyerle Road SW Storm Drain Infrastructure and Channel Complete
21 j 6 Improvements
Z),'.<- $750,000 2021 Windsor Road SW Storm Drain Infrastructure Improvements Complete
2 $501,000 2021 Lakecrest&Greenlee SW Storm Drain Infrastructure Complete
/5Improvements
'..� Construction 24
$800,000 2021 Roanoke River Greenway-Barnhardt Creek Crossing Complete 23
16,500,000 2023 Roanoke River Greenway-BTG Complete 25
1 1 $7,100,000 2021 Fire Station 7
$1,410,000 2022 OaklandSunrise Avenue& Boulevard ttStorm Road,Drain Construction
Infrastructure and Associated Curb,Gutter, and
Sidewalk Improvements
5670,000 2021 Washington Park Stream Restoration Complete
$101,984 2020 FYI-Bicycle and Pedestrian Safety Improvement construction
y •
S200,000 2021 Gainsboro Library Renovation Complete
Construction
\ $765,000 2022 Acquisition and Demolition of former Cee Breeze complete
/\ $1,900,000 2022 Melrose Ave Streetscape
5285,000 2020 Graybill Road NE Storm Drain Infrastructure and Associated Complete
Work
$4,900,000 2023 Meadowbrook DAC Constructed Wetland Design 33
$1,020,000 2021 Cove Road&abnsbDrive
W Storm Drain Infrastructure
f astructure Complete 34
and
Improvements
$405,000 2020 Highland Farm Stream Restoration Complete
$682,000 2021 Lick Run at RRAC Stream Restoration Complete •
Label Project Name FY Status Park Label Project Name FY Status Park
CityCit Council Strategic Planning Retreat 1 Parking Lot Paving 2020 Complete East Gate 28 Playground 2023 Complete Garden City
9 g 2 Playground 2023 In Progress East Gate Replacement
CIP Summary - Parks and Recreation Projects Replacement 29 ADA Bench Pads 2023 In Progress Mill Mountain
3 Virtual Learning 2021 Complete Preston 30 Guardrail Replacement 2023 In Progress Mill Mountain
City of Roanoke, FY20-FY2 3 Upgrades in Rec 31 Invasive Species 2023 In Progress Mill Mountain
Center Removal
4 Tennis Court to 2021 Complete Preston 32 Shoulder Paving and 2023 In Progress Morningside
Futsal/Tennis Court Guardrail along Morgan
Conversion Ave
5 Basketball Court 2023 In Progress Preston 33 ADA Interior Park Path 2023 In Progress Morningside
Renovation Connections to
6 Tennis Court to 2023 In Progress Thrasher Community Garden
Futsal Court 34 Parking Lot Paving 2021 Complete Piedmont
f Conversion
i 35 Parking Lot Paving 2021 Complete Fishburn
7 Mass Tree Planting 2023 In Progress Various
36 Playground 2023 In Progress Fishburn
8 Rec Center 2023 In Progress Eureka
Replacement
Redevelopment
37 Landscaping Update 2023 In Progress
9 Basketball Court 2023 In Progress Horton Freedom
Plaza
Renovation
10 Athletic Field 2023 Complete Huff Lane 38 Virtual Learning 2021 Complete Grandin
P Upgrades in Rec Center Court
Upgrades
Progress Huff Lane 39 Parking Lot Paving 2021 Complete GrandCourt n
11 Tennis,Basketball, 2023 In Pro
9 Court
Roller Hockey Court
Renovation 40 Basketball and Tennis 2021 Complete Highland
Court Renovation
12 Shelter Lighting 2023 In Progress Kennedy
41 New Plaza Construction 2021 Complete Liz
lcher
13 Road Crossing 2023 In Progress Lick RunPlaza
Signage and Greenway
Crosswalk 42 Parking Lot Paving 2023 In Progress Mountain
Improvements View
14 Basketball Court 2023 In Progress Melrose 43 ADA Path through 2023 In Progress Mountain
Renovation Garden View
15 Playground 2023 In Progress Staunton 44 Basketball and Tennis 2023 In Progress Raleigh Court
'I Replacement Court Renovation
16 Playground 2023 In Progress Strauss 45 Playground 2022 Complete Raleigh Court
Replacement Replacement
17 Pool Redevelopment 2023 In Progress Washington 46 Northside 2020 Complete River's Edge
18 Tennis Court to 2022 Completed Washington Redevelopment Phase I
Basketball Court 47 North Side 2023 In Progress River's Edge
_ Conversion Redevelopment Phase II
19 Playground 2022 Completed Washington 48 Playground 2022 Complete River's Edge
Replacement Replacement
20 Tennis Court 2023 In Progress Belmont 49 Athletic Field Upgrades 2023 In Progress River's Edge
Renovation 50 Centerline Marking 2021 Complete Roanoke
- 21 Playground 2023 In Progress Belmont River
Replacement Greenway
k '# 22 Step Repair to 2023 In Progress Belmont 51 Landscaping 2023 In Progress Roanoke
- Baseball Field Improvments on Smith River
,,. Park Section Greenway
23 Basketball Court 2021 Completed Fallon
Renovation 52 Parking Lot Paving 2021 Complete Shrine Hill
24 Athletic Field 2023 In Progress Fallon 53 Tennis Court Renovation 2023 In Progress Shrine Hill
Upgrades 54 Portable Half Pipes for 2021 Complete Wasena
25 Park Road and 2023 In Progress Fallon Skateboarding
Parking Lot Paving 55 Athletic Field Upgrades 2022 Complete Wasena
Project Funding Source 26 Green Surface Paint 2023 In Progress Garden City 56 Parking Lot Paving 2022 Complete Wasena
ARPA on Driveway Greenway 57 Playground 2022 Complete West End
Crossings
CARES
Homelessness Response
Community Framework
City of Roanoke - City Council Retreat
September 29, 2022
Who We Are
Paula Prince
Radford University - Carillon, BRICH Chair
Hope Browning
City of Roanoke, HUD Community Resources
Matt Crookshank
City of Roanoke, CoC Chair
Alison Jorgensen
VP of Planning, Council of Community Services
What is
the
Continuum o
Care?.
"Continuum of Care" is a geographically based entity that
carries out the planning and Local funding priority
responsibilities of the HUD Continuum of Care Program. The
CoCp romotes community-wide commitment to the goal of
ending homelessness. The program provides funding for
efforts to quickly rehouse homeless individuals and families
while minimizing the trauma and dislocation caused by
homelessness.
Source: HUD Exchange
BRICHicies & Procedu Nominating
(Blue Ridge Interagency Council on Homelessness)
Ranking
CoC
Point-in-Time &
.d
OReview
Agency/ PLanninga
•
Applicant
(Continuum of Care) HMIS (City of Roanoke) (CCS) Members
Lead Agency
s, M, °' m ittees & Work rou s
Standing Committees
Community Engagement Workgroup
Data & Perfromance Community Case Review
Coordianted Entry
Housing Stability
Training
Blue Ridge Continuum of Care (CoC)
• The City of Roanoke is the CoC Lead for the Blue Ridge CoC
• CoC service area includes 7 localities: the cities of Covington, Roanoke, and Salem; Counties
of Alleghany, Botetourt, Craig, and Roanoke
• Role of the Continuum of Care: To convene partners to develop and operate a coordinated
homeless response system, strategic planning, coordinate funding applications, oversight of
CoC activities, partnership development, advocacy
• Membership is comprised of leadership at service provider organizations and other
community stakeholders
• The City of Roanoke contracts with the Council of Community Services to assist with CoC
planning activities
Blue Ridge on Homelessness (BRICH )
• Governing Board of the CoC Blue Ridge
Continuum of Care
Service Area
• Housed at the Roanoke Valley-Alleghany Regional CAyofCovingion
Commission
Alleghany County
i
• Role of the BRICH: primary decision-making group
Elol®tOUrt COUn(y
and oversight board of the CoC, sets policy cta,gcounty
priorities through strategic planning, conducts bi-
annual Point-in-Time Count City
o`S
aim Cme,
Roanok
• Membership includes representatives from local R"�County
M
government, businesses, the faith community, W E
5
colleges, school systems
u 10 15 20
MtIK v
h11p VeDyM W IM BWp RgIyQ IMeI'J{pniy C. Mbm.plMli.MMth 2016
i
IN I N G
trate cPlann*ing
• The Blue Ridge Interagency Council on Homelessness (BRICH) and Continuum of Care (CoC) develop a
strategic plan every 3 years (with annual updates)
• Strategic planning ensures community work is aligned with best practices and State and Federal priorities
• Incorporates system-level performance metrics
• Plans are developed through feedback from community stakeholders and service consumers through surveys
and focus groups
• Has resulted in a reduction in overall homelessness since 2012
ing Guiding Principles
Strategic
11�
0
Prioritization of the Low-barrier Housing First Person-Centered
Most Vulnerable Orientation
O
__%
_x
Standardized Access Inclusive Informed by
and Assessment Local Planning
The current plan includes work in four focus areas:
Community Engagement, Data and Performance, Coordinated System, and Housing Stability.
Co
ordinated Services
:(.At-
E NERGEW
Targeted Homelessness Prevention ,Upkjjer "0 ltk-,-
(TAP) low LIFE WWI
Council of Community Services,Total Action for Progress
• Coordinated through Central Intake ,.0("�WtlARS own
Street Outreach
4
City of Roanoke Homeless Assistance Team (HAT),
The Least of These Ministries, Blue Ridge Behavioral Healthcare,
ve
Salem VA Medical Center, Rescue Mission FraLin Clinic
Emergency Shelter
Rescue Mission,Trust House, Family Promise of Greater Roanoke,
Salvation Army Turning Point,TAP Domestic Violence Services,
SafeHome Systems (Covington)a fto AL-
Rapid Rehousing (RRH)
Council of Community Services,TAP SSVF
Permanent Supportive Housing (PSH)
ARCH Roanoke, Salem VAMC, Blue Ridge Behavioral Healthcare
W'Ienter oin - in =T*ime Data
216 total individuals counted on a single night - January 26, 2022
Trends
•
61.5% reduction in overall homelessness since 2012 (561)
• 73.6% reduction in Veteran homelessness since 2012 (72)
• 81.2% reduction in chronic homelessness since 2012 (149)
• 77.3% reduction in family homelessness since 2012 (132)
•
61.5% reduction in overall homelessness since 2012 (number)
•
153% increase in unsheltered homelessness since 2019 (15)
Rw
a
,u
e
Data Collection and Performance Monitoring
The community uses a shared database — the Homeless Management Information System (HMIS),
to record service transactions and monitor project and system-level performance
t7
the HMIS Lead a enc for the community
• Council of Community Services is g Y
• 100% of our community's emergency shelter beds utilize HMIS — all Rapid Rehousing (RRH)
projects and most Permanent Supportive Housing (PSH) are covered in the system
• The s stem is used by the Salem VA Medical Center to allow the community to track the use of
Y
HUD-VASH Vouchers
• Flexibility in adding new partners to better capture the wide array of services being provided and
to better monitor system performance
for SuOpportunities pport
• Assistance with engaging other localities in regional solutions
• Regional planning to address the shortage of affordable rental housing
• Engage the business community - invite to participate in regional solutions
• Help message the work being done in the community and ongoing challenges
Contact
Dr. Paula Prince Blue Ridge
Radford University-CariLion, BRICH Chair Continuum of Care
A Pla,,W Cull f Io,II,
ppri�nce2_ )radford.edu
Hope Browning
City of Roanoke, HUD Community Resources
hope browning(a)roanokeva.gov
Matt Crookshank
City of Roanoke, CoC Lead
matthew crookshank(cD roanokeva.gov
Alison Jorgensen
Council of Community Services,VP of Planning
alisonj(@councilofcommunityservices.org
mop, a
Homelessness Response — Unsheltered Homelessness
CITY OF ROANOKE — CITY COUNCIL RETREAT
SEPTEMBER 29 , 2022
�
Presenters t
Blue Ridge
Continuum of Care
A Place to Call Hone
Matt Crookshank, City of Roanoke
Pam Milkowski, Roanoke Rescue Mission
Dawn Sandoval, The Least of These Ministry
Melissa Woodson, Roanoke Area Ministries (RAM)
Ronnie Moore, Service Consumer
What is Unsheltered- Homelessness? (na).4
Blue Ridge
Continuum of Care
HUD Literally Homeless Category 1 : Individual or family
who lacks a fixed, regular, and adequate nighttime
residence, meaning:
• Has a primary nighttime residence that is
k
a public or private place not meant for � r
human habitation
3
Unsheltered Homelessness ne
Blue Ridge
Continuum of Care
• Disproportionately chronically homeless with known and unknown
disabilities
• Often the hardest to serve in our service system
• Usually elect to stay outside due to mental health and/or substance use.
Other reasons include past trauma, anxiety, public health concerns, pets,
etc.
• There is frequently a lack of access to healthcare
• coverage/self medication _ vu _._.
• Disengaged from community services
• Often takes multiple attempts at contact to engage
and build rapport
4
Trends in Unsheltered Homelessness ''r'
Blue Ridge
Continuum of Care
• Unsheltered homelessness has increased nationally over the last five
years — 2019 was first year more individuals were counted as unsheltered than
sheltered in nationwide PIT.
• Rates of substance use, untreated mental illness in the community have increased
dramatically— these trends are reflected in individuals experiencing unsheltered
homelessness in our community
• Unsheltered Point-in-Time (PIT) Count has increased 153% since beginning of the COVID-
19 pandemic. Ninety-one (91 ) unsheltered individuals counted in Summer 2022 PIT
• Currently 138 individuals on our community unsheltered By-Name List — these are
individuals who have had contact with HAT within last 90 days
5
BLUE RIDGE CONTINUUM OF CARE
IME COMPARISON
SUMMER POINT-IN-TIME Ilk
The 2022 Summer Point-in-Time count was conducted in the early morning hours of 5. j
Blue Ridge
Thursday, July 21st. Teams of staff from various homeless-serving organizations, Continuum of Care
Radford-Carilion School of Medicine volunteers, and local law enforcement officers
canvassed the downtown Roanoke area and other known areas of unsheltered homeless. Data was
also collected from local shelters.
300
200
100
2019 (267)* 2021 (198) 2022 (91)**
*Due to COVID-19,the 2020 Summer Point-in-Time did not take place.
**Final"sheltered"numbers are not available at this time.
5
For more information on the Blue Ridge Continuum of Care,visit end homelessnessbl ueridge.org COUNCIL OF
All data from Point-In-Time and the Blue Ridge Community Assistance Network's Homeless Management Information System(HMIs) COMMUNITY
SERVICES
ik
*U
Community Response Blue Ridge
Continuum of Care
• Multi-disciplinary outreach: HAT, The Least of These Ministries, Fralin Free
Clinic, Salem VA Medical Center, Blue Ridge Behavioral Healthcare,
Roanoke City-Alleghany Health Districts, Downtown Ambassadors
• Bi-weekly unsheltered By-Name List case conferencing
• Homeless Preference with the City of Roanoke Redevelopment and Housing
Authority
• Raid Re-Housing housing navigator dedicated to unsheltered
• Collaboration
Homeless Assistance Team (HAT)
Program Outputs Since January 2022 Blue Ridge
Continuum of Care
•
171
497 new/re-enrollment intakes completed
• 3,146 case management contacts with 642 unduplicated clients
• 166 individuals transported and assisted with obtaining birth certificates
•
120 individuals transported and assisted with obtaining picture IDs
•
135 individuals referred to RRHA for housing vouchers (EHV, HCV and Mainstream)
• 60 individuals with vouchers housed
• 4 individuals housed through traveler's assistance family reunification
•
132 individuals housed with all resources (RRHA, RRH, PSH and family reunification) a
— 98 housed in all of CY 2021
• 52% exited to permanent housing destinations
• HAT Case Manager certified as Notary Public
• HAT Case Manager certified as Housing Quality Standards (HQS) Inspector
8
Community Work since January 2022
Blue Ridge
Continuum of Care
Roanoke Area Rescue Mission Fralin
Ministries (RAM) Clinic
• 86 households housed with • 89 unduplicated patients
security deposit assistance, served
assistance with application • Services provided include
fees medical care, psychiatric
• 10% increase in day
shelter utilization services, dental care and
• 19% increase in demand optometry services
for meal services
' RES UE MISSION
. ., ministries
411.RAM HOUSE9
The Least of These Ministry (TLOT)
Blue Ridge
Continuum of Care
Program Outputs for CY 2022
• 2,293 individuals served with
showers/laundry/supplies/meals.
• 298 individuals utilized the warming bus from
1 2022 thru 32022.
• 2,340 individuals served via ministry outreach w p
vehicle.
• 16 individuals housed in permanent housing
through TLOT.
• 24 households provided with furniture ands:,
household items for newly secured housing. " "�•�
+
• 72 individuals utilized locker system.
� c
r a
Ae Lutst of Aeu Ministm
Fralin Clinic Medical Outreach a
Blue Ridge
Continuum of Care
�K 41 M�
�S.anyP,"$F
Y.
# s
M, a
k° w
n
o
o-zl
1'I
Unsheltered Challenges Blue Ridge
Continuum of Care
• Lack of affordable housing (RVARC study reports a deficit of 3,000 affordable
housing units in the City of Roanoke for households at 30% AMI)
• Developing rapport and trust takes time and consistent investment by outreach staff
• Service hesitation/resistance — unsheltered individuals
• Service hesitation/resistance — community partners (barriers with ECO process,
emergency medical response, police response, hospital discharge process)
• Staff capacity (burnout, turnover, inability to fill positions)
• Challenges with providing adequate supportive services for hardest to serve (those
with limited life skills and/or inability to live independently)
• Need for additional, local substance use treatment options
12
Permanent Solutions — Housing Not
Blue Ridge
• Increasing affordable rental housing stock for low income households Continuum of Care
A Place to Call}'
• Advocacy for funding for additional housing vouchers
• Regional approach to affordable housing development
• Examine potential policy solutions:
homeless/low-income unit set aside for new developments
local housing trust fund
land use for multi-family development
ensure new development/rehabs align with the needs of individuals exiting
homelessness
use of land bank to develop/rehabilitate units into affordable rental housing
• Dedicate revenue streams to support affordable housing
Fairfax County, VA: penny of County's real estate tax used for affordable housing
Washington: localities may impose sales tax up to 0.1 % for housing; Substitute House Bill
1406 allows local jurisdictions (cities and counties) to impose a local state-shared sales and
use tax to fund affordable or supportive housing
13
1 1
I
" In the Meantime, " Solutions tiuumof
Continuum of Care
• Cahoots — Eugene, OR — model of crisis response that engages all partners in de-
escalation, solutions-based response
• Alternate short-term emergency options — tiny homes as shelter (models in
Texas, Seattle)
• Sanctioned encampments/safe sleep sites
14
Sharing of Lived Experience
Contact Information nQ!p
Blue Ridge
Continuum of Care
A Place to Call Hun ie
Matt Crookshank, City of Roanoke Dawn Sandoval, The Least of These
matthew crookshank(C1.roanokeva.gov Ministry (TLOT)
roaleastofthese(a Yphoo.com
Pam Milkowski, Roanoke Rescue Mission Melissa Woodson, Roanoke Area
pam milkowski(C7rescuemission.net Ministries (RAM)
mwoodson(C7raminc.orcg
Ronnie Moore, Service Consumer
16
Sheltered
Individuals
and Families
p
Shelter Capacity and Services
• ARCH — Trust House: 15 contract with VA beds; 12 community beds (prioritized for
unsheltered persons)
• Family Promise of Greater Roanoke: 4 families with maximum of 14 people
Services: shelter and meals for families with children with case management,
aftercare program, housing search assistance, prevention program, diversion
program, furniture assistance for shelter families, transitional housing
• Rescue Mission: 323 beds for Emergency Shelter/Transitional Living Beds, 22 beds
Medical Respite for Emergency Shelter; 55 beds for Recovery Treatment
Services: Emergency Shelters for Men, Women and Families with Children,
Transitional Living, Recovery Treatment in a long term residential setting, Fralin
Free Clinic Free Medical Services, Meals, Food Boxes, Case Management and
Aftercare Services, Clothing and Furniture Assistance
• RAM: Day Shelter, meals, case management, financial assistance, clothing,
personal items, overnight storage for possessions
Current Trends
Rescue Mission
• Shelter stays up 45% between January 2022 and August 2022. 1,095 unduplicated individuals served so
far in 2022.
• Nightly count close to 200 individuals
• Women and children, along with single dads with children now exceed single men in emergency shelter
• Meals served are up 20% in 2022 and are projected to exceed 125,000 meals in 2022
• Food boxes distributed rose 455% from pre-pandemic numbers - projected 25,000 in 2022
• 280 Medical Street Outreach encounters with unsheltered individuals so far in 2022
Family Promise
• 236% increase in calls for shelter from January to August 2022
• 2200% increase in calls for prevention assistance from January to August 2022
• Significant increase in families with violent criminal histories, active drug-use, and/or serious untreated mental
illness
RAM
• Unable to see some people who are coming in for financial assistance due to demand. August 2022 serving
approximately, 30 per week. In August 2021, served approximately 24 per week
• Phone calls for financial assistance have doubled (no data count but staff observation)
• 19% increase in meals served from 2021 to 2022
• 10% increase in shelter visits from 2021 to 2022
Shelter Successes
Rescue Mission
• Expanding meal services to offer three meals daily to anyone who is hungry
• Expanding shelter options to remove barriers with Entry guests, increase
services from day shelter to greater case management access for
Established guests, and add transitional living options for Empower guests.
• Adding Medical Street Outreach to meet unsheltered people where they
are and proactively connect them to healthcare, shelter and more.
• Adding Aftercare Services to help people stay housed and employed once
they have exited homelessness.
• Installed survey kiosks to encourage guest feedback
More Shelter Successes
Family Promise
• Returned to congregational hosting in September 2022 from apartment shelter (COVID)
• Prevention program started in 2020 (COVID) keeping people housed (31 families in 2021)
• Diversion program started in 2022
• Life Skills classes resumed in October
RAM
• Permanent housing for 86 homeless clients as of 9/20/2022
• Engaged services from the Virginia Harmless Reduction Coalition m a
• Bought new van for transportation
• In house mental health care services from Support Services LLC
• Added a new staff member to address increase in services
• Absorbed influx of new clients from the closing of Good Samaritan
• Highly successful in Good Neighbor's Fund Campaign
uu
Shelter Challenges
• Mental Health issues and addiction increasing '
• Increase in domestic violence T .
• Increased discharges from institutions (particularly incarcerated persons) �t
• Affordable, safe housing
• Permanent supportive housing
• More senior citizens with fixed income seeking assistance
• Staffing issues including hiring, retaining, and increased cost
Increased panhandling
• Closing of Samaritan Inn and Red Shield Lodge
• Unsustainable solutions - like giving out tents to sleep in areas not meant for human habitation, create a false
sense of security leading to unsafe conditions and actually create barriers for people to receive the help they
need for sustainable housing, healthcare and income.
• Longer shelter stays due to unavailability of affordable housing
• Increase in drug overdoses
Suggested-Solutions
• Continue Coordinated Entry System improvements
• 24 hour coordinated entry
• Increase case management piece of HMIS
• Community wide housing solutions (PSH, Aftercare, transitional housing,
affordable housing)
• Public transportation for 2nd and 3rd shift, weekends and holidays including
extension into areas that have high paying jobs (industry)
• Coordination of preventative supports with reported outcomes
• Increased education of tenant rights and procedures to avoid eviction
• Increased use of Financial Empowerment Center
• Housing vouchers for families
• Landlord education regarding Section VIII
• Cooperation from Building Commissioner's Office and Fire Marshal to offer useful
alternative shelter solutions
4.
Supportive Care & Services
Roanoke City Council
September 29,, 2022
The Housing Ecosystem
lei
oRoom
ff/...�.
HOMELESS EMERGENCY TRANSITIONAL COMMUNITY AFFORDABLE "` AFFORDABL ,�0 (D
MARKET VALUE
SMELTER HC?USING HOUSING RENTAL HC7MEt�WI�lER.`�'
HOME
Recovery Oriented Housing
Supportive Housing
Recovery Ecosystems Model builds Recovery Capital at the....
Institutional
INDIVIDUAL level
LEVEL
A "Recovery Ecosystem" is a coordinated network of community-based services and
supports available to individuals, families, and communities impacted by addiction.
A healthy and vibrant "Recovery Ecosystem" means people and communities can
achieve recovery, improved health, wellness, and quality of life.
2
Roanoke Valley Recovery Ecosystem
Tecovery Community Center
cv
0 RECOVERY HOUSING
3.. TRANSITIONAL
a. L IF
INTENSIVEHOUSING
W OUTPATIENT RECOVERYHOUSING
E PERMANENT
a TREATMENT INTERDEPENDENT LIVING
NRESTORED CITIZENRY
FFrpr
RESIDENTIAL
EMPLOYMENT
0
4-
U
WORKFORCE
TRAINING
Peer Recovery Support Services
. _ 3
The Four Dimensions of
Recovery
HEALTH
Overcoming or managing one's disease(s) or symptoms,
. . making informed, support
d emotional well-b g
2
NOME
Having a stable and safe place to live
�uoil
Conducting mear7ingfui daily activities,such as a jab,school
From
volunteerism,family caretaking,or creative endeavors,and fihe
independence,income,and resources to participate in society
COMMUNITY
Having relationships and social networks that provide
support,friendship,love,and hope
I
• • • Abuse Mental • Services Administration 1 1
CHALLENGES
• Increase in the number of people impacted by substance misuse/addiction and mental unwellness
• Secondary and tertiary ramifications
• Crime Increase
• Increase in untreated trauma
• The Community Cost
• Destabilized families
• Economic hardship
• OD increases
• FUNDING Mechanisms
• Lack of Recovery Oriented Housing
• Acute
• Transitional
• Permanent
• Affordable Housing
• Lack of Residential Addiction Treatment Beds
• Economic Indicators
o Inflation
0 Rent increases
o Unit availability decrease 5
CHALLENGES:
Each agency expressed the same challenges:
• Finding decent affordable housing,
• Recovery housing, and
• The need for additional funding to manage the increases in the demand for all
of the supportive care services.
Many of us receive funding from the Health & Human Services grant with the City,
as well as other grant resources, but as the demand for these services grows, so
do our costs to run the
programs.
6
POSSIBLE SOLUTIONS
• Increase Residential Treatment beds via creative funding (tax credits, CDFIs,
LI HTC)
• Creative FUNDING Options (joint applications/cross-sectional applications)
• Recovery Oriented Housing
o Acute
• Transitional
o Permanent
•
Increase/Integrate Peer Recovery Services along the Housing Ecosystem
Spectrum
• Recovery Community Center
• Increase Integration of Services (breaking down the Silo Mentality) among
providers (incentivize collaborative efforts via joint funding, etc.)
• An increase in the allocation of this funding would certainly help all of these
safety nets.
7
Service Providers - Supportive Care
(non-extensive)
8
Bradley Free Clinic
• Providing Medical, Dental, Behavioral Health and Pharmacy services to the uninsured and Medicaid adults
in our community. Serving over 3,400 patients, registering over 1600 new patients in that last 12 months.
• Wrap around comprehensive services with psychiatrists, counselors, peer recovery support specialists and
community health workers to navigate both health care needs and social determinants of health, housing
insecurity, food insecurity, legal barriers, etc.
• The HOPE Initiative addresses those with Co-Occuring mental health and substance abuse, we have 5 peer
recovery specialists on staff with full caseloads. They navigate individuals into treatment and recovery
programs, addressing housing, health, legal matters, and all social determinants of health.
• Bradley's Specialty clinics help meet the needs in the community: HepC drop in treatment clinic, women's
health clinic, and school physicals for school age children of refugee and immigrant families, COVID testing
and vaccinations. Hispanic Health Clinics. Bradley's Partnership, providing medications to the Rescue
Mission, providing medical and dental needs for CHIP families.
Blue Ridge Independent Living Center
Also, bullet points related to our services for individuals who are homeless:
Peer mentoring
Independent Living Skills Training
Information and Referral
Advocacy (individual and/community)
Transition services for youth and those returning to the community
Housing Assistance (assistance in locating affordable/accessible housing)
Access to funding for home modifications
Loan closet for durable medical equipment
9
Blue Ridge Behavioral Health
• PSH (Permanent Supportive Housing) - provides opportunities for adults diagnosed with serious mental
illness (SMI) in order to promote wellness, prevent and end experiences of homelessness, avoid unnecessary
hospital admissions, and facilitate discharges from institutional facilities.
• Project Link Permanent Supportive Housing - provides access to Permanent Supportive Housing for
pregnant and parenting women with Substance Use Disorders (SUD). This PSH program is part of the array of
services offered within the SUD treatment program.
• PATH (Projects for Assistance in Transition from Homelessness) - provides outreach and assistance to
adults with Serious Mental Illnesses (SMI) and/ or a co-occurring substance use diagnosis who are
experiencing homelessness or at risk of becoming homeless. PATHfunding can assist clients with the below
services: one-time rental assistance, utility payments, medication assistance, co-payments, and other
needed household items (mattresses, linens, kitchen supplies, cleaning, etc.)
• Forensic Discharge Planning - services focused on assisting incarcerated individuals with creating a plan for
stability in the community upon release. Discharge services are provided for individuals with Serious Mental
Illness, Substance Use Disorders, and/or co-occurring disorders. Clients would have assistance with linkage
to community support to address treatment needs, and housing resources.
• SOAR(SSI/SSDI Outreach, Access, and Recovery) - SAMHSA's SOAR program increases access to Social
Security disability benefits for eligible children and adults who are experiencing or at risk of homelessness
and have a serious mental illness, medical impairment, and/or co-occurring substance use disorder.
All Services
• BRBH provides case management services for individuals with SUD and Mental Health diagnoses.
• Treatment services for individuals with SUD and Mental Health needs across all levels of intensity and care
needs.
• BRBH runs Alpha - an SUD treatment program in the roanoke City Jail.
• Peer Recovery Support Services. All clients have access to client assistance, which will provide some 10
coverage of housing expenses, if needed.
I
Family Services Roanoke Valley
• Community Counseling Programs are offered to families in their homes or to children/teens at
afterschool centers. Addressing mental health challenges, educational challenges, and financial
challenges. Community counseling services are funded through the allocation provided in the
Roanoke City budget - however, in recent years, these funds have been reduced. Grants have also
helped to fund these services but these funds are not guaranteed each year.
• Personal Affairs Management - Security is a concern when working with this group of individuals.
When a client disagrees with the difference between a financial need and desire they often express
this through anger. Increased security measures are always a conversation to ensure employees and
clients remain safe when this takes place.
• Guardianship - Our services are funded through DARS so we are limited in the number of individuals
we may serve (currently this is 100). Additional funding for these services would allow us to accept
more referrals and serve more individuals in need
11
Rescue Mission
Fralin Free Clinic
• Fralin Free Clinic meets unsheltered and sheltered people experiencing homelessness where they
are for medical, mental, vision and dental care.
• Located on the campus of the Rescue Mission, this Clinic is part of the Virginia Association of Free
and Charitable Clinics and operates with a small paid staff coordinating a network of volunteer
physicians, counselors and medical providers as well as all the region's care network of hospitals,
clinics and providers.
• In addition to these components of medical care, Fralin Clinic assists patients in applying for
Medicaid leading to insurance coverage. If a patient already has insurance, Fralin Clinic coordinates
their care and ensures connection to medications.
• As a person exits homelessness, a key outcome of the Fralin Clinic is to ensure the patient is
established in a permanent medical home with a source for ongoing care and medications as
needed. The Fralin Clinic will continue to provide care to those who are in transitional housing or
newly established in permanent housing until they are able to become fully connected to ongoing
medical care.
• Fralin Clinic Staff, including a Community Health Worker, provide case management services leading
to housing and dependable income through employment or disability determination.
• In January 2022, Fralin Clinic started Medical Street Outreach with an outcome of building
relationships with unsheltered individuals leading to connection to shelter at any of the regions
safety of shelters and to medical care and case management that will help them establish
permanent housing and income. 12
Rescue Mission
The Way Forward Recovery Program
• The Way Forward Program is a holistic long-term commitment program at the Rescue
Mission that teaches individuals how to live recovery.
• This is provided in a structured and supportive environment that includes evidence-
based and faith approaches to equip participants with tools for their life in sobriety.
• The Way Forward Program accepts both men and women in a residential setting with
certified Peer Recovery Specialists and a Licensed Addiction Counselor providing
mentorship, coaching, and direction. In addition, Fralin Free Clinic provides medical
and mental health care to program participants.
• As participants complete The Way Forward Recovery Program, they are connected to
housing and employment leading to sustainable living in long-term recovery and
integration back with community and family.
• After completion of 12-14 months in The Way Forward program, additional short-term
transitional living options are available at the Rescue Mission.
13
Signs of a Healthy Ecosystem
PRODUCTI4: ESILIENCE
RESILIENCE
PRODUCTIVITY • ADAPTIVE
• EVOLUTIONARY
• VITAL
• CREATIVE
• SOLUTION-ORIENTED
• OPEN SOURCE
ORGANIZATION
ORGANIZATION
RELATIONAL...leading to life-giving
and sustaining connection.
FECUND(the ability to produce
abundance,new growth;fertility;the
ability to produce many new ideas.
CULTURE is made up of
• People
• Principles
• Passions 14
• Policies/Procedures/Protocols
• Programs
I
MVV %-%JZL I f ,
• behavioral health services to low-
� %ADLEYmcom a 3 0 0% f p I or below)
(
FREE individuals who are uninsured or
enrolled in Medicaid
Visits by Department Top Diagnoses
Total = 14,492 Depression/Anxiety _.■,
Other
4% Hypertension
Other Mental Health
• •
COVID 19
21% Medical Diabetes
34% 0 500 1,000 1,500
• Patient Age
0-29
30-49
• • •
50-69
Behavioral Health Dental
28% 13% 0 250 500 750 1,000
Services and Partnerships
Specialty medical clinics:
• school physicals and immunizations for school-age children of refugee and
immigrant families in partnership with RCPS, Carilion and more
• Hep C, women's health, diabetes management, colon cancer screening
• Hispanic continuity clinic, medical and dental services for CHIP
17,602 prescriptions from Central-Fill Pharmacy, serveing clients of several organizations
Comprehensive behavioral health:
p counseling, psychiatry, medication management, peer recovery speciali
4 sts and CHW
Q5 full time peer receiving referrals through courts, police, EMS, jails, treatement
.. b centers, hospitals, individuals and families for those seeking SUD treatment and
d
recovery
Immediate dental care crisis: trying to add to our dental provider(s) and increase
J` rannrity fnr arli ilt Pxtrartinn,, fillinac and rlPaninr
Our Mission
The mission of Bradley Free Clinic is to provide compassionate and comprehensive
health care services in partnership with high-quality professional volunteers for under-
served -
served residents of the Roanoke Valley. er
Our Vision
Bradley Free Clinic promotes community health and wellness b -providing p ing accessible
and exceptional health care services.
DEI Committment�
zu
Bradley Free Clinic is committed to fostering, cultivating andreservin
P g a culture of
diversity, equity and inclusion to reflect the communities that we serve.
Serving the Roanoke Valley and surrounding areas since 1974
• Impacting over 100,000 lives
• Volunteer-led and supported throughout all clinical and
administrative departments
• Education partnerships:
o Virginia Tech Carillon School of Medicine
• o Carillon Internal Medicine, Family Medicine, Psychiatry
Residents
12021 saw� � • o VWCC Nursing program
o ECPI Nursing and Medical Assistant programs
40%, 0 Radford Univerity Carillon Physican Assistant
growth o Radford University Carillon Physical Therapy
o Virginia Tech Counseli
patientsin
ng program
Appalachian College of Pharmacy
served 0 VCU School of Pharmacy
o VCU School of Dentistry
o VWCC Dental Hygiene
o Virginia Tech Pre-Dental Club
Blue Ridge Independent Living Center
1502B Williamson Road,NE * Roanoke,Virginia 24012-5100
•�, Karen Kchahki-Kamey,Executive Director
HOMELESSNESS AMONG INDIVIDUALS WITH DISABILITIES
People with disabilities are disproportionately likely to experience homelessness. Point-in-time counts
suggest that nearly one-quarter(25%)of individuals experiencing homelessness have a disability
including physical, intellectual, developmental, hidden, as well as mental health and/or substance
disorders.
Federal policies that regulate wages and supplemental security income (551),impact homelessness
among people with disabilities. Many people with disabilities work for subminimum wage thus
impacting higher poverty and homelessness rates. Other federal policies limit the amount of income
and assets people receiving SSI, for example, can have, making it difficult for them to prepare financially
for a crisis, e.g.eviction, high utility bill, etc.
Many shelters are inaccessible to individuals with disabilities. When people with disabilities are denied
access to shelters,they will stay in dangerous locations such as sidewalks or under bridges.
Shelter staff may also be inadequately trained to assist people with disabilities. This issue, in particular,
affects people whose disabilities are often "hidden or invisible. Front-line shelter staff may not be
equipped to provide reasonable and necessary accommodations (alternatives to pat-downs,
accommodations for sensory needs, alternatives to having to be "out" during the day,etc.)to these
populations.
People with disabilities also experience discrimination in housing, health care,employment, and wages
making it difficult for them to secure sustainable housing and the income necessary to meet their basic
needs.
The Blue Ridge Independent Living Center(BRILL) provides services to assist individuals with disabilities
to live in the community. Our five (5) core services include peer mentoring, independent living skills
training, information and referral, advocacy,transition both for students with disabilities and individuals
with disabilities who want to return to the community.
In addition,we provide a host of other services including access to funding for home modifications,
support groups,a loan closet for durable medical equipment, etc. And during COVID,we received
Federal funding designed to assist individuals with disabilities who had been negatively impacted by
COVID. Those funds prevented many individuals with disabilities from being homeless as we paid back
rent,overdue utilities, motel stays, etc. Unfortunately, that funding ends September 30.
We also received$15,000 in ARPA from the City and assisted individuals with disabilities who receive a
monthly benefit and were negatively impacted by COVID. All of that funding has been spent.
540-342-1231 (V111'TI') * 540-342-9505 (FAX) - 866-24=1 0740 (TOLL FREF)
wvvv w.brllc.org
A Member of the Virginia Association of Centers for Independent Living
Family Service
of Roanoke Valley
Serving the Roanoke Valley for Over 120 Years
FAMILY SERVICE OF ROANOKE VALLEY
SERVICES PROVIDED TO HELP PREVENT HOMELESSNESS
Community Counseling Programs—These services are offered to families in their homes or to
children/teens at afterschool centers. Services may be needed due to a risk of losing children
to out of home placements, the need for education to secure resources to meet physical needs
of the family (food,financial assistance with utilities, paperwork completion for Medicaid, etc.)
or education regarding parenting strategies for strengthening relationships within the family
unit. These services address mental health challenges, educational challenges, and challenges
related to access to care. Counseling at afterschool centers are also offered to help children
and teens with emotional and/or behavioral challenges maintain their afterschool placement in
order for the parent to be able to remain employed and provide income for the family.
Personal Affairs Management—This program helps protect the personal and financial affairs of
adults, especially those with substance use/misuse/abuse, mental health disorders, and/or
developmental disabilities. By managing benefits (funds) distributed to individuals through the
Social Security Administration or Veterans Affairs, Family Service of Roanoke Valley ensures
rent/mortgages, utilities, insurance, etc. are paid on time and funds are available for food.
Once financial needs are met, individuals are provided an allowance to be used as they choose.
Guardianship—This program works with indigent adults who have been determined as being
incapacitated by a circuit court to serve as the guardian when no other person is willing or able
to serve in this capacity for these individuals. Decisions made on behalf of the individual
include, but ae not limited to, health needs, safety needs, housing needs, and financial needs.
Family Service of Roanoke Valley supports individuals and families as they journey toward lives
of emotional wellness, healthy relationships, and a future filled with hope.
360 Campbell Avenue SW Roanoke, VA 24016
Phone: 540-5316 Fax: 540-491-9223
www.fsrv.org
0 (3 a
"Wey I
THE
RE
r
- ^ . SCU
'a .
MISSION
` •�•=----e-- =4_ OF ROANOKE
SINCE 1948
• Thanks to funding from a Roanoke City ARPA grant,
the Rescue Mission added Pulse Survey kiosks in key • ' ' '' '-
areas to invite guest feedback.Guests can easily give - ••
feedback and suggestions. Implemented in August
2022, questions range from"how was your visit?" •• • • - ' ' • ••
to"how safe did you feel?" On a scale of 1 to 5 with • - •- •
1 being low and 5 being high,the overall Mission ' •• •" '• - "" •
rating is currently at 4.12.We are learning what
guests would like to see and are responding to
their suggestions.
• 872 Case Management visits have been completed
in 2022 so far, a 4.7% increase from 2021 levels. • •• • • ' '
• In 2021,the Rescue Mission added Aftercare Services
to follow guests who have successfully moved into • •• • • - •• ' ' ' ''
their own housing for up to one year.This increases • ' ''
housing and employment stability and reduces • • ''-
recidivism back into homelessness. • •• "' ' ' ' • •
• The Way Forward Program is a holistic long-term
addiction treatment program at the Rescue
Mission, provided in a structured and supportive "• •"•• '
environment that includes evidence based and • •• • '
faith approaches.Treatment is provided to both • • "
men and women in a residential setting with
registered certified Peer Recovery Specialists • ' •• • ' ' ' '
and a Certified Substance Abuse Counselor. In • "• • ' ' ' ' -' '
addition, Fralin Free Clinic provides medical and "• •
mental health care to program participants.
• 11,426 items of Clothing have been given to people • • ' •
in need in 2022 and 189 items of furniture. • • - • ••
-- v
-:- THE
r
RESCUE
MISSION
Vat OF ROANOKE
SINCE 1948
• The Rescue Mission provided safe shelter to 72% Breakfast, lunch and dinner are served daily and
of sheltered individuals in the Summer Point in
open to anyone who is hungry. 104,428 meals
Time Count. were served in 2021. Meals provided in 2022
• The Rescue Mission provided 33,254 nights of are up 20%from 2021.
shelter to 1,095 unduplicated guests for January- Nearly 25,000 Manna Food Boxes are distributed
August 2022, up 45%from the same period last annually by the Rescue Mission to families who
year.The nightly count is now close to 200 have housing but are at risk for losing their
individuals in Mission beds. housing due to food insecurity. Demand for
food boxes has risen dramatically,from 5,500
• In April 2022,the Rescue Mission expanded shelter boxes in 2017 to a projected 25,000 in 2022,
services to include the 3 Es - Entry, Establish and a 455% increase.
Empower.
• The Rescue Mission is the only Emergency
o Entry provides very low barrier services each night Shelter in Virginia with a Free Medical Clinic
for a safe,welcoming environment for all.This low onsite to address the physical, mental, dental
barrier entry to shelter was previously only offered and vision healthcare needs of those experiencing
during cold weather. homelessness.Over$1.8 million dollars in free
medical care is provided annually at the Fralin
o Establish offers the traditional range of full services Free Clinic.
including Case Management,Job and Life Skills
training as well as the opportunity to stay onsite In January 2022,the Fralin Free Clinic at the
at the Mission during the day. Rescue Mission expanded services to include
Medical Street Outreach to connect with unsheltered
o Empower is a new program implemented in individuals.To date, 280 medical street encounters
September to offer short term transitional housing have been recorded.These contacts are building
with Case Management support for those needing relationships with unsheltered individuals leading
more intensive supportive services to move into to connections to healthcare, shelter,food,case
employment and housing. management services and more.
• • e
•
Blue Ridge
" Behavioral
Healthcare
Blue Ridge Behavioral Healthcare has several programs with focus on addressing clients' housing
needs:
PSH (Permanent Supportive Housing) - provides opportunities for adults diagnosed with serious
mental illness (SMI) in order to promote wellness, prevent and end experiences of homelessness,
avoid unnecessary hospital admissions, and facilitate discharges from institutional facilities.
The evidence-based practice of Permanent Supportive Housing and the Housing First Principles are
the models used to define the structure, operations, standards and practices of the PSH program.
PSH includes two fundamental components affordable, lease-based rental housing and a
comprehensive array of community-based supportive services that are available to recipients based
on their changing needs, strengths, abilities and preferences. Individuals in the PSH have
coordinated access to services that help ensure successful tenancy and reduce the severity of
mental illness symptoms and medical needs in order to promote wellness and living as
independently as possible, in their communities.
Project Link Permanent Supportive Housing — provides access to Permanent Supportive Housing
for pregnant and parenting women with Substance Use Disorders (SUD). This PSH program is part
of the array of services offered within the SUD treatment program.
PATH (Projects for Assistance in Transition from Homelessness) - provides outreach and
assistance to adults with Serious Mental Illnesses (SMI) and/ or a co-occurring substance use
diagnosis who are experiencing homelessness or at-risk of becoming homeless. PATH funding can
assist clients with the below services: one-time rental assistance, utility payments, medication
assistance, co-payments and other needed household items (mattresses, linens, kitchen supplies,
cleaning, etc.) Our Homeless Outreach Specialist collaborates and receives referrals from
community partners within the Council on Community Services. She regularly conducts outreach
with the Roanoke City Homeless Assistance Team, and at locations such as the RAM (Roanoke
Area Ministries) House, Rescue Mission, and the Roanoke City downtown public library.
Forensic Discharge Planning —are services focused on assisting incarcerated individuals with
creating a plan for stability in the community upon release. Discharge services are provided for
individuals with a Serious Mental Illness, Substance Use Disorders and/or co-occurring disorders.
Clients would have assistance with linkage to community supports to address treatment needs, and
housing resources.
SOAR (SSI/SSDI Outreach, Access and Recovery)
SAMHSA's SOAR program increases access to Social Security disability benefits for eligible children
and adults who are experiencing or at risk of homelessness and have a serious mental illness,
medical impairment, and/or co-occurring substance use disorder.
BRBH provides case management services for individuals with SUD and Mental Health diagnoses.
We also provide treatment services for individuals with SUD and Mental Health needs across all
levels of intensity and care needs. BRBH runs Alpha—an SUD treatment program in the Roanoke
City Jail. Peer Recovery Support Services are also available to clients for additional support, which
allows the benefit of working with someone who has a shared life experience. All clients have
access to client assistance, which will provide some coverage of housing expenses, if needed. We
have made much progress with providing assistance to clients through these programs. The
availability of affordable housing in the community is a significant challenge. We work to provide
wrap around services to support clients in developing stability and maintaining housing in our
communities.
2022 - 2025
Strategic Plan
Blue Ridge Continuum of Care
Facilitated and Prepared by:
Council of Community Services
July 2022
t
Introduction
The Blue Ridge Continuum of Care is the region's local planning group working to end
homelessness. The lead entity for the Blue Ridge Continuum of Care planning process is the Blue
Ridge Interagency Council on Homelessness (BRICH). This leadership group includes twenty-one
members, drawn from the general public, seven local governments, mental health programs, state
and federal programs, nonprofit organizations, businesses, and colleges/universities throughout the
Roanoke region, including a formerly homeless person. The BRICH serves as the facilitator and
coordinator of our community's efforts to prevent, treat, and end homelessness. The BRICH ensures
the planning, coordination, and implementation of an effective and efficient system-wide response
to homelessness within the Roanoke region; promotes community-wide planning and commitment
to the goal of ending homelessness; coordinates funding for efforts to rapidly rehouse homeless
individuals and families; promotes access to and strategic use mainstream resources; optimizes
self-sufficiency among persons experiencing homelessness, and analyzes community performance
by data collection and measurement. BRICH oversees and coordinates the delivery of prevention
and homeless services and the implementation of the strategic plan.
Though the Blue Ridge Continuum of Care has worked tirelessly to reduce homelessness over the
Last three years, homelessness remains an issue faced by many in the region. Our neighbors need
safe, affordable housing. While we share in our celebrations for those who have become stably
housed, we are a community that is committed to making a greater impact.
To make homelessness rare, brief, and nonrecurring, we need to provide people with what they
need to gain housing stability quickly. This responsibility falls on local governments, nonprofit
service providers, community members, and funders. There is a strong need to implement more
effective, efficient programming to allow access to needed services.
The Blue Ridge Continuum of Care is committed to improving our service system by continuing to
adopt and implement proven best practices, utilizing existing resources efficiently, and using data
to improve our system's performance. The work is accomplished through the Built for Zero Initiative
aligns with and builds on the goals and strategies outlined in this strategic plan.
Locally, we must work to prioritize those who are most vulnerable in our community while working
with others at the local, state, and national levels to address the root causes of homelessness. Key
to the success of the goal to end homelessness is the involvement of elected officials, residents,
businesses, and the faith community.
This 2022 — 2025 strategic plan is community-wide and driven by an inclusive, growing Continuum
of Care that will provide leadership in its implementation. The plan was developed using a
collaborative, consensus-driven facilitation method resulting in over-arching goals, strategies, and
actions tailored to the varied needs of all people, including veterans, youth, families, single adults,
and the chronically homeless.
2022-2025 Blue Ridge Continuum of Care Strategic Plan
2
The Blue Ridge n eragency ounci on
Homelessness envisions all persons and famili
the Cities of Covington, Roanoke, and Salem, and
the Counties of Alleghany, Botetourt, Craig, and
Roanoke to have a permanent, safe, d n
affordable place to call home:
.. . a s..
t
3
G
P { ,
v t s'
Guiding Principles
Our goals, strategies, and actions provide us with a framework.The following principles provide a
foundation for our collective action over the next three years.
Prioritization of the Most Vulnerable People
Our limited resources are directed first to individuals and families who are the most
vulnerable and in need of assistance.
.`� Vi Low-barrier
E' '� The CES process does not screen out people for assistance because of perceived
barriers to housing or services. Barriers could include but are not limited to
conditions such as income or drug addiction set as eligibility requirements.
Housing First Orientation
The process is Housing First oriented, such that people are housed quickly without
preconditions or service participation requirements.
\1/ Person-Centered
e Every person experiencing homelessness is treated with dignity, offered at least
minimal assistance, and participates in their own housing plan. Participants should
be made aware of their options and offered choices whenever possible.
Standardized Access and Assessment
All people in the Blue Ridge can easily access the system and are assessed using a
Who We Are
The System Map, located in the appendices, highlights the Blue Ridge Continuum of Care's housing
and service provider's commitment to coordinate efforts and pool resources across the region. The
HEARTH Act of 2009 transitioned communities away from the housing-ready model to a more
housing-focused approach to homeless response. Housing First principles center on the following
ideas:
• Homelessness is not a lifestyle — it is an emergency;
• Homelessness is first and foremost a housing crisis and should be treated as such;
• Housing is a right to which all are entitled;
• People experiencing homelessness should be returned and stabilized in permanent housing as
quickly as possible — no matter the circumstances;
• Programs should not screen out based on substance use, mental health, or similar issues. These
issues and others that contribute to homelessness are best addressed once the
individual/family is housed.
Permanent Housing Interventions
In the Blue Ridge Continuum of Care, service providers have agreed to the Housing First principles
and have implemented rapid rehousing (RRH) programs and permanent supportive housing (PSH).
The RRH model provides financial assistance for move-in, short-term rental assistance, and case
management services to help homeless households find rental housing and stabilize in their new
homes.
Permanent Supportive Housing also provides rental assistance and case management for the most
vulnerable, chronically homeless individuals. This assistance is not limited in time, and high-need
consumers can remain in PSH units permanently if they choose. These two programs and
emergency shelter complete a set of housing and service options to address housing instability for
consumers of all backgrounds.
Community Coordination and System Development
The Blue Ridge Continuum of Care recognizes the importance of community collaboration and
system development. The Crisis Response System map (Appendix C) shows how all programs are
Linked to providing immediate coordinated access to services, assessing for barriers to housing, and
referral to services. The system is constructed to facilitate quick and effective access to permanent
housing and supportive services in an effort to make homelessness rare, brief, and nonrecurring.
Coordinated Homeless Intake and Access
In the last several years, the BRCoC has made improvements to the coordinated homeless intake
and access system, or coordinated entry. The CoC has implemented the By-Name case conferencing
process for unsheltered individuals in the community. A multi-agency committee meets every other
week to set housing plans with action-oriented next steps for each individual on the list.
Individuals are case-connected to employment resources, rapid re-housing services, permanent
supportive housing openings, and prioritized housing vouchers.
2022-2025 Blue Ridge Continuum of Care Strategic Plan
5
Data
The occurrence of homelessness is measured through two primary mechanisms, both required by
HUD for all Continua of Care. The Homelessness Information Management System (HMIS) collects
data on the needs of consenting individuals seeking homeless services and measures their progress
towards stable housing and other outcomes. The BRCoC has designated the Council of Community
Services to administer the local HMIS.The Point-in-Time (PIT) Count also provides counts of
sheltered and unsheltered people experiencing homelessness on a single night.These counts are
conducted twice a year, once in the winter and once in the summer. The BRCoC has established a
PIT Committee that leads the planning, implementation, and presentation of data from the counts.
System Metrics
The Blue Ridge Interagency Council on Homelessness set the following HUD system metrics to
monitor the BRCoC's performance throughout this plan:
• Length of time persons remain homeless
• Extent persons who exit homelessness return to homelessness
• Number of homeless persons
• Employment and income growth for homeless persons in CoC projects
• Number of persons who become homeless for the first time
• Placement from street outreach and retention of permanent housing
This data will be obtained from the HMIS platform quarterly and presented to the BRICH for
monitoring purposes.
v
�r
Community Engagement Summary
In the fall of 2021, the Blue Ridge Interagency Council of Homelessness (BRICH), made the decision
to pursue strategic planning facilitated by the Council of Community Services. The implementation
of a City of Roanoke ordinance in January 2022 to address homeless individuals sleeping on
sidewalks sparked significant community interest in the issue. BRICH worked with the Council of
Community Services to create a plan to engage internal and external partners.
Two surveys were administered throughout January and February 2022 — one for internal partners
and one for external partners. The surveys were made available to stakeholders online and shared
through BRICH and Continuum of Care (CoC) partners, as well as other community partners,
including the United Way, the Roanoke Valley Collective Response, and local Chambers of
Commerce. The survey links were open for six weeks and garnered a total of seventy-two
responses.
In March of 2022, Council of Community Services staff facilitated a total of three focus groups to
solicit feedback from individuals currently experiencing homelessness in the Roanoke Valley.
Common themes from these two groups included:
• Affordable housing options
• Transparency and Communication
• Funding for services
• Safe and supportive services
Additionally, three focus groups comprised of consumers were conducted at the RAM House day
shelter and the Rescue Mission. Altogether, 33 individuals participated in the focus groups.
Common themes from these conversations included:
• There is a general lack of the following services:
o Day shelters
o Available restrooms during the hours the Rescue Mission is closed
o Lockers to store personal belongings
o Transportation to day shelters, training programs, etc.
• There is a strong sense of poor communication between service providers and clients
• Individuals experiencing homelessness want to feel safe and secure and also part of the
community
• Mental health and substance use services are needed
• Many individuals need assistance obtaining identification to access services
The Community Engagement Report is included with this document.
2022-2025 Blue Ridge Continuum of Care Strategic Plan
7
Strategic Goals and Outcomes
Community Engagement
To build community awareness and support for our homeless response system
• Increase community awareness of the homeless response system, its purpose, and services
• Expand collaboration to increase access to affordable housing for persons at-risk of or
experiencing homelessness
• Expand CoC membership
• Educate the local community on the homeless response system and its resources
• Collaborate with community and faith-based organizations to end homelessness
• Update BRICH governance charter, committees, and membership
Coordinated System
To enhance the existing homeless response system to ensure a streamlined process for accessing
services and housing supports to reduce duplication and gaps in services
• Ensure Coordinated Entry is functional, meets standards, and service providers are educated
about its purpose and how it operates
• Increase access to shelter
• Improve the quality of homeless services by incorporating ongoing client feedback into the
coordination and provision of services
• Expand communication coordination between homeless response providers and community
partners
• Increase knowledge of prevention and diversion strategies with homeless response staff
Data & Performance
To se data to guide decision-making, create performance benchmarks, and align resources and
services with successful outcomes and proven strategies
• Use data to frame the narrative
• Establish a year-long PIT Committee
• Assess the performance of all programs and the overall system
• Improve data quality
Housing Stability
To increase housing stability for low-to-moderate income households that are homeless or at risk
of becoming homeless
• Reduce evictions to prevent homelessness and returns to homelessness
• Increase housing-focused case management offered by all providers
• Increase access to affordable housing
• Increase consumer enrollment in mainstream benefits and workforce development
opportunities
2022-2025 Blue Ridge Continuum of Care Strategic Plan
8
Appendices
Strategic Goal Area Action Plans
Blue Ridge Continuum of Care System Map
Community Engagement Report
COC Committees
2022-2025 Blue Ridge Continuum of Care Strategic Plan
9
STRATEGIC GOAL ACTION PLANS
(Updated September 23, 2022)
Community Engagement:
To build community awareness and support for our homeless response system.
Outcomes:
1. Increase community awareness of the homeless response system, its purpose and services
2. Expand collaboration to increase access to affordable housing for persons at-risk of or experiencing homelessness (landlord network,
churches, local government, business community, developers)
3. Expand CoC membership (encourage more general community,other service providers,other sectors)
4. Educate local community on the homeless response system and its resources
5. Collaborate with community and faith-based organizations to end homelessness
_T_
Action Steps Person Responsible Completion Date
Status
Determine audiences for messaging Amanda/Alison/Marie 9/30/2022
Craft messages about CoC work for each identified audience Amanda/ 12/31/2022
Develop "recruitment" materials to increase CoC membership 12/31/2022
Create community presentation that members can use to educate 3/31/2022
10
Coordinated System:
To enhance the existing homeless response system to ensure a streamlined process for accessing services and housing supports to reduce
duplication and gaps in services
Outcomes:
1. Ensure Coordinated Entry is functional, meets standards, and service providers are educated about its purpose and how it operates
2. Increase access to shelter
3. Improve the quality of homeless services
a. Ongoing client input
4. Expand communication coordination between homeless response providers and community partners
5. Increase knowledge of prevention and diversion strategies with homeless response staff
Action Steps Person Responsible Completion Date I Status
Identify hospital social worker and law enforcement to be part of the CE
r
cess
ermine current availability of access at current CE sites (hours,
pulations)
-- -
ablish agreement with 211 Virginia to take after-hours/weekend/holiday — -- - -
and rural calls to refer and/or"pre-triage"
Identify and obtain funding vouchers for crisis rooms,especially in rural
areas(transportation agreement with law-enforcement?)
Understand and promote DV program eligibility and services
I
Ensure equity of services(specifically for transgender and male clients)
Identify barriers to access and develop strategies to address existing barriers
Identify and address confidentiality issues
Evaluate the timeline of shelter enrollment
Understand transitional housing specific to DV(TAP) — — ---
11
Provide trauma-informed process training opportunities for(DV and non-DV)
providers
Add DV processes to initial intake for all agencies and referral process
Understand DV hotel network and how to refer clients into that network
Formalize TAP as the access and/or referral point for clients in the Alleghany
County/Covington area
Determine if SafeHomes can/will serve as access point for DV population in
Alleghany/Covington
Determine if Craig County DSS can/will serve as referral/access point for
clients in Craig County
- -
Identify if 211 (or other hotline)can serve as access point for rural areas
r_Determine if the Botetourt Resource Center can serve as access point for
individuals in northern Botetourt County
Connect with group establishing emergency shelter in Alleghany County
rAlleghany/Covington
rmine access to housing and supportive services in rural communities
staff currently offer transports to the Rescue Mission for individuals in
who need emergency shelter.)
Evaluate capability of HAT and/or Central Intake offering on-site and/or
remote assessment services through rural access points
Define CoC-wide grievance process and nondiscrimination policy to share
with all CoC agencies/staff
Monitor grievance process by soliciting client and agency feedback
Define language and create script for assessment partners
Create a recource guide (starting with data in HMIS); update/review --_
quarterly
12
F
e privacy of client data and ensure clients understandse Learning Management System platformse curriculum for training
Establish who will provide training,track and maintain training information
Create overview trainings for CoC, HMIS, CES
Define tiers of training need based on user roles (generalized vs. specialized)
I
Decide what additional information to collect during assessment(health, — -
other services received/needed, etc)
Evaluate VI-SPDAT and possibly design our own tool - research other
communities
13
Data & Performance:
To use data to guide decision-making, create performance benchmarks,and align resources and services with successful outcomes and proven
strategies
Outcomes:
1. Use data to frame the narrative
a. PIT—planning and reporting,year-long
i. Establish year-long PIT Committee
2. Update project-level and system-level performance measures(?)
3. Assess the performance of all programs and the overall system
4. Improve data quality
Action Steps Person Responsible Completion Date Status
Set Goal Areas for the committee and prioritize where to start:
1. Re-engaging our Data Quality performance,evaluation, and training
system.
2. Address HMIS Capacity Issues—engaged agencies, automating tasks,
finding more funding and resources for staff. Hope and Brian
3. Other goals
for later: (and whole August 26, 2022 Complete
a. PIT Count—continual planning, evaluation, and reporting. i committee)
I b. Data Transparency and Community Engagement.
g gement.
c. Client-centered Data Collection.
d. Developing Performance Metrics for our programs that
don't have them.
Provide the D&P Committee and overview of data quality issues in BRCoC, i Brian and Ben September 23, 2022 1 Complete
how to review DQ issues in HMIS, and our DQ standards. - - - -
BRCoC HMIS Policies are out of date. Begin a monthly review of the manual, Hope and Brian Pending
section-by-section. (whole committee
Begin running DQ reports for all providers using HMIS and begin regular Brian and Ben ASAP
i
review process again. i
14
Housing Stability:
To increase housing stability for low-to-moderate income households that are homeless or at-risk of becoming homeless
Outcomes:
1. Reduce evictions to prevent homelessness and returns to homelessness
2. Increase housing-focused case management offered by all providers
3. Increase access to affordable housing
4. Increase consumer enrollment in mainstream benefits and workforce development opportunities
I
Action Steps Person Responsible ! Completion Date Status
l
— i
15
anBLUE RIDGE CONTINUUM OF CARE
Blue Ridge ACCESS POINTS
Continuum of Care
for households facing a housing crisis
Coordinated Entry DV Hotline Homeless Outreach
(business hours) (evenings & weekends) (24/7) Homeless Assistance Team
City of Roanoke 2-1-1 Virginia TAP (HAT)
Centralized Intake Council of Community Services DV Services City of Roanoke
I mom�1 4�
Homeless Prevention & Diversion Emergency & Domestic Violence Shelter Unsheltered
for households not already homeless or for households already homeless or DV for households unable
with other resources Victims to go to shelter
Household retains housing Household retains housing Households with Chronically
or locates new housing or locates new housing children, youth, homeless
(does not need shelter) (does not need shelter) & veterans households
MOEN on
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:: n. :m:m:0:0 Rapid Re-Housing Supportive Housing
• - • Housing
(Private rental housing, living with family, subsidized (Short-term rental assistance g-term rental assistance
housing, - and case management) management)and case
The Blue Ridge Continuum of Care is committed to ending homelessness by coordinating and supporting agencies within the Cities of Roanoke, Salem,
and Covington, and the Counties of Alleghany, Botetourt Craig, and Roanoke.
16
www.endhomelessnessblueridge_org
Ham..
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Blue Ridge Interagency
Council on
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Homelessness
CommunitEngagementY
Results
March 2022
i
PREPARED BY
Council of Community Services
17
Background
In the fall of 2021,the Blue Ridge Interagency Council of Homelessness(BRICH), made the decision to
pursue strategic planning facilitated by the Council of Community Services.The implementation of a City
of Roanoke ordinance in January 2022 to address homeless individuals sleeping on sidewalks sparked
significant community interest in the issue. BRICH worked with the Council of Community Services to
create a plan to engage internal and external partners.
Two surveys were administered throughout January and February 2022—one for internal partners and
one for external partners.The surveys were made available to stakeholders online and shared through
BRICH and Continuum of Care (CoQ partners,as well as other community partners, including the United
Way,the Roanoke Valley Collective Response, and local Chambers of Commerce.The survey links were
kept open for six weeks and garnered a total of seventy-two responses.
In March of 2022, Council of Community Services staff facilitated a total of three focus groups to solicit
feedback from individuals currently experiencing homelessness in the Roanoke Valley.
Summary of Survey Data
The internal stakeholder survey, sent to BRICH and CoC partners, received fourteen responses.This
number of responses is low compared to the number of internal stakeholders in those groups.The low
response rate is indicative of low engagement and knowledge of this system. In contrast,the external
stakeholder survey received a total of fifty-eight responses.
Internal Stakeholder Survey Results
A summary of the question responses, highlighting the most frequently occurring themes for each
question are below.
What does BRICH/CoC do well today?
• Forum for homelessness service providers(5)
• Point-in-Time count (4)
• Data collection (3)
• Meetings (regular and well attended) (2)
• Leadership around the issue of homelessness (2)
• Prioritize federal funding dollars for City(2)
• Communication, collaboration, advocacy (2)
• Coordinate emergency shelter programs(2)
What can BRICH/CoC do to improve?
• Address known challenges within the homeless response system/Transparency (6)
• Figure out the Coordinated Entry System/Central Intake (5)
• Address ongoing shelter issues-specifically barriers at the Rescue Mission and Turning Point(4)
• Advocacy for affordable housing and shelter funding(4)
• BRICH term limits(3)
18
• BRICH meetings need to be accessible to ALL in the CoC area -virtual meetings need to happen -
this will address some of the attendance issues (3)
• Address the issue of individuals returning to homelessness/system (3)
• Review and remain updated on funded programs(3)
• Invite and encourage people with lived experience of homelessness (3)
• Meetings need to be more robust and address issues rather than updates/reports that could be
emailed. (2)
• Add gaps in services to CoC agenda and funnel that information up to BRICH (2)
Where would you like to see BRICH/CoC in the next three to five years?
• Increased transparency(6)
• Emergency shelters operating as low-barrier(6)
• More affordable housing(5)
• Improved coordinated entry system (5)
• Dedicated office for housing at the City(4)
• Diverse, flexible funding(3)
• Effective case management practices in all agencies(3)
• Active subcommittees (3)
• Harm reduction strategies in place with all partners (3)
• Advocacy and publicly(2)
• Following the Housing First model (2)
• Recovery housing(2)
• Transitional housing (2)
• Partnering with businesses (2)
What attributes would help with this vision?
• Openness,Transparency(5)
• More focus on diversity and inclusion (4)
• More conversations about how to make change, less reporting out on programs (4)
• Focus on best practices (4)
• Hold BRICH members accountable for their level of engagement(4)
• Increase landlord relationships (3)
• Invite others to participate in BRICH and CoC- non-partners,funders, community stakeholders
(3)
• Ability to demonstrate how homelessness affects us all (2)
What partnerships are important to this vision?
• Community partners- United Way, Carilion, Law enforcement,funders, local leaders, local
government representatives, chambers of commerce (7)
• Those organizations that serve the homeless, but don't provide services -Goodwill, healthcare,
mental health (5)
• Faith-based community(4)
19
• People with lived experience (4)
• Landlords/developers (4)
• Youth and LQBTQ+ (3)
• Media (2)
What are the obstacles that may hamper this vision?
• Lack of community buy-in and engagement (5)
• High barriers to services (4)
• Lack of accountability/transparency(4)
• Turnover(3)
• Poor communication (3)
• New vision is needed (3)
• Lack of partner engagement(3)
• No incentive to change (2)
• Lack of centralized services
• NIMBY-ism (2)
• Lack of leadership (2)
What is the motivation to undergo strategic planning?
• Current homeless response system not adequate (6)
Get back on track with best practices (3)
• Important to success(2)
• A timeline to tackle existing and emerging issues is necessary (2)
• Serving our community effectively and efficiently (2)
• Community is ready and paying attention (2)
Why now?
• Sidewalk ordinance/high-level of visibility and interest(5)
• Effects from COVID evictions, Ramada closing, high rents/utilities (5)
• Landscape has changed (4)
• Issue is only getting worse whether we report on it or not (3)
• Recent monitoring shows concerns about coordinated entry and emergency shelters (2)
What impact does BRICH/CoC hope to achieve by planning?
• Identify gaps and barriers (4)
• Implement measurable solutions and track success (4)
• Engage leadership and partners (4)
• Improve system delivery(4)
• Share vision with community (3)
• Solve affordable housing crisis (2)
20
What are the consequences of not changing anything?
• Decreased participation and funding(3)
• Alienate people we are working to help(6)
• Lack of growth/ability to meet needs of community(5)
• Decreased participation and funding(3)
• Staff burnout(3)
• Discourage growth from business/industry/tourism (2)
What resources are available to BRICH/CoC?
• Funding/Guidance from funders (4)
• Lived experience(3)
• Data (3)
• Best practices in other communities(3)
• Relationships- partners, city council, funders (3)
• Empty buildings (2)
What can be done to avoid a worst-case scenario?
• Proactive/Open to change (5)
• Clarify roles and responsibilities for all/Use meeting time to update on committee work not
report outs(4)
• Increase transparency(3)
• Increase communication (3)
• Increase diversity(2)
• Strong plan (2)
Which parts of the existing system serving homeless individuals/families work best?
69.23%
0
38.46% 38.46% 46.15 3.85/0 53.85%
a
77/ 30.77% 30.77%
. 15.38%
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What parts of the existing system serving homeless individuals/families need the most
expansion/improvement?
86.67%
60.00%
46.67% 33.33%
3 2
40.00% 40.00% 3.33%
0.00% 20.00% .
Ke
External Stakeholder Survey Results
A summary of the question responses, highlighting the most frequently occurring themes for each
question are below.
Are you familiar with the work of the Blue Ridge Interagency Council on Homelessness and/or
the Blue Ridge Continuum of Care?
■Yes
e No
What are the most important issues around homelessness in the Roanoke Valley?
• Affordable housing options (35)
• Mental and physical health and substance abuse (31)
• Supportive services/Connection and access to supportive services (29)
• Safe shelter(24)
• Job training/access to employment opportunities (22)
• Restroom facilities open around the clock, including access to showers (9)
• Day shelter capacity(8)
Effect on businesses and property(7)
What does success around homelessness look like in the next three to five years?
• Significant increase in affordable housing units(really affordable by this population)/Tiny house
villages (36)
22
• Deeper connections with resources and approaches to mental health/addiction (28)
• Adequate,safe, low-barrier shelter programs (28)
• Improved employment opportunities (20)
• Reduction in homeless overall (19)
• Other localities paying attention and not expecting the City to do all of the work(13)
• Development of a city-run shelter to fairly serve all individuals (17)
• Addressing chronically homeless so they don't repeat the cycle over and over(10)
• Easy entry into the system (8)
• Clearing out of encampments (6)
• Network of reliable landlords (5)
• Addressing chronically homeless so they don't repeat the cycle over and over(10)
What obstacles exist that prevent this success?
• Funding(37)
• Lack of addiction and mental health services (29)
• Lack of trust in homeless service providers (21)
• Religious vs non-religious approach to serving the population (14)
• Attitudes toward homeless (12)
• City needs to admit to the problem (12)
• Bias (11)
• Criminal records/bad credit/lack of income and other barriers to housing(8)
• Competition/turf wars between agencies(6)
• Some people don't want help (3)
• NIMBY-ism (3)
• Information silos/Lack of communication (3)
• Lack of knowledge of how people enter the system (4)
What partnerships/collaborations are important to this issue?
• Support services: harm reduction,education/job training, mental health/addiction services,
financial assistance, pantries (27)
• City Council (22)
• Businesses (22)
• Landlords/neighborhood associations (18)
• Funders (local, regional, state) (17)
• Other local governments (16)
• Homeless individuals/individuals who have been homeless in the past (12)
What ideas do you have around improved service delivery?
• Centralized point for service delivery(23)
• Improved community engagement (21)
• City-run shelter(16)
23
• Outreach to homeless individuals (15)
• More collaboration between service providers(10)
• Advocacy at all levels(8)
• Best practices/model from other cities (8)
• New model of support(7)
• Identify actual gaps that exist (6)
• Improved physical accessibility to services (5)
• A DV shelter that reduces/eliminates barriers (4)
What are the consequences of not changing the response to the issue of homelessness?
• More individuals experiencing homelessness/repeating cycle of homelessness(22)
• Safety concerns/crime (11)
• Increase in encampments (12)
• Downtown vibrancy will fade;tourism and business will decrease (7)
• Escalating animosity between homeless and businesses(6)
What can be done to avoid a worst-case scenario around homelessness in the Roanoke Valley?
• Accessible,affordable, safe housing(29)
• Safe, adequate shelter/City-run shelter(24)
• More/more flexible funding(17)
• Support services that are accessible (14)
• Advocacy and community education (14)
• Stop criminalizing homelessness(13)
• Better communication between agencies,governments, businesses, etc. (13)
• Push from local governments for landlords to accept vouchers (9)
• Education of elected officials (11)
• More collaboration/partnerships (12)
• Push from local governments for landlords to accept vouchers(9)
Coordinated strategy and funding to address root causes (8)
Summary of Focus Groups
The three focus groups were conduct at the Roanoke Area Ministries (RAM House) Day Shelter and the
Rescue Mission. Altogether, 33 individuals participated in the focus groups which lasted approximately
one-hour each. Focus group participants were provided with $15 gift cards for their participation.
Common Themes from Focus Groups
• There is a general lack of the following services:
o Day shelters
o Restrooms available during the hours the Rescue Mission is closed
o Lockers to store personal belongings
o Transportation to day shelters,training programs, etc.
24
• There is a strong sense of poor communication between service providers and with clients
• Individuals experiencing homelessness want to feel safe and secure, and also part of the
community
• Mental health and substance use services are needed
• Many individuals need assistance obtaining identification to access services
Demographics
33 individual participants
Age:
24 years of age or younger—2
25—60 years of age—22
Over 60 years of age—9
Gender:
Male—22
Female—11
Trans/Other/Unknown—0
Race:
Black—18
White—14
Asian—1
Other/Unknown—0
Ethnicity:
Hispanic—1
Non-Hispanic—32
Responses
1. What is the one thing that would have helped you most to prevent your becoming
homeless?
• Affordable housing
• Supportive people
• Substance use treatment
• Transportation/Bus passes
• Clothing for work
• Work tools
• Job training
• Assisted living wasn't a good fit
• Financial assistance
• Affordable housing
• Employment
• Education
• Incarceration/criminal history
• Identification
25
• Lack of inspiration
Physical health
• Mental health
• Substance Use/Alcoholism
Z. What is the one thing you need most now to help you get a permanent place to live?
• Supportive people
• A place to be out of the cold until 9PM when the RM cold shelter opens
• A place to be from 5:45AM—7:30AM (until breakfast is served)
Jesus
• Storage/lockers
• Housing vouchers/landlords to accept vouchers
• Having disability approved
• Financial assistance
• Transportation
• Affordable housing options
• Employment
• Correct documentation
• Acceptance of criminal history
• Affordability
3. What is the number one service that you think everyone involved in ending homelessness
always forgets about when they are developing strategies and programs that supposedly
address your needs?
• Some of us are on probation
• We are humans
• It feels like people that are supposed to help go out of their way to make things harder,to
hinder people. It is frustrating.
• We have vocational skills.
• Separate services by ages—an 18 year old doesn't have skills,etc. in common with 4S, 50, 60
year olds
• Employment/Day labor
• Transportation
• How long it takes to get through the process
• Services don't communicate with each other
• It is hard to navigate automated systems
• Recognition that we are human
• Follow-up
• How long it takes to get help
• The lack of communication between services
• Lack of empathy/connection
4. What resources or services do you need most to help resolve your homelessness and
move into permanent housing?
• Job training
• Financial assistance
26
• Mental health services
• Substance use services
• Fairness/equality in the services provided
• Housing vouchers
• Disability approval
• Payee services/ability to manage own money
• Identification
• Transportation
• Support systems
• Payee services
• Mental health services
• Help with legal status/citizenship
• Availability of appointments
• End of the pandemic
• Training—job training, basic life skills, computer
• Accessibility
5. What current services that are available in the Roanoke Valley do you find most beneficial
to resolving your homelessness?
• DSS
• Food stamps
• Bus passes—need more; other cities (Richmond was mentioned) have given passes that last
several months
• Identification replacement assistance
• Trolley
• Lockers at The Least of These
• Shelter(Rescue Mission)
• Housing Authority
• Mental health skill building and other mental health services
• Shelter
• Hygiene
• Food
• Clinic
• Resource Centers (VA Career Works)
• Blue Ridge Behavioral Healthcare
6. What resources or services in the community have you used/do you currently use?
• "Flagging"/panhandling
• Rescue Mission
• Lockers at The Least of These
• Food stamps
• Public library for computers/books
• Valley Metro
• Case workers
• Support Systems programs
• Fralin Clinic, including mental health counselor
• Chapel
27
• Virginia Career Works
• TAP
• Rescue Mission
• VA
• Library
• Blue Ridge Behavioral Healthcare
7. What gaps exist in the current service system?
• Transportation
• Mental health services
• Substance use services
• Day shelter options
• Services exist but there are gaps in what they provide
• It feels like a revolving door—get help from one, lose help from one
• Communication between service providers
• Knowledge of system by service providers
• Housing vouchers and placement
• Affordable housing
• Computer training
• Job training
• Transportation
• Employment services
• Lack of day shelter options
• Respite care
• Lockers
g. What changes to the current service system would you suggest to help you resolve your
homelessness more quickly?
• Easier access—more/different hours
• More street outreach
• Transportation from Rescue Mission to temp agencies for daily work
• Income guidelines for vouchers
• Assistance locating housing—internet searches are scams/fake/misleading
• More frequent communication with case workers
• Better communication
• Overloaded caseworkers
• It's up to us
9. Have you ever stayed in an emergency shelter in Roanoke?
a. Describe that experience; what went well, what could be improved.
• Traumatic
• It is an unfit place to stay
• Like cattle
• Not humane
• Dirty
• Unsafe
• Worse than jail
28
• Institution
• Forced Christian religious services/chapel
• Theft of personal belongings
• It is like a jungle
• If you leave for one night,you have to wait 14 days to be allowed to stay again.
• Lack of day shelters
• No access to restrooms during the day, especially at the times the Rescue Mission closes
(7:30AM)
• Lack of volunteer opportunities accessible by walking
• Not enough staff/case workers
• Not enough communication/availability to meet with case workers/services; voicemail is always
full and don't get calls back
• No transportation to day shelter/training opportunities from shelter
• Availability
• Transportation needs to be provided
10. If not in shelter/never used shelter, why?
a. What could shelters do differently so that you or others would choose to stay
there?
• Freedom
• Safer than in the Mission
• Shelters need to allow us to stay; it's terrible to have to move around all day to stay warm or
find what we need
• Hire more passionate and qualified people
11. What is the biggest challenge you face right now?
• Law enforcement harassment
• Identification replacement assistance
• Housing
• Hope
• A place out of the cold that doesn't treat us bad
• Transportation
• Finding housing that will accept voucher/obtaining a voucher
• Disability
• Finding affordable housing
• Financial assistance
• Depression
• Nowhere to go during the day; day shelters are too far for those with mobility issues
• Transportation
• Waiting lists for services
• Somewhere to go when the shelter is closed
• A phone; repair and replacement of phone
• Access to the internet
• Education
• Criminal records
• Security
• Safety
29
12. What is something you wish the Roanoke community/ community leaders understood
about experiencing homelessness?
• There is a lot of judgement of us.
• We are part of the community,too.
• We have rights
• There needs to be more coordination between the services
• The City needs a "Homeless Unit"that will help us
• Affordable housing
• We want to be treated like human beings
• Make things more convenient for us
• Roanoke feels like it is designed to hold you back
• "People like us will inherit the earth"
• It is expensive for us to just use the restroom during the day when we aren't allowed in shelters
—a $2.50 cup of coffee every time we need to use the bathroom adds up.
• If you really care, come talk to us yourself.We never see any"leaders" willing to shake our hand
or sit down for a conversation with us.
• We didn't' choose this
• The stigma that we are lazy and don't want to work is wrong
• We don't feel welcome
• We feel unwanted
• We don't have a sense of belonging
• None of us thought we would be here
• We can't do it alone—we need help
• We experience mistreatment
• There is nowhere for us to use the restroom
• Services we need are not always accessible to us
• We need more training options
• We have vouchers, but we don't have anywhere to use them
• Leaders need to walk in our shoes
• Everyone deserves a second chance
• Leaders judge us
• Leaders have a lack of empathy
• We aren't just an "eye sore"
13. What services are you currently using/have you used in the past?
a. How do you access these services?
b. How did you learn about these services?
C. What are some challenges to accessing services in our community?
• Follow the crowd to services
• Word of mouth
• No explanation of what services are available, how to obtain them,why we have to do things,
why we have to give certain information
• If someone is asking for my SSN,they should be trustworthy and professional.Why do we have
to give such personal information to everyone?They tell us not to give out our SSN, but then we
have to give them to people at the Mission that may be part of the program themselves.
• You have to find what you need on your own
30
• From other services
• Word of mouth
• Insurance/lack of insurance prevent access to services
• Limited time
• Transportation
• Word of mouth
• Morning announcements at the Rescue Mission
14. What does "home" mean to you?
• Safety
• Convenience
• Security
• Comfort
• Freedom
• Privacy
• Peace of mind
• A roof over my head
• Independence
• Security
• Safety
• Privacy
• Security
• Freedom
• Rest
• Safety
• "'A light switch"
15. What does permanent housing look like for you?
• My own space
• I can come and go as I please
• Roanoke needs 500 one-bedroom apartments that we can afford to live in
• More housing vouchers
• A big step
• A goal
• Self-esteem
• Not to give up
• Motivation
• Less stress
• 1 don't know
• Freedom
31
Tae Ridge CoC Standing Committees Data&Performance
Community Engagement
Works to increase public awareness and broaden support for
Works to ensure that the CoC meets its responsibilities regarding data
implementing policies and programs aimed at ending
homelessness.Will maintain a list of CoC members and work to nelw features,training andction,data sharingdrecruitmentprivcy, tofgneawtpart cipatingtagenc es.
increase membership through awareness efforts. Members:
Members: Brian Burnette(Co-Chair)-CCS
Marie Muddiman(Chair)-Family Promise Hope Brown (Co-Chair)-City of Roanoke
Amanda Holcomb-CCS Ben Bristoll-CCS
Alison Jorgensen-CCS Suzanne Cook-Rescue Mission
Joe Cobb-City of Roanoke Sandy Peggins-Central Intake
Leslie Clark-UWRV Evelyn Jordan-TAP
Annette Lewis-TAP Tanyia Jones-VAMC
Dawn Sandoval-The Lease of These Matt Crookshank-City of Roanoke
Jennifer Gobble-Project Support
Jo Nelson-TAP
Dave Prosser-Freedom First
Housing Stability orneless response
Coordinated Entry to improve the h
Works to improve the homeless response system by overseeing Works m recommendations consistent with bestpractices cin homethrough less
o
the implementation and improvement of coordinated entry for p g
assistance.
the CoC. Members:
Members:
Amy Shirkey(Chair)-CCS
Matt Crookshank(Chair)-City of Roanoke David Bustamente-RRHA
Alison Jorgensen-CCS Malora Horn-RCPS
Stacey Sheppard-TAP
Prince-BRICH Marian DiPasquale-Family Promise
Paula PKeith Holland-City of Roanoke
Karen rincey-BRILC
Niles Comer-RVARC
Toni McLawhorn-VCW
Isabel Thornton-Restoration Housing
Karen Karney-BRILC
Kelli Mundy-Presbyterian Community Center Lyn Relf-RRHA
Monitoring&Evaluation Nominating
Reviews CoC funded(HUD or DHCD)projects through the BRICH Works to ensure that the BRICH is comprised of individuals
approved standardized evaluation tool.The monitoring tool representing homeless or formerly homeless persons,homeless
incorporates site visits,evaluation of outcomes,financial audits, service provider organizations, partner organizations,and persons
and case files. from each locality under the CoC.
Members: Members:
Matt Crookshank(Chair)-City of Roanoke Anne Marie Green-CCS
Hope Browning-City of Roanoke Annette Lewis-TAP
Alison Jorgensen-CCS Lee Clark-Rescue Mission
Paula Prince-RUC
Point-in-Time Committee Training Committee
Plans and implements the annual Point-in-Time Count according
to HUD guidelines while working closely with the HMIS Lead to Ensures that funded and partner agnecies have access to trainings
prepare,organize,and submit the data to HUD. required or recommended through HUD and DHCD.
Members: Members:
Matt Crookshank-City of Roanoke Alison Jorgensen-CCS
Hope Browning-City of Roanoke
Alison Jorgensen-CCS
Brian Burnette-CCS
Paula Prince-BRICH
Ben Bristoll-CCS
Judy Smith-RUC
32
Blue Ridge CoC Ad Hoc Committees
Policies&Procedures
Ranking&Review
Meets during the application pariod for both HUD and DHCD to review
Comprised of BRICH Members. Meets to review and update the and a
COC Policies&Procedures. pprove project application submittal according to the review
Members: policy.
Paula Prince(BRICH) Members:
Anne Marie Green (CCS) Keith Holland(City of Roanoke HUD Resources Office)
Dave Prosser(Freedom First) Paula Prince(BRICH Chair)
Malora Horn(Roanoke City Schools)
Annette Lewis(TAP)
Carol Tuning
Lee Clark(Rescue Mission)
Matthew W. (VDH)
Blue Ridge COC Working Groups
Community Case Review
Develops and reviews plans for individuals and families
experiencing homelessness or at risk of homelessness to identify
and secure services and supports that will lead to stable housing.
Ch ronic/Veteran/Youth/Family/Unsheltered
Members:
Tanyia Jones-VAMC-Veteran
Matt Crookshank-City of Roanoke-All
Phil Anderson-ARCH-Veteran/Chronic
Paul Powell-VAMC-Veteran
Hannah Evans-BRBH-Chronic/Unsheltered
Amy Shirkey-CCS-All
Vickie Royer-TAP SSVF-Veteran
Alyssa Carpenter-ARCH-Veteran/Chronic
Heather Brush-CCS-All
Gekisha Smith-Rescue Mission-Chronic/Veteran/Youth/Family
Sandy Peggins-Central Intake-Youth/Family
Tamisha Johnson-HAT-All
Josh Guzman-HAT-All
Josh Worth-HAT-All
Amanda Zwart-HAT-All
33
City Plan 2040 Policies and Priorities that Support a Compassionate Response to
Homelessness
Big Ideas
Category 3 - Our people
Our people, the City's most important resource. Reinforced by events of 2020, Covid-19 and
long overdue attention being drawn to systemic racism in our country, a renewed focus is being
placed on the well-being of our community.
Equity—Systemic racism has been a part of this country for centuries and persists today.
City programs, regulations and policies must be evaluated to remove barriers and to
make sure all residents have access to the services that they need. Equity must be
considered in all new programs, policies, and rules. Part of this effort includes creating
an equity commission to help guide the City.
Community Health— In 2020, our nation and our City face a daunting public health
crisis. Addressing this crisis is complex and the City must first define its role amid a
myriad of healthcare providers and organizations. Key actions to support community
health include:
o Working to make sure all citizens feel safe in their neighborhood.
o Improving access to healthy food and community facilities.
o Changing the narrative on how we view homelessness, addiction, and mental
health to remove stigma and promote better care.
Livable Built Environment
Priority 4: Housing
Policy 1 Enable affordable and accessible housing options in all neighborhoods
Action Items:
Perform a housing study to look at trends, needs, and current conditions of housing in
the City
Incentivize development that includes affordability, accessibility, and context sensitive
design components
• Develop programs that enable homeowners to make continual investments to keep
homes safe, accessible, and well maintained
• Continue to allocate HOME and CDBG funds to non-profit affordable housing developers
for new housing and renovation of existing housing for low income homeowners and
tenants
• Prioritize funding to affordable housing near neighborhood centers
Policy 2: Enforce housing codes to preserve safe and well-maintained housing
Action Items:
• Maintain effective code enforcement operations
• Maintain effective relationships with neighborhoods to share ways to maintain
properties
• Continue to support the city's rental inspection program and consider program
expansion to cover new housing types/arrangements, as appropriate
Policy 3: Enable a range of housing types in each part of the community to achieve inclusive
livable neighborhoods that prosper over time
Action Items:
• Consider ways to introduce different housing types into neighborhoods that lack
housing diversity while being mindful of and responsive to concerns about
neighborhood character, design, and maintenance
• Study the locations and characteristics of exemplary Missing Middle housing examples
(local) that successfully fit into a neighborhood setting. Use those findings to guide
policies and standards for creating multiunit housing types in neighborhood settings
• Encourage the development of larger Missing Middle housing buildings near
neighborhood centers and along commercial corridors
• Explore opportunities for alternative living arrangements, such as group living and co-
housing, near neighborhood centers
• Permit accessory dwelling units in all residential zones
Healthy Community
Priority 2: Safety
Policy 4• Improve home and building safety
Ensure buildings are constructed, retrofitted, and maintained for safe environmental
conditions.
Action Items:
Administer building maintenance codes as a remedial strategy for improving building
conditions, and as a preventative strategy to halt further decline of Roanoke's well-
designed but aging residential buildings
• Continue and enhance rehabilitation programs to improve existing housing conditions
and construction programs to provide safe new housing in core neighborhoods (such as
the various programs provided by the members of the Roanoke Housing Partnership in
CDBG target areas)
Consider new strategies for improving the safety of the City's residential housing &
institutional buildings as health sciences progress
Raise awareness of household risks through public outreach
Provide funding and incentives for household upgrades that reduce health risks
Consider ways to incorporate energy and environmental quality audits within the
development review process
Assess and improve environmental quality of public and institutional buildings
Priority 3: Access to Health and Support Services
Policy 1: Family health mental health and substance abuse treatment facilities should be
considered as essential community needs and location decisions for such facilities should be
driven by factors such as scale geographic distribution and accessibility
Public health concerns like substance abuse, trauma, domestic violence, and homelessness are
stigmatized and, to some extent, are even criminalized.This marginalization stands in the way
of connecting needs with assistance to manage or resolve such issues. These issues, which
virtually every community has, cannot be addressed until they become part of public dialogue.
Action Items
• Improve public education of current health resources and develop new support services
• Increase public awareness of domestic violence and other family issues and the
availability of family services
• Support development of adequate inpatient and outpatient medical and rehabilitation
facilities for substance abuse or mental health disorders that are small in scale,
accessible, and distributed across the City
• Remove barriers to treatment, disease management, and support for those with
substance abuse and mental health
• Encourage educational programs that raise awareness of substance abuse and mental
health
• Explore therapeutic recreational programming
Policy 2: Support partnership approaches to providing assistance to at risk populations
Being proactive and providing equitable support services to at-risk populations will help to
improve overall community health and wellbeing.
Actions Items
• Improve connections among local service providers for homeless people and people
living in poverty
• Expand after care resources for previously homeless individuals
• Examine and address risk factors associated with substance abuse and mental health disorders
• Consider Alternative-to-Incarceration programs for nonviolent offenders with substance abuse
or mental health disorders
• Create programs and incentives to help formerly incarcerated people move back into society,
and remove the barriers to the same
Policy 3: Ensure continuity of services and programs among community health partnerships
Barriers such as high cost of care, inadequate insurance coverage, lack of availability of services, poor
provider trust, and lack of culturally competent care limit health care access.
Actions Items
• Support community assessments of gaps in the health networks that exist within the City
• Support various programs and providers that service areas or individuals of need
Interwoven Equity
Priority 2: Break the Cycle of Poverty
Policy 2• Provide supportive interventions strategically
This policy is about establishing gateways for people to gain access to the best set of resources
available to meet their needs. Interventions should be supportive in the sense that they fill an
immediate need and should then go further to make sure the support provides for the overall
well-being of the individual as they look to improve their immediate situation.
Action Items:
• Support programs that help people deal with multiple issues holistically through
referrals to the varied forms of support an individual may need
• Ensure preventive mechanisms are in place for helping at-risk people to prevent more
serious issues (e.g., underemployment, homelessness, health issues, and unsafe housing
conditions)
• Make gateways to services accessible in neighborhoods (such as in libraries and schools)
• Prioritize employment preparation and workforce development for groups that need
more support
• Ensure convenient access to employment networks (build social capital)
• Support and improve financial literacy services
• Connect the Blue Ridge Interagency Council on Homelessness with the Police and other
City staff to better serve people who are experiencing homelessness
Priority 3: Neighborhood Choice
Policy 1• Identify and remove barriers to housing choice
Action Items:
Reconsider housing policies rooted in racial segregation efforts such as exclusionary
zoning districts that exclude all but single-family houses
Work to reduce tenure bias, that is, the favoring of owner-occupants over renter
occupants, by reviewing City policy and plans to eliminate such bias
Ensure the Fair Housing Board is active in removing barriers by providing community
education, paired testing, and assessment of barriers to housing choice
Policy 2: Understand the connection between finances housing and literacy in order to remove
barriers for vulnerable people like veterans homeless people elderly, domestic violence
victims, formerly incarcerated people and people recovering from addiction
Action Items:
• Review and reexamine how and where zoning codes permit group care facilities and
group homes providing housing and supportive services and support distribution of such
housing in neighborhood settings dispersed throughout the City
• Continue housing first programs and test other innovative housing approaches
• Improve connections among local service providers for the homeless and those
experiencing poverty
• Expand/extend after care resources for previously homeless individuals
• Inventory the existing group care/transitional living facilities; disperse such facilities and
amend policy as needed to meet the needs of the community
• Support and improve financial literacy services
• Better promote and improve literacy action
Policy 4: Develop varied and affordable housing options in each neighborhood
Action Items:
• Develop a housing plan as a component of the comprehensive plan
• Ensure affordable housing is available in all neighborhoods in the city
• Promote complete neighborhoods, so all neighborhoods have a broad range of housing
types, including multifamily housing
• Pursue legislative opportunities to increase affordable housing options and
opportunities
• Incentivize housing that is affordable and/or is built with universal design standards
Policy 5: Avoid displacement resulting from gentrification
Action Items:
• Maintain vigilance by monitoring data to identify emerging gentrification patterns
Put decision-making about neighborhood improvements at the neighborhood level.
Consider intensive public deliberation processes to determine neighborhood
improvement priorities
Use funds to rehabilitate existing housing stock to help current residents remain in their
home
• Support the development or rehabilitation of affordable rental housing
Educate community on the Homestead Exemption law
Priority 5: Service Delivery
Policy 1: Provide easily accessible information on community and public services
Discussions during planning meetings revealed that many are not aware of certain community
or City services.There was a realization that it is not enough to actually provide services, but
ensuring awareness of them is a critical part of service delivery.
Action Items:
• Employ best practices to promote available services in order to reach all residents
regardless of age and income
• Consider neighborhood-based service information in civic facilities like libraries
• Support information and referral programs that help people connect with the resources
they need
• Ensure government meetings are accessible at convenient times and there are
accommodations for disabled people, and when appropriate, provide multiple
opportunities for engagement by holding multiple meetings in neighborhood settings
(such as at libraries), at different times of day
Provide programs that help educate residents on City services and processes such as the
Mayor's Starting a Business Summit, Leadership College, and the Roanoke Planning
Academy
Develop Spanish language versions of informational programs and online content
Policy 2: Remove barriers to accessing services and programs
The policy approach is to improve service delivery to citizens by enhancing their ability to
access the service location or by mobilizing the service to convenient locations.
Action Items:
• Ensure services are accessible by transit (i.e., on or near a route)
• Provide services in neighborhoods with mobile units or by rotating services among
libraries or other community facilities
• Convene community walks with residents and government service providers to establish
communication and information-sharing (e.g., police, fire and EMS, planning/code
enforcement, parks and recreation, teachers/school staff, etc.)
Policy 3: Prioritize infrastructure and facility improvements in areas of need
In determining how limited funding for infrastructure and public facilities is spent, equitable
prioritization should ensure that each neighborhood has adequate infrastructure to meet the
needs of residents and businesses. Public facilities and infrastructure projects should be used to
support overall neighborhood revitalization efforts, especially in target neighborhoods.
Action Items:
• Consider CDBG target neighborhoods as priorities for infrastructure improvements (e.g.,
sidewalks, curbs, streets, storm drainage, bike lanes, greenways, and street trees)
• Consider CDBG target neighborhoods as priorities for improvements to public facilities
(e.g., fire stations, libraries, schools, parks, recreation centers, and other community
services)
Roles of Governing Body
Strategic Vision
• Strategic Planning
• Determining what is important in the short-term
• Identifying community wants and needs
• Seeing interconnections
Representative-Constituent Advocate
• Answering calls and emails from residents
• Connecting residents with the local government to help resolve issues
Trustee-Steward
• Looking at the long-term implications of decisions
• Fiduciary role
Decision-Maker
• Reading briefing materials
• Participating in study sessions
• Listening to residents
• Voting
Community Builder
• Being present and listening to individuals and community groups
• Convening important community conversations
• Celebrating accomplishments
• Participating in events
Oversight
• Conduct the manager's performance evaluation
• Reviewing the annual financial audit
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Roanoke, Virginia
Strategic Plan — Star City Strong
2022-2023
Adopted February 22, 2022
Roanoke City Council 2022
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Mayor Sherman Lea, Vice-Mayor Trish White-Boyd, Bill Bestpitch,Joe Cobb, Stephanie Moon-Reynolds,
Robert Jeffrey, Vivian Sanchez-Jones
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Mayor Sherman P. Lea,Sr.
As Mayor of the first city inducted into the All-America City Hall of
Fame and a seven time All-America City it is my pleasure to serve
alongside a Council and City Administration that recognizes the
importance of thinking strategically and acting on priorities. This plan
captures the Council's strategic priorities and defines the outcomes
we seek to achieve on behalf of the citizens. The Strategic Plan, our
City's comprehensive plan, related specific purpose or place-based
plans, and our annual budget represent what it is we as a City do and
why we do it. It is through these efforts we work to ensure we
continue to have a City offering the best opportunity for the most
people—in short,that it remains a great day in Roanoke!
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I encourage you to read this document to better understand our
Vision for the community, how we plan on getting there,and how you
can measure our progress.
City Manager Bob Cowell,Jr.
It is my honor to serve the Mayor and Council and on their behalf, the
' community,to lead an organization that works every day to deliver the
services demanded and to offer opportunity to each and every resident
and business of Roanoke. This plan provides the Vision established by
Council and the steps necessary to realize that Vision. This plan also
�Acprovides how we as an organization will conduct our business and sets
the stage for the annual budget and capital improvements program.
With the leadership of the Mayor and Council, we continue to make
progress as a City - routinely recognized as one of the best places in
_ America to live, operate a business, secure an education, or visit.
_ I encourage you to review what follows and join us in keeping Roanoke
�— a wonderful place for all that call it home.
2
Community Profile
The City of Roanoke is a mid-size independent city with a population of approximately 100,000 located
within a region with a population of approximately 350,000. The Roanoke region is located within the
south-western portion of the Commonwealth of Virginia with the City of Roanoke as the largest city west
of the State Capitol of Richmond. Roanoke serves as the region's education, medical, shopping, and
cultural hub anchoring Virginia's Blue Ridge. Built upon success of the growth in the rail industry, Roanoke
grew very rapidly in the 19" and early 20th centuries. After a period of economic challenges Roanoke is
experiencing a rennaisance built upon the strengths of medical research and care, technology, and
advanced manufacturing. Recent economic growth,a vibrant downtown,unparalleled outdoor amenities
and numeorus arts and cultural offerings have led Roanoke to national recognition.
Population Estimate (2020)—100,011
Median Age—38.5 with 7%under 5 years of age and 16%age 65 and older
Race—62% of the current population is White alone, 29% Black or African descent alone, and 6.3%
Hispanic or Latino
Households and Income—There are 41,740 households in Roanoke with 47,011 housing units with a
median value of$135,100. 52%of the homes in Roanoke are owner-occupied. 2020 Median income
is$44,230 with 21%of the population living in poverty. 86%of the adults in Roanoke are high school
graduates or higher
Industry & Business -there are 3,132 business establsihments in Roanoke employing 68,842 with a
total annual payroll of$3 billion. Health care and social assistance is the lagest employment sector
in Roanoke accounting for more than 12,000 jobs. There are currently more than 100,000 students
pursuing degrees at 25 colleges and universities located wihtin the Roanoke region
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Roanoke Community Vision
The City of Roanoke is a safe, caring and economically vibrant community in which all have equitable
opportunities to live, learn,work, play and prosper
A vibrant urban center with strong neighborhoods set amongst the spectacular beauty of Virginia's Blue
Ridge
Strategic Areas of Importance
This vision is pursued by focusing on seven areas of strategic importance
Education
Community Safety
Human Services
Infrastructure
Good Government
Livability
Economy
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The City Council expects that as a City we will act on each of the strategic priorities grounded in the
following:
Equity—All, regardless of location, race,sexual orientation, gender identity, or ability will have access to
equal opportunity for successful outcomes
Community Engagement&Inclusion—Intentional involvement of citizenry in the direction and actions
of their government
Well-Being—Physical and social environment that promotes healthy outcomes for all residents
regardless of their location
Creativity—innovation in programming and addressing opportunities and confronting challenges
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Education
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Foster an environment for lifelong learning which encompasses cradle to career and beyond through
shared services and community involvement
Path to Results
We will join our community in ensuring access to educational opportunities through the course of each
individual's life. We seek to help develop successful students and productive and educated adults,
prepared to succeed to full extent of their abilities.
Early Learning and School Readiness — we will invest time, money and resources in preparing
children to read proficiently by the end of the third grade.
Preparation for Post High-School Success — we will work with the community to identify and
support programs and initiatives that equip students to succeed beyond high school, whether
their path leads them to college, a trade or vocation,or community service.
Support of K-12 Educational Program — we will invest time, money, and resources in ensuring
Roanoke City Public Schools are able to provide the facilities, curriculum, and teachers, necessary
to deliver quality educational programs.
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Adult Learning—we will invest time,money,and resources in opportunities for adults to continue
to learn to enhance skills, broaden their general knowledge or further their creativity.
Targeted Actions
Continue to support RCPS"Equity in Action" efforts and investments
Enhanced youth career exploration and skills development
Continued expansion and enhancement of library facilities and programs
Implementation of Better Jobs Pathway Initiatives
Indicators
We will determine success by:
Improving PALS Scores;
Securing and Maintaining Accreditation for all public schools;
Improving Graduation Rates;
Improving Student Learning Outcomes;
Increased Adult Learning Opportunities;
Workforce Participation Rate,
Percentage of residents with post-High-School Education/Certification.
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Community Safety
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Foster a community where citizens feel safe and they and their property are safe in their homes,
businesses and neighborhoods
Path to Results
We will ensure that our community comes together to plan for and to the extent practical, prevent harm
from man-made and natural risks. We will take steps to ensure our homes, businesses, public places,
streets, and neighborhoods are safe and desirable places to live, work and play. Together we will ensure
that when a response is necessary it is done in as efficient, fair, and appropriate manner as practical.
Prevention—We will invest the time, money and resources necessary to ensure that to the extent
practical harm to property or persons is prevented through the use of programs, education, and
code and law enforcement and addressing underlying causes including poverty, trauma, and
inequity.
Responsiveness —We will maintain the equipment and personnel necessary to meet or exceed
established national standards related to response time for public safety and that our resources
and services will be delivered in an equitable and just manner.
Communication & Engagement — We will invest the time, money and resources necessary to
ensure the ability to reliably communicate to and engage with the general public, between staff
locally and throughout the region during routine business operations and times of emergency
response.
Quality of Standards and Laws — We will ensure that our codes, practices and policies are
consistent with recognized best practices and are legally sound
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Targeted Actions
Public Safety Reforms—MARCUS Alert, Use of Force Policies, etc.
Continued response to gun violence
Enhanced response to substance use disorder
Continued Enhancement of Fire-EMS facilities and services
Indicators
We will determine success by:
Accreditation by recognized national or regional organizations will be secured and maintained by
departments/divisions engaged in delivery of public safety services;
ISO ratings of the highest level will be secured and maintained by the departments/divisions engaged in
delivery of public safety services;
Public Safety services will consistently be evaluated as "good" or better by customer surveys conducted
by the City on a periodic basis,
Crime statistics will be actively monitored and reported and demonstrable improvements in all areas over
time will be secured.
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Human Services
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Foster a caring community that uses an equitable, regional and collaborative approach to encourage
preventative measures,intervention services, and self-sufficiency while providing a social safety net
for citizens
Path to Results
We will unite public and private institutions as a caring and compassionate community assisting
individuals and families to achieve self-sufficiency and live healthy lives. We maintain a commitment of
focusing on prevention and the provision of information and where necessary and when appropriate in
the delivery of compassionate services grounded in fairness, equity, and accountability
Prevention — We will invest the time, money and resources necessary to prevent poverty,
promote self-sufficiency, promote positive youth development, and promote healthy and safe
neighborhoods.
Intervention — When appropriate and necessary we will intervene in situations through early
identification of need, using a holistic approach that involves the family, support the
deinstitutionalization of individuals—integrating citizens back into society.
Caring Community — Through direct involvement with those impacted we will foster positive
relationships and empower them to succeed to the best of their abilities and circumstances.
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Accessibility to Services — We will ensure those who live in our community are aware of the
resources available to them and will ensure our services are delivered in an efficient and effective
manner.
Targeted Actions
Support of COVID recovery for individuals, households, and non-profit social service providers
Enhanced focus on addressing social determinants associated with disparities in health outcomes
Expanded mental health services
Implementation of eviction avoidance and affordable housing initiatives and programs
Continued enhancement of homeless services and supportive housing initiatives and programs
Indicators
We will determine success by:
Demonstrated compliance with all applicable laws and regulations that govern the delivery of health and
human services;
Human services will consistently be evaluated as"good"or better by customer surveys conducted by the
City on a periodic basis,
Improved demographic and socio-economic trends such as rates of poverty, number of homeless, service
recipients, deaths due to overdose, etc.
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Infrastructure
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Maintain and build quality infrastructure that supports healthy residential neighborhoods,successful
commercial areas, and accessible public facilities and amenities
Path to Results
We will work to ensure the facilities, equipment, materials, and services that are necessary to meet the
communication, mobility, life-safety, recreation, and basic needs of our individuals, families, businesses,
and visitors are provided and maintained in a manner that contributes positively to safety, livability, and
economic advancement
Environment—We will work locally and regionally to ensure the quality and sustainability of our
natural resources and features with a particular emphasis on clean air and clean water.
Buildings, Parks and Greenways —We will work locally and regionally to deliver buildings, parks
and greenways that are functional, accessible, and sustainable, and that can be operated in an
efficient manner.
Transportation — We will ensure our transportation network enables a full-range of mobility
options that are delivered, maintained and operated in an efficient manner.
Equipment and Vehicles—We will ensure that the equipment and vehicles we use to deliver our
services are safe and well-maintained and procured and operated in an efficient manner.
Technology—We will ensure that the technology we use to deliver services and to communicate
to and engage with our community is functional and reliable, and is procured and operated in an
efficient manner supporting businesses processes and community needs.
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Targeted Actions
Design and community engagement in preparation for Wasena/Main Street Bridge replacement
Increased investment in street and sidewalk maintenance
Completion of final gap in the Roanoke River Greenway
Update of City Sustainability Plan
Indicators
We will determine success by:
Demonstrated compliance with all applicable laws and regulations that govern infrastructure assets and
natural features;
Infrastructure-related items/services will consistently be evaluated as "good" or better by customer
surveys conducted by the City on a periodic basis,
Accreditation by recognized national or regional organizations will be secured and maintained by
departments/divisions engaged in delivery of infrastructure services,
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Good Government
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Provide exceptional and competitive government services that are collaborative, transparent,
responsive, and innovative
Path to Results
We will,on behalf of our citizens, provide top-quality services and programs that are cost-competitive and
responsive, efficient, collaborative, and transparent. We will build a culture around honesty, respect,
responsibility,teamwork,diversity and inclusion that address the challenges and opportunities of the 21St
Century
Effective Leadership—Through collaborative and visionary leadership we will set clear direction
and high expectations for Roanoke based upon Council priorities. We will emphasize strategic
vision,responsiveness, results,accountability,and adherence to clear values in the delivery of our
services.
High-Performing Employees — Our employees understand how their actions contribute to the
City's vision and strategies and are committed emotionally and intellectually, and motivated to
provide the best service they are able. Our organization provides the clear direction, resources,
and opportunities for our employees to excel in what they do.
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Efficient and Effective Operations —We acknowledge we are stewards of the public's resources
and therefore seek to deliver community services in a cost-competitive manner requiring the least
amount of time and effort necessary. We will seek partnerships, relentlessly and continuously
pursue service improvements and efficiencies, and strive to implement best practices on behalf
of our community.
Responsible Financial Management — We will ensure sound management of revenues,
expenditures, assets, in a strategic, coordinated and deliberate manner aligned with generally
accepted and best practices, Council priorities, and the needs of the community.
Valued, Engaged & Informed Community — We believe a successful City values an active and
engaged citizenry in the conduct of its government. We will ensure community members are
informed and offered opportunities for engagement as policies and actions are formulated and
services are delivered.
Targeted Actions
Enhanced Employee Compensation
Complete Restoration of public services impacted by COVID-19
Continued adaptation of Budgeting for Outcomes to Budgeting for Equitable and Empowering
Outcomes
Advance efforts of Equity and Empowerment Advisory Board
Enhanced Capital Improvements Programming and Reporting
Implementation of ARPA initiatives and programs
We will determine success by:
Demonstrated compliance with all applicable laws, regulations, and policies that govern financial
management;
Overall City governance will consistently be evaluated as"good"or better by customer surveys conducted
by the City on a periodic basis;
Recognition by national or regional organizations secured and maintained for application of innovative
approaches and best practices;
Improved employee satisfaction and retention/advancement,
Increased utilization of engagement opportunities by residents and businesses.
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Livability
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Enhance Roanoke's exceptional vitality as an attractive, diverse, culturally inclusive, vibrant and active
city in which to live, learn, work and play
Path to Results
We will collaborate with others in our region to ensure Roanoke retains a quality social, built and natural
environment making it a vibrant place to live, learn,work, play and visit. We will ensure Roanoke remains
a desirable place to invest in,whether as a homeowner, business owner, client, or tourist
Attractive Community—Together with the community, we will work to foster pride in home and
business ownership working to ensure our neighborhoods, business corridors, and districts
remain safe,clean, diverse, and attractive, and encourage continued pride and investment.
Accessible and Inclusive Community-We will ensure that public transportation, bicycle facilities,
and pedestrian ways are convenient and safe, and provide mobility options and ease of
connection between our neighborhoods, with our public spaces and throughout the region.
Quality Amenities — We will collaborate with others to provide activities, facilities, and exhibits
that encourage active living and foster cultural awareness. We will ensure the protection of
unique community assets and natural resources found within our City.
Targeted Actions
Implementation of Comprehensive Plan
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Implementation of Parks and Recreation Master Plan
Advancement on various initiatives—Compassionate City, Human Rights Diversity Index, Age-
Friendly Community,Youth Services, etc.
Indicators
We will determine success by:
City's desirability as a place to live, operate a business, or visit will consistently be evaluated as"good" or
better by customer surveys conducted by the City on a periodic basis;
Recognition by national or regional organizations, secured and maintained for application of innovative
approaches and best practices,
Increases in population, number of visitors, home ownership, home value,and participation in events.
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Economy
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Cultivate a thriving business environment and innovative workforce opportunities to ensure the
prosperity of our community, recognizing our role in both the regional and global economies
Path to Results
We will collaborate with others in the region and State to ensure the continued economic vitality of
Roanoke and its place as the region's center of economic activity. We will emphasize the development of
individual's skills and abilities,development of unique economic assets,the promotion of economic assets
that afford us a competitive advantage and the development of business opportunities
Workforce Development—Together with others in the community, we will ensure our workforce
is prepared to productively contribute to the local economy and better the lives of themselves
and their families. We will seek to attract and retain talent, expand employment opportunities,
raise awareness of job and business opportunities, and attract higher-wage opportunities to
Roanoke.
Asset Development—Together with others in the community,we will build upon existing natural,
cultural, structural, and leadership strengths creating an economic environment that capitalizes
upon our uniqueness and creates opportunity for the generation of wealth —personal, business,
and community.
Business Development—We will collaborate with others throughout the region to make Roanoke
as attractive as possible for investment by individuals and business by ensuring regulatory and
business processes are responsive, regional partnerships are fully embraced, strategic use of
business incentives, and maintenance of a responsible tax structure. We will continue to ensure
Roanoke remains a vibrant and attractive portion of Virginia's Blue Ridge for visitors and guests.
Asset Promotion —We will collaborate with others throughout the region to curate and nurture
an authentic and representative brand for Roanoke and the region, and will ensure access to
22
trusted and reliable information about the benefits of living, visiting, and doing business in
Roanoke.
Economic Inclusion — We will remove barriers and pursue opportunities to ensure every
individual, family and business in our community have equitable opportunities for economic
success.
Targeted Actions
Support COVID-related economic recovery
Advance on Target Neighborhood initiatives
Advance on Gainsboro: A New Way Forward initiatives
Advance on economic inclusion initiatives
Enhance regional outdoor assets
Complete Economic Strategic Plan
Indicators
We will determine success by:
Increases in tax revenue, number of jobs, occupancy rates, number of visitors, and decreases in poverty
and unemployment rates.
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Organizational Response
The City Government will respond to each of the priorities,take action and deliver services aligned with
the following core values:
Integrity and Honesty
Diversity and Inclusion
Respect for Others
Listening and Communication
Continuous Improvement
Accountability
Organizational Framework
Pursue long-term high-impact regional change—make the Roanoke region the premier place 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
Strategies
Prioritize—time, money, and attention
Take Strategic Action—everything should progress toward objectives
Seek and Enhance Collaborative Partnerships—we cannot and should not do this alone
Innovate—new ideas, new approaches, new partners
Empower Organization—free up talent,time, money, and resources
As an organization, we will do this within a culture where all employees are leaders oriented
toward results and positive outcomes, where organization and community assets meet or exceed
recognized standards and where the services provided are recognized as"best in class".
As departments,we take action and deliver our services guided by our Departmental Service Plans
and secure the necessary resources by budgeting for the intended outcomes.
As individuals, we perform in accordance with our personal development and operational goals
established annually.
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Local Tax Performance
• Actual five year local tax growth 4.50% All Local Taxes
ranging from -0.08% (FY 2017) to 4.26%
4.00% 3.89
+4.26% (FY 2018) . 3.50%
• Close of FY 2022 pending final 3.00,
revenue accruals. 2.50% 2.57%
.s
• Adopted FY 2023 local tax 2.00%
budget exceeds adopted FY 2022 1.50%
local tax budget by +8.32%. 1.00%
0.50%
-0.08% -0.01%
0.00
FY 2017 FY 2018 FY 2019 FY 2020 FY 2021
-0.50%
Expenditure Performance
• Actual five year expenditure Expenditure Trend
growth ranging from -2.06% (FY 4.0
.56
2021) to +3.56% (FY 2018). 3.00%
2.84%
• Close of FY 2022 pending final
z.ao%
2.22%expenditure accruals. 1.75%
• Adopted FY 2023 expenditure 1.00%
budget exceeds adopted FY 2022 0.00% -
expenditure budget by +5FY 2017 FY 2018 FY 2019 FY 2020 FY 2021
.6%.
.1.00%
2.00%
2.06%
-3.00%
Revenue and Expense Considerations
• Potential pending revenue shifts downward
• Inflationary impacts on expenditure costs increases
• Future medical and dental city rate increases
• Future Retirement funding requirements to remain adequately
funded
• Future Reserve funding required to remain in good standing for view
of bond rating agencies and maintenance of bond rating
• CIP budgetary debt service requirement increase based on current
CIP
• Cash funding for one-time capital purchases