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Home My WebLink AboutCouncil Actions 02-06-23 COBB 42544-020623 City of Roanoke, Virginia ROANOKE CITY COUNCIL ROANOKE CITY SCHOOL BOARD February 6, 2023 ROANOKE 9:00 AM 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. 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. CALL TO ORDER - ROLL CALL. • City Council. - All present. • School Board. - Trustee Diane Casola was absent. WELCOME AND OPENING REMARKS. • Mayor Sherman P. Lea, Sr. • Chair Elizabeth Jamison. ITEMS FOR DISCUSSION/COMMENTS BY CITY COUNCIL/SCHOOL BOARD TRUSTEES. • Liaison/School Board Buddy. • Funding. • Use of Facilities. • Capital Planning. • Shared Agreement on Performance Measures and Expected Outcomes. • Status of School-related Legislative Items. RECESSED/ADJOURNED - 11:05 a.m. AT 11:11 A.M., THE COUNCIL MEETING RECONVENED TO CONSIDER THE FOLLOWING ITEMS FOR ACTION: A communication from Mayor Sherman P. Lea, Sr., requesting that Council convene in a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. A list of current vacancies is included with the agenda for this meeting. (7-0) A communication from Council Member Patricia White-Boyd, Chair, City Council Personnel Committee, requesting that Council convene in a Closed Meeting to discuss a personnel matter, being the mid-year performances of Council-Appointed Officers, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. (7-0) ITEMS LISTED ON THE 2:00 P.M. COUNCIL DOCKET REQUIRING DISCUSSION/CLARIFICATION AND ADDITIONS/DELETIONS TO THE 2:00 P.M. AGENDA. NONE. TOPICS FOR DISCUSSION BY THE MAYOR AND MEMBERS OF COUNCIL. Council Member Moon Reynolds requested an update on the northwest hub. BRIEFINGS: • Code Amendments (Chapter 2, Administration)(Chapter 21, Offenses - Miscellaneous, and Chapter 23, Police)( Chapter 17, Human Resources) - 30 minutes • Budget/Financial Planning FY 23 - 30 minutes AT 12:19 P.M., THE COUNCIL MEETING WAS DECLARED IN RECESS FOR A CLOSED MEETING; AND THEREAFTER RECONVENED AT 2:00 P.M., IN THE COUNCIL CHAMBER, ROOM 450, NOEL C. TAYLOR MUNICIPAL BUILDING. City of Roanoke, Virginia CITY COUNCIL 1410 .. 2:00 PM ROANOKECity Council Chamber 215 Church Avenue, S.W. 1. CALL TO ORDER - ROLL CALL. All Present. Vice-Mayor Cobb and Council Member Priddy arrived at 2:07 p.m. The Invocation was delivered by Elder Milton Hardy, Jr., Associate Pastor, Greater Prayer Temple. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Sherman P. Lea, Sr. Welcome. ANNOUNCEMENTS: 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: Recognition of Parks and Recreation. Michael Clark, Director, Parks and Recreation and staff were recognized for receiving the "Field of the Year" Award. 3. HEARING OF CITIZENS UPON PUBLIC MATTERS: City Council sets this time as a priority for citizens to be heard. All matters will be referred to the City Manager for response, recommendation or report to Council, as he may deem appropriate. Freeda Cathcart, 2516 Sweetbrier Avenue, S. W., spoke with regard to better communication between the City and neighborhoods and expressed appreciation to the Council. Nikki Tilley, 404 4th Street, S. E., expressed concern with regard to her living situation and lack of available housing. Barbara Duerk, 2607 Rosalind Avenue, S. W., encouraged the Council to be aware of the Senate's bicycle and motor vehicle bills. 4. CONSENT AGENDA: APPROVED, AS AMENDED. (6-0, Vice-Mayor Cobb was not present when the vote was recorded.) All matters listed under the Consent Agenda are considered to be routine by the Members of City Council and will be enacted by one motion. There will be no separate discussion of the items. If discussion is desired, the item will be removed from the Consent Agenda and considered separately. C-1. Minutes of the regular meetings of City Council held on Monday, December 5, 2022; Monday, December 19, 2022; and Tuesday, January 3, 2023. RECOMMENDED ACTION: Dispensed with the reading of the minutes and approved as recorded. C-2. Request to advertise a Public Hearing for February 21, 2023 at 7:00 p.m., or as soon thereafter as the matter may be heard, or at a such later date and time as the City Manager shall determine, in his discretion, to lease an approximate 60' X 60' plot of land located at Morningside Park along Morgan Avenue, S. E., and Designated as Tax Map Number 4240102, to Carilion Clinic to use as an Urban Garden. RECOMMENDED ACTION: Concurred in the request. C-3. Request to advertise a Public Hearing for February 21, 2023 at 7:00 p.m., or as soon thereafter as the matter may be heard, or at a such later date and time as the City Manager shall determine, in his discretion, to lease an approximate 129' X 100' plot of land located at Morningside Park along Morgan Avenue, S.E. and designated as Tax Map Number 4240102, to the Local Environmental Agriculture Project, Inc. (L.E.A.P.). RECOMMENDED ACTION: Concurred in the request. C-4. Request to advertise a Public Hearing for February 21, 2023 at 7:00 p.m., or as soon thereafter as the matter may be heard, or at a such later date and time as the City Manager shall determine, in his discretion, to renew the lease of approximately 0.3664 acres of land located at the northeast corner of 13th Street and Cleveland Avenue, S. W., and Designated as Tax Map Number 1220803, to the Local Environmental Agricultre Project, Inc. (L.E.A.P.). RECOMMENDED ACTION: Concurred in the request. C-5. Report of qualification of Jason Varney as a member of the Board of Zoning Appeals for a three-year term of office, commencing January 1, 2023 and ending December 31, 2025. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA: 5. PUBLIC HEARINGS: NONE. 6. PETITIONS AND COMMUNICATIONS: 1. FY23 SRO Grant Program. Adopted Resolution No. 42549-020623 and Budget Ordinance No. 42550-020623 (7-0). 7. REPORTS OF CITY OFFICERS AND COMMENTS OF CITY MANAGER: 1. CITY MANAGER: BRIEFINGS: NONE. ITEMS RECOMMENDED FOR ACTION: A. Acceptance of a $50,000 grant award from the Governor's Agriculture and Forestry Industries Development Fund (AFID) Infrastructure Grant program in support of LEAP's food hub. Adopted Resolution No. 42551-020623 and Budget Ordinance No. 42552-020623 (7-0). B. Acceptance of a National Endowment for the Arts (NEA) Grants for Arts Projects (GAP) Award. Adopted Resolution No. 42553-020623 and Budget Ordinance No. 42554-020623 (7-0). C. Approval of Revision to Percent for Art Guidelines. Adopted Resolution No. 42555-020623 (7-0). D. Acceptance of Virginia Department of Emergency Management State Homeland Security Program Funding — Hazardous Materials. Adopted Resolution No. 42556-020623 and Budget Ordinance No. 42557-020623 (7-0). E. Acceptance of 2023 Violence Against Women Act: V-Stop Grant. Adopted Resolution No. 42558-020623 and Budget Ordinance No. 42559-020623 (7-0). F. Acceptance of Virginia Department of Emergency Management State Homeland Security Program Funding —Technical Rescue. Adopted Resolution No. 42560-020623 and Budget Ordinance No. 42561-020623 (7-0). G. Acceptance of Virginia Department of Emergency Management Local Emergency Management Performance Grant Funding. Adopted Resolution No. 42562-020623 and Budget Ordinance No. 42563-020623 (7-0). H. Acceptance of Virginia Department of Health EMS Training Scholarship Funding. Adopted Resolution No. 42564-020623 and Budget Ordinance No. 42565-020623 (7-0). I. Approval of Pay Ordinances. Adopted Ordinance Nos. 42566-020623, 42567-020623 and 42568- 020623 (7-0). COMMENTS OF THE CITY MANAGER. The City Manager provided an overview of the Strategic Plan; Northwest Hub, and revisioning of the Goodwill facility. 2. CITY ATTORNEY: NONE. 8. REPORTS OF COMMITTEES: NONE. 9. UNFINISHED BUSINESS: NONE. 10. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: NONE. 11. MOTIONS AND MISCELLANEOUS BUSINESS: 1. Inquiries and/or comments by the Mayor and Members of City Council. Council Member Priddy reminded citizens to check on their mental health and check in with neighbors. 2. Vacancies on certain authorities, boards, commissions and committees appointed by Council. Appointed William D. Bestpitch as a member of the Human Services Advisory Board to fill the unexpired term of office of Erika Bergen ending November 30, 2025. Reappointed Jennifer Oakes as the City representative of the Local Office on Aging Advisory Board for a one-year term of office ending February 29, 2024. Appointed Sandra Vincent as a member of the Roanoke Civic Center Commission to replace Thomas Page for a term of office ending September 30, 2025. Appointed Barbara Duerk as a member of the Roanoke Valley-Alleghany Regional Commission to fill the unexpired term of office of Peter Volosin ending June 30, 2024. Reappointed Brandon McCall as a member of the Youth Athletics Review Board for a three-year term of office ending December 31, 2025. Appointed Anita J. Price as a member (Citizen-at-Large) of the Youth Services Citizen Board to fill the unexpired term of office of Anita J. Price ending June 30, 2024. CERTIFICATION OF CLOSED MEETING. (7-0) At 4:03 p.m., the Council meeting recessed for continuation of Closed Meeting. At 5:09 p.m., the Council meeting reconvened. ADJOURNED - 5:11 P.M. Roanoke City Council and Roanoke City School Board Joint Meeting February 6, 2023 IRIL IV Today's Agenda li%L • Funding Formula • Overview of RCPS Capital Improvement Plan • Use of School Facilities • Performance Measures • Legislative Update a a 14 a Thank You ! Working together to support our students • Salary increases • AVID Additional safety allow RCPS to • Career & Technical measures attract high-quality Education Mental health teachers and staff • Work-based supports • Teaching positions learning 24-hour tip line are 99% staffed • Business Staff panic alarm partnerships Advocacy • Additional SROs _a Current Funding Formula Adopted by City Council May 9, 2011; last amended May 14, 2018 Provides 40% of local taxes, minus exceptions specified in the policy, to Roanoke City Public SchoolsP i „a s RCPS received 1/12 of budgeted amount is transferred to RCPS monthly. $88,930,471 in city funding Spells out timeline for projecting next year funding and budget adoption, as well as timeline for final true-up at year-end. 33% of all revenues received from all funds. (Source: Roanoke City Public Schools 2020-21 and 2021-22 Annual Comprehensive Financial Reports Exhibit 4:Statement of Revenues, Expenditures, and Changes in Fund Balances) Current Funding Formula Benefits *1 The focus during budget The formula makes it easier for development is on moving both both the City and Schools' the city and schools forward and management teams to plan and not competing for dollars. prepare budgetarily. The formula ties the financial The retention of fund balance at outcomes of the city and schools year-end incentivizes well-thought together — we all benefit in good out and planned use of funds and times, and we all weather the helps fund the renovation or hard times together. rebuilding of school facilities. Current Funding Formula A Decade of City Funding of Schools in Nominal Dollars, Reflecting the Impact of inflation, Challenges and Juxtaposed Against Student Enrollment Shifts Over Time Inflation $100.0 14,W.00 $90.0 14,000.00 Educating more students with greater needs using $80.013,500.00 less funding on a per pupil basis. $70.0 13,000.00 $50.0 Local Per Pupil Funding s lzs0000 (Inflation Adjusted - reflected in 2013 dollars) � $Soo w 0 $5,700 LA 0 12,000.00 E $5,600 $40.0 ' z $5,500 $30D11,500.00 ---- _ $5,400 $5,300 —' $20.0 11,000.00 $5,200 $10.0 10'S00.00 $5,100 $5,000 do 10,000.00 ,�� by ,� ,yo titi titi ea ti�ti1 Ja�e� 'L'L tip~ry ti0� City funding of Schools —Buying Power of Local funding(in 2013 dollars) —Student Enrollment(PreK-12) How Local Funding is Used "low 2021-2022 School Year City Funding of Schools $ 88,930,471 City Expenditures Funded out of Schools Allocation Public Sa f Y (School Resource et O The City of Roanoke provides funds Officers) (514,644) for Pre-K — 12 education to RCPS. Public Works (Stormwater Fees, Radio Support) (188,092) Out of those funds, RCPS pays the General Government(Municipal Audit) (72,956) city for important government services necessary to meet the Health and Human Services (Children's Services Act) (2,973,640) diverse needs of the city's Debt Services (School Renovation and Building Projects) (11,445,335) youngest citizens. Remaining for Education and other Student Services $ 73,735,804 Total School Funding 2021-22 RCPS Revenue - All Non-Fiduciary Funds 2021-22 Roanoke City Public Schools Funding by Source i l.Z% Commonwealth of Virginia.� g� $ 115,847,291 \� City of Roanoke 88,930,471 1WFederal Government 57,407,820 Investment Income and Other Sources 21163,109 Commonwealth of Virginia ■City of Roanoke ■Charges for Services ■Other Charges for Services 941,363 Total Funding $ 265,290,054 Source: Roanoke City Public Schools 2021-22 Annual Comprehensive Financial Report Exhibit 4:Statement of Revenues, Expenditures, and Changes in Fund Balances. Total School Funding Distribution 2021-22 RCPS Funding - All Non-Fiduciary Funds Instruction $ 154,539,851 Capital Building Improvements 23,270,393 Facilities Operations and Maintenance 18,767,192 Debt Service (City and Other Debt) 12,674,638 Pupil Transportation 10,815,330 �^ Food Services 9,807,076 ,: Data, Attendance, and Administrative Functions 9,221,832 Student Health (including Psychological Services, 8,880,660 Speech/Audiology Services, and CSA) Technology (including Instructional Technology 6,150,167 Resource Teachers) ` Safety and Security 2,343,211 Athletics 1,805,553 Total $ 258,275,903 Source: Roanoke City Public Schools 2021-22 Annual Comprehensive Financial Report Exhibit 4:Statement of Revenues, Expenditures, and Changes in Fund Balances. Funding Discussion and Q&A Next Topic: Overview of RCPS CIP School Fund Balance 2020- 202 RCPS General -—�---- Fund Expenditures I General Fund Food Services ' Capital Fund — were ! - Unassigned Fund - Committed for $173,871,215. Assigned Capital Projects j Year-End 2020-2021 I $35,545,138 $ 4,432,775 Unassigned Fund Year-End 2021-2022 $25,307,250 $5,829,172_ $23,110,358 Balance was 20% of expenditures. 1 Why Is a Reserve Important? 2022 Total RCPS General This balance is important to support continuity of services, to serve Fund Expenditures For context: as a stabilization reserve, and to help the school division manage were ' cash flow throughout the year. School Board Policy DBA spells out $185,167,850. Year-End General Fund Expenditures totaled the requirements for this reserve. This policy was updated $269,252,846 or December 2022 to take into consideration the impact of inflation, $182,405,433 excluding the ned Fund payment to RCPS. Unassigned so the specified minimum continues to provide an appropriate g reserve level Over time. Balance was 14% Unassigned Fund Balance was$47,392,703 or 265,o of expenditures. non-education related enditures. Sources: Roanoke City Public Schools 2020-21 and 2021-22 Annual Comprehensive Financial Reports Exhibit 3: Balance Sheet and Exhibit 4:Statement of Revenues, Expenditures, and Changes in Fund Balances; and City of Roanoke 2020-21 Annual Comprehensive Financial Report Exhibit C Balance Sheet and Exhibit E Statement of Revenues, Expenditures and Changes in Fund Balance. RCPS' Approach to the CIP* Process Superintendent LCity Council Approval of Ci Finance CIP io Operations Ar City Budgeting Ten Year CIP , Cycle Updated Annually School Board Approval CIP Process:Equi Indicators SchoolBoard Presentation Prioritize Projects *Capital Improvement Plan RCPS ' CIP Scoring Matrix Roanoke City Pubic Schools � 'o^�� , Pro ntoNec• gvify Scare F'+rete'kec�.^-n iaea�ewa ___- CiP xear:_ Estimated Value:_ Part 1.Equity Scorecord:level l Indicators Coleaw 1 Point 2 Pokds 3 Points Additional Notes Equw Tine ar^- tw�N reds a The protect wil reduc. The project wia reef ce 21 ,newhes in at 11800 one ineguriies in at Host The n mon than area.The project-1fico oteas.Thep two aroas.The prgect provide equitable wail provide eauifabe wall prowde ecuFtaofe outcomes.access tooutcomes.access t0 outcomes,access to 'XogranwDrojectsono programs/projects, progrorns/p`o)ects. reduce me adverse — reduce the Ona reduce the 'mpocts on mOigiralized adverse rmlwcls on adverse impacts On studentsd margirsolited students/ morginogted students/ fomees/communities. FornWes/corrvnumties. fan-Aeslcommunifies. Neagh and Safety There is at least one There are of least two There are mon than Part If.level II lndicaton known hearth Ono safety known neotth anti two known health and concern_ solei con�Cern,. sate"y concerns. Environment:°ec,: :e:o^ereser.-^,J and conserving the en`:iro^Nt10nE Apr exa^i, a--; brisling There is Ins concern There is, s an emerging Tnere is substantial r Conditions w fh e*stng conditionsconcern with erasrinq concern with existing ___ -°0 point.) _Na i0 pointl The project needs to be corddltions.The project conoil,ons.The project nnovahsd All.Me or needs to be renovated needs tape mon gem. or replaced wRhM renovated or replaced Improvement.builds or arc,:'s'_ codt es o Ou•sc^ lcolan': e^vronment,educational ""s,w y6ai Immediately ar in c Ian Pr tP program.and by-c ear or less. s•oden's and convnunity. Required Work Required work n of leas) Required work in tiro Required work n more liao.x;r • Yes(1 point) NO(0 Point) one areas needs needs aneeds corrective Mat Iwo areas neeas -- - correchve action to action to address corrective action to address compliance. cornotiorce. ocaress compkonce. Economy Tne associated cosh of The associated costs of The associated costs Collaboration:creates me project are at Or OpaOrfuniti@s for COlfpaOrafton among Community pot$ners,and community growth. rhe project are the project areata of suastan6aty above above budget The aetow budget.Tree a aoinij No JO point) t. wit pOject w6 enhance prpject viral enhorCe Shovel Ready.`ocuses on the protect omporedness and ability to start when project is completed. _No 13 point) Total Score:_ 0PEa;.rh+Sc,c .cjrd Template Ro •+�tict ,i' la >, ennar"The co ww "he CarxTMr&ty n Mo the cormPun ty in Maximum Score: 2 2 points in at least ane 0160. areas. more than bre onus Total Sc«e: - RCPSI Project Recommended Level k �r • Level 1 - mandatory projects for funding (received highestscore) CIP Equity Scorecard Template Roanoke City Public Schools School Nome: _.. _,.__.__. Proposed Project: Equity Score '�:�;ect Recommended Levet;_ CIP Yea:_ Estimated Value:_ Part I.Equity Scorecard:Level • Level 2- projects Category 1 Potts 2 Points 3 Porth Additional Nous Equity The project wit reduce the project will reduce The project vwll reduce IProvide specific exomplest ,. cv 21 inequities in of least one inequities in at least inequities in more than recommended for funding prow.The equitable w 11 two wears The stable —11 areas eQ noble, provide equitable will provide equitable vrtll provide equitable outcomes,access to outcomes.access to outcomes,access to m progros/projects.and progroms/projects. progroms/projects. reduce the adverse and reduce the and reduce the impacts on marginalized adverse impacts on adverse impacts on students/ marginalized students/ marginalized students/ tanNFes/Communities. Fornilles/Communifles. lomifies/commUn+fies. Health and Safety There is of oone There are at least two There are mon than Wfovide weciifc a omoiesl • cknownone Nel health and safety known healer and war known health and Level ve 13- unfunded projects concern. safety concerns. safety COnCCYns. Existing There is In!"concern There is on emerging There is substantial IProv;de specific e.omptesj (recommended for level 2 i f CandHians with existing conditions.e bconcern with existing concernwith existing TMe oroiect needssto be condconditions,tiar .The project conditions.The projee ct renovoted within Mie or needs to be renovated needs to be funding allows) more years tri Years.within renovated"replaced three years. ImmediatNy or in a ear or tens. in more Required Work Required wk in at Nall Required work in two Required work orIl'rande specific examples) ane area needs areas needs Corrective than two areas needs =ICarr@Cfive action 10 action PO atlaress COR2CtiYe Och(In to ce. cam l cence. adore s compliance. RCPS Capital Improvement Plan Process Discussion and Q&A Next Topic: Overview of Facility Use Community Use of School Facilities Two primary ways to access facilities: 1. School Board Policy KG 2. City of Roanoke Joint Use Agreement with School Board (City Parks and Recreation) Priority of Facility Use: 1. School Activities Facility Usage per RCPS Location 07/01/22 -02/01/2023 2. City Parks and Recreation 152150 160 142 142 3. Outside Groups 140 • Non-profit Roanoke-based 120 109 106 p 100 87 87 organizations 80 73 64 77 75 Non-profit service groups outside of 58 • 60 45 � � � 48 47 41 Roanoke 40 37 36 36 39 4 • r 20 Private interest 13 groups (Note. Use of 2 3 0 any school property to engage in any p °� lw7 z ¢ U s u p w w a 7 l7 in g O partisan political activity supporting or oo � ado � � oad � � wYo o r= z z z x y z u o w a z `-' o a �' 3 a a Y a o o z z ~ 0 z a opposing a candidate for public office w m d < o g = z a a m LL ° or a political party is prohibited) a o 3 Facilities Partnerships • YMCA • Parks & Recreation JOE L • Various Sports Clubs • Colleges & Universities ' • Roanoke Symphony • Potter's Guild • Community Groups • Faith-Based Organizations • Many more! `�' Facilities Partnerships Discussion andQ&A Next Topic: Performance Measures Student Success iera#.»k;.i..ezdgrtwme. How do we measure success? ., • At least 75% of students will be reading at or above grade level by the end of the third grade. • Accelerate reading achievement for all students to reach the Virginia Department of Education (VDOE) benchmark 75% proficiency. • Accelerate math achievement for all students TTTyy to reach the VDOE benchmark of 70% proficiency. • Increase graduation rate. • Improve access to advanced courses and career/technical education (CTE) programs. VDOE Accountability Measures Virginia Department of Education (VDOE) Accreditation ) • SOL Data ` • English • Math • Science • Graduation Completion Index • College, Career, Civic Readiness Index (CCCR) • Chronic Absenteeism , • Drop Out Rate k Performance Measures Assessments { 1 • Phonological Awareness Literacy Screening (PALS) • Measures of Academic Performance (MAP) • Growth Assessments '~ • Standards of Learning (SOL) Data .,,waAA • District Benchmarks/Snapshots ey4 Performance Measures r = � lot Progress Monitoring ' ,f • Instructional Review Rounds • Academic Desk Reviews 1p • Trainings • E3+ • VDOE Mandated • Professional Development Additional Support • Tutors • 21St Century . • Small Group Remediation • Social Emotional Support Performance Measures Discussion and Q&A Next Topic: Legislative Updates CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE,S.W.,SUITE 452 ROANOKE,VIRGINIA 24011-1594 TELEPHONE: (540)853-2444 FAX: (540)853-1145 SHERMAN P.LEA,SR. EMAIL: MAYOR n�ROANOKEVA.GOV Mayor February 6, 2023 The Honorable Vice-Mayor Joseph L. Cobb and Members of the Roanoke City Council Roanoke, Virginia Dear Vice-Mayor Cobb and Members of Council: This is to request a Closed Meeting to discuss vacancies on certain authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711(A)(1), Code of Virginia (1950), as amended. A list of current vacancies is included with the agenda for this meeting. Sincerely, Sherman P. Lea, Sr. Mayor SPL:ctw COMMITTEE VACANCIES/REAPPOINTMENTS February 6, 2023 Public VACANCIES: Term of office on the Architectural Review Board ending October 1, 2025. Unexpired term of office on the Blue Ridge Behavioral Healthcare, Board of Directors ending December 31, 2024. Term of office on the Human Services Advisory Board ending November 30, 2026; and an unexpired term of office ending November 30, 2025. Unexpired term of office on the Parks and Recreation Advisory Board ending March 31, 2025. Term of office on the Roanoke Civic Center Commission ending September 30, 2025. Unexpired term of office on the Roanoke Valley-Alleghany Regional Commission ending June 30, 2024. Unexpired term of office on the Youth Services Citizen Board ending June 30, 2024; and a term of office (Citizen at Large) ending June 30, 2026. 1 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 Council Members Mayor Joseph L.Cobb Luke W.Priddy Stephanie Moon Reynolds Vivian Sanchez-Jones Peter J.Volosin Patricia White-Boyd February 6, 2023 The Honorable Mayor Sherman P. Lea 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 mid-year performance 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 ATTORNEY COUNCIL MEMO CODE AMENDMENT Date: February 6, 2023 From: Timothy R. Spencer, City Attorneys-'. Re: Chapter 2, Administration, Article XIV, Authorities, Boards, Commissions and Committees Generally, Division 2, Permanent Committees and Boards, Section 2-307 (c) Youth Athletics Review Board This code amendment specifies that after members serve their initial staggered term, any subsequent term will be for a three-year period. Recommended Action Consider the proposed amendments to Chapter 2, Administration, Article XIV, Authorities, Boards, Commissions and Committees Generally Division 2, Permanent Committees and Boards, Section 2-307 (c) Youth Athletics Review Board IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA AN ORDINANCE amending and reordaining Chapter 2, Administration, Article XIV, Authorities Boards Commissions and Committees Generally,Division 2,Permanent Committees and Boards, Section 2-307(c)Youth Athletics Review Board, Code of the City of Roanoke(1979) as amended; and dispensing with the second reading by title of this ordinance. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Chapter 2, Administration, Article XIV, Authorities, Boards Commissions and Committees Generally, Division 2, Permanent Committees and Boards, Section 2-307 (c) Youth Athletics Review Board, Code of the City of Roanoke (1979) as amended, are hereby amended and reordained to read and provide as follows: Section 2-307. Youth Athletics Review Board (c) Appointment and terms of members. Members of the youth athletics review board shall be comprised of five (5) voting members. The five(5) members shall be appointed by city council with two (2) members appointed based upon the recommendation of the city manager. After the initial term of appointment if reappointed the term shall be a three-year term. 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. 0 CITY ATTORNEY COUNCIL MEMO CODE AMENDMENT I Date: February 6, 2023 From: Timothy R. Spencer, City Attorney��S Re: Chapter 2,Administration, Article XIV Authorities, Boards, Commissions and Committees Generally Section 2-305 Equity and empowerment advisory board The proposed code amendments remove City Council members from the Equity and Empowerment Advisory Board ("Board") thereby reducing the number of members from nine to seven. Council is also authorized to appoint a city employee to serve as a non-voting liaison. The non-voting liaison will coordinate actions between Board and city staff. The proposed amendments also specify that the appointed terms for all voting members will be three years. Finally, the Board is required to hold at least one public hearing each year. Recommended Action Consider the proposed amendments to Chapter 2, Administration, Article XIV Authorities, Boards, Commissions and Committees Generally, Section 2-305 Equity and empowerment advisory board. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, AN ORDINANCE amending and reordaining Section 2-305 Equity and empowerment advisory board, Division 2, Permanent Committees, Article XIV Authorities, Boards, Commissions and Committees Generally, Chapter 2, Administration, Code of the City of Roanoke (1979), as amended; establishing an effective date; and dispensing with the second reading of this ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Amend and reordain Section 2-305 Equity and empowerment advisory board, Division 2, Permanent Committees, Article XIV Authorities, Boards, Commissions and Committees Generally, Chapter 2, Administration, Code of the City of Roanoke (1979), as amended, as follows: Sec. 2-305. - Equity and empowerment advisory board. (a) Established; —omposition. There-4&-4ieFeby-estabhshe"he equity and empowerment advisory board ias a permanent council-appointed board. The equity and empowerment advisory board shall consist of sevenfline (79) members who two (2) members sha4l be memb the seven (7) shall be residents of the city. Council may appoint an employee of the city to serve as a non-voting liaison between the equity and empowerment advisory board and cit. staff. Pursuant to section 2-282, the mayor shall not serve ex officio. C'et.eily-� appoint atwo (2) b � uu nit.,n „i, ..lu ing the m vu� vv uuvu, iiav , (b) Purpose; responsibility. The purpose and responsibility of the equity and empowerment advisory board shall be as follows: (1) Review the priorities for Interwoven Equity in City Plan 2040 and any subsequent city comprehensive plan; (2) Develop proposed plans for the implementation of policies and action identified for each priority set forth under Interwoven Equity in City Plan 2040; and (3) Review all existing city policies, ordinances, and regulations and recommend to city council changes in such policies, ordinances, or regulations to eliminate the city of any policies or procedures that promote inequity or limit empowerment. (c) Appointment and terms of members. Members of the equity and empowerment advisory board shall be appointed by city council. .Vershall s t dwing their- t who are members of eity eetinei! of effiee The non-voting liaison shall serve only during the time of their employment with the City of Roanoke.. All members shall serve for terms of three (3) years. Members of the equity and empowerment advisory board, other- than men4bers who ar+�also—members tlf eity eoune4,- shall be subject to the limitation on terms set forth in section 2-281.1. (d) Members not compensated. The members of the equity and empowerment advisory board shall serve without compensation for their service as such members. (e) Organization, selection of officers, meetings. (1) At its initial meeting, the members of the equity and empowerment advisory board shall elect a chair, vice-chair, and secretary. The member elected as chair shall serve as the presiding officer at all meetings of the equity and empowerment board. In the absence of the chair, the vice-chair shall preside at such meeting. The secretary shall prepare agendas for each meeting, take minutes of each meeting, ensure that proper legal notice of all meetings is provided, and file minutes with the city clerk. All officers shall serve for terms that end on December 31 of each year. Members may be reelected to serve as an officer without limitation. (2) The equity and empowerment advisory board shall adopt bylaws with respect to the operations of the equity and empowerment advisory board. Such bylaws shall not be inconsistent with the provisions of section 2-305. The bylaws shall be presented to city council for endorsement. (3) The equity and empowerment advisory board shall develop a schedule for regular meetings on a monthly basis for each calendar year. Such schedule for each ensuing year shall be set no later than January 15 of each year. The schedule shall include the dates and times of each regular meeting for the ensuing calendar year. At the initial meeting of the equity and empowerment advisory board in 2021, the members shall set its schedule for the balance of 2021 calendar year. (4) The equity and empowerment advisory board shall hold at least one public hearings each year at one of its regular meetings, or at a special meeting called for that purpose pursuant section 2-305(e)(5); aleast- e.'. gthe yea . The purpose of sucheae-h public hearing is to receive comments and input from the community with respect the responsibilities of the equity and empowerment advisory board as set forth in section 2-305(b). Notice of aeaeh public hearing 2 shall be published in a newspaper of general circulation within the city at least five (5) days, but not more than ten (10) days, prior to the date of the public hearing. (5) Special meetings of the equity and empowerment advisory board may be called by the chair or by two (2) members of the equity and empowerment advisory board with at least twelve (12) hours prior notice to each member, delivered in hand or by electronic mail. The notice of the special meeting shall set forth the purpose of the special meeting and the special meeting shall be limited to that purpose. (6) The city manager shall appoint staff to assist the secretary in the performance of the secretary's duties to keep minutes and records of all proceedings of the board, prepare agendas for meetings, notify members of meetings, arrange for legal notices of meetings, prepare all agenda packages, and perform all other duties of a secretary. The city attorney shall provide legal advice and assistance to the equity and empowerment advisory board. (f) Reports to city council. (1) The equity and empowerment advisory board shall make recommendations to city council as determined by such board. All recommendations shall be in writing and delivered to the city clerk for inclusion in the city council agenda packages. The chair of the equity and empowerment advisory board shall attend the city council session at which such recommendations are considered by city council. (2) The equity and empowerment advisory board shall make an annual written report to city council at the second session of city council in December. The annual report shall summarize the matters considered by the equity and empowerment advisory board, the recommendations made to city council, and the objectives of the equity and empowerment advisory board for the following year. The chair of the equity and empowerment advisory board shall present the report at the second session of city council in December. 2. This ordinance shall be in full force and effect upon its passage. 3. 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 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA A RESOLUTION appointing the seven(7)members to the newly reconstituted Equity and Empowerment Advisory Board for an initial term; waiving the residence requirement for several individuals; and establishing an effective date. WHEREAS, City Council has reconstituted the membership of the Equity and Empowerment Advisory Board ("Board") through the adoption of the Ordinance adopted immediately prior to this Resolution on February 6, 2023; WHEREAS, the Board now consists of seven (7) members whose initial terms of office for the new Board are now staggered as set forth below. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. City Council hereby appoints the following seven (7) individuals to serve the following terms as members of the Equity and Empowerment Advisory Board: Individual Initial Term Dr. William L. Lee March 1, 2023 —December 31, 2023 Angela S. Penn March 1, 2021 —December 31, 2023 Patice Holland March 1, 2021 - December 31, 2023 Jerel Rhodes March 1, 2021 - December 31, 2024 Peter Wonson March 1, 2021 - December 31, 2024 Kaitlyn Johnson March 1, 2021 - December 31, 2025 Phazon Nash March 1, 2021 - December 31, 2025 Angie O'Brien Non-voting City Liaison After the initial terms listed above, any subsequent term shall be for a three-year period. 2. City Council hereby waives the residence requirement for Patice Holland and Kaitlyn Johnson in accordance with City Code Section 2-281. 3. This Resolution shall be effective on and after March 1, 2023. ATTEST: City Clerk. RO CITY ATTORNEY COUNCIL MEMO {M1 Xf. " CODE AMENDMENT Date: February 6, 2023 From: Timothy R. Spencer, City Attorneys Re: Chapter 21, Offenses - Miscellaneous, and Chapter 23, Police, of the Code of the City of Roanoke (1979), as amended; Changes to Section 21 are simply updating internal references which were incorrect after sections were renumbered during the recent overhaul of Chapter 21. These changes do not affect the substance of the ordinances Changes to Section 23-6 gives the Chief of Police discretion regarding whether or not to sell a handgun to a retiring police officer and also aligns the ordinance with the enabling state statute. Recommended Action Consider the proposed amendment to Chapter 21, Offenses - Miscellaneous, and Chapter 23, Police, of the Code of the City of Roanoke(1979), as amended; IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA AN ORDINANCE amending and reordaining Chapter 21, Offenses - Miscellaneous, and Chapter 23, Police, of the Code of the City of Roanoke(1979), as amended; providing for an effective date; and dispensing with the second reading of this ordinance by title. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Chapter 21, Offense- Miscellaneous, and Chapter 23, Police, of the Code of the City of Roanoke(1979) as amended, is hereby amended and reordained to read and provide as follows: Chapter 21 OFFENSES—MISCELLANEOUS ARTICLE VII.NOISE CONTROL Sec. 21-55. Definitions. The following words, when used in this article, shall have the following respective meanings, unless the context clearly indicates a different meaning: Motor vehicle means every vehicle defined as a motor vehicle by section 46.2-100, Code of Virginia (1950), as amended. Noise disturbance means any sound which by its character, intensity and duration: (1) Endangers or injures the health or safety of persons within the city,or annoys or disturbs persons within the city; and (2) Can be heard clearly by a person using his or her unaided hearing faculties. Specific examples of prohibited noise disturbances are set forth in section 21-24757 of this Code. Public property means any real property owned or controlled by the city or any other governmental entity. Public right-of-way means any street, avenue,boulevard, highway, sidewalk or alley. Real property boundary means the property line along the ground surface, and its vertical extension, which separates the real property owned by one (1)person from that owned by another person. Residential has reference to single-family, multifamily and residential mixed density zoning district classifications. Sound means an oscillation in pressure, particle displacement, particle velocity, or other physical parameter, in a medium with internal forces that cause compression and rarefaction of that medium, and which propagates at finite speed. The description of sound may include any characteristic of such sound, including duration, intensity and frequency. Sec. 21-56. Noise disturbances—Prohibited generally. It shall be a Class 2 misdemeanor and a public nuisance for any person to willfully make, permit, continue or cause to be made, permitted or continued any noise disturbance, including those set forth in section 21-2-0757. Sec. 21-57. Same—Specific prohibitions. Subject to the exceptions provided in section 21-2-0558, any of the following acts, or the causing or permitting thereof, among others, is declared to be a noise disturbance constituting a Class 2 misdemeanor and a public nuisance, but such enumeration shall not be deemed to be exclusive: (1) Radios, television sets, musical instruments and similar devices. Operating, playing or permitting the operation or playing of any radio, amplifier, television, record, tape or compact disc player, drum, musical instrument or similar device: a. Between the hours of 10:00 p.m. and 8:00 a.m. in such a manner as to permit sound to be heard across a residential real property boundary; b. When the sound source is located within a motor vehicle in or upon public right-of- way or public property and the sound can be heard more than fifty (50) feet from its source; or c. Between the hours of 8:00 a.m. and 10:00 p.m. in such a manner as to permit sound to be heard on residential property more than fifty(50) feet from the boundary line of its source. (2) Loudspeakers,public address systems and sound trucks. a. Using, operating or permitting the operation of any loudspeaker, public address system, mobile sound vehicle or similar device amplifying sound therefrom on a public right-of-way or public property for any commercial purpose; or b. Using, operating or permitting the operation of any loudspeaker, public address system,mobile sound vehicle or similar device amplifying sound therefrom for any noncommercial purpose between the hours of 10:00 p.m. and 8:00 a.m. such that the sound therefrom creates a noise disturbance across a residential real property boundary. (3) Horns, whistles, etc. Sounding or permitting the sounding of any horn, whistle or other auditory sounding device on or in any motor vehicle on any public right-of-way or public property, except as a warning of danger. (4) Explosives,fireworks and similar devices. Using or firing any explosives, fireworks or similar devices which create impulsive sound so as to create a noise disturbance across a real property boundary or on any public right-of-way or public property between the hours of 10:00 p.m. and 8:00 a.m. (5) Yelling, shouting, etc. Yelling, shouting,whistling or singing between the hours of 10:00 p.m. and 8:00 a.m. so as to create a noise disturbance across a residential real property boundary or on a public right-of-way or public property. (6) Schools,public buildings, churches and hospitals. The creation of any noise disturbance within any school, court, public building, church or hospital or on the grounds thereof. Sec. 21-58. Same—Exceptions. Sections 21-2-0656 and 21-24957 shall have no application to any sound generated by any of the following: (1) Sound which is necessary for the protection or preservation of property or the health, safety, life or limb of any person. (2) Any speech of any kind. (3) Noncommercial public speaking and public assembly activities conducted on any public right-of-way or public property for which a permit has been issued by the city. (4) Radios, sirens, horns and bells on police, fire or other emergency response vehicles. (5) Parades, fireworks, school-related activities and other special events or activities for which a permit has been issued by the city, within such hours as may be imposed as a condition for the issuance of the permit. (6) Activities on or in municipal and school athletic facilities and on or in publicly owned property and facilities, provided that such activity has been authorized by the owner of such property or facilities or its agent. (7) Fire alarms and burglar alarms,prior to the giving of notice and a reasonable opportunity for the owner or tenant in possession of the premises served by any such alarm to turn off the alarm. (8) Religious services, religious events or religious activities, including, but not limited to music, bells, chimes and organs which are a part of such service, event or activity. (9) Locomotives and other railroad equipment and aircraft. (10) The striking of clocks. ARTICLE VIII. REMOVAL OR REPAIR OF BUILDINGS OR OTHER STRUCTURES HARBORING ILLEGAL DRUG ACTIVITY Sec. 21-59. Definitions. As used in this article: Affidavit means the affidavit prepared by the city manager in accordance with section 21-24-060 hereof. Controlled substance means the same as that term is defined in section 54.1-3401, Code of Virginia (1950), as amended. Corrective action means the taking of steps which are reasonably expected to be effective to abate drug blight on real property, such as removal, repair or securing of any building, wall or other structure. Drug blight means a condition existing on real property which tends to endanger the public health or safety of residents of the city and is caused by the regular presence on the property of persons under the influence of controlled substances or the regular use of the property for the purpose of illegally possessing, manufacturing or distributing controlled substances. Owner means the record owner of real property. Sec. 21-61. Failure to take corrective action. If no corrective action is undertaken by the owner of the property within thirty (30) days from receipt of notice from the city as provided for in section 21-21.060, the city attorney shall send by regular mail an additional notice to the owner of the property at the address stated in the assessment records of the city. This final notice shall state the date on which the locality may commence corrective action to abate the drug blight on the property, which date shall be no less than fifteen (15) days after the date of mailing of the final notice. Such notice shall also reasonably describe the corrective action contemplated by the city, and said action may include, but not be limited to, the removal of the building or other structure so as to abate the drug blight on the property. Upon receipt of this final notice, the owner shall have the right, upon reasonable notice to the city, to seek equitable relief, and the city shall initiate no corrective action while a proper petition is pending before a court of competent jurisdiction. ARTICLE IX. ABATING BAWDY PLACES Sec. 21-65. Definitions. As used in this article: Affidavit means the affidavit prepared by a locality in accordance with section 21-24-666 hereof. Bawdy place means the same as that term is defined in section 18.2-347, Code of Virginia. Corrective action means the taking of steps which are reasonably expected to be effective to abate a bawdy place on real property, such as removal, repair or securing of any building, wall or other structure. Owner means the record owner of real property. Property means real property. Sec. 21-67. Failure to take corrective action. If no corrective action is undertaken by the owner of the property within thirty (30) days from receipt of notice from the city as provided for in section 21-24-666, the city attorney shall send by regular mail an additional notice to the owner of the property, at the address stated in the assessment records of the city. This final notice shall state that within fifteen (15) days from the mailing of the notice, the city will commence to abate the bawdy place taking such corrective action as is described in the notice which may include, but is not limited to, the removal of the building or other structure so as to abate the bawdy place on the property. Upon receipt of this final notice, the owner shall have the right, upon reasonable notice to the city, to seek equitable relief, and the city shall initiate no corrective action while a proper petition is pending before a court of competent jurisdiction. Chapter 23. - POLICE ARTICLE 1.—IN GENERAL Sec. 23-6. Purchase of handguns by certain police officers or their survivors. (a) Any full-time sworn police officer who retires after at least twenty (20) years of service or pursuant to an occupational disability under section 22.1-48 or section 22.1-66 of this Code ska44may be permitted to purchase the service handgun issued to him by the police department at a price of one dollar($1.00) for the weapon. (b) Any full-time sworn police officer who retires with ten(10)or more years of service,but less than twenty(20) years,sha4p ay be permitted to purchase the service handgun issued to him by the police department at a price equivalent to the weapon's fair market value on the date of the officer's retirement. Any full-time sworn police officer who retires pursuant to a nonoccupational disability under section 22.1-47 or section 22.1-65 of this Code slalmay be permitted to purchase the service handgun issued to him by the police department at a price equivalent to the weapon's fair market value on the date of the officer's retirement. Determination of fair market value shall be made by reference to a recognized pricing guide. (c) The immediate survivor of any full-time sworn police officer (i) who is killed in the line of duty or (ii) who dies in service and has at least twenty (20) years of service shallmay be permitted to purchase the handgun issued to the officer by the police department at a price of one dollar($1.00). 2. This Ordinance shall be in full force and effect immediately upon its adoption. 3. Pursuant to Section 12 of the Roanoke City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: City Clerk. CITY OF ROANOKE EQUITY. • P• 77777 b.2ti» City r CouncilBudget Briefing February 6, 2023 Agenda • FY 2024 Budget Development Overview • Council and Administrative Priorities • Local Tax Revenue Projections • Net Local Tax Revenue Projection • Preliminary Priority Expenditure Estimates • Compensation and Benefits • Inflationary Cost and Other Increases • Capital Improvement Program (CIP) Update and Discussion • Next Steps 2 Council and Administrative Priorities o Continue to advance on strategic priorities o Continue with ARPA investments o Continue to strengthen equity efforts — departmental equity action plans, EEAB support, BFEEO, etc. o Partner Funding — Schools, Non-profits, etc. 3 FY 2024 Preliminary Local Tax Projections FY 24 over FY 23 FY 22 Actual FY 23 Adopted FY 23 Estimate FY 24 Projection Increase/(Decrease) Real Estate $ 97,023,065 $ 104,182,000 $ 104,685,000 $ 114,100,000 $ 9,918,000 Sales Tax $ 26,412,560 $ 25,000,000 $ 27,500,000 $ 28,500,000 $ 3,500,000 Business License Tax $ 15,762,154 $ 15,340,000 $ 15,801,000 $ 16,090,000 $ 750,000 Transient Occupancy Tax $ 4,746,104 $ 4,220,000 $ 4,850,000 $ 5,120,000 $ 900,000 Prepared Foods&Beverage Tax $ 19,248,569 $ 17,372,000 $ 19,525,000 $ 19,950,000 $ 2,578,000 Personal Property Tax $ 28,350,140 $ 28,909,000 $ 29,187,000 $ 29,435,000 $ 526,000 Other Local Taxes $ 33,086,338 $ 32,476,600 1 $ 33,954,538 $ 33,607,500 $ 1,130,900 ALL LOCAL TAXES $ 224,628,930 $ 227,499,600 1 $ 235,502,538 $ 246,802,500 $ 19,302,900 4 FY 2024 Net Local Tax Revenue Increase Adopted FY 2022-2023 Growth/Allocation FY 2023-2024 Visit Virginia's Blue Ridge $ 11582,500 $ 337,500 $ 11920,000 Roanoke City Public Schools $ 92,541,877 $ 71586,160 $ 1001128,037 City of Roanoke $ 32417891000 $ 1113791240 $ 3361168,240 Total Preliminary Local Tax Growth Projection $ 1913021900 5 INFLATION ADJUSTED GENERAL FUND ADOPTED BUDGET COMPARISON 350 _ 324.8 291.7 299.4 298.1 307.6 --�-~- 300 281.1 282.8 --_ — — _ 272.1 251.5 259.5 260.1 250 --- — c ° 227.4 200 _ c 150 0 0 100 — — — 50 — --- 0 ._. FY 13 FY 14 FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 FY 21 FY 22 FY 23 • FY23 CPI is projected according to US Bureau of Labor Statistics. 6 Preliminary FY 2024 Expenditure Priorities (continued • Other Cost Increases: - Statutory Mandates - General Assembly Actions - Supplemental Requests -Contractual Increases -Inflationary Impacts - External Partners - Reserves g Next Steps in FY 2024 Budget Development Process • Program Requests currently being reviewed by staff • Program Requests reviewed by Budget Committee • External agency requests reviewed • Budget Committee review of fee adjustment requests • March 6 Budget Briefing preparation and delivery 9 Capital Improvement Program • Update on CIP development process • FY23 CIP Key Project Updates 10 Transparent process Capital Awareness of the full scope of large investments Improvement regardless of funding Program Tool to implement our master plans and comprehensive plan Desired characteristics Responsible and strategic use of resources through planning and priority- setting Projects and Only items assets over requiring Scope $100K debt funding Any funding source Full picture of the City's investments Items nominated Plans as gateways for inclusion to the CIP Entry Master plans and asset management strategies identify what can be priorities for inclusion in the CIP Web publishing of CIP wrapped into investments operating budget Public Engagement Review Planning Staff driven Commission Review Capital projects nominated Evaluate capacity for funding Consider relative priority Plans of nominated projects \off \eS Staff prepares Q at�S �\te� �eor ��tat recommended program s ��.ti� Lite Web publishing e\a °F Planning Commission, Public review Recommendation City Council Adoption CIP published on web site Quarterly progress updates FY 2023 CIP Projects • Buildings • Fleet Capital Replacements • Parks and Recreation Master Plan • School Improvements • Streets, Sidewalks, Bridges and Other Infrastructure • Technology Improvements • Stormwater Capital Improvements • Berglund Center Renovations 16 FY 2023 CIP FY2023 Authorized FY2023 FY2023 Project (Debt) (Cash) (Grants) Total Morningside Elementary(expand instructional space and replace aging modulars), new school construction to replace Preston Park elementary ear 1 $ 12,750,000 $ 12,750,000 Bridge Annual Maintenance 798,686 798,686 Wasena Bridge -Phase 2 Construction 13,750,000 13,750,000 Belmont Branch-Phase 2 Construction 300,000 300,000 Eureka Recreation Center 5,000,000 8,000,000 13,000,000 Washington Park Pool 750,000 750,000 Richardson Wayland 500,000 500,000 River's Ede Phase II 1,500,000 1,500,000 Civic Center-Berglund Center Improvements(BPAT restroom remodel,conversion of parking lot lights to LED,and replacement of BPAT roof) 1,500,000 21,550 1,521,550 Stormwater Improvements-A wide range of work including initial projects to reduce flooding in downtown(1st Street and Salem Ave.,Jefferson/Shenandoah Tunnels), neighborhood drainage projects(Melrose Ave.crossing project,West End drainage projects),continued acquisition of flood prone properties and conversion back to flood plain(Peters Creek wetland),water quality/stream restorations(Garnand Branch, Peters Creek), and various flood mitigation and small construction projects. 4,000,000 1,525,000 5,525,000 Curb,Gutter and Sidewalk(CGS)-New 2,000,000 2,000,000 Curb, Gutter and Sidewalk CGS - Maintenance 335,000 335,419 670,419 Streetsca es Im rovements 500,000 500,000 Street Paving and ADA Ramps 1,000,000 4,239,924 5,239,924 Fleet Capital Replacements 1,600,000 1,580,972 3,180,972 Advantage System 600,000 600,000 Records Management System RMS/Jail Management System (JMS) 2,030,000 2,030,000 Network Cabling 700,000 700,000 Fire Station#2-A&E, Land Acquisition,Construction 500,000 500,000 PWSC-Women's Locker Room Renovation-A&E and Construction 430,000 430,000 Capital Building Maintenance-HVAC and Structural projects 1,405,000 375,000 1,780,000 Magistrate Office Renovation-A&E and Construction 100,000 100,000 Information Technology Committee(ITC) 1,500,000 1,500,000 TOTAL $ 46,250,000 $ 15,376,551 $ 8,000,000 $ 69,626,551 • Excess debt service may be available in some years for one-time capital needs,the Undesignated Fund Balance and the Stabilization Reserve. 17 Questions ? Real Estate Rate Impact on $ 152 , 600 Median Assessed Value Home Annual Citizen RCPS City Impact ImpactTax • $1 .22/$100 $17862 $0 $0 $0 $1 .21/$100 $17846 $16 $(367,213) $(550,820) $1 .20/$100 $11831 $31 $(734,426) $(1 , 101 ,639) $1 . 19/$100 $17816 $46 $(1 , 101 ,639) $(1 ,652,459) Im act on $ 100 , 00OValuelHome ImpactTax Rate Annual Citizen RCPS City Impact Tax • . $1 .22/$100 $1 ,862 $0 $0 $0 $1 .21/$100 $11846 $16 $(367,213) $(550,820) $1 .20/$100 $17831 $31 $(734,426) $(1 , 101 ,639) $1 . 19/$100 $17816 $46 $(1 , 101 ,639) $(1 ,652,459) *Single family residences only RE discounts FY 2024-2028 Capital Improvement Program • Continuation of Bond Funding in FY 2028 for Existing Projects — School Improvements - $5.0 M — Berglund Center Improvements - $1 .5 M — Stormwater Improvements - $3.0 M — Curb, Gutter & Sidewalk (New) - $2.0 M — Curb, Gutter & Sidewalk (Maintenance) - $500,000 — Streetscape Improvements - $500,000 — Street Paving and ADA Ramps - $1 .0 M — Capital Building Maintenance - $1 .0 M FY 2024 CI P Debt and Cash Requests 2024 new/adjusted 2024 new request Project 2024 request(bonds) (cash) 2024 Total New school construction to replace Preston Park Elementary(year 2), Lincoln Terrace Elementary (HVAC,roof replacement), Patrick Henry(regrade practice field), Hurt Park Elementary(new playground) $12,855,000 $12,855,000 Wasena Bridge -Phase 2 Construction 4,125,000 4,125,000 13th Street SW over NSRW-Construction 2,000,000 2,000,000 Wiley Drive Low Water Bridge 1,500,000 1,500,000 Washington Park Pool 2,400,000 2,400,000 Richardson Wayland-New Operations Hub/Parks&Rec HQ 500,000 500,000 Eureka Recreation Center 475,000 475,000 Civic Center-Berglund Center Improvements(BPAT restroom remodel,conversion of parking lot lights to LED,and replacement of BPAT roof) 1,500,000 1,500,000 Stormwater Improvements-A wide range of work including initial projects to reduce flooding in downtown(1st Street and Salem Ave.,Jefferson/Shenandoah Tunnels),neighborhood drainage projects(Melrose Ave.crossing project,West End drainage projects),continued acquisition of flood prone properties and conversion back to flood plain(Peters Creek wetland),water quality/stream restorations(Garnand Branch, Peters Creek),and various flood mitigation and small construction projects. 3,000,000 500,000 3,500,000 Curb,Gutter and Sidewalk(CGS)-New 2,000,000 2,000,000 Curb,Gutter and Sidewalk(CGS)- Maintenance 335,000 165,000 500,000 Streetscapes Improvements 500,000 500,000 Street Paving and ADA Ramps 1,000,000 1,000,000 Traffic Signal Modernization(upgrades to City's 156 traffic signals) 300,000 300,000 Passenger Rail Amtrak Station 1,865,000 1,865,000 - Fleet Capital Replacements(Fire Ladder truck, Hazmat trucks/trailer,Ambulances, Police and Sheriff vehicles) 600,000 1,436,0421,205,121 3,241,163 Advantage System 1,900,000 1,900,000 Global HR Migration,Global Payroll,Talent Management 700,000 700,000 Fire Station#2-A&E, Land Acquisition,Construction 850,000 1,000,000 1,850,000 PWSC-Wash House/Refueling Station-A&E and Construction 345,000 1,170,000 1,515,000 Capital Building Maintenance-HVAC and Structural projects 1,220,000 (220,0201 1,000,000 Magistrate Office Renovation-A&E and Construction 655,000 196,000 851,000 Commonwealth Attorney's Law Library-A&E and Construction 200,000 200,000 Hotel Roanoke Loggia(Concrete Walkway) 150,000 150,000 Underground Storage Tank(UST)Replacement 170,000 170,000 Solid Waste-West End Downtown Sealed Compactor(new sealed compactor and site to lease) 325,0001 325,000 TOTALI $ 33,225,000 $ 6,877,042 1 $ 2,955,121 1 $ 43,057,163 New,adjusted,and increased requests • Excess debt service may be available in some years for one-time capital needs,the Undesignated Fund Balance and the Stabilization Reserve. FY 2024 Capital Improvement Program • All New and Increased FY 2024 Requests — Wasena Bridge Phase II Construction - $4,125,000 — Wiley Drive Low Water Bridge - $1 ,500,000 — Bridge Maintenance - $418,686 (cash) — Richardson Wayland — New Parks&Rec Operations Hub - $500,000 — Eureka Recreation Center - $475,000 cash) — Stormwater Improvements - $500,000 (cash) — Curb, Gutter and Sidewalk Maintenance - $165,000 — Traffic Signal Modernization - $300,000 — Fleet Capital Replacements - $1,436,042, $150,000 (cash), $1 ,055,121 (one-time) — DOT— Global HR Migration, Global Payroll, Talent Management - $700,000 — Fire Station #2 - Land Acquisition - $1 ,000,000 — PWSC Wash House/Refueling Station - $1,170,000 — Magistrates Office Renovation - $196,000 — Hotel Roanoke Loggia — Concrete Walkway - $150,000 (cash) — Underground Storage Tank Replacement - $170,000 — West End Downtown Sealed Compactor - $25,000 (cash), $300,000 (one-time) FY 2024-2028 Capital Improvement Program • Next Steps / Funding Strategies — Prioritization of unfunded requests and determine affordability — Discussions with Municipal Advisors — Seek to cash fund using one-time allocation from FY22 year-end surplus or excess debt service budget Council Discussion • FY 2024-2028 Priority Projects • March 6th Capital Update • Financial Advisor - Capital Funding Strategies Update Capital Improvement Program • Maintain Current Capital Assets and Infrastructure Investment for Livability and Economic Development — School Renovation and Maintenance — Bridge Program — Curb, Gutter and Sidewalk — Streetscape and Paving Projects — Stormwater Improvements — Berglund Center Improvements • Targeted Livability Investments — Library Master Plan — Parks and Recreation Master Plan — Transit — Fleet Capital Replacements — Technology Improvements — Fire/EMS Facility Upgrades Investments made within parameters of debt policy. FY 2023-2027 CIP Projects • Buildings — Library Master Plan — Belmont Library — Fire Facility Master Plan—Station 2 — PWSC—Women's Locker Room Renovation — Capital Building Maintenance— major HVAC, electrical and lighting needs — Magistrate Office Renovation • Fleet Capital Replacement — Fire apparatus, ambulances, and Solid Waste vehicles • Parks and Recreation Master Plan — Washington Park Pool — Richardson Wayland — River's Edge Phase II — Skate Park — Rehabilitating and/or replacing amenities • School Improvements — Morningside, Preston Park, and Westside FY 2023-2027 CIP Projects • Streets, Sidewalks, Bridges and Other Infrastructure — Bridge Renovation/Replacement Program—Wasena Replacement, 13th St SW over NSRW Renovation, Melrose over Peters Creek — Curb, Gutter and Sidewalk Program—new sidewalks and maintenance — Streetscape Project Improvements — Street Paving and ADA Ramps — Passenger Rail Station —construction (rehabilitation of existing building) • Technology Improvements — Financial System (Advantage) upgrade and Jail Management System (RMS/JMS) — Network Cabling — Global HR Migration, Global Payroll, Talent Management • Stormwater Capital Improvements — Flood mitigation and drainage projects: downtown (1 st Street and Salem Ave., Jefferson/Shenandoah Tunnels, Melrose Ave., West End) — Acquisition of flood prone properties and conversion back to flood plain (Peters Creek wetland) — Water quality/stream restorations (Garnand Branch, Peter Creek) • Berglund Center Renovations — BPAT restroom remodel and roof replacement — Parking lot lights conversion to LED Briefing Purpose and Objectives • To provide clarity on projected revenues as of November month- end and estimated "Top-Line" FY 2023-2024 expenditures FY 2024 Preliminary Local Tax Estimate Adopted Estimate EstimateFY 22 Actual FY 23 FY23 FY 24 FY24 over Real Estate $97,023,065 $104,182,000 $104,685,000 $114,100,000 $9,918,000 Sales Tax (through 26,412,560 25,000,000 27,500,000 28,500,000 3,500,000 September) Business License Tax 15,762,152 15,340,000 15,801,000 16,090,000 750,000 Transient Occupancy Tax 4,746,104 4,220,000 4,850,000 5,120,000 900,000 Prepared Foods & 19,248,569 17,372,000 19,525,000 19,950,000 2,578,000 Beverage Tax Personal Property Tax 28,350,140 28,909,000 29,187,000 29,435,000 526,000 Other Local Taxes 33,086,340 32,476,600 33,954,538 33,607,500 1,130,900 All Local Taxes $224,628,930 $227,499,600 $235,502,538 $246,802,500 $19,302,900 *Other: District Taxes, Public Service Corp, Penalties/Interest, Utilities Tax, Recordation and Probate, Admissions, Franchise Fees, Bank Stock, and others ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Request to advertise a Public Hearing for February 21, 2023 at 7:00 p.m., or as soon thereafter as the matter may be heard, or at a such later date and time as the City Manager shall determine, in his discretion, to lease an approximate 60' X 60' plot of land located at Morningside Park along Morgan Avenue, S. E., and Designated as Tax Map Number 4240102, to Carilion Clinic to use as an Urban Garden. Background: Carilion Clinic launched a healthy eating initiative in 2018. They expressed a desire to lease an approximate 60' X 60" plot of land located at Morningside Park and along Morgan Ave., S.E. designated as Tax Map Number 4240102 for a Community Garden. Carilion Clinic has built an educational garden at Morningside Park in Southeast Roanoke City. The garden is used to educate the community on all aspects of gardening and healthy lifestyles by providing hands-on education and free produce to the community. L.E.A.P. manages the 60' by 60' garden, which includes 12 garden beds, benches and a shelter. The annual rental shall be $10. The lease term requested is for five years, commencing March 1, 2023. A public hearing is required for the consideration of such lease of public property. Recommended Action: Concur in the request. '__0 Bob Cowell, City Manager Distribution: Council Appointed Officers W. Brent Robertson, Assistant City Manager/Director of Finance Amelia C. Merchant, Deputy Director of Finance Michael Clark, Director of Parks and Recreation Page 95 of 168 Marc Nelson, Director of Economic Development Cassandra Turner, Economic Development Specialist Page 96 of 168 15 ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Request to advertise a Public Hearing for February 21, 2023 at 7:00 p.m., or as soon thereafter as the matter may be heard, or at a such later date and time as the City Manager shall determine, in his discretion, to lease an approximate 129' X 100' plot of land located at Morningside Park along Morgan Avenue, S.E. and designated as Tax Map Number 4240102, to the Local Environmental Agriculture Project, Inc. (L.E.A.P.). Background: The Local Environmental Agricultural Project, Inc. ('L.E.A.P.") has expressed a desire to lease an approximate 129' X 100' plot of land located at Morningside Park and along Morgan Ave., S.E. designated as Tax Map Number 4240102 for a Community Garden. L.E.A.P. is organized exclusively for charitable, scientific and educational purposes, more specifically to establish community gardens in order to provide an opportunity for local residents to garden; to beautify the neighborhood; to provide a meeting place for neighbors. Further, its purpose is to promote, to educate and to disseminate information about sustainability and food security to the local community. The Morningside Park location will only be used for the purpose of maintaining and operating a community garden, which use shall include, but is not limited to, planting and harvesting of agricultural crops. The annual rental shall be $10. The lease term requested is for five years, commencing March 1, 2023. A public hearing is required for the consideration of such lease of public property. Recommended Action: Concur in the request. '1_0 Bob Cowell, City Manager Distribution: Page 97 of 168 Council Appointed Officers W. Brent Robertson, Assistant City Manager/Director of Finance Amelia C. Merchant, Deputy Director of Finance Michael Clark, Director of Parks and Rec Marc Nelson, Director of Economic Development Cassandra Turner, Economic Development Specialist Page 98 of 168 b. F T � 8 t Morningside Base Map17¢ � r WE _. • y . Nil .-. . v - f Jurisdictions - tORGontourx � g 2t[Contour r ' N ; aLs= 2. "Istf, re F"tmme"trees (2) 3• i2' ca 1vt Arm + cam a%� driiA'!j debris 6- impost �`M%4c.J, ''J.4 e• pla'� vatted t-us �f' der an �to,,r V. ati t size 1� v«.ncd sis s S. 640 bus'h� g C oc e ZU-IS.5 1-5 alrrsEA�'in �-a4n) 9.5'w thn,1 'ibr 10 poyi-n 10. hwb Z r%l'n �e beds d x msts}n-nt he.-r'bs an ex4c ri rr-r- n�,deter rt gtsta tit- rnn f ni eri&C Xc, Page 99 of 168 =RV7 A , ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Request to advertise a Public Hearing for February 21, 2023 at 7:00 p.m., or as soon thereafter as the matter may be heard, or at a such later date and time as the City Manager shall determine, in his discretion, to renew the lease of approximately 0.3664 acres of land located at the northeast corner of 13th Street and Cleveland Avenue, S. W., and Designated as Tax Map Number 1220803, to the Local Environmental Agricultre Project, Inc. (L.E.A.P.). Background: The Local Environmental Agriculture Project, Inc. (L.E.A.P.) has leased approximately 0.3664 acres of land located at the Northeast corner of 13th Street and Cleveland Avenue, designated as Tax Map Number 1220803, for a Community Garden since March 2020. The current lease terminates on February 28, 2023. L.E.A.P. is organized exclusively for charitable, scientific and educational purposes, more specifically to establish community gardens in order to provide an opportunity for local residents to garden; to beautify the neighborhood; to provide a meeting place for neighbors. Further, its purpose is to promote, to educate and to disseminate information about sustainability and food security to the local community. The 13th Street location will only be used for the purpose of maintaining and operating a community garden, which use shall include, but is not limited to, planting and harvesting of agricultural crops. The annual rental shall be $10. The five-year lease term requested would commence on March 1, 2023. A public hearing is required for the consideration of such lease of public property. Recommended Action: Concur in the request. '110 Bob Cowell, City Manager Page 100 of 168 Distribution: Council Appointed Officers W. Brent Robertson, Assistant City Manager/Director of Finance Amelia C. Merchant, Deputy Director of Finance Marc Nelson, Director of Economic Development Cassandra Turner, Economic Development Specialist Page 101 of 168 CITY OF ROANOKE OFFICE OF THE CITY CLERK p<` 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 1 Telephone: (540)853-2541 Fax: (540)853-1145 CECELIA F.hICCOV,CHIC E-mail: clerkCa roanokexa.gov CECELIA T.WEBB,CHIC GO Clerk Deputy Cit) Clerk RUTH VISUETE PEREZ Assistant Deputy Cite Clerk February 7, 2023 i Tina Carr Board Secretary Roanoke, Virginia Dear Ms. Carr: This is to advise you that Jason Varney has qualified as a member of the Board of Zoning Appeals for a three-year term of office commencing January 1, 2023 and ending December 31, 2025. Sincerely, 2 Cecelia F. McCoy, CMC City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Jason Varney, 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 Board of Zoning Appeals for a three-year term of office, commencing January 1, 2023 and ending December 31, 2025; according to the best of my ability. (So help me God.) �"O/ARNEY The foregoing oath of office was taken, sworn to, and subscribed before me by Jason Varney this !l k day of JOA a py 2023. Brenda S. Hamilton, Clerk of the Circuit Court �ZZ�c�G� By , Clerk IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42549-020623. A RESOLUTION authorizing acceptance of the School Resource Officer Grant made to the City of Roanoke Sheriff's Department by the Virginia Department of Criminal Justice, and authorizing execution of any required documentation on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager or his designee is hereby authorized on behalf of the City to accept the School Resource Officer Grant in the amount of $472,216.00, with no local match required, to the Roanoke City Sheriff's Department. Such grant being more particularly described in the City Council Agenda Report dated February 6, 2023. 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 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 61h day of February 2023. No. 42550-020623. AN ORDINANCE appropriating funding from the Virginia Department of Criminal Justice Services (DCJS) to provide funding for School Resource Officer(SRO) positions, 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 Salaries 35-140-5938-1002 $ 472,216 Revenues DCJS SRO Grant Program FY23 35-140-5938-5938 472,216 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 Clerk. — — ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: FY23 SRO Grant Program. Background: The Virginia Department of Criminal Justice Services (DCJS) offers state grants to provide funding for School Resource Officer (SRO) positions to establish, enhance, and continue the partnerships between local law enforcement agencies and school divisions. The Virginia Department of Criminal Justice Services (DCJS) is offering state grants to provide funding for School Resource Officer (SRO) positions to establish, enhance, and continue the partnerships between local law enforcement agencies and school divisions. Units of local government are eligible to apply for and receive these funds. The Sheriff's Office will manage the SRO position; however, the grant application must be submitted by, and the funds awarded to, a local unit of government. Considerations: On October 12, 2022, the City of Roanoke was awarded $472,216 in grant funding. There is no required match for this program. Funding only covers nine months (seventy-five percent) of an SRO position. In order to comply with grant requirements, allowable expenses for these funds are salary and benefits for full-time or part-time SRO positions to provide coverage during school hours, which does not include school-sponsored activities outside of the instructional day. Accept the SRO Grant described above and authorize the City Manager or his designee 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$472,216 and to appropriate the same in an account to be established in the Grant Fund by the Director of Finance. Recommended Action: Concur in the request. Accept the SRO Grant described above and authorize the City Manager or his designee 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$472,216 and to appropriate the same in an account to be established in the Grant Fund by the Director of Finance. Page 102 of 168 Antonio Hash, Sheriff Distribution: Council Appointed Officers Robert S. Cowell, Jr., City Manager Clarence G. Grier, Deputy City Manager W. Brent Robertson, Assistant City Manager/Director of Finance Page 103 of 168 I IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 61h day of February 2023. No. 42551-020623. A RESOLUTION accepting the Agriculture and Forestry Industries Development Fund (AFID) Infrastructure award of funds in the total amount of $50,000 to support the Local Environmental Agriculture Project (LEAP) for the Food Hub project; authorizing the City Manager to execute a Memorandum of Understanding between Virginia Department of Agriculture and Consumer Services and the City of Roanoke; and authorizing the City Manager to take certain other actions in connection with the above matter. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke hereby accepts the award of funds from the Agriculture and Forestry Industries Development Fund (AFID) Infrastructure Grant program in the total amount of$50,000 for the Local Environmental Agriculture Project (LEAP), with a local match from the City of$25,000, all as more fully set forth in the City Council Agenda Report dated February 6, 2023. 2. The City Manager or his designee is hereby authorized to execute a Memorandum of Understanding between the City of Roanoke and the Virginia Department of Agriculture and Consumer Services, substantially similar to the one attached to the above-mentioned City Council Agenda Report. Such Agreement shall be approved as to form by the City Attorney. 3. The City Manager or his designee is hereby authorized to take such further actions and execute such further documents as may be necessary to obtain, accept, implement, administer, and use such funds for the above mentioned project, with any such documents to be approved as to form by the City Attorney. - ATTEST: - (, City Clerk. - _ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42552-020623. AN ORDINANCE to appropriate funding from the Governor's Agriculture and Forestry Industries Development Fund (AFID) to be awarded to Local Environmental Agriculture Project (LEAP), 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 Program Activities 35-300-9158-2066 $ 75,000 Revenues Agriculture and Forestry (AFID) LEAP FY23 35-300-9158-9158 50,000 Agriculture and Forestry (AFID) LEAP FY23- 35-300-9158-9159 25,000 Local Match Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: -- f� - City Clerk. r - ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Acceptance of a $50,000 grant award from the Governor's Agriculture and Forestry Industries Development Fund (AFID) Infrastructure Grant program in support of LEAP's food hub. Background: The Governor's Agriculture and Forestry Industries Development Fund (AFID) Infrastructure Grant program has awarded $50,000 to support the Local Environmental Agriculture Project (LEAP) with the Food Hub project. The reimbursement grant will be managed by the City of Roanoke in partnership with LEAP. Considerations: The AFID Infrastructure Grant was created by the General Assembly in 2021 and competitively awarded biannually to support locally identified investments that aid small-scale farmers and food producers in growing their operations. In 2022, the General Assembly made a decision to double the maximum award to $50,000. The City has frequently partnered with LEAP on projects that build connections among farmers, food producers, consumers, and community partners. Most recently, the City has used $2.5 million in American Rescue Plan Act (ARPA) funds to support LEAP's effort to enhance and expand Roanoke's local food system. That project includes efforts to grow Roanoke's urban agriculture network of farms and gardens, enhancement of infrastructure for food-based businesses and markets, expansion of the Harvest Bucks program to provide produce to eligible community members, and expansion of the Local Food Hub in Roanoke's West End. The LEAP Food Hub will provide a central location for farmers and food businesses throughout the City and the region to deliver food to LEAP, who will then aggregate all the food at the food hub, store and pack the food, and distribute the food throughout their various outlets including the Mobile Market, Farm Share, West End Farmer's Market, and retail store. The AFID grant will play a key role in completing the LEAP food hub and expanding food aggregation, distribution, and access programs. A Memorandum of Agreement (MOA) has been developed to establish an agreement between the City of Roanoke and the Virginia Department of Agriculture and Consumer Services. An additional agreement will be developed between LEAP and the City of Roanoke. A $25,000 match is required from the City for the $50,000 grant. Authorize the City Manager or his designee to execute the MOA as referenced above, accept the Agriculture and Forestry Industries Development Fund (AFID) Infrastructure Grant and Page 106 of 168 adopt the accompanying budget ordinance to authorize the Director of Finance to appropriate funding. Recommended Action: Authorize the City Manager or his designee to execute the MOA as referenced above, accept the Agriculture and Forestry Industries Development Fund (AFID) Infrastructure Grant and adopt the accompanying budget ordinance to authorize the Director of Finance to appropriate funding. .1-0 Bob Cowell, City Manager Distribution: Council Appointed Officers W. Brent Robertson, Assistant City Manager/Director of Finance Amelia C. Merchant, Deputy Director of Finance Jen Perkins, Project Manager, Virginia Department of Agriculture and Consumer Services Maureen McNamara Best, Executive Director, Local Environmental Agriculture Project Sam Hedges, Director of Support Services, Local Environmental Agriculture Project Page 107 of 168 MEMORANDUM OF AGREEMENT Contract#301-23-118 LEAP Hub: a food and community center This Agreement is hereby entered into this 13th day of January, 2023 by City of Roanoke, hereinafter referred to as Awardee, and the Virginia Department of Agriculture & Consumer Services, an agency of the Commonwealth of Virginia, hereinafter referred to as Agency. WITNESSETH that Awardee and Agency, in consideration of the mutual covenants,promises, and agreements contained herein, agree as follows: 1. Scope of Services: Awardee shall be responsible for developing and delivering those actions and results included in the workplan proposed in its grant application(including any amendments/changes proposed by Agency),which is hereby made a part of this Agreement. The approved workplan is attached as Exhibit A. 2. Period of Performance: The agreement shall run from January 1, 2023 through December 31, 2025,unless a written request to extend the Agreement is submitted by Awardee and approved by Agency. Agency shall not provide reimbursement for any expenses incurred after December 31, 2025,unless agreed to in writing by Awardee and Agency. 3. Reimbursement: Agency will provide Awardee a total of up to $50,000 in reimbursement expenses. Of this amount, 75 percent($37,500) will be reimbursed upon receipt of a valid invoice; the Awardee shall use the invoice template, which is attached as Exhibit B. Each invoice from Awardee must include a description as to how the expenditures submitted for reimbursement are related to the approved project workplan. The remaining 25 percent ($12,500)will be reimbursed upon receipt and approval of the final report and invoice by Agency at the end of the project,unless an alternative reimbursement process is requested in writing by Awardee and agreed to by Agency. Payment by Agency will be made within 30 days of approval of the invoice. In addition, as required in the guidelines established for the Governor's Agriculture and Forestry Industries Development Fund Infrastructure Grant program, which are incorporated by reference into this Agreement, Awardee shall repay to Agency all Page 108 of 168 previously reimbursed funds should Agency determine that Awardee failed to substantially complete those actions and results included in the approved workplan attached as Exhibit A. 4. Budget for Approved Workplan: Budget Items AFID Cash from In-Kind Other Other In- TOTAL Funds Locality from Cash Kind Locality Personnel $5,000 $5,000 -Fringe $500 $500 Travel Su lies/Materials $29,500 $25,000 $54,500 Contractual $15,000 $15,000 Other Totals 50,000 25,000 75,000 Agency retains the authority to audit the source of all matching funds. 5. Travel: All travel reimbursements requested by Awardee must be in accordance with the current Virginia Department of Accounts State Travel Regulations. The current link to these regulations is: http://www.doa.virginia.gov/Admin Services/CAPP/CAPP Topics Cardinal/20335-2015- Dec.pdf 6. Audit Requirements: The contractor shall retain all books, records, and other documents relative to this contract for five (5)years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period. 7. Site Visits: Agency and/or its authorized representatives have the right, at all reasonable times, to make site visits to review project accomplishments and management control systems, and to provide such technical assistance as may be required. 8. Withholding Payment: Agency reserves the right,upon written notice to Awardee, to withhold future payments after a specified date if Awardee fails to comply with any of the conditions of this Agreement. Agency also reserves the right, at Agency's discretion, to withhold payment until Awardee 2 Page 10g of 168 submits additional documentation evidencing how the expenditures submitted relate to the approved workplan. 9. Cancellation of Agreement: Agency reserves the right, upon written notice to Awardee,to terminate the Agreement at any time if Agency determines that Awardee failed to comply with any of the conditions of this Agreement. Termination of the Agreement by Awardee may occur, but only upon submittal of a written request for termination by Awardee, and approval of such termination by Agency. 10. Reporting Requirements: Awardee is required to submit an interim report by December 31, 2023, 12 months after the grant award, if the project is not completed. In addition, Awardee is required to submit a final report and budget close-out form no later than January 31, 2026. The templates for these documents are attached as Exhibit C. 11.Revision of Scope or Objectives: Awardee must submit a written request for approval by Agency to modify the workplan attached as Exhibit A. Such written request shall include a justification for the workplan change, a description of the revisions proposed, and any budget revisions, if applicable. IN WITNESS WHEREOF,the parties have caused this Agreement to be duly executed intending to be bound thereby. For: City of Roanoke For: Virginia Department of Agriculture and Consumer Services By: )00e &)/Y4ie Name. Joseph W. Guthrie, Commissioner Title 1/13/23 (Date Signed) (Date Signed) 3 Page 110 of 168 Governor's Agriculture and Forestry Industries Development Fund- Infrastructure Grant Program(AFID Infrastructure Program) Grant Application I. Overview Project Title: LEAP Hub: a food and community center Applicant Jurisdiction: Roanoke City Other localities (for multijurisdictional applications only): Project Start Date: October 2022 Anticipated End Date: December 2023 Requested Amount: $50,000 Primary Contact Information Name: Wayne Leftwich Title: Assistant to the City Manager Organization: City of Roanoke,VA Telephone: 540-853-6357 Email Address: wayne.leftwich@roanokeva.gov Mailing Address: 215 Church Avenue SW City, State, Zip: Roanoke,VA 24015 Page 111 of 168 I. Budget and Budget Narrative Please use the attached budget form to show total project costs. Provide a budget narrative below; outline specifics on the proposed use of funding and explain the details about the personnel and expenses that are itemized in the budget. The LEAP Hub project began in November of 2021. The complete budget breakdown is as follows: Personnel $58,604 Fringe $6,932 Supplies/Materials $396,206 Contractual $1,210,272 Total $1,672,014 In terms of supplies and materials,LEAP purchased the 1027 Patterson property($293,426) and intends to complete the food hub's buildout by December 2022. LEAP will install a 20' x 20' walk-in cooler ($52,780 total, $29,500 paid by AFID)and the necessary equipment for food-safe and efficient aggregation(moveable steel tables and racks,hydraulic forklift, and product conveyance, $10,000). In 2023, LEAP will move its operations into the new food hub and purchase a commercial flash freezer and food dehydrator($20,000)to begin processing value-added foods using unsellable product and/or bumper crops coming through the food hub. LEAP will next complete the construction of their neighborhood grocery store in the front of the building.This community space will provide consistent,daily access to the fresh food LEAP distributes through their other access programs,including local fruits,vegetables, meat, dairy, and value-added foods, sold in refrigerated and freezer displays($20,000). In terms of contractual expenses, LEAP developed an architectural plan with Spectrum Design($59,800). Square One Contracting began demolition in April 2022 (estimated final cost$1,061,692,$15,000 paid by AFID, $25,000 by Roanoke City as cash match). LEAP will install solar panels to reduce energy costs ($88,780). Their Director of Programs,Food Hub Manager,and Markets Manager(full-time),as well as Kitchen Manager and Mobile Market Manager(3/4's time)will dedicate .35 FTE to this project($65,536 in staffing and fringe, $5,500 paid by AFID)in order to facilitate the food hub's transition into the new space. LEAP's fringe is calculated at 12%of salary. Expenses included in this grant request are: Item AFID Request Cash Match Walk-in cooler $29,500 Square One $15,000 $25,000 Staff time $5,500 II. Work Plan Project Activity Who Timeline(Month/Year) LEAP &general contractor April- December 2022 Complete renovations of the 1027 Square One building&food hub buildout with equipment for aggregation Page 112 of 168 Transition food hub operations and LEAP,Food Hub&Markets December 2022 -January 2023 Mobile Market to the new building Team Prepare for the 2023 season; LEAP,All Team January-April 2023 expand Farm Share membership and Mobile Market sites Page 113 of 168 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6h day of February 2023. No. 42553-020623. A RESOLUTION authorizing the acceptance of the Grants for Arts Projects funding from the National Endowment for the Arts to the City of Roanoke; 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 of Roanoke does hereby accept the Grants for Arts Projects funding established by the National Endowment for the Arts made to the City of Roanoke,in the total amount of$20,000, with a local match of$20,000; such grant being more particularly described in the City Council Agenda Report dated February 6, 2023. 2. The City Manager or his designee is hereby authorized to execute and file,on behalf of the City, any documents setting forth the conditions of the grant in a form approved by the City Attorney. 3. The City Manager or his designee is further directed to furnish such additional information as may be required by the National Endowment for the Arts in connection with acceptance of the foregoing Grant. ATTEST: City Cler "_ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42554-010623. AN ORDINANCE to appropriate funding from the Federal Government National Endowment for the Arts 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 Fees for Professional Services 35-310-8343-2010 $ 40,000 Revenues NEA Artist in Residence Program FY23- 35-310-8343-8352 20,000 Federal NEA Artist in Residence Program FY23- 35-310-8343-8353 20,000 Local Match 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. - ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Acceptance of a National Endowment for the Arts (NEA) Grants for Arts Projects (GAP) Award. Background: In FY23, the City has coordinated an artist in residence program as part of the Year of the Artist. Currently, 11 artists in residence are exploring ways to advance CITY PLAN 2040 goals through arts and cultural activities in neighborhoods, in City departments, and in community collaborations. Many of the projects and artist conversations have focused on the use of the arts as tools of neighborhood engagement and revitalization. In December 2022, City Council adopted the Emerging Neighborhood Centers Vision Plan, a project coordinated through the Economic Development Department. To advance the artist residencies, the City applied for and received $20,000 from the National Endowment for the Arts. The intention is to align the FY24 artists in residence with early stage implementation of the Neighborhood Centers Development Plan. Considerations: The funding recommendation by staff for the project totals $40,000. The NEA grant will support the project in the amount of$20,000. The grant requires a one-to-one match and payments will be made on a reimbursable basis. Matching funds in the amount of$20,000 will come from the city's Percent for Art fund. The funds for this project will be used to hire artists to engage with City staff, stakeholders, property owners and residents in developing early stage art-based projects, events, actions, artwork, and conversations that help capture and communicate the potential of neighborhood center investment. The expense breakdown is as follows: Artist and Artist Coach Stipends $40,000 Recommended Action: Accept the NEA Grants for Arts Projects award #1905421-62 in the amount of$20,000 and adopt the attached resolution accepting the funds and authorize the City Manager or his designee to execute any forms required by the NEA in order to accept these funds, such Page 116 of 168 documents to be approved by the City Attorney. Authorize the City Manager or his designee to provide any additional information, execute such other documents, and to take any necessary actions to obtain, accept, receive, implement, use, and administer the above Grant. Adopt the accompanying budget ordinance to establish revenue estimates for $20,000 in Federal grant funds and $20,000 from the City Percent for Art account# 35-310-9274 and appropriate funding totaling $40,000 in accounts to be established in the Grant Fund by the Director of Finance. The component of this grant to be funded using existing staff, office space and similar items will remain in the departmental account in which it currently resides. Bob Cowell, City Manager Distribution: Council Appointed Officers W. Brent Robertson, Assistant City Attorney/Director of Finance Amelia Merchant, Deputy Director of Finance Douglas Jackson, Arts and Culture Coordinator Page 117 of 168 IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 6th day of February 2023. No. 42555-020623. A RESOLUTION amending Resolution No. 36076-100302 adopted October 3, 2002, the Percent-for-Art Program Guidelines and Resolution No. 37635-120406 adopted December 4, 2006, the Public Art Policy; and authorizing the City Manager or his designee to take such further action and/or execute such additional documents as may be needed to implement such Amendment and to administer and enforce such amended Guidelines and Policy. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. Resolution No. 36076-100302 adopted October 3, 2002, and the 2002 Percent- for-Art Program Guidelines are hereby amended as noted in the City Council Agenda Report dated February 6, 2023, the changes noted therein are hereby approved by Council as of the date of this Resolution. 2. Resolution No. 37635-120406 adopted December 4, 2006, and the 2006 Percent for Art Guidelines are hereby amended as noted in the City Council Agenda Report dated February 6, 2023, the changes noted therein are hereby approved by Council as the of the date of this Resolution 3. The City Manager or his designee is authorized to take such further action and/or execute such additional documents, approved as to form by the City Attorney, as may be needed to implement such Amendments to the Guidelines and Policy and to administer and enforce such amended Guidelines and Policy. The Percent-for-Art Program Guidelines and Public Art Policy, as amended above, shall remain in full force and effect. ATTEST: -- _ City Clerk. --- 42555-020623-Resolution.doc ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Approval of Revision to Percent for Art Guidelines Background: • The City's Percent for Art Resolution and guidelines were approved by Council in October 2002 with a subsequent amendment in December 2012. • The Public Art Policy was approved by City Council in December 2006. • Staff reviewed the policy, guidelines, and resolution in December 2022, and the Roanoke Arts Commission voted unanimously in its January 17, 2023 meeting to recommend to Council the following language changes. Considerations: In the twenty years since inception, the Percent for Art program has met the purpose, as stated in the guidelines, to: • enhance the quality of life for Roanoke's citizens; • heighten the sense of place and community identity, • enliven the visual quality of public space, and • stimulate Roanoke's vitality and economy. It has done this by building a strong collection of publicly accessible art. Changes to align the policy and guidelines will support the next steps in a strong public and community arts program. Current Public Art and Percent for Art policies and guidelines heavily emphasize the products of the visual arts. Public art is defined as visual, unnecessarily precluding works that reach the other senses such as soundscapes. Contributing programs such as artist residencies and planning processes are allowed in the Public Art Policy; however, they are not listed as fundable under Percent for Art Guidelines. Finally, the Policy mandates that externally sourced funds in the Public Art Fund earn interest; however, any raised funds anticipated will be for specific projects and held on a short-term basis. Recommended Action: Adopt the attached resolution to amend the City's Percent for Art guidelines and Public Art Policy. Broadening the language in the Percent for Art Guidelines and Public Art Policy will: • allow investments in potentially non-visual products, Page 120 of 168 • allow investments in community art processes • remove the requirement of non-capital funds to earn interest, which is not allowed with federal dollars or aligned with current finance practices. GUIDELINES (last amended December 17, 2012): 1. Adjust paragraph 4 as shown in the attached guidelines by adding the final two sentences to create a broader approach to public art: Public art such as sculpture and paintings are eligible for inclusion in this Plan. Other aesthetic enhancements such as fountains, landscaping, textured walls, mosaics, tiled columns, patterned pavement, grillwork, and other ornamentation are equally appropriate design considerations. Digital art, the performing arts, and art created in new media may be included as public art components. Additionally, documented community art engagements as part of City planning processes and artist residencies may also be included in the plan. PUBLIC ART POLICY (December 4, 2006) 1. Strike the word "visual" from paragraph 1: Public art, defined as original or limited edition works of art in any discipline or medium accessible to the public, encompasses the broadest definition of visal art including the imaginative use and interplay of all artistic disciplines. 2. Strike the final sentence of paragraph 9c: All funds for public art received by the City from any source other than the Capital Improvement Program of the City shall be deposited in a public art account established by the City ("Public Art Fund"), The Public Art Fund may be used to support City Initiated Projects, as approved by the City Council. The Public Art Fund shall be administered by the Director of Finance. ThpPwhlin Art Cr'n.d chall draw intereSt. r Bob Cowell, City Manager Distribution: Council Appointed Officers Amelia Merchant, Deputy Director of Finance Douglas Jackson, Arts and Culture Coordinator Page 121 of 168 City of Roanoke Percent-for-Art Program Guidelines October 3,2002 Amended December 17,2012 Amended February 6,2023 Mission The mission of the Percent-for-Art Program(the"Program")is to provide a consistent method for funding works of public art to: • Enhance the quality of life for Roanoke's citizens; • Create a heightened sense of place and community identity; • Enliven the visual quality of public space;and • Stimulate Roanoke's vitality and economy. Such public art shall be physically accessible to the public and be created with the involvement of the community. Program Guidelines 1. City staff will develop an annual budget for the Program by identifying an amount equivalent to one percent of the construction cost for each new project in the CIP,subject to exclusions and limits noted herein. The amount identified will be used as a basis for implementation of the comprehensive plan(the "Plan")for enhancing public art. No more than$100,000 per eligible project maybe allocated through the one percent calculation. 2. Projects eligible for inclusion in the Program include new construction or major renovation of public buildings(including schools),decorative or commemorative structures,parks and recreation facilities,and parking facilities. Generally,the Program is not intended to apply to street and sidewalk construction or utility installations. 3. The Roanoke Arts Commission(the"Commission")will develop a comprehensive plan for enhancing public art,which will be implemented as funding is made available through the Program by City Council. The Plan is not restricted to providing public art for the capital improvement projects upon which the Program budget is based,but it can include public art to enhance the aesthetic quality of a specific capital improvement project. 4. Public art such as sculpture and paintings are eligible for inclusion in this Plan. Other aesthetic enhancements such as fountains,landscaping,textured walls,mosaics,tiled columns,patterned pavement, grillwork,and other ornamentation are equally appropriate design considerations. Digital art,the performing arts,and art created in new media may be included as public art components. Additionally, documented community art engagements as part of City planning processes and artist residencies may also be included in the plan. 5. The Plan,and updates thereto,will be presented to City Council by the City Manager and the Commission by August 31 s`each fiscal year for review and approval,as well as appropriation of necessary funding. 6. Acquisition of any public art will occur as part of the City's normal procurement process from funds appropriated by City Council. The Commission,maintaining its advisory role to Council,will facilitate selection and placement of art in the city. However,City Council will have final approval authority for the procurement and design of any public art,with the exception that the School Board will have the opportunity to participate in the selection of art for public schools and will oversee placement of the art in public school buildings. Page 122 of 168 CITY OF ROANOKE PUBLIC ART POLICY Revised January 2023 Art enhances Roanoke's identity as a community that values creative and diverse expressions. It builds our sense of civic pride, and enriches the quality of our lives. Public art fulfills these purposes in a myriad of ways:by improving our experience of public spaces through excellent and harmonious design;by sensitively preserving or highlighting vistas;by introducing surprising and enlivening elements into otherwise ordinary spaces; and by engaging us with insightful interpretations of our community's activities, aspirations, and history.In sum,public art has the capacity to humanize our urban and suburban environments.In recognition of the importance of integrating public art into the daily lives of the residents of Roanoke,Virginia("City"), the Roanoke City Council supports a strong public art program. To this end the Council hereby establishes the City of Roanoke Public Art Policy("Policy")with the following goals in mind: • to create exciting,appealing,and harmonious public spaces by integrating art into architecture,urban design and the planning of infrastructure at the earliest design stage; • to celebrate our community's heritage, ethnicity, commonality and civic pride by stimulating collaboration and understanding between artists and the City's diverse community; • to enhance the City's image locally,regionally and nationally by ensuring the creation of the highest quality public art; • to foster the public's understanding and enjoyment of public art; • to promote artists to live and to work in the City and to participate in public presentations of their art in the City;and, • to encourage federal,state and private support for the City's public art program. Through this Policy and the Public Art Program Guidelines ("Guidelines") Council seeks to have the City provide opportunities for creating exciting and attractive public spaces that are used and enjoyed by the City's residents,workers and visitors. 1. PUBLIC ART COVERED BY THIS POLICY Public art,defined as original or limited edition works of art in any discipline or medium that is accessible to the public,encompasses the broadest definition of art including the imaginative use and interplay of all artistic disciplines.Public art governed by this policy shall be art that is visually or physically accessible to the public,and that is acquired by City funds, donated to the City, or provided by a private entity as a community benefit. Public art may possess functional as well as aesthetic qualities. Public art that is not paid for with public funds or located on public property is not covered by this Policy. 2. GUIDELINES Council authorizes the City Arts Commission("Commission")and City staff to develop detailed guidelines outlining all aspects involved with the implementation of this policy, including the processes used to:develop an inventory of existing and approved public art; develop and update the Roanoke Public Art Plan and the Public Art Site Plan as necessary and review and recommend a process for the selection,placement and implementation of specific public art projects.These guidelines will be developed by the Commission and appropriate City staff, reviewed by the City Attorney as to form and approved by the City Manager. 1 Page 124 of 168 3. PUBLIC ART SITES Sites for public art covered by this Policy are prominent and highly visible locations in the City which are identified as suitable for public art projects and are physically and/or visually accessible to and by the public. Public art projects covered by this Policy for which public money is utilized may be located on either public or private property.For a public art project to be located on private property,the owner must grant the City an easement for access,with a grant of all ancillary rights that the City deems necessary in order to implement the public art project according to this Policy.Identification of a piece of property as a public art site shall not relieve the property owner from complying with all applicable City laws and regulations. 4. SITE SELECTION The process used to select public art sites is dependent upon the type of project executed. A. City Initiated Projects Working with the Commission,the City will develop a Public Art Site Plan("Plan").The Plan will identify appropriate and significant sites for the location of public art. The Commission shall ensure that the process of preparing the Plan and any subsequent modifications provides ample and appropriate opportunities for public input into site identification.The Plan must complement and supplement the City's various other planning documents guiding the growth and development of the City, such as the City's Comprehensive Plan.The initial Plan shall be submitted to the Council by the Commission for Council's review and approval. The Plan will be reviewed and updated every five years thereafter.The Plan may also be revised at such other times as a proposal for inclusion of a project on a site not identified in the Plan is received by the City,if the City finds such proposal to be consistent with laws and regulations and the City's general policies on public art. In general, City Initiated Projects will be located on sites identified in the Public Art Site Plan. The Commission,working with City staff,will identify the highest priority projects described in the Plan and recommend those projects for implementation as funding allows.As much as possible,these projects should correspond with new construction or renovation projects planned by the City for that year. B. Private Projects A site for the inclusion of public art amenities in conjunction with a development project may be identified. The Public Art Site Plan will provide guidelines for this siting process.If public art is a component of proposed site plan,then the Commission shall review the public art proposal and may make recommendations to the developer and the City concerning the appropriateness of the public art proposal as part of the site plan. C. Community Initiated Projects A City community group or neighborhood association may propose a public art project for a site that may or may not be on the Public Art Site Plan and apply for City funds to implement the project. 5. ELIGIBLE PUBLIC ART PROJECTS 2 Page 125 of 168 A.Public Art Projects may include: •the commissioning of permanent works designed for specific public sites in the City; •the loan,purchase or donation of art works deemed appropriate for public sites; •artists contracted to work as integral members of architectural,infrastructure,and urban design teams; and •installations,artist-in-residence programs,and other short-term projects or planning activities that result in the creation of temporary or permanent public art. B.Two types of Public Art Projects are possible: 1. City Initiated Projects The Commission may propose one or more public art projects for sites identified in the Public Art Site Plan.The Commission,working with appropriate City staff,will identify the highest priority projects. 2. Private Projects In conjunction with the City's site plan review process,developers may offer for the inclusion of public art as a component of the site plan for a specific development. 6. COMMUNITY INVOLVEMENT Each public art project created through this Policy shall include an outreach program that will encourage community involvement in the implementation of the project as well as periodically inform and educate citizens about the specific project. 7. ARTIST SELECTION Methods used for artist selection may include open competition, invitational competition, or direct selection but shall comply with all laws,regulations,and City policies governing purchasing. Community involvement in the development of any Public Art Project is crucial and shall be part of the selection process.For Public Art Projects attached to private or public construction,the artist selection and approval process must be integrated into the overall project timeline so as not to cause delays. 8. ART OWNERSHIP AND COPYRIGHT In general,for City Initiated and Community Initiated permanent works of public art the City shall own the physical work and copyrights shall be retained by the artist,with reproduction rights allowed the City for appropriate promotional and educational purposes.Legal title and copyrights in any work of public art funded in whole or in part by direct City funding and/or the Public Art Fund,or donations or loans of public art which are accepted by the City,shall be spelled out in a mutually agreeable contract between the City and the artist and the owner.Ownership of art obtained through private projects will be negotiated on a case by case basis. 9. FUNDING A. Direct City Funding City funding of art shall be pursuant to the Percent-for-Art Program Guidelines adopted by Council October 3,2002,by Resolution No. 36076-100302,a copy of which Guideline is attached hereto. 3 Page 126 of 168 B. Other Funding Sources 1. Government,Foundations,Corporations and Other Contributions The City will be active in applying for non-City public and private funds to support public art projects as appropriate.Individuals,businesses and organizations will also be encouraged to make contributions to the City for public art projects. 2. Private Projects Contributions for public art received in conjunction with a private development project may include funding for a specific art project in a proposed development,funds for a project included in the Public Art Site Plan,or a contribution to support the City's public art program. Using the Public Art Site Plan as a guide,the City may accept one of these contributions in conjunction with the development,as agreed to by the developer and the City. C. Public Art Fund All funds for public art received by the City from any source other than the Capital Improvement Program of the City shall be deposited in a public art account established by the City("Public Art Fund").The Public Art Fund may be used to support City Initiated Projects,as approved by the City Council.The Public Art Fund shall be administered by the Director of Finance. 10. PROGRAM ADMINISTRATION A. Program and Collection Management The City Manager is responsible for the administration of the City's public art policy and the management of the City's public art inventory. B. Project Implementation Costs Certain costs of the public art program will be allocated from the annual appropriation from the Percent-for-Art Program. These costs include: project consultant fees, programming costs,project implementation costs associated with procurement of public art works, and maintenance expenses for existing public art works. Staffing costs and other related administrative costs will be funded from the City's operating budget. 11. MAINTENANCE The City shall be responsible for the maintenance of City Initiated projects created through this policy. All permanent public art projects must have a plan that projects both staff time and funding needed to properly maintain the work.Funds for the maintenance of City Initiated Projects will be allocated as a portion of the public art program's operating budget. Maintenance of public art in private locations will be negotiated on a case by case basis. Maintenance of public art donated to the City will be negotiated with the donor. 12. ACCESSIONING/DEACCESSIONING OF PUBLIC ART The acceptance/accessioning and deaccessioning of art by the City shall be governed by Sections 2-266 and 2-269 of the Code of the City of Roanoke(1979),as amended. Approved by the Roanoke City Council December 4,2006 4 Page 127 of 168 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42556-020623. A RESOLUTION accepting the Virginia Department of Emergency Management (VDEM) State Homeland Security Grant — Hazardous Materials to the City from the Virginia Department of Emergency Management; and authorizing execution of any required documents on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke does hereby accept the VDEM State Homeland Security Funding — Hazardous Materials Team Grant offered by the Virginia Department of Emergency Management in the amount of$81,640 with no local match, such funds to be used to support the activities of the regional hazardous materials response team, such grant being more particularly described in the City Council Agenda Report dated February 6, 2023. 2. The City Manager or his designee is hereby authorized to execute and file, on behalf of the City, any documents setting forth the conditions of this grant in a form approved by the City Attorney. 3. The City Manager or his designee is further directed to furnish such additional information as may be required to implement and administer the foregoing Grant. ATTEST: City Clerk. _ IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42557-020623. AN ORDINANCE appropriating funding from the U.S. Department of Homeland Security through the Commonwealth of Virginia Department of Emergency Management (VDEM) for hazardous materials emergency responses and training and development, 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 Technology Maintenance Contracts 35-520-4703-2555 $ 3,000 Other Equipment 35-520-4703-9015 40,000 Expendable Equipment 35-520-4703-2035 25,000 Training and Development 35-520-4703-2044 13,640 Revenues VDEM SHS Haz-Mat FY23 35-520-4703-4703 81,640 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. - ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Acceptance of Virginia Department of Emergency Management State Homeland Security Program Funding — Hazardous Materials. Background: The City of Roanoke and Roanoke Fire-EMS are the fiduciary agents for the regional hazardous materials response team that serves Region 6 of the Commonwealth. The Virginia Department of Emergency Management (VDEM) allocates funds each year to regional hazardous materials teams for associated costs and expenses. VDEM has awarded the City of Roanoke funding in the amount of$81,640.00 from the 2022 State Homeland Security Program Grant. These funds require no local match and will be used to support the activities of the regional hazardous materials team. Recommended Action: Adopt the attached resolution to accept the awarded grant funding and authorize the City Manager or his designee to execute any required grant agreements or documents in a form approved by the City Attorney and adopt the attached Ordinance to appropriate such funding. r Bob Cowell, City Manager Distribution: Clarence G. Grier, Deputy City Manager H. David Hoback, Chief of Fire-EMS David Guynn, Fire-EMS Deputy Chief Page 128 of 168 Commonwealth of Virginia Subaward A lication Points of Contact *« � Virginia Department of Emergency Management Grants Management Office 9711 Farrar Court-Suite 200 Tel:804-267-7600 ' Richmond,VA 23236-3713 Fax:804-272-2046 Federal Program Grant Year: FY22 and CFDA#: 97.067 N-ISub-Grxt►tee Oranizatton (Check licable Born) Subgrantee @udune"Ik 141*Navin). ity of Roanoke VA State Agency ❑ City/County 0 College ❑ Slab-recipient(AgenName : Airport ❑ Roanoke Fire-EMS Authority ❑ Planning District ❑ Address: Other:(Please specify) ❑ 713 Third Street,SW Roanoke,VA 24016 IN#: 54-6001569 UNS#. 6704316 feet Title: FY22 SHSP Roanoke Haz-Mat Team oMl Dollar Alanount sesta :. S $81,640.00 ro'ide ttll` (08 ,) y signing this application,I certify(1)to the statements contained in the list of certifications;(2)that the statemenI herein are true,complete and accurate to the best of my knowledge;and(3)that if awarded i will not undergo any bligations until I have received approval or clearance for any Environmental Historical Preservation(EHP) equirements. (4)that the below representatives are authorized to submit grant management requirements both p d electronic to VDEM and VDEM's grant management system.I also provide the required assurances and agree omply with any resulting terms if I obtain an award. I am aware that any false,fictitious,or fraudulent statemen laims may subject me to criminal,civil,or administrative penalties. *City Manager,County Administrator,State Agency Head,Executive Director or their authorized designee. ontsd Demos; Chief Adminiotrative Of icer' Bob Cowell City Manager per; bob.cowell@roanokeva.%tov ane: 540-853-6431 215 Church Ave.,SW Suite 364 Roanoke,VA 24011 Date *Chief Administrative Officer is naturel77,7 __. Iof3 Subaward Points of Contact Form.version 3.1.Last modified:09/25/2018 Page 129 of 168 Commonwealth of Virginia Subaward Application Points of Contact twVirginia Department of Emergency Management Mr*I ;- Grants Management Office 9711 Farrar Court-Suite 200 Tei:804-267-7600 Richmond,VA 23236-3713 Fax:804-272-2046 ENTER PRIMARY CONTACT INFORMATION FOR YOUR SUBAWARD PROORAM/PRO"=MANAGER PRIMARY CONTACT ame: Robert Perdue Itle: Battalion Chief Umai1; robert.perdue@,roanokeva.gov Tele hone: 540-853-2327 Address: 713 Third Street,SW Roanoke,VA 24016 FWANCE OFI!'ICIrR PRIMARY CONTACT Name: Nicole Ashby Title; Support Administrator Roanoke Fire-EMS fig;` nicole.ashb anokeva. ov Te=e hone: 540-853-2216 Fax: 540-853-1172 Address: 713 Third Street,SW Roanoke,VA 24016 2 of 3 Subaward Points of Contact Form.version 3.1.Last modified:09/25/2018 Page 130 of 168 Commonwealth of Virginia baward Ainlication Points of Contact Virginia Department of Emergency Management Grants Management Office 9711 Farrar Court-Suite 200 Tei:804-267-7600 Richmond,VA 23236-3713 Fax:804-272-2046 ENTER SECONDARY CONTACT INFORMATION FOR YOUR SUBAWARD PROGRAM/PROJECT MANAGER SECONDARY CONTACT Name: Trevor Shannon Tides Battalion Chief,Emergency Manager Frtaail; trevor.shannon.roanokeva. ov Tel` one: 540-853-2426 Address: 713 Third Street,SW Roanoke,VA 24016 FINANCE OFFICER SECONDARY CONTACT Name: David Guynn ide; ' Deputy Chief Roanoke Fire-EMS E,-mail: david.gu oanokeva.gov Telephone: 540-853-1593 Fax; " 540-853-1172 Address: 713 Third Street,SW Roanoke,VA 24016 3of3 Subaward Points of Contact Form.version 3.1.Last modified:09/25/2018 Page 131 of 168 CERTIFICATION REGARDING LOBBYING Certification for Contracts,Grants,Loans,and Cooperative Agreements The undersigned certifies,to the best of his or her knowledge and belief,that: (1) No Federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,to any person for influencing or attempting to influence and officer of employee of an 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 modification 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. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing o 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 Federal contract,grant,loan,or cooperative agreement,the undersigned shall complete and submit Standard Form LLL,"Disclosure of Lobbying Activities,"in accordance with its instructions. (3) The undersigned shall require that the language of the certification be included in the award documents for all subawards at all tiers(including subcontracts,subgrants,and contracts under grants,loans,and cooperative agreements)and that all subrecipients shall certify and disclose according. The certification is a material representation of the fact on which reliance was placed when this transaction was made or entered into. Submission of the certification is a prerequisite for making or entering into the transaction imposed by section 1352,title 31,U.S.Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than 510,000 and not more than#100,000 for each such failure. Statement for Loan Guarantees and Loan Insurance The undersigned state,to the best of his or her knowledge and belief,that: If any funds have been paid or will be paid to any person for influencing or attempting to influence and 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 commitment providing for the United States to insure or guarantee a loan,the undersigned shall complete and submit Standard Form-LLL,"Disclosure of Lobbying Activities,"in accordance with its instruction. Submission of this statement is a prerequisite for making or entering into this accordance with its instructions. Submission of this statement is a prerequisite for making or entering into this transaction imposed by section 13521 title 31,U.S.Code. Any person who fails to file the required statement shall subject to a civil penalty of not less than$10,000 and not more than $100,000 for each such failure. Applicant's Organization City of Roanoke Printed name and title of authorized representation Robert S. Cowell Jr., City Manager Signature Date Page 132 of 168 OMB Number:4040-0007 Expiration Date: 02!2812022 ASSURANCES-NON-CONSTRUCTION PROGRAMS Public reporting burden for this collection of information is estimated to average 15 minutes per response,including time for reviewing instructions,searching existing data sources,gathering and maintaining the data needed,and completing and reviewing the collection of inforrnatiort.Send comments regarding the burden estimate or any other aspect of this collection of information,including suggestions for reducing this burden,to the Office of Management and Budget,Paperwork Reduction Project(0348-0040),Washington, DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. NOTE: Certain of these assurances may not be applicable to your project or program.If you have questions,please contact the awarding agency.Further,certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case,you will be notified. As the duly authorized representative of the applicant,I certify that the applicant: 1. Has the legal authority to apply for Federal assistance Act of 1973,as amended(29 U.S.C.§794),which and the institutional,managerial and financial capability prohibits discrimination on the basis of handicaps;(d) (including funds sufficient to pay the non-Federal share the Age Discrimination Act of 1975,as amended(42 U. of project cost)to ensure proper planning,management S.C.§§6101-6107),which prohibits discrimination on and completion of the project described in this the basis of age;(e)the Drug Abuse Office and application, Treatment Act of 1972(P.L.92-255),as amended, relating to nondiscrimination on the basis of dreg 2. Will give the awarding agency,the Comptroller General abuse;(f)the Comprehensive Alcohol Abuse and of the United States and,if appropriate,the State, Alcoholism Prevention,Treatment and Rehabilitation through any authorized representative,access to and Act o 1970(P.L.91-616n the).as amended, of alcohol abuse oo theng right to examine all records,books,papers,or 523 and 527 of the Public Health documents related to the award;and will establish a alcoholism;(9)§§ proper accounting system in accordance with generally Service Act of 1912(42 U.S.C.§§290 dd-3 and 290 accepted accounting standards or agency directives. ee-3),as amended,relating to confidentiality of alcohol and drug abuse patient records;(h)Title VII I of the Civil 3. Will establish safeguards to prohibit employees from Rights Act of 1968(42 U.S.C.§§3601 at seq.),as amended,relating to nondiscrimination in the sale, using their positions for a purpose that constitutes or rental or financing of housing;(i}any other presents the appearance o personal or organizational nondiscrimination provisions in the specific statute(s) conflict of Interest,or personal gain. under which application for Federal assistance is being made;and,(j)the requirements of any other 4. Will initiate and complete the work within the applicable nondiscrimination statute(s)which may apply to the time frame after receipt of approval of the awarding application. agency. 7. Will comply,or has already complied,with the 5. Will comply with the Intergovernmental Personnel Act of requirements of Titles II and III of the Uniform 1970(42 U.S.C.§§4728-4763)relating to prescribed Relocation Assistance and Real Property Acquisition standards for merit systems for programs funded under Policies Act of 1970(P.L.91-646)which provide for one of the 19 statutes or regulations specified in fair and equitable treatment of persons displaced or Appendix A of OPM's Standards for a Merit System of ,hose property is acquired as a result of Federal or Personnel Administration(5 C.F.R.900,Subpart F). federally-assisted programs.These requirements apply to all interests in real property acquired for 6. Will comply with all Federal statutes relating to project purposes regardless of Federal participation in nondiscrimination.These include but are not limited to: purchases. (a)Title VI of the Civil Rights Act of 1964(P.L.88-352) Will comply,as applicable,with provisions of the which prohibits discrimination on the basis of race,color 8 or national origin;(b)Title IX of the Education Hatch Act(5 U.S.C.§§1501-1508 and 7324-7328) Amendments of 1972,as amended(20 U.S.C.§§1681- which limit the political activities of employees whose 1683, and 1685-1686),which prohibits discrimination on principal employment activities are funded in whole the basis of sex;(c)Section 504 of the Rehabilitation or in part with Federal funds. Standard Form 42413(Rev.747) Previous Edition Usable AuthorizedPrescribed by OwClmular A-102 for Local Reproduction Page 133 of 168 9. Will comply,as applicable,with the provisions of the Davis- 13. Will assist the awarding agency in assuring compliance Bacon Act(40 U.S.C.§§276a to 276a-7),the Copeland Act with Section 106 of the National Historic Preservation (40 U.S.C.§276c and 18 U.S.C.§874),and the Contract Act of 1966,as amended(16 U.S.C.§470),EO 11593 Work Hours and Safety Standards Act(40 U.S.C.§§327- (identification and protection of historic properties),and 333),regarding labor standards for federally-assisted the Archaeological and Historic Preservation Act of construction subagreements. 1974(16 U.S.C.§§469a-1 at seq.). 10. Will comply,if applicable,with flood insurance purchase 14. Will comply with P.L.93-348 regarding the protection of requirements of Section 102(a)of the Flood Disaster human subjects involved in research,development,and Protection Act of 1973(P.L.93-234)which requires related activities supported by this award of assistance. recipients in a special flood hazard area to participate in the 15 Wit comply with the Laboratory Animal Welfare Act of program and to purchase flood insurance if the total cost of 1966(P.L.89-544,as amended,7 U.S.C.§§2131 et insurable construction and acquisition is$10,000 or more. seq.)pertaining to the care,handling,and treatment of 11. Will comply with environmental standards which may be warm blooded animals held for research,teaching,or prescribed pursuant to the following:(a)institution of other activities supported by this award of assistance. environmental quality control measures under the National 16. Will comply with the lead-Based Paint Poisoning Environmental Policy Act of 1969(P.L.91-190)and Prevention Act(42 U.S.C.§§4801 et seq.)which Executive Order(EO)11514;(b)notification of violating facilities pursuant to EO 11738;(c)protection of wetlands prohibits the use of lead-based paint in construction or pursuant to EO 11990;(d)evaluation of flood hazards in rehabilitation of residence structures. floodplain in accordance with EO 11988;(e)assurance of 17 Will cause to be performed the required financial and project consistency with the approved State management compliance audits in accordance with the Single Audit program developed under the Coastal Zone Management Act Amendments of 1996 and OMB Circular No.A-133, Act of 1972(16 U.S.C.§§1451 et seq.):(f)conformity of "Audits of States,Local Governments,and Non-Profit Federal actions to State(Clean Air)Implementation Plans Organizations." under Section 176(c)of the Clean Air Act of 1955,as amended(42 U.S.C.§§7401 et seq.);(g)protection of 18. Will comply with all applicable requirements of all other underground sources of drinking water under the Safe Federal laws,executive orders,regulation,and policies Drinking Water Act of 1974,as amended(P.L.93-523); governing this program. and,(h)protection of endangered species under the Endangered Species Act of 1973,as amended(P.L.93- 19. Will comply with the requirements of Section 106(8)of 205). the Trafficking Victims Protection Act(TVPA)of 2000,as amended(22 U.S.C.7104)which prohibits grant award 12. Will comply with the Wild and Scenic Rivers Act of recipients or a sub-recipient from(1)Engaging in severe 1968(16 U.S.C. §§1271 et seq.)related to protecting forms of trafficking in persons during the period of time components or potential components of the national that the award is in effect(2)Procuring a commercial wild and scenic rivers system, sex act during the period of time that the award is in effect or(3)Using forced labor in the performance of the award or subawards under the award. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE City Manager APPLICANT ORGANIZATION DATE SUBMITTED C" of Roanoke =ir Standard Fonn 428(Rev.7-87)Back Page 134 of 168 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6"'day of February 2023. No. 42558-020623. A RESOLUTION authorizing the acceptance of the 2023 V-STOP Grant made to the City of Roanoke by the Virginia Department of Criminal Justice Services,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 or his designee is hereby authorized on behalf of the City to accept from the Virginia Department of Criminal Justice Services,the 2023 V-STOP Grant in the amount of $28,193, with a required local match of$24,679, making the total funding$52,872, to employ the Police Department's full-time non-sworn Domestic Violence Specialist, as more particularly described in the City Council Agenda Report dated February 6, 2023. 2. The City Manager or his designee is hereby authorized to execute and file,on behalf of the City, any documents setting forth the conditions of the Grant in a form approved by the City Attorney. 3. The City Manager or his designee is further directed to furnish such additional information as may be required in connection with the acceptance of the foregoing Grant. ATTEST: City Clerk. - __ - - IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42559-020623. AN ORDINANCE to appropriate funding from the Commonwealth of Virginia for the Police Department Domestic Violence Program Grant (VSTOP), 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: Special Revenue Fund Appropriations Regular Employee Salary 35-640-3133-1002 $ 38,294 ICMA Retirement 35-640-3133-1115 3,456 FICA 35-640-3133-1120 3,142 Dental Insurance 35-640-3133-1126 332 Life Insurance 35-640-3133-1130 544 Medical Insurance 35-640-3133-1180 7,104 Revenues VSTOP Grant CY2021 - State 35-640-3133-3137 28,193 VSTOP Grant CY2021 - Local 35-640-3133-3138 24,679 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. ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Acceptance of 2023 Violence Against Women Act: V-Stop Grant. Background: The Department of Criminal Justice Services of the Commonwealth of Virginia has awarded the Roanoke Police Department $28,193 in grant funding as part of the Violence Against Women Act (V-STOP). The Roanoke Police Department will use the award to fund its existing Domestic Violence Specialist position. The 2023 V-STOP grant funding has been level funded since 2012. To maintain current salary and benefit levels for the position, the City of Roanoke will be required to provide a total local match of$24,679. The Domestic Violence Specialist is an essential employee who is tasked with providing services to the victims of domestic violence. The Domestic Violence Specialist investigates domestic violence offenses, ensures that victims receive support services throughout their case, prepares cases for prosecution and directs police department resources towards apprehending the most dangerous offenders. Recommended Action: Accept the 2023 V-STOP Grant described above and authorize the City Manager or his designee 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 Grant fund for State grant funds of$28,193, transfer funding in the amount of$20,268 from Transfer to Grant Fund, account 01-250-9310-9535, $4,411 from Local Match Funding for Grants, account 35-300-9700-5415, and appropriate total funding of$52,872 for salary and benefits into accounts to be established by the Director of Finance in the Grant Fund. 1--.100 Bob Cowell, City Manager Distribution: Page 137 of 168 Council Appointed Officers Clarence Grier, Deputy City Manager W. Brent Robertson, Assistant City Manager/Director of Finance Amelia Merchant, Deputy Director of Finance Sam Roman, Chief of Police Page 138 of 168 y COMMONWEALTH of VIRGINIA �)epartment Uf'( 't'l1)1inal Justice ,S�C'1'1'IC'C',S` The Honorable Jackson H.Miller Washington Building Director 1100 Bank Street Richmond,Virginia 23219 Tracy Louise Winn Banks,Esq. (804)786-4000 Chief Deputy Director ,v w.dcjs_virginia.gov January 12, 2023 Robert Cowell, Jr. City Manager,City of Roanoke 215 Church Avenue, SW Room 364 Roanoke,Virginia 24011 RE: CY 22-23 VSTOP Formula Grant Program for Continuation Applicants Dear Robert Cowell, Jr.: Congratulations on being a recipient of the above referenced grant program! Your DCJS grant award number is 23-V3153VA21 and was approved for a total award of $37,591, funded in part through Award Numbers 15JOVW-2I-GG-00568-STOP and 15JOVW-22-GG-00455-STOP. The project period is 1/1/2023 through 12/31/2023. Included with this letter is a Statement of Grant Award/Acceptance (SOGA). Please note hard copies of the General Special Conditions, as well as the Reporting Requirements and Projected Due Dates, are now referred to as Conditions and Requirements and will be posted online at https://www.dcjs.viri?inia.p,ov/j4rants/>4rant-requirements within the next two weeks. In addition to the general Special Conditions, there may be grant specific Special Conditions related to your Grant Award called Encumbrances. If there are any, please submit documents related to your Encumbrances via the On-line Grants Management System (OGMS) at https://ogms.dcjs.virginia.gov/. If you have not previously done so, you must register in order to use this web-based system. The instructions on Registering for a New Account and Submitting Action Item Encumbrances are posted here https://www.dcjs.virginia.gov/arants/ogms-training-resources along with other resources and training videos. All registrants will be approved within 3 —5 business days. We will be happy to assist you in any way we can to assure your project's success. To indicate your acceptance of the award and conditions, please sign the included SOGA and return it electronically within the next 60 days to grantsmgmt@dcjs.virginia.gov.If you have questions,contact your DCJS Grant Monitor Bunny Chidester at (804) 659-6753 or via email at bunny.chidester@dcj s.virginia.gov. Sincerely, Jackson Miller 1 Page 139 of 168 STATEMENT OF GRANT AWARD (SOGA) Virginia Department of Criminal Justice Services 1100 Bank Street, 12th Floor Richmond, Virginia 23219 CY 22-23 VSTOP Formula Grant Program for Continuation Applicants Subgrantee: Roanoke DCJS Grant Number: 23-V3153VA21 UEI Number: NBFNAEXRHD76 Grant Start Date: 1/1/2023 Grant End Date: 12/31/2023 Federal Grant Number: 15JOVW-2I-GG-00568-STOP and 15JOVW-22-GG-0045 5-STOP Federal Awardee: VAWO Federal Catalog Number: 16.588 Project Description: To increase the apprehension,prosecution,and adjudication of persons commiting violent crimes against women. Federal Start Date: 7/1/2021 and 7/1/2022 Federal Funds: $285193 Local Match: $9,398 Total Budget: $37,591 Indirect Cost Rate: % *If applicable Project Director Project Administrator Finance Officer Lt.James Price Robert Cowell,Jr. Amelia Merchant Lieutenant,Planning&Analysis City Manager,City of Roanoke Director of Finance,City of Roanoke Supervisor,City of Roanoke Police 215 Church Avenue, SW 215 Church Avenue, SW Department Room 364 Room 461 348 Campbell Avenue, SW Roanoke,Virginia 24016 Roanoke,Virginia 24011 Roanoke,Virginia 24016 540-853-2333 540-853-6800 540-853-1634 bob.cowell@roanokeva.gov amelia.merchant@roanokeva.gov 'ames. rice roanokeva. ov *Please indicate your ICR in the space provided, if applicable. As the duly authorized representative, the undersigned, having received the Statement of Grant Awards (SOGA) and reviewing the Special Conditions, hereby accepts this grant and agree to the conditions and provisions of all other Federal and State laws and rules and regulations that apply to this award. Signature: Authorized Official(Project Administrator) Title: Date: 2 Page 140 of 168 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6t" day of February 2023. No. 42560-020623. A RESOLUTION accepting the Virginia Department of Emergency Management (VDEM) State Homeland Security Program Grant Funding— Technical Rescue to the City from the Virginia Department of Emergency Management; and authorizing execution of any required documents on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke does hereby accept the VDEM State Homeland Security Program Grant—Technical Rescue in the amount of$84,000 with no local match, such funds to be used to support the activities of the regional technical rescue team, such grant being more particularly described in the City Council Agenda Report dated February 6, 2023. 2. The City Manager or his designee is hereby authorized to execute and file, on behalf of the city, any documents setting forth the conditions of this grant in a form approved by the City Attorney. 3. The City Manager or his designee is further directed to furnish such additional information as may be required to implement and administer the foregoing Grant. ATTEST: City Clerk. 42560-020623-Resolution.doc IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6t" day of February 2023. No. 42561-020623. AN ORDINANCE appropriating funding from the U.S. Department of Homeland Security through the Commonwealth of Virginia Department of Emergency Management (VDEM)for equipment and supplies for the Regional Technical Rescue Team, 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 Other Equipment 35-520-3785-9015 $ 40,000 Training and Development 35-520-3785-2044 16,000 Expendable Equipment 35-520-3785-2035 25,000 Technology Maintenance Contracts 35-520-3785-2555 3,000 Revenues VDEM Regional Technical Rescue Team FY23 35-520-3785-3785 84,000 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. ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Acceptance of Virginia Department of Emergency Management State Homeland Security Program Funding —Technical Rescue. Background: The City of Roanoke and Roanoke Fire-EMS are the fiduciary agents for the regional technical rescue team that serves Region 6 of the Commonwealth. The Virginia Department of Emergency Management (VDEM) allocates funds each year to regional technical rescue teams for associated costs and expenses. VDEM has awarded the City of Roanoke funding in the amount of$84,000 from the 2022 State Homeland Security Program Grant. These funds require no local match and will be used to support the activities of the regional technical rescue team. 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 authorizing the City Manager or his designee to execute any required grant agreements or documents in a form approved by the City Attorney and adopt and the attached Ordinance to appropriate such funding. '__0 Bob Cowell, City Manager Distribution: Clarence Grier, Deputy City Manager H. David Hoback, Chief of Fire-EMS David Guynn, Fire-EMS Deputy Chief Page 143 of 168 Commonwealth of Vir inia Subaward A lication Points of Contact *oEr��r Virginia Department of Emergency Management bra Grants Management Office 9711 Farrar Court-Suite 200 Tel:804-267-7600 Richmond,VA 23236-3713 Fax:804-272-2046 Federal Program Grant Year: FY22 and CFDA#: 97.067 Sub-Grantee ©rpulution Type{Check Applicable Box), Subgrtiutee(Jurisdiction Legal Name): City of Roanoke VA State Agency ❑ City/County ID College ❑ Subrecipient{ e Nam!): P►irport ❑ Roanoke Fire-EMS Authority ❑ Planning District ❑ Address: Other:(please specify) ❑ 713 Third Street,SW Roanoke,VA 24016 IN#: 54-6001569 DUNS#: 6704316 ject Titles FY22 SHSP Roanoke USAR-TRT otal Dollar Amount Requested: S $84,000.00 lease Provide all Signature{as applicable) By signing this application,I certify(1)to the statements contained in the list of certifications;(2)that the statements herein are true,complete and accurate to the best of my knowledge;and(3)that if awarded I will not undergo any obligations until I have received approval or clearance for any Environmental Historical Preservation(EHP) requirements. (4)that the below representatives are authorized to submit grant management requirements both paper and electronic to VDEM and VDEM's grant management system.I also provide the required assurances and agree to comply with any resulting terms if I obtain an award. I am aware that any false,fictitious,or fraudulent statements or laims may subject me to criminal,civil,or administrative penalties. *City Manager,County Administrator,State Agency Head,Executive Director or their authorized designee. ontitct Details: Chief Admini tive Officer Vie; Bob Cowell e: City Manager bob.cowell[t7 oanokeva. ov el one: 540-853-6431 Addirm: 215 Church Ave.,SW Suite 364 Roanoke,VA 24011 *Chief Administrative Officer Isignaturel Date 1< ,FIII �tY$t SCtlllAilY t !"CCT lll: R11Tlll 1 f1 .l� l Subaward Points of Contact Form.version 3.1.Last modified:09/25/2018 Pagi 441.of 168 Commonwealth of Vir inia Subaward Apolication Points of Contact Notnyr Virginia Department of Emergency Management " .. Grants Management Office 9711 Farrar Court-Suite 200 Tel:804-267-7600 Richmond,VA 23236-3713 Fax:804-272-2046 ENTER PRIMARY CONTACT INFORMATION FOR YOUR SUBAWARD PROGRAMIPROJECT MANAGER PRIMARY CONTACT Name: Robert Perdue Title: Battalion Chief robert.perdue@roanokeva.gov T ddrhone: 540-853-2327 Aess: 713 Third Street,SW Roanoke,VA 24016 FINANCE OFFICER; PRIMARY CONTACT ie Nicole Ashby Administrator tion: Roanoke Fire-EMS : nicole.ashb roanokeva. ov hone. 540-853-2216 Fax: 540-853-1172 Address; 1713 Third Street,SW Roanoke,VA 24016 Subaward Points of Contact Form.version 3.1.last modified:09/25/2018 PagB Q of 168 Commonwealth of Virginia Subaward A lication Points of Contact Virginia Department of Emergency Management Grants Management Office 9711 Farrar Court-Suite 200 Tel: 804-267-7600 Richmond,VA 23236-3713 Fax: 804-272-2046 ENTER SECONDARY CONTACT INFORMATION FOR YOUR SUBAWARD PROGRAM/PROJWf MANAGER SECONDARY CONTACT Name: Trevor Shannon Tile: Battalion Chief,Emerpricy Manager l-mall: trevor.shannon.roanokeva. ov Tet hone: 540-853-2426 Address: 713 Third Street,SW Roanoke,VA 24016 FINANCE OFFICER SECONDARY CONTACT Nie; David Guyon Title: Deputy Chief or tlon: Roanoke Fire-EMS ffl E-mall: david. ynn roanokeva-gov Tele hone: 540-853-1593 Fax: 540-853-1172 Address: 713 Third Street,SW Roanoke,VA 24016 Subaward Points of Contact Form.version 3.1.Last modified:09/25/2018 PagOA of 168 CERTIFICATION REGARDING LOBBYING Certification for Contracts,Grants,Loans,and Cooperative Agreements The undersigned certifies,to the best of his or her knowledge and belief,that: (1) No Federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,to any person for influencing or attempting to influence and officer of employee of an 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 modification 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. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing o 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 Federal contract,grant,loan,or cooperative agreement,the undersigned shall complete and submit Standard Form LLL,"Disclosure of Lobbying Activities,"in accordance with its instructions. (3) The undersigned shall require that the language of the certification be included in the award documents for all subawards at all tiers(including subcontracts,subgrants,and contracts under grants,loans,and cooperative agreements)and that all subrecipients shall certify and disclose according. The certification is a material representation of the fact on which reliance was placed when this transaction was made or entered into. Submission of the certification is a prerequisite for making or entering into the transaction imposed by section 1352,title 31,U.S.Code. Any person who fails to fife 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. Statement for Loan Guarantees and Loan Insurance The undersigned state,to the best of his or her knowledge and belief,that: If any funds have been paid or will be paid to any person for influencing or attempting to influence and 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 commitment providing for the United States to insure or guarantee a loan,the undersigned shall complete and submit Standard Form-LLL,"Disclosure of Lobbying Activities,"in accordance with its instruction. Submission of this statement is a prerequisite for making or entering into this accordance with its instructions. Submission of this statement is a prerequisite for making or entering into this transaction imposed by section 1352,title 31,U.S.Code. Any person who fails to file the required statement shall subject to a civil penalty of not less than$10,000 and not more than $100,000 for each such failure. Applicant's Organization City of Roanoke Printed name and title of authorized representation Robert S. Cowell Jr., City Manager Signature Date Page 147 of 168 OMB Number:4040-0007 Expiration Dale: 02/2812022 ASSURANCES-NON-CONSTRUCTION PROGRAMS Public reporting burden for this collection of information is estimated to average 15 minutes per response,including time for reviewing instructions,searching existing data sources,gathering and maintaining the data needed,and completing and reviewing the collection of information.Send comments regarding the burden estimate or any other aspect of this collection of information,including suggestions for i reducing this burden,to the Office of Management and Budget,Paperwork Reduction Project(0348-0040),Washington,DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. NOTE: Certain of these assurances may not be applicable to your project or program.If you have questions,please contact the awarding agency.Further,certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case,you will be notified.. As the duty authorized representative of the applicant.I certify that the applicant: 1. Has the legal authority to apply for Federal assistance Act of 1973,as amended(29 U.S.C.§794),which and the institutional,managerial and financial capability prohibits discrimination on the basis of handicaps;(d) (including funds sufficient to pay the non-Federal share the Age Discrimination Act of 1975,as amended(42 U. of project cost)to ensure proper planning,management S.C.§§6101-6107),which prohibits discrimination on and completion of the project described in this the basis of age;(e)the Drug Abuse Office and application. Treatment Act of 1972(P.L.92-255),as amended, relating to nondiscrimination on the basis of drug 2. Will give the awarding agency,the Comptroller General abuse;(f)the Comprehensive Alcohol Abuse and of the United States and,if appropriate,the State, Alcoholism Prevention,Treatment and Rehabilitation through any authorized representative,access to and Act of 1970(P.L.91-616),as amended, relating to the right to examine all records,books,papers,or nondiscrimination on the basis of alcohol abuse or documents related to the award;and will establish a alcoholism;(g)§§523 and 527 of the Public Health proper accounting system in accordance with generally Service Act of 1912(42 U.S.C.§§290 dd-3 and 290 accepted accounting standards or agency directives. ee-3),as amended,relating to confidentiality of alcohol and drug abuse patient records,(h)Title VIII of the Civil 3. Will establish safeguards to prohibit employees from Rights Act of 1968(42 U.S.C.§§3601 at seq.),as using their positions for a purpose that constitutes or amended,relating to nondiscrimination in the sale, presents the appearance of personal or organizational rental or financing of housing;(I)any other conflict of interest,or personal gain. nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being 4. Will initiate and complete the work within the applicable made;and,(j)the requirements of any other nondiscrimination statute(s)which may apply to the time frame after receipt of approval of the awarding application. agency. 7. Will comply.or has already complied,with the 5. Will comply with the Intergovernmental Personnel Act of requirements of Titles II and III of the Uniform 1970(42 U.S.C.§§4728-4763)relating to prescribed Relocation Assistance and Real Property Acquisition standards for merit systems for programs funded under Policies Act of 1970(P.L.91-646)which provide for one of the 19 statutes or regulations specified in fair and equitable treatment of persons displaced or Appendix A of OPM's Standards for a Merit System of whose property is acquired as a result of Federal or Personnel Administration(5 C.F.R.900,Subpart F). federally-assisted programs.These requirements apply to all interests in real property acquired for 6, Will comply with all Federal statutes relating to project purposes regardless of Federal participation in nondiscrimination.These include but are not limited to: purchases. (a)Title VI of the Civil Rights Act of 1964(P.L 88-352) which prohibits discrimination on the basis of race,color 8. Will comply,as applicable,with provisions of the or national origin;(b)Title IX of the Education Hatch Act(5 U.S.C.§§1501-1508 and 7324-7328) Amendments of 1972,as amended(20 U.S.C.§§1681- which limit the political activities of employees whose 1683, and 1685-1686),which prohibits discrimination on principal employment activities are funded in whole the basis of sex;(c)Section 504 of the Rehabilitation or in part with Federal funds Standard Form 4248 tRsv.7471 Previous Edition Usable Prescribed by OMB Circular A402 Authorized for Local Reproduction Page 148 of 168 9, Wit comply,as applicable,with the provisions of the Davis- 13, Will assist the awarding agency in assuring compliance Bacon Act(40 U.S.C.§§276a to 276a-7),the Copeland Act with Section 106 of the National Historic Preservation (40 U.S.C.§276c and 18 U.S.C.§874),and the Contract Act of 1966,as amended(16 U.S.C.§470),EO 11593 Work Hours and Safety Standards Act(40 U.S.C.§§327- (identification and protection of historic properties),and 333),regarding labor standards for federally-assisted the Archaeological and Historic Preservation Act of construction subagreements. 1974(16 U.S.C.§§469a-1 et seq.). 10. Will comply, if applicable,with flood insurance purchase 14. Wilt comply with P.L.93-348 regarding the protection of requirements of Section 102(a)of the Flood Disaster human subjects involved in research,development,and Protection Act of 1973(P.L.93-234)which requires related activities supported by this award of assistance. recipients in a special flood hazard area to participate in the 15 Will comply with the Laboratory Animal Welfare Act of program and to purchase flood insurance if the total cost of 1966(P.L.89-544 as amended,7 U.S.C.§§2131 et insurable construction and acquisition is$10,000 or more. seq.)pertaining to the care,handling,and treatment of 11. Will comply with environmental standards which may be warm blooded animals held for research,teaching,or prescribed pursuant to the following:(a)institution of other activities supported by this award of assistance. environmental quality control measures under the National 16 Will comply with the Lead-Based Paint Poisoning Environmental Policy Act of 1969(P.L.91-190)and Prevention Act(42 U.S.C.§§4801 at seq.)which Executive Order(EO)11514;(b)notification of violating facilities pursuant to EO 11738;(c)protection of wetlands prohibits the use of lead-based paint in construction or rehabilitation of residence structures. pursuant to EO 11990;(d)evaluation of flood hazards in floodplains in accordance with EO 11988;(e)assurance of 17 Will cause to be performed the required financial and project consistency with the approved State management compliance audits in accordance with the Single Audit program developed under the Coastal Zone Management Act Amendments of 1996 and OMB Circular No.A-133, Act of 1972(16 U.S.C.§§1451 at seq.);(f)conformity of "Audits of States,Local Governments,and Non-Profit Federal actions to State(Clean Air)Implementation Plans Organizations" under Section 176(c)of the Clean Air Act of 1955,as amended(42 U.S.C.§§7401 et seq.);(g)protection of 18, Will comply with all applicable requirements of all other underground sources of drinking water under the Safe Federal laws,executive orders,regulations,and policies Drinking Water Act of 1974,as amended(P.L.93-523); governing this program. and,(h)protection of endangered species under the Endangered Species Act of 1973,as amended(P.L.93- 19. Will comply with the requirements of Section 106(8)of 205)_ the Trafficking Victims Protection Act(NPA)of 2000,as amended(22 U.S.C.7104)which prohibits grant award 12. Wilt comply with the Wild and Scenic Rivers Act of recipients or a sub-recipient from(1)Engaging in severe 1968(16 U.S.C.§§1271 et seq.)related to protecting forms of trafficking in persons during the period of time components or potential components of the national that the award is in effect(2)Procuring a commercial wild and scenic rivers system, sex act during the period of time that the award is in effect or(3)Using forced labor in the performance of the award or subawards under the award. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE C' Mana er APPLICANT ORGANIZATION DATE SUBMITTED I—City of Roanoke standard Form 4248(Rev.7.87)Back Page 149 of 168 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6t" day of February 2023. No. 42562-020623. A RESOLUTION accepting the Virginia Department of Emergency Management (VDEM) Local Emergency Management Performance Grant Funding to the City and authorizing execution of any required documents on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: I. The City of Roanoke does hereby accept the VDEM Local Emergency Management Performance Grant in the amount of$53,386 with a local match in the amount of $53,386, such grant being more particularly described in the City Council Agenda Report dated February 6, 2023. 2. The City Manager or his designee is hereby authorized to execute and file, on behalf of the city, any documents setting forth the conditions of this grant in a form approved by the City Attorney. 3. The City Manager or his designee is further directed to furnish such additional information as may be required to implement and administer the foregoing Grant. ATTEST: City Clerk. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42563-020623. AN ORDINANCE appropriating funding from the U.S. Department of Homeland Security through the Commonwealth of Virginia Department of Emergency Management (VDEM)for local emergency management performance, 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 Employee Wages 35-520-5116-1002 $106,772 Revenues VDEM Local Emergency Management Performance FY23 35-520-5116-5117 53,386 VDEM Local Emergency Management Performance FY23 — Local Match 35-520-5116-5118 53,386 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. ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Acceptance of Virginia Department of Emergency Management Local Emergency Management Performance Grant Funding. Background: The Virginia Department of Emergency Management provides annual grant funding to the City of Roanoke for support of our emergency management program through the Local Emergency Management Performance Grant program. These funds are used to support the salary, benefits, and vehicle for the City's Emergency Management Coordinator. The City of Roanoke has been awarded $53,386.00 through this program. This grant requires a 50/50 match -- matching funds of$53,386.00 are already appropriated as part of the Fire-EMS FY2022-23 budget. Considerations: City Council approval is needed to formally accept these funds. Recommended Action: Accept the grant as described above and authorize the City Manager or his designee to execute any required grant agreements or documents in a form approved by the City Attorney. Bob Cowell, City Manager Distribution: Clarence Grier, Deputy City Manager H. David Hoback, Chief of Fire-EMS David Guynn, Fire-EMS Deputy Chief Page 152 of 168 Commonwealth of Virginia Subaward Application Points of Contact nor Virginia Department of Emergency Management " a Grants Management Office 9711 Farrar Court-Suite 200 Tel:804-267-7600 Richmond,VA 23236-3713 Fax:804-272.2046 Federal Program Grant Year: 2022 and CFDA#: 97.042 Sab-Grsntee 231vwon NINE A 'I=Box) Subgrantee(Ju—fls tion Legal Name): ity of Roanoke,VA State Agency ❑ City/County College ❑ Sub- lent LANamed Airport ❑ Roanoke Fire-EMS Authority ❑ Planning District ❑ Address: Other:tPtme Svmih') ❑ 713 Third Street SW Roanoke VA 24016 #d 54-6001569 S#s 6704316 feet Tide: 2022 Local Emer ng Mn!J==t Performance Grant otal Dolle Atusunt S $106,772.00 Provide ala (as ; k) By signing this application,I certify(1)to the statements contained in the list of certifications;(2)that the statements herein are true,complete and accurate to the best of my knowledge;and(3)that if awarded I will not undergo any bligations until I have received approval or clearance for any Environmental Historical Preservation(EHP) requirements. (4)that the below representatives are authorized to submit grant management requirements both paper and electronic to VDEM and VDEM's grant management system.I also provide the required assurances and agree to omply with any resulting terms if I obtain an award. I am aware that any false,fictitious,or fraudulent statements or claims may subject me to criminal,civil,or administrative penalties. *City Manager,County Administrator,State Agency Head,Executive Director or their authorized designee. entad Details: Chlef Administrative 00ar• aRme: Robert S.Cowell,Jr. City Manager mail robert.cowell@roanokeva.ev hone: 540-853-6431 215 Church Ave SW Suite 364 Roanoke,VA 24011 "Chief Administrative Officer[signature) Date 1`7 777 _77 DIPIVIW�00)ll/i( 11A Fsri Subaward Points of Contact Form.version 3.1.Last modified:09/25/2018 1 of 3 Page 153 of 168 Commonwealth of Virginia baward Application Points of Contact Virginia Department of Emergency Management Grants Management Office 9711 Farrar Court-Suite 200 Tel:804-267-7600 Richmond,VA 23236-3713 Fax:804-2 22-2046 ENTER PRIMARY CONTACT INFORMATION FOR YOUR SUBAWARD PROGRAM/PROJECT MANAGER PRIMARY CONTACT Name: Trevor Shannon Tide: Emergency Manager E-mail: trevor.shannon@pnnokeya.gov Tele`hone: 540-853-2426 Address: 713 Third Street SW Roanoke,VA 24016 FINANCE OFFICER PRIMARY CONTACT Name: Robert Perdue Title: Battalion Chief tion: Roanoke Fire EMS -mall robert. du anokeva. v T hate: 540-853-2327 Fax: 540-853-1172 Address: 713 Third Street SW Roanoke,VA 24106 Subaward Points of Contact Form.version 3.1.Last modified:09/25/2018 2 of 3 Page 154 of 168 Commonwealth of Virginia Subaward Application Points of Contact � ,,ar � Virginia Department of Emergency Management Grants Management Office 2 9711 Farrar Court-Suite 200 Tel:804-267-7600 0+"N' Richmond,VA 23236-3713 Fax:804-272-2046 ENTER SECONDARY CONTACT INFORMATION FOR YOUR SUBAWARD PROGRAM/PROJWr MANAGER SECONDARY CONTACT Name.- David Guynn We: Deputy Chief l-matt: robert.perdu oanokeva. ov Tete hones 540-853-2327 Addreast 713 Third Street SW Roanoke,VA 24016 FINANCE OFFICER SECONDARY CONTACT Nerve; Nichole Ashb Titlee Su Administrator tion: Roanoke Fire-EMS E-Man: nichole.ashby@roandkeya.gov Tele bonen 540-853-2216 Fjw 540-853-1172 Address: 713 Third Street SW Roanoke,VA 24106 Subaward Points of Contact Form.version 3.1.Last modified:09/25/2018 3 of 3 Page 155 of 168 CERTIFICATION REGARDING LOBBYING Certification for Contracts,Grants,Loans,and Cooperative Agreements The undersigned certifies,to the best of his or her knowledge and belief,that: (1) No Federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,to any person for influencing or attempting to influence and officer of employee of an 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 modification 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. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing o 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 Federal contract,grant,loan,or cooperative agreement,the undersigned shall complete and submit Standard Form LLL,"Disclosure of Lobbying Activities,"in accordance with its instructions. (3) The undersigned shall require that the language of the certification be included in the award documents for all subawards at all tiers(including subcontracts,subgrants,and contracts under grants,loans,and cooperative agreements)and that all subrecipients shall certify and disclose according. The certification is a material representation of the fact on which reliance was placed when this transaction was made or entered into. Submission of the certification is a prerequisite for making or entering into the transaction imposed by section 1352,title 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. Statement for Loan Guarantees and Loan Insurance The undersigned state,to the best of his or her knowledge and belief,that: If any funds have been paid or will be paid to any person for influencing or attempting to influence and 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 commitment providing for the United States to insure or guarantee a loan,the undersigned shall complete and submit Standard Form-LLL,"Disclosure of Lobbying Activities,"in accordance with its instruction. Submission of this statement is a prerequisite for making or entering into this accordance with its instructions. Submission of this statement is a prerequisite for making or entering into this transaction imposed by section 1352,title 31,U.S.Code. Any person who fails to file the required statement shall subject to a civil penalty of not less than$10,000 and not more than $100,000 for each such failure. Applicant's Organization City of Roanoke Printed name and title of authorized representation Robert S. Cowell, Jr., City Manager Signature Date Page 156 of 168 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42564-020623. A RESOLUTION accepting the Virginia Department of Health EMS Training Scholarship Grant Funding to the City and authorizing execution of any required documents on behalf of the City. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City of Roanoke does hereby accept the Virgina Department of Health EMS Training Scholarship Grant in the amount of$15,516 with no local match, such grant being more particularly described in the City Council Agenda Report dated February 6, 2023. 2. The City Manager or his designee is hereby authorized to execute and file, on behalf of the city, any documents setting forth the conditions of this grant in a form approved by the City Attorney. 3. The City Manager or his designee is further directed to furnish such additional information as may be required to implement and administer the foregoing Grant. ATTEST: City Clerk. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42565-020623. AN ORDINANCE appropriating funding from the Commonwealth of Virginia Office of Emergency Medical Services and the Virginia EMS Scholarship Program (EMSSP), 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 Training and Development Scholarship 35-520-3390-2105 $ 15,516 Revenues Virginia EMS Scholarship Program 35-520-3390-3392 15,516 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. _ - _ ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Acceptance of Virginia Department of Health EMS Training Scholarship Funding. Background: The Office of Emergency Medical Services within the Virginia Department of Health provides partial scholarship funding to EMS agencies for the tuition costs associated with approved EMS training programs. The City of Roanoke has received an additional $15,516.00 in scholarship funding associated with our paramedic training program. Acceptance of these funds requires an increase in an existing revenue account (35-520-3390-3392) for the additional $15,516.00, with a corresponding increase in the relevant expenditure account (35- 520-3390-2105). Recommended Action: Adopt the attached resolution to accept the awarded grant funding and authorize the City Manager or his designee to execute any required grant agreements or documents in a form approved by the City Attorney and adopt the attached Ordinance to appropriate such funding. —'14f Bob Cowell, City Manager Distribution: Clarence G. Grier, Deputy City Manager H. David Hoback, Chief of Fire-EMS David Guynn, Fire-EMS Deputy Chief Page 159 of 168 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6t" day of February 2023. No. 42566-020623. AN ORDINANCE amending the Pay Plan for officers, employees, Council appointed officers and Constitutional Officers of the City which became effective July 1, 2022, adopted by City Council on May 9, 2022 by Ordinance No. 42355-050922; to repeal and replace the Bilingual Employee Pay Incentive Program adopted by City Council on August 1, 2022 by Ordinance No. 42414-080122; providing an effective date, and dispensing with the second reading of this Ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Paragraph 47 of the Pay Plan for officers, employees, City Council appointed officers and Constitutional Officers of the City which was adopted by Council on August 1, 2022 by Ordinance No. 42414-080122 is hereby repealed. 2. A new paragraph 47 of the Pay Plan for officers, employees, Council appointed officers and Constitutional Officers of the City is hereby adopted to read as follows: 47. The City Manager is authorized to institute a Bilingual Employee Pay Incentive Program to pay eligible employees supplemental pay who are proficient and regularly use the following languages in their employment: Arabic, Dari, Farsi, French, Haitian Creole, Nepali, Spanish, Swahili, Vietnamese, and American Sign Language. The pay supplement awarded to qualifying employees shall range from $500 to $1,000 which shall be paid as a one-time bonus as outlined in the Bilingual Employee Pay Incentive Program attached to the Council Report dated February 6, 2023. 2. All other provisions of the Pay Plan for officers, employees, Council appointed officers and Constitutional Officers of the City which became effective July 1, 2022, adopted by City Council on May 9, 2022 by Ordinance No. 42355-050922, shall remain in full force and effect. 3. The provisions of this Ordinance shall be in full force and effect upon adoption. 4. Pursuant to §12 of the Roanoke City Charter, the second reading of this Ordinance by title is hereby dispensed with. ATTEST: - c. . I.A. City Clerk. z IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42567-020623. AN ORDINANCE amending the Pay Plan for officers, employees, Council appointed officers and Constitutional Officers of the City which became effective July 1, 2022, adopted by City Council on May 9, 2022 by Ordinance No. 42355-050922; to add new supplemental pay incentives for qualifying Lieutenant, First Lieutenant, Captain, and Battalion Chiefs of the Fire- EMS Department; amend paragraph 24 of the Pay Plan; providing for an effective date; and dispensing with the second reading of this Ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The following paragraphs will be added to the Pay Plan for officers and employees of the Fire-EMS Department which became effective July 1, 2022, adopted by City Council by Ordinance No. 42355-050922, adopted May 9, 2022: 24. Each Fire-EMS employee within the ranks of Lieutenant, First Lieutenant, Captain, and Battalion Chief of the Fire-EMS Department who is has been certified as an EMT-Intermediate or- pafa"'edie shall be accorded an annual pay supplement of$1,500, payable on a bi-weekly basis, so long as they maintain such certification. 48. Each Fire-EMS employee within the ranks of Lieutenant, First Lieutenant, Captain, and Battalion Chief of the Fire-EMS Department, who is certified and authorized to practice at the Paramedic level will be accorded an annual pay supplement of$3,000, or an annual pay supplement of$6,500 for such employee who is certified and authorized to practice at the Paramedic level and has qualified as an Advanced Care Paramedic who has been designated as such by the Operational Medical Director. Any pay supplement under this paragraph will be payable on a bi-weekly basis, so long as the Lieutenant, First Lieutenant, Captain, or Battalion Chief of the Fire-EMS Department continues to maintain such certification and authorization to practice. No employee may receive more than one pay supplement described in this paragraph. 49. The City Manager is authorized to institute a program to pay experienced fire and EMS candidates a sign-on bonus of up to $7,000 as an incentive to attract experienced firefighters with specific EMS certifications to the City's Fire/EMS Department. An applicant awarded a sign-on bonus will sign a memorandum of understanding with the City that will include a repayment provision should the applicant leave the employment of the City within their first two years of service. 2. All other provisions of the Pay Plan for officers, employees, Council appointed officers and Constitutional Officers of the City which became effective July 1, 2022, adopted by City Council by Ordinance No. 42355-050922, on May 9, 2022, shall remain in full force and effect. 3. The provisions of this Ordinance shall be in full force and effect upon adoption. 4. Pursuant to §12 of the Roanoke City Charter, the second reading of this Ordinance by title is hereby dispensed with. ATTEST: City Clerk. 2 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 6th day of February 2023. No. 42568-020623. AN ORDINANCE amending the Pay Plan for officers, employees, Council appointed officers and Constitutional Officers of the City which became effective July 1, 2022, adopted by City Council on May 9, 2022 by Ordinance No. 42355-050922; to add a $2,000 referral bonus to Police Department employees who refer qualified candidates for hire to the Police Department that successfully complete and graduate from the police academy; providing for an effective date; and dispensing with the second reading of this Ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The following paragraph shall be added to the Pay Plan for officers and employees of the Police Department which became effective July 1, 2022, adopted by City Council by Ordinance No. 42355-050922, adopted May 9, 2022: 50. Each employee of the Police Department, who refers a qualified candidate to the Police Department for hire that is selected for hire and successfully completes graduation from the police academy shall receive a one-time referral bonus of $2,000, provided such referral was made between July 1. 2022 and December 31, 2022. 2. All other provisions of the Pay Plan for officers, employees, Council appointed officers and Constitutional Officers of the City which became effective July 1, 2022, adopted by City Council by Ordinance No. 42355-050922, on May 9, 2022, shall remain in full force and effect. 3. The provisions of this Ordinance shall become effective upon adoption. 4. Pursuant to §12 of the Roanoke City Charter, the second reading of this Ordinance by title is hereby dispensed with. ATTEST: ` 6 .. City Clerk. _ ROANOKE CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: February 6, 2023 Subject: Approval of Pay Ordinances. Background: As an organization, the City is wanting to amend the Pay Plan for officers, employees, Council appointed officers and Constitutional Officers of the City which became effective July 1, 2022, adopted by City Council on May 9, 2022 by Ordinance No. 42355-050922 for three primary purposes resulting in three amended ordinances. Ordinance 1 I. Advance on the Fire-EMS Phase 3 Public Safety Step Pay Plan and on placement of the Fire-EMS/Paramedic Intermediate step II. Provide incentives for Fire-EMS Officers. Ill. Sign-on Bonus for Paramedics along with contractual requirements. Ordinance 2 IV. Repeal and replace the Bilingual Employee Pay Incentive Program. Ordinance 3 V. Addition of a $2,000 referral bonus for Police Department employees. Considerations: City Council action is needed to approve the following actions in order to amend the Pay Plan. Item I. Advance on the Fire-EMS Phase 3 Public Safety Step Pay Plan and on placement of the Fire-EMS/Paramedic Intermediate step The City will be placing all current and temporary placement Paramedics in their final salary destination on the Fire-EMS Public Safety Step Pay Plan (for FY23 and FY24). A contract will be required for all newly hired Paramedics. Item 2. Provide incentives for Fire-EMS Officers. An incentive for the ranks of Lieutenant, First Lieutenant, Captain, and Battalion Chief of the Fire-EMS Department, who is certified and authorized to practice at the Paramedic level will be accorded an annual pay supplement of$3,000, or an annual pay supplement of$6,500 for Page 162 of 168 such employee who is certified and authorized to practice at the Paramedic level and has qualified as an Advanced Care Paramedic who has been designated as such by the Operational Medical Director. Item 3. Sign-on Bonus for Paramedics along with contractual requirements. A sign-on bonus of up to $7,000 as an incentive to attract experienced firefighters with specific EMS certifications to the City's Fire/EMS Department. An applicant awarded a sign-on bonus will sign a memorandum of understanding with the City that will include a repayment provision should the applicant leave the employment of the City within their first two years of service. Item 4. Repeal and replace the Bilingual Employee Pay Incentive Program. The City Manager is authorized to institute a Bilingual Employee Pay Incentive Program to pay eligible employees supplemental pay who are proficient and regularly use the following languages in their employment: Arabic, Dari, Farsi, French, Haitian Creole, Nepali, Spanish, Swahili, Vietnamese, and American Sign Language. The pay supplement awarded to qualifying employees shall range from $500 to $1,000 which shall be paid as a one-time bonus as outlined in the Bilingual Employee Pay Incentive Program attached to the Council Report dated February 6, 2023. Item 5. Addition of a $2,000 referral bonus for Police Department employees. Each employee of the Roanoke Police Department, who refers a qualified candidate to the Police Department for hire that is selected for hire and successfully completes graduation from the City of Roanoke Police Academy shall receive a one-time referral bonus of$2,000, provided such referral was made between July 1. 2022 and December 31, 2022. Recommended Action: Approve three ordinances amending the City's Pay Plan for the above outlined items. A If Bob Cowell, City Manager Distribution: Council Appointed Officers Clarence G. Grier, Deputy City Manager Angelia Vernon, Director of Human Resources Timothy Spencer, City Attorney W. Brent Robertson, Assistant City Manager/Director of Finance Page 163 of 168 ..�►�► ROANOKE Compensation Challenge • • in the Making 1M�a °i •..� Merit Waga Inenasa Hbtory 11, FY FY FY FY FY FY FY FY FY FY FY 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 3% 2% ... � 299.4 298.1 307.8 . ......'.. ...�.,.. . »..... _. 272.1 ' rt�'� 267.5 259.5 280.1 260 o 0 �� 'W d� 0 FY 13 FY 14 FY 15 FY 18 FY 17 FY 18 FY 19 FY 20 FY 21 FY 22 FY 23- �r � � �° , � February 6. 2023 City Council ii_ � 3d v. y m i t}a # ... '. `.� %., + T� *"Tfk`"" "4, a-. o• " • M . Data Collection and. Competitive Comparisons The City secured the services of two firms specializing in compensation analyses to undertake a collection of assessments and make recommendations: • Public Safety • Non-Public Safety Employees • Gallagher Hurnan Resources&ComponeaYlon Consulting Practice Technology Positions October 2022 • Initial focus on cost of living% increase—2.75%,3%,and 5%-interrupted by COVID and increase minimum wage-$15/hr FY22 Supplemented by series of cash bonuses and additional work benefits BERKLEYPrioritize Public Safety Step Pay Plan—Three Phases—FY22, FY23, FY24 G R 0 U P Non-Public Safety Increases—Three Phases—FY24, FY25, FY26 February • 2023 Public Safety o Objectives Increase compensation to improve recruitment and retention • Increase predictability in compensation—within rank and associated with promotion ®© Address Compensation Compression �+'Tt..•-+•^.gyp 0,111111111414 Implementation Phase I(FY22)—Police,Fire-EMS,Sheriff's Office-New Starting Compensation,Adopted Step Pay Plan,Move all personnel to new minimum compensation for rank,retention bonuses _ Phase II(FY23)—Police,Fire-EMS,Sheriff's Office—Move Fire-EMS and Sheriff's Office personnel to midpoint of target compensation and for Police move all personnel to target compensation for rank. • • "M a •• Mid-year"head-start"Paramedics into target compensation and expand Paramedic supplements for Officers Phase III(FY24)—Police,Fire-EMS,Sheriff's Office—Complete move of Fire-EMS and Sheriff's Office personnel to target compensation and move Police personnel to next step in pay plan Future Phases—Pending Budget availability,beginning in FY27 consider adjusting pay scales to respond to cost of living increases February • 2023 • 01 Z a 4 Pay G#,l. MintmumAnnu.I MWPoim Annual Maximum Annual Range SPread Gnde Difference A I I Other Employe L Objectives Increase compensation to improve recruitment and retention • Acknowledge increased demand on current workforce(1,853 FTE in 2008 vs 1,791 FTE In 2023) Address Compensation Compression Implement Phase A(FY23)—"Head-Start"limited set of employees to address greatest needs—DSS,DoT,Solid Waste,E-911 Phase I(FY24)—Move all personnel to new minimum for pay grade and%or$increase to those currently exceeding new minimum. Select personnel to new midpoint for pay grade. Phase 11(FY25)—Move all personnel to midpoint of their target compensation. Select personnel to .• - target compensation. ' i I f off • = Phase III(FY26)—Move all personnel to target compensation. • • Future Phases—Pending Budget availability reinstate cost of living adjustments/market adjustments February • 2023 City Council J , s !► boo- 0.1 ll�i. ',�Llp�� a::�� ;fid. •a}>:�:�� ;`-�� ,. t . Other Consiojerations i We are a Service Provider—that service is provided predominantly by people—1,800.Market for talent is very challenging and competitive 1 Budget Concerns—Sustainable Revenue Growth i Other Significant Costs—Pension,Health Insurance,Capital/Debt Service , Inflation/Recession—Continued erosion of"purchasing power" Next Steps and Questions Council Action on Pay Ordinance Amendments .r FY24 Budget i February • Council Gallagher Human Resources & Compensation Consulting Practice November 202.2 ©2022 ARTHUR J.GALLAGHER&CO. � GallagherHRCC.com qW.) Table of Contents Gallagher Insurance I Risk Management I Consulting Study Background Classification Study Compensation Study Recommended Salary Structure and Implementation Cost Recommendations Pay Practices and Benefits Summary (02022 ARTHUR J.GALLAGHER&Co. I GallagherHRCC.com Gallagher StudyBackground Insurance I Risk Management I Consulting The City of Roanoke (the City) partnered with Gallagher Benefit Services, Inc. (Gallagher) to conduct a classification and compensation study. The primary objectives of the study were to: Ensure fair and equitable compensation relationships within the organization and alignment with the City's DEI initiative. Maintain pay equity compliance. Ensure competitiveness with the external market. Enable easy maintenance by the City staff post implementation. 02022 ARTHUR J GALLAGHER&CO. 1 GallagherHRCC.com Gallagher Insurance j Risk Management I Consulting Classification Study t ............ i r e y Gallagher Classification Study Insurance Risk Management I Consulting Position Description Questionnaires (PDQs) were utilized as the basis for the analysis of classification structure. PDQs were distributed to all City employees in the general workforce group. Employees completed individual or group PDQs to provide current job-related information. PDQs were reviewed by supervisors and department heads with opportunity to comment. —700 PDQ's were reviewed by Gallagher for classification and appropriate FLSA status. 02022 ARTHUR J GALLAGHER&CO. ; GallagherHRCC.com Classification Study Gallagher Insurance I Risk Management I Consulting Gallagher provided recommendations for grouping of current position titles based on levels of responsibilities, and standard classification titles. Ensures greater consistency across the City. Simplifies the classification structure to ensure ease of administration. Combined classifications perform similar type of work within a job family. Re-titled classifications based on the recommended titling convention. 02022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com Gallagher StudyClassification Insurance � Risk Management I Consulting stepsThe following graphic is an example of the development Identify Job Series within Identrfy Job Levels or Examples of Current Identify Job Family Job Family Classification Levels Titles _ . minis ray i N Administrative Support Administrative Assistant II Administrative Support 02022 ARTHUR J.GALLAGHER&CO 1 GallagherHRCC.com Administrative Assistant -. Administrative Specialist III Acci�un frig' mance Senior Administrative Work Coordinator Specialist Attorney' Administrative Assistant Iv Classification Study Gallagher Insurance I Risk Management I Consulting Gallagher proposed a new classification structure using the methodology where work is described more broadly than current system. Narrow classifications were reduced and the number of job titles streamlined. Similar bodies of work were assigned to a job family and series regardless of the department where the work is performed. The new classification structure consists of 379 job titles, a decrease of 23. The number of current job titles is 402. This creates a classification structure whereby each classification is distinctly different from one another, with clear delineation between levels of work within the same body of work. The classification structure will serve as a foundation for all future components of the classification and compensation system. -' 67 Job Families 402 job titles New System 11 Job Series 379 Job Titles 02022 ARTHUR J.GALLAGHER&CO. GallagherHRCC.com Gallagher Classification Recommendations and Conclusions Insurance I Risk Management I Consulting No concerns were apparent with FLSA status To promote City's DE&I initiatives, use more inclusive languages in job descriptions: Avoid gender-specific wording. Include equivalency language for education and experience requirement. Include DE&I statement in addition to Equal Employment Opportunity (EEO) statement. 02022 ARTHUR J-GALLAGHER&CO !, GallagherHRCC.com Gallagher Insurance I Risk Management I Consulting Compensation Study z Z' a r . 1 r , .- Al O r • • Gallagher Data Collection Process Insurance I Risk Management I Consulting Gallagher worked with the City to identify 234 benchmark job titles that represented the major job families and multiple levels of classifications. 105 benchmarks were included in the custom survey. 164 benchmarks were included in the published survey. Labor Market Gallagher worked with the City project team to identify comparator municipalities and County governments based on location, population served, and organization size. Published survey sources were utilized to collect both public sector and private sector base salary data. 102022 ARTHUR J.GALLAGHER&CO. 1 GallagherHRCC.com Data Collection Process Gallagher Insurance i Risk Management I Consulting Custom Survey • Identified comparator municipalities 16 of the 21 organizations (76% of total list) participated in the survey. Cities Counties City of Salem* City of Danville* Chesterfield County* City of Lynchburg* City of Fredericksburg Roanoke County* City of Newport News* City of Blacksburg* Botetourt County* City of Richmond* City Harrisonburg* Montgomery County* City of Hampton* City of Greensboro Franklin County City of Norfolk City of Knoxville, TN* Henrico County* City of Portsmouth Other Organizations City of Suffolk* Western Virginia Regional Jail* *Participating Organization 02022 ARTHUR J GALLAGHER&Co- I GallagherHRCC.com Gallagher Data Collection Process Insurance Risk Management ! Consulting Published Survey Sources Published survey sources included: Willis Towers Watson surveys Mercer surveys CompData surveys Economic Research Institute Gallagher followed standard WorldatWork* compensation guidelines for job matching (match only those jobs that match at least 80% of the duties, responsibilities, and functions as outlined in the benchmark job summary). *WorldatWork is a professional compensation association covering total rewards topics for public and private 02022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com Air Data Analysis Gallagher Insurance I Risk Management I Consulting Survey data was aged to a common effective date, September 1 , 2022, using the WorldatWork prevailing market trend of 5% per year for actual salaries, 4% for salary ranges. k, dJus� � . is Survey data was adjusted geographically to reflect the "cost of labor" for City of Roanoke, VA area as calculated by the Economic Research Institute (ERI). — "Cost of labor" refers to the difference in pay or labor market for a job from one location to another. The cost of labor is what a particular geographic market offers as the "going rate" or compensation for its jobs and reflects the local demand for and supply of labor. Outlier Analysis Gallagher applied statistical tools to identify and review any outliers. Data points which did not meet the job matching criteria or identified as statistical outliers were excluded from the analysis. ()2022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com Gallagher DataAnalysis Insurance I Risk Management I Consulting Benchmark Comparison The collected salary range data were summarized into three categories: Custom Survey Group (all 16 organizations from the custom survey): Market data is available for 82 positions. Published Survey Group: Market data is available for 139 positions. Full Survey Group: Combined custom survey and published survey data is available for 198 of the 234 benchmark positions. For each benchmark comparison, the percentage difference between the City's average base salary and the market was calculated to determine whether the City was above, below, or competitive with the prevailing market. The variances to the market were captured as: Positive (+) figure indicates that the City paid above the market. Negative (-) figure indicates that the City paid below the market. Gallagher can only report summarized data if a minimum of 5 data points were available for a benchmark job. :x-)2022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com Data Analysis Gallagher Insurance i Risk Management I Consulting The following guidelines were used when determining the competitive nature of City of Roanoke's current compensation: +/-5% Highly Competitive +/-10% Competitive +/-10 to 15% Possible misalignment with the market Greater than +/-15% Misalignment with market Some of the benchmark jobs that had a greater than 15% difference with the market are not necessarily in misalignment. Factors such as performance, turnover, longevity, and job change would impact actual salaries and might explain some of the differences between the City and the market actual salaries for individual jobs. ©2022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com AW Gallagher Market Data Result Insurance I Risk Management I Consulting Market c , The following chart showed the comparison between the City and the groupings of market data on an aggregate basis. CustomOverall Co ounty Actual Base Actual Base Actual Base Salary Range Salary Range mparisons (C 5th Mid Max vs. Market) 25th 50th 7 Custom Survey 2.2% -9.2% -18.4% -7.3% -5.9% -11.8% • . . Published Survey -3.0% -14.8% -24.8% n/a -12.1% n/a (Public+ Private • (CustomFull Market -0.4% -12.5% -21.8% n/a -12.8% n/a Published Survey) Overall, the City's base salary and salary range midpoints was possibly misaligned with the comparable market at the 50th percentile. (c2022 ARTHUR J GALLAGHER&CO I GallagherHRCC.com Market Comparison Findings and Results Gallagher Insurance i Risk Management I Consulting Benchmark Job Comparison with Market Actual Salaries (Base Pay)- CombinedNo. Job Title City Base City Range Combined Base Diff. Midpoint Salary Midpoint Market Base Market 112 p 50th w/50th T ... 911 Communications Officer II $39,965 $47,649 $47,705 -16.2% 4 Account Technician $55,722 -28,3% $37,096 $40,282 $45,926 -19.2% $45,926 -19.2% 5 Accountant $43,421 $53,129 8 Accounts Payable Coordinator $52,393 -17.1% $52,393 -17.1% 9 Accounts Payable Systems C oord $46,242 $59,240 $56,650 $66,051 $67,311 -15.8% $67,311 -15.8% 11 AdministratNe Assistant II $65,687 -29.6% $65,687 -29.6% $33,181 $32,995 $43,279 -23.3% $43,279 -23.3% 12 Administrati\,e Assistant III $37,054 $40,282 14 AdministratNe Assistant Su ervisor-2140 $48,103 -23.0% $48,103 -23.0% $44,302 $44,514 $61,639 -28.1% $61,639 -28.1 17 A lication De�elo er 1 $46,620 $53,129 19 A lication Developer III $74,489 -37.4% $74,489 _37 4% $58,000 $59,240 $86,902 -33.3% $86,902 20 A lication Pro ect Leader $58,000 $73,647 visor $10470 6 -44.5% 32 Benefit Program Su er $96,030 $49,006 $59,240 $58,706 -16.5%34 Budget Business Analyst $64,050 $67,596 -27.5% 35 Budget Manager $87,550 $66, , -15.6% $75,905 -15.6% 38 $83,190 $105,105 -16.7%er $105,105 -16.7% 45 Clie $82,000 $83,190nt Services S ecialist II $97,522 -15.9% $97,522 -15.9% 48 Codes $32,085 $36,108 $40,097 -20.0% $46,285 -30.7% Com liance Ins ector I $38,701 $44,514 49 Codes Com liance Inspector II $49,141 -21.2% $45,786 15.5% $41,983 $47,649 $58,212 -27.9% $59,942 51 Combination Ins ector 1 $43,051 $47,649 -30.0% 52 Combination lns ector11 $52,920 -18.6% $50146 -14.1% $47,693 $53,129 $61,960 ,-23.0% $67,099 -28.9% 54 Communications Su ervisor $45,288 $53,129 $62,267 -27.3% o 57 Construction Cost Technician $68,776 -34.2/° $41,617 $44,514 $57,293 -27.4% $57,293 -27.4% 58 Construction Cost Technician II $42 775 60 CSA Coordinator $47,649 $66,342 -35.5% $66,342 -35.5% It 1 $66,051 $68,844 -15.9% $71,021 -18.5% 65 Deputy Cit Clerk 0 72 Dewlo ment Inspector $59,240 $67,677 -16.3% $72,676 -22.1% 4 $47,649 $53,910 -15.2% $56,895 -19.7% 86 En ineerin Technician I 5 89 Enter rise Services Administrator $44,514 $56,161 -25.5% $58,139 -2g.p% $95,249 $92,757 $142,657 -33.2% $142,657 -33.2% 91 Environmental S ecialist $53,129 92 Event Services Manager $46,408 $58,886 -21.2% $58,886 -21.2% $57,603 ')202 AR I HUR J.GALLAGHER&CO. j GallagherHRCC.com Gallagher Market Comparison Findings and Results Insurance I Risk Management I Consulting Benchmark Job Comparison with Market Actual Salaries (Base Pay): CombinedDiff.Midpoint City Base City Range Combined Base Diff. No. Job Title _ T Midpoint 500 $33,690 Midpoint Market Base w/60th Market w/60th � $40,282 $42,474 96 Facilities Journeyman $95 777 -24.8% 97 Facilities Maintenance Business Coordinator $49,475 $53,129 $65,777 24.8% $48,212 -15.5% 102 Facilities Trades Professional $40,761 $44,514 $48,212 7 -15.5% $31,200 $32,995 $39,459 -20.9% $39,459 -20.9% 103 Facilities Trades Worker $57,613 104 Family Services Specialist $39,957 $47,649 $51,570 -22.5% $49,440 $59,240 $60,451 -18.2% $60,451 -18.2% 106 Financial Systems Accountant $58,061 -30.8% 107 Financial Systems Technician $40,170 $47,649 $58,061 -30.8% 114 GIS Specialist $52,340 $53,129 $70,341 -25.6% $74,860 -30.1% 115 GIS Technician $39,960 $44,514 $64,038 -37.6% $64,038 -37.6% $42,918 $47,649 $61,733 -30.5% 119 HRS stems Technician $97,479 -34.0% 128 Information S st Su t Super $64,370 $73,647 $97,479 -34.0% $54,590 $66,051 $85,787 -36.4% $85,787 -36.4% 130 Information Systems SecurityTechnician $114,845 -29.8% 132 IT Mana er $80,642 $83,190 $115,170 -30.0% $37,052 $44,514 $50,818 -27.1% $50,818 -27.1 133 Junior Accountant $52,723 -16.7% 138 Lead Hvac Technician $43,918 $47,649 $52,723 -16.7% $47,693 $53,129 $71,177 -33.0% $71,177 0% 139 Learning Specialist $38 986 152 Maintenance Technician I $31,605 $32,995 $38,986 -18.9% $66,682 $73,647 $105,203 -36.6% $105,203 -36.6% 160 Network En ineer $83,474 -32.7% 161 Network Technician $56,149 $66,051 $83,474 -32.7% $35,020 $40,282 $41,309 -15.2% $41,309 -15.2% 169 Payroll Technician $45,273 -29.6% 170 Permit Technician 1 $31,871 $36,454 $41,156 -22.6% 171 Permit Technician II $36,485 $44,514 $44,390 -17.8% $42,425 -14.0% 172 Permit Technician III $43,429 $47,649 $55,020 -21.1% $51,192 -15.2% $35,620 $40,282 $42,388 -16.0% $42,388 -16.0% 177 Procurement Technician $71,612 -20.9% 188 Revenue Analyst $56,650 $66,051 $71,612 -20.9% 195 Sen Financial S st Accountant $59,292 $66,051 $75,704 -21.7% $75,704 -21.7% $50,834 $59,240 $64,864 -21.6% $65,028 -21.8% 196 Senior Accountant $88,114 -24.7% 198 Senior Auditor $66,353 $59,240 $80,076 -17.1% $40,145 $47,649 $54,990 -27.0% $59,795 -32.9% 199 Senior Benefit Program Specialist $75,905 -23.6% 200 Senior Budget Business Analyst $58,000 $66,051 $75,905 -23.6% $33,584 $40,282 $63,937 -47.5% $66,581 -49.6% 203 Senior Collector � ��>� $66,105 204 Senior FamilyServAces Specialist $44,611 $53,129 $59,510 -2 -�-�� ,2022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com Market Comparison Findings and Results Gallagher Insurance � Risk Management I Consulting Benchmark Job Comparison with Market Actual Salaries (Base Pay): Job Title City Base City Range Combined Base Diff. Combined Midpoint Diff. MidpointSalary w/50th + + + 50th . TMidpoint 500 + 206 Si nal Technician I $35,634 $40,282 207 nTechnninnii ician II $43,043 1 .2°%, $40,176 -11.3% $39,931 $44,514 $47,931 -16.7% $53,015 -24.7% 209 ts Coordinator $44,290 $47,649 211 buse Counselor $55,233 -19.8% $55,233 -19.8% $45,236 $44,514 $53,697 -15.8% $53,697 -15.8% 217 usiness Su ort S ecialist $42,451 $53,129 $60,478 218 Technolo Su ort Coordinator -29.8% $60,478 -29.8% $59,740 $73,647 $87,728 -31.9% $87,728 -31.9% 219 TechnologySupport Specialist 1 $37,000 $47,649 220 Technolo Su ort S Specialist II $51,335 -27.9% $51,335 -27.9% $41,615 $53,129 $61,972 -32.8% $61,972 -32.8% 226 Treasurer Clerk III $34,320 $36,454 $41,319 -16.9% $41,319 -16.9% 227 Tree Trimmer $32,075 $36,454 $41,911 -23.5% 232 Youth Counselor II $43,430 -26.1% $41,428 $44,514 $54,968 -24.6% $54,968 ©2022 ARTHUR J GALLAGHER&CO. GallagherHRCC.com Gallagher Insurance I Risk Management I Consulting Salary Structure Development & Implementation New Salary Structure Considerations Gallagher Insurance I Risk Management I Consulting Minimum range starts from $15/hour, or $31 ,200/year (2,080 hours). Maintain appropriate midpoint differentials. Market best practice suggests midpoint differentials between 8% to 15%. Gallagher developed a salary structure option using market-based methodology. The proposed new structure has 20 grades. @2022 ARTHUR J.GALLAGHER&CO. 1 GallagherHRCC.com kz-) Gallagher Salary Structure Development Insurance Risk Management I Consulting ecornmena New Structure — Leading Market: This structure is developed using the 50th percentile of the combined custom and published survey market and increasing it by 10% to lead the market based on the City's desired compensation strategy. This structure is developed using the actual salary data at the 50th percentile of the combined custom and published survey market. Competitive range based on meeting or leading the market. Consistent increments between grades. The market results in higher implementation cost and may have budgetary constraints to considerIA r r v 02022 ARTHUR J-GALLAGHER&CO. i GallagherHRCC.com Salary Structure Development Gallagher Insurance i Risk Management I Consulting Now Structure: Leading Market Rifle E. FIT-1-V MENERMKO-PI oil WT, . .. . 05 $31,805 $37,616 $46,296 60% n/a 06 $33,728 -- $41,75307 $51,389 ° 60/0 11.00% .. $35,651 - $46,346 $57,041 60% 11.00% 08 $39,573 _ ,-.. $51,444 $63,316 60% 09 $43,925 ....... .,.___... 11.00% _ _ �.. $57,103 $70281 0 __.. 11.00% $48,757 10 , 60% _ $63,384 1_�•. _ $78,012 60% 11.00% $54,121 $70,357 _.�.._ $86,593 60% 12 $60,074 11 00% _ $78,096 _ .. .__._. $96,118 60% o 13 $66,682 1100% _. _. $86,687 $106,691 60% 11.00% 14 $74,017 $96,222 15 - $ $118,427 60% 11.00% $82,159 $106,807 -- ..`_ $131,454 _. _.. 16 $91,196 .-- 11.00% $118,555 _.. 17 - $145,914 60% 11.00% $101,228 $131,596 $161,965 60% o 18 $112,363 11.00%_ 146,072 $179,781 60% o 19� _ 11.00% $124,723 $162,140 $199,557 ° 20 - 60/0 11.00% $138,442 $179,975 ,508 ° , $221 ° 11.00% $153,671 21 -. _.-- ..._� $199,772 $245,874 60% o 22 (UC) $158,391 11.00/ _. $221,747 $285,104 80% - 11.00% 23 (UC) $175,814 _.....�._ _..._. $246,140 $316,465 80% 11.00% 24 (UC) $195,154 $273,215 $351,276 80% 11.00% ©2022 ARTHUR J.GALLAGHER 3 CO. GallagherHRCC.com Gallagher Salary Structure Development Insurance 1 Risk Management Consulting New Structure: At Market Grade Pay Grade Minimum Annual Midpoint Annual Maximum Annual Range Spread 05 $31,200 $34,196 $42,087 60% n/a 06 $31,805 $37,958 $46,717 60% 11.00% 07 $32,410 $42,133 $51,856 60% 11.00% 08 $35,975 $46,768 $57,560 60%LL ...__.__ 11.00% 09 $39,932 $51,912 $63,892 60% 11.00% 10 $44,325 $57,622 $70,920 60% 11.00% 11 $49,201 $63,961 $78,721 60% 11.00% 12 $54,613 $70,996 $87,380 60% 11.00% 13 $60,620 $78,806 $96,992 60% 11.00% 14 $67,288 $87,475 $107,661 60% 11.00% 15 $74,690 $97,097 $119,504 60% 11.00% 16 $82,906 $107,777 $132,649 60% 11.00% 17 $92,025 $119,633 $147,241 60% 11.00% 18 $102,148 $132,793 $163,437 60% 11.00% 19 $113,384 $147,400 $181,415 60% 11.00% _ 20 $125,857 $163,614 $201,371 60% 11.00% 21 $139,701 $181,611 $223,522 60% 11.00% 22 (UC) $143,992 $201,589 $259,185 80% 11.00% 23 (UC) $159,831 $223,763 $287,696 80% 11.00% -"24 (UC) $177,412 $248,377 $319,342 80% 11.00% 0)2022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com Cost Implementation Gallagher Insurance Risk Management I Consulting It is important for the City of Roanoke to implement the proposed salary range adjustments through a consistent pay implementation process to reduce potential salary compression issues and impact of inflation Cost implementation analysis (provided there is a change) includes employee pay adjustments within the current or recommended range based on employee current pay rate and years of service in position Potential cost implementation options to bring employees into the proposed structures include the following.- OPTION ollowing:OPTION 1 : Increase to new range minimum — Identifies any employees below the minimum and determines the cost to move all employees to the new minimum. OPTION 2: Increase to range midpoint — If an employee is at the midpoint of the current structure, the calculation maintains them at the midpoint of the new range. OPTION 3: Increase to position in range up to range maximum — For each year of service, the employee gets 3% increment to the new range minimum. i.e., the employee's calculated total experience is 10 years Proposed Salary = New Minimum + (3% x 10 x New Minimum) cD2022 ARTHUR J.GALLAGHER&CO I GallagherHRCC.com Gallagher Cost Implementation Insurance I Risk Management I Consulting • The implementation strategy/plan is based on the following aspects: No pay cuts will occur Employees will be paid within the new pay ranges meaning no employees will be paid below the minimum of the new ranges Salaries do not fall above the new pay range maximum 02022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com Cost Implementation Gallagher Insurance Risk Management I Consulting Countof of • •' • Employees Budget Total Salary Budget (Annual) 925 $46,081 ,253 n/a OPTION 1: To New Minimum 796 $7,129,933 15.5 % OPTION 2: To Range Midpoint 822 $10,522,276 22.8% OPTION 3: To position in range up to range maximum 908 $9,116,735 19.8% 02022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com kz-) Gallagher Cost Implementation Insurance I Risk Management I Consulting Implementation Cost At Market: % of Salary Count of • Em • • - • •yees • - • 925 $46,081 ,253 n/a Total Salary Budget (Annual) OPTION 1 : To New Minimum 615 $3,539,373 7.7 OPTION 2: To Range Midpoint 741 $6,323,355 13.7% OPTION 3: To position in range up to range maximum 919 $6,840,991 14.8% �s �r r V1,411a 0, x r 5 t , Via, ✓ "'3 >� , -q a 02022 ARTHUR J.GALLAGHER&CO. j GallagherHRCC_com Cost Implementation Gallagher Insurance I Risk Management I Consulting The following chart shows the top 5 departments within the Cit with the 9 highest cost to progress to position in range Y Leadinq the Market At Market Cost to Cost to move to %Fof move to % of position in Total De artment ` position in Total N range Cost N range Cost Human Services-Administration 203 ° $2,440,463 26.8 /0 203 $1,929,556 28.2% Libraries 38 $406 373. 4.5% 380 $391,781 5. /o 7 Solid Waste Mgt - Refuse/Recyc 47 $350,125 3.8% 45 ° $240,451 3. /o 5 Information Technology Div -- 9Y 26 $733,226 8.0% 26 $525,753 7.7% Neighborhood Services - _ - I 28 $360,8911 3.9% 28 $221 ,496 4.2% 02022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.con, Gallagher Cost Implementation Instructions Insurance Risk Management I Consulting option 1 - Brim s all ei ipluyees to 'Range Minimum' All employees are moved to the appropriate salary rate to the range minimum If an employee is currently paid above the new salary rate, then no adjustment is made in this option ,firm 9_ Rrincie, air pmi n ovees into the ranee from 'Range Midpoint' All employees are moved to the appropriate salary rate to the range midpoint, referencing years of service in current position Each progression salary rate increment is equal to a 3% increase for each year of service in the current position If an employee's new salary rate based on years of service in current position is above the range midpoint, the proposed salary rate is capped at range midpoint If an employee is currently paid above the new salary rate, then no adjustment is made in this option ©2022 ARTHUR J GALLAGHER&CO I GallagherHRCC.com Cost Implementation Instructions Gallagher Insurance � Risk Management I Consulting Optic 3- Brings ail employees into the full range from 'Range Minimum to the All employees are moved to appropriate salary rate within the proposed salary range, referencing years of service in current position Each salary rate increment is equal to a 3% increase for each year of service in the current position If an employee is currently paid above the new salary rate, then no adjustment is made in this option @2022 ARTHUR J GALLAGHER&CO. i GallagherHRCC.com kx-) Gallagher Insurance Risk management I Consulting Recommendations r , On-Going Compensation System ManagementGallagher g g Insurance Risk Management I Consulting Pay Administration Guidelines Pay administration guidelines should be implemented for placing and moving employees through the structure, Gallagher recommends the following: — The hiring range should be from the range minimum for minimally acceptable qualified individuals to the first quartile (25th percentile) for well qualified individuals. Appointment above the first quartile should require the approval of Human Resources, and appointment above the midpoint should require the approval of the City Manager or nominated authority. The City should annually review its internal alignment and classification of jobs to ensure proper leveling between jobs. Individual salary advancement (base pay increase) through the ranges should be based on competent performance in the job class. - The City should conduct similar market study every two to three years to collect new market data for salary adjustment. Individual salary should increase at a higher rate than the salary range adjustment. — If the City increases the salary ranges for 2% for 2022, employees' base salary increase should be higher than 2%. E.g., 2.5% or 3%. X02022 ARTHUR L GALLAGHER&CO. GallagherHRCC.com Gallagher Insurance Risk Management Consulting Appendix e,• ri��'r�^ s .i�:;. «�e,"xy�u � ,.x�•' >✓ ! ,�#qw�s� ra�H r�< �.,ra ,�� x ,.d,.. ,z`+ ak ,sir,. @2022 ARTHUR J.GALLAGHER&CO. GallagherHRCC.Com 34 Gallagher Insurance � Risk Management I Consulting Pay Practices & Benefits Summary of Comparable Organizations' Data Gallagher Pay Practices & Benefits Summary Insurance I Risk Management I Consulting The following pay practices and benefits summary are aggregated from custom survey results. Organization Data Median Annual Operating Budget $507 millions Annual Payroll $375 millions FTEs Employed 1212 ©2022 ARTHUR J.GALLAGHER&CO I GallagherHRCC.com Pay Practices & Benefits Summar Gallagher Summary Insurance Risk Management I Consulting Most Recent Base Salary Adjustment Total Percentage 5.00% Adjustment Date 01/01/2022 -07/01/2022 Additional Base Salary Adjustment(next 6 to 12 Total Percentage 2.25% months) -- — ----- Adjustment Date I 01/01/2023-07/01/2023 )2022 ARTHUR J GALLAGHER&CO. GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance Risk Management I Consulting Number of Organizations Salary Structure Established 15 9 Open Range tep Plan 6 Median verage No. of Pay Grades 14 verage No. of Steps within Each Grade 16 Average Range Spread 46% _. Average Midpoint Increase% 25% Lverage Years for Employees to Arrive at the Maximum 19 02022 ARTHUR J.GALLAGHER&CO j GallagherHRCC.com Pay Practices & Benefits Summar Gallagher Summary Insurance I Risk Management I Consulting Established salary structure & adjust._ w Median Total Percentage 5.00% F Most Recent Salary Structure Adjustment Adjustment Date 7/1/2021 - 7/1/2022 1 I _ ? Additional Salary Structure Adjustment Total Percentage 2.01% (next 6 months) __e_� Adjustment Date 7/1/2022 - 1/21/2023 i ='.32022 ARTHUR J GALLAGHER&Co. ! GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance Risk Management I Consulting Additionall Pay Number . Organizations • Can be in form of Special Pay Adjustment or Merit Bonus. • Merit Increases of 1.75% - 3% are granted based on where employee's current salary is within their pay range. • We have performance evaluations, but employees receive a bonus and not Pay for Performance 3 salary increase. Next year employees will move a step if they receive a satisfactory evaluation. • Employees may receive extraordinary step increases for exceptional performance. Lump-sum Award 3 n/a i Increase to Base Pay 6 n/a @2022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com Pay Practices & Benefits Summar Gallagher Summary Insurance I Risk Management I Consulting Additio w • Base increases anywhere from 2.5-5% • lump sum awards for level licensures plus increase in hourly pay. • Increase for specific certifications in certain positions. Licensing • For Public Safety (specific amounts based on license/situation) (Pay increases or pay 9 • There are multiple incentives in various departments for certifications, supplement offered) licensure, etc. There is not a complete, comprehensive listing organization- wide at this time. • practice varies but licensing must be job related • Percentage given for acquisition of specific licensees. • $70-$100 One Pair Per year • varies; for example, —$170/two years • employees receive one pair of safety shoes per year not to exceed $200. Safety Shoe/Boot • clothing allowances differ per department. (Allowance or pay 8 • Allowance for boots/uniforms on a purchasing card supplement offered) • Reimbursement up to $160 per year • The County shall annually provide regular full-time employees with a minimum of one pair of Director approved safety shoes not to exceed the amount established each fiscal year as part of the annual County budd�et. @2022 ARTHUR J.GALLAGHER&CO i GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance I Risk Management I Consulting Additional Pay - Continued Number of Policy Descriptions Organizations • 1 hour at the regular rate for each eight(8) hours of authorized stand-by duty. • 1 of 4 options: $280 a. Each full weekly period/$320 b. Each full weekly period if there's a designated holiday(s)/ $40 c. Each day of regularly scheduled work hours/ $80 d. Any designated holiday(s) based on regularly scheduled work hours. • On-call -employees receive 1 hour of pay or comp time for each scheduled workday on call; 2 hours for each scheduled day off on call. On-call/Stand-by Pay 13 • Pay on-call to our water and sewer and mechanics and call back. Employees on call receive an additional 2 hours at their current rate of pay. Call-In receives a minimum of 3 hours at time and a half. • Pay at 1.5 for 1 hour for on-call if called out; Double time for standby if called out. • 2 hours on call for each 8-call back applied to time worked for purpose of OT. • Yes, we provide on-call/stand by and they are paid $1/hour. • Minimum Call Back-2 Hours, Employees assigned to stand-by duty whether or not called back shall be. Awarded either one (1) hour of paid, stand-by time off or payment for one. • Call Back pay -employees receive minimum of 4 hours or the hours actually worked, whichever is greater. • Employees required to return to work shall receive a minimum of three hours for call back at the overtime rate. If the time on call back exceeds three hours, the employee Call Back Pay 11 shall be compensated for all additional hours worked on call back at time and a half. • Call back time shall be reported and compensated on the basis of rounding up to the next one-quarter(1/4) hour of time worked. • Maintenance employees who are called back to work due to an emergency will be paid a min of 3 hours pay or the actual time worked if it exceeds 3 hours. • Time paid is calculated from the time the employee leaves their home until they ret home. (D2022 ARTHUR J.GALLAGHER&CO. GallagherHRCC.com Pay Practices & Benefits Summar Gallagher Summary Insurance I Risk Management I Consulting Addition Number . Organizations • One-time years of service adjustment($175/year) for FT employees 07/01/2022. Longevity Pay 3 • $120 after the 4th year of service, up to a maximum of$2400 at 20 years. • varies built into our pay classification plan • Upes (-2%) to Merit Bonus • i 4 Var • Periodically -$1500-$2500 • Varies based on bud eted funds and employee Performance • $3000 expires 9/30 • Depending on position • Some positions. Police Officer for VA Certified $2,000 with less than 2 yrs experience Hiring Bonus 6 and $5,000 with more than 2 years. $2,000 bonus for Bus Operators, Mechanics, and Mechanic Assistants. • Yes, Police Department($5k); Transportation ($500) - now ceased. • U' 2 to$2,500 • $1000 expires 9/30 • Employee Referral Bonus is$500 across 6 months Referral Bonus 6 $700 • Transit Department-$200 referral bonus • $500 if an employee refers someone and they are hired Other types of Incentive Pay 1 n/a 02022 ARTHUR J GALLAGHER&CO. i GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance I Risk Management Consulting Per Number of Organizations Separate days for vacation, sick, and personal leave 14 Combined bank for all time off 6 Unlimited paid time off 0 02022 ARTHUR J.GALLAGHER&CO. j GallagherHRCC.com Pay Practices & Benefits Summar Gallagher YInsurance I Risk Management I Consulting Personal/vacation Leave Median Years of Service Maximum • Carryover 1 -4 years 96 24• 5 - 9 years 120 30 10 - 14 years 144 36 15 - 19 years 168 42 20 or more years 192 48 • Unlimited • Twice your annual maximum carryover. • Maximum of Accrual. Maximum pay out for accrued vacations (Hours) upon Maximum carryover amount based on YOS. retirement, resignation, termination, or death ' Carryover is 240 for<20 years and 320 for 20+; payout is 100% up to maximum carryover. • 192, 240, 288, 336, 384 (in hours) • 360 Plan 1 &2 or 240 Hybrid plan. • Reduced to annual maximum after last ay period in fiscal year. * Reported data not including Sick Leave. 02022 ARTHUR J.GALLAGHER&CO. ; GallagherHRCC.corn Gallagher Pay Practices & Benefits Summary Insurance I Risk Management I Consulting Sick Leave Hours/YearMedian Maximum CarryoverYears of Service 1 -4 years 96 5 - 9 years 100 10 - 14 years 100 Unlimited 15 - 19 years 100 20 or more years 100 • 960 (in hours) • Paid out for retirement only, max of$15,000. • Unlimited maximum. None paid outside of retirement. At retirement 50% of 1400 hours of sick leave is paid. Or a maximum of 720 hours. • Unlimited accrual for those hired before 2014; An employee with at least 5 yos, 25% of accumulated SL to a max of$5k; An employee with at least 12 yos, 25% of Maximum pay out for accrued vacations (Hours) upon accumulated SL to a max of$7500; An employee with at least 20 yos, 25% of accumulated SL to a max of$10k; Retiring employee may use the cash payment to retirement, resignation, termination, or death purchase VRS service credit; A retiring employee may use the cash payment from either vacation or sick leave to contribute to their tax-deferred compensation plan (457) at the time of retirement. • $1600 for resignation, $3200 for retirement or$300/$600 Hybrid plan. • 25% up to 260 hrs or 32 days • All unused credited sick leave. • None. 02022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com low Pay Practices & Benefits Summar Gallagher Summary Insurance Risk Management I Consulting (;Ombllned Bankof Days (Personal/Vacation and Sick Leave) • 1 -4 years 156 29 5 - 9 years 179 33 10 - 14 years 198 37 15 - 19 years 218 40 20 or more years 239 44 Numberof • , • Employees can carry-over or"bank" unused leave 11 02022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance j Risk Management I Consulting Additional. Days Numberof Organizations Additional days given to employees on top of accrued time 3 • Additional Bonus days as approved by Council. Number of additional days and purpose • 3 personal holidays. • Community Service (24hrs) • 344, 400 (in hours) • <1 yr 0%; 1-9 yrs - 25%; 10-19 yrs - 37.5%; 20+ yrs - 66.6% Maximum pay out for accrued PTO (Hours) . Yes, max payout for accumulated PTO hours; PTO payout for upon retirement, resignation, termination, or death emergency withdraw under certain circumstances • Up to the maximum accrual rate. '32022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com -) Pay Practices & Benefits Summar Gallagher Summary Insurance 1 Risk Management I Consulting Days (Median) 7777777777 — Bereavement Leave 3 Holidays 13 02022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance I Risk Management I Consulting Retirement Plan Summary Virginia Retirement System (VRS) entity11 Organizations •Mission Square 457 •Mission Square ICMA-RC 457(b) •Defined Contribution Plan Deferred Contribution Plan Types •Roth -Traditional IRA •Commonwealth of VA Deferred Comp Plan •Mission Square 401 K •5 (3 organizations) •0 (3 organizations) Number of years before an employee is .Tiered; 4 years is 100%vested considered vested •Hybrid -4 years (although employees are eligible for percentages past two years) VoluntarY - none •10 years vested for Pension Plan •0% (3 organizations) •8% (1 organization) •Employees can select to set up a 457 and make contributions with no employer match. •Employees earning $35,000 or less annually, the City will match their contributions from$4.62 up to Employer Contributions $18.46 per pay period, depending on the employee contribution amount. (% of pay, formula for calculation, •<5 years -5%, 5-9 years -6%, 10-14 years -8%, 15+ years - 10% description •1% of employee's base salary, plus employer match up to 2.5% on employee's voluntary contributions •VRS -% of employee pay; Def Comp-fixed amount. •Employees can choose a percentage of pay or flat dollar amount of pay. We match up to$ pay period. (02022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com , Pay Practices & Benefits Summary Gallagher Insurance i Risk Management I Consulting Health Insure i u City of Roanoke MONTHLY MONTHLY ANNUAL MONTHLY MONTHLY ANNUAL Highest Enrollment Plan Employer Employee Employee Employer Employee Employee Contribution Contribution Out-of-pocket Contribution Contribution Out-of-pocket (%} (°10) maximum($) (%) (%) maximum($) PPO 300 Medical Insurance-employee only 90.0% 10.0% $4,000.00 90.45% 9.55% $4,000.00 PPO 300 Medical Insurance-employee+one 70.0% 30.0% $7,500.00 PPO 300 Medical Insurance-employee+children69.0% 31.0% $8,000.00 71.71% 28.29% $8,000.00 PPO 300 Medical Insurance-employee+family 51.93% 48.07% $8,000.00 Y 68.0% 32.0% $7,000.00 PPO HRA(Health Reimbursement Account)-Medical Insurance - 49.70% 50.30% $8,000.00 employee only 100.0% 0.0% $4,250.00 PPO HRA(Health Reimbursement Account)-Medical Insurance - 93.60% 6.40% $4,500.00 employee+child 70.0% 30.0% $8,500.00 PPO HRA(Health Reimbursement Account)-Medical Insurance - 74.90% 25.10% $9,000.00 employee+spouse 70.0% 33.6% $8,500.00 PPO HRA(Health Reimbursement Account)-Medical Insurance 54.02% 45.98% $9,000.00 family 70.0% 33.1% $8,500.00 53.67% 46.33% PPO Health Savings Account(HSA)-Medical Insurance-employee $9,000.00 only 95.0% 6.0% $4,000.00 96.87% 3.13% PPO Health Savings Account(HSA)-Medical Insurance-employee $5,500.00 +child 89.8% 13.5% $8,000.00 79.86% 20.14% $11,000.00 PPO Health Savings Account(HSA)- Medical Insurance-employee + spouse 87.0% 18.0% $8,000.00 58.62% 41.38% $11,000.00 PPO Health Savings Account(HSA)-Medical Insurance-family 87.8% 18.4% $8,000.00 58.50% 41.50% $11,000.00 02022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance I Risk Management I Consulting City of MONTHLY MONTHLY ANNUAL MONTHLY MONTHLY ANNUAL Employer Employee Employee Employer Employee Employee Highest Enrollment Plan Contribution Contribution Out-of-pocket Contribution Contribution Out-of-pocket (%) (%) maximum($) (%) (%) maximum($) Dental Insurance-employee only 72.00% 28.00% $1,500.00 91.54% 8.46% $0.00 Dental Insurance-employee+child 30.50% 69.50% $1,500.00 65.01% 34.99% $0.00 Dental Insurance-employee+spouse 44.00% 56.00% $1,500.00 Dental Insurance-family 42.00% 58.00% $1,500.00 65.01% 34.99% $0.00 Vision Insurance-employee only 0.00% 100.00% n/a 47.13% 52.87% $0.00 Vision Insurance-employee+child 0.00% 100.00% n/a 0.00% 100.00% $0.00 Vision Insurance-employee+spouse 0.00% 100.00% n/a Vision Insurance-employee+family 0.00% 100.00% n/a 0.00% 100.00% $0.00 Vision Insurance- family 0.00% 100.00% n/a 0.00% 100.00% $0.00 Total Premium(medical'+dental+vision)-employee only 87.90% 12.10% n/a 0.00% 100.00% $0.00 Total Premium(medical+dental+vision)-employee+child 71.66% 28.34% n/a ° 29.39% n/a 89.73% 10.27% $4,000.00 Total Premium(medical+dental+vision)-employee+spouse 70.61% Total Premium(medical+dental+vision)-family 70.00% 30.00% n/a 70.44% 29.56% $8,000.00 Total Premium(medical'+dental+vision)-employee+one 61.17% 38.83% n/a 51.94% 48.06% $8,000.00 Total Premium(medical+dental+vision)-employee+children 67.18% 32.82% n/a 48.87% 51.13% $8,000.00 Total Premium(medical+dental+vision)-employee+family 56.02% 43.98% n/a 02022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com kZ/ Pay Practices & Benefits Summar Gallagher Summary Insurance I Risk Management I Consulting Employee 'Disco , NumberOrganizations Discounts offered for employees and spouse who both work at the organization 3 CO2022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance 1 Risk Management I Consulting Health Insurance for Retirees Number of Policy Descriptions Organizations • Humana Group Medicare Advantage Health insurance supplement $ • Medicare Supplemental Plan, Medicare Part D • Retiring employees receive a contribution based on their age/YOS at provided for retirees retirement. • Retiree plan to employees until Medicare eligibility. • Employees pay 100% of premium. • Retiree health insurance, dental & vision. Retirees may stay on health plans until Medicare eligible. • Medicare eligible retirees can continue health coverage through the Health insurance supplement 6 County sponsored enrollment service. If enrolled in a medical provided for retirees after supplemental plan through this service, eligible retirees receive a monthly Medicare eligibility supplement, available through HRA. ©2022 ARTHUR J.GALLAGHER&CO I GallagherHRCC.com Pay Practices & Benefits Summar Gallagher Summary Insurance i Risk Management I Consulting Othc- Num. . Organizations Optional Life, Accident, Cancer Insurance, Hospital Indemnity, Critical Illness Universal Life Voluntary benefits types n/a Insurance, Voluntary Whole Life, Voluntary Disability, Health Insurance, Dental Insurance, Vision Insurance, Term Life Insurance, 457, Pre-Paid Legal, AFLAC, Aflac Critical Illness, Mass Mutual whole Life, Legal Shield/ID Shield Protection, Aflac Group Accident. • Acute care • Primary Care & Urgent Care Visits - Most paid there per visit is$25 and is not billed to health Health clinic benefits offered insurance. Dependents over age of 6 placed on the health insurance can utilize the facility as well. 6 • No copay if on employer insurance, $20 copay if not. • No cost to benefit eligibility. FT/PT employees. Used for maintenance visits, sick visits. • Pre-employment physicals/routine exams for hazardous duty, immunizations, work-related injury and illness, sick visits. Wellness programs offered 10 n/a Wellness Incentive Program offered with a premium 4 differential n/a • $480/year Premium differential amount $25 less a month on health insurance premiums n/a $400 reimbursement per year if all prog requirements met, we also offer a gym reimbursement for 8+ workouts per month • $25/month • FSA Other health benefits n/a • Dental • Off-site health clinic ©2022 ARTHUR J.GALLAGHER&CO. GallagherHRCC.com Gallagher Pay Practices & Benefits Summary Insurance Risk Management I Consulting Other Benefits — Continued NumberOrganizations Summary Employee-paid Employee 11 n/a Assistance Program offered Same Employee-paid Employee n/a Assistance Program benefits 10 offered to family members • 4/5/8/10 • 4 sessions per incident per year Number of annual visits provided n/a • 3 visits per issue • 6 per issue • 3 per issue per year 02022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com Pay Practices & Benefits Summar Gallagher Summary Insurance I Risk Management I Consulting Other Bene i - onu nue," Summary Tuition reimbursement offered 11 Organizations • 4 classes/year at $500 per class • Undergraduate - $150 per credit hour/maximum 12 credits/FY Graduate- $250 per credit hour/maximum 12 credits per FY • Annual Change due to budget Tuition reimbursement limit - $2,500 per calendar year • $2,000/$2,400/$3,000 • based on program type and grade received. • 90% of cost of classes. • Funds are available, as determined by County Manager; State & Federal law does not cap this benefit. Student Loan Assistance and/or Repayment • Yes, can cash in 40 hours vacation per year to pay loan payments. Program options • Tuition Reimbursement Program. Other(Please list) • Roth IRA (02022 ARTHUR J GALLAGHER&CO I GallagherHRCC.com Gallagher Classification Recommendations Insurance 1 Risk Management I Consulting Job Family Classification Title Current Title Account Specialist Junior Accountant Account Clerk Account Clerk Accounting & Finance Account Clerk - 2140 Budget Analyst Budget Analyst Budget Analyst - 3111 Administrative Assistant Administrative Assistant II Administrative Assistant II - 3111 Administrative Specialist Administrative Assistant III Administration/ Administrative Assistant III - 2140 Administrative Support Administrative Assistant III - 3111 Administrative Assistant III - 3211 Work Coordinator Senior Administrative Specialist Administrative Assistant IV Assistant Attorney Assistant City Attorney Assistant City Attorney I Assistant City Attorney II Assistant Commonwealth Attorney I Assistant Commonwealth Attorney II Attorney Code Compliance Attorney Deputy Assistant Attorney Senior Assistant City Attorney Senior Assistant Commonwealth Attorney Senior Assistant Attorney Assistant City Attorney III Construction Cost Technician Construction Cost Technician Engineering Construction Cost Technician II Treasurer Clerk Treasurer Clerk I Treasurer Treasurer Clerk II 0,2022 ARTHUR J GALLAGHER&CO. I GallagherHRCC.com Consulting and insurance brokerage services to be provided by Gallagher Benefit Services, Inc. and/or its affiliate Gallagher Benefit Services(Canada)Group Inc.Gallagher Benefit Services,Inc.is a licensed insurance agency that does business in California as"Gallagher Beneft Services of California Insurance Services"and in Massachusetts as"Gallagher Thank you! Benefit Insurance Services."Neither Arthur J.Gallagher&Co.,nor its affiliates provide accounting,legal or tax advice. ""` Gallagher Insurance I Risk Management � • ©2022 ARTHUR J.GALLAGHER&CO. I GallagherHRCC.com r t, 3t r � Be 9� 1 s a ri ' z � a r WIN 7 77 ,1 ROANOKF �RGIISZ�- Roanoke, Virginia Strategic Plan — Star City Strong 2023-2024 Adopted February 20, 2023 (PENDING ACTION) Roanoke City Council 2023 INSERT PHOTOS OF MAYOR AND COUNCIL Roanoke City Council Mayor Sherman Lea, Vice-Mayor Joe Cobb, Trish White-Boyd, Stephanie Moon-Reynolds, Vivian Sanchez-Jones, Peter Volosin, Luke Priddy Seven-time All-America City Winner! 1952 11979 1 1982 11988 11996 12012 12017 dog- 1 e 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! 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 "'V 7 Council and the steps necessary to realize that Vision. This plan also provides 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 — TABLE OF CONTENTS Purposeof Strategic Planning..................................................................................................................5 StrategicPlanning Process........................................................................................................................5 CommunityProfile.....................................................................................................................................7 Vision and Strategic Areas of Importance..............................................................................................8 Education....................................................................................................................................................10 Overview Path to Results Targeted Actions Performance Measures CommunitySafety.....................................................................................................................................12 Overview Path to Results Targeted Actions Performance Measures HumanServices.........................................................................................................................................14 Overview Path to Results Targeted Actions Performance Measures Infrastructure.............................................................................................................................................16 Overview Path to Results Targeted Actions Performance Measures GoodGovernment.....................................................................................................................................18 Overview 3 Path to Results Targeted Actions Performance Measures Livability.....................................................................................................................................................20 Overview Path to Results Targeted Actions Performance Measures Economy.....................................................................................................................................................22 Overview Path to Results Targeted Actions Performance Measures OrganizationalResponse..........................................................................................................................24 All-America C"Hy i;. l .r ■ Name OWN r 4 Purpose of Strategic Planning A strategic plan should serve as the physical product of strategic thinking — that is, delineation of a community vision and the strategies and actions that will be necessary to progress toward that vision. The Council,City Government and community should ideally evaluate every opportunity or challenge that presents itself against this vision and its associated strategies to best determine how to allocate their time, money, and other resources—all of which are limited. The Strategic Plan is a companion to the City's Comprehensive Plan ...ideally evaluate every which represents how the City will physically change over time. opportunity or challenge Together, the Strategic Plan and the Comprehensive Plan provide a firm that presents itself against foundation upon which to build more detailed neighborhood and special this vision and its associated purpose plans, the annual budget, the multi-year capital improvements strategies to best program, regulations and ordinances, and other associated public policy determine how to allocate and implementation documents and initiatives. their time, money and other Ideally one should be able to review this document and gain a firm resources... understanding of where the City intends to go, and generally how it proposes to get there,as well as gain insight into how progress along the way is intended to be measured. Strategic Planning Process This document represents an update to the previously adopted Strategic Plan adopted in February of 2022 — prompted by the continued need to address recovery from COVID-19, adapting to a number of additional emerging challenges — inflation, recession, gun violence, homelessness, workforce, and opportunities — Riverdale redevelopment, continued growth and expansion of the Innovation Corridor and completing expenditure of ARPA funds. Additionally, this revision furthers the intentional advancement of equity and well-being within the communitiy. The City has engaged in strategic thinking for many years. Much of what is included in this plan has for a number of years, been included in the annual budget and other policy documents. The process used in the development of this plan was an enhancement to that used in crafting previous versions. This update was built upon the framework of: • Listen • Learn • Discuss • Present • Act The first step in this process was listening to the community regarding the City's seven priorities, the strategies used to progress on those priorities and the outcomes that are sought. This was achieved through virtual conversations involving focus groups led by Council. These focus groups complemented the earlier virtual conversations led by Council. The virtual conversations were accompanied by key stakeholder interviews. Interviews were conducted with key stakeholders regarding the priorities and the strategies currently used to advance on the priorities. Finally, this was all further complemented by a broad discussion of the community's response to and recovery from COVID via the Star City Strong Recovery and Resiliency Advisory Panel. 5 The second step was learning from the community and the staff about each of the seven priorities,the strategies used to progress on those priorities and the outcomes that have been achieved. This occurred during the most recent Council Strategic Plan retreat. This step included presentation of information, studies, briefings, etc. by senior City staff and other content experts. The third step in this process was the Council discussing what they heard and learned regarding each of the seven priorities,the strategies used to progress on the priorities and the outcomes that have been achieved and/or are sought. This was done at the most recent Council Strategic Plan retreat and Budget Planning Retreat. The fourth step proposed in this process was presenting the draft strategic plan and items that warrant further development. For example, neighborhood plan updates. As work on this progresses it will be incorporated into further discussions with Council and where appropriate into the development of annual budgets or policy documents. The final step proposed in this process is acting upon any revisions in priorities and strategies. Some of this action may come about as a result of a working group's efforts along the way, while the majority will come about via formal adoption of a revised Strategic Plan and the proposal and adoption of the FY24 budget. Much of the groundwork for this step was set at the most recent Council Budget Planning Retreat held prior to the kick-off of the annual budget process and will be concluded upon adoption of the FY24 and FY25 budgets. This process has been designed to be responsive to the discussion held by Council in the adoption of the FY23 budget;timely and meaningful - bridging the political call for action and the necessary bureaucratic work of devising legislation and formulating budgets. This intentional process is necessary both to better the chances that quality and sustainable strategies are the result and also in response to the continued uncertainty associated with the many present and emerging challenges. The Council will review the Strategic Plan on an annual basis, making adjustments as appropriate,following a process similar to that used in the creation of previous plans. Additionally, City Management will provide the Council with regular progress reports on the Plan and a performance measure report annually. 6 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 191h and early 20th centuries. After a period of economic challenges Roanoke is experiencing a rennaisance built upon the strengths of bio-medical research and wellness, 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 (2021)—98,865 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$140,600. 52%of the homes in Roanoke are owner-occupied. 2021 Median income is $48,476 with 18.4% of the population living in poverty. 88% 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 7 i 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 b ; f y 4 '4 4f Y ti 8 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 responding to opportunities and confronting challenges Y _r m 9 Education ISSUE .C__1) a 'i EDUCATION R cis CULTURALS �o � FA �' .. ERS CHOOL �O �. ASSISTANCE PROGRAMS m c INFOR IMPORTANT -a 'CHOOL WISSUEo ABILITY READING _ PROGRAMS = SCHOOL LITERACY €Aff WORK p —� Q BOOKS '" CULTURAL � Q 4� � c.3 nil, w Li= Q � ,....1 v w 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. 10 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 Enhanced youth employment and apprenticeship opportunities Continued expansion and enhancement of library facilities and programs Implementation of Star City Works initiative in partnership with Greater Roanoke Workforce Development Board Refine and enhance current partnerships with RCPS—funding, capital planning, use of facilities, etc. 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. i i r � t 11 i 1 Community Safety �Y a �I t 4 6++ 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 Targeted Actions Continue Public Safety Reforms — MARCUS Alert, Use of Force Policies, etc. — to include completion of RPD Organizational Assessment 12 Continued response to gun violence through Gun Violence Prevention Framework— Prevention, Intervention, Enforcement/Justice Use of Opioid settlement funds to respond to regional Blueprint to Address Substance Use Continued Enhancement of Fire-EMS facilities and services—Complete acquisition of property for FS#2 and begin design Explore piloting"alternative service delivery model" for non-acute EMS services Complete Phase 3 of Public Safety Compensation Plan Broaden Definition of Community Safety—to acknowledge role of other governmental services— DSS, Building Safety, E-911, etc. 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. lit 13 I Human Services m �u L �k 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. 14 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. 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 Continued 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 initiatives and programs Continued enhancement of homeless services and supportive housing initiatives and programs Continued actions in the Belmont-Fallon Target Area Enhance Affordable Housing Preservation/Restoration and Production Efforts 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. Increase in the number of affordable homes preserved, restored or produced ,Y , A 15 Infrastructure e �s 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. 16 Targeted Actions Continued implementation of community engagement associated with the 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/Climate Action Plan Continue to address deferred maintenance of parks and recreation facilities Continued expansion and enhancement of transit services and facilities Further develop and initiate implementation of City's Vision Zero initiative Complete remodeling/construction work on Municipal Building and relocation of certain City Offices—Budget and Finance, Community Engagement, etc. Initiate rehabilitation of former Richardson-Wayland property and prepare for relocation of Parks and Recreation offices and services Indicators We will determine success by: Demonstrated compliance with all applicable laws and regulations that govern infrastructure assets and naturalfeatures; 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, F. ti f, 17 Good Government e . F F 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. 18 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 Complete implementation of public safety compensation and initiate implementation of general employee compensation increases Complete adaptation of Budgeting for Outcomes to Budgeting for Equitable and Empowering Outcomes Continue to advance efforts of Equity and Empowerment Advisory Board Continue enhanced Capital Improvements Programming and Reporting Continue Implementation of ARPA initiatives and programs Develop and adopt formal Council "Code of Conduct" and "Rules of Procedure" Develop and initiate twice-annual "enhanced"Council workshops on topics of immediate concern Establish and maintain regular joint meetings with key Boards and Commissions Elevate awareness of City services through additional outreach and media Enhanced mechanism for receiving, managing and responding to resident inquiries and concerns 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. 19 Livability r Mili • way , • • Mi ROANOKE I.B.Fishburn Park wa 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 Implementation of Parks and Recreation Master Plan Advancement on various initiatives—Compassionate City, Human Rights Diversity Index, Age- Friendly Community,Youth Services, etc. 20 Implement pro-active code enforcement—especially around quality of life concerns Complete Belmont Branch Library enhancements Conclude design of Eureka Recreation Center and initiate construction Conclude design of Washington Park Pool and initiate construction Strengthen and enhance Neighborhood Organization capacity and Neighborhood Services Prepare to initiate Neighborhood Plan updates Complete and initiate implementation of Climate Action and Resiliency Plan Continued expansion and enhancement of transit services and facilities 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. OPP i z ARS HER 21 Economy Roanoke ■ Innovates 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 & Mobility — 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 Advance on Target Neighborhood initiatives Advance on Gainsboro: A New Way Forward initiatives Advance on economic inclusion and economic mobility initiatives Enhance regional outdoor assets Implement Economic Development Strategic Plan Implement Neighborhood Centers Plan Conclude Evans Spring Planning process Advance on Riverdale Redevelopment project Enhanced services in the Innovation Corridor Enhanced Building Plan Review and Inspection Process 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. i •'j! -.A O 14AIVIP F momTHE REGIONAL • w a _ B"'0 "' 7_ Aft f .. uJ �^ . �r ` F fAe .lartml<,_il`V"[LtT 4i %ko4 .1a - vun.«14nVww.adtswpaitim ca � a \} . 23 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. 24 Targeted Actions: Homeless Actions—Compassion & Rule of Law—Whole of Government Approach as Part of Org Response—land bank steps—continue to share information about services/community response Complete temporary relocation of HAT Offices Continue implementation of Equity Action Plans, BFOEE, Succession Planning, CIP Enhancements, etc. Enhanced and Increased Community Engagement in development and implementation of CIP Continue implementation of language access services CMO Portfolio Reassignments, CMO restructure, Enhanced Liaison relationships Refresh Leadership and Professional Development to be more responsive to contemporary issues of innovation, servant leadership, workforce challenges, etc. Department Service Plans/Individual Leadership &Action Plans Risk/Safety Program enhancements Enhanced customer service program for internal services Assessment of current fee-based services—break-even analyses, etc. Assessment of privatization pros/cons Refresh internal advisory and affinity groups Revised Performance Measures and Indicators Report res 25 C s e mar _ • • wr•■ P I �-. rir i � .v.. ■ -1pi - 1iF i 414 a y � OF QML RO,q� ROANOKE LIRGr�1�` fj 26 CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerkCroanokeva.gos CECELIA T.WEBB,CNIC CECELIA F.hiCCOY,CN1C Depute Cite Clerk Cite Clerk RUTH VISUETE PEREZ Assistant Depute City Clerk February 7, 2023 I Jennifer Oakes Roanoke, Virginia 24011 Dear Ms. Oakes: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 6, 2023, you were reappointed as a member of the Local Office on Aging Advisory Board for a one-year term of office, commencing March 1, 2023 and ending February 29, 2024. Enclosed you will find a Certificate of your reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2-3702, Code of Virginia(1950),as amended, I am enclosing copy of the Virginia Freedom of Information Act(transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Local Office on Aging Advisory Board. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosures PC: Ron Boyd, Chief Executive Officer, Local Office on Aging, P. O. Box 14205, Roanoke, Virginia 24038, with application COMMONWEALTH OF VIRGINIA ) To-wit: CITY OF ROANOKE ) I, Cecelia F. McCoy, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the sixth day of February 2023, JENNIFER OAKES, was reappointed as a member of the Local Office on Aging Advisory Board for a one-year term of office, commencing March 1, 2023 and ending February 29, 2024. Given under my hand and the Seal of the City of Roanoke this seventh day of February 2023. j City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 �sR1t sem; Fax: (540)853-1145 E-mail: clerks roanokeva.goy CECELIA T.«'EBB,CAIC CECELIA F.NICCON',CHIC Depute-Cite Clerk City Clerk RUTH VISUETE PEREZ Assistant Deputy Cite Clerk February 7, 2023 Brandon McCall 1143 Murray Street, S. E. Roanoke, Virginia 24013 Dear Mr. McCall: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 6, 2023, you were reappointed as a member of the Youth Athletics Review Board for a three-year term of office, commencing January 1, 2023 and ending December 31, 2025. Enclosed you will find a Certificate of your reappointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were reappointed. Pursuant to Section 2.2-3702,Code of Virginia(1950),as amended, I am enclosing copy of the Virginia Freedom of Information Act(transmitted via email). The Act requires that you be provided with a copy within two weeks of your reappointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to continue to serve the City of Roanoke as a member of the Youth Athletics Review Board. Sincerely, j• Cecelia F. McCoy, CMC City Clerk Enclosures PC: Michael Clark, Director of Parks and Recreation COMMONWEALTH OF VIRGINIA ) To-wit: CITY OF ROANOKE ) I, Cecelia F. McCoy, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the sixth day of February 2023, BRANDON MCCALL, was reappointed as a member of the Youth Athletics Review Board for a three-year term of office, commencing January 1, 2023 and ending December 31, 2025. i Given under my hand and the Seal of the City of Roanoke this seventh day of February 2023. City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerkC roanoke%,a.go,. CECELIA T.NN EBB,CMC CECELIA F.DICCOY,CHIC Deputy City Clerk City Clerk RUTH YISUETE PEREZ Assistant Deput.y City Clerk February 7, 2023 Sandra Vincent 4220 Campbell View Lane Roanoke, Virginia 24018 Dear Ms. Vincent: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 6, 2023, you were appointed as a member of the Roanoke Civic Center Commission to replace Thomas Page for a term of office ending September 30, 2025. Enclosed you will find a Certificate of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act(transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Roanoke Civic Center Commission. Sincerely, �L/7 ee� j Cecelia F. McCoy, CMC City Clerk Enclosures PC: Robyn Schon, General Manager, Roanoke Civic Center Commission, with application COMMONWEALTH OF VIRGINIA ) To-wit: CITY OF ROANOKE ) I, Cecelia F. McCoy, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the sixth day of February 2023, SANDRA VINCENT, was appointed as a member of the Roanoke Civic Center Commission to replace Thomas Page for a term of office ending September 30, 2025. Given under my hand and the Seal of the City of Roanoke this seventh day of February 2023. City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerkC roanokeva.go,- CECELIA T.NYEBB,CINIC CECELIA F.6ICCOY,CHIC DeputeCit,- Clerk Cite Clerk RUTH VISUETE PEREZ Assistant Deputy Cite Clerk February 7, 2023 William D. Bestpitch 2110 Stephenson Avenue, S. W. Apt. 19 Roanoke, Virginia 24014 Dear Mr. Bestpitch: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 6, 2023, you were appointed as a member of the Human Services Advisory Board to fill the unexpired term of office of Erika Bergen ending November 30, 2025. Enclosed you will find a Certificate of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W. The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Human Services Advisory Board. Sincerely, C/1'4Et� Cecelia F. McCoy, CMC City Clerk Enclosures PC: Teresa McDaniel, Secretary, Human Services Advisory Board, with application COMMONWEALTH OF VIRGINIA ) To-wit: CITY OF ROANOKE ) I, Cecelia F. McCoy, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the sixth day of February 2023, WILLIAM D. BESTPITCH, was appointed as a member of the Human Services Advisory Board to fill the unexpired term of office of Erika Bergen ending November 30, 2025. Given under my hand and the Seal of the City of Roanoke this seventh day of February 2023. City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Room 456 Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: derkCaroanokeva.goy CECELIA T.NVEBB,CHIC CECELIA F.11ICCOV,CDIC Depute,Cit) Clerk Citv Clerk RUTH VISUETE PEREZ Assistant Deputy Citi Clerk February 8, 2023 Anita J. Price 3101 Willow Road, N. W. Roanoke, Virginia 24015 Dear Ms. Price: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 6, 2023, you were appointed as a member(Citizen-at-Large)of the Youth Services Citizen Board to fill the unexpired term of office of Anita J. Price ending June 30, 2024. Enclosed you will find a Certificate of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S.W. The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Youth Services Citizen Board. Sincerely, , J_- C /1 Cecelia F. McCoy, CMC City Clerk Enclosures PC: Angie O'Brien, Secretary, Youth Services Citizen Board, with application COMMONWEALTH OF VIRGINIA ) To-wit: CITY OF ROANOKE ) I, Cecelia F. McCoy, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the sixth day of February 2023, ANITA J. PRICE, was appointed as a member of the Youth Services Citizen Board to fill the unexpired term of office of Anita J. Price ending June 30, 2024. Given under my hand and the Seal of the City of Roanoke this eighth day of February 2023. City Clerk 1 fI k i 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 CECEL[.4 F.AICCOV,CIN1C E-mail: clerks roanokeva.go% CECELIA T.NVEBB,CMC Depute Cit} Clerk Cite Clerk RUTH VISUETE PEREZ Assistant Depute City Clerk February 7, 2023 Barbara Duerk 2607 Rosalind Avenue, S. W. Roanoke, Virginia 24014 Dear Ms. Duerk: At a regular meeting of the Council of the City of Roanoke which was held on Monday, February 6, 2023, you were appointed as a member of the Roanoke Valley-Alleghany Regional Commission to fill the unexpired term of office of Peter Volosin ending June 30, 2024. Enclosed you will find a Certificate of your appointment and two copies of an Oath or Affirmation of Office form. Below are the next steps: 1. Please take both copies of the form to the Clerk of the Circuit Court of the City of Roanoke to have the oath administered. It is located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W.The Clerk of the Circuit Court office will keep a copy on file. 2. Please request from the Clerk of Circuit Court to send one copy of the Oath or Affirmation of Office form to the City Clerk's Office. The Oath or Affirmation of Office form must be completed prior to serving in the capacity to which you were appointed. Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am enclosing copy of the Virginia Freedom of Information Act (transmitted via email). The Act requires that you be provided with a copy within two weeks of your appointment and each member is required "to read and become familiar with provisions of the Act." On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a member of the Roanoke Valley-Alleghany Regional Commission. Sincerely, j; VXle- Cecelia F. McCoy, CMC City Clerk ! Enclosures PC: Virginia Mullen, Secretary, Roanoke Valley-Alleghany Regional Commission, with application COMMONWEALTH OF VIRGINIA ) To-wit: CITY OF ROANOKE ) 1, Cecelia F. McCoy, City Clerk, and as such City Clerk of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council which was held on the sixth day of February 2023, BARBARA DUERK, was appointed as a member of the Roanoke Valley-Alleghany Regional Commission to fill the unexpired term of office of Peter Volosin ending June 30, 2024. Given under my hand and the Seal of the City of Roanoke this seventh day of February 2023. City Clerk