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HomeMy WebLinkAboutCouncil Actions 04-21-25 43174-042125 SANCHEZ-JONES City of Roanoke, Virginia MIFOCITY COUNCIL �� April 2025 21 , ROANOKE 2:00 PM City Council Chamber 215 Church Avenue, SW 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: City Council meetings will be televised live and replayed on RVTV Channel 3 on Thursdays at 7:00 pm, and Saturdays from 10:00 am to 5:00 pm; and video streamed through Facebook Live at facebook.com/RoanokeVa. Council meetings are offered with closed captioning for the deaf or hard of hearing. 1. CALL TO ORDER - ROLL CALL. All Present. The Invocation was delivered by The Reverend Donald Shovely, Sr., Pastor, Jerusalem Baptist Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Joseph L. Cobb. Welcome ANNOUNCEMENTS: 2. PRESENTATIONS AND ACKNOWLEDGEMENTS: Mayor Cobb advised that, going forward, the 2:00 pm meeting would begin with the Council Members providing "shout-outs" or announcing community events recently attended. The Council Members made the following announcements: Council Member Hagen "shouted-out" the staff that held the community budget meetings. Council Member Sanchez-Jones "shouted-out" the staff that held the community budget meetings. Vice-Mayor McGuire thanked the departments for the waterways report that was recently mailed out. Council Member Nash "shouted-out" the staff that held the community budget meetings. Council Member Volosin "shouted-out" the Earth Day Festival in the Grandin Road area over the past weekend. Council Member Powers "shouted-out" the staff that held the community budget meetings and the Department of Parks and Recreation for their work to beautify the City parks. Mayor Cobb thanked Roanoke City Public Schools for the job fair over the past weekend and noted that he attended the Filipino community celebrations. 3. HEARING OF CITIZENS UPON PUBLIC MATTERS: The 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 the Council, as he may deem appropriate. David Garland appeared before the Council and spoke with regard to concerns about the budget and proposed tax increases. Michelle Brooks appeared before the Council and spoke with regard to the City budget and City schools and asked the Council to fulfill their commitment to the school system. Olivia Ryan appeared before the Council and advocated support for school funding. 4. CONSENT AGENDA: APPROVED (7-0) All matters listed under the Consent Agenda are considered to be routine by Members of the 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 the City Council held on Monday, March 17, 2025, and Monday, March 24, 2025. RECOMMENDED ACTION: Dispensed with the reading of the minutes and approved as recorded. C-2. A communication from the City Attorney requesting that City Council convene in a closed meeting to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by outside legal counsel, pursuant to Section 2.2-3711 (A)(7), Code of Virginia, (1950), as amended. RECOMMENDED ACTION: Concurred in the request. C-3. A communication from the City Attorney requesting that City Council convene in a closed meeting on a personnel matter requiring the discussion and consideration of current employees salary and evaluation of the performance of the specific employees, pursuant to Section 2.2-3711.(A)(1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concurred in the request. C-4. A communication from the City Attorney requesting that City Council convene in a Closed Meeting for the purpose of discussing possible disposal of publicly owned property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concurred in the request. C-5. FY2025 City Manager Transfer Report for the quarter ended March 31, 2025. RECOMMENDED ACTION: Received and filed. C-6. Reports of qualification of Jessica Mahuron as a member of the Roanoke Neighborhood Advocates for a three-year term of office commencing October 1, 2024, and ending September 30, 2027; and Amazetta Anderson as a member of the Roanoke Neighborhood Advocates for a three-year term of office commencing October 1, 2022 and ending September 30, 2025. RECOMMENDED ACTION: Received and filed. REGULAR AGENDA: 5. PUBLIC HEARINGS: NONE. 6. PETITIONS AND COMMUNICATIONS: 1. Presentation regarding the activities and initiatives of CareForward. Natalie Handy, Executive Director, Spokesperson. (Sponsored by Mayor Cobb and Council Member Hagen) Received and filed. 2. Presentation regarding the activities and initiatives of Renovation Alliance. Kendall Cloeter, Executive Director, Spokesperson. (Sponsored by Mayor Cobb and Council Member Volosin) Received and filed. 7. REPORTS OF CITY OFFICERS AND THE CITY MANAGER: 1. CITY MANAGER: BRIEFINGS: None. ITEMS RECOMMENDED FOR ACTION: a. Acceptance and Appropriation of the Project Outside Grant for Mill Mountain Trail Maps. Adopted Ordinance No. 43174-042125. (7-0) b. FY 2024 HUD Continuum of Care (CoC) Grant Award - Coordinated Assessment System (CAS). Adopted Ordinance No. 43175-042125. (7-0) c. FY 2024 HUD Continuum of Care (CoC) Grant Award — Homeless Assistance Team.(HAT). Adopted Ordinance No. 43176-042125. (7-0) d. Acceptance and Appropriation of General Funds for the Greater Roanoke and New River Valley Small Business Development Center. Adopted Ordinance No. 43177-042125. (7-0) e. Acceptance and Appropriation of Operation Funds for the Greater Roanoke and New River Valley Small Business Development Center. Adopted Ordinance No. 43178-042125. (7-0) f. Acceptance and Appropriation of Program Funds for the Greater Roanoke and New River Valley Small Business Development Center. Adopted Ordinance No. 43179-042125. (7-0) COMMENTS OF THE CITY MANAGER. The City Manager offered the following comments: The Wasena Bridge Replacement Project has reached a key milestone with the removal of the final sections of the existing structure spanning the Roanoke River and Norfolk Southern railway. This critical phase clears the way for the construction of major substructure elements, including Pier 4 on the Wasena side, Pier 5 on the Old Southwest side, and the Old Southwest bridge abutment. Removal of the old bridge not only marks visible progress but also enables full construction access for the new load-bearing elements. Earlier this spring, contractor Archer Western completed the Wasena bridge abutment and two of five Y-shaped piers, anchored by deep foundations to ensure long-term stability. With demolition nearly complete, the next major phase will involve installing the first tub girders—structural components that will support the new deck and begin to define the future bridge profile visible to the public. PlayPRIDE has the highest number of enrollments in program history with,over 60 participants. PLAY Pride leagues are designed to offer a safe, fun community for LGBTQIA+ individuals and allies. The focus of PLAY Pride is not competition, but community building and the love of the game. In response to community concerns regarding speeding near Sunrise and Roundhill Avenues on Oakland Boulevard NW, the Transportation Division has implemented a traffic-calming demonstration project. This initiative incorporates horizontal deflection, new crosswalks, and in-street"Stop for Pedestrians" signs to enhance safety and reduce vehicle speeds. The effectiveness of these improvements will be evaluated by comparing pre- and post-installation data to assess their impact. The Youth Services Citizen Board will be holding its annual Youth Summit. This year, they are partnering with Plowshare Peace Center and Points of Diversity. The 2025 Teen PJ Jam offers an exciting opportunity for teenagers passionate about promoting peace and justice both locally and globally to connect and collaborate. The event will feature interactive workshops, dinner, and performances by talented teen artists. Scheduled for Saturday, May 3, 2025, from 4:00 PM to 10:00 PM at William Fleming High School. PUBLIC MATTERS FOLLOW-UP Katie Hedrick, Inclusive Services Manager, reported on the following matters from the March 17 and April 7 City Council Meetings: Riverland Road Sidewalks Vice-Mayor McGuire noted an increase in pedestrian traffic on the side of the road and even in the street along Riverland Road in the area of Primrose Street and the Star Trail parking lot. The request was made to add this to the list of upcoming infrastructure projects. Report Back: A design from Public Works is attached that shows the plan to connect the Star Trail on Riverland Road to the Garden City Greenway with a concrete sidewalk. Currently, Riverland Road is fully connected via the greenway to Dollar General, Food Lion, and Garden City Boulevard SE as far as Craig Robertson Road SE. However, to reach Dollar General, pedestrians must backtrack using existing sidewalks from the Greenway exit at Bennington Avenue. As a result, many choose to walk along Riverland Road instead. To address this, the Engineering Division has developed a preliminary engineering report for a sidewalk connection between the Greenway exit at 9th Street and the Star Trail parking lot on the south side of Riverland Road. Due to high construction costs associated with steep slopes and multiple utility conflicts, this project will require outside funding, likely through. FY27 VDOT Revenue Sharing. During the last regular session, Council approved a modification to the engineering contract for design of the sidewalk connecting the Star Trail Parking lot to the sidewalk that currently terminates at the Dollar General parcel line. This project is 100% funded by the federal funds from the Regional Surface Transportation Program (RSTP) and Highway Infrastructure Plan (HIP). Together these two projects will create a more direct route for pedestrians to reach destinations on the south side of Riverland Road between the Greenway exit at 9th Street and Garden City Boulevard. The Department of Public Works is at 90% design drawings for this final connect and plans to have construction awarded this summer. Evans House Several residents and representatives of Friends of Washington Park spoke in favor of preserving the historic Caretaker's Cottage. Report Back: A letter of support has been written on behalf of the Evans House and a grant application is underway. EV Charging Stations Vice-Mayor McGuire asked if there is a locally housed map showing the locations of electric vehicle charging stations. Report Back: Mr. Holmes noted that the Virginia Department of Transportation maintains a map of EV charging stations; however, the frequency with which this resource is updated is uncertain. Additionally, City staff are actively developing a Community Resources Map that will integrate publicly available data to provide residents and internal stakeholders with access to a broad range of information. The map will feature interactive tools allowing users to filter by topic, census tract, and other demographic or geographic indicators. As part of this effort, the project team is currently exploring the feasibility of including EV charging stations as a selectable data layer within the platform. Budget Concerns The primary budget concerns voiced by residents at the last two Council meetings were related to the school funding formula and the proposed meals tax increase. Report Back: There are public hearings scheduled for tonight's 7 pm Council meeting regarding the proposed budget generally as well as the proposed Real Estate Tax increase and proposed Prepared Food and Beverage Tax increase. Residents wishing to speak may still sign up through the City Clerk's Office or in person before tonight's meeting begins. Concerns about Homelessness Two residents raised concerns about the City's unhoused residents, specifically an increase in the population, and cited challenges with mental health and substance-use disorders. Report Back: While there are many departments and organizations providing services to those experiencing homelessness, the Police Department recently launched the STAR Initiative (Supporting Transition Assistance and Recovery). Led by Officers Bri Dickerson and Jacob Underwood, the outreach team includes representatives from Blue Ridge Behavioral Healthcare, BrightView, Bradley Free Clinic's HOPE Initiative, The Least of These Ministry, and the Homeless Assistance Team. Every Tuesday and Thursday, the team goes out to encampments to meet with residents and connect them to services. 2. CITY ATTORNEY: None. 3. DIRECTOR OF REAL ESTATE VALUATION: None. 8. REPORTS OF COMMITTEES: 1. Comments on certain Authorities, Boards, Committees and Commissions in which City Council serve as liaisons or appointees. 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. None. 2. Vacancies on certain authorities, boards_, commissions and committees appointed by Council. None. 12. OTHER BUSINESS: 1. Petition for Appeal filed by Chris K. Kowalczuk appealing a decision of the Architectural Review Board denying a request for approval to remove and replace a 100-year-old slate roof with architectural shingles and remove a non- functioning brick chimney. Chris K. Kowalczuk, Representative, Spokesperson; and a report of the Architectural Review Board recommending that City Council affirm its decision to deny the request, which is not consistent with H-2 Guidelines. Drew Kepley, Chair, Spokesperson. City Council affirmed the decision of the Architectural Review Board that no Certificate of Appropriateness be issued. (4-3, Vice-Mayor McGuire, and Council Members Nash and Hagen voted no). RECESSED -4:01 PM City of Roanoke, Virginia CITY COUNCIL �� 7:00 m P ROAN O K E City Council Chamber 215 Church Avenue, SW 13. CALL TO ORDER - ROLL CALL. Vice-Mayor McGuire was absent. The Invocation was delivered by The Reverend Sam Roman, Pastor, Faith and Hope Church of God. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Joseph L. Cobb. Welcome Certification of Closed Meeting. (6-0) 14. PRESENTATIONS AND ACKNOWLEDGEMENTS: Recognition of the William Fleming High School Girls Basketball Team. Mayor Cobb recognized Coach Richard Wilson and the William Fleming High Schools Girls Basketball Team. Recognition of the William Fleming High School Band. Mayor Cobb recognized William Satterwhite, Band Director, and the William Fleming High School Band. 15. PUBLIC HEARINGS: 1. Request of Boundless Capital, LLC, to rezone a property located at 2202 Roanoke Avenue SW; Official Tax Map No. 1421308; from IN, Institutional District, to MX, Mixed Use District, with a condition. Ben Crew, Agent, Spokesperson. Adopted Ordinance No. 43180-042125. (6-0) 2. Receive the views of citizens regarding the appointment of two Roanoke City School Board Trustees for three-year terms of office, each, commencing on July 1, 2025.The candidates are Mary "Franny" Apel, Adam C. Markwood and Joyce W. Watkins. No action taken. 3. Receive the views of citizens with regard to the Recommended Fiscal Year 2025 - 2026 City of Roanoke Budget. No action taken. 4. Receive the views of citizens with regard to the Proposed Real Estate Tax Increase. No action taken. 5. Receive the views of citizens with regard to the Proposed Prepared Food and Beverage Tax Increase. No action taken. 16. HEARING OF CITIZENS UPON PUBLIC MATTERS: The City Council sets this time as a priority for citizens to be heard. If deemed appropriate, matters will be referred to the City Manager for response, recommendation or report to the City Council. Cathy Carter appeared before the Council representing Friends of Washington Park and thanked the City Manager and staff for support. Chris Sanchez appeared before the Council and expressed support for restoring the Washington Park Caretaker's Cottage. Brenda Randolph appeared before the Council and expressed concern with regard to better housing management at Hurt Park housing complex. Brittney Flowers appeared before the Council and provided historical context and the importance of community-led initiatives. Alton Akin appeared before the Council and expressed concern about the end of cities and made reference to the Bible. ADJOURNED - 10:05 PM clerk 4+1 Remarks to City Council Regarding the Draft Budget for 2025-2026 (by David Garland, city resident, April 21, 2025) City Council needs to ask city budget planners to take off the rose-tinted glasses, and try again. Forget about May 12th. You, and they, need more time to craft the budget. At Thursday night's budget presentation, in response to a question about federal and state funding cuts, a presenter said, quote, "our budget does not take into consideration any grant dollar loss." That, alone, merits a failing grade for the draft budget, but that is only the beginning. As you know, the planners started with figures for last year, when markets were climbing and federal money was flowing freely, and then add to it. The few cuts that total less than 1%of the previous budget are added back elsewhere.Then, they seek another$25 million increase,just like the year before, and demand a higher meals tax to cover$6 million of it. Apparently, the budget planners believe that real estate values, and federal and state spending for localities, and consumer spending in the city (including dining out) will remain at or exceed prior levels for the next budget year. That is nonsense. They are not taking into account the reality in which we live, which includes the national debt and interest payments on it is reaching crisis levels; an executive branch response that is cutting programs, grants, and staffing; and an economy that is faltering under the weight of decades of federal debt mismanagement, ponzi scheme monetary policy, as well as schizophrenic trade policies under the current President. All of that paints a picture in which markets will continue to decline, consumers will spend less, businesses will falter, tax revenues will fall at the federal, state, and local levels, and real estate values will fall. In addition, federal and state funding to localities is being cut. While the city does have some reserve funds, as best I can tell, they now represent maybe 6%of the budget for one year. That's nothing in a major downturn. And while the city has good credit, its borrowing limit is constrained by the total value of taxable real estate which would be falling at the very time debt financing may appear attractive. A second related problem with the draft budget is that it makes no effort to "prioritize" anything. Everything is a "priority." The entire budget was sorted into seven broad "priorities", including not only things you would expect to see such as police, fire fighting, roads, and K-12 education, but also things like 'public art' included as part of"livability." The budget presentation Thursday was titled 'challenges and choices', but they recognize no challenges, and make no hard choices. Perhaps they would reach a less dreary conclusion than I about what's happening, but at this point, it doesn't seem like they've considered what's happening at all. The draft budget includes no contemplation of there being less funding and revenue. Instead, we get urban planning gibberish about "Budgeting for Equitable and Empowering Outcomes Program-Focused Framework," whatever that is supposed to mean. I urge you and the City Manager to forget about a meals tax increase, send back the draft budget for a reality check, and order every department head to prepare and submit budget cuts of 10% less than the previous year, and a contingency budget of 25% less than the previous year, with explanations as to why selected cuts would still preserve the most important department functions that serve the broadest population within the city. Contingency planning should also consider whether some non-essential departments or programs could be eliminated. Apart from budget considerations, Roanoke City is competing with surrounding jurisdictions when it comes to attracting and retaining productive, self-responsible, law-abiding citizens who are the backbone and life of the city, and you should craft its programs and budget accordingly. Especially in times like these. The warning signs are all around us, on street corners and on Wall Street, and if you fail to take them seriously while you still have some time, it will be a failure of leadership. ROAN O KE Office of the City Attorney To: Honorable Mayor and Members of the City Council. Subject: A communication from the City Attorney requesting that City Council convene in a closed meeting to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by outside legal counsel, pursuant to Section 2.2-3711 (A)(7), Code of Virginia, (1950), as amended. The City Attorney requests that the City Council convene in a closed meeting to consult with legal counsel regarding a certain legal matter requiring the provision of legal advice by outside legal counsel, pursuant to Section 2.2-3711 (A)(7), Code of Virginia, (1950), as.amended. -,-----T,,,,,, ,,,..„.__",___._- A . Timothy Spencer, City Attorney ROANOKE Office of the City Attorney To: Honorable Mayor and Members of the City Council Subject: A communication from the City Attorney requesting that City Council convene in a closed meeting on a personnel matter requiring the discussion and consideration of current employees salary and evaluation of the performance of the specific employees, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. The City Attorney requests that City Council convene in a closed meeting on a personnel matter requiring the discussion and consideration of current employees' salaries and evaluation of the performance of the specific employees; pursuant to Section 2.2=3711 (A)(1-), Code of Virginia (1950), as amended. Timothy Spencer, City Attorney City Manager's Report Submitted by: Margaret Lindsey NNW Department of Finance ROAN O KE April 21, 2025 Title: FY2025 City Manager Transfer Report for the quarter ended March 31, 2025. Background: Under City Code Section 2-121, the Director of Finance shall report quarterly to City Council any City Manager Transfers in excess of one hundred thousand dollars ($100,000) between funds, as well as, between project accounts in the capital project funds and grant fund. Recommended Action: Receive and file. Valmarie Turner, City Manager City of Roanoke,Virginia Report of City Manager.Transfers Three Months Ended March 31, 2025 (Unaudited). Item Project Number Date Explanation Amount 1 300228 2/24/2025 RCIT Tract 8 Development $ 700,000.00 2 400029. 3/20/2025 Rescue Squad Asst Funds 612,416.00 3 400032 3/21/2025 VDEM Local Emergency.Management Program. 213,548.00 4 400033 4/3/2025 VDEM SHS Hazmat Team 227;000.00 $ 1,752,964.00 Notes: . Under City Code section 2-121,the City Manager has authority to,make transfers of any amount within or between funds during the fiscal year and after June 30th to ensure proper expenditure reporting and budgetary controls for the prior fiscal year. The scope of this report is limited to transfers in excess of$100,000 between funds and between project/program accounts in the Capital Project and Grant Funds. CMTs marked with an asterisk have multiple lines of monies transferred, amounting to over$100,000. CMTs not marked with an asterisk have at least one single line item over$100,000. U CITY OF ROANOKE s 4 �` OFFICE OF THE CITY CLERK � 215 Church Avenue,S.W.,Suite 456 +ti , ,n}` Roanoke,Virginia 24011-1536 Telephone: (540)853-2541 Fax: (540)853-1145 E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CIVIC CECELIA CMC Deputy City Clerk City C Clerk lerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 23, 2025 Molly Hunter Board Secretary Roanoke, Virginia Dear Ms. Hunter: This is to advise you that Jessica Mahuron has qualified as a member of the Roanoke Neighborhood Advocates for a three-year term of office commencing October 1, 2024, and. ending September 30, 2027. Sincerely, Ott.0 Cecelia F. McCoy, CMC City Clerk U Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Jessica Mahuron, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Neighborhood Advocates for a three-year term of office commencing October 1, 2024 and ending September 30, 2027; according to the best of my ability. (So help me God.) JESSICA MAHURON -_-The foregoing oath of office-was-taken;-sworn to, -and subscribed before me by Jessica Mahuron this 1)1( day of Ash`f 2025. Brenda S. Hamilton, Clerk of the Circuit Court By , Clerk a e e. , off.: CITY OF ROANOKE ,tit;Air" OFFICE OF THE CITY CLERK ,1, A, f-t - -. ,-;, 215 Church Avenue,S.W.,Suite 456. `' ". h. . Roanoke,Virginia 24011-1536 w ..l Telephone: (540)853-2541 "'- —,... Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 23, 2025 Molly Hunter Board Secretary Roanoke, Virginia Dear Ms. Hunter: This is to advise you that Amazetta Anderson has qualified as a member of the Roanoke Neighborhood Advocates for a three-year term of office commencing October 1, 2022, and ending September 30, 2025. Sincerely, Cecelia F. McCoy, CMC City Clerk L.—) Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Amazetta Anderson, do solemnly swear (or affirm) that I will support the Constitution of the United States of America and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Roanoke Neighborhood Advocates for a three-year term of office commencing October 1, 2022 and ending September 30, 2025; according to the best of my ability. (So help me God.) Sizt4 -,fie ANETTA ANDERSON -- _ —The foregoing" oath—Of—office- was taken;`sworn to, and- subscribed before -me- Amazetta Anderson this d day of P%-(�(2.., 1 2025. Brenda S. Hamilton, Clerk of the Circuit Court Clerk CITY OF ROANOKE . _-_ CITY COUNCIL t 's _ ";, 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 '; x a.•' Telephone: (540)853-2541 Fax: (540)853-1145 JOSEPH L.COBB E-mail: clerk@roanokeva.gov Council Members Mayor Stephen T.McGuire Phazhon Nash Nicolas Hagen Vivian Sanchez-Jones Peter J.Volosin Evelyn W.Powers April 21, 2025 The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Members of Council: I am sponsoring a presentation by Natalie Handy, Director, CareForward, to present information with regard to their initiatives and activities, at the regular meeting of City Council to be held on Monday, April 21, 2025, at 2:00 p.m. Sincerely, O1 '�L gar.4.14.‘ Joseph L.Cobb Mayor Nicolas S. Hagen Council Member JLC/NSH:ctw COPY Care Forward a reForwa r 7 /;„ A Technology Platform to Solve the All _,- Crisis of Care i1' e Care Meet CareForward ail Forward l A Public Benefit Corporation established in Virginia in 2023 A technology platform that rePP CONNECTS individuals in need Ad, orward with community members and partner organizations Care In Action who contribute time, talent, or resources. m OYouTube s (terCare zVI 0, ti. Forward ,6, 1 , lit Who are the Who are the Who are the The Recipients? Requestors? Responders? Platform • Disabled • Care Coordinators Community Action Network • Chronic • Case Managers • Individuals • Complex • Business • Aging Request are for One-time or • Faith Community • Specialty Populations Limited Engagement needs • Service Organizations • Human Service Org • Educational Institutions 1 f 1 , ' . .. . .,,_,..,,t_. Who is the Who does it The The Payer? Impact? Result. Economics • Municipalities/Public • Care Recipient • Improved Clinical Sector • Caregiver Outcomes • Health Plans • Public Sector,Employer, • Individual Satisfaction • Health/Hospital Systems Payers • Positive fiscal impact • Health&Human Service • Service Utilization Org • Reduced strain on the system Care Beta Test Partners ligir Forward ROANOKE --� COUNTVVA ROANOKE 1►aetna 'i'tt Sentara III United Anthem HealthKeepers Plus Aetna Better Health Offered byHeaithKeepers,Inc. Health Plans ' Healthcare of Virginia ReluctantFORGE FREE Renovation ��, ROANOKE J MOBILITY -0101 Caregiver HEALTH a LJ Alliance 1 COLLEGE J Beta Test Results AI Forward October 22, 2024 - March 18, 2025 " Strength of the Fiscal Impact of the Beta The Community Action Testing The Network Platform Economics 100% of Requests Contribution Value: Met (11 out of 11) $15,964 100% of Requests Deflection Value: Met Within 10 Days $1,669,615 109 Actions or Total Fiscal Impact: Items Contributed $1,685,579 QUESTIONS -s \ N,, , CCare ,„ ,,,,\,.', \' Forward ----- --- Contact Information Natalie Elliott Handy Cell: 540.819.4514 Email: Natalie@careforward.io Website: www.CareForward.io . _ ., CITY OF ROANOKE '" :ft CITY COUNCIL k {, 'ii,F ,-•. 215 Church Avenue,S.W.,Suite 456 ' -. 1; Roanoke,Virginia 24011-1536 ./ Telephone: (540)853-2541 ,.e;=_---'' Fax: (540)853-1145 E-mail: clerk@roanokeva.gov Council Members JOSEPH L.COBB Stephen T.McGuire Mayor Phazhon Nash Nicolas Hagen Vivian Sanchez-Jones Peter J.Volosin Evelyn W.Powers April 21, 2025 The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Members of Council: I am sponsoring a presentation by Kendall Cloeter, Executive Director, Renovation Alliance, to present information with regard to their initiatives and activities, at the regular meeting of City Council to be held on Monday, April 21, 2025, at 2:00 p.m. Sincerely, C)fark,(1.,),..-01111----'. Joseph L. obb Mayorc ............ Y 4 Peter J. Volosin Council Member JLC/PJV:ctw �4; T , ' _ .� :�' 4ak'' r — � ''/ :;" da Renovation 5 ' � ' ___ Alliance Alban - i, 1 f i - . , 1 �1 - I , 1 La w _ 2024 . _ _ c ..... 111101.r:c ' — -— - --- --,-- ' ' IMPACT Homes rebuilt Neighbors living in a warmer, safer, drier, healthier home. HOMEOWNERS IDENTIFIED AS: � Avg. annual�u c)T' household income Older adult (aged 60+) 71 Living with a disability 72 Low-income Female 69 51 80%AMI Veteran or surviving partner 9 Extremely Very low-income low-income Gj T���� Average length of 31-50%AMI 0-30%AMI homeownership 9 City of Roanoke: 58 Craig County: 5 Floyd County: 1 Franklin County: 17 City Salem: 4 Botetourt County: 8 Roanoke County: 2 66Thank you so very much for the repairs to my home. At a time like this you brought much happiness into my life. 99 - Roanoke City homeowner a50,TLp Median amount Renovation Alliance invested in home repairs and improvements per home served Top 5 Home Repairs Completed in 2024 CA Accessible home modifications (38) cyh Deck/porch repairs (18) Roof repairs and replacements (34) , Plumbing repairs (15) C Heating and cooling system repairs/replacements (31) Rebuilding homes for neighbors in need . N. RN � Renovation Alliance RESTORING HOMES • LIVES • COMMUNITIES Volunteer • Donate • Spread the word www. renovateall. org Renovation Celebration SATURDAY , MAY 3 , 2025 A community event raising Tickets on sale! O,k.: i 0 funds to rebuild the homes aal :r:T of our neighbors in need renovateall.org/RC2025 • _� ,:o� Q) 9A1Vf :Il:30AM Experience what it's like to volunteer on a home  _ repaif"project with Renovation Alliance! tn Tickets: $35 c 11:30AM - 1PM = BBQ lunch catered by Pumpernickel Pickle (43 Guest speaker: City of Roanoke Mayor Joe Cobb • Tickets _- 1PM - 4PM It's a block party! }+ p y i A Few Old Goats Brewing - Music by The Big Whoop = _ ma Food trucks - Silent Auction - Kids activities Gi including bounce houses, touch-a-construction truck, = _ and-pint-your-own birdhouse U Tickets: FREE! Donations welcome Presented by Virginia Housing and Vinton Roofing A day of service and :: celebration to support Renovation Alliance RESTORING HOMES• LIVES• COMMUNITIES IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 21'day of April 2025. No. 43174-042125. AN ORDINANCE authorizing the acceptance of the Project Outside grant made to the City by the Roanoke Outside Foundation for Mill Mountain Trail Maps; authorizing the City Manager or designee to execute any necessary documents necessary to accept such Grant; 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 City of Roanoke does hereby accept the Project Outside grant made to the City by the Roanoke Outside Foundation, in the amount of$5,600, to help create and install new trail maps for the Mill Mountain Trail System, as more particularly described in the City Manager's Report dated April 21, 2025. 2. The City Manager or designee is hereby authorized to execute and file, on behalf of the City, any necessary documents to accept the grant, in a form approved by the City Attorney. 3. The City Manager or designee is further directed to furnish such additional information as may be required in connection with the City's acceptance of this grant. 4. The following sections of the 2024-2025 Grant Fund Appropriations be, and the same are hereby, amended and re-ordained to read and provide as follows: Grant Fund Appropriations: Greenway Supplies 235-7128-0000-53036-400149 $5,600 Revenues: Third Party Grants - 235-7128-0000-40125-400149 $5,600 Roanoke Outside 5. Pursuant to Section 12 of the Charter of the City of Roanoke, the second reading of this ordinance by title is hereby dispensed with. ATTEST: City Clerk. '" City Managers Report Submitted by: Cindy,McFall, Director Parks and Recreation ROAN O KE April 21, 2025 Title: : Acceptance and Appropriation of the Project Outside Grant for Mill Mountain Trail Maps. Background: The Project Outside grant program was established in 2020 through the Roanoke Outside Foundation to support outdoor capital improvement projects, maintain key outdoor assets, and help launch and support outdoor sector businesses. The Parks and Recreation Department, specifically the Trails and Greenways section, has been awarded $5,600.00 to help create and install new trail maps for the Mill Mountain Trail System. Considerations: - The Parks and Recreation Department would like to enhance the user experience by updating Mill Mountain trail maps and adding informational kiosks to the area. The department will be mapping the trail system with GPS and designing new trail maps that will be mounted on aluminum before being placed in kiosks. These maps will include new sections of trail recently built on Mill Mountain: Recommended Action:. Accept the Project Outside- Roanoke Outside Foundation Grant in the amount of$5,600.00 .and appropriate to the General Fund expenditure account 101-7128-0000-53036. Valmarie Turner, City Manager IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 21'day of April 2025. No. 43175-042125. AN ORDINANCE authorizing acceptance of the FY2024 U.S.Department of Housing and Urban Development ("HUD") Continuum of Care ("CoC") Coordinated Assessment System Grant Award("Grant")to the City of Roanoke in the amount of $52,505,upon certain terms and conditions; appropriating 2024-2025 Grant Funds; authorizing the City Manager to execute any necessary documents necessary to accept such Grant; and dispensing with the second reading of this ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the FY2024 U.S. Department of Housing and Urban Development's Continuum of Care Coordinated Assessment System Grant from HUD in the amount of$52,505, with a required in kind match by the City of Roanoke in the amount of $20,726 being provided in the form of oversight by the Human Services Administrator, for a total award of$73,231, to be used by the CoC for the Coordinated Assessment System to enable the coordination and collaboration of all CoC HUD funded projects, emergency shelters and domestic violence programs, all as more particularly described in the City Manager's Report dated April 21, 2025. 2. The City Manager or designee is hereby authorized to execute any and all requisite documents,in a form approved by the City Attorney,and to furnish such additional information as may be required in connection with the City's acceptance of the Grant. 3. The City Manager or designee is further directed to furnish such additional information as may be required to implement and administer the foregoing Grant. 4. The following sections of the 2024-2025 Grant Fund be, and the same are hereby, amended and reordained to read and provide as follows: Grant Fund Appropriations: Regular Salaries 235-1270-0000-51002-400052 $32,528 City Retirement 235-1270-0000-51105-400052 5,543 401H Health Savings 235-1270-0000-51117-400052 320 FICA 235-1270-0000-51120-400052 2,489 Dental Insurance 235-1270-0000-51126-400052 362 Life Insurance 235-1270-0000-51130-400052 427 Disability Insurance 235-1270-0000-51131-400052 93 Health Insurance Premium-ER 235-1270-0000-51180-400052 8,799 Administrative Supplies 235-1270-0000-52030-400052 1,944 Revenues: Federal Grants 235-1270-0000-40121-400052 $52,505 5. Pursuant to Section 12 of the Charter of the City of Roanoke,the second reading of this ordinance by title is hereby dispensed with. ATTEST: eCe.efiLt -4-7 /117,2:. City Clerk. - f„ : r, : City Manager's Report /NW MEW. Submitted by: Gwendolyn C. Coleman, Director Department of Human/Social Services ROANOKE April 21, 2025 Title: FY 2024 HUD Continuum of Care (CoC) Grant Award - Coordinated Assessment System (CAS). Background: The Continuum of Care ("COC") is a group consisting of service providers, neighboring localities, including the City of Roanoke, and homeless/formerly homeless individuals, whose role is to develop a long-term strategic plan and manage a year-round planning effort that addresses the identified needs of homeless individuals and.households; the availability and accessibility of existing housing and services; and the opportunities for linkages with mainstream housing and services resources. On January 17, 2025, the U.S. Department of Housing and Urban Development (HUD) released the FY 2024 CoC program competition grant awards. The Continuum of Care (CoC) grants will help end homelessness and provide critically needed support to local programs on the front lines of serving individuals and families experiencing homelessness. The City of Roanoke received $52,505 for the Coordinated Assessment System (CAS) grant. The CAS grant collaborates with all CoC HUD-funded projects, emergency shelters and domestic violence programs in the Continuum of Care. There is a partnership with the Roanoke City Schools' Homeless Student Program along with other prevention agencies in the community. In-kind match requirements in the amount of$20,726 is being provided in the form of oversight by the Human Services Administrator at 25% of the Administrator's annual salary. Recommended Action: Accept the HUD CAS grant in the amount of$52,505 and authorize the City Manager, or designee, to execute the grant documents associated with this funding. All documents shall be approved as to form by the City Attorney. Adopt the accompanying budget ordinance in the amount of$52,505, establish a revenue estimate in the amount of$52,505 and appropriate the same amount into expenditure accounts to be established by the Director of Finance in the Grant Fund. Valmarie Turner,:City Manager IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 21st day of April 2025. No. 43176-042125. AN ORDINANCE authorizing acceptance of the FY2024 Continuum of Care ("CoC") Grant Award to the City of Roanoke, on behalf of the Department of Social Services' Homeless Assistance Team ("HAT"), from the U.S. Department of Housing and Urban Development ("HUD"),in the amount of$150,059,upon certain terms and conditions; appropriating 2024-2025 Grant Funds; authorizing the City Manager to execute any necessary documents necessary to accept such Grant; and dispensing with the second reading of this ordinance by title. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City of Roanoke, on behalf of its Department of Social Services' Homeless Assistance Team, hereby accepts the FY2024 CoC Grant Award from the U.S. Department of HUD, in the amount of$150,059, with a local cash match of$54,201 from the City, for a total program budget of $204,260, to assist homeless persons in their transition from streets and emergency shelters and/or directly to permanent housing, as more particularly set forth in the City Manager's Report dated April 21, 2025. 2. The City Manager or designee is hereby authorized to execute and file, on behalf of the City, the grant agreement and all necessary documents required to accept such grant. All documents shall be upon form approved by the City Attorney. 3. The City Manager or designee is further directed to furnish such additional information as may be required in connection with the City's acceptance of this grant. 4. The following sections of the 2024-2025 Grant Fund be, and the same are hereby, amended and reordained to read and provide as follows: Grant Fund Appropriations: Regular Employee Salary 235-1270-0000-51102-400053 $111,884 Temporary Employee Wages 235-1270-0000-51104-400053 16,478 City Retirement 235-1270-0000-51105-400053 18,249 Health Savings 235-1270-0000-51117-400053 1,120 FICA 235-1270-0000-51120-400053 9,797 Dental Insurance 235-1270-0000-51126-400053 389 Life Insurance 235-1270-0000-51130-400053 1,491 Disability Insurance 235-1270-0000-51131-400053 416 Health Insurance HRA-ER 235-1270-0000-51183-400053 7,897 Telephone 235-1270-0000-52020-400053 168 Telephone-Cellular 235-1270-0000-52021-400053 2,195 Administrative Supplies 235-1270-0000-52030-400053 1,312 Expendable Equipment(<$5,000) 235-1270-0000-52035-400053 1,312 Motor Fuel Billed Through Fleet 235-1270-0000-52039-400053 1,050 Program Activities 235-1270-0000-52066-400053 28,875 Postage 235-1270-0000-52160-400053 52 Fleet Labor Billings 235-1270-0000-57025-400053 1,050 Fleet Parts/Sublet Billing 235-1270-0000-57026-400053 525 Revenues: Federal Grants 235-1270-0000-40121-400053 $150,059 Local Match- Transfer from General Fund 235-1270-0000-40126-400053 $54,201 5. Pursuant to Section 12 of the Charter of the City of Roanoke, the second reading of this ordinance by title is hereby dispensed with. ATTEST: . _ ^v City Clerk. /~'� City Manager's Report Submitted by: Gwendolyn C. Coleman, Director • Department of Human/Social Services ROAN O KE April 21, 2025 Title: FY 2024 HUD Continuum of Care (CoC) Grant Award — Homeless Assistance Team (HAT). Background: The Continuum of Care ("COC") is a group consisting of service providers, neighboring localities, including the City of Roanoke, and homeless/formerly homeless individuals, whose role is to develop a long-term strategic plan and manage a year-round planning effort that addresses the identified needs of homeless individuals and households; the availability and accessibility of existing housing and services; and the opportunities for linkages with mainstream housing and services resources. On January 17, 2025, the U.S. Department of Housing and Urban Development(HUD) released the FY 2024 CoC program competition grant awards. These Continuum of Care (CoC) grants will help end homelessness and provide critically needed support to local programs on the front lines of serving individuals and families experiencing homelessness. The City of Roanoke received $150,059 for the Homeless Assistance Team (HAT).program. The Homeless Assistance Team (HAT) street outreach program goals are to assist homeless persons in their transition from the streets to emergency shelters and/or directly into permanent housing. Street outreach is conducted through "drop-in" hours, at partner agency sites and in places not designed for human habitation. Through contacts and engagement, staff provides limited case management services, including agency referrals; security deposits, transportation, and assistance with obtaining identification documents. These funds are FY 2024 HAT project renewal funds from HUD and require a local match in the amount of $54,201. A cash match requirement is being provided by the City of Roanoke in the amount of$54,201. Recommended Action: Accept the HUD HAT award in the amount of$150,059 and authorize the City Manager, or designee, to take such actions and execute such documents as may be necessary to obtain, accept, implement, administer, and use such grant funds, including execution'of any required grant agreement, such documents to be in a form approved by the City Attorney. Adopt the accompanying budget ordinance-to establish revenue estimates in the amount of $150,059 for Federalgrant funds and $54,201 for local match funds. Transfer funding in the amount of$54,201 from the Transfer to Grant Fund and appropriate funding in the amount of $204,260 to accounts to be established in the Grant Fund by the Director of Finance. Valmarie Turner, City Manager DEPARTMENT OF SOCIAL SERVICES 1510 Williamson Road,NE Roanoke,Virginia 24012 540.853.2591 fax: 540.853.2°27 ROANOKE 0 April 17, 2025 Mr. Matt Crookshank 0 0 Human Services Administrator 1 S.Jefferson Street Roanoke, VA 24011 Dear Mr. Crookshank: • • This letter is written in support of the Renewal Grant from the U.S. Department of Housing and Urban Development for continued funding for the Homeless Assistance Team_(HAT). This program will provide outreach services to homeless individuals and families with children. The City of Roanoke supports this effort and is willing to contribute a local cash match of$54,201 over a one-year period. The renewal of the HAT grant will be very beneficial to the homeless population of the Roanoke Valley. We support your efforts and look forward to a successful grant cycle. Sincerely, - 9wesiog) 041"aal' Gwendolyn C. Coleman Director of Human/Social Services IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 21st day of April 2025. No. 43177-042125. AN ORDINANCE authorizing the acceptance of General Funds from the local host organizations to the City of Roanoke ("City") for the Greater Roanoke and New River Valley Small Business Development Center ("SBDC"); appropriating 2024-2025 Grant Funds; authorizing the City Manager or designee to execute any necessary documents necessary to accept such Funds; 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 City of Roanoke hereby accepts the General Funds from the local host organizations to the City of Roanoke for the Greater Roanoke and New River Valley Small Business Development Center ("SBDC"); to be used for marketing and sponsorships for the Roanoke Regional Small Business Development Center (SBDC) in the amount of$5,000 for the period of January 1, 2024 through June 30, 2025, all of which is more particularly described in the City Manager's Report dated April 21, 2025. 2. The City Manager or designee is hereby authorized to execute and file, on behalf of the City, the grant agreement and all necessary documents required to accept such grant. All documents shall be upon form approved by the City Attorney. 3. The City Manager or designee is further directed to furnish such additional information as may be required in connection with the City's acceptance of this grant. 4. The following sections of the 2024-2025 Grant Fund be, and the same are hereby, amended and reordained to read and provide as follows: Grant Fund Appropriations: Admin Supplies 235-1211-0000-52030-400148 $1,000 .Program Activities 235-1211-0000-52066-400148 500 Meals 235-1211-0000-52447-400148 500 Marketing 235-1211-0000-52018-400148 2,500 Bank Service Charges 235-1211-0000-52057-400148 500 Revenues: Outside 3rd Parties 235-1211-0000-40125-400148 $5,000 5. Pursuant to Section 12 of the Charter of the City of Roanoke, the second reading of this ordinance by title is hereby dispensed with. ATTEST: City Clerk. -- ti City Manager's Report Submitted by: Amanda Forrester, Director -4111111114 Greater Roanoke & NRV Small Business Development Center ROANOKE April 21, 2025 Title: Acceptance and Appropriation of General Funds for the Greater Roanoke and New River Valley Small Business Development Center. Background: .. The Greater Roanoke and New River Valley (NRV) Small Business Development Center (SBDC) is a local subsidiary of the Virginia Small Business Development Center Program, an organization of twenty-five offices across the Commonwealth providing professional business advising, education, research, and business resources to help start, grow, and transition Virginia businesses. This network represents a partnership between the United States Small Business Administration (SBA), George Mason University (GMU), and local host organizations. Local partners include academic institutions, chambers of commerce, municipalities, economic development organizations, and private companies. The City of Roanoke (City)serves as the local host for the Greater Roanoke and NRV SBDC. The SBDC operates a project that is to be maintained separate from the federal operational grant, local cash match, and program projects. This includes revenue and expenses related to operational and program activities such as marketing and event sponsorship, and otherwise unallowable grant expenditures. The appropriation is $5,000 for the period from January 1, 2024, through June 30, 2025. Considerations: City Council action is needed to accept and appropriate funds associated with the City's role as local host for the SBDC. Recommended Action: Adopt the attached budget ordinance to establish a revenue estimate in a grant fund of$5,000 and authorize the City Manager, or designee, to execute any required agreements or documents, such documents to be approved as to form by the City Attorney. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 21st day of April 2025. No. 43178-042125. AN ORDINANCE authorizing the acceptance of Operation Funds from the United States Small Business Administration ("SBA"), George Mason University "GMU"), and local host organizations to the City of Roanoke ("City") for the Greater Roanoke and New River Valley Small Business Development Center ("SBDC"); appropriating 2024-2025 Grant Funds; authorizing the City Manager or designee to execute any necessary documents necessary to accept such Funds; 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 City of Roanoke hereby accepts the Operation Funds from the United States Small Business Administration ("SBA"), George Mason University ("GMU"), and local host organizations to the City of Roanoke for the Greater Roanoke and New River Valley Small Business Development Center ("SBDC"); to be used for salary and benefits for SBDC's four employees,as well as operational expenses by the Roanoke Regional Small Business Development Center(SBDC)in the amount of$380,096 of federal grant funds, $198,769 in local cash matches, and$35,000 from the City, for a total of$613,865, for the period of January 1, 2024 through June 30, 2025, all of which is more particularly described in the City Manager's Report dated April 21, 2025. 2. The City Manager or designee is hereby authorized to execute and file, on behalf of the City, the grant agreement and all necessary documents required to accept such grant. All documents shall be upon form approved by the City Attorney. 3. The City Manager or designee is further directed to furnish such additional information as may be required in connection with the City's acceptance of this grant. 4. The following sections of the 2024-2025 Grant Fund be, and the same are hereby, amended and reordained to read and provide as follows: Grant Fund Appropriations: Employee Wages 235-1211-0000-51002-400010 $359,081 Retirement 235-1211-0000-51105-400010 79,501 Fica 235-1211-0000-51120-400010 27,469 Dental 235-1211-0000-51126-400010 1,039 Health 235-1211-0000-51125-400010 29,844 Life 235-1211-0000-51130-400010 2,768 Disability 235-1211-0000-51131-400010 4,130 Milage 235-1211-0000-52046-400010 3,000 In state travel 235-1211-0000-58352-400010 4,420 Supplies 235-1211-0000-52030-400010 390 Consultants 235-1211-0000-55095-400010 87,500 Program Activities 235-1211-0000-52066-400010 14,723 Revenues: Federal Grant 235-1211-0000-40121-400010 $380,096 Outside 3rd Parties 235-1211-0000-40125-400010 198,769 City Match- 235-1211-0000-40126-400010 $ 35,000 Transfer from General Fund 5. Pursuant to Section 12 of the Charter of the City of Roanoke, the second reading of this ordinance by title is hereby dispensed with. ATTEST: • e _ City Clerk. a _ City Manager's Report '��' Submitted by: Amanda Forrester, Director Greater Roanoke & NRV Small Business Development Center ROANOKE April 21, 2025 Title: Acceptance and Appropriation of Operation Funds for the Greater Roanoke and New River Valley Small Business Development Center. Background: The Greater Roanoke and New River Valley (NRV) Small Business Development Center (SBDC) is a local subsidiary of the Virginia Small Business Development Center program, an organization of twenty-five offices across the Commonwealth providing professional business advising, education, research, and business resources to help start, grow, and transition Virginia businesses. This network represents a partnership between the United States Small Business Administration (SBA), George Mason University (GMU), and local host organizations. Local partners include academic institutions, chambers of commerce, municipalities, economic development organizations, and private companies. The SBDC provides services to the greater Roanoke area, Franklin County, Alleghany Highlands, and the New River Valley. The City of Roanoke has been the host organization since September 2023. Because the SBDC operates on a calendar year, the date range for this acceptance of funds is January 1, 2024, through June 30, 2025, spanning two calendar years. This includes the appropriation of$613,865 associated with the salary and benefits for SBDC's four employees, as well as operational expenses. Funding for the SBDC includes $380,096 of federal grant funds, $198,769 in local cash matches, and $35,000 from the City. Considerations: City Council action is needed to accept and appropriate funds associated with the City's role as local host for the SBDC. Recommended Action: Adopt the attached budget ordinance to establish a revenue estimate in the Grant operation fund of$613,865 and authorize the City Manager, or designee, to execute any required agreements or documents, such documents to be approved as to form by the City Attorney. uocusign nveiope u.r 1ruuumr-zitr-4a it-Hau.-or iorvcorarl. SUBCONTRACT AGREEMENT BETWEEN GEORGE MASON UNIVERSITY AND THE CITY OF ROANOKE This Agreement("Agreement")is entered into by and between GEORGE MASON UNIVERSITY, ("Mason"), an educational institution and an agency of the Commonwealth of Virginia and AND THE CITY OF ROANOKE, ("Subcontractor"), also an educational institution and agency of the Commonwealth of Virginia. WHEREAS,The United States Small Business Administration("Funding Agency")has awarded Mason a cooperative agreement for the project titled, " Program Year 2024 Small Business Development Center Program,"Notice of Award, SBAOEDSB240099-01-00, CFDA No. 59.037, ("Prime Award"); CFDA number 59.037 ; and WHEREAS,The City of Roanoke has proposed to collaborate with Mason on the Prime Award; and NOW,THEREFORE,in consideration of the mutual promises and benefits hereunder and other good and valuable consideration,the parties mutually agree to all of the following: 1. DEFINITIONS A. "George Mason University"("Mason")shall mean the university, its employees and agents. B. "The City of Roanke"shall mean the Subcontractor, its employees and agents. 2. SCOPE OF WORK("SOW") Subcontractor agrees to perform the work described in the Statement of Work. The work to be performed and the Planned Milestone Accomplishments are included as Attachments 1 and 3, respectively, and are incorporated herein. The State VSBDC shall perform the work described in Attachment 2, incorporated herein,for your information. 3. TERM AND TERMINATION A. The period of performance(`Term") shall begin on January 1,2024,and shall not extend beyond December31,2024("End Date"), unless mutually agreed in writing by both parties. B. Any extension,continuation,or further funding of this Agreement beyond the End Date shall be subject to: i. appropriate time extension approvals by Mason or the Funding Agency, as applicable;and ii. continuation by the Funding Agency of the Prime Award and authorization by the Funding Agency of specific funds for the Subcontractor's portion of the work. C. This Agreement may be terminated: i. any time the Prime Award is terminated by the Funding Agency,and Subcontractor receives from Mason written notice to that effect; or ii. if Subcontractor fails to perform any obligation under this Agreement, Mason gives Subcontractor thirty(30)days written notice of pending termination, and Subcontractor fails to cure or correct said deficiency within such thirty day period,or such period as the parties may mutually agree in writing; or iii. without cause by either party, by giving at least thirty (30)days advance written notice to the other party prior to the End Date of this Agreement. VODU.7yII CIIVCIUJ lu. IrUUL'J I r I-),C1 Cl IL-AM/JUL.I LVro v D. In the event of termination, Mason shall reimburse Subcontractor for actual costs incurred up to the date of termination, and for any non-cancelable commitments and obligations made prior to the date of notice of such termination. Reimbursement shall be made in accordance with sections 5 and 6 of this Agreement 4. BUDGET A. This is a cost reimbursable agreement The not to exceed budget, in the amount of$25,442.00, for Subcontractor's performance under this Agreement is provided in Attachment 4, incorporated herein. B. Total expenditures for Subcontractor's performance shall not exceed the budgeted amount stated in Attachment 16, except as provided in section C of this paragraph. C. Additional funds not allocated in Attachment 4 may be awarded to Subcontractor if mutually agreed to in writing by both parties. Any such additional funds shall be subject to availability from Mason or the Funding Agency. To apply for additional funds under this paragraph, Subcontractor shall at any time during the Term of this Agreement, submit one copy of the proposed budget changes to the Mason Administrative Contact identified in section 7(B)of this Agreement. 5.ALLOWABLE COSTS The allowability of costs under this Agreement shall be determined in accordance with: i. The provisions of the Prime Award; and ii. Subcontracts with Educational Institutions—FAR, Subpart 31.3;Subcontracts with Nonprofit Organizations-FAR, Subpart 31.7;or Subcontracts with Commercial Organizations—FAR,Subpart 31.2,as applicable; and iii. The prior,written approval of the State Director for all unplanned, out-of-state,travel not included in the budget as submitted in the annual proposal. 6. PAYMENT A. Subcontractor may submit invoices to Mason not more than once per month and Mason shall reimburse Subcontractor only for actual costs incurred on the project. B. Total reimbursement shall not exceed the amount allocated in the Prime Award, identified in Attachment 4, except as provided in section 4.C.of this Agreement. C. Invoices shall reference the name of this project titled,Program Year 2024 Small Business Development Center Program,"and the Mason Subaward Number E206605D. Invoices shall also include the approved budget as stated in Attachment 4 of this Agreement, the expenditures for the period being invoiced,the total expenditures to date,the remaining balance of the budget and detailed documentation for all expenses shall also be provided. The Subcontractor's fiscal agent will certify invoices for accuracy and propriety. A sample invoice format to be used for this Agreement is provided as Attachment 5. A final invoice is due within sixty(60)calendar days following the End Date or termination date of this Agreement. Each invoice shall be sent to the following` Accounts Payable 4400 University Drive, MSN 3C1 George Mason University Fairfax,VA 22030 Or email invoices to the following address: acctpay@gmu.edu D. Mason retains the right to review any and all payments or reimbursements made to Subcontractor. If, upon review, any such fund transfer is found to be incorrect for any cause or disallowed under the Prime Award, Subcontractor shall return such funds upon demand to Mason. Mason may,in its sole discretion, deduct such funds from future payments to be made uocu ign t nvelope tu. Iruuu,rt-uocr-'+a I[-t u.-oL iur,rcorUti. to the Subcontractor,without prejudice;subject,however,to the Subcontractor's right thereafter to establish the appropriateness and validity of any costs disallowed under this Agreement 7. SUBAWARD CLOSE OUT Along with any other reports or deliverables required hereunder, Subrecipient shall submit its final invoice and Release and Assignment form to Mason within sixty(60)calendar days following the End Date or termination of this Agreement Payment of the final invoice will be withheld pending: A. Completion, submission and acceptance by Mason of all work performed under the Statement of Work; B. Completion of Subrecipient's Release Form and patentJnvention report found at: https://osp.gmu.edu/forms/and any other forms,as requested;and C. Clear,visible, and proper marking of"Final Invoice"on the actual final invoice. 8. PRIME AWARD TERMS AND CONDITIONS It is understood that this Agreement is issued under an award from the Prime Sponsor and all applicable requirements,regulations and provisions of the Prime Award are hereby incorporated into this Agreement as Attachment 16. Furthermore, the Certifications,Clauses,and Regulations of Appendix A are hereby incorporated. 9. KEY PERSONNEL A. The Mason Project Director is Ms.Jody A. Keenan, who shall be responsible for the overall direction and coordination of the work to be performed under this Agreement and the Prime Award. All correspondence or notices of a technical or programmatic matter related to this Agreement shall be forwarded to Ms.Jody A. Keenan at the below referenced address. B. Subcontractor's Principal Investigator responsible for the conduct of the work related to this Agreement is Mrs.Amanda Forrester. Any correspondence or notices of a technical or programmatic matter related to this Agreement shall be forwarded to Mrs.Amanda Forrester. Should Subcontractor's Principal Investigator become unavailable, Subcontractor shall propose a substitute principal investigator subject to approval in writing by Mason and the Funding Agency. MASON THE CITY OF ROANOKE Jody A. Keenan, Director, Amanda Forrester VA Small Business Development Centers Network 1 South Jefferson Street, George Mason University Roanoke,VA 24011 4031 University Drive, Suite 200 Phone: 540-815-0012 Fairfax,VA 22030 aforrester@roanokesmallbusiness.org Phone: 703-277-7727 FAX 703-352-8518 Email: jkeenan@gmu.edu uocu ign tnvelope Iu.l ruuurrr-ostr-qa ic-raauroc IUl-to I 10. NOTICES AND CORRESPONDENCE All administrative, contractual,and business notices required by this Agreement shall be made in writing and sent prepaid by certified mail to the person and address of the Mason Administrative Contact and Subcontractor Contact identified below,as applicable: MASON THE CITY OF ROANOKE Karen Gentry Amanda Forrester Contracts Administrator 1 South Jefferson Street, Office of Sponsored Programs Roanoke,VA 24011 George Mason University Phone:540-815-0012 4400 University Drive, MSN 4C6 aforrester@roanokesmallbusiness.org Fairfax,VA 22030 Phone: 703-993-9306 FAX 703-993-2296 Email: kgentry4@gmu.edu 11. AUDIT AND COMPLIANCE The provisions of the Single Audit Act of 1984, or 2 C.F.R. §200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, as applicable, shall apply to this Agreement. Subcontractor shall submit one(1)copy of its most recent audit report to Mason's business official as identified in Section 6(C)of this Agreement Additionally, Subcontractor shall comply with the audit requirements and information set forth in Attachment 6, incorporated herein. 12. OTHER FEDERAL GRANTS Prior to any application for other federal grants for the Subcontractor's SBDC, Subcontractor's Director shall submit a written request for authorization to the State Director,who will then forward the request to the U.S. Small Business Administration,as required. No application may be filed unless approval is received. 13. EQUIPMENT ACCOUNTABILITY AND DISPOSITION Any and all equipment purchases pursuant to this Agreement shall be treated in accordance with the provisions of the Prime Award in effect on the date of execution of this Agreement,except as modified by this Agreement. 14. LIABILITY AND INSURANCE Mason and Subcontractor are State agencies and are self-insured by the Risk Management Plan of the Commonwealth of Virginia for all claims up to the maximum provided by the Code of Virginia. 15. PUBLICITY AND USE OF NAME A. Any and all news releases, advertising,promotion, sales literature, or other publicity released by either party concerning this Agreement,shall be subject to prior written approval of the other party, and subject to the prior written approval of the Funding Agency, as appropriate. Any such publicity shall credit the contributions of each party pursuant to the terms and conditions of the Publication and Disclaimer Information Document,Attachment 7, incorporated herein. B. Neither party shall use the name,insignia, or trademark of the other party, nor any adaptation thereof, nor the names of any of its employees in any advertising,promotion or sales literature without the written consent of the other party. When such authorization is granted, only the George Mason University and SBA logos depicted in Attachment 8 shall be used. 16. INTELLECTUAL PROPERTY A. Subcontractor and Mason agree to report promptly and fully to each other any research results including but not limited to inventions, improvements,discoveries, or developments which maybe patentable or copyrightable resulting from this mutual collaboration. The receiving party shall uocu tgr t nvelope lu_ Iruuurrr-uocr-q+a lc-rAyuroc tutu core hold such disclosure on a confidential basis and will not disdose the information to any third party without consent of the disclosing party. B. As a general principle,any invention,improvement,discovery, or developments arising from this agreement whether patentable, copyrightable or not,which are made by employees of Mason shall belong to Mason(hereinafter"University Intellectual Property")and those made by employees of Subcontractor shall belong to Subcontractor. C. Due to the close interaction of Subcontractor and Mason researchers and the collaborative nature of this team effort,it may be impossible to identify or separate the contributions of each party. In such cases,inventorship shall be determined by legal means,and in cases where inventors are from both Subcontractor and Mason,title to the intellectual property shall be held jointly. Subcontractor and Mason agree to negotiate in good faith a license agreement to allow for effective commercialization of jointly held intellectual property. D. It is possible that Subcontractor or Mason may possess rights in background intellectual property, that is,intellectual property not otherwise subject to this agreement,which would be useful or essential to the practice or commercialization of the results of projects arising from this agreement. Where Mason and Subcontractor determine that background tedmology may exist,Subcontractor and Mason will use reasonable efforts to negotiate licensing rights that will allow the practice and commercialization of these results. 17. CONFLICT RESOLUTION A. As set forth in 13 C.F.R. §130-350(B), the State Director shall serve as the principal contact point for all matters involving the Small Business Development Center program network. Every effort will be made to resolve any questions or conflicts regarding the programmatic and financial operations of the program at the State Office level. B. In those instances where issues and problems cannot be resolved at the State Office level,the issue will be referred in wilting by the State Director and the Subcontractor's Director to the President of George Mason University. C. Unresolved disputes shall then be resolved in accordance with the disputes provisions of the Commonwealth of Virginia Vendor's Manual. Neither the existence of a claim or a dispute resolution process, litigation, or any other provision of this Agreement,shall excuse the Host from promptly complying with the changes ordered by the State Office or with the performance of this Agreement generally. 18. SUBCONTRACTING A. Except as may be provided elsewhere in this Agreement,Subcontractor shall not enter into any sub-agreements, in whole or in part, without the prior written approval of Mason, and subject to such conditions Mason may require. Purchase Orders and other routine expenditures are not subject to this provision. B. Pursuant to the conditions of the Prime Award,the Subcontractor shall not charge or receive indirect costs on any lower tier subcontracts issued under this Agreement 19. REPORTS A. Subcontractor shall provide reports as required by the State Director pursuant to the terms and conditions of Attachment 9 and its sub-attachments, 9(a)through 9(e), incorporated herein. B. All Reports shall be submitted to the State Director at the address identified in Section 7(A)of this Agreement. 20. LOCAL CENTER SITE REQUIREMENTS Subcontractor's site shall meet the requirements of Attachment 10, incorporated herein. 21. RECORDS/RECORDS RETENTION A. Fiscal Records-Subcontractor shall maintain such books, records,documents,and other evidence, accounting procedures, and practices sufficient to reflect properly all direct and indirect costs of whatever nature it claims to have incurred for the performance of this Agreement. UUUUOI9I I CI II/ell/lie IL/. I F LJULJ I I-I-JJLI--V.'J I L-r oUJ-U L-1 Ur,LC!I J I V B. Technical Records -Subcontractor shall keep clear and accurate records of the procedures conducted and data collected throughout the Term so that the progress of the project may be readily evaluated at any time by Mason's Project Director. C. Audit of Books -Financial reports, supporting documents and other records related to this Agreement shall be retained by Subcontractor fora period of three(3)years from the date of final payment except that records that relate to audits,appeals, litigation or the settlement of claims arising out of performance of this Agreement shall be retained until such audits,appeals,litigation or claims have been disposed of. D. Management Information System—The Subcontractor is required to operate the Center's IC Management Information System to track client cases,training events, and economic impact. Centers are required to have Internet access and e-mail capacity. E. In-Kind Contributions—The Subcontractor is required to maintain a record of all in-kind contributions pursuant to the format of Attachments 11 and 12, incorporated herein. 22. REPRESENTATION ON LOAN AND OTHER CREDIT ORGANIZATIONS Subcontractor shall not make loans,service loans, or make credit decisions regarding the award of loans. In accordance with SBA policy, Subcontractor must avoid any real or perceived conflict of interest. Subcontractor's directors and employees may not participate on loan committees. 23. LEGAL INFORMATION Providing any legal services or advice, other than the dissemination of business law-related documents is strictly prohibited. 24. CONFLICT OF INTEREST Prior to performing any work, and annually thereafter, all directors,employees, counselors, consultants, and volunteers of Subcontractor shall review the"Conflict of Interest Policy for Employees of Virginia Small Business Development Centers"and shall sign the appropriate"Conflict of Interest Policy Statement"incorporated herein as Attachments 13 and 14, respectively. The Subcontractor's Director shall review and sign all such statements. The Director's original statement shall be sent to the State Office. For all other staff and volunteers, one copy of their statement must be sent to the State Office and the original shall remain with the Subcontractor. 25. POLICY AND PROCEDURE MANUAL Subcontractor agrees to read and understand the Virginia Small Business Development Center Policy and Procedures Manual,Version 10/2004,as issued in October,2004. A change control process, included as Attachment 15, incorporated herein, will be in effect for any future revisions of the Policy and Procedures Manual. 26. RELATIONSHIP The relationship of the parties to each other is solely that of independent contractors. Neither party shall be considered an employee,agent,partner or fiduciary of the other except for such purposes as maybe specifically be enumerated herein, nor shall anything contained in this Agreement be construed to create any partnership or joint venture between the parties. Subcontractor shall not enter into any agreement or incur any obligations on Mason's behalf, or commit Mason in any manner without Mason's prior written consent. 27. CONFIDENTIALITY AND CLIENT FILES A. All financial,statistical, personnel, and/or technical data fumished by,produced for, or otherwise available to clients of the Subcontractor are confidential. Confidential client information shall not be released without prior written approval of the client. B. Only staff who have executed conflict of interest statements may have access to confidential information. C. All confidential information shall be stored in a secured area or in lockable cabinets. The State Office will notify the Subcontractor in advance of any surveys involving client contact. uuuu iyrl CI IVUIL/Itl lu. I ruuu!r(-JJCr-YU 1 CY17uJ-oC I u!1(Lo/.7/li D. Section 2.1-342.01, B.20 of the Virginia Freedom of Information Act excludes from public disclosure confidential,proprietary records collected by the Virginia Small Business Development Center in business development activities. 28. PUBLICATION Publication of Results—Subcontractor is encouraged to publish the results of this research project. All research reports and other publications relating to the work under or as a result of this Agreement shall: i. bear proper acknowledgment of the support provided by the Prime Award from the Funding Agency; ii. ensure that Mason and the Funding Agency have a royalty-free, non-exdusive and irrevocable right to reproduce, publish or otherwise use,and to authorize others to use, any copyrightable material that is developed under and as a result of this Agreement;and iii. contain any required disdaimer pursuant to Attachment 7 and use only the authorized logos depicted in Attachment 8. 29. STANDARDS OF WORK Subcontractor agrees that the performance of the work and services of this Agreement shall conform to the highest professional standards. 30. TAXES Subcontractor shall pay all current and applicable local, city,county,state and federal taxes, licenses and assessments related to the Statement of Work be performed by Subcontractor including, but not limited to,those payments required by the Federal Insurance Contributions Act,the State Employment Tax Acts,and any other laws under which Subcontractor may be liable. 31. GOVERNING LAW This agreement shall be enforced and interpreted under the laws of the Commonwealth of Virginia. All disputes arising under this Agreement shall be brought before a proper state court in the Commonwealth of Virginia. 32. SOVEREIGN IMMUNITY Nothing in this Agreement shall be deemed a waiver of the sovereign immunity of the Commonwealth of Virginia. 33.WAIVER A. The failure of a party to enforce any provision in this Agreement shall not be deemed a waiver of such right. B. No waiver of any right under this Agreement shall be effective unless agreed to in writing by both parties. 34. CHANGE PROCEDURES Any changes to the VSBDC Policies and Procedures Manual, or other internal documents governing the operation of the VSBDC shall be made pursuant to the requirements and procedures contained in Attachment 15, incorporated herein. 35.ASSIGNMENT Neither party shall assign or otherwise transfer its rights or delegate its obligations under this Agreement without both parties' prior written consent. Any attempted assignment,transfer, or delegation without such consent is void. All of the terms and provisions of this Agreement are binding upon and inure to the benefit of the parties hereto and their successors and assigns. 36. SPECIAL PROVISIONS It is understood that this Agreement is awarded under a grant from the Funding Agency. The Clauses, Certifications, Regulations, and Requirements of the Prime Award are identified in Attachments 16 and Appendix A, and are incorporated herein. UUGUJIyI I LI IVGIUjJC IU. II ULUr Fr-JJCr-Y.7 C-J177VJOC I Uf11LUr.7r 1, 37. MODIFICATIONS Any and all modifications to this Agreement,including but not limited to budget modifications and changes to the Statement of Work,shall be submitted by the Subcontractor to the Mason Administrative Contact. No modification to this Agreement shall be valid without the signatures of a duly authorized representative of both parties. 38. SEVERABILITY Should any portion of this Agreement be declared invalid or unenforceable for any reason, such portion is deemed severable from the Agreement and the remainder of this Agreement shall remain fully valid and enforceable. 39.NON-DISCRIMINAII ON Mason and Subrecipient shall abide by the requirements of 41 CFR 60-1.4(a),60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities,and prohibit discrimination against all individuals based on their race,color, religion,sex,sexual orientation,gender identity, national origin,and for inquiring about,discussing or disclosing compensation. Moreover,these regulations require that covered prime contractors and Subrecipients take affirmative action to employ and advance in employment individuals without regard to race, color,religion,sex,sexual orientation, gender identity, national origin,disability or veteran status. 38. ENTIRETY This Agreement constitutes the entire understanding of the parties regarding the subject matter hereof, and supersedes all prior oral or written agreements regarding the subject matter hereof. IN WITNESS WHEREOF the parties have executed this Agreement on the dates set forth below to be effective as of the date first above written. For: GEORGE MASON UNIVERSITY For: THE CITY OF ROANOKE DocuSigned by: Docu3igned by: 1cL4 to,S66 i el9t,Vf S C6Wl1L) jr. By: By. 7R17RRAf174154FF I'lr� Robert s Cowell , Jr. Associate Vice President of Research Operations City Manager Date 4/30/2024 Date:4/30/2024 vua.u�ly1I L_I I V CIIJpC ILA. I I LJULJ I I I—JJLI—.IV I L—AAOJ'OL I(HALLO!U I/ .. Attachment 1:Statement of Work The Subcontractor shall conduct the work detailed below and, in all Attachments, incorporated in the subcontract. The Subcontractor's responsibilities shall include: 1. The management by a Center Director with the technical background and experience needed to assist small businesses in analyzing their problems and needs,as well as the ability to engage various service providers to furnish maximal assistance to small businesses in the designated service area. The appointment of the Director of the Subcontractor must be approved jointly by the State Director and the presiding official of appropriate host institutions. 2. The responsibilities for meeting center,needs, and supporting the overall development of the Virginia Small Business Development Center(Virginia SBDC)network. 3. Counseling Services. Provide consistently high-quality counseling services to its clients.The emphasis within the counseling effort is on clients with economic impact potential, and other special emphasis groups as mandated by the U.S.Small Business Administration. 4. Counseling Staff Management. Select,train, and manage paid and volunteer counselors who have appropriate technical experience and communication skills to provide counseling services that will meet a broad range of small business client requests. 5. Training Events. Plan,develop, schedule, and implement a series of educational seminars, conferences, and workshops appropriate to the specific needs of small business clients in the designated service area. Some of these seminars must be designed to specifically meet the needs of pre-business and start-up clients,thereby permitting the effective use of Subcontractor counseling services.These educational events must be sponsored or co-sponsored by the Subcontractor. In all instances, the Center Director is responsible for providing consistently high-quality training events.The State Director may recommend special purpose or emphasis events. 6. Professional Development.As an essential component to ensuring and maintaining high quality performance development plan for each employee considering his or her position in the Center, existing skills, and the local needs and strategic directions of the Virginia SBDC.A similar professional development plan for the Professional development plans will be updated annually, and will take into consideration available funding for professional development purposes. 7. Meeting Attendance and Communication. Attend all Virginia SBDC network meetings. Subcontractor's Director shall apprise the State Director of issues concerning its Center. 8. Relationships with Service Area Organizations. Provide technical advice and guidance,and serve as a business and economic information focal point for small businesses in their designated service area The Subcontractor Director shall maintain working relationships with small business organizations, co- sponsors, advisory boards (if appropriate), and other entities in support of Virginia SBDC programs. The Subcontractor Director will develop and coordinate resources,needed or existing,which are advantageous to small businesses. Coordination should include, but is not limited to, economic development officials, banks and lenders,chambers of commerce, community colleges, SBA Resource Partners including SCORE,WBC and VBOC, Genedge,USEAC, PTAC,trade associations,CIT,Virginia Department of Small business Supplier Diversity,Virginia Small Business Financing Authority, Virginia Economic Development Partnership—incubators,accelerators,entrepreneurship centers and business service providers. Subcontractors shall not compete with the private sector and should make every effort to avoid the appearance of such. uocu ign tnvelope lu: bA!ii(9/c 9. Statewide Programs and Marketing Events. Promote awareness,actively market Virginia SBDC seances, and participate in Virginia SBDC network statewide programs.This includes distributing marketing materials, promoting,and/or participating,to the extent possible,in any projects undertaken by the State Office. 10. New Positions. Report the creation of any new positions, as well as any changes to current positions,to the State Office.The State Director may request information from the Subcontractor to determine the budget impact of staff additions or changes. 11. Research Projects. Ensure that research projects performed under this agreement haw a direct benefit to the small business community served by the Subcontractor and fall within the mission of the Virginia SBDC network. 12. Geographical Responsibility.The geographical responsibility of the Roanoke Regional SBDC shall include the Counties of Roanoke, Botetourt,Alleghany, Franklin,Pulaski,Giles, Floyd,the Cities of Roanoke, Salem, Radford, and the Towns of Blacksburg, Christiansburg, Pearisburg,Narrows. DocuSign Envelope ID:1 FDOD7F7-53EF-491E-A903-8E16A728797C A M -E. R i :C' A--AeS V R G I N I A Attachment 2: Virginia SBDC Responsibilities The State Office directs and monitors the program activities and financial affairs of the Virginia SBDC network. As the program control center,the Virginia SBDC provides administrative services to the SBDC program. A. The Virginia SBDC Office responsibilities shall include: 1. Program management: management of the administration and direction of the program. 2. Maintenance of SBDC compliance with applicable laws, regulations, OMB circulars and Executive Orders. 3. Negotiation and Implementation of the U.S. SBA Cooperative Agreement, and development and coordination of the "Proposal for Continuation of Funding"to the U.S. SBA. 4. Program development: management of the growth of the Virginia SBDC network and the expansion of program services. 5. Financial accounting: accounting, examination, and advisement related to use of overall grant funds. 6. Internal quality control: assessment of effective and efficient use of funds. 7. Reports management: collection, compilation, and reporting of required information to SBA and George Mason University. 8. Promotion and public relations of the statewide Virginia SBDC network. B. The Virginia SBDC Director's responsibilities shall include: 1. Serve as the principal contact point for all matters involving the Virginia SBDC network, and maintains communication with local centers, hosts and sponsors. 2. Conduct a yearly review to evaluate regional center performance relative to the mission of the Virginia SBDC program. 3. Approve all hiring of local center Directors. 4. Create professional development plans for the Subcontractor's Director In co-operation with the Subcontractor's Director and the appropriate host institution. 5. Complete an annual client satisfaction survey. 6. Maintain the Virginia SBDC Policy and Procedure Manual, and the adoption of all modifications through the change control process. 7. Distribute funding to the SBDCs and monitor the efficient and effective use of these funds. 8. Assure conflict of Interest statements are signed by all State Office personnel. uocu ign tnvelope lu:-iv UUU/r!-b3tr-4a1t-A U3-t3t1oi/zura/c Network Planned'Milestones Worksheet - Virginia SBDC,Virginia Program Year(CY): 2024 Recipient Organization: George Mason University SBA Project Officer: William Pocan (NOTE:Insert or delete rows as needed. Do not delete classification headings.Do not leave excess space) 1.MAJOR PROGRAM OBJEC11VES GOAL 1 Workforce Capacity,Learning and Diversity Objective 1 Maximize and enhance center resources for consistency and quality across the network and between centers. Objective 2 Establish onboarding and professional development criteria to ensure advisors have the skills necessary to meet core and specialized business needs Objective 3 Evaluate funding models and grow funding to kee expanded staff hired with CARES and Go Virginia Funding_ Objective4 Increase the diversity of the network workforce- GOAL 2 Standardized Materials for a Consistent Client Experience Objective 1 Create a library of ready-to-deliver training that can be used Network-wide to deliver a standardized training experience for businesses Objective 2 Create a library of templates that can be used Network-wide to deliver a consistent high-quality client experience. Objective 3 Create marketing materials/templates and standardized messaging to market the SBDC. Objective 4 Create systems/processes to communicate time) information to SBDC clients. 2.SPECIAL PROJECTS -- - — _-- 3.RESEARCH PROJECTS -- Project Nance _ - -_0_ Duration of Project 'II Project-Cost II- Description/Benefit to Small Business Community- I I I 4.PUBLICATIONS Name of Publication p • Distribution Client Profiles Distributed to funders.stakeholders,partners,centers and clients 5 NON-FEDERAL FUNDING SOURCES((Match Contributions) . M fhy untapa lC Private Sector Academic Sector State(Line item or other) . Name of Entity ounty UNIVERSITIES(CASH AND INKIND) $ - $ 999,636.69 $ - $ - $ COMMUNITY COLLEGES(CASH AND INKIND) $ - $ 156,927.18 $ - $ - $ - LOCAL GOVTS(CASH AND INKIND) $ - $ - $ - $1,043,798.51 $ 21,192.49 PRIVATE SECTOR(CASH AND INKIND) $ 147,694-00 $ - $ - $ - $ OTHER ECONOMIC DEVELOPMENT ORGS(CAS $ - $ - $ - $ 633,585-50 $ - UNRECOVERED INDIRECT-UNIV.&CC $ - $ 1,006,769-45 $ - $ - $ - OTHER(CASH AND INKIND) $ - $ - $ - $ - $ 15,238.00 5$ .#-..n «14T7;694f00)15;r 21153 273132i ft$; "-_ -. 4-- Sajf$67,7k3$ 10;1 L$ 36;43os49t 6.GOALS - Focus Area: (Fill In Below) Underserved• ,, Clients Advised flew Business Capital Infusion .:• Communities Starts Transactions Number of underserved small businesses which .receive a,loan or equity • investment` • Name of Service Center Total 350 Total 35 Total 0 Total 0 Capital-Re-liar-F.---- _ _ ----letgrtr 88 tstartr 1st Qrtr tstQrtr ---- 2nd Qrtr 87 2nd Qrtr 18 2nd Ore 2nd Qrtr 3rd Qrtr 88 3rd Qrtr 3rd Qrtr 3rd Qrtr - _ - " - - -- - - 4th Qrtr 87 4th Qrtr 17 4th Qrtr 4th Qrtr Name of Service Center Total 300 Total 15 Total 0 Total 0 Central Virginia list Qrtr 75 1st Qrtr 1st Qrtr 1st Qrtr Central,=Culpepef ' - i 2nd Qrtr 75 2nd Qrtr 8 2nd Cat 2nd Qrtr --------- 3rd Qrtr 75 3rd Qrtr 3rd Qrtr 3rd Qrtr v__" _ -_ ---- - " _—_4th Qrtr 75 4th Qrtr 7 4th Qrtr 4m Qrtr Name of Service Center Total 480 Total 25 Total 0 Total 0 Hamtpon Roads--_- 1stCrt 120 1st Oar 1st Qrtr tstQrtr --—--- ---- --------- 2nd Qrtr 120 2nd Qrtr 12 2nd Qrtr 2nd Qrtr — 3rd Qrtr 120 3rd Qrtr 3rd Qrtr 3rd Qrtr _. ---__ 4th Qrtr 120 4th Qrtr 13 4th Qrtr 4th Qrtr Name ofrService Center Total 412 Total 21 Total 0 Total 0 Laurel Ridge — - —1st Pit 103 tstGrtr 1st Qrtr 1st Qrtr Middletown,Fauguier 2nd Qrtr 103 2nd Qrtr 11 2nd Qrtr 2nd Qrtr 3rd Qrtr 103 3rd Qrtr 3rd Qrtr 3rd Qrtr —___ 4th Qrtr 103 4th Qrtr 10 4th Qrtr 4th Qrtr DocuSign tnvelope ID.1FDOD7F7-53EF-491E-A903-8E16A728797C - Focus Area: (Fillln Below) • Underserved New Business Capital Infusion ` Clients Advised P • Communities Starts Transactions Number of underserved small businesses which receive a loan or equity; 1 investment Name of Service Center Total 400 Total 30 Total 0 Total 0 Longwood' - _ 1st Qrtr 100 1st Qrtr 1st Qrtr 1st Qrtr Central,Western,Eastern 2nd Qrlr 100 2nd Qrtr 15 2nd Qrtr 2nd Qrtr -- -- --- ---- - 3rd Qrtr 100 3rd Qrtr 3rd Qrtr 3rd Ortr 4111 Qrtr 100 4th Qrtr 15 4th Qrtr 4th Qrtr Name of Service Center - Total 250 Total- 15 Total 0 Total 0 Loudbiii _ 1st Qrtr 62 1st Qrtr 1st Qrtr 1st CM -- -- 2nd Qrtr 63 2nd Qrtr 8 2nd Qrtr 2nd Qrtr '3rd Qrtr 62 3rd Qrtr 3rd Ortr 3rd Qrtr 4th Qrtr 63 4th Qrtr 7 4th Qrtr 4th Qrtr Name of Service Center Total 115 Total 20 Total 0 Total 0 Lynchburg Regional lst Qrtr 29 1st Qrtr 1st Qrtr lstQrtr 2nd tart 29 2nd Qrtr 10 2nd Qrtr 2nd Qrtr - 3rd Qrtr 29 3rd Qrtr 3rd Qrtr 3rd Qrtr 4th Qrtr 28 4th Qrtr 10 4th Qrlr 4th Qrtr Name of Service Center Total 1022 Total - 50 Total 0 Total 0 Mason&_CBP ---- - ---1st oar 255 1st Qrtr lstQrtr 1st Qrtr 2nd Qrtr 256 2nd Qrtr 25 2nd Qrtr 2nd Qrtr 3rd Qrtr 255 3rd Qrtr 3rd Qrtr 3rd Qrtr 4th Qrtr 256 4th Qrtr 25 4th Qrtr 4th Qrtr ---------- Name of'Service Center -Total 500 Total 35 Total 0 Total 0 Roanoke tstartr 125 lstQrtr lstQrtr lstQrtr 2nd Qrtr 125 2nd Qrtr 18 2nd Qi- 2nd Qrtr 3rd Qrtr 125 3rd Qrtr 3rd Qrtr 3rd Qrtr 4th Qrtr 125 4th Qrtr 17 4th Qrtr 41h Qrtr Name of Service Center -Total 275 Total 16 Total 0 Total 0 Shenandoah Valle 1st Qrtr 69 lstQrtr 1st Qrtr 1st Qrtr _..___-- 2nd Qrtr 69 2nd Qrtr 8 2nd Qrtr 2nd Qrtr - 3rd Qrtr 69 3rd Qrtr 3rd Qrtr 3rd Ou r 4th Qrtr 68 4th Qrtr 8 4th Qrtr 4th Qrtr Name of Service Center Total 442 Total 45 Total 0 Total 0 lllnly of lvlary Washington 1st Qrtr 110 1st Qrtr 1st QM 1st Qrtr IFredencksburg,Warsaw - 2nd Qrtr 111 2nd Qrtr 23 2nd Qrtr 2nd Qrtr 3rd Qrtr 110 3rd Qrtr - 3rd Qrtr 3rd Qrtr — 4th Qrtr 111 4th Qrtr 22 4th Qrtr 4th Qrtr Name of ServiceCenter Total 454 Total 70 Total 0 Total 0 SBDCs in southwest Virginia - 1st Qrtr 113 1st Qrtr 1st Qrtr 1st Qrtr BlueRidge Crossroads,Mountain Empire Comm 1 2nd Qrtr 114 2nd Qrtr 35 2nd Qrtr 2nd Qrtr College,Southwest Virginia Comm College, 3rd Qrtr 113 3rd grtr 3rd Qrtr 3rd Qrtr Virginia Highlands Comm College 4th Qrtr 114 4th Qrtr 35 4th Qrtr 4th Qrtr Name of Service Center Total 2500 Total 190 Virginia SBDC Network — 1st Qrtr 1st Qrtr Capital Transactions and Focus Area.Goals are not 2nd Qrtr 1250 2nd Qrtr 90 assigned to individual centers The network totals 3rd Qrtr 3rd Qrtr will be reported. 4th Qrtr 1250 am Qrtr 100 TOTALS: 5000 377 2.500 190 Docus)gn Envelope ID:1FDOD7F7-53EF-491E-A903-8E16A728797C Attachment 4 - Budget & Budget Justification Budget:us:11ailm Worksteet(E60m31e0 C."516) Hot h591aL0a: (.may of 0501/5110 S50C Na1E litrEEMEGIMEIMENI Co'arant Anon, IIIIMIIIIIIMIIM 0 NOT MAKE CHANGES TO ANY CELL THAT IS BLACK OR GREY A.Personnel SSA Casa Match N-pM To61 Napt? 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'dd.kWAQ Direct Cost Totals $ 195,706.00 S 180,500.00 S 35.727.60 S 411,933.00 uocuaign tnveiope w:lruuulr/-5str-491L-AUU 8t16AI23(YfU Budget Justification Proposal to GMU for funding of$195,706 Greater Roanoke and NRV SBDC Network Personnel $316,401.23 $160,140.89 Federal;$156,260.34 Cash match Amanda Forrester,Regional Director,$48,694.72 Federal;$44,814.19 Cash match Heather Fay,Program Director,$39,912.34 Federal;$39,912.34 Cash match Tom Tanner,Advising Director,$34,210.58 Federal;$34210.57 Cash match Jeff Robertson, Part-Time Advisor, $17,948.25 Federal;$17,948.24 Cash match Open Position, Part-Time Advisor, $13,125.00 Federal,$13,125.00 Cash match 1 Open Position, Part-Time Admin, $6,250.00 Federal,$6,250.00 Cash match 2 Fringe Benefits $43,644.32 $21,822.11 Federal; $21,822.21 Cash match Travel $5,620.00 $5,020.00 Federal;$600.00 Cash match Mileage—895 Miles @ $.67,$600.00 Federal; $600.00 Cash match 3 Leadership Meeting Travel,2 nights x 2 staff Mileage$200 Hotel,2 nights @ $150/night $1200 Meals,$36/day$288 VSBDC Professional Development Meeting,2 nights x 6 staff Mileage$500 Hotel,2 nights @$150/night$1800 Meals$36/day$432 1 Thi s position is planned for April—December 2024 2 Position planned forJune—December 2024 3 Mileage includes travel to leadership meetings,VSDBC professional development,and Director/Advi sortravel uocuaign envelope iu: iruuuiri-S.Str-4Ult-H9U3-btl6A(Zb/9ft; Supplies $317.45 $0 Federal,$317.45 Cash match General office supplies Contractual $1,500 $0 Federal;$1,500 Cash match Advisor, $75 for initial session and $50/hour additional sessions 4 Consultants No consultants planned for 2024 Other • $78,654.20 $8,723.00 Federal; $0 Cash match;$69,931.20 In-Kind Rent,$17/sq ft.for 2012 square feet,$34,204 In-Kind Locality Specific Offices, $35,727.20 In-Kind Software,$2,808.00 Federal;$0 Cash match Domain Hosting,$530.00 Federal; $0 Cash match 5 Parking x 6 @$1,500.00 annually, $0 Federal Cell Phone Reimbursements, $3,885 Federal; $0 Cash match 6 4 This includes supportfor Spanish speaking a nd other languages per client requests 5 Includes website urls,security certificates,and web publishing forthree webs ites.(1)Main Website(2)VetBiz Website(3)Smart StartAcademy fi Staff use cel l phones as their ma in phone communication.Directors received$100/month reimbursement and advisors receive$45/month reimbursement. uocubign tnveiope iu:lruwit-I-b3tr-491t-AYO3-8t16A728797G Attachment 4 A.MERICA S SBDCBDC Virginia SBDC Financial Invoice/Statement VIRGINIA SBDC Name: X)000000000C Subaward#: E20X)00(-XX SBA Agreement#: SBAOEDSB240099-01-00 Invoice Date: From: To: George Mason University 4400 University Drive,MS 3C1 Bill To: Fairfax,VA 22030 '`° SBA Grant _ , Current Month(s) Notes (smauntmLe raimbur�y :.try Year-toDate Costs Approved Budget Remaining Balance Any Additional � yI ton . forma Salaries/Wages $ $ $. . . Fringe Benefits $ - $ - $ - Travel $ - $ - $ - Supplies.x $ - $ - $ - Contractual $ - $ - $ - Consultants° . '; $ - $ - $ Other $ - $ - $ - Rent $ - $ - $ - .TotalSBA Grant .$„1 * . - $ .- ` ;: $ $ . - Please pay this amount [ - - ; r Not ~ Current Month(e) _ es ;Cash Match'. ' ` „.`Costs Year-to-Date Costs Approved Budget, Remaining Balance Any Additional ' 9 . ,._ - - ;. .Information Salami/;Wages t. . , $ - S - $ t nge Benefits= . $ - $ - $ - `a el = ,, : ro ,- $ - $ - $ - Mips ies $ - $ - $ - contractua :e'. $ - $ - $ - consultants, ,,-: $ - $ - $ - Other ,a-0 . p $ $ $ aY. , `'`-r% .Rent $ - $ - $ - Total Cash Match $- A . - $ > . $ .$`. - Current Month(s) -.- s Notes - In-kind Match . Year-to-Date Costs Approved Budget Remaining Balance Any Additional ° Costs � ,.. � : .. . . - . . .�. . . .,. , . %-Information Salaries/Wages $ - $ - $ - Fringe Benefits '-:' , . ,, $ - $ - $ - Travel ` ::;.,_.: $ - $ - $ - Supplies ;, .... $ - $ - $ - Contractual°- $ - $ - $ - Consultants . $ - $ - $ - Other . . $ - $ - $ - Rent $ - $ - $ - Waived Indirect ° $ $ - _ $- .-- Total In-kind Match _,. $ n `:`: .. $ -*° °_- . $,. -..., y$ - .. I Pay to: Address: Federal ID#: Submitted by: Title: Organization: Phone: Director's Name: The undersigned certifies that all expenditures(or payment requested)are for appropriate purposes and in accordance with the agreement set forth in the award. Director's Signature. DocuStgn Envelope ID:1FDOD7F7-53EF-491E-A903-8E16A728797C Attachment 6 AMER :ICA -S. VIRGINIA Audit Requirement and Information The Virginia SBDC program falls under Office of Management and Budget Uniform Guidance(the Uniform Guidance replaces CircularA-133:Audits of State and Local Governments and Non-Profit Organizations).All local centers also fall under these regulations as sub-recipients receiving federal awards from a pass-through entity to carry out a federal program.The Virginia SBDC network and therefore the local SBDC must ensure that the following audit requirements and other requirements further explained in the OMB Uniform Guidance, Circulars, and Federal Regulations are met. Each host institution shall be audited for the program year in which this Memorandum of Agreement is in effect. Universities,Colleges and Community Colleges. Universities,colleges and community colleges receiving more than$750,000 in federal awards are subject to federal audit requirements under OMB Uniform Guidance§200.500 and the provisions of the Single Audit Act.Because of this,state auditors may not specifically review the SBDC program on an annual basis due to sampling practices of the Commonwealth of Virginia's Auditor of Public Accounts. However,host institutions must still submit audits regarding their institutions.The SBDCs are still subject to review or audit by appropriate officials of the Federal agency,pass-through entity and the General Accounting Office(GAO). Non-profit host institutions. Non-profit host organizations are exempted from federal audit requirements as long as the combined federal awards from all sources are less than$750,000. Uniform Guidance§200.501(d)states,'A non-federal entity that expends less than$750,000 during the non-Federal entity's fiscal year in Federal awards is exempt from Federal audit requirements for that year,except as noted in§200.503 Relation to other audit requirements,but records must be available for review or audit by appropriate officials of the Federal agency,pass-through entity, and Government Accountability Office(GAO)." Copies of Audit Reports. The host institution,at the request of the SBDC Center Director,will submit two copies of the audit report to the Virginia SBDC state office within 45 days from its receipt by the center.The SBDC Center Director and appropriate authorities within the host institution must submit a written report resolving any findings concerning the SBDC cited in the report. In the case of some universities,the SBDC may not be a part of that years sampling;nonetheless,the institutions' audit must be submitted for review by Virginia SBDC. Illegal Acts and irregularities. Should the auditor of the SBDC or the host institution become aware of any illegal acts or other irregularities,prompt notice will be given to the Virginia SBDC state office. Audit Re•orts. Is o o Mai C iTgeRe-11 fhT d S I The SBDC agrees to provide federal and state agencies with the information necessary to carry out their auditing responsibilities. DocuSign Envelope ID: 1FDOD7F7-53EF-491E-A903-BE16A728797C AMERICA S „A . c,______) ______.) ____,./. ,,'' \ it VIRGINIA lyr ,; . • ra ri i.j i a Ines / \ ---__ __ - \ . \ February 2023 `.\ \ . \ DocuSign Envelope ID: IFDOD7F7-53EF-491E-A903-8E16A728797C Table of Contents Virginia SBDC Logo 4 Brand Colors 4 Typography 4 Logo Usage 5 Minimum Size Requirements 5 Area of Isolation 5 Placement Recommendations 5 Color Variations 6 Text and Graphic Elements 6 Logos Used in Microsoft Office 6 Graphical Elements 6 Social Media 6 Compliance with Standards 6 Incorrect Logo Usage 7 Incorrect Logo Usage - 7 SBA Requirements 8 Name References 9 Accommodations 9 About Us Statements 10 Accredited Member Logo, Seals, and Technology Accreditation 11 Accreditation Seal 11 Virginia SBDC Logo with Accreditation Seal 11 Technology Accredited Text 11 DocuSign Envelope ID: IFDOD7F7-53EF-491E-A903-8E16A728797C Why • A Unified Message rilliklik ..., The Virginia SBDC adopted America's SBDC visual ,litiiidentity in 2021 to join the majority of SBDC a ®., networks using the national identity.The correct ,' .r ' .. 4 ' use of the elements of these Brand Guidelines will rA communicate a consistent and distinctive public °' ,� 1= '' ' image and message across the nation and state. „ r 4Z'm t` Virginia's SBDC will be recognized and respected • 'F' -- '. + .' r `F { by SBDC clients, prospective clients, partners, host f 44- . ' . organizations, legislators, other stakeholders and ,4 the media. SBDC professionals will gain a strong .' #� ,. ` t sense of pride and loyalty as an integral part of c,- 't ,1 ii ` , . /,� . the national network of SBDCs. • , fii4 Visual Identity ., Visual identityis a owerful tool that helps our J 1'� "' ,. , `' 41 -- national network of SBDCs express its common , .. \ art �'.: "i, .4 �s t mission, goals, and unique services across a + ll page l i ` variety of media. Proper and consistent use of � ,11\\\� : 's brand components—graphics, color, and I ' _..�..._ ,.. typography—will increase visibility, engage our target customers and stakeholders, and contribute to the success of our funding initiatives. DocuSIgn Envelope ID:1FDOD7F7-53EF-491E-A903-8E16A728797C Virginia SBDC Logo Brand Colors 3-COLOR BLACK&WHITE REVERSE - To ensure the consistency of our visual identity, specifications for each color used in the Virginia's SBDC logos are provided for use in State Logo print [Pantone and CMYK values] and,electronic applications [RGB A M E C ASS A M E..R ASS A M E R I C A t s values and HEX values].The correct use of this color palette with the SBDCSBDC SBDC logo is essential to the success of the brand's recognition. VIRGINIA . ,VIRGINIA W, W,iiviII 1 iiI lIL; ' SBDC Red SBDC Blue Gray(3-color logo) Pantone 193 Pantone 282 Pantone Cool Gray 7 CMYK 0/100/63/13 CMYK 100/68/0/54 CMYK 0/0/0/37 Center Logos—One Line RGB 209/18/66 RGB 0/45/98 RGB 173/175/178 g HEX#D11242 HEX#002D62 HEX#ADAFB2 AM.ERICA rS AMERICA S AMERICA` S 513 D - . SBIJC. SBDC Typography VIRGINIA VIRGINIA ,m c1 v" I°i ILIMI,\- LYNCHBURG REGION LYNCHBURG REGION LYNCHBURG REGION The typographic family used with the Virginia's SBDC logo is Berthold Center Logos—Two Lines Akzidenz Grotesk.The SBDC portion of the logo is Berthold Akzidenz Grotesk Super and Berthold Akzidenz Grotesk Regular is used for Virginia's name and for the local center names. AME R CABS AMEr ASS AME�CABS SBDC, SBDC SBDC • VIRGINIA VIRGINIA aMilf Ili f11; UNIVERSITY OF UNIVERSITY OF UNIVERSITY OF MARY WASHINGTON MARY WASHINGTON MARY WASHINGTON 4IPage Doa.ISlgn Envelope ID: IFDOD7F7-53EF-491E-A903-8E16A728797C Logo Usage Minimum Size Requirements Area of Isolation Placement Recommendations To ensure that the Virginia's SBDC logo is large To preserve the logo's integrity, always On most applications,the recommended enough to be easily recognized, it must not be maintain a minimum clear space around the placement of the America's SBDC logo is either reduced smaller than a width of 1.25 inches in logo.This clear space isolates the logo from in the upper-left or bottom-left hand corner of print media or a width of 90 pixels for competing text (i.e.taglines) and graphic the document or page.The logo should be electronic media.These are minimum size elements, such as other logos, copy, placed equal distance from both edges. requirements only; the logo should be used photography, or background patterns that may larger in every possible instance. divert attention.The minimum clear space for the Virginia's SBDC logo is defined as the height The logo may not be altered in any way from its of the "A" in the word "America's" in the logo. 5a original design. This minimum space should be maintained on all sides of the logo when the logo is C A 5u AMERICA S proportionally enlarged or reduced in size. >SBDC VIRGINIA EAMERICALS ‘SBDC' VIRGINIA AMER R ASS 5N ,SBDC VIRGINIA .5P All logos and graphical elements are on Sharefile in the Logo folder. https://vsbdc.sharefile.com/f/fob06293-O4e7-42de-8e21- 1fb748c3734c 5IPage DocuSlgn Envelope ID: IFDOD7F7-53EF-491E-A903-8E16A728797C Color Variations Proper colors must be used on the logo themselves; no substitutes.The Social Media full-color logos are to appear on a white or light neutral background Your profile picture on social media can either be your local SBDC logo or (tan, gray). If full-color printing on a white or light neutral background is the graphical star element but it should be consistent between not an option,the black and white or reverse white logos should be platforms. If you use the star element your logo must appear on the used. If a background or fill behind the logo lacks contrast and renders Header image for the platform with the exception of Instagram which the logo unreadable, reverse logo should be used. does not have a header image. Text and Graphic Elements For social media posts,the logo should be used on graphics promoting You are not limited to the red, blue and grey colors of the logos for text SBDC services like counseling, upcoming events, and impact statistics. and other elements. You can use complimentary colors including other Original graphics not promoting SBDC services/events/statistics can use shades of blue, red, gray. the logo at each office's discretion. For example, a post with the quote of the day, shop small promotion, or success story would not require the Logos Used in Microsoft Office use of the logo.The reversed logo should be used on graphics with dark For the best quality, use the CMYK and black and white logo files in backgrounds.The full colored graphic should be used on all light-colored Microsoft Office software products that will be printed (i.e. letters, graphics. brochures, etc.) and the RGB logo and Reverse White files in Microsoft Original Virginia SBDC designed graphics should use the official branding Office software products that will be shown electronically (i.e.. colors. PowerPoints). Compliance with Standards Graphical Elements Before investing in new marketing materials for your SBDC, please first The star and the swoosh may never be used as a substitute for the Virginia contact the Virginia SBDC state office.Then consult the branding SBDC logo but may be used as an optional graphical element. guidelines to be sure that your uses comply with the current standards. Any SBDC that fails to comply with these guidelines will be contacted by the Virginia SBDC state office,America's SBDC staff and/or marketing committee. A letter will also be sent to the SBDC State Office to inform them of the situation. The value in the brand is in its unified look and messaging with the rest of the national network,so it is essential that all guidelines are met b.y everyone. If you are unsure or have questions, For example, as backgrounds in documents such as PowerPoints or Word please contact tnavar@gmu.edu documents, social media graphics and thumbnails. Wage DocuSIgn Envelope ID: IFDOD7F7-53EF-491E-A903-8E16A728797C Incorrect Logo Usage Incorrect Logo Usage DO NOT AM • - IPA S Reconfigure or change the A M - * IPA S In order to maintain the -. e ® r. • — I size or placement of any logo integrity of the America's SBDC �-�'-i-.--, brand, it is essential that the elements. Virginia's SBDC logo be DO NOT .. r.-- DO NOT consistently and correctly used. Add "drop shadow" effects to SP"' Change the logo colors. This correct usage will also the logo. - ensure that the brand _ stakeholders and the public at AM ' ' I ' A. S DO NOT large experience a clear • Place the logo on a busy A &ti'_~r, s .} °s representation of the brand _ photograph or background. (`; .'iq = ,i 0.°" through all communications DO NOT materials. Bevel or emboss the logo.",.-- `�,t DO NOT ` --��� Present the logo in "outline Il only". • ‘G %� DO NOT A 0 , 1 ;57, C Present the logo on colored op backgrounds. Use the reverse AM 1 rs logo in this case. DO NOT S C DO NOT Add "glow" effects to the logo Change the logo's orientation. A R I S .......... _ __. DO NOT A S Recreate elements or replace A � I A S DO NOT with something else. I Stretch or squeeze the logo to distort proportions. DO NOT Crop the logo in any way. 7IPage DoaiSlgn Envelope ID: 1 FDOD7F7-53EF-+491 E-A903-8E16A728797C .SBA Requirements SBA,Virginia SBDC,and George Mason University-Mason Enterprise must be SBA"Powered By" Logo may be positioned in close proximity to your recognized on public and external communications from the Virginia SBDC organization's logo or may be placed in a prominent location elsewhere in state office and local SBDC offices.Appropriate recognition should also be the material. However,SBA"Powered By" Logo may not be placed in provided for local host organizations,local sponsors and funding partners. proximity to any third party's logo or used in such a way as may imply that a These communications(in either hard copy or electronic format) include: relationship exists between SBA and the third party. Note: Your organization's parent entity is not considered a third party. • Promotional materials—flyers, brochures, displays,advertisements, etc. • Press releases SBA"Powered By" Logo may be used in conjunction with • Training materials—course materials,calendar of events, event activities co hosted by other SBA grant recipients. However, where a proposed activity with SBA flyer/brochures,etc. includes contributions, co-hosts, or co-sponsors that are not • Trade show exhibits current SBA grant recipients or involves undertakings that • Websites are outside the scope of the SBA Award,the parties must work with SBA to execute a separate written co-sponsorship Logos should be used wherever publication norms and style permit. Printed agreement. text is required if logos are not used.The Virginia SBDC state logo does not have to be used if the local center or specialized program logo is used. Logos and printed text should be shown in the order of local host,SBA,and Additionally,whenever an SBDC elects to use the SBA logo,the following George Mason University,GO VIRGINIA and any other sponsors. statement must appear immediately below or adjacent to that logo: For example, if the local logo is used at the top of a flier or website the state logo does not need to be used at the bottom of the flier or website. Only the SBA and GMU logos need to be used,along with the standard SBA/GO VIRGINIA acknowledgement. POWERED BY AMERICArs BA /EORGE MASON Mason Enterprise SBDc. UNIVERSITY VIRGINIA US.Small Busino Administralian Funded in part through a Cooperative Agreement with the U.S. Small Business Administration. Wage DocuSIgn Envelope ID: 1 FDOD7F7-53EF-491 E-A903-8E16A728797C mune rcerererices All references to the U.S. Small Business Administration must state either U.S. Small Business Administration or SBA. Other references and abbreviations are not acceptable. All references to the Virginia SBDC must state either Virginia Small Business Development Centers, the Virginia SBDC Network or the Virginia SBDC. Other references and abbreviations, such as VA SBDC or VSBDC, are not acceptable. All references to the George Mason University must state George Mason University-Mason Enterprise. Other references and abbreviations, such as GMU or Mason, are not acceptable. Accommodations In accordance with the Americans with Disabilities Act of 1990, all notices, promotional items, brochures, publications, and media announcements informing the public of events, programs, meetings, seminars, conferences and workshops conducted pursuant to this project must include the following accessibility/accommodations notice: Reasonable accommodations for persons with disabilities will be made if requested at least two weeks in advance.Contact [insert contact information for the person who will make the arrangements]. This language is at the bottom of the event registration pages on the Virginia SBDC state website so it doesn't need to be included on flyers that require participants to register on the network website. If you are using Zoom or another registration system for your events or requests for counseling,you will need to make sure that the accessibility/accommodations notice is present somewhere in the registration process.The notice should also be included on Center websites. 9IPage DocuSlgn Envelope ID: IFDOD7F7-53EF-491E-A903-8E16A728797C Hoout us statements Standard Version OR Extended Version When Appropriate Used on press releases,.brochures, The Virginia SBDC Network is funded in part through The Virginia SBDC Network provides confidential advising,business training and connections to resources for new and existing businesses throughout pamphlets,handouts,reports, a cooperative agreement with the U.S.Small the Commonwealth. The SBDC is funded in part through a cooperative advertisements;books,curricula, Business Administration,George Mason University- agreement with the U.S.Small Business Administration,George Mason websites,video or audio productions, Mason Enterprise,and local host.The Virginia SBDC University-Mason Enterprise,and local.host.The Virginia SBDC is nationally and similar items regardless of the is nationally accredited by America's SBDC, accredited by America's SBDC. Business owners can access the services of medium employed: their nearest SBDC at VirginiaSBDC.org. The Virginia SBDC Network provides confidential advising, business training Used on materials featuring editorial The Virginia SBDC Network is funded in part through and connections to resources for new and existing businesses throughout content such as publications or news a cooperative agreement with the U.S.Small the Commonwealth. The SBDC is funded in part through a cooperative articles: Business Administration,George Mason University- agreement with the U.S.Small Business Administration,George Mason Mason Enterprise,and local host.The Virginia SBDC University-Mason Enterprise,and local host institutions.Business owners is nationally accredited by America's SBDC.All can access the services of their nearest SBDC at VirginiaSBDC.org.All opinions,conclusions or recommendations opinions,conclusions or recommendations expressed are those of the expressed are those of the author(s)and do not author(s)and do not necessarily reflect the views of the SBA. Business necessarily reflect the views of the SBA. owners can access the services of their nearest SBDC at VirginiaSBDC.org. The Virginia SBDC Network provides confidential advising, business training, Used to emphasize technology The Virginia SBDC Network is funded in part through and connections to resources for new and existing businesses throughout a cooperative agreement with the U.S.Small the Commonwealth. The SBDC is funded in part through a cooperative Business Administration,George Mason University- agreement with the U.S.Small Business Administration,George Mason Mason Enterprise,and local host institutions.The University-Mason Enterprise,and local host institutions.The Virginia SBDC is Virginia SBDC is nationally accredited by America's nationally accredited by America's SBDC.Business owners can access the SBDC. The Virginia SBDC is credentialed in services of their nearest SBDC at VirginiaSBDC.org.The Virginia SBDC is technology by America's SBDC. credentialed in technology by America's SBDC.Business owners can access the services of their nearest SBDC at VirginiaSBDC.org. 10IPage DocuSign Envelope ID:1 FDOD7F7-53EF-491 E-A903-8E16A728797C Accredited Member Logo, Seals, and Technology Accreditation Accredited members of America's SBDC America's SBDC accreditation logo or the network have two options to showcase their accreditation seal due to space limitations,a Virginia SBDC Logo with Accreditation accreditation status in their marketing pieces: third "text only"option is available.Any SBDC Seal the America's SBDC accreditation logo by itself interested in using this option must submit a and an America's SBDC logo with the request to America's SBDC at marketing@ ''_ ���CA`s s e accreditation seal. asbdc-us.org for approval. If approved,the AM ER ICA $ permitted text is: "ACCREDITED MEMBER" B _ , The America's SBDC accreditation seal can only This text must use all capital letters in the 7. 5 ,/ ____.'s oc, c * 41 be used if a state/region has adopted the approved blue color(Pantone.282),in the VIRGINIA 40OirEo i+►s`�qv America's SBDC unified brand logo and wants typographic family that has been selected for to promote its accreditation status.The seal the America's SBDC logos,which is Berthold should only be used in conjunction with an Akzidenz Grotesk. America's SBDC logo; it should never be used Technology Accredited Text alone or when a state/region is still using its Accreditation Seal own individual logo.The seal is available in red, Virginia SBDC is accredited in technology blue, black and white.The accreditation seal commercialization, so the approved graphics follow the same rules as the America's �sI c a's 'Po o l o A.s s� verbiage is"Credentialed in Technology." SBDC logos in regard to usage, area of isolation, Q Q \' This text is approved to'be used where and color variations, placement recommendations, A whenever you want to communicate your and brand colors. 0 ��tt 0 cq. technology accreditation status. •The Accredited Member.logo is available in �°greD Mtn °'TED ME color, black and white, and white.The logos are available in jpeg and eps formats. No •*.. c a. s sm 4si. c a s s° alterations of the logo are permitted. Q o @ o n If an SBDC,that has adopted the America's SBDC unified brand logo,cannot use the 41 0 t °Ireo t0 °ireo tOS 11lPage UUI.U. L II LI IVGIUFIG IU. 11 LIVLJI I (-JJL.1-'TJ IL_-r1w.rvI_I JI tS .aI v Attachment 9 AMERICA S sB VIRGINIA REPORTS AND RECORDKEEPING REQUIREMENTS CONTENTS Reports and Recordkeeping Procedures and Information Attachment 9—Sub-attachment A Report Due Dates Attachment 9—Sub-attachment B Program Income Report Attachment 9—Sub-attachment C Annual Report Format Attachment 9—Sub-attachment D SBA Success Story Form * ****************************** Timely reporting is critical to the ongoing success and continued funding of the Virginia SBDC program through the U.S. Small Business Administration (SBA). Reporting datesare established to allow SBDCs sufficient time to prepare required items. A list of reporting dates is included in Attachment 9—Sub-attachment A. A. MIS Reporting. The SBDC make regular and timely entries to the Center IC MIS. Monthly data should be entered by the third business day of the following month. B. Training.The SBDC will plan training events in advance of each quarter and enter these events into the Center IC MIS. All training event information will be reported in the Center IC MIS. The SBDC must keep physical files for training events for the purposes of SBA on-site review. The file format for each training event will consist of the 888 from, a list of attendees, evaluation forms, a co-sponsorship agreement(if appropriate) and a copy of the flyer or press release containing all disclaimer and sponsorship information. C. Economic Impact.All client economic impact will be reported in the Center IC MIS. SBDCs will be responsible for conducting economic impact surveys of their clients. D. Client Satisfaction Survey. The State Office will be responsible for performing the client satisfaction survey. E. Program Income. The definition of program income is money collected by the SBDC. This may include, but is not limited to, income derived from fees for workshops, services beyond the normal scope of SBDC services, or for books, workbooks, etc. OMB Uniform Guidance requires the State Office to completely account for program income related to the SBDC program. F. Semi-Annual and Annual Reports.-The SBDC will submit a Semi-Annual Report to the Virginia SBDC and an Annual Report by the dates specified in Attachment 9—Sub-attachment C.The written narrative must be transmitted electronically in Microsoft Word format.The format for the reports can be found as Attachment 9—Sub-attachment C. Attachment 9 G. SBA Success Story.The SBDC must submit a success story, using the SBA success story form,to the State Office no later than with its annual report. The format for the reports can be found as Attachment 9—Sub-attachment D. H. Client Control Records. SBDC will maintain detailed, complete and accurate client control records and shall be handled in accordance with the following guidelines established by the Virginia SBDC. Electronic client records must include a completed request for counseling (Form 641)containing the SBA disclaimer and executed before counseling begins;session notes documenting the counseling the client received with contact, prep and travel hours recorded; impact validation and attribution, if appropriate. Paper client case files shall be arranged in the following manner: The left-hand side of the folder should feature a completed request for counseling (Form 641) containing the SBA disclaimer and executed before counseling begins. The right-hand side of the folder should feature legible SBA Form(s)1062 and session notes (preferably computer-generated) documenting the counseling the client received, arranged in chronological order with most recent counseling session on top, so as to facilitate ease in following client case history. The records shall include complete case files of all businesses assisted during the year. Only staff who have signed Conflict of Interest forms shall have access to client control records. VUUUVII9I l LI I V GIUFIG IIJ. 11 LJULJ I I I-JJL_I'YJ I L_'nau.ruL_I Vn1 GV 1 J I V Attachment 9A AMERICA'S SBDC DATES VIRGINIA IMPORTANT REPORTING 2024 Feb 29 PY 2023 Final Invoice, Release Form & Program Income Report Due Feb 29 2024 SBDC Annual Report Due Jul 15 2024 Semi-Annual Report Due Aug TBD 2025 Proposals-Milestones, Budgets and Related 2025 Jan 19 2025 SBDC Annual Report Due Feb 29 PY 2024 Final Invoice, Release Form & Program Income Report Due CENTER IC DATA ENTRY 1st Fridays Clients, Events, Attendees, Session Notes and Impact Mar 22 Final 2023 Economic Impact entered into Center IC Oct 12 All clients, session notes, impact and training for period Jan 1-Sept 30 QUARTERLY TRAINING SCHEDULES ENTERED INTO CENTER IC January 1 January—March 2024 Training March 1 April—June 2024 Training June 1 July—September 2024 Training September 1 October—December 2024 Training NETWORK MEETING DATES SBDC Center Management and Leadership calls 2nd Wednesday of the month, 3pm Network calls third Wednesdays of the month, 3pm ASBDC ANNUAL MEETING DATES ASBDC 45th ANNUAL CONFERENCE DATES September 9— 13, 2024 Atlanta Marriott Marquis,Atlanta, GA DocuSIgn Envelope ID: 1FDOD7F7-53EF-491E-A903-8E16A728797C Attachment 9B AMERIC AS PROGRAM INCOME 2024 sBDc Small Business Development Center VIRGINIAA Ja nua FebruaryMarch April May JuneAugust September I October November December Y-T•D ry P Y I July 1) Net program Income Carried Forward from thePrbrYear MOM$ - $ - $ - $ - $ • $ - $ • $ - $ - $ - $ - $ • � I 2) Current Year Gross Program Income Source: , Training $ - Sales of Books etc $ - Sales of Equipment $ - Other(Describe) $ - 5 - Total Current Year Program income $ - $ - $ • $ - $ • $ • $ - $ - $ • $ • $ • $ $ 3) Current Year Program Income - Expenditures Expense Category: Personnel $ - Fringe . $ - Consultants $ - Subcontracts $ - Travel $ - Equipment $ - Supplies $ - Other(Describe) $ - Mall Services/Postage $ - Printing " $ Telephone $ Professional Development-Staff $ - Refreshre ents for training events $ - Marketing $ Bank Service charges $ - Reference,Manuals S - Software $ - Total Current YearExpendkuros $ • $ - $ • $ • $ • $ - $ • $ • $ $ • $ • $ $ - 4) Current Year Net Income(2.3) $ - $ - $ • $ • $ - $ - $ • $ • $ • $ - $ • $ $ • S) Net Program Income Carried Forward to Following Year(1+4)• $ - $ - $ - $ - $ • $ - $ • $ • $ • I$ - $ - $ " $ - "Note:This figure should equal your general ledger account for program income Prepared by: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Instructions: 1) Key last years ending balance 2) Key in monthly information 3) email to state office monthly UUUU.7I JI I CI IVCIUFIC IU. If UUU!F I-JJLI VAI cur or AME�AcS SBDCI VIRGINIA Attachment 9C Semi- and Annual Reports Format When preparing the SBDC semi-and annual reports please follow the guidance below for each reporting category. Vmul ColeU io In o Y- )j irk)wom Chi a o , ,. ' Uf Ebtfac70.1kg w 6J{` '1 n a a L qn'® i 1=> , waif:Leo o S uC t I goi7426,vital 1 Ed0 iIIt cf1P- r(wow§tim im 1l` " " ACL"oos4C Reporting Category Definitions SBDC Performance Reports must summarize accomplishments in each of the following categories of activity. It is recommended that each report present data in the order listed below. Interim and Annual Performance reports must include a summary of SBDC program accomplishments in each of the categories below. Information on specific information to be included for each category is presented below. When reporting on any item, you must include results/impact of activities. (Example: Provided procurement contract matches to 100 clients, of which 50 received awards totaling$50 million. This moved the state from 49th place to 45th place in receipt of government contracts.) Category Definition 0100 CAPITAL Demonstrate delivery of the following: FORMATION • Develop or assist in developing capital for small businesses (e.g., loans, microloans, grants, Community Express); and • Developing close linkages with SBICs, venture capital firms, Certified Development Companies (CDCs) and state and local finance programs. 0200 Demonstrate delivery of the following: INNOVATION, • Identifying innovation and technology developed by the TECHNOLOGY Federal Government and/or academic organizations having TRANSFER AND commercial or practical potential and alerting industry and TECHNOLOGY state and local governments to its availability; ASSISTANCE • Transferring expertise and equipment available from the Federal Government to the private sector; • Transferring innovation and technology from business to business, SBIR activities, etc. Note in particular, any collaboration with the National Institute of Standards and Technology(NIST), and with the Environmental Protection Agency (EPA)for multi-media pollution prevention, Clean Air Act and other environmental assistance activities; and • Providing information and education on the use of technology in everyday business activities or processes. LJUL.U0ICg1I LI IVCIUFJG ILJ. IFIJULJI I-I-JJLI-`1.7IL-f1.7 U.TUL 1U %I GUI 0300 Demonstrate delivery of the following: INTERNATIONAL • Current#of SBDC staff FTE Counselors that have attained TRADE certification for export assistance at intermediate or advanced level (CGBP). Include employee name, level and date of certification; • Promoting increased exports by small businesses such as: supporting US Export Assistance Centers (USEACs); evaluating small business firms' export capabilities; assisting with a client's export related financing needs, providing counseling, training and outreach assistance including co- partnership events; providing rural export assistance; partnering with public and private sector organizations involved in export development; data base development; match services and market research; rural exporting and participating in World Trade Week; • Data reported for the following categories(from Form 641/EDMIS): o # of small businesses receiving export assistance from the SBDC; o # of small businesses that started to export (New to Export) after receiving SBDC assistance and to what markets; o #of small business exporters that entered new foreign markets (New to Market) as a result. result of SBDC assistance; o Increase in export revenues attributed to SBDC assistance; o Jobs created or retained as a result of exporting assistance; and o #of small businesses referred to Departments of Commerce, Agriculture, State, Ex-Im Bank, OPIC, USDA for trade assistance. • Indicate if SBDC has service centers that are co-located with USEAC and/or state or local trade agencies or program offices. 0400 Demonstrate delivery of the following: PROCUREMENT • Fostering opportunities for increasing small businesses' share of procurement dollars spent by the government and private sector through conferences, computer matching services such as SBA's "Business Matchmaking," assistance to Certificate of Competency businesses and prime contractor outreach; and • Indicate if SBDC manages a Federal PTAC or has Service Centers that are collocated with a PTAC and/or similar state or local program. 0500 Demonstrate delivery of the following: MANUFACTURING • Assistance to manufacturing companies or their employees, including displaced manufacturing workers. Can include efforts and support to troubled companies, companies UUUUJIIy.I I GI I VGIUpG IU_ I FUUU I F I I G-rt IJ.TUL I VAI LU1.711i challenged by foreign competition, NAFTA and foreign labor alternatives. This may also include cooperation efforts with other local organizations or government units concerned with manufacturing issues such as the National Institute of Standards and Technology's (MIST) MEP Program; and • Indicate if SBDC manages an MEP or has Service Centers that are co-located with MEP centers. 0600 SPECIAL Demonstrate delivery of the following: EMPHASIS • Assistance to: people with disabilities; Native Americans; GROUPS young entrepreneurs; older adults, targeted associations; industry groups and other groups identified by SBA and/or the SBDC. (Note: Report minority, veteran and service connected-disabled veteran and women's efforts separately under Minority Small Business Development, Veteran and Service Connected-Disabled Veteran Owned Business and Women Owned Businesses.) • Include assistance in Opportunity Zones 0700 MINORITY Demonstrate delivery of the following: SMALL BUSINESS • Helping minorities participate in the free enterprise system DEVELOPMENT such as: working on Asian American initiatives; Black or African-American initiatives; Hispanic American initiatives; Native American initiatives; Native Hawaiian or Pacific Islanders initiatives; assisting 8(a) clients in the developmental stage and other stages; and, linking minority clients with other assistance opportunities and conferences. 0800 WOMEN- Describe briefly collaboration the Women's Business Centers OWNED (WBCs) and any seminars or specialized counseling approaches BUSINESSES or other activities aimed at women entrepreneurs. 0900 VETERANS, Demonstrate delivery of the following: RESERVISTS, • Assistance targeted toward veteran and service connected- SERVICE- disabled veteran owned businesses, as well as Reservists DISABLED and National Guard members called to active duty, such as: VETERAN- Veteran Entrepreneurial Training Programs; coordination with OWNED Veteran Business Outreach Centers (VBOC); providing BUSINESSES AND Veteran Entrepreneurial Training Programs, include marketing the availability of the EBV, V-WISE and Operation ALL OTHER Endure and Grow programs managed by the SBA Office of MEMBERS OF Veterans Business Development; summits for veteran THE U.S. business owners; activities in conjunction with the MILITARY Department of Veterans Affairs Vocational Rehabilitation and Employment Services; Employer Support of the Guard and Reserve (E.S.G.R.) and National Guard State Adjutants; DELTA Program; marketing and assistance for the Military Reservist Economic Injury Disaster Loan program; Patriot Express program; base closings and RIF counseling; and, DoD or DOL Transition Assistance Program (TAP) seminars and DoD Yellow Ribbon Reintegration Program events; and UUI:UJIyII CI IVGIUFIG IU. IILIVL/IFI-:JJCF-V.7 I L-AaVJ-UL IVA!LUI • Identify any SBDC Service Centers that are co-located with VBOC or other armed services/veteran assistance programs. 1000 RURAL Demonstrate delivery of the following: ASSISTANCE • Marketing, technical assistance and service delivery strategies that will enable rural businesses to better compete in the domestic market, including information and assistance in obtaining financing for business startups and expansion in rural areas; • Assistance to increase participation of rural businesses in exporting, government procurement, tourism, access to credit, incubators, innovation and technology and other small business programs, in cooperation with the U.S. Departments of Commerce (DOC), Agriculture (USDA) and other relevant Federal agencies; and • Identify any SBDC Service Centers that are co-located with USDA assistance centers or other state/local rural assistance program centers. 1100 ECONOMIC Demonstrate delivery of the following: DEVELOPMENT, • Activities that are not specific to an individual client, do not fit FAITH BASED in other categories, and are aimed at AND COMMUNITY supporting/strengthening the economic environment in the INITIATIVES SBDC's territory; • Areas reported on may include Agribusiness, Rural Development, Community Development, corporate downsizing or plant closing assistance, Convention/Tourism and Incubators; and • Activities aimed toward assisting small business and community economic development organizations such as providing counseling, training and outreach to community organizations, churches or other such entities with a significant focus on supporting the needs of small businesses. 1200 RESEARCH Demonstrate delivery of the following: Research efforts aimed toward assisting small business and economic development such as database development and needs analysis. 1300 ONLINE Demonstrate delivery of the following: ACTIVITY Activities and accomplishments which demonstrate use of web- based technology to enhance direct client service delivery such as: the use of online counseling (email and real-time) and training; online expert systems or diagnostic tools to identify needed services; audio or video streaming; electronic registrations and scheduling; webinars; and other targeted uses of the internet to facilitate delivering information to clients more cost effectively. ✓UUUVIy1 I L11VGIVVG I✓. II ✓V✓/I I JJLI-YU IL-A0V.TVL IVA/LU I 1400 OTHER Provide information regarding any efforts that do not fit in the ACTIVITY categories above. Describe and provide information about any SBDC "best practices"to be used by SBA and archived in the Clearinghouse. This also may include dissemination of basic business information as well as any specific information requested by the SBA Project Officer and mutually agreed upon with the SBDC State/Regional Program Director. 1500 SUCCESS Report at least three examples of assistance provided in which STORIES** tangible results occurred. Include a description of the business, the problems encountered, the assistance provided, the Please note: The resources used and the actual or expected results including annual Client economic impact. A signed statement from the success story Profiles will be client(s) of his/her consent for use of the success story by SBA submitted for this must be kept on file. (SBA can provide a sample form if one is section. not available locally.) 1600 ADVOCACY Demonstrate delivery of the following: • Support for small business interests within the SBDC's jurisdiction to improve the climate for small business and contribute to the vitality of the small business sector; and • Include, as appropriate: public speeches, testimonies before state and/or Federal legislatures and small business week activities. 1700 RESOURCE Demonstrate delivery of the following: DEVELOPMENT • Collaborating with funding or other partners to assist the SBDC in its mission through recruiting, developing and overseeing private and public resource organizations/individuals for the purpose of providing business development counseling, training and outreach efforts; and • Any increase in match funding or other new program resources achieved during the re ortp in9 period. 1800 Address key partnerships and collaborations throughout the COLLABORATION Network and the type of interaction or relationship enjoyed. AND Include participation in Federal interagency collaboration efforts LEVERAGING such as E3 or broadband efforts. • Indicate collaboration with SBA's special initiatives such as Emerging Leaders, Encore Entrepreneurs, and other Office of Entrepreneurial Development programs; and • Identify any SBDC centers that are co-located with other SBA resource partners such as WBC and SCORE. 1900 Provide a description of any unanticipated or unbudgeted out-of- UNPLANNED state travel for Lead and Service Centers not disclosed in the TRAVEL** Cooperative Agreement. Note that prior approval is required for out of state and foreign travel that exceeds or was not included in approval budget. vua.uvt n LI IY olIJNc v. a LrwI I I-JJLl-�ci I�riay.r��IvriI w cis v 2000 KEY Provide description of new key personnel not included in the PERSONNEL proposal, including name, position, date of hire and resume. CHANGES** Also indicate any key personnel vacancies and anticipated fill date. If PIMS designee has changed since the proposal was submitted, report that change here and provide name, contact information including email address and effective date of change. 2100 Provide a description of any and all problems that have PROBLEMS** significant impact on the program or program objectives. 2,1 0 l t!JW 1 o PAMPA naI, O,i it p k® 1.0 C- w.I @ann0rel. is see l®7 i t Jl- n etw®r 0.33BIKCO+:N:OIU'l,' 'leas- et-: kV see 4® fiCQ f n`XanT ork VVl.US LyII LI IVOIU�/6 OJ. I. UVL.L. r-wu-�o.� I_.sirs.ay.ci.v Attachment 9D AM E R I C. A' S - PUBLICITY RELEASE FOR THE `` VIRGINIA SBDC NETWORK VIRGINIA The undersigned, (name), agrees and consents to the disclosure by the Virginia Small Business Development Centers Network of the information provided to the Virginia SBDC, regarding (business name) for media coverage. It is understood that the information provided will be presented in a positive manner focusing on the success of the owner's business. Signature: Date: This material is based upon work supported by George Mason University. Any opinions,findings and conclusions or recommendations expressed in this publication are those of the author(s)and do not necessarily reflect the view of the U.S.Small Business Administration. The SBDC is partially funded under a Cooperative Agreement by the U.S. Small Business Administration. The support given by the U.S.Small Business Administration through such funding does not constitute an express or implied endorsement of any of the co-sponsor(s)or participants'opinions,findings, conclusions, recommendations, products or services. All of SBA's programs and services are extended to the public on a non-discriminatory basis. Special arrangements for the handicapped will be made if requested in advance by contacting your local Small Business Development Center. (VSBDC Form 1000;January 2014) Attachment 10 AMER I C A-.S B11)V.„4.411111 .' VIRGINIA Local SBDC Host Requirements A preferred local host organization for the Virginia SBDC Network is an institution of higher education, a chamber of commerce or an economic development organization. The Virginia SBDC guidelines for local host organizations include: • Demonstrate leadership commitment to SBDC program • Demonstrate that SBDC is integral and complementary to other economic development activities • Compliance with federal guidelines related to the SBDC program • Compliance with Virginia SBDC Policies and Procedures • Certify sources of match for federal funds— 1:1 match required, no less than 50% in cash • Provide financial support for the SBDC program (cash and/or in-kind is acceptable) • Provide fiscal oversight and management • Hire and employ SBDC staff-director must be 100% dedicated to SBDC activity • Provide facilities for SBDC personnel including: o Dedicated private office space and furniture o Basic utilities o Telephone, copier,fax, high-speed internet connectivity o Shared common space— reception area, conference room, etc. • Administrative support, as available • Virginia SBDC and SBA signage VuliuoIyII LI IVCIUpC IU. 11 ✓VVII I-1JLI-TOIL-!lJV.TVL 11./ni LVI A Iv Attachment 10 AMERICANS sB VIRGINIA Current Local Hosts (2024): LEAD CENTER- GEORGE MASON UNIVERSITY(3 locations) UNIVERSITIES James Madison University Longwood University(3 locations) University of Mary Washington (2 locations) COMMUNITY COLLEGES Laurel Ridge Community College (2 locations) Mountain Empire Community College Southwest Virginia Community College Virginia Highlands Community College CHAMBERS OF COMMERCE Hampton Roads Chamber of Commerce (4 locations) Lynchburg Regional Business Alliance ECONOMIC. DEVELOPMENT ORGANIZATIONS Blue Ridge Economic Development Partnership Community Investment Collaborative (2 locations) Virginia Community Capital LOCAL GOVERNMENT City of Roanoke IJUA1•31y.I I LI IVGIUF/G II_. II UULJ I I I-JJLI-YJ 11_-l1JUJ'VL I UIII GU I Cl!V • Attachment 10 A M E R= I C A SsB VIRGINIA SBDC Engagement with Host and Local Partners - Long-standing federal investment in the community/region matched with - local funding - Intersection of education — business—government - Consistent client data collection and tracking systems - Complement to local and regional economic development initiatives - Support for business attraction and retention - Professional management advising for expanding and new businesses - Timely and affordable management training programs - Represent host organization and local partners to business community - Insightful participation on organizational advisory committees and boards - Valuable resource for incubators, accelerators, Main Streets, community - business launch events - Active members in chambers of commerce and business organizations Attachment 11 1 • A M E R I C A S- SBDC RECORD OF IN-KIND CONTRIBUTIONS sBi DC The.SBDC thanks you for your involvement in our program. Your voluntary participation or �`�"'� donation must be documented for several of our VIRGINIA funding sources. Please complete the appropriate sections of this form. VOLUNTEER SERVICES: -.. : :: " Nature of Service: Hours Fair Market Rate per Hour Check all that apply. for services rendered* ❑ . Consultation ❑ Seminar Presentation El Preparation Time El Other NON-EXPENDABLE PROPERTY: "" ' Nature of Property: Fair Market Value of Goods Check all that apply. at time of donation** El Office Equipment ❑ Computer Equipment ❑ Other EXPENDABLE PROPERTY: :' . .. - Nature of Property: Fair Market Value of Goods Check all that apply at time of donation** ❑ Office Supplies ❑ Classroom Materials ❑ Classroom Facilities ❑ Office Space ❑ Other Name: Title: Company: Address: - ( ) - ,a di V® n[C @i CaritFatibi Date Phone No. *Fair market value must be consistent with valuation of similar services provided by SBDC staff. Fair market value of specialized services(i.e.,attorney,CPA,etc.)must reflect the market value of comparable services in the SBDC service area.Students enrolled in a course for credit cannot be counted as match. 'If donated property is not new,the fair market value must be the depreciated value of the item at the time of donation. Attachment 11 SBDC RECORD OF IN-KIND CONTRIBUTIONS PROCEDURES AND INFORMATION If volunteer consulting or instructing services, contributed equipment, and/or supplies are used as part of the in-kind match requirement, documentation must be included in center to verify that contributions were donated. Each instance of volunteer service,with the exception of extensive volunteer consultation with a single client over a period of time, must be documented_with number of hours, rate per hour, volunteer signature, and date and nature of service. Volunteers consulting with a single client for an extensive length of time may keep a log of time spent in preparation, consultation, and travel time in connection with the client. The volunteer should sign the log by the close of business for the invoice period to which the in-kind contribution is credited. Each instance of in-kind contribution of property must be documented with value of property and signature. Attachment 11 or similar form may be utilized for these purposes. Method for valuation of rates and property are noted on the bottom of Attachment 11. DocuSign Envelope ID: IFDOD7F7-53EF-491E-A903-8E16A728797C Attachment 12 ' AM•ERIGA' S SBDC REPORT OF IN-KIND CONTRIBUTIONS VIRGINIA FOR MONTH 2024 *FAIR MARKET VA„ E i VOLUNTEER NAME ' NATURE'OF SERVICE HOURS OF SERVICES 'VOLUNTEER HOURS,. E f; �. , RA'TE REND RED X. { f _ TOTALS .'. ., 1 NATURE OF.GOOD 'i: is ':**FAIR MARKET VALUE OF GOODS AT TIME-OF DONATION_, • ' Rent — -_. _ __.___________...______.—..._._. _--____._—_ _..-..__._._--- ___________ ____________.-___._-_. .._-.__._, Salaries/Wages — Fringe Benefits Supplies 1 Contractual _.- TOTALS ($ T Signature of SBDC Director Date: *Fair market value must be consistent with valuation of similar services provided by SBDC staff. Fair market value of specialized services(I.e.,attorney,CPA,etc.) must reflect the market value of comparable services In the SBDC service area. Students enrolled in a course for credit cannot be counted as match. **If donated property is not new,the fair market value must be the depreciated value of the item at the time of donation. uuuuolylI Cnveiup w. IIuuuIrI-OJCr-40 I C-/1Wu3-OE I OItLOI IIL Attachment 14 AMERCA ' S sB � Virginia SBDC Standards of Conduct and Conflict of Interest -f For Employees VIRGINIA 1. Purpose: The purpose of this policy is (a)to prevent the actions of any employee of the Virginia Small Business Development Centers from constituting a conflict of interest, and (b) to provide a system for employees of the Virginia Small Business Development Centers to question and to receive a definite answer as to the existence of a conflict of interest. Commonwealth of Virginia ethics and conflict of interest laws apply to all employees. 2. Definitions: A. Conflict of Interest-a situation in which a Personal Interest may compromise or bias an employee's professional judgment and objectivity when performing work on behalf of the Small Business Development Center or the rights of its clients. B. Client- a business, individual, or legal entity with which the Small Business Development Center has entered into an agreement to provide any or all of the Small Business Development Center's available services. C. Small Business Development Center Services - include, but are not limited to, Virginia Small Business Development Center-related advising, training, research of materials for a client, referrals to other agencies, provision of printed, copied, or magnetic media information, or other services that Small Business Development Centers may commonly and routinely perform for its clients. D. Employee of the Small Business Development Center-any person currently employed by or on behalf of the Small Business Development Center for advising, training or other services. This includes students, university faculty and staff. E. Gift-any item, money, service, or favor given to an individual without the • expectation of receiving something of equal or greater value in return. Gifts can take various forms, including but not limited to tangible items, meals, travel expenses, discounts, entertainment, or other benefits. 3. Standards of Conduct: A. Relations with Clients - no employee of the Virginia Small Business Development Center: 1) shall solicit or accept, or appear to solicit or accept, any gift, loan, reward, promise of future employment, favor or service from any client; 2) shall solicit or accept, or give the appearance thereof, any compensation or other monetary remuneration for advising related services provided to a client while acting as an employee of the Virginia Small Business Development Centers; Version 2, Revised October 2023 3) shall recommend to a client the purchase of goods and/or services from a firm in which the employee has a conflict of interest; 4) shall accept fees, commissions, gifts or other favors from third parties who have supplied goods and/or services to Small Business Development Center clients; 5) shall solicit or actually undertake the private engagement of his or her services by a client at any time during the term of the client's relationship with the Small Business Development Center or for a period of twelve months thereafter; 6) shall release information about any client's relationship with the Small Business Development Center, nor any information about the business or personal matters (including name, phone number, email or street address) of any client to any person or agency outside the Virginia Small Business Development Center or Small Business Administration without written permission of the client; nor use specific confidential information gained from one client to assist any other client, without the expressed written permission of the client. and 7) shall invest monies, personal services or property in the business of current clients of the Small Business Development Center. 8) shall engage in any personal or romantic relationships with clients that may compromise their professional judgment, objectivity, or the confidentiality of client information. B. Confidentiality and Security: Employees will handle all client information with the strictest degree of confidentiality. Employees must ensure the data security of client records and other sensitive information (electronic and paper) including restricting physical access and using strong password protection on electronic devices (smartphones, cloud files, tablets, laptops, and other computer equipment); client files will be stored electronically in the Virginia SBDC approved CRM only. All "working" electronic files should be deleted from individual devices once a client file is closed. Employees must exercise caution when sending emails, faxes or hardcopy mailing of client materials and should include a confidentiality notice in their email signature. C. Outside Employment-With regard to "moonlighting" or other for-profit activities outside the normal working hours and service delivery of the Small Business Development Center, employees of the Small Business Development Center will: 1) assure that the outside activity does not interfere with the full performance of the employees' Small Business Development Center responsibilities; 2) notify, in writing and in advance, the Small Business Development Center Director advising of the nature of the proposed or current activity and any potential for conflict of interest that might arise from it; 3) assure that his or her Small Business Development Center position is not used, or does not appear to be used, to arrange the eventual utilization of his or her service for private gain. Version 2, Revised October 2023 2 uocusign tnveiope lu:1I-UW/t-/-53t1---4911-Ayu3-dt1bAL2 (9!U D. Outside Business Relationship(s) - In the event a Virginia SBDC client or employee/advisor should desire to enter into a business relationship contrary to these provisions, a written request from the Center Director must be submitted to the Virginia SBDC and the written approval by the Virginia SBDC State Director must be obtained. E. Agreements -To assure compliance with the above standards, the employee of the Small Business Development Center agrees to sign, upon request, an agreement to abide by the policies contained herein. See enclosure (1). 4. Penalties and Grievances: Generally, penalties for violation of any of these policies may include, but not be limited to, reprimand, suspension of employment and/or termination of employment. The determination of conditions required to constitute a conflict of interest situation will be made by the individual local administrator in cooperation with the Virginia SBDC based upon this policy and applicable employer policies and state law. 5. Action: Each SBDC Director will require each employee of his Center to read and to certify his understanding of and agreement to abide by the requirements of this policy. A copy of the Agreement to Abide by the Standards of Conduct and Conflict of Interest Policies should be signed by each employee annually and by new employees at the time of their association with the program. Copies of this Agreement should be maintained in the Center's files for a period of three years after the termination of an employee. Each Center must provide a COI Certification form to the State Office as part of their annual subrecipient agreement. Each Center Director will also read and certify his understanding of and agree to abide by the requirements of this policy. A copy of the Agreement to Abide by the Standards of Conduct and Conflict of Interest Policies should be signed by the Center Director at the time of their association with the program. A copy of this agreement should be forwarded to the Virginia SBDC and will be maintained in the Virginia SBDC files for a period of three years after termination of the Director. 6. If an employee desires to terminate the contracted relationship with the Virginia SBDC, that intention must be stated in writing and received and acknowledged by the Center Director. If a Center Director desires to terminate the contracted relationship with the Virginia SBDC, that intention must be stated in writing and received and acknowledged by the State Director. For one year after termination, any subsequent or private engagement of the services of said employee must be initiated by the client in question and not by the former Virginia SBDC employee. 7. It is the policy of the Virginia SBDC that nepotism will not be practiced by a director, counselor, manager, or employee of the Virginia SBDC or SBDC Center of the Virginia SBDC in the performance of all functions related to his/her position, duties and responsibilities. Nepotism refers to the practice of showing favoritism or providing preferential treatment to one's family members in matters related to employment, decision-making, or other functions within the organization. Version 2, Revised October 2023 3 uocu ign-tnvelope iu:-Iruuutrr-oitr-zwiL-AUu3-Ot1OA/Lb/-Jtl: AMER I C A.-Ac:S Dc„..,_,,„ ,...„ _____} -........-4 VIRGINIA AGREEMENT TO ABIDE BY THE STANDARDS OF CONDUCT AND CONFLICT OF INTEREST POLICIES I have read the attached policy of the Virginia Small Business Development Center program regarding conflict of interest. I understand and agree to abide by the policy during the course of my employment or association with this program. Signature Print Name Date Title Version 2, Revised October 2023 4 Attachment 14 A M E R I C A S Virginia SBDC Standards of Conduct and Conflict of Interest Policy sBic For Consultants VIRGINIA It is the policy of the Virginia Small Business Development Center and any SBDC Center of the Virginia SBDC(hereafter referred to as the Virginia SBDC)that consultants under contract to provide assistance to clients of the Virginia SBDC will adhere to the following guidelines. 1. While under contract to the Virginia SBDC, consultants will provide services to clients of the Virginia SBDC only as contracted agents of the Virginia SBDC and not as private and independent vendors of such services. Consultants shall not release information about any client's relationship with the Small Business Development Center, nor any information about the business or personal matters (including name, phone number, email or street address) of any client to any person or agency outside the Virginia Small Business Development Center or Small Business Administration without written permission of the client; nor use specific confidential information gained from one client to assist any other client, without the expressed written permission of the client. 2. While under contract with the Virginia SBDC, consultants shall not solicit or accept, or appear to solicit or accept, any gift, loan, reward, favor or service from any client. Gifts are defined as any item, money, service, or favor given to an individual without the expectation of receiving something of equal or greater value in return. Gifts can take various forms, including but not limited to tangible items, meals, travel expenses, discounts, entertainment, or other benefits. 3. Persons under contract to provide consulting services as agents of the Virginia SBDC agree that they will neither recommend the purchase of goods or services in which they represent or have an interest, nor accept fees or commissions from third parties who have supplied or will supply goods or services to the SBDC client on the recommendation of the consultant. 4. Consultants will handle all client information with the strictest degree of confidentiality. Consultants must ensure the data security of client records and other sensitive information (electronic and paper) including restricting physical access and using strong password protection on electronic devices (smartphones,cloud files, tablets, laptops, and other computer equipment); client files will be stored electronically in the Virginia SBDC approved CRM only. All "working"electronic files should be deleted from individual devices once a client file is closed. Consultants must exercise caution when Version 2,Revised October 2023 sending emails, faxes or hardcopy mailing of client materials and should include a confidentiality notice in their email signature. 5. Consultants will remain under contract as agents representing the Virginia SBDC until the case is closed by the Director or Manager who assigned the case to that consultant. 6. The Director or Manager will contract with one or more consultants to provide services to a Virginia SBDC client as the Director or Manager deems appropriate. The Director and Manager of the Virginia SBDC may close any portion of a case serviced by an individual consultant. 7. If a consultant desires to terminate a contracted relationship with a client of the Virginia SBDC as an agent of the Virginia SBDC, that intention must be stated in writing to the Director or Manager who assigned the case to the consultant. This written statement of intent must be received and acknowledged by the Director or Manager who assigned the case before any further contact is made between the client and the consultant in question. 8. The Director or Manager will inform, in writing, all consultants and the client in question that a case, or any portion thereof, has been closed, including the date on which it was closed. 9. For one year after a case has been closed, any subsequent or private engagement of the services of a Virginia SBDC consultant must be initiated by the client in question and not by the consultant representing the Virginia SBDC. 10. Upon agreeing to consult with a Virginia SBDC client, all consultants shall sign an agreement with the Virginia SBDC agreeing to this policy on conflict of interest. 11. In the event a Virginia SBDC client or consultant should desire to enter into a business relationship contrary to these provisions, a written request from the sub-center Director must be submitted to the Virginia SBDC State Director and the written approval by the Virginia SBDC State Director must be obtained. I have read and understand this policy statement and agree to abide by it. Consultant Signature Print Name Date Company Name uucuOlyn Envelope lu. Iruuui r!-03Cr-4`J IC-HM/3-0E I0/N/ OI Il. Attachment 15 AMERICA S CHANGE CONTROL SBDC PROCEDURES VIRGINIA The following outlines the procedures for instituting changes to the Virginia Small Business Development Center (Virginia SBDC) Policy and Procedures Manual and other internal documents governing the operation of the Virginia SBDC. The State Office is responsible for developing, distributing, and maintaining the Virginia SBDC Policy and Procedures Manual and other internal documents governing the operation of the Virginia SBDC.All proposed changes to the Policy and Procedure Manual must be submitted to the Associate State Director(ASD) and State Director for review and approval prior to possible implementation.The following process will be followed: a. All required or proposed changes must be submitted in writing to the ASD who will conduct a preliminary review. b. Proposed changes, along with any revisions recommended by the ASD, will be submitted to the State Director for consideration. All required or proposed changes, as revised by the State Director and ASD, will be presented to the Virginia SBDC Network for their comments and recommendations. The Centers are responsible for concurrent review and recommendations from their local host. A minimum of 30 days will be allowed for Center and host reviews. c. Upon expiration of the review period, and with full consideration for the recommendations of the Centers and Sponsors, a final draft change will be prepared and returned to the Centers for a final review. A minimum of 7 days will be allowed for the Center final review. 1. If approved, the ASD will publish the change. Publication will include an official change email to the Network, and a link to the approved change(s) in the Policy and Procedure manual. 2. If further review of the proposal is directed, the ASD will notify the Virginia SBDC Network that further review is pending. 3. If the proposal is disapproved, the ASD will notify the Virginia SBDC Network of the decision. d. The Centers will utilize the revised Virginia SBDC Policy and Procedure Manual through the electronic link provided. uocur ign tnvelope ID:1ruuuIr t-HUUJ-15t16iv tStUtu 1.DATE ISSUED MM/DD/YYYY la.SUPERSEDES AWARD NOTICE dated 12(042023 except that any additions or restrictions previously imposed U.S.Small Business Administration remain in effect unless specifically rescinded 2.CFDA NO. 59.037-SMALL BUSINESS DEVELOPMENT CENTERS Office of Grants Management(OGM) 3.ASSISTANCE TYPE Cooperative Agreement Small Business Administration 4.GRANT NO.SBAOEDSB240099-01-00 5.TYPE OF AWARD 409 3rd St,SW Formerly Training Washington,DC 20416 4a.FAIN SBAOEDSB240099 5a.ACTION TYPE New 6. PROJECT PERIOD MWDD/YYYY MWDDNYYY NOTICE OF AWARD From 01/012024 Through 12/312025 AUTHORIZATION(Legislation/Regulations) 7.BUDGET PERIOD MM/DD/YYYY MM/DD/YYYY 15 U.S.C.648(a)(1); 13 C.F_R.Part 130 From 01/012024 Through 12/31/2024 8.TITLE OF PROJECT(OR PROGRAM) Program Year 2024 Small Business Development Center Program 9a.GRANTEE NAME AND ADDRESS 9b.GRANTEE PROJECT DIRECTOR GEORGE MASON UNIVERSITY Jody Keenan 4400 University Dr 4400 University Dr Fairfax,VA 22030-4444 Fairfax,VA 22030-4422 Phone:703-277-7727 10a.GRANTEE AUTHORIZING OFFICIAL 10b.FEDERAL PROJECT OFFICER Ms.Maggie Ewell Rachel Karton 4400 University Dr 409 3rd St SW Fairfax,VA 22030-4422 Washington,DC 20416-0011 Phone:7039934806 Phone:202-619-1816 ALL AMOUNTS ARE SHOWN IN USD 11.APPROVED BUDGET(Excludes Direct Assistance) 12.AWARD COMPUTATION I Financial Assistance from the Federal Awarding Agency Only a.Amount of Federal Financial Assistance(from item 11rn) 437,296.00 II Total project costs including grant funds and all other financial participation -II b.Less Unobligated Balance From Prior Budget Periods 0.00 a. Salaries and Wages 2,069,105.40 c.Less Cumulative Prior Award(s)This Budget Period 0.00 d.AMOUNT OF FINANCIAL ASSISTANCE THIS ACTION 437,296.00 b. Fringe Benefits 638,734_42 13.Total Federal Funds Awarded to Date for Project Period 437,296.00 c. Total Personnel Costs 2,707,839.82 14.RECOMMENDED FUTURE SUPPORT - 0.00 (Subject to the availability of funds and satisfactory progress of the project) d. Equipment e. Supplies 23,129.33 YEAR TOTAL DIRECT COSTS YEAR TOTAL DIRECT COSTS a.2 d.5 1. Travel _ 77,779.83 b 3 e. 9- Construction 650.00 C.4 f 7 h. Other 496,709.11 15.PROGRAM INCOME SHALL BE-"SEO'N ACCORD WITH ONEOFT..E FOLOt dNG A.TERNATPES: i. Contractual 149,260.28 a DEDUCTION iJ ADDITIONAL COSTS • MATCHING j- TOTAL DIRECT COSTS ► 3,455,368.37 a OTHER RESEARCH(Add!Deduct Option) • OTHER(See RDAAS(S) E INDIRECT COSTS 1,006,709.45 16.TM S AWARDIS BASED ON AN APPLICATION SUBMITTED TO,AND AS APPROVED BY,THE FEDERAL AWARDING AGENCY ONTHEABOVETITLED PROJECT AND Ia SUBJECTTOTHETERMSAND CONDITIONSINCORPDRATED EITHER DIRECTLY I. TOTAL APPROVED BUDGET 4,462,077.82 ORGY REFERENCE LNTHE FOLLOWING: a. The grant program legs'a'.Tion b. The grant pmgrmn regutsenns. C. Th'sawardrrolice indudr+g terms andwndEcr Lazy-noted below under REMARKS. m- Federal Share 437,296.00 a Federal adrdnishetiraree r�Ls.ontprmr and arctre r appEzabtem this grant Ingle event there are conflicting or othervnse inconsistent polities applicable to the grant,the above order of precedence shall n. Non-Federal Share 4,024,781.82 prevail.Acceptance of the grant terms and conditions is acknowledged by the grantee when funds are drawn or otherwise obtained from the grant payment system .. REMARKS (Other Terms and Conditions Attached- :I]Yes t� No) See next page GRANTS MANAGEMENT OFFICIAL Teresa Clouser,Grants Management Officer 409 3rd St SW Washington,DC 20416-0011 Phone:2022057371 17.OBJ CLASS 4110 1Sa.VENDOR CODE 540836354 18b.EIN 540836354 19a.UEI EADLFP7Z72E5 19b.DUNS 077817450 20.CONG.DIST.11 FY-ACCOUNT NO. DOCUMENT NO. " ADMINISTRATIVE CODE ANT ACTION FIN ASST APPROPRIATION 21_a.2024.45040008.603001 b.OEDSB240099A c. OEDSB d. S437,296.00 .e. 22_a. b. c. d. e. 23.a. b. c. d. e. uuuuJrgri Crrveiupe iu. rruuuirY-D3Cr-q it-i u,-25tiOH/Lb IV/ PAGE 2 of 2 DATE ISSUED NOTICE OF AWARD (Continuation Sheet) 12/04/2023 GRANT NO. SBAOEDSB240099-01-00 REMARKS: The project period for this award is 01/01/2024 to 12/31/2025 and budget period for this award is 01/01/2024 to 12/31/2024 for a total amount of 3,363,815.00 in Federal funds.However,current Federal funding available is limited to$437.296.00 for this budget period.Receipt of any future funding is contingent upon the availability of funds from Congress,satisfactory performance and is at the sole discretion of the Small Business Administration.The Small Business Administration is not liable for any obligations,expenditures,or commitments which involves any amount in excess of Federal financial assistance presently available.No legal liability will exist or result on the part of the Federal Government for payment of any portion of the remaining funds which have not been made available under this award. Notifications affecting funding or notice of non-availability of additional funding for future years will be made only by the Grants Management Officer. 2 AWARD ATTACHMENTS GEORGE MASON UNIVERSITY SBAOEDSB240099-01-00 1. 2024 VA T'c&C's 2. SBA FY23 Terms and Conditions RECIPIENT:George Mason University CALENDAR YEAR NOTICE OF AWARD COOPERATIVE AGREEMENT NO.: SBAOEDSB240099 AWARD ISSUED DATE:12/04/2023 PAYMENT COOPERATIVE AGREEMENT NO.:SBAHQ24B0024 ADMINISTRATIVE CODE:4603001EZ05724 Program Terms and Conditions These program Terms and Conditions are specific to the SBDC program. They can be found: https://www.sba.gov/document/support-sbdc-program-terms-conditions. The terms and conditions set forth below are those particular to this non-Federal entity: *Program Term 2: Points of Contact 1. Grants Management Specialist(GMS) Name:Address: Teresa Clouser U.S.Small Business Administration Office of Small Business Development Centers 409 3rd Street,S.W.6th Floor Washington,DC 20416 Email Address: Teresa.Clouser(a)sba.gov 2. Grant Officer Technical Representative(GOTR) Name: Rachel Newman-Karton Address: U.S.Small Business Administration 409 3rd Street,S.W.6th Floor Washington,DC 20416 Telephone Number. (202)619-1816 Email Address: RacheL Newman-Karton@)sba.gov 3. District Office Project Officer(PO) Name: William Pocan Address: U.S.Small Business Administration Richmond District Office 400 North 8th Street,Suite 1150 Richmond VA 23219 Telephone Number. (804)253-9085 Email Address: William.PocanOsba.gov *See additional Points of Contacts on Notice of Award. IJVVUVII�I I 1-1IVGiUF/G 1LJ_ II 1JUL/I I I-JJLI-YJ I L'AUVJ'OL I Or.!GO!U l li RECIPIENT:George Mason University CALENDAR YEAR NOTICE OF AWARD COOPERATIVE AGREEMENT NO.: SBAOEDSB240099 AWARD ISSUED DATE:12/04/2023 PAYMENT COOPERATIVE AGREEMENT NO.:SBAHQ24B0024 ADMINISTRATIVE CODE:4603001EZ05724 Approved Budget COST CATEGORY& FEDERAL NON-FEDERAL SHARE SUB-ITEMS SHARE SBA CASH IN-RIND :.INDIRECT TOTAL AMOUNT a. Personnel $ 2,263,337.04 $ 1,774,871.58 $ - ( I $ 4,038,208.62 b.-Fringe Benefits.. $ 623,402.61 S.. 550,253.58 $ 7,43850.I.$ - <,. - $.. 1,181,o94.69 c. Travel S 67,107.38 S 69,055.87 $ - $ - S 136,163.25 lr .;Equipment $ : - $ • - $: - ;t $, .. sL s. , s, e. Supplies S 2,275.00 $ 22,833.53 S - ( $ - 25,108.53 If..Contractual $ 217,756.00 $ 114,952.00; :$ = 6,000.00 I $ $ 338,708.00 g. Consultants S 5,000.00 $ 105,035.97 $ 9,449.00 I $ - I $ 119,484.97 h. Other $ .:; ` 184,936.97 S a 135,320.14 $ `~ ':222,862.20 $_ -, $ 543,11931 i. Total Direct Charges $ 3,363,815.00 $ 2,772,322.67 $ 2/15,749.70 $ 6,381,887.37 I' ` Indirect Char es; $ 1,006,709.45 TOTALS $3,363,815.0o $2,772,322.67 $245,749.70 $1,006,709.4.5 $ 7,388,596.82 Program Term 4: Special Terms and Conditions Award Expectations and Project Deliverables You,the Non-Federal Entity/SBDC Network,acknowledge you will conduct the project funded under this Award in accordance with your approved technical proposal,goals,focus area,and budget. Changes to these guiding documents must be submitted to.SBA for pre-approval in accordance with the SBA Standard Terms and Conditions and with the SBDC Program Terms and Conditions. The approved goals for this award are as follows: • Clients Advised-5000 • New Business Starts-377 • Capital Infusion Transactions-2,500 The approved Focus Area Group is Underserved Communities • Focus Area Metric: 5.2 Underserved:Number of underserved small businesses which receive a loan or equity investment. Focus Area Value: 190 Special Conditions None Program Lead Center and Network Service Centers 1. George Mason University:Lead Center State Office a. George Mason SBDC b. Loudoun SBDC,Leesburg RECIPIENT:George Mason University CALENDAR YEAR NOTICE OF AWARD COOPERATIVE AGREEMENT NO.: SBAOEDSB240099 AWARD ISSUED DATE:12/04/2023 PAYMENT COOPERATIVE AGREEMENT NO.:SBAHQ24B0024 ADMINISTRATIVE CODE:4603001EZ05724 2. SBDC Hampton Roads Inc. 3. Central Virginia SBDC 4. Virginia Highlands SBDC 5. Lynchburg Region SBDC 6. Laurel Ridge SBDC 7. Southwest Virginia SBDC 8. Blue Ridge Crossroads SBDC 9. Mountain Empire Community College SBDC 10. Longwood SBDC 11. Shenandoah Valley SBDC 12. University of Mary Washington SBDC 13. Capital Region va...a.v.yn u I V UI$ w. I I vvv I I I-a.ru--ro I L-r�w.ru�I vr�r cu ro I v SBA Award Standard Terms 1. Standard Term-Acceptance of the Terms of an Award By drawing or otherwise obtaining funds from the Small Business Administration (SBA),the non- federal entity acknowledges acceptance of the terms and conditions of the award and is obligated to perform in accordance with the requirements of the award. If the non-federal entity cannot accept the terms,the non-federal entity should notify the Grants Management Officer(GMO)within thirty(30)days of receipt of this award notice.Once an award is accepted by a non-federal entity,the contents of the Notice of Award (NoA)are binding on the non- federal entity unless and until modified by a revised NoA signed by the GMO. Certification Statement: By drawing down funds,the non-federal entity certifies that proper financial management controls and accounting systems,to include personnel policies and procedures, have been established to adequately administer federal awards and funds drawn down. Non-federal entities of Small Business Administration (SBA)grants or cooperative agreement awards must comply with all terms and conditions of their awards, including: (a) terms and conditions included in the SBA Grants Policy effective at the time of a new, non- competing continuation,or renewal award, including the requirements of OMB grants administration regulations; (b) requirements of the authorizing statutes and implementing regulations for the program under which the award is funded; (c)applicable requirements or limitations in appropriations acts;and (d)any requirements specific to the particular award specified in program policy and guidance,the Notice of Funding Opportunity(NOFO). 2. Standard Term-Uniform Administrative Requirements,Cost Principles, and Audit Requirements for SBA Awards The NoA issued is subject to the administrative requirements, cost principles,and audit requirements that govern federal monies associated with this award, as applicable,in the Uniform Guidance 2 CFR Part 200. (https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2tab_02.tpl ). Under the authority listed above,the U.S. Small Business Administration adopts the Office of Management and Budget(OMB)Guidance in 2 CFR part 200,except for 2CFR 200.74,200.92, and 200.93.Thus,this part gives regulatory effect to the OMB guidance and supplements the guidance as needed for the Administration. 3. Standard Term-Award Expectations The eligibility and program requirements originally outlined in NOFO must continue to be adhered to as the funded project is implemented. Non-federal entities must comply with the performance goals, milestones,outcomes,and performance data collection and related policy and guidance.Additional terms and/or conditions may be applied to this award if outstanding financial or programmatic compliance issues are identified by SBA. Page 1 SBA Award Standard Terms and Conditions 4. Standard Term-Flow down of requirements to sub-recipients The non-federal entity,as the awardee organization, is legally and financially responsible for all aspects of this award including funds provided to sub-recipients, in accordance with 2 CFR§§ 200.330-200.332 Sub-recipient monitoring and management. 5. Standard Term-Future Funding If indicated in the NoA, recommended future support reflects TOTAL costs(direct plus indirect). Funding is subject to the availability of federal funds,and that matching funds, (if applicable), are verifiable, and progress of the award is documented and acceptable. 6. Standard Term-Non-Supplant Federal award funds must supplement, not replace(supplant) nonfederal funds. Applicants or award non-federal entities may be required to demonstrate and document that a reduction in non-federal resources occurred for reasons other than the receipt of expected receipt of federal funds. 7. Standard Term-Unallowable Costs Unless authorized under the Special Terms and Conditions, all costs incurred prior to the award issue date and costs not consistent with the funding opportunity and/or 2 CFR Part 200 are not allowable under this award. 8. Standard Term-Prior Approval SBA anticipates that the non-federal•entity may need to modify the non-federal entity's award budget or other aspects of its approved application during performance to accomplish the award's programmatic objectives. In general, non-federal entities are allowed a certain degree of latitude to re-budget within and between budget categories (10%or less)to meet unanticipated needs and to make other types of post-award changes, provided that the changes still meet the statutory program requirements and the regulatory requirements under 2 CFR Part 200, as applicable. Items that require prior approval (i.e.formal written approval)from the GMO,as indicated in either 2 CFR Part 200 or the SBA Grants Policy Statement, must be submitted in writing to the GMO within 45 days of grant expiration. Based on the nature,extent,and timing of the request, the SBA GMO may approve, deny, or request additional material to further document and evaluate your request.Only responses provided by the GMO are considered valid. If SBA approves the request,an amended Notice of Award (NoA)will be issued.Verbal authorization is not approval and is not binding on SBA. Non-federal entities that proceed on the basis of actions by unauthorized officials do so at their own risk,and SBA is not bound by such responses. Prior approval is required for, but is not limited to: Changes in Key Personnel and Level of Effort, Budget Revisions(more than 10%or when requesting a new budget cost category), Changes in Scope, Carryover Requests(that fall outside the term for the Expanded Authority for Carryover), and No Cost Extensions. Page 2 SBA Award Standard Terms and Conditions vvv.v.yu�... .vr .v. nvv✓II I JJLItJILl7JVJULIUlIILUIJII, SBA may confer a one-time extension of the expiration date of this Award for up to 12 additional months if You can demonstrate more time is necessary for the adequate completion of specific project objectives.A request for an extension must be in writing(with supporting justification) and must be received by the Grants Officer Technical Representative (GOTR) at least 45 calendar days prior to the scheduled expiration of this Award. SBA will not approve any extension request that: Is solely for the purpose of expending remaining funds; ii. Is for a project that previously received an extension; iii. Is more than 12 months in length; iv. Requires the commitment of additional Federal funds;or v. Involves any change in the objectives or scope of the project. 9. Standard Term-Administrative and National Policy Requirements Public policy requirements are requirements with a broader national purpose than that of the Federal sponsoring program or award that an applicant/non-federal entity must adhere to as a prerequisite to and/or condition of an award. Public policy requirements are established by statute,regulation, DOJ, and OMB memorandums, or Executive order. In some cases,they relate to general activities,such as preservation of the environment,while, in other cases they are integral to the purposes of the award-supported activities.An application funded with the release of federal funds through a grant award does not constitute or imply compliance with federal statute and regulations. Funded organizations are responsible for ensuring that their activities comply with all applicable federal regulation requirements. 10. Standard Term-Executive Pay The Executive Schedule (ES)sets the yearly salaries for top government officials, including the leaders and senior personnel in over 75 Federal government agencies. The Executive Level II salary cap limitation for calendar year(CY) 2022 was increased to $203,700 by Executive Order 14061 effective January 2nd. An individual's Institutional Base Salary(IBS)should be reflected in the proposal budget or budget justification section for all salary requests. The current Executive Level II salary can be found at the Office of Personnel Management's website at General Schedule(opm.gov) The law limits the salary amount that may be awarded and charged to SBA assistance agreements and cooperative agreements.Award funds may not be used to pay the salary of any individual at a rate in excess of Executive Level II.This amount reflects an individual's base salary exclusive of fringe and any income that an individual may be permitted to earn outside of the duties to the applicant organization.This salary limitation also applies to subawards/subcontracts under an SBA grant or cooperative agreement. Page 3 SBA Award Standard Terms and Conditions 11. Standard Term-Non-federal Entity Responsibilities a. Be responsive to SBA requests for information and communication. Changes to Your organization's contact information, including Your AOR or other designated representatives, must be reported promptly to SBA. b. Promptly advise SBA of any difficulties You encounter or anticipate encountering that may affect the conduct of Your project. c. Cooperate with all programmatic and financial examinations and any accreditation or certification reviews conducted by SBA, its agents,or contractors.You will promptly address and act upon all findings regarding Your project made as part of any such process. a. Provide full access to all activities supported with project funds to the general public without regard to their participation in any paid membership or subscription plan. b. Maintain adequate staffing levels for the delivery of client services,including replacing Key Personnel no more than 60 days after they cease their involvement with the project. c. Participate in SBA surveys and studies regarding the effectiveness and outcomes of the program/project,curriculum,types of assistance,service delivery methods, etc." d. Coordinate with SBA and other Agency resource partners operating within Your project service area to maximize the effectiveness of Your efforts and avoid duplication of products and services. e. Promote SBA programs, products,and services to clients,as appropriate. f. Maintain adequate, readily accessible facilities for assisting clients, including satellite locations where appropriate. g. Provide at least 40 hours per week of availability to assist clients, including sufficient evening and weekend availability and on-line and telephone assistance,to meet the needs of Your service area and clientele.Although You may maintain multiple service locations, no more than two locations may count toward meeting the weekly service hours requirement. h. Provide meaningful access to project services for clients with limited English language proficiency and/or disabilities. i. Maintain adequate staffing levels for the delivery of client services, including replacing Key Personnel no more than 60 days after they cease their involvement with the project. • Page 4 SBA Award Standard Terms and Conditions • j. Participate in SBA surveys and studies regarding the effectiveness and outcomes of the program/project,curriculum,types of assistance, service delivery methods, etc. k. Submit and update information to USASpending.gov and other Federal databases,as required. 12. Standard Term-SAM and UEI Requirements Awards are subject to requirements as set forth in 2 CFR 25.110 Central Contractor Registration(CCR)(NOW SAM)AND Unique Entity Identifier(UEI) Numbers. 2 CFR Part 25-Appendix A4,System of Award Management(SAM) and Universal Identifier Requirements A. Requirement for System of Award Management Unless you are exempted from this requirement under 2 CFR 25.110,you, as the non-federal entity, must maintain the currency of your information in the SAM, until you submit the final financial report required under this award or receive the final payment,whichever is later.This requires that you review and update the information at least annually after the initial registration,and more frequently if required by changes in your information or another award term. B. Requirement for unique entity identifier If you are authorized (reference project description)to make subawards under this award,you: 1. Must notify potential subrecipients that no entity (see definition in paragraph C of this award term) may receive a subaward from you, unless the entity has provided its unique entity identifier to you. 2. May not make a subaward to an entity, unless the entity has provided its unique entity identifier to you. 13. Standard Term-Federal Financial Accountability and Transparency Act(FFATA) Reporting Subawards and Executive Compensation, 2 CFR,Appendix A to Part 170 a. Reporting of first-tier subawards. 1.Applicability. Unless you are exempt as provided in paragraph d.of this award term, you must report each action that obligates$25,000 or more in Federal funds that does not include Recovery funds (as defined in section 1512(a)(2)of the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5)for a subaward to an entity(see definitions in paragraph e.of this award term). 2.Where and when to report. i.You must report each obligating action described in paragraph a.1.of this award term to http://www.fsrs.gov. ii. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the Page 5 SBA Award Standard Terms and Conditions obligation was made on November 7,2010,the obligation must be reported by no later than December 31, 2010.) 3.What to report. You must report the information about each obligating action that the submission instructions posted at http://www.fsrs.gov specify. b. Reporting Total Compensation of Recipient Executives. 1.Applicability and what to report.You must report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if— i.the total Federal funding authorized to date under this award is$25,000 or more; ii. in the preceding fiscal year,you received— (A) 80 percent or more of your annual gross revenues from Federal procurement contracts(and subcontracts)and Federal financial assistance subject to the Transparency Act,as defined at 2 CFR 170.320 (and subawards);and (B) $25,000,000 or more in annual gross revenues from Federal procurement contracts(and subcontracts)and Federal financial assistance subject to the Transparency Act,as defined at 2 CFR 170.320 (and subawards); and iii.The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a)or 15(d) of the Securities Exchange Act of 1934(15 U.S.C.78m(a),78o(d))or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information,see the U.S.Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.) 2. Where and when to report.You must report executive total compensation described in paragraph b.1. of this award term: i. As part of your registration profile at https://www.sam.gov. ii. By the end of the month following the month in which this award is made, and annually thereafter. c. Reporting of Total Compensation of Subrecipient Executives. 1.Applicability and what to report. Unless you are exempt as provided in paragraph d. of this award term,for each first-tier subrecipient under this award,you shall report the names and total compensation of each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal year, if— i. in the subrecipient's preceding fiscal year,the subrecipient received— Page 6 SBA Award Standard Terms and Conditions (A) 80 percent or more of its annual gross revenues from Federal procurement contracts(and subcontracts) and Federal financial assistance subject to the Transparency Act,as defined at 2 CFR 170.320 (and subawards);and (B) $25,000,000 or more in annual gross revenues from Federal procurement contracts(and subcontracts),and Federal financial assistance subject to the Transparency Act(and subawards); and ii.The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a)or 15(d)of the Securities Exchange Act of 1934(15 U.S.C.78m(a),78o(d))or section 6104 of the Internal Revenue Code of 1986.(To determine if the public has access to the compensation information,see the U.S.Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.) 2. Where and when to report.You must report subrecipient executive total compensation described in paragraph c.1. of this award term: i.To the non-federal entity. ii. By the end of the month following the month during which you make the subaward. For example, if a subaward is obligated on any date during the month of October of a given year(i.e., between October 1 and 31),you must report any required compensation information of the subrecipient by November 30 of that year. d. Exemptions If,in the previous tax year,you had gross income,from all sources, under$300,000,you are exempt from the requirements to report: i. Subawards,and ii.The total compensation of the five most highly compensated executives of any subrecipient. e. Definitions. For purposes of this award term: 1. Entity means all of the following,as defined in 2 CFR part 25: i.A Governmental organization,which is a State, local government,or Indian tribe; ii.A foreign public entity; iii.A domestic or foreign nonprofit organization; iv.A domestic or foreign for-profit organization; v.A Federal agency, but only as a subrecipient under an award or subaward to a non- Federal entity. 2. Executive means officers,managing partners,or any other employees in management positions. Page 7 SBA Award Standard Terms and Conditions 3. Subaward: i.This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the non-federal entity award to an eligible subrecipient. ii.The term does not include your procurement of property and services needed to carry out the project or program (for further explanation,see Sec. .210 of the attachment to OMB Circular A-133, "Audits of States, Local Governments,and Non-Profit Organizations"). iii.A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract. 4. Subrecipient means an entity that: i. Receives a subaward from you(the non-federal entity) under this award;and ii. Is accountable to you for the use of the Federal funds provided by the subaward. 5. Total compensation means the cash and noncash dollar value earned by the executive during the non-federal entity's or subrecipient's preceding fiscal year and includes the following: i.Salary and bonus. ii.Awards of stock,stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R),Shared Based Payments. iii. Earnings for services under non-equity incentive plans.This does not include group life, health,hospitalization or medical reimbursement plans that do not discriminate in favor of executives and are available generally to all salaried employees. iv. Change in pension value.This is the change in present value of defined benefit and actuarial pension plans. v.Above-market earnings on deferred compensation which is not tax-qualified. vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance,termination payments,value of life insurance paid on behalf of the employee, perquisites or property)for the executive exceeds$10,000. 14. Standard Term-FAPIIS-Recipient Integrity and Performance Appendix XII to 2 CFR Part 200 A. Reporting of Matters Related to Recipient Integrity and Performance 1. General Reporting Requirement Page 8 SBA Award Standard Terms and Conditions If the total value of your currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds$10,000,000 for any period of time during the period of performance of this Federal award,then you as the non-federal entity during that period of time must maintain the currency of information reported to the System for Award Management(SAM)that is made available in the designated integrity and performance system (currently the Federal Awardee Performance and Integrity Information System (FAPIIS))about civil, criminal,or administrative proceedings. 2. Proceedings About Which You Must Report Submit the information required about each proceeding that: a. Is in connection with the award or performance of a grant, cooperative agreement,or procurement contract from the Federal Government; b. Reached its final disposition during the most recent five-year period;and c. If one of the following: (1)A criminal proceeding that resulted in a conviction, as defined in paragraph 5 of this award term and condition; (2)A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution,or damages of$5,000 or more; (3) An administrative proceeding,as defined in paragraph 5 of this award term and condition,that resulted in a finding of fault and liability and your payment of either a monetary fine or penalty of$5,000 or more or reimbursement, restitution,or damages in excess of$100,000; or (4)Any other criminal,civil,or administrative proceeding if: (i) It could have led to an outcome described in paragraph 2.c.(1),(2),or (3)of this award term and condition; (ii) It had a different disposition arrived at by consent or compromise with an acknowledgement of fault on your part;and (iii)The requirement in this award term and condition to disclose information about the proceeding does not conflict with applicable laws and regulations. 3. Reporting Procedures Enter in the SAM Entity Management area the information that SAM requires about each proceeding described in paragraph 2 of this award term and condition.You do not need to submit the information a second time under assistance awards that you received if you already provided the information through SAM because you were required to do so under Federal procurement contracts that you were awarded. Page 9 SBA Award Standard Terms and Conditions 4. Reporting Frequency Unless specified otherwise in the Special Terms and Conditions for Your award,the following reporting timelines apply: During any period of time when you are subject to this requirement in paragraph 1 of this award term and condition,you must report proceedings information through SAM for the most recent five-year period, either to report new information about any proceeding(s)that you have not reported previously or affirm that there is no new information to report. Recipients that have Federal contract,grant,and cooperative agreement awards with a cumulative total value greater than$10,000,000 must disclose semiannually any information about the criminal,civil, and administrative proceedings. Financial Reporting—Non-Federal Entities are required to submit quarterly and annual financial reports (SF—425).All SF-425 are reported cumulatively. Quarterly Reports—are due thirty(30)days following the reporting period. For example, if the quarter ends 3/31,the quarterly reports are due 5/1. Annual Reports—The first reflects the initial 12-month period. For example,awards issued on 10/01,the report period ends on 9/30 the following year and is due on 10/31. Subsequent annual reports should build upon the previous annual report. Program Progress Reporting—Program Progress Reports are due quarterly,thirty(30) days following the end of the reporting period. For example, if the quarter ends 3/31,the quarterly reports are due 5/1, unless otherwise stipulated in program special terms and conditions. 15. Standard Term-Acknowledgement of SBA Support/Use of SBA's Logo/Publication Requirements. It is important that Your clients and the general public are aware of the [grant program name] Program and SBA's role in this project, as well as the taxpayer funded support the Agency is providing under this Award.Therefore,You must include the following acknowledgment of support statement on all materials produced in whole or in part with Project Funds: "Funded [in part]through a Cooperative Agreement with the U.S. Small Business Administration." For purposes of this requirement,the term "materials" includes, but is not limited to, press releases, brochures, pamphlets, handouts, reports,advertisements, books,curricula,websites,video or audio productions,and similar items regardless of the medium employed. The term "materials" does not include stationery or business cards and SBA's logo may not be used on such items. Where You use Project Funds to produce materials featuring editorial content,You must use the following alternate acknowledgment of support statement(either independently or in conjunction with the SBA logo): "Funded in part through a Cooperative Agreement with the U.S.Small Business Administration.All opinions,conclusions,and/or recommendations expressed herein are those of the author(s) and do not necessarily reflect the views of the SBA." Page 10 SBA Award Standard Terms and Conditions In addition,You must display signage featuring the SBA logo at all facilities that are open to the public and which are being used for project activities.Such signage must prominently feature the acknowledgment of support statement identified above. Where used,the acknowledgment of support statement must be presented in a legible typeface, font size,and (where applicable) color contrast and must appear verbatim and may not be altered or replaced with substitute language. However,on materials with severe space constraints such as signs and banners,You may use"SBA"in the acknowledgment of support statement instead of"U.S. Small Business Administration." You may elect to use SBA's logo on materials produced with Project Funds.You may contact the GMO in order to obtain a high-resolution copy of SBA's logo and a copy of SBA's Graphic and Use Guide.Where used,the SBA logo may be positioned in close proximity to Your organization's logo or may be placed in a prominent location elsewhere in the material. However,SBA's logo may not be placed in close proximity to any third party's logo,or used in such a way as may imply that a relationship exists between SBA and any third party(Note:Your organization's parent entity is not considered a third party).Additionally, in each instance where You use the SBA logo,You must also include the acknowledgement of support statement in reasonably close proximity to the logo. Neither the SBA logo nor the acknowledgment of support statement may be used in connection with activities outside the scope of this Award. In particular, UNDER NO CIRCUMSTANCES may the SBA logo or acknowledgment of support statement appear on items used in conjunction with fundraising, lobbying, or the express or implied endorsement of any goods,service,entity,or individual.Additionally,You may not use the SBA logo on any social media sites or services without obtaining prior approval from SBA. For further guidance regarding the prior approval process,see Part III(A)(13) above. 16. Standard Term Acknowledgement of Federal Funding at Conferences and Meetings A conference is defined as a meeting, retreat, seminar,symposium,workshop or event whose primary purpose is the dissemination of technical information beyond the non- Federal entity and is necessary and reasonable for successful performance under the Federal award.Allowable conference costs paid by the non-Federal entity as a sponsor or host of the conference may include rental of facilities,speakers'fees,costs of meals and refreshments, local transportation,and other items incidental to such conferences unless further restricted by the terms and conditions of the Federal award.As needed,the costs of identifying, but not providing, locally available dependent- care resources are allowable. Conference hosts/sponsors must exercise discretion and judgment in ensuring that conference costs are appropriate, necessary and managed in a manner that minimizes costs to the Federal award. 17.Standard Term-Mandatory Disclosures Consistent with 2 CFR 200.113,applicants and non-federal entity's must disclose in a timely manner, in writing to the SBA awarding agency with a copy to the SBA Office of Inspector General (OIG), all information related to violations of federal criminal law involving fraud, bribery,or gratuity violations potentially affecting the federal award.Subrecipients must disclose, in a timely manner, in writing to the prime recipient(pass through entity) and the SBA 01G,all information related to Page 11 SBA Award Standard Terms and Conditions vuvuv.y..u.rJ.JFJ Iv. II I�JI�I I I JJLI TOIL I1,JUJ UL IUII!LU1.711� violations of federal criminal law involving fraud, bribery,or gratuity violations potentially affecting the federal award. Disclosures must be sent in writing to the awarding agency and to the SBA OIG and OGM at the following addresses: US Small Business Administration Attention:Office of Grants Management 409 3rd Street SW,Suite 5000 Washington,DC 20416 AND US Small Business Administration Office of Inspector General 409 3rd Street SW,5th Floor Washington, DC 20416 Failure to make required disclosures can result in any of the remedies described in 2 CFR 200.338 remedies for noncompliance, including suspension or debarment. 18. Lobbying Restrictions Per 2 CFR§200.450, Recipients are subject to the restrictions on lobbying as set forth in 2 CFR part 200. 18 U.S.C. § 1913, No part of the money appropriated by any enactment of Congress shall, in the absence of express authorization by Congress, be used directly or indirectly to pay for any personal service, advertisement,telegram,telephone, letter, printed or written matter,or other device, intended or designed to influence in any manner a Member of Congress,a jurisdiction,or an official of any government,to favor,adopt,or oppose, by vote or otherwise, any legislation, law, ratification, policy,or appropriation,whether before or after the introduction of any bill, measure, or resolution proposing such legislation, law, ratification,policy,or appropriation; but this shall not prevent officers or employees of the United States or of its departments or agencies from communicating to any such Member or official, at his/her request,or to Congress or such official, through the proper official channels, requests for any legislation, law, ratification,policy,or appropriations which they deem necessary for the efficient conduct of the public business,or from making any communication whose prohibition by this section might, in the opinion of the Attorney General,violate the Constitution or interfere with the conduct of foreign policy,counter- intelligence, intelligence,or national security activities. Violations of this section shall constitute as a violation of 31 U.S.C.§ 1352(a). Page 12 SBA Award Standard Terms and Conditions 19. Drug-Free Workplace The Drug-Free Workplace Act of 1988 (41 U.S.C. §701 et seq.) requires that all organizations receiving grants from any Federal agency agree to maintain a drug-free workplace. By signing the application,the AOR agrees that the Non-federal entity will provide a drug-free workplace and will comply with the requirement to notify NIH if an employee is convicted of violating a criminal drug statute. Failure to comply with these requirements may be cause for debarment.Government wide requirements for Drug-Free Workplace for Financial Assistance are found in 2 CFR part 182;SBA implementing regulations are set forth in 2 CFR part 382.400.All non-federal entities of SBA grant funds must comply with the requirements in Subpart B (or Subpart C if the non-federal entity is an individual)of part 382. 20. Non-Transferability This Award may not be transferred or assigned (either in whole or in part)without prior written approval from SBA. Additionally, no interest in this Award may be conferred upon a third party and the Award may not be pledged as collateral or security. 21. Standard Term-Advancing Racial Equity and Support for Underserved Communities Executive Order: Advancing Racial Equity and Support for Underserved Communities through the Federal Governments(E.O. 13985 can be found at: https://www.federa lregister.gov/documents/2021/01/25/2021-01753/adva nci ng-racial-equity-a nd- support-for-underserved-communities-through-the-federal-government) 22.Standard Term-Trafficking Victims Protection Act of 2000(22 U.S.C.7104(G)),as amended, and 2 C.F.R. PART 175 The Trafficking Victims Protection Act of 2000 authorizes termination of financial assistance provided to a private entity,without penalty to the federal government, if the recipient or subrecipient engages in certain activities related to trafficking in persons.2 C.F.R.§ 175.15(b).See http://www.gpo.gov/fdsys/pkg/CFR-2012-title2-vol1/pdf/CFR-2012-title2-voll-sec175-15.pdf. Award Term from 2 C.F.R.§175.15(b):Trafficking in persons. a. Provisions applicable to a recipient that is a private entity. 1)You,as the recipient,your employees,subrecipients under this award,and subrecipients' employees may not: a) Engage in severe forms of trafficking in persons during the period of time that the award is in effect; b) Procure a commercial sex act during the period of time that the award is in effect;or c) Use forced labor in the performance of the award or subawards under the award. 2) We as the federal awarding agency may unilaterally terminate this award,without penalty,if you or a subrecipient that is a private entity: a) Is determined to have violated a prohibition in paragraph a.1 of this award term;or Page 13 SBA Award Standard Terms and Conditions b) Has an employee who is determined by the agency official authorized to terminate the award to have violated a prohibition in paragraph a.1 of this award term through conduct that is either: i. Associated with performance under this award;or ii. Imputed to you or the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 C.F.R. Part 180,"OMB Guidelines to Agencies on and Suspension(Non- procurement)." b. Provision applicable to a non-federal entity other than a private entity.We as the federal awarding agency may unilaterally terminate this award,without penalty, if a subrecipient that is a private entity: 1) Is determined to have violated an applicable prohibition in paragraph a.1 of this award term; or 2) Has an employee who is determined by the agency official authorized to terminate the award to have violated an applicable prohibition in paragraph a.1 of this award term through conduct that is either: a)Associated with performance under this award;or b) Imputed to the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR part 180,"OMB Guidelines to Agencies on Government-wide Debarment and Suspension (Non- procurement),"as implemented by our agency at 2 CFR Part 1125. c. Provisions applicable to any non-federal entity. 1)You must inform us immediately of any information you receive from any source alleging a violation of a prohibition in paragraph a.1 of this award term. 2) Our right to terminate unilaterally that is described in paragraph a.2 or b of this section: a) Implements section 106(g)of the Trafficking Victims Protection Act of 2000(TVPA), as amended (22 U.S.C. 7104(g)); and b) Is in addition to all other remedies for noncompliance that are available to us under this award. 3)You must include the requirements of paragraph a.1 of this award term in any subaward you make to a private entity. d. Definitions. For purposes of this award term: 1) "Employee"means either: •An individual employed by you or a subrecipient who is engaged in the performance of the project or program under this award;or Page 14 SBA Award Standard Terms and Conditions •Another person engaged in the performance of the project or program under this award and not compensated by you including, but not limited to,a volunteer or individual whose services are contributed by a third party as an in-kind contribution toward cost sharing or matching requirements. 2) "Forced labor" means labor obtained by any of the following methods:the recruitment, harboring,transportation, provision,or obtaining of a person for labor or services,through the use of force,fraud,or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. 3) "Private entity": •Means any entity other than a state, local government, Indian tribe, or foreign public entity,as those terms are defined in 2 CFR 175.25. •Includes: A nonprofit organization,including any nonprofit institution of higher education, hospital,or tribal organization other than one included in the definition of Indian tribe at 2 CFR 175.25(b). A for-profit organization. 4) "Severe forms of trafficking in persons,""commercial sex act,"and"coercion" have the meanings given at section 103 of the TVPA,as amended (22 U.S.C.7102). 23. Standard Term-Accessibility Provisions Non-federal entities of federal financial assistance (FFA)from SBA must administer their programs in compliance with federal civil rights law.This means that non-federal entities of SBA funds must ensure equal access to their programs without regard to a person's race,color, national origin, disability, age, and in some circumstances, sex and religion.This includes ensuring your programs are accessible to persons with limited English proficiency.SBA provides guidance to recipients of FFA on meeting their legal obligation to take reasonable steps to provide meaningful access to their programs by persons with limited English proficiency. The SBA Office for Civil Rights also provides guidance on complying with civil rights laws enforced by SBA. Recipients of SBA also have specific legal obligations for serving qualified individuals with disabilities. Please contact the SBA Office for Civil Rights for more information about obligations and prohibitions under federal civil rights laws at 1-800-827-5722. 24. Standard Term-Accessibility of Facilities and Events In accordance with the Americans With Disabilities Act of 1990 (42 U.S.C.§ 12101 et seq.)and §504 of the Rehabilitation Act of 1973 (29 U.S.C. §794), all facilities You use to provide services to the public in connection with this project must be accessible by persons with disabilities. In addition,all notices, promotional items, brochures, publications,and media announcements informing the Page 15 SBA Award Standard Terms and Conditions public of events,programs, meetings,seminars,conferences and workshops conducted pursuant to this project must include the following accessibility/accommodations notice: Reasonable accommodations for persons with disabilities will be made if requested at least two weeks in advance. Contact [insert contact information for the person who will make the arrangements]" 25.Standard Term-Data Collection and Performance Measurement: All non-federal entities are required to collect and report evaluation data to ensure the effectiveness and efficiency of its programs under the Government Performance and Results(GPRA) Modernization Act of 2010(P.L. 102-62). Non-federal entities must comply with the performance goals,milestones,and expected outcomes as reflected in the Notice of Funding Opportunity(NOFO) and are required to submit data per reporting requirements. Please contact your GOTR for additional submission information. 26. Standard Term-Procurement of Goods and Services: You may follow Your own procurement policies and procedures when contracting with Project Funds, but You must comply with the requirements of 2 C.F.R. §§200.317-200.326.Additionally, when using Project Funds to procure supplies and/or equipment,You are encouraged to purchase American-manufactured goods to the maximum extent practicable.American-manufactured goods are those products for which the cost of their component parts that were mined, produced,or manufactured in the United States exceeds 50 percent of the total cost of all their components. For further guidance regarding what constitutes an American-manufactured good (also known as a domestic end product),see 48 C.F.R. Part 25. 27. Standard Term—Audits If You are not subject to the requirements of the Single Audit Act,You must prepare an annual financial statement. If Your organization has been categorized as a high-risk entity by SBA due to financial and/or performance issues,you will be required to obtain an audited annual financial statement at your own expense until such time as Your organization is removed from the high-risk category. Non-federal entities are responsible for submitting their Single Audit Reports and the Data Collections Forms(SF-FAC)electronically to the to the Federal Audit Clearinghouse Visit disclaimer page (FAC)within 30 days after receipt or nine months after the FY's end of the audit period.The FAC operates on behalf of the OMB. 28.Standard Term—Recordkeeping You must maintain complete and accurate records and supporting documentation of sufficient detail to facilitate a thorough financial, programmatic,and/or legal compliance audit or examination of this project.You must make these records available to SBA, its agents, its Office of Inspector General,and/or Federal investigators on demand and provide them with unrestricted access to Page 16 SBA Award Standard Terms and Conditions review and make copies of all products,materials,and data,including those prepared or stored electronically.At a minimum,the records You must maintain on this project include: i.The time and attendance of employees whose salaries are charged to this Award,with sufficient detail to substantiate the claimed percentage of work performed in support of this project. ii. Contact information for project clients and a log of the type and amount of assistance provided. iii.An inventory of equipment purchased,in whole or in part,with award funds.This inventory must comply with the requirements of 2 C.F.R. § 200.313. iv.Your ledgers and annual A-133 Audit Report. If You are not subject to the requirements of the Single Audit Act,You must have an annual audited financial statement. Unaudited financial statements are not an acceptable substitute. v. Copies of receipts,invoices,contracts, leases,and other supporting documentation for all expenses paid with Project Funds. vi. Copies of checks, receipts, letters of donation, and other supporting documentation for all matching contributions related to this Award. vii. Copies of judicial and administrative decisions and compliance reviews (as applicable) and other supporting documentation demonstrating your adherence to the legal requirements listed in the SF-424B Records may be kept in hard copy,electronic,or facsimile form and must be retained for no less than three years from the date the final project report is due. For further guidance regarding record keeping requirements, see 2 C.F.R. §§ 200.333—200.337. 29. Standard Term—Closeout Requirements All Final Reports are due within one hundred and twenty(120)days after the expiration of the project period.The following reports are required. • Final payment document(SF-270) • Final Federal Financial Report(SF-425) • Final Performance Report • De-obligation Letter 30.Standard Term-Ad Hoc Submissions Throughout the project period,SBA may determine that a grant requires submission of additional information beyond the standard deliverables.This information may include, but is not limited to, ' the following: • Payroll • Invoices Page 17 SBA Award Standard Terms and Conditions • Consultant Contract documentation • Proof of project implementation 31.Standard Term-Submitting Responses to Conditions and Reporting Requirements Unless otherwise identified in the special terms and conditions of award and post award requests, all responses to special terms and conditions of award and post award requests must be submitted to the Program Office and the Office of Grants Management(OGM). 32.Standard Term-UEI As of April 4, 2022,the Federal government stopped using the DUNS Number to uniquely identify entities. Now,entities doing business with the Federal government use the Unique Entity ID created in SAM.gov. If your entity is registered in SAM.gov,your Unique Entity ID has already been assigned and is viewable in SAM.gov. This includes inactive registrations. The Unique Entity ID is located on your entity registration record. 33.Standard Term—Whistleblower Protection If you are a Federal employee, or employee of a contractor,subcontractor,or grantee submitting information to the SBA OIG regarding fraud waste or abuse in the SBA's programs or operations,you are probably a whistleblower. Please be aware, however that specific criteria apply to whistleblower protections afforded by law. For example, disclosures by current and former federal employees, applicants for federal employment,and employees of a federal contractor,subcontractor,or grantee have special meaning and protections. Federal law prohibits governmental personnel from retaliating against an employee who acts as a whistleblower by reporting suspected waste,fraud or abuse to the OIG. Under the Federal prohibited personnel practices,5 U.S.C.§2302(b)(8),employees may not"take or fail to take,or threaten to take or fail to take, a personnel action with respect to any employee or applicant for employment" because the person has disclosed information to an OIG which he or she reasonably believes is evidence of(1)a violation of any law, rule,or regulation,or(2) gross mismanagement, a gross waste of funds, an abuse of authority,or a substantial and specific danger to public health or safety,so long as the disclosure is not specifically prohibited by law or Executive Order. Reporting Fraud The OIG encourages all SBA employees and lenders to be on the lookout for fraud. If you suspect fraud, please report it to the OIG immediately by contacting the OIG Hotline at 1-800-767-0385 or OIGHotline@sba.gov(Iink sends e-mail). 34.Standard Term—Restrictions on Certain Types of Clients You may not utilize project resources to provide counseling services to any concern that: • is other than small; • is based in a foreign country; • is engaged in any activity that is illegal under federal,state,or local law or that can reasonably be determined to support or facilitate any activity that is illegal under federal,state,or local law; Page 18 SBA Award Standard Terms and Conditions • derives more than one-third of its gross annual revenue from legal gambling activities; • presents live performances of a prurient sexual nature or derives more than a de-minimus amount of revenue from the sale of products or services of a prurient sexual nature; • is not organized for profit(Exception:To the extent it does not negatively impact the goals or milestones established under this Award or detract from its core purpose,You may use project resources to counsel non-profit organizations that devote a significant portion of their activities to assisting entrepreneurs). 35.Standard Term—Governing Authority/Order of Precedence This Award is subject to the following requirements and representations,whether stated explicitly or incorporated by reference: 1. The statutes, regulations,and policy documents cited in Blocks 1 and 14 of the Notice of Award cover page and any other relevant, subsequently enacted laws. 2. Program Announcement No. [Number], [any existing policy documents You want them to follow(e.g., manuals,etc.)],and any subsequently issued SBA policy guidance. 3. Those terms and conditions set forth below. 4. Your accepted application for this Award,including all forms and assurances,and any subsequently approved additions or modifications. In the event of a conflict between these requirements,the Order of Precedence listed above will determine which prevails.Unless explicitly stated otherwise, all deadlines discussed in this Notice of Award will be measured in terms of calendar days. By signing Block 23 of the Notice of Award cover page,You acknowledge Your acceptance of all these requirements. Page 19 SBA Award Standard Terms and Conditions Definitions The definitions listed below apply to all SBA Awards.Additional definitions relating to a particular SBA program may be found in the grant program regulations, Program Announcement, and/or Special Terms and Conditions. a. Award—a conferral of Federal financial assistance to support a specific public project, whether in the form of a grant,cooperative agreement,or contract. b. Client—an entity receiving technical assistance under this Award.A Client may be an existing small business concern, or an individual interested in owning and operating a small business concern. c. Client Information—files and records concerning a Client, as well as any information that could be used to identify,contact,or locate a Client. Does not include statistics or similar data that is not attributed to a particular Client. d. Entity,as it is used in this award term, means all of the following,as defined at 2 CFR part 25, subpart C: a.A governmental organization,which is a state, local government,or Indian Tribe; b.A foreign public entity; c.A domestic or foreign nonprofit organization; d.A domestic or foreign for-profit organization; and e.A Federal agency, but only as a subrecipient under an award or subaward to a nonfederal entity. e. Key Personnel—those individuals who play a crucial role in the conduct of a project. Examples include directors, managers,counselors, and instructors, but not support staff. f. Overmatch(ed)—a level of matching contributions that exceeds the amount required. g. Program Income—additional funds generated through the conduct of project activities. Includes, but is not limited to, income derived from service or event fees,sales of commodities, repayments of interest or principal on loans made with Project Funds,and usage or rental fees. Does not include interest earned on advances of Federal funds. h. Project Funds—all funds covered by the project budget. Includes both Federal funds and matching contributions (cash and in-kind)dedicated to the project. i. Subaward: a. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the non-federal entity award to an eligible subrecipient. b.The term does not include your procurement of property and services needed to carry out the project or program (for further explanation,see 2 CFR 200.330). c.A subaward may be provided through any legal agreement, including an agreement that you consider a contract. j. System of Award Management(SAM) means the federal repository into which an entity must provide information required for the conduct of business as a non-federal entity.Additional information about registration procedures may be found at the SAM Internet site (currently at: http://www.sam.gov). k. Unique entity identifier(UEI)means the identifier required for SAM registration to uniquely identify business entities. Page 20 SBA Award Standard Terms and Conditions I. You—the non-federal entity organization (recipient)for the Award. Page 21 SBA Award Standard Terms and Conditions APPENDIX A CERTIFICATIONS,CLAUSES,AND REGULATIONS THE FOLLOWING CERTIFICATIONS, CLAUSES,AND REGULATIONS ARE INCORPORATED BY REFERENCE IN THIS AGREEMENT WITH THE SAME FORCE AND EFFECT AS THOUGH HEREIN SET FORTH IN FULL TEXT. REFERENCES TO REGULATIONS ARE AS OF THE DATE OF THIS AGREEMENT. A. EQUAL OPPORTUNITY-Subrecipient shall comply with all applicable provisions of state and federal constitutions, laws, regulations and judicial orders pertaining to non-discrimination and equal employment opportunity including but not limited to: 1. The Americans with Disabilities Act of 1990,42 U.S.C. § 12101 et seq.; 2. The Age Discrimination Act of 1975, 42 U.S.0§6101-6107; 3. The 1991 Civil Rights Act, P.L. 102-166,42 U.S.0§1981 et seq;, 4. The Drug Free Work Place Act of 1998, PL 100-690,Title V, Subtitle D; 5. Title IX of the Education Amendments of 1972, as amended,20 U.S.C. § 1681-1688;and. 6. The Equal Employment Opportunity Act, E.O. 11246,as amended by E.O. 11375, and as supplemented by regulations at 41 CFR Part 60 and 34 C.F.R Part 106. I. B. CERTIFICATION REGARDING DEBARMENT,SUSPENSION,AND OTHER RESPONSIBILITY MATTERS(EXECUTIVE ORDER 12549, DEBARMENT AND SUSPENSION, 34 CFR PART 85) Subrecipient certifies to the best of its knowledge and belief,that it and its principals: 1. Are not presently debarred, suspended, proposed for debarment,declared ineligible,or voluntarily excluded from covered transactions by any Federal department or agency; 2. Have not within a three-year period preceding award of this Agreement been convicted of, or had a civil judgment rendered against them for commission of,fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public(Federal, State or Local)transaction or contract under a public transaction;violation of Federal or State antitrust statutes or commission of embezzlement,theft,forgery, bribery,falsification or destruction of records, making false statements, or receiving stolen property; 3. Are not presently indicted for or otherwise criminally charged by a governmental entity (Federal, State or Local)with commission of any of the offenses enumerated in Paragraph (2) above; and 4. Have not within a three-year period preceding award of this Agreement had one or more public transactions (Federal, State or Local)terminated for cause or default. 5. Is not delinquent on any Federal debt. C. ANTI-KICKBACK ACT OF 1986-The applicable provisions of the Anti-Kickback Act of 1986,41 U.S.0 §51 et. seq, as set forth in FAR 3.502-2, FAR 3.502-3 and FAR 52.203-7 are hereby incorporated herein by reference. Subrecipient certifies that it is in compliance with said Act D. CERTIFICATION REGARDING LOBBYING-Subrecipient certifies,to the best of its knowledge and belief,that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the Subrecipient,to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a vvwv.y.. _...v.�ra..v_ .. ./.JLJ To1LlloVWL 1 Un!GV/0IV Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement,the Subrecipient shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. 3. Subrecipient shall require that the language of this certification be included in the award documents for all subawards at all tiers and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. §1352. 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. E. CONFLICT OF INTEREST-Subrecipient, by signing this Agreement, covenants that Subrecipient has no public or private interest, direct or indirect, and shall not acquire directly or indirectly any such interest which does or may conflict in any manner with the performance of Subrecipient's services and obligations under this Agreement. Subrecipient further covenants that, in the performance of this contract, no person having such interest shall be employed by the Subrecipient. Subrecipient warrants that it is not in any way related to any person signing this agreement within the third degree by consanguinity or affinity. Subrecipient shall have written policies and guidelines on conflict of interest and avoidance there of. Subrecipient certifies that, to the best of its knowledge upon reasonable inquiry, conflicts of interest(including, but not limited to conflicts which may exist under the Virginia Conflict of Interest Acts, or the federal Conflict of Interest Acts)do not exist for individuals participating in the project supported under this Agreement. Should this situation change during the time of this Subrecipient shall promptly advise Mason of such change. F. CLEAN AIR AND FEDERAL WATER POLLUTION CONTROL ACT-Subrecipient agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act(42 U.S.C.§ 7401 et seq.)and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251 et seq., as amended). G. RESEARCH WITH HUMAN SUBJECTS—When human research subjects are involved in the performance of Work, Subrecipient agrees to comply with all current U.S. Government regulations concerning protection of human research subjects,with particular reference to Sponsor's implementation of 45 CFR Part 46—Protection of Human Subjects. Subrecipient agrees to provide certification to Mason prior to the conduct of any human subjects research under this Agreement that an appropriate institutional review board has reviewed and approved the procedures which involve human subjects and that the Subrecipient also have a Federal Wide Assurance for research with human subjects. Mason will not serve as the institutional review board for the Subrecipient. Instances of noncompliance with this provision shall be reported immediately to the Office of Research Subject Protections. The Subrecipient agrees to provide copies of all reportable events such as unanticipated problems, continuing reviews, amendments that are submitted to the Subrecipient's institutional review board during the course of the research with human subjects,to the Principal Investigator as identified in Article 6 KEY PERSONNEL and: Office of Research Integrity&Assurance George Mason University Research Hall, Room 142 4400 University Drive,MS 6D5 Fairfax,VA 22030 Llul.U0( 11 LI Ivclupc IL/. I ULJUL/r Ur-JJLU 9 7 C-l`1.7uroC wAr LC r 1, H. USE OF LABORATORY ANIMALS—When the use of live vertebrate animals is involved in the performance of Work, Subrecipient agrees to comply with all current Federal regulations concerning the care and use of animals, as required by the Animal Welfare Act, as amended. Subrecipient agrees to provide certification to Mason upon execution of this Agreement that an appropriate institutional animal care and use committee has reviewed and approved all procedures involving live vertebrate animals. Mason will not serve as the institutional review board for the Subrecipient. Instances of noncompliance with this provision shall be reported immediately to the Mason Administrative contact. I. SCIENTIFIC MISCONDUCT—Instances of scientific fraud or misconduct related to the performance of the work conducted under this Agreement shall be reported to the Mason Administrative Contact immediately subsequent to any independent determination that fraud or misconduct has occurred. J. FINANCIAL DISCLOSURE -If Subrecipient employs more than 50 persons, Subrecipient certifies to the best of its knowledge that all financial disclosures required by the Sponsor/Agency policy have been made and that all identified conflicts will have been satisfactorily managed, reduced or eliminated prior to the institution's expenditure of any funds under this Agreement award, in accordance with Subrecipient's conflict of interest policy. As conflicts which cannot be satisfactorily managed, reduced or eliminated, must be disclosed to Sponsor/Agency through Mason, Subrecipient shall promptly advise Mason of any such conflict(s). If Subrecipient is an educational institution, Subrecipient certifies that its most recent A-133 audit was completed for the fiscal year and there were no findings of material weakness, material instances of noncompliance, or findings related to any subaward related to Mason. K. COMPLIANCE WITH FEDERAL AND STATE LAW-Subrecipient agrees that it is currently in compliance with all applicable local,state and federal laws and will remain in such compliance at all times and in all events during the term of this Agreement. Subrecipient agrees to notify Mason promptly if there is any change of status in any of the above certifications. Failure to so comply will automatically terminate this Agreement as of the time of noncompliance. Subrecipient will indemnify and hold contractor and its employees harmless from the results of any and all violations. L. FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT OF 2006,AS AMENDED, 2008(FFATA)—Prime recipients of federal awards are required to report any subaward that is, together with its modifications,greater than $25,000.00 to the General Services Administrations' Federal Subaward Reporting System. Accordingly, Subrecipient shall provide the following information in accordance with federal law: a. Is Subrecipient registered in SAM (formerly CCR)? ❑Yes ❑ No b. DUNS Number: c. EIN Number or Tax ID d. Congressional District: e. Is the performance site the same address as contained in the agreement? ❑Yes ❑No If no, please provide: f. The names and total compensation of the five most highly compensated officers of the Subrecipient must be provided if: i. Last fiscal year, was 80 percent or more of Subrecipient's annual gross revenue from Federal contracts, subcontracts, loans, grants, subgrants or cooperative agreements; and ii. Subrecipient receive$25 million or more in annual gross revenues from Federal awards; and iii. The public does not have access to information about the compensation of the senior executives of the Subrecipient through periodic reports filed under section 13(a)or 15(d)of the Securities Exchange Act of 1934[15 U.S.C.§§78m(a), 78o(d)] or section 6104 of the Internal Revenue Code. Is Subaward exempt from reporting executive compensation? ❑Yes UNo(If no,please complete the information below.) Officer 1 Name: Officer 1 Compensation: Officer 2 Name: Officer 2 Compensation: Officer 3 Name: Officer 3 Compensation: Officer 4 Name: Officer 4 Compensation: Officer 5 Name: Officer 5 Compensation: uocushgn tnvelope IU:43Ut5iil3/-AUo -4/11J-61-4L-C:U25UlU/0flttf SUBAGREEMENT MODIFICATION BETWEEN GEORGE MASON UNIVERSITY AND City of Roanoke Subaward Number:E206605D Modification Number:01 WHEREAS City of Roanoke is continuing to perform on a subaward issued by George Mason University under its award from The United States Small Business Administration for the project titled, `Program Year 2024 Small Business Development Center Program,"award number SBAOEDSB240099- 01-00,CFDAnumber59.037,the following changes to the agreement are mutually agreed to: Paragraph 3A Budget: Increase funding by$170,264.00. Total before this Modification: $ 25,442.00 This Modification: 170.264.00 Cumulative to date: $ 195,706.00 All other terms and conditions of the subcontract remain unchanged. IN WITNESS,THEREOF,the parties have executed this agreement by their duly authorized officers on the date herein set out: GEORGE MASON UNIVERSITY City of Roanoke DocuSigned by: DocuSigned by: [udc (a.Sbl rot,V �, l bw,�.L1 ,fir. ByncnrAAFCnn1(`an9 By 76176DA074154FE... Michael Laskofski By S. Cowell , Jr. Associate Vice President, Research Services City Manager 5/13/2024 5/17/2024 Date: Date: DocuSIgn Envelope ID:43D8B737 A085-472B-8F42-008D707572EB • Budget Justification Worksheet(Estimated Cos Host Institution City of Roanok SBDC Name lErer CognizantAgenc7 DO NOT MAKE CHANGES TO ANY CELL THAT IS BLACK OR GREY A. Personne SBA Cash Match In-Kinc Total Name Position/Title l'eg anda Forreste _--°e _Executive Direct() $ 48,694.7: $ 44,814.1, $ $- .. „, . 93,508,9'. Heather Fel Program Director $ 39,912.3• $' 39,912.3• $ - $ 79,824,61. (TomTanne � Advising,Director � $ 34,210.51 $ 34,210.5' $ - $ - 68,421.11 °Jeff RobertsorT ._ _ PartTimelAdviso $ 17,946.2' $ 17,948.2• $ - $ 35,896.4:- OpenPositloi Part Time Advisc $ 13,125.0, $ 13,125.0, $ - $ "' 26,250.0( OpenPosltioi Part TimeAdmll $ 6,250,0( $ 6,250.0( $ - $• 12,500.0i W — --- _ _ $ $ $ $- $ $ $ _ $ $ - $ - $ $ ( $ - $ - $ - $ (____L _ _ - �__ _ $ - $ - $ $,.. f $ $ $ $ �_�_ _ __ $ - $ - $ - $ .. .. .. _ - __,..... $ $ $ $':-.,.., •. •.-: ,• : .,,, 1 $ - $ - $ - $ :.___ ��__ ___� _ ___ ..; . . $ - $ - $ - $ . ,. .. . _ [..„___ $ - $ - $ - $ - _ .�_ _ w .. _� __. _ $ - $ - $ - $ i • $ - $ - $ - $ . ___.... • �� $ - $ - $ - $ . . . .„ . $ - $ - $ - $, . i _ $ - $' - $ - $:'' ' ••• • ___�_ �_ _. V $ $ $ $ _ $ - $ - $ $ $ $ $` • . (' Personnel'Subtotal $ 160,140.8 $ 156,260.3 $"' $ 3'16,401.2. B,Fringe Beneflh SBA Cash Match In-Kinc Total Fringe Benefit Rate FT • - : 15.92% $ 18,959.4, $ 18,959.4, $ - $ t °37,9.18.9: Fringe Benefit Rate PT . 7.72% $ 2,862.6! $ 2,862.7! $ - $ • ' ' '5,725.4( Fringe Benefit Rate Studer -' : . ' : •• 0% $ - $ - $ - $ Fringe'Benefit Rate Approved t CognizantAggency?(YIN), . eNo -_ I ' • • . . . .:. : Fringe Benefits Subtotal $ •.:.21;822.1 $ _.••• 21,822.2 $ :. $. .c_ 43,644.3:: C.Trave SBA Cash Match In-Kinc Total Number of Miles' ' 896 $ 600.0( $ 600.0( $ - $ 9,200.0( Mlleag Rate r ",,,".",•-..-' ;-7-*� -a$'' " "0':61` $ - $ - $ - $ GSAApproved Mileage Rat. 0.67 $ • - $ - $ - $ , WECCCdn`ferenoeAttendee Cost;per;Attende, $ - $ - $ - $ , - ' - - DocuSIgn Envelope ID:43D8B737 A085-472B-8F42-008D707572EB 0 $ w' $ - $ - $ - -$,_� I(n StatexTrave•' �r w a ,'`"s x ,2 . $ - $ - $ - $ . . . LeadershIp1Meetfngs''March,and.Junex2Attende'• $ - $ - $ - $ - Ileage $ 200.0( $ - $ - $ : : 200:0( Hotel,2 nights @;$150/nigh • $ 1,200.01 $ $ $ 1,200.01 /VIeals,$36/da for 2 da $' - v $ 288.0( $ - $ - $ • `288.0( Professional Development Conference Nov x 6 Attenc ": $ - $ - $ - $ Mileage t h.s ' ...i'." A a " ,.,a $ $00.0( $ - $ - $` $00.0( Hotel,2 nights @$150/nlgr $ 1,800,0( $, - $ - $,•'; 1,800.0(. "eal's" 36/da fo'r"2$"da W U112eit — Itt; .,. $ 432.0( $ - $ $ 432.0( f $ - $ - $ - $ . .- •r •- Travel Subtotal $; 5,020.0( ••$ ___ :_ •_._ 600.0(_ 8' .. ;_•__ . - $ • 5,620.0( D,Equlpmenl SBA Cash Matct In-KInc Total $ - $ - $ $ $ - $ - $ - $ - ( $ - $ - $ $. L _ $ - $ - $ Equipment Subtotz; }'` 7 . DocuSign Envelope ID:43D813737 A085-472B-8F42-008D707572EB E,Supplies SBA Cash Match In-Kinc Total ,Office Supplle : $ $ 317.4t $ - $. ..317.4t I-77- . $ - $ - $ _ $ : 1' : ' . . ... $ - $ - $ - $ L_. $ - $ - $ - $ - $ - $ - $ - $ _ i-- -_;. . .,-- -7 $ - $ - ,$ - . $ . . . . . $ - $ - $ - $: . . , .- $ - $ - $ - $ ._ ,e,... . .... . $ - $ - $ - $ t $ $ - V. $ : Su IlesSubtot • $`, • - $ • • • •317.4t $•---• , .'•. $, .317,4t Small Purchase Acquisition Thresho. $ ^ 10,000.01 Contractor Advising:Spanish Speaking.©$75 for Initial session and'•$50/hour additional se $ - $. 1,500.01 $ - $.. 1,500.01 $ - $ - $ - $. ., . . $ $ $ $ $ - $ - $ $^ . I $ $ $ $ '( . $ - $ - $ $ ..., $ - $ - $ - $ • $ - $ - $ - $ $ $ $ $ $ - $ - $ - $' . .. • $ - $ - $ - $. • $ - $ - $ - $.:.. ,.. . ..:. $ $ $ Contractual SubtoH . $ - $ 'i 1,500,01 $ -ry $'' . 1,500AG: G.Consultant: SBA Cash Match In-Kinc Total $ - $ - $ - $ : _ ._ . ConsultantsSubtot: .: •$._' ----- .----- _ -- .$-- -- -•-------•-- $_- — - .. .—. TT $ - H,Other SBA Cash Match In-Kinc Total Rent $ - $ - $ 35,727,01 $.:.: : 35,727,O1. Software Subscription w, • $ 2,808.01 $ - $ - $: 2,808.091 Domain'Hosting $ 530.0( $ $ $" 530.0( 1Parking � $ 1,500.01 $ - $ - $ ; 1,500:01• Phone $ 3,885.01 $ - $ - $ 3,885.01' -w _ - $ - $ � $ $ $ - .$. . _ $ $ $ $ ~ .� — _ $ - $ - $ $ _ DocuSIgn Envelope ID:43D8B737 A085-472B-8F42-008D707572EB - $ - $ 1 $ — $ — $ — $ v. nk .• ,�;s;` .. $ — $ — $ — $ — ��z,. $ — $ — $ _ $. , • .. i ,>r,,i •f lifki Aw!,.. , $ — $ — $ — $ . •. .. $ - $ — $ — $ y� 3 ._ ___....____ _. _�_ _ ._. . . YEKN�( R AY-'�*ffk.,v",'ut�,�:�§a.�r�:.,MF".t�R�3F,g�, fy �� ,.S:f $ $ _ � �. ,,... ... . . . :OtherSubtotE : .. . . . . . $ _ : .. 87 7230 t35,727.Oi 44,4506 1 Direct Cost Totals $ 195,706.00 $ 180,500.00 $ 35,727.00 $ 411,933.00 uouu51yiI Cl lveiupe IU.o3ULCor3-oUJc-'orA-oJou-4L 1 UOo/ULour SUBCONTRACT AGREEMENT BETWEEN GEORGE MASON UNIVERSITY AND THE CITY OF ROANOKE This Agreement("Agreement')is entered into by and between GEORGE MASON UNIVERSITY, ("Mason"), an educational institution and an agency of the Commonwealth of Virginia and AND THE CITY OF ROANOKE, ("Subcontractor"), also an an independent city in Virginia. WHEREAS, The United States Small Business Administration("Funding Agency")has awarded Mason a cooperative agreement for the project titled, "2025 SBA CORE-VA State Small Business Development Center,"Notice of Award, SBAOEDSB250172-01-00,CFDA No. 59.037, ("Prime Award"); CFDA number 59.037; and WHEREAS, The City of Roanoke has proposed to collaborate with Mason on the Prime Award; and NOW, THEREFORE, in consideration of the mutual promises and benefits hereunder and other good and valuable consideration,the parties mutually agree to all of the following: 1. DEFINITIONS A. "George Mason University" ("Mason")shall mean the university, its employees and agents. B. "The City of Roanoke"shall mean the Subcontractor, its employees and agents. 2. SCOPE OF WORK("SOW") Subcontractor agrees to perform the work described in the Statement of Work. The work to be performed and the Planned Milestone Accomplishments are included as Attachments 1 and 3, respectively, and are incorporated herein. The State VSBDC shall perform the work described in Attachment 2, incorporated herein,for your information. 3. TERM AND TERMINATION A. The period of performance ("Term") shall begin on January 1,2025, and shall not extend beyond December 31,2025 ("End Date"), unless mutually agreed in writing by both parties. B. Any extension, continuation, or further funding of this Agreement beyond the End Date shall be subject to: i, appropriate time extension approvals by Mason or the Funding Agency, as applicable; and ii.continuation by the Funding Agency of the Prime Award and authorization by the Funding Agency of specific funds for the Subcontractor's portion of the work. C. This Agreement may be terminated: i. any time the Prime Award is terminated by the Funding Agency, and Subcontractor receives from Mason written notice to that effect; or ii. if Subcontractor fails to perform any obligation under this Agreement, Mason gives Subcontractor thirty(30)days written notice of pending termination, and Subcontractor fails to cure or correct said deficiency within such thirty day period, or such period as the parties may mutually agree in writing;or iii. without cause by either party, by giving at least thirty(30) days advance written notice to the other party prior to the End Date of this Agreement. UUGUSIgf 1 CI WelUpe IU.D3ULCOro-DOJL-40r/1-D00D-4L I UDD f ULou D. In the event of termination, Mason shall reimburse Subcontractor for actual costs incurred up to the date of termination, and for any non-cancelable commitments and obligations made prior to the date of notice of such termination. Reimbursement shall be made in accordance with sections 5 and 6 of this Agreement. 4. BUDGET A. This is a cost reimbursable agreement. The not to exceed budget, in the amount of$48,160.00, for Subcontractor's performance under this Agreement is provided in Attachment 4, incorporated herein. B. Total expenditures for Subcontractor's performance shall not exceed the budgeted amount stated in Attachment 16, except as provided in section C of this paragraph. C. Additional funds not allocated in Attachment 4 may be awarded to Subcontractor if mutually agreed to in writing by both parties. Any such additional funds shalt be subject to availability from Mason or the Funding Agency. To apply for additional funds under this paragraph, Subcontractor shall at any time during the Term of this Agreement, submit one copy of the proposed budget changes to the Mason Administrative Contact identified in section 7(B) of this Agreement. 5.ALLOWABLE COSTS The allowability of costs under this Agreement shall be determined in accordance with: The provisions of the Prime Award; and ii. Subcontracts with Educational Institutions—FAR, Subpart 31.3; Subcontracts with Nonprofit Organizations-FAR, Subpart 31.7; or Subcontracts with Commercial Organizations—FAR, Subpart 31.2, as applicable; and iii. The prior, written approval of the State Director for all unplanned, out-of-state,travel not included in the budget as submitted in the annual proposal. 6. PAYMENT A. Subcontractor may submit invoices to Mason not more than once per month and Mason shall reimburse Subcontractor only for actual costs incurred on the project. B. Total reimbursement shall not exceed the amount allocated in the Prime Award, identified in Attachment 4, except as provided in section 4.C. of this Agreement. C. Invoices shall reference the name of this project titled, 2025 SBA CORE_-VA State Small Business Development Center,"and the Mason Subaward Number E2068359. Invoices shall also include the approved budget as stated in Attachment 4 of this Agreement,the expenditures for the period being invoiced,the total expenditures to date,the remaining balance of the budget and detailed documentation for all expenses shall also be provided. The Subcontractor's fiscal agent will certify invoices for accuracy and propriety. A sample invoice format to be used for this Agreement is provided as Attachment 5. A final invoice is due within sixty(60)calendar days following the End Date or termination date of this Agreement. Each invoice shall be sent to the following: Accounts Payable 4400 University Drive, MSN 3C1 George Mason University Fairfax,VA 22030 Or email invoices to the following address: acctpay@gmu.edu D. Mason retains the right to review any and all payments or reimbursements made to Subcontractor. If, upon review, any such fund transfer is found to be incorrect for any cause or disallowed under the Prime Award, Subcontractor shall return such funds upon demand to Mason. Mason may, in its sole discretion, deduct such funds from future payments to be made OVcu ala�II I_I IvcIVIJ I0.UJJLI_VI J-UVJL-�VI!l-UJVJ-YG I.000I JGVVI to the Subcontractor,without prejudice; subject, however,to the Subcontractor's right thereafter to establish the appropriateness and validity of any costs disallowed under this Agreement. 7. SUBAWARD CLOSE OUT • Along with any other reports or deliverables required hereunder, Subrecipient shall submit its final invoice and Release and Assignment form to Mason within sixty(60) calendar days following the End Date or termination of this Agreement. Payment of the final invoice will be withheld pending: A. Completion, submission and acceptance by Mason of all work performed under the Statement of Work; B. Completion of Subrecipient's Release Form and patent/invention report found at: https://osp.amu.edu/forms/and any other forms, as requested; and C. Clear, visible, and proper marking of"Final Invoice" on the actual final invoice. 8. PRIME AWARD TERMS AND CONDITIONS It is understood that this Agreement is issued under an award from the Prime Sponsor and all applicable requirements, regulations and provisions of the Prime Award are hereby incorporated into this Agreement as Attachment 16. Furthermore, the Certifications, Clauses, and Regulations of Appendix A are hereby incorporated. 9. KEY PERSONNEL A. The Mason Project Director is Ms.Jody A. Keenan, who shall be responsible for the overall direction and coordination of the work to be performed under this Agreement and the Prime Award. All correspondence or notices of a technical or programmatic matter related to this Agreement shall be forwarded to Ms.Jody A. Keenan at the below referenced address. B. Subcontractor's Principal Investigator responsible for the conduct of the work related to this Agreement is Mrs.Amanda Forrester. Any correspondence or notices of a technical or programmatic matter related to this Agreement shall be forwarded to Mrs. Amanda Forrester. Should Subcontractor's Principal Investigator become unavailable, Subcontractor shall propose a substitute principal investigator subject to approval in writing by Mason and the Funding Agency. MASON THE CITY OF ROANOKE Jody A. Keenan, Director, Amanda Forrester VA Small Business Development Centers Network 1 South Jefferson Street, George Mason University Roanoke, VA 24011 4031 University Drive, Suite 200 Phone: 540-815-0012 Fairfax, VA 22030 aforrester@roanokesmallbusiness.org Phone: 703-277-7727 FAX: 703-352-8518 Email: jkeenan@gmu.edu ✓uWJ0.SIl1 LII VGIUI.IG ILI_uJOcly.✓-UUJG-YVI/'l-uJVJ-YG I vuue JcuvI 10. NOTICES AND CORRESPONDENCE All administrative, contractual,and business notices required by this Agreement shall be made in writing and sent prepaid by certified mail to the person and address of the Mason Administrative Contact and Subcontractor Contact identified below, as applicable: MASON THE CITY OF ROANOKE Karen Gentry Amanda Forrester Contracts Administrator 1 South Jefferson Street, Office of Sponsored Programs Roanoke,VA 24011 George Mason University Phone: 540-815-0012 4400 University Drive, MSN 4C6 aforrester@roanokesmallbusiness.org Fairfax,VA 22030 Phone: 703-993-9306 • FAX: 703-993-2296 Email: kgentry4@gmu.edu 11. AUDIT AND COMPLIANCE The provisions of the Single Audit Act of 1984, or 2 C.F.R. §200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, as applicable, shall apply to this Agreement. Subcontractor shall submit one(1)copy of its most recent audit report to Mason's business official as identified in Section 6(C)of this Agreement. Additionally, Subcontractor shall comply with the audit requirements and information set forth in Attachment 6, incorporated herein. 12. OTHER FEDERAL GRANTS Prior to any application for other federal grants for the Subcontractor's SBDC, Subcontractor's Director shall submit a written request for authorization to the State Director,who will then forward the request to the U.S. Small Business Administration, as required. No application may be filed unless approval is received. 13. EQUIPMENT ACCOUNTABILITY AND DISPOSITION Any and all equipment purchases pursuant to this Agreement shall be treated in accordance with the provisions of the Prime Award in effect on the date of execution of this Agreement, except as modified by this Agreement. 14. LIABILITY AND INSURANCE Mason and Subcontractor are State agencies and are self-insured by the Risk Management Plan of the Commonwealth of Virginia for all claims up to the maximum provided by the Code of Virginia. 15. PUBLICITY AND USE OF NAME A. Any and all news releases, advertising, promotion, sales literature, or other publicity released by either party concerning this Agreement, shall be subject to prior written approval of the other party, and subject to the prior written approval of the Funding Agency, as appropriate. Any such publicity shall credit the contributions of each party pursuant to the terms and conditions of the Publication and Disclaimer Information Document,Attachment 7, incorporated herein. B. Neither party shall use the name, insignia, or trademark of the other party, nor any adaptation thereof, nor the names of any of its employees in any advertising, promotion or sales literature without the written consent of the other party. When such authorization is granted, only the George Mason University and SBA logos depicted in Attachment 8 shall be used. 16. INTELLECTUAL PROPERTY A. Subcontractor and Mason agree to report promptly and fully to each other any research results including but not limited to inventions, improvements, discoveries, or developments which may be patentable or copyrightable resulting from this mutual collaboration. The receiving party shall uocusigrr triveiupe iu.D3`JLcor3-DOJL-4orH-Dzoo-4L IUDDIDLOUr hold such disclosure on a confidential basis and will not disclose the information to any third party without consent of the disclosing party. B. As a general principle,any invention, improvement,discovery,or developments arising from this agreement whether patentable,copyrightable or not,which are made by employees of Mason shall belong to Mason(hereinafter"University Intellectual Property')and those made by employees of Subcontractor shall belong to Subcontractor. C. Due to the close interaction of Subcontractor and Mason researchers and the collaborative nature of this team effort, it may be impossible to identify or separate the contributions of each party. In such cases, inventorship shall be determined by legal means,and in cases where inventors are from both Subcontractor and Mason,title to the intellectual property shall be held jointly. Subcontractor and Mason agree to negotiate in good faith a license agreement to allow for effective commercialization of jointly held intellectual property. D. It is possible that Subcontractor or Mason may possess rights in background intellectual property, that is, intellectual property not otherwise subject to this agreement,which would be useful or essential to the practice or commercialization of the results of projects arising from this agreement. Where Mason and Subcontractor determine that background technology may exist, Subcontractor and Mason will use reasonable efforts to negotiate licensing rights that will allow the practice and commercialization of these results. 17. CONFLICT RESOLUTION A. As set forth in 13 C.F.R. § 130-350(B), the State Director shall serve as the principal contact point for all matters involving the Small Business Development Center program network. Every effort will be made to resolve any questions or conflicts regarding the programmatic and financial operations of the program at the State Office level. B. In those instances where issues and problems cannot be resolved at the State Office level, the issue will be referred in writing by the State Director and the Subcontractor's Director to the President of George Mason University. C. Unresolved disputes shall then be resolved in accordance with the disputes provisions of the Commonwealth of Virginia Vendor's Manual. Neither the existence of a claim or a dispute resolution process, litigation, or any other provision of this Agreement, shall excuse the Host from promptly complying with the changes ordered by the State Office or with the performance of this Agreement generally. 18. SUBCONTRACTING A. Except as may be provided elsewhere in this Agreement, Subcontractor shall not enter into any sub-agreements, in whole or in part,without the prior written approval of Mason, and subject to such conditions Mason may require. Purchase Orders and other routine expenditures are not subject to this provision. B. Pursuant to the conditions of the Prime Award, the Subcontractor shall not charge or receive indirect costs on any lower tier subcontracts issued under this Agreement. 19. REPORTS A. Subcontractor shall provide reports as required by the State Director pursuant to the terms and conditions of Attachment 9 and its sub-attachments, 9(a)through 9(e), incorporated herein. B. All Reports shall be submitted to the State Director at the address identified in Section-7(A)of this Agreement. 20. LOCAL CENTER SITE REQUIREMENTS Subcontractor's site shall meet the requirements of Attachment 10, incorporated herein. 21. RECORDS/RECORDS RETENTION A. Fiscal Records-Subcontractor shall maintain such books, records, documents, and other evidence, accounting procedures, and practices sufficient to reflect properly all direct and indirect costs of whatever nature it claims to have incurred for the performance of this Agreement. vUWJIyII LI IVCIVFIc Iv.v.JOLI-VI J-UVJL'YVI A-UJU.J tL I UUU/JLVVI B. Technical Records-Subcontractor shall keep clear and accurate records of the procedures conducted and data collected throughout the Term so that the progress of the project may be readily evaluated at any time by Mason's Project Director. C. Audit of Books-Financial reports, supporting documents and other records related to this Agreement shall be retained by Subcontractor for a period of three(3)years from the date of final payment except that records that relate to audits, appeals, litigation or the settlement of claims arising out of performance of this Agreement shall be retained until such audits, appeals, litigation or claims have been disposed of. D. Management Information System—The Subcontractor is required to operate the Center's IC Management Information System to track client cases, training events, and economic impact. Centers are required to have Internet access and e-mail capacity. E. In-Kind Contributions—The Subcontractor is required to maintain a record of all in-kind contributions pursuant to the format of Attachments 11 and 12, incorporated herein. 22. REPRESENTATION ON LOAN AND OTHER CREDIT ORGANIZATIONS Subcontractor shall not make loans, service loans, or make credit decisions regarding the award of loans. In accordance with SBA policy, Subcontractor must avoid any real or perceived conflict of interest. Subcontractor's directors and employees may not participate on loan committees. 23. LEGAL INFORMATION Providing any legal services or advice, other than the dissemination of business law-related documents is strictly prohibited. 24. CONFLICT OF INTEREST Prior to performing any work, and annually thereafter, all directors, employees, counselors, consultants, and volunteers of Subcontractor shall review the"Conflict of Interest Policy for Employees of Virginia Small Business Development Centers"and shall sign the appropriate"Conflict of Interest Policy Statement" incorporated herein as Attachments 13 and 14, respectively. The Subcontractor's Director shall review and sign all such statements. The Director's original statement shall be sent to the State Office. For all other staff and volunteers, one copy of their statement must be sent to the State Office and the original shall remain with the Subcontractor. 25. POLICY AND PROCEDURE MANUAL Subcontractor agrees to read and understand the Virginia Small Business Development Center Policy and Procedures Manual, Version 10/2004,as issued in October, 2004. A change control process, included as Attachment 15, incorporated herein, will be in effect for any future revisions of the Policy and Procedures Manual. 26. RELATIONSHIP The relationship of the parties to each other is solely that of independent contractors. Neither party shall be considered an employee, agent, partner or fiduciary of the other except for such purposes as maybe specifically be enumerated herein, nor shall anything contained in this Agreement be construed to create any partnership or joint venture between the parties. Subcontractor shall not enter into any agreement or incur any obligations on Mason's behalf, or commit Mason in any manner without Mason's prior written consent. 27. CONFIDENTIALITY AND CLIENT FILES A. All financial, statistical, personnel, and/or technical data furnished by, produced for, or otherwise available to clients of the Subcontractor are confidential. Confidential client information shall not be released without prior written approval of the client. B. Only staff who have executed conflict of interest statements may have access to confidential information. C. All confidential information shall be stored in a secured area or in lockable cabinets. The State Office will notify the Subcontractor in advance of any surveys involving client contact. IJUI.UJI9II LI IVGIVt/G IL!.UJJLL'JI J-1-UJL-YU1!9'UJVJ"iL I IJUU/JLUVI D. Section 2.1-342.01, B.20 of the Virginia Freedom of Information Act excludes from public disclosure confidential, proprietary records collected by the Virginia Small Business Development Center in business development activities. 28. PUBLICATION Publication of Results—Subcontractor is encouraged to publish the results of this research project. All research reports and other publications relating to the work under or as a result of this Agreement shall: i. bear proper acknowledgment of the support provided by the Prime Award from the Funding Agency; ii. ensure that Mason and the Funding Agency have a royalty-free, non-exclusive and irrevocable right to reproduce, publish or otherwise use,and to authorize others to use, any copyrightable material that is developed under and as a result of this Agreement; and iii. contain any required disclaimer pursuant to Attachment 7 and use only the authorized logos depicted in Attachment 8. 29.STANDARDS OF WORK Subcontractor agrees that the performance of the work and services of this Agreement shall conform to the highest professional standards. 30.TAXES Subcontractor shall pay all current and applicable local, city, county, state and federal taxes, licenses and assessments related to the Statement of Work be performed by Subcontractor including, but not limited to, those payments required by the Federal Insurance Contributions Act,the State Employment Tax Acts, and any other laws under which Subcontractor may be liable. 31.GOVERNING LAW This agreement shall be enforced and interpreted under the laws of the Commonwealth of Virginia. All disputes arising under this Agreement shall be brought before a proper state court in the Commonwealth of Virginia. 32. SOVEREIGN IMMUNITY Nothing in this Agreement shall be deemed a waiver of the sovereign immunity of the Commonwealth of Virginia. 33.WAIVER A. The failure of a party to enforce any provision in this Agreement shall not be deemed a waiver of such right. B. No waiver of any right under this Agreement shall be effective unless agreed to in writing by both parties. 34. CHANGE PROCEDURES Any changes to the VSBDC Policies and Procedures Manual, or other internal documents governing the operation of the VSBDC shall be made pursuant to the requirements and procedures contained in Attachment 15, incorporated herein. 35.ASSIGNMENT Neither party shall assign or otherwise transfer its rights or delegate its obligations under this Agreement without both parties'prior written consent. Any attempted assignment, transfer, or delegation without such consent is void. All of the terms and provisions of this Agreement are binding upon and inure to the benefit of the parties hereto and their successors and assigns. 36. SPECIAL PROVISIONS It is understood that this Agreement is awarded under a grant from the Funding Agency. The Clauses, Certifications, Regulations, and Requirements of the Prime Award are identified in Attachments 16 and Appendix A, and are incorporated herein. uocusign tnveiope iu.wurtors-a:sn3L-4orI-mo -4L1ULSI I Zbur 37. MODIFICATIONS Any and all modifications to this Agreement, including but not limited to budget modifications and changes to the Statement of Work,shall be submitted by the Subcontractor to the Mason Administrative Contact. No modification to this Agreement shall be valid without the signatures of a duly authorized representative of both parties. 38. SEVERABILITY Should any portion of this Agreement be declared invalid or unenforceable for any reason, such portion is deemed severable from the Agreement and the remainder of this Agreement shall remain fully valid and enforceable. 39.NON-DISCRIMINATION Mason and Subrecipient shall abide by the requirements of 41 CFR 60-1.4(a),60-300.5(a) and 60-741.5(a).These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion,sex,sexual orientation, gender identity, national origin,and for inquiring about,discussing or disclosing compensation. Moreover,these regulations require that covered prime contractors and Subrecipients take affirmative action to employ and advance in employment individuals without regard to race,color, religion, sex,sexual orientation, gender identity, national origin,disability or veteran status. 38. ENTIRETY This Agreement constitutes the entire understanding of the parties regarding the subject matter hereof, and supersedes all prior oral or written agreements regarding the subject matter hereof. IN WITNESS WHEREOF the parties have executed this Agreement on the dates set forth below to be effective as of the date first above written. For: GEORGE MASON UNIVERSITY For: THE CITY OF ROANOKE DoeuSigned by: FilitithALL taS66C By' ��� ��, By: Mic`haerLas'ko`iki . a ma ie urner Associate Vice President City Manager of Research Operations 3/19/2025 2) l Date: Date: e) 6T2s' IN THE COUNCIL OF THE CITY OF ROANOKE,VIRGINIA The 21' day of April 2025. No. 43179-042125. AN ORDINANCE authorizing the acceptance of Program Funds from the local host organizations to the City of Roanoke ("City") for the Greater Roanoke and New River Valley Small Business Development Center ("SBDC"); appropriating 2024-2025 Grant Funds; authorizing the City Manager or designee to execute any necessary documents necessary to accept such Funds; 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 City of Roanoke hereby accepts the Program Funds from the local host organizations to the City of Roanoke for the Greater Roanoke and New River Valley Small Business Development Center("SBDC");to be used for training and events hosted by the Roanoke Regional Small Business Development Center(SBDC)in the amount of$34,058 for the period of January 1, 2024 through June 30, 2025, all of which is more particularly described in the City Manager's Report dated April 21, 2025. 2. The City Manager or designee is hereby authorized to execute and file, on behalf of the City, the grant agreement and all necessary documents required to accept such grant. All documents shall be upon form approved by the City Attorney. 3. The City Manager or designee is further directed to furnish such additional information as may be required in connection with the City's acceptance of this grant. 4. The following sections of the 2024-2025 Grant Fund be, and the same are hereby, amended and reordained to read and provide as follows: Grant Fund Appropriations:. Travel 23 5-1211-0000-583 52-400147 $17,029 Admin Supplies 235-1211-0000-52030-400147 851 Publications and Subscriptions 235-1211-0000-52160-400147 213 Printing 235-1211-0000-52075-400147 1,490 Meals 235-1211-0000-52447-400147 13,623 Software Subscription 235-1211-0000-69016-400147 852 Revenues: Outside 3rd Parties 235-1211-0000-40125-400147 $34,058 5. Pursuant to Section 12 of the Charter of the City of Roanoke,the second reading of this ordinance by title is hereby dispensed with. - f/ ATTEST: = City Clerk. _ /' City Manager's Report �' Submitted by: Amanda Forrester, Director Greater Roanoke & NRV Small Business Development Center ROAN O KE April 21, 2025 Title: Acceptance and Appropriation of Program Funds for the Greater Roanoke and New River Valley Small Business Development Center. Background: - The Greater Roanoke and New River Valley (NRV) Small Business Development Center (SBDC) is a local subsidiary of the Virginia Small Business Development Center program, an organization of twenty-five offices across the Commonwealth providing professional business advising, education, research, and business resources to help start, grow, and,transition -. Virginia businesses. This network represents a partnership between the United States Small Business Administration (SBA),:George Mason University (GMU), and local host organizations. Local partners include academic institutions, chambers of commerce, municipalities, economic development organizations, and private companies. The City of Roanoke (City) serves as the local host for the Greater Roanoke and NRV SBDC. The SBDC operates a project that is to be maintained separate from the federal operational grant and local cash match project. This includes revenue and expenses related to training and events hosted by the SBDC. The appropriation is $34,058 for the period from January 1, 2024, through June 30, 2025. Considerations: . City.Council action is needed to accept and appropriate funds associated with the City's role as local host for the SBDC. Recommended Action: Adopt the attached budget ordinance to establish a revenue estimate in theGrant Fund of $34,058 and authorize the City Manager, or designee, to execute any required agreements or documents, such documents to be approved as to form by the City Attorney. CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Suite 456 ,11 Roanoke,Virginia 24011-1536 NYpC Telephone:(540)853-2541 Fax:(540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerlc@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 22, 2025 Chris Kowalczuk 1018 2nd Street, S. W. Roanoke, Virginia 24016 Dear Mr. Kowalczuk: Your Petition for Appeal in connection with the decision of the Architectural Review Board at its meeting on January 16, 2025, denying. a request for the approval to remove and replace a 100 year-old slate roof with architectural shingles and remove a nonfunctioning brick chimney according to the. Architectural Review Board, which is not consistent with the H-2 Guidelines, was before the Council of the City of Roanoke at its regular meeting held on Monday, April 21, 2025. Based upon the evidence (testimony and documents) presented to this Council at its April 21 meeting, the decision of the City of Roanoke Architectural Review Board on January 16, 2025, was affirmed that no Certificate of Appropriateness be issued to allow the removal and replacement of a 100 year-old slate roof with architectural shingles and remove a nonfunctioning brick chimney for property located at 1018 2nd Street, S. W., as set forth in the Application for Certificate of Appropriateness. Sincerely, • c e€57 Cecelia F. McCoy, CMC City Clerk Enclosure pc: Valmarie H. Turner, City Manager Timothy R. Spencer, City Attorney Katharine Gray, Acting Agent, Architectural Review Board Emily Clark, Secretary, Architectural Review Board 17 i. ' �� `' CITY OF ROANOKE •w`µ OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 `« .e Telephone: (540)853-2541 CECELIA T.WEBB,CMC Fax: (540)853-1145 Deputy City Clerk CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov City Clerk RUTH VISUETE PEREZ Assistant Deputy City Clerk February 13, 2025 The Honorable Mayor Joseph L. Cobb and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Cobb and Members of Council: I am enclosing a copy of a Petition for Appeal filed by Chris K. Kowalczuk, regarding-a decision of the Architectural Review Board at its meeting on January 16, 2025, denying a request for the approval to remove and replace a 100 year-old slate roof with architectural shingles and remove a nonfunctioning brick chimney according to the Architectural Review Board, which is not consistent with the H-2 Guidelines. The petition was received in the City Clerk's Office on Wednesday, February 12, 2025. Section 36.2-530(c)(5), Certificate of Appropriateness, Code of the City of Roanoke (1979), as amended, provides that any property owner aggrieved by any decision of the Architectural Review Board may present to the City Council a petition appealing such decision, provided such petition is filed within 30 calendar days after the decision is rendered by the Board. The Council shall schedule a public meeting and render a decision on the matter within 60 calendar days of receipt of the petition, unless the property owner and the Agent to the Architectural Review Board agree to an extension. The Council may affirm, reverse or modify the decision of the Architectural Review Board, in whole or in-part, or refer the matter back to the Board. With the concurrence of City Council, a public meeting may be scheduled for Monday, March 17, 2025, at 7:00 p.m., or as soon thereafter as the matter may be heard, to render a decision with regard to the Petition for Appeal filed by Chris K. Kowalczuk. Sincerely, Cecelia F. McCoy, CMC City Clerk Enclosure The Honorable Mayor Joseph L. Cobb and Members of Roanoke City Council February 13, 2025 Page 2 pc: Chris Kowalczuk, 1018 2nd Street, S. W., Roanoke, Virginia 24016 Valmarie Turner, City Manager Timothy R. Spencer, City Attorney Kimberly P. Beamer, Assistant City Attorney Katharine Gray, Acting Agent, Architectural Review Board Emily Clark, Secretary, Architectural Review Board VIRGINIA: IN THE COUNCIL OF THE CITY OF ROANOKE IN THE MATTER OF ) ) PETITION FOR APPEAL • This is a Petition for Appeal from a decision of the Architectural Review Board under Section 36.2-530(c)(5)of the Zoning Ordinance of the Code of the City of Roanoke(1979), as amended. 1. Name of the Petitioner(s): l.i ( 6 111 - 11)111n111.,e-/V 2. Doing business as(if applicable): k II 3. Street address of property which is the subject of this a� eal: r� L �1 I l B N� 5�� �e,� s U`-' Row IjR ) I 4. Overlay zoning (H-1, Historic Downtown Overlay District, or H-2, Historic Neighborhood Overlay District) of property(ies)which is the subject of this appeal: H- 5. Date the hearing before the Architectural Review Board wasJeld at which the decision being appealed was made: 1 - I(j- 6. Section of the Code of the City of Roanoke under which the Certificate of Appropriateness was requested from the Architectural Review Board (Section 36.2-330, if H-1 or Section 36.2-331, if H-2): 3 b - - 3 3 ( _7. Description of the request for which the Certificate of Appropriateness was sought from the Archi ctural Review Board: i Re+�e Q �ti� (Z-(c1-fA 00 L cor 5L1'c�. '200� (,.'1 rl-) (I1 CGJ1 t(t 5i111V � 5 4 NON POritIVP f\lb ��cif-Gfi1WV/ e 14<rLL) 8. Grounds fora al: -k co b 5 bbytit---) sk)N/es 41-1,ki trl) / (, (FA rsi'd RN° IS CAS't ��Zbkt�}i ,�{ ArJ -Ari vw-l] o A -tgi1Q6 � obL41ati o 9. Name, title, address and telephone number of person(s)who will represent the Petitioner(s),before City Council: " //PJA 1r 1f 9/id'r/ Ch<t5 l�• (LawN (.1�� (O1 $ a^O 5 1- ) SL-)i a yD�b (�L)\)) 22tij(- v )b) ,,l {)1 l\ fkrillC e f� lJ c, � 7)� ��� arq 5 Le c� 15 5 WHEREFORE, your Petitioner(s)requests that the action of the Architectural Review Board be reversed or modified and that a Certificate of Appropriateness be granted. Signature of Owner(s) Signature of Petitioner(s)or (If not Petitioner): representati (s), ere appli I • Name: Name: r I •/ 8 1Am 2c7y/'(print or type) (print or type)Name: Name: (print or type) (print'or type): ._ , _ _.___ .... .._..._.. .. TO BE COMPLETED BY CITY CLERK: Date: Received by Z---4-A /6 /-7- ,,a i, Pr' PLANNING BUILDING AND DEVELOPMENT Alle� Noel C. Taylor Municipal Building 215 Church Avenue SW, Room 170 Roanoke,Virginia 24011 540.853.1730 ROAN O KE planningna.roanokeva.gov January. 24, 2025 Christopher K. Kowalczuk 1018 2nd Street SW Roanoke, VA 24016 Via email: ckklaw@proton.me Dear Mr. Kowalczuk, Subject: ARB.DENIAL: Application for Certificate of Appropriateness Certificate No. COAB24-0024 1018 2nd Street SW, Official Tax Map No. 1022305 On January 16,2025, the Architectural Review Board (ARB) of the City of Roanoke, Virginia, denied your COA application for the proposed roof replacement at 1018 2nd Street SW. The ARB bases its review on adopted guidelines that generally follow the Secretary of Interior's Standards for Rehabilitation, which are recognized criteria for appropriate treatment of historic buildings and contexts. The following guidelines specifically apply to roof replacement and substitute materials for the work proposed: • Maintain original materials and features that characterize a building and make it unique. Architectural materials and features are considered significant if they: o Are original, reflect a particular architectural style, o Are examples of quality craftsmanship or design, or o Reflect changes associated with a major event in the history of the building. • Use substitute materials or replacement parts that retain the visual appearance of the original roof and that are physically and chemically compatible. • Substitute materials should match the original in scale, pattern, texture, and color At the January 16, 2025, Architectural Review Board public meeting, the ARB approved the applicant's request to amend the COA application to include: • Removal of the chimney from the center ridge of the roof • Replace slate shingle siding on the front dormer with Hardiplank-type shake siding to match Hardiplank-type shake siding on front façade • Retain hidden gutters (covered), but leave covered • Re-roofing will include metal ridgecaps and open metal valleys The Board found that the request to replace the slate roof of the main building with Owens Corning TruDefinition Duration architectural asphalt shingles would not retain the visual appearance of the original roof in scale, pattern, or texture, and was not consistent with the H-2 Architectural Design Guidelines. If you are aggrieved by this decision of the Architectural Review Board, you have the right to appeal the Board's decision to City Council within 30 calendar days of the date of the decision, per City Code Section 36.2-530. Please contact Katharine Gray at 540-853-1502 if you have additional questions. Very truly yours, • Emily G. Clark, Secretary to the Architectural Review Board c: Cecelia F. McCoy, CMC, City Clerk P"` 10 CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: April 21 , 2025 Subject: Appeal of the decision of the Architectural Review Board to deny a Certificate of Appropriateness request from Christopher Kowalczuk, to replace the slate roof with Owens Corning TruDefinition Duration architectural asphalt shingles at 1018 2" Street SW (Tax Map No. 1022305). The H-2 Historic Neighborhood District provides that ordinary maintenance or in-kind replacement with the same materials, proportions, and design does not require a Certificate of Appropriateness. In such cases, the Architectural Review Board Agent authorizes such work by having the owner or contractor complete a simple "In-Kind Replacement/Repair Form." The owner or contractor provides a statement of the work to be performed and is released to proceed (and get a building permit if necessary). Any work that constitutes a change in materials, proportion, and design of a structure or property within the H-2 Overlay requires a Certificate of Appropriateness (COA), issued by either the ARB Agent or the Architectural Review Board (hereafter ARB). The subject site is an interior lot located on the east side of 2th Street SW, with a 2-story building. It is located within the Old Southwest Historic Neighborhood Overlay District (H-2). All exterior building alterations, including roof replacements, are subject to review and approval by the Architectural Review Board prior to submitting a building permit application to the City Permit Center. The applicant submitted a COA application for the following: • Replace the slate roof of the main building with Owens Corning TruDefinition Duration architectural asphalt shingles. Background: The subject site includes a 2-story building constructed in 1925, and features stucco siding on the first floor, wood shake siding on the second floor, wood trim, one-over-one pane windows on the first floor, 12-over-12 pane and 9-over-9 pane City Council Agenda Report Page 2 of 6 1018 2nd Street SW March 17, 2025 windows on the second floor, a slate roof in a distinctive repeating pattern of 7 rows of rectangular slate with % a slate offset from the course below/above and 4 rows of fish scale slate with % a slate offset from the course below/above with metal ridgecaps and valleys, and a front dormer. A set of steps lead up to the front porch that features four square wooden columns supporting a shallow hipped porch roof. On December 12th, 2024, the ARB reviewed the COA application (Exhibit A - COA Application) requesting to replace the existing original distinctively- patterned slate roof, including metal ridge caps and valleys. The applicant presented quotes for (1 ) work as proposed dated October 2022 and (2) work as previously approved on other projects per the H-2 Guidelines dated December 2024 as points of discussion. (Exhibit B - Quotes 2022 and 2024) As the Board had concerns and questions regarding the application, the applicant requested a continuance to the next public hearing. On January 16th, 2025, the ARB reviewed the COA application (Exhibit C - Copy of the ARB Virtual Tour). The applicant presented the COA application and requested to amend the application at the public hearing before the ARB to include: • Removal of the chimney from the center ridge of the roof • Replace slate shingle siding on the front dormer with Hardiplank-type shake siding to match Hardiplank-type shake siding on front facade • Retain hidden gutters (covered), but leave covered • Re-roofing will include metal ridgecaps and open metal valleys The ARB voted to amend the application as requested. After further review and discussion, the ARB then voted to deny the COA application, as amended at the public hearing, finding the request to replace the slate roof of the main building with Owens Corning TruDefinition Duration architectural asphalt shingles would not retain the visual appearance of the original roof in scale, pattern, or texture, and was not consistent with the H-2 Architectural Design Guidelines. On January 24th, 2025, a letter denying issuance of a COA was sent to the property owner. (Exhibit D- Copy of the letter of denial) On Feb 12th, 2025, the applicant filed a petition to appeal the ARB decision to the City Council (Exhibit E - Copy of the appeal filed) The following are the related sections of the H-2 Design Guidelines and staff recommendations: City Council Agenda Report Page 3 of 6 1018 2nd Street SW March 17, 2025 Findings: Basic Design Principles • Maintain original materials & features that characterize a building and make it unique. Architectural materials & features are considered significant if they: • are original, reflect a particular architectural style, • are examples of quality craftsmanship or design, or • reflect changes associated with a major event in the history of the building. In general, maintenance is the key to preserving the historic fabric of the structures, and the lack of such effort could lead to deterioration of the original building material and character. The applicant desires to replace the original distinctively-patterned slate roof that reflects a high-level of craftsmanship and is part of the character-defining features of the building, but has proposed an asphalt shingle roofing that resembles an irregularly patterned shake-style roofing that does not reflect the material nor design details of the previous roof. Visibility from the Street • In the H-2 District, staff or the ARB reviews any changes proposed to the exterior of a building that are visible from the public right-of-way, including alleyways. Modifications to rear facades in the H-2 District also require review when owners propose changes that will impact the building's `skin', particularly changes to siding, windows and doors. The proposal includes replacing the slate roof of the main structure with Owens Corning TruDefinition Duration architectural asphalt shingles. Part of the new roofing material will be visible from 2nd Street SW. Roofs • Architectural styles are often identified by the form and materials of the roof, which is an important design feature. Poor roof maintenance contributes to the rapid deterioration of historic building materials including masonry, exterior siding, and paint and may result in hidden structural damage. • Retain historic roofing materials, such as slate, clay tile, wood shingles, or metal, that are still in good overall condition. If a limited area of historic roofing materials is damaged or deteriorated, repair with compatible City Council Agenda Report Page 4 of 6 1018 2nd Street SW March 17, 2025 materials is recommended rather than the removal and replacement of the entire roof surface. If owners choose to remove and replace their historic roofing material they must first provide written and photographic documentation of the existing roof. o size and shape, o color and texture, o pattern The proposal is to replace the existing distinctively-patterned slate roof, which includes metal ridge caps and valleys, with Owens Corning TruDefinition Duration architectural asphalt shingle roofing. The applicant has provided the required written and photographic documentation of the existing roof size and shape, color and texture, and pattern. Replacement and Substitute Materials • When the use of traditional roofing material is not feasible, suitable alternative material may be used. • Use substitute materials or replacement parts that retain the visual appearance of the original roof and that are physically and chemically compatible. • Substitute materials should match the original in scale, pattern, texture, and color The proposed Owens Corning TruDefinition Duration architectural asphalt shingle roofing is an irregularly patterned shake-style roofing and would not retain the visual appearance of the original roof in scale, pattern, or texture and is not an appropriate substitute for the existing distinctive repeating pattern slate roof with metal ridge caps and valleys. Staff Comments: The applicant's original proposal to replace the original distinctively-patterned slate roof, including metal ridge caps and valleys, with Owens Corning TruDefinition Duration "shake style" architectural asphalt shingle roofing would not retain the visual appearance of the original roof in scale, pattern, or texture and is not consistent with the H-2 Design Guidelines; therefore, staff does not recommend approval of the COA application as proposed. The amendments to the application at the ARB public hearing on January 16`h improved the application by retaining the hidden gutters (covered) and requiring the metal ridgecaps and open metal valleys remain. However, the City Council Agenda Report Page 5 of 6 1018 2nd Street SW March 17, 2025 Owens Corning TruDefinition Duration "shake style" architectural asphalt shingle roofing would still not retain the visual appearance of the original roof in scale, pattern, or texture and is not consistent with the H-2 Design Guidelines; therefore, staff does not recommend approval of the COA application as amended. Staff recommends that if the roof needs to be replaced, that the applicant consider replacing the slate roof of the building with roofing material in a pattern replicating the existing slate pattern, with open metal valleys and metal ridge caps. Such a proposal would be consistent with the H-2 Design Guidelines as it would retain the visual appearance of the original roof in scale, pattern, and texture, and staff would recommend approval. This has been achieved on similar past projects with materials such as CertainTeed Grand Manor and Carriage House architectural asphalt shingles or similar installed in a manner to reflect the original roofing. Considerations: City Council established the ARB with the stated purpose of protecting designated historic properties against destruction or architecturally incompatible alterations to buildings and structures. The ARB's review criteria are based on the standards set forth in the Zoning Ordinance, and, where applicable, it's adopted Architectural Design Guidelines (Guidelines). The Guidelines adhere to the Secretary of Interior's Standards for Rehabilitation, which are federal criteria for appropriate treatment of historic buildings. Certificate of Appropriateness applications are reviewed by the ARB in accordance with the applicable guidelines in its decision to issue or deny a Certificate of Appropriateness. Accordingly, the H-2 Guidelines on Roofs include the following: • Maintain original materials & features that characterize a building and make it unique. Architectural materials & features are considered significant if they: • are original, reflect a particular architectural style, • are examples of quality craftsmanship or design, or • reflect changes associated with a major event in the history of the building. • Architectural styles are often identified by the form and materials of the roof, which is an important design feature. Poor roof maintenance contributes to the rapid deterioration of historic building materials including masonry, exterior siding, and paint and may result in hidden structural damage. City Council Agenda Report Page 6 of 6 1018 2nd Street SW March 17, 2025 • Retain historic roofing materials, such as slate, clay tile, wood shingles, or metal, that are still in good overall condition. If a limited area of historic roofing materials is damaged or deteriorated, repair with compatible materials is recommended rather than the removal and replacement of the entire roof surface. If owners choose to remove and replace their historic roofing material they must first provide written and photographic documentation of the existing roof. o size and shape, o color and texture, o pattern • When the use of traditional roofing material is not feasible, suitable alternative material may be used. • Use substitute materials or replacement parts that retain the visual appearance of the original roof and that are physically and chemically compatible. • Substitute materials should match the original in scale, pattern, texture, and color Recommendation: The Architectural Review Board recommends that City Council affirm its decision to deny the issuance of a Certificate of Appropriateness to replace the slate roof with Owens Corning TruDefinition Duration architectural asphalt shingles that would not retain the visual appearance of the original roof in scale, pattern, or texture, and was not consistent with the H-2 Architectural Design Guidelines. ,2,42, , - /1;, 4 Drew Kepley, Chair i Architectural Review Board Enclosures: Exhibit A through Exhibit E c: Ms. Valmarie Turner, City Manager Angela O'Brien, Assistant City Manager Jillian Moore, Acting Director of Planning, Building & Development Wayne Leftwich, Planning Manager Katharine Gray, Principal Planner & Acting ARB Agent Phillip Moore, Zoning Administrator Timothy Spencer, City Attorney Kimberly Beamer, Assistant City Attorney EXHIBIT A H-2, Historic Neighborhood Overlay District Application for Certificate of Appropriateness �i"ED RE Date of Application 0 - //C��y • Site Address 11018 2nd Street,SW Roanoke,VA 24016 — . Property Owner: Name: 'Christopher K.Kowalczuk Address: 11018 2nd Street,SW City: 'Roanoke State: 'vA Zip Code: 124016 Phone Number: I +1 (540)345-0101 E-Mail:dastionelilalisem CM LA v'—'e ro 1'pti. ( Owner's Representative(if applicable): / Name: ' Address: ' City: ' State: ' Zip Code: ' Phone Number: I E-Mail: Application Prepared By: 'Christopher K.Kowalczuk Current Use: r Single-Family r Two-Family(Duplex) r Multifamily r Townhouse X Commercial If Commercial, Describe Use: 'attorney office Project Type: X Roof r Porch r Windows and Doors r New Construction r- r Walls and Fences r Parking and Paving r Demolition r Other: *PLEASE USE ATTACHED SHEET FOR PROJECT DESCRIPTION. Acknowledgement of Responsibility: I understand that all applications requiring review by the ARB must be complete and must be submitted before application deadlines;otherwise consideration will be deferred to the following meeting. I agree to comply with the conditions of this certificate and all other applicable city regulati and to pursue this project in strict conformance with the plans approved by the ARB. I understand that n n are p i d without prior approval by the City. Signature of Property Owner.I ,/7' Date: ' r g,�` ' , i S ton Below to be Completed by Staff Certificate Number: Approval By: r ARB r Agent Other approvals needed: Tax Parcel Number: f r Zoning Permit r BZA/Planning Commission Base Zoning District: r Building Permit r Other Agent,Architectural Review Board: I Date: H-2, Historic Neighborhood Overlay District Detailed Project Description Site Address: 11018 2nd Street,SW Roanoke,VA 24016 Property Owner: (Christopher K.Kowalczuk Project The original slate roof needs to be replaced as it is over 100 years and has been increasingly leaking over the past few years. The proposed new roof will be architectural shingles(dark grey in color)to closely resemble the slate Description: roof being replaced. Additional information to be submitted: Photographs r— Site Plan r- Elevation Drawings p<Sample, Photograph, Catalog ictures of Proposed Material E Other: 4---5,-/A-k6(A -, sti# !1 . a a ,, � I �1 r :, , - -� a,t III :' Cow o� ��� hill ' .. o�' - ._..„_--..,: -4 .. yiiiii igl-i k ...' -- . . 1.., -- - - 1 irt, ...0 ', 4 '''..,..! ' ri; ' . ( # I 1 k, �\0 F , �t ,.4-„,:- ..„....... _ 1p, $ iI . _ t r 5 ? ll? ' i1,;� a� ,�. .;!4":.'{ b 'L325� l • • of-, .i�r S ;.:4a a 3M .`b ', 2 �T r. aim/ .' // r_ , • , r Pill P. • i� rep F -� • 4' '- K j T1k. H-. 4 y ... , ..;:'. TI :-- ':' •'. t, i / •:'-7.'Z' .. . - . .______--- ,..,...„...,_,•.•••-•-•: 7:',....,....z:.,,,.,..,. �) 's)) �` MIRE U 1, .' -1-. , .- ''.'. )1- . 21 ,\ \ y,.;-...,_ 1 mi,, .. , 1111M' - WM P.., ' ,-,i. 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PARTIES This agreement made on 10/07/2022 between Chris Kowalczuk herein known as the Owner, and Good's Construction Co., LLC,d/b/a Cenvar Roofing, herein known as the Contractor. Witnesseth:The Owner and Contractor agree as follows 2. OVERVIEW The Contractor hereby agrees to provide materials and labor to 17 Tear off Old Shingles to a clean deck and replace with Owens Corning TruDefinition Duration Architectural Shingles OR r Put new shingles over top of(Line items D, E, and G in "3. Specifications"of the contract do not apply) on the Owner's Office located at 1018 2nd Street Southwest, Roanoke, VA 24016 3. SPECIFICATIONS A. Contractor shall clean up and dispose of all debris created by the work. Basic cleanup is done between multi-day jobs. Basic cleanup is not final clean up, but removes the bulk of debris, and keeps your property safe for ingress and egress in the mornings and evenings. During work hours a crew member must be consulted to make sure an area is safe, because the jobsite cannot be kept safe for ingress and egress. B. Any structural repair due to rotten wood caused by existing leaks shall be repaired at the rate of$ 79 per sheet of OSB (first 2 sheets free)or$ 5 plank board per linear foot(first 24 linear feet free). C. 17 Aluminum drip edge shall be installed at all roof edges including up the rakes. Color shall be one of the following: r Brown r Black rJ White D. 17 Ice and water shield shall be installed 3 feet from all bottom edges of the roof, in all the valleys, at all pitch changes, in all flashed areas (i.e. where roof hits walls, chimney, etc.) and around all roof penetrations (i.e. skylights etc.) E. pr Synthetic underlayment shall be installed. r Heavy duty 30 lb. felt shall be installed. F. Only the correct product specific starter strips shall be used, they shall be installed at the eaves and up the rakes. G. Shingles shall be: Owens Corning TruDefinition Duration Architectural Shingle Color Shall be: H. Contractor shall replace all vent boots and air vents. The counter flashing and step flashing will be replaced as needed pr All counter flashing shall be replaced around the chimney. r Counter flashing shall be replaced in masonry walls. Contractor shall "cut in"any counter flashing installed or replaced in masonry. j. Valleys shall be"cut"unless otherwise specified. K. Ventilation: Intake: rJ Current soffit vents r"Current gable vents r shall install 3" round aluminum soffit vents on center. r"Other Exhaust: R Ridge vent shall be installed on all ridges longer than 1 feet. r shall install or replace roof mounted power fan. (We are not licensed to wire fans; therefore, Owner must hire electrician separately.) r shall install roof mounted turbine vents color. r shall install "slant back" hood vents. E shall install 4" bath/dryer vent(s) (We do not run duct work We will hook up duct work when changing out on existing vent, but cannot run duct work to a new vent. A licensed HVAC contractor must be hired by the owner to complete the duct work.) r This serves as a disclaimer that this roof does not provide the proper ventilation required by the shingle manufacturer and we can not accept liability. Your shingle warranty may be effected. Please talk to your sales representative for details. r See note section below regarding ventilation options. L. Only the correct product specific ridge caps shall be used. 4. WARRANTIES A. We provide the Owens Corning System Protection manufacturer's warranty as our standard warranty. (See provided brochure for details.) B. We provide, as a standard, a 10 year workmanship warranty for all roof replacements.This warranty is transferable upon home ownership changing within 3 years of completion. C. for$ we will provide: r 50 year workmanship warranty for all full roof replacements on owner-occupied, detached single family homes. Includes free leak diagnosis(for leaks that end up not being roof related)for the life of the warranty. This warranty is transferable one time in the first three years after installation. The warranty term shall be 20 years for all structures other than owner-occupied detached single family homes. D. We register and send all warranties to you once the invoice is paid in full. E Although workmanship is warranted for 10 years, and material for 50 years, Three maintenance items are not covered. 1. Roof must be kept clean and free from debris. 2.All caulking must be inspected and re- applied where needed every three years. 3.All plumbing vent boots must be inspected every three years and replaced as needed. Leaks resulting from the failure to maintain these items, are not covered by any warranty. There is a 5 yr. warranty for mechanical defects on power fans. Labor is not included. New skylights are warranted by Velux to be leak free for 10 years,any motorized parts are warranted for 5 years, labor is not included. F. In the event of a leak, the Contractor will investigate and diagnose the cause of the leak. Leaks that occur due to faulty Contractor workmanship will be repaired at no expense to the customer.All other leaks will incur a$250 service fee and the contractor will deliver a written report detailing the problem. The Contractoi reserves the right to determine liability. G. Roofs where new shingles are installed over existing roofing materials are warrantied for 3 years. 5. START OF JOB Approximate start date shall be: 2-4 weeks (If signed and scheduled today.) 6. LENGTH OF JOB Approximate number of work days to complete job: 2-4 7. DEFECTS FOUND One or more of the following conditions has been observed: r Cracked masonry over the roofline, r cracked, rotten,or improperly installed siding, or r Left un-addressed, these conditions could result in a leak. It is hereby agreed that in the event of a leak in these areas,Contractor will not be liable for the leak repair or any of the damage that it caused. (Please be advised that even masonry that is in good condition can become saturated and leak when subjected to rain for protracted lengths of time. This condition can be easily remedied with a masonry sealant) 8. SKYLIGHTS We do not guarantee re-used skylights will not leak. (Please be advised that when we install new skylights small bits of debris will fall into the living area. We recommend you put down light painters plastic or sheets to protect the area.) 9. COSTS OF COLLECTIONS Owner agrees to pay all costs and expenses of collection or enforcement of this Proposal, including, without limitation, reasonable attorneys'fees and disbursements incurred by Contractor on account of such collection or enforcement, whether or not suit is filed hereon.All such costs or expenses incurred or paid by Contractor for such purposes shall bear interest at the rate often percent(18%)per annum from the date incurred or paid b y Contractor to the date of repayment by Owner. Owner agrees to pay Cenvar Roofing for all costs and expenses for collecting on past due accounts, including, without limitation, reasonable attorneys' fees and collection costs. Our advertised "100% Satisfaction Guaranteed, or you don't pay" , does not refer to your satisfaction with the process, but to your satisfaction with the finished product. Roofs will not be warrantied for accounts sent to collections. 10. NOTES Slate siding on dormer walls will be kept as is. Low pitch front porch will have ice and water shield over the entire plane due to the low pitch. Metal pans covering hidden gutters will be removed and framed over with re-sheathe to incorporate them into the roof line. If re-sheathing is not done the existing metal pans covering hidden gutters will be re-used and left as is. There are several places where the wooden planks are gapped too far for shingles. We can install the roof and replace any planks as needed and fill in gaps($5 per foot, pictures will document wood replacement) but we recommend re-sheathing with osb to ensure decking is all right enough and to give the new roof the most even appearance and to get rid of the hidden gutter metal. Ridge vent on all ridges. Flashing replaced with new. This will be the most economical replacement option as long as it's approved. If the historical board requires a shingle that mimics the slate pattern you have the roof price will double and the shingle that is needed to replicate the fish scale slate pattern is not currently in production and no exact date for it's return has been set 11. OVERVIEW Roof replacement $16,859.00 Skylight replacement r yes r no $n/a Other Re-sheathe with osb and frame over hidden gutters 17 yes r no $7840.00 Additional r yes r no $n/a 12. AGREEMENT GRAND TOTAL $24,699.00 PAYMENTS FOR YR TERM AS LOW AS $ /MO **Shingle Color Selection: (Please write in your color choice)** 13. PAYMENT TERMS AND FINANCING These prices are subject to change if not accepted within 30 days. 3% convenience fee will be added for all credit/debit card payments. No money down, entire payment is due upon completion. Finance charge of 1.5%per month will be applied to all past due accounts. The payment referenced herein is computed with the most recent rates provided us, Cenvar Roofing does not guarantee that this payment and rate is still available. Cenvar Roofing does not guarantee that you will be able to obtain a loan. Financing is subject to the Bank's credit terms. Your specific information will determine your interest rate and/or ultimate ability to obtain financing. The Bank will disclose to you all the specific terms for each loan option. Cenvar Roofing does not extend credit, and will not be your lender. You are free to secure financing with any lender of your choice. This contract shall remain contingent upon financing, until such a time as the exact install date is scheduled for the roof replacement.If financing is needed, all financing must be fully approved and in place, before the job is scheduled to be completed. Failure to obtain financing, and failure to alert Cenvar Roofing of your inability to obtain financing will not absolve you of payment responsibility. No Refunds given on services rendered. Cenvar Roofing is headquartered at 493 Crowell Lane,Lynchburg, Va, 24502. 14. SIGNED AND AGREED Email Address: ckkvalaw@gmail.com Kowaieri 4/17/2024 10/07/2022 06:40 AM Owner Contractor Owner may nullify this contract at their discretion for up to three days(72 hours) after contract acceptance. CENVAR E N 7 ,.. ROOFING Ethical. Expert. Engaged. Contractor's License:#2705055447A Specialties:CBC, RBC PROPOSAL 1. PARTIES This agreement made on 12/07/2024 between Chris Kowalczuk herein known as the Owner, and Good's Construction Co., LLC, d/b/a Cenvar Roofing, herein known as the Contractor. Witnesseth: The Owner and Contractor agree as follows 2. OVERVIEW The Contractor hereby agrees to provide materials and labor to 17'Tear off Old Shingles to a clean deck and replace with Certainteed grand Manor and Carriage house OR r Put new shingles over top of(Line items D, E, and G in"3. Specifications"of the contract do not apply) on the Owner's office located at 1018 2nd Street Southwest, Roanoke,Virginia, 24016 3. SPECIFICATIONS A. Contractor shall clean up and dispose of all debris created by the work. Basic cleanup is done between multi-day jobs. Basic cleanup is not final clean up, but removes the bulk of debris, and keeps your property safe for ingress and egress in the mornings and evenings. During work hours a crew member must be consulted to make sure an area is safe, because the jobsite cannot be kept safe for ingress and egress. B. Any structural repair due to rotten wood caused by existing leaks shall be repaired at the rate of$ 65 per sheet of OSB (first 2 sheets free)or$ 5 plank board per linear foot(first 24 linear feet free). C. P. Metal drip edge shall be installed at all roof edges including up the rakes. Color shall be one of the following: r Brown r Black 17 White D. j7 Ice and water shield shall be installed 3 feet from all bottom edges of the roof, in all the valleys, at all pitch changes, in all flashed areas (i.e. where roof hits walls, chimney, etc.) and around all roof penetrations(i.e. skylights etc.) E. 17 Synthetic underlayment shall be installed. F. Only the correct product specific starter strips shall be used, they shall be installed at the eaves and up the rakes. G. Shingles shall be: Certainteed Grand Manor and Carraige House Shingle Color Shall be: H. Contractor shall replace all vent boots and air vents. The counter flashing and step flashing will be replaced as needed 17 All counter flashing shall be replaced around the chimney. r Counter flashing shall be replaced in masonry walls. Contractor shall"cut in" any counter flashing installed or replaced in masonry. J. Valleys shall be "cut" unless otherwise specified. K. Ventilation: Intake: 17 Current soffit vents r Current gable vents r shall install 3" round aluminum soffit vents on center. r_Other Exhaust: r Ridge vent shall be installed on all ridges longer than feet. r-shall install or replace roof mounted power fan. (We are not licensed to wire fans; therefore, Owner must hire electrician separately.) r-shall install roof mounted turbine vents color. r- install "slant back" hood vents. r shall install 4" bath/dryer vent(s) (We do not run duct work We will hook up duct work when changing out on existing vent, but cannot run duct work to a new vent. A licensed HVAC contractor must be hired by the owner to complete the duct work.) r This serves as a disclaimer that this roof does not provide the proper ventilation required by the shingle manufacturer and we can not accept liability. Your shingle warranty may be effected. Please talk to your sales representative for details. r"See note section below regarding ventilation options. L. Only the correct product specific ridge caps shall be used. 4. WARRANTIES A. We provide the Certainteed manufacturer's warranty as our standard warranty. (See provided brochure for details.) B. We provide, as a standard, a 10 year workmanship warranty for all roof replacements. This warranty is transferable upon home ownership changing within 3 years of completion. C. for$ we will provide: r 50 year workmanship warranty for all full roof replacements on owner-occupied, detached single family homes. Includes free leak diagnosis (for leaks that end up not being roof related)for the life of the warranty. This warranty is transferable one time in the first three years after installation.The warranty term shall be 20 years for all structures other than owner-occupied detached single family homes. for$ we will provide: lr -warranty. (See provided brochure for details) D. We register and send all warranties to you once the invoice is paid in full. E Although workmanship is warranted for 10 years. Three maintenance items are not covered. 1. Roof must be kept clean and free from debris. 2.All caulking must be inspected and re-applied where needed every three years. 3. If lifetime boots are not used, all plumbing vent boots must be inspected every three years and replaced as needed. Leaks resulting from the failure to maintain these items, are not covered by any warranty. There is a 5 yr.warranty for mechanical defects on power fans. Labor is not included. New skylights are warranted by Velux to be leak free for 10 years, any motorized parts are warranted for 5 years, labor is not included. F. In the event of a leak, the Contractor will investigate and diagnose the cause of the leak. Leaks that occur due to faulty Contractor workmanship will be repaired at no expense to the customer.All other leaks will incur a $250 service fee and the contractor will deliver a written report detailing the problem.The Contractoi reserves the right to determine liability. G. Roofs where new shingles are installed over existing roofing materials are warrantied for 3 years. 5. START OF JOB Approximate start date shall be: 4-5 weeks (If signed and scheduled today.) 6. LENGTH OF JOB Approximate number of work days to complete job: 5 DAYS 7. DEFECTS FOUND One or more of the following conditions has been observed: r Cracked masonry over the roofline, r cracked, rotten, or improperly installed siding, or r Left un-addressed, these conditions could result in a leak. It is hereby agreed that in the event of a leak in these areas, Contractor will not be liable for the leak repair or any of the damage that it caused. (Please be advised that even masonry that is in good condition can become saturated and leak when subjected to rain for protracted lengths of time. This condition can be easily remedied with a masonry sealant) 8. SKYLIGHTS We do not guarantee re-used skylights will not leak. (Please be advised that when we install new skylights small bits of debris will fall into the living area. We recommend you put down light painters plastic or sheets to protect the area.) We do not do any interior trim work with our skylight replacements. You may need to hire a trim carpenter to trim the interior of the skylight after we have installed it. 9. COSTS OF COLLECTIONS Owner agrees to pay all costs and expenses of collection or enforcement of this Proposal, including, without limitation, reasonable attorneys'fees and disbursements incurred by Contractor on account of such collection or enforcement, whether or not suit is filed hereon.All such costs or expenses incurred or paid by Contractor for such purposes shall bear interest at the rate often percent (18%)per annum from the date incurred or paid b y Contractor to the date of repayment by Owner. Owner agrees to pay Cenvar Roofing for all costs and expenses for collecting on past due accounts, including, without limitation, reasonable attorneys' fees and collection costs. Our advertised "100% Satisfaction Guaranteed, or you don't pay" , does not refer to your satisfaction with the process, but to your satisfaction with the finished product. Roofs will not be warrantied for accounts sent to collections. 10. NOTES Slate siding on dormer walls will be kept as is. Low pitch front porch will have ice and water shield over the entire plane due to the low pitch. Re-sheathe entire deck with osb, Metal pans covering hidden gutters will be removed and framed over with re-sheathe to incorporate them into the roof line. Detailed pattern on the upper story only. Open valleys The small metal runners between the rakes in the large dormer on the side and rear will be left as is. 11. OVERVIEW Roof replacement $44,398.00 Optional Upgrades/Discounts: Skylight replacement r yes r no N/A Re Sheath with OSB and frame hidden gutters J yes r no $8740.00 Lifetime plumbing boot Upgrade r yes W no Certainteed Limited Warranty P'yes r no INCLUDED Other 10 year workmanship I7 yes r no INCLUDED 12. AGREEMENT GRAND TOTAL $53,138.00 **Shingle Color Selection: (Please write in your color choice)** 13. PAYMENT TERMS AND FINANCING These prices are subject to change if not accepted within 15 days.No money down, entire payment is due upon completion. A 3% convenience fee will be added for all credit/debit card payments. Finance charge of 1.5%per month will be applied to all past due accounts. The payment referenced herein is computed with the most recent rates provided us, Cenvar Roofing does not guarantee that this payment and rate is still available. Cenvar Roofing does not guarantee that you will be able to obtain a loan. Financing is subject to the Bank's credit terms. Your specific information will determine your interest rate and/or ultimate ability to obtain financing. The Bank will disclose to you all the specific terms for each loan option. Cenvar Roofing does not extend credit, and will not be your lender. You are free to secure financing with any lender of your choice. This contract shall remain contingent upon financing, until such a time as the exact install date is scheduled for the roof replacement. If financing is needed, all financing must be fully approved and in place, before the job is scheduled to be completed. Failure to obtain financing, and failure to alert Cenvar Roofing of your inability to obtain financing will not absolve you of payment responsibility. No Refunds given on services rendered. Cenvar Roofing is headquartered at 493 Crowell Lane,Lynchburg, VA, 24502. 14. SIGNED AND AGREED Email Address: ckkvalaw@gmail.com tutH Signature Date 12/07/2024 Owner Contractor Owner may nullify this contract at their discretion for up to three days (72 hours) after contract acceptance. If you have any additional questions or needs, please reach out to your estimator: Greg Kadrich Phone: (540)676-2113 Email: g.kadrich@cenvarroofing.com EXHIBIT C Architectural Review Board JAN 09 , 2025 HEARING ITEMS New Business 1018 2nd Street SW (Tax Map No . 1022305 ) Request from Christopher Kowalczuk to Install Owens Corning TruDefinition Duration "shake style" architectural shingles in place of the slate roofing 00 1018 2nd Street SW (Tax Map No. 1022305) '..P.C.x . �r n T 'xS' a pb .4 u ;^!4 ,za„za22 View of Parcel in Context from West looking East 00 1018 2nd Street SW (Tax Map No. 1022305) a �- �"''F c , - �, J rJ t 1�..'.:. .. 1 ����( Views of Roofing from Front and Sides O. $ yF _mia...2.1.,,,.... .........041/4..,:, ,,,.„1 43.: .,or,4,..Ailliptor,,,,r;.4‘:41112,.... ,, '1:, — II 1018 2nd Street SW (Tax Map No. 1022305) - - ,------- ,.. ..._, ,,,,,,........ _ 4411r7 .141 Ilk ,„•'.. L':1,1,r,V01 ,' • i., . ... ...,,_ . 4...,... „./. - -- -„„, _ - , •„45.* '.1, ".104 -'.. ..'-`":--'- .'. . ,. -r.-_-.<;i- .•rr ..-. -. II it 1 _:-,' ',.-„. ,,,,i; ',-; , • .--:,.. -'..! ..1,...,....., ,,- — ..,-- "•?,-.."2-4-!..--..-7.!);-. ).'-'1,-/- , •. - - . -----= ..-.4 - ' - - --_, -0, 0,--,, „,#,-",„,,,e........"-- f „...s.---- • Afr„le,' , , 1 II I I • • •,• , - '• ." -P"''' '',1".'P.."' 1 , , , ' -,,,kr '-'1,,i-11K ,,,,k",•-',,,,--..A ' _ '41F-Liidrei''.---.../'''.4.'? -'''.-,-;./.• -''' • ' ;PP`k • '''k•'*-. -; 'Pk,'-',054101P.Pk!"!,,-- -;',`,- - ., - '' ';---' --, 7 - , -.v. ---,-4 -. f,.‘,. . .. , • . -,--„,,- . ...-F./. 4.,„.....--_,01-,--:: :•' --•„-•. 7,-• ' er--/,''''.---71,,, -7= . ...-- ,, - ,..,...7":',.'-f----,-,-','4" -- " -'...' ''''''."-'' - - '7 4-:*'''''-'1-'''''''W;;S:I.17:°:f.'"::: . ..,,,,••:.;,,, ../. ...."..‹ ,,.i_i_....',_-2 _. - ...191, -... ' ..,' - -" . ...-1....;r1e01. .00.: . ''''' r,r..' ..--"'";''''.. '''''''..- •,' '.: .to, l'I''''' ' ' '-,,:.;-^ - - ' t'-''',;.,'':';'.----:-..-.._-.L.:::L-1.-7...1_, ,----".77-7,---77---L-..._:., ..,_.:''''----.1:------4---__.., -- 00000.0 ' 4.-*,0,,,,,--,,,e',___,. - --el '--.1(:."!/--''‘.--Aidsor-o?";--..,...09' ',.„,-:-;;,---•---(-',...,i-;,----' -----.........--- ‘k,,- "-- 1 milli t-r-' -,- - - L - - - _ _ . , , Spliced View of Roofing from Northwest looking to Southeast 410 1018 2nd Street SW (Tax Map No. 1022305) �, w i ,fir .�..°• ,. • is=!n r ._ .. .1® — -- a...4 - .. °�ypgpm X,v m-+* —'"` .M' ,. ' k � �.a __..�.... �:. n -. . -. ._. ....__ 1..�.-..SS.n^- Views of Roofing from Front 1018 2nd Street SW (Tax Map No. 1022305 ) Existing Roofing Detail ► y4., A- '�'tj�`'.''`-An '` " —' " ` w , 9 Repeating Courses of: �.,, / .....4. L Vie,,,. -_ ,o 7 courses of rectangular slate in a ���-. F— _,r regular pattern with 1/2 a slate offset _ =' from the course below/above — - ._. 4 courses of fish scale slate in a regular pattern with 1/2 a slate offset """, it ;III from the course below/above 11U Metal ridgecaps and valleys 1018 2nd Street SW (Tax Map No. 1022305) n E v ^ern , .� ,a�''r ,s•+*'� Proposed Owens Corning TruDefinition Duration Shingles 0'" 1018 2nd Street SW (Tax Map No. 1022305) s h _ S�nI-' `s L�s• 11�'"'— w, 7 ,�,,:, - Ala' » +g» tea;'• ...,,- ,., , -4 -� a ' , ��■ ■II.-- Proposed Owens Corning TruDefinition Duration Shingles 00 1018 2nd Street SW (Tax Map No. 1022305) H-2 Design Guidelines: Use substitute materials or replacement parts that retain the visual appearance of the original roof and that are physically and chemically compatible. Substitute materials Milli should match the original in: ■m • scale, lig • pattern, • texture, and I • color When replacing roofing materials, be sure to ` 4 reinstall or replacedetailing,associated roof detailin , ,£ , _,_ - 1 is such as ridge caps and snow guards. S. 1018 2nd Street SW (Tax Map No. 1022305) The proposal to replace the original distinctively-patterned slate roof, including metal ridge caps and valleys, with Owens Corning TruDefinition Duration architectural asphalt shingle roofing would not retain the visual appearance of the original roof in scale, pattern, or texture and is not consistent with L. the H-2 Design Guidelines; therefore, staff u f. . m does not recommend approval of the COA application as proposed. 1018 2nd Street SW (Tax Map No. 1022305) Staff recommendation: If the roofing needs to be replaced, consider replacing the slate with roofingmaterial in a ®� .®®.. "' p g .�_ pattern replicating the existing slate pattern, immit with open metal valleys and metal ridge OMEN caps. Such a proposal would be consistent 11111, with the H-2 Design Guidelines as it would retain the visual appearance of the original roof in scale, pattern, and texture. ,. 1110 1018 2nd Street SW (Tax Map No. 1022305) A recently approved slate roof replacement COA application by the same contractor noted n the following in their application: y: � .s� ®w.. ��� CertainTeed Grand Manor shingles to 4. ins' simulate the rectangular slate courses and Ems CertainTeed Carriage House shingles will mI _ be used to simulate the decorative courses. a:..., . Metal hip and ridge trim pieces will be reinstalled onto the new hip and ridge shingles to maintain the historic I appearance. - — _- 00 PLANNING BUILDING AND DEVELOPMENT 215 NoelChurch A C. Taylor MunicipalvenueSW,Building EXHIBIT D 170 YI Roanoke, Virginia 24011 540.853.1730 ROAN O K E planning aa..roanokeva.gov January 24, 2025 Christopher K. Kowalczuk 1018 2nd Street SW Roanoke, VA 24016 Via email: ckklaw(a�proton.me Dear Mr. Kowalczuk, Subject: ARB DENIAL: Application for Certificate of Appropriateness Certificate No. COAB24-0024 1018 2nd Street SW, Official Tax Map No. 1022305 On January 16, 2025, the Architectural Review Board (ARB) of the City of Roanoke, Virginia, denied your COA application for the proposed roof replacement at 1018 2nd Street SW. The ARB bases its review on adopted guidelines that generally follow the Secretary of Interior's Standards for Rehabilitation, which are recognized criteria for appropriate treatment of historic buildings and contexts. The following guidelines specifically apply to roof replacement and substitute materials for the work proposed: • Maintain original materials and features that characterize a building and make it unique. Architectural materials and features are considered significant if they: o Are original, reflect a particular architectural style, o Are examples of quality craftsmanship or design, or o Reflect changes associated with a major event in the history of the building. • Use substitute materials or replacement parts that retain the visual appearance of the original roof and that are physically and chemically compatible. • Substitute materials should match the original in scale, pattern, texture, and color At the January 16, 2025, Architectural Review Board public meeting, the ARB approved the applicant's request to amend the COA application to include: • Removal of the chimney from the center ridge of the roof • Replace slate shingle siding on the front dormer with Hardiplank-type shake siding to match Hardiplank-type shake siding on front façade • Retain hidden gutters (covered), but leave covered • Re-roofing will include metal ridgecaps and open metal valleys The Board found that the request to replace the slate roof of the main building with Owens Corning TruDefinition Duration architectural asphalt shingles would not retain the visual appearance of the original roof in scale, pattern, or texture, and was not consistent with the H-2 Architectural Design Guidelines. If you are aggrieved by this decision of the Architectural Review Board, you have the right to appeal the Board's decision to City Council within 30 calendar days of the date of the decision, per City Code Section 36.2-530. Please contact Katharine Gray at 540-853-1502 if you have additional questions. Very truly yours, Emily G. Clark, Secretary to the Architectural Review Board c: Cecelia F. McCoy, CMC, City Clerk EXHIBIT E CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W.,Suite 456 Roanoke,Virginia 24011-1536 " Telephone: (540)853-2541 t l CECELIA T.WEBB,CMC Fax: (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk a roanokesa.gov Deputy City Clerk City Clerk RUTH VISUETE PEREZ Assistant Depot)City Clerk February 13, 2025 The Honorable Mayor Joseph L. Cobb and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Cobb and Members of Council: I am enclosing a copy of a Petition for Appeal filed by Chris K. Kowalczuk, regarding a decision of the Architectural Review Board at its meeting on January 16, 2025, denying a request for the approval to remove and replace a 100 year-old slate roof with architectural shingles and remove a nonfunctioning brick chimney according to the Architectural Review Board, which is not consistent with the H-2 Guidelines. The petition was received in the City Clerk's Office on Wednesday, February 12, 2025. Section 36.2-530(c)(5), Certificate of Appropriateness, Code of the City of Roanoke (1979), as amended, provides that any property owner aggrieved by any decision of the Architectural Review Board may present to the City Council a petition appealing such decision, provided such petition is filed within 30 calendar days after the decision is rendered by the Board. The Council shall schedule a public meeting and render a decision on the matter within 60 calendar days of receipt of the petition, unless the property owner and the Agent to the Architectural Review Board agree to an extension. The Council may affirm, reverse or modify the decision of the Architectural Review Board, in whole or in part, or refer the matter back to the Board. With the concurrence of City Council, a public meeting may be scheduled for Monday, March 17, 2025, at 7:00 p.m., or as soon thereafter as the matter may be heard, to render a decision with regard to the Petition for Appeal filed by Chris K. Kowalczuk. Sincerely, Oute gob ", ti'72'.E. Cecelia F. McCoy, CMC City Clerk Enclosure The Honorable Mayor Joseph L. Cobb and Members of Roanoke City Council February 13, 2025 Page 2 pc: Chris Kowalczuk, 1018 2nd Street, S. W., Roanoke, Virginia 24016 Valmarie Turner, City Manager Timothy R. Spencer, City Attorney Kimberly P. Beamer, Assistant City Attorney Katharine Gray, Acting Agent, Architectural Review Board Emily Clark, Secretary, Architectural Review Board VIRGINIA: IN THE COUNCIL OF THE CITY OF ROANOKE IN THE MATTER OF ) PETITION FOR APPEAL This is a Petition for Appeal from a decision of the Architectural Review Board under Section 36.2-530(c)(5)of the Zoning Ordinance of the Code of the City of Roanoke(1979), as amended, 1. Name of the Petitioner(s): C k c 1 --j 1 10 W f)1-.� U k- 2. Doing business as(if applicable): q 6 3. Street address of property which is the subject roof this appeal: ( L L 4. Overlay zoning (H-1, Historic Downtown Overlay District, or H-2, Historic Neighborhood Overlay District) of property(ies)which is the subject of this appeal: H 5. Date the hearing before the Architectural Review Board wasjeld at (; which the decision being appealed was made: 1 6. Section of the Code of the City of Roanoke under which the Certificate of Appropriateness was requested from the Architecturar(,Review Board (Section 36.2-330, if H-1 or Section 36.2-331, if H-2): .5 - 3 7. Description of the request for which the Certificate of Appropriateness w s sought from the Archi ural Review Board: (t��v, ,Ae_ r1 �9 �Z r-,(-_ No e�;i c)LG l�f� r20)F w-�� r �r�;i ti( t�:-r L ��ir�' [ 5 n,- ?,ti-, ,�e fJ,,- -i,/ c-tl etii 61 ��I rv, r J ) Rr;Le) . t i 8. Grounds fora al: 7IhQ COS 1 b G�vti i a. 1 v ,k� _i , ii,r, ,) 53,4Jfir--- CShiNc5e 1-11,\ hil)n)( I -1,-) S 1. , ( f [1( 1\-' cp 9. Name,title, address and telephone number of person(s)who will represent the Petitipner(s),before City Council: 7( // 1 fi►/r-ANC CY, 5 i/-. l own ( k jolt a —O >I- ) 5L..1 R°p,t,,,° 4k.e 1/r� `i Dlb (61-)\)) (- bib) . {� „ � T1{ (R1 Lcii (� / 5 1\flA e9 A5 � � i ) I( WHEREFORE,your Petitioner(s)requests that the action of the Architectural Review Board be reversed or modified and that a Certificate of Appropriateness be granted. Signature of Owner(s) Signature of Petitioner(s)or (If not Petitioner): representati (s), ere appli I : i), Name: Name: ice% /( tA/ C_C F, (print or type) (print or type) Name: Name: (print or type) (print or type) TO BE COMPLETED BY CITY CLERK: Received by- Date: x r / .. Vtv17PLANNING BUILDING AND DEVELOPMENT 4 Noel C. Taylor Municipal Building 215 Church Avenue SW, Room 170 Roanoke. Virginia 24011 540-853.1730 ROAN O K E planningaroanokeva.00v January 24, 2025 Christopher K. Kowalczuk 1018 2nd Street SW Roanoke, VA 24016 Via email: ckklaw(a proton.me Dear Mr. Kowalczuk, Subject: ARB DENIAL: Application for Certificate of Appropriateness Certificate No. COAB24-0024 1018 2nd Street SW, Official Tax Map No. 1022305 On January 16, 2025, the Architectural Review Board (ARB) of the City of Roanoke, Virginia, denied your COA application for the proposed roof replacement at 1018 2nd Street SW. The ARB bases its review on adopted guidelines that generally follow the Secretary of Interior's Standards for Rehabilitation, which are recognized criteria for appropriate treatment of historic buildings and contexts. The following guidelines specifically apply to roof replacement and substitute materials for the work proposed: • Maintain original materials and features that characterize a building and make it unique. Architectural materials and features are considered significant if they: o Are original, reflect a particular architectural style, o Are examples of quality craftsmanship or design, or o Reflect changes associated with a major event in the history of the building. • Use substitute materials or replacement parts that retain the visual appearance of the original roof and that are physically and chemically compatible. • Substitute materials should match the original in scale, pattern, texture, and color At the January 16, 2025, Architectural Review Board public meeting, the ARB approved the applicant's request to amend the COA application to include: • Removal of the chimney from the center ridge of the roof • Replace slate shingle siding on the front dormer with Hardiplank-type shake siding to match Hardiplank-type shake siding on front facade • Retain hidden gutters (covered), but leave covered • Re-roofing will include metal ridgecaps and open metal valleys The Board found that the request to replace the slate roof of the main building with Owens Corning TruDefinition Duration architectural asphalt shingles would not retain the visual appearance of the original roof in scale, pattern, or texture, and was not consistent with the H-2 Architectural Design Guidelines. If you are aggrieved by this decision of the Architectural Review Board, you have the right to appeal the Board's decision to City Council within 30 calendar days of the date of the decision, per City Code Section 36.2-530. Please contact Katharine Gray at 540-853-1502 if you have additional questions. Very truly yours, • Emily G. Clark, Secretary to the Architectural Review Board c: Cecelia F. McCoy, CMC, City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,S.W., Suite 456 Roanoke,Virginia 24011-1536 +c.r Telephone:(540)853-2541 Fax (540)853-1145 CECELIA F.MCCOY,CMC E-mail: clerk@roanokeva.gov CECELIA T.WEBB,CMC City Clerk Deputy City Clerk RUTH VISUETE PEREZ,CMC Assistant Deputy City Clerk April 22, 2025 Ben Crew Balzer and Associates, Inc. 1208 Corporate Circle Roanoke, Virginia 24018 Dear Mr. Crew: I am enclosing copy of Ordinance No. 43180-042125 to rezone certain property located at 2202 Roanoke Avenue, S.W., bearing Official Tax Map No. 1421308 (the "Property") from IN, Institutional District, to MX, Mixed Use District, with a condition proffered by the applicant, as set forth in the Zoning Amendment Amended Application No. 2 dated March 22, 2025. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 21, 2025, and is in full force and effect upon its passage. Sincerely, L �e'e=tCa- fir! Cecelia F. McCoy, CMC City Clerk Enclosure pc: Boundless Capital, LLC, 2202 Roanoke Avenue, SW, Roanoke, Virginia 24015 RJW Holdings, LLC, 1315 2nd Street, SW, Suite 106, Roanoke, Virginia 24016 Cosmo Holdings, LLC, PO Box 21844, Roanoke, Virginia 24018 - Phyllis Sharon Laster, 825 Kimball Avenue, Salem Virginia 24153 Thomassena Whorley Barrett, 2203 Buford Avenue, SW, Roanoke, Virginia 24015 Barry and Laura Bellamy, 2002 Country Club Road, Troutville, Virginia 24175 Elva B. Bowling Revocable Trust, 1028 Goodland, Drive, Roanoke, Virginia 24012 Lazaro Enterprises, LLC, 558 Dillard Road, SW, Roanoke, Virginia 24014 Ben Crew, Agent Balzer and Associates, Inc. Page 2 Pc: The Honorable Brenda Hamilton, Circuit Court Clerk Valmarie H. Turner, City Manager Angie O'Brien, Deputy City Manager Jillian Papa, Deputy Director, Planning Building and Development Timothy Spencer, City Attorney Laura Carini, Deputy City Attorney Kelvin Bratton, Director of Real Estate Valuation Luke Pugh, City Engineer Emily Clark, Secretary, City Planning Commission IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 21'day of April 2025. No. 43180-042125. AN ORDINANCE to rezone certain property located at 2202 Roanoke Avenue, S.W., bearing Official Tax Map No. 1421308 (the "Property") from IN, Institutional District, to MX, Mixed Use District, with a condition proffered by the applicant, and dispensing with the second reading of this ordinance by title. WHEREAS, Boundless Capital, LLC has made application to the Council of the City of Roanoke, Virginia ("City Council"), to have the Property rezoned from IN, Institutional District, to MX, Mixed Use District, with a condition proffered by the applicant; WHEREAS, the City Planning Commission, after giving proper notice to all concerned as required by §36.2-540, Code of the City of Roanoke (1979), as amended, and after conducting a public hearing on the matter, has made its recommendation to City Council; WHEREAS, a public hearing was held by City Council on such application at its meeting on April 21, 2025, after due and timely notice thereof as required by §36.2-540, Code of the City of Roanoke (1979), as amended, at which hearing all parties in interest and citizens were given an opportunity to be heard, both for and against the proposed rezoning; and WHEREAS, this Council, after considering the aforesaid application, the recommendation made to City Council by the Planning Commission, the City's 1 Comprehensive Plan, and the matters presented at the public hearing, finds that the public necessity, convenience, general welfare and good zoning practice, require the rezoning of the subject property, and for those reasons, is of the opinion that the hereinafter described property should be rezoned as herein provided. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that: 1. Section 36.2-100, Code of the City of Roanoke (1979), as amended, and the Official Zoning Map, City of Roanoke, Virginia, dated December 5, 2005, as amended, be amended to reflect that the Property be and hereby is rezoned from IN, Institutional District, to MX, Mixed Use District, with a condition proffered by the applicant, as set forth in the Zoning Amendment Amended Application No. 2 dated March 22, 2025, and as follows: a. The applicant shall provide a public 5' wide concrete sidewalk along the applicable road frontage of Rolfe Street S.W. for the subject parcel. 2. Pursuant to the provisions of Section 12 of the City Charter, the second reading of this ordinance by title is hereby dispensed with. ATTEST: ,,� X" aveicet." -_ / l - v � City Clerk. - ,,` 2 Ogg,. F ,.t 4 CITY COUNCIL AGENDA REPORT To: Honorable Mayor and Members of City Council Meeting: April 21 , 2025 Subject: Application by Boundless Capital, LLC to rezone a property located at 2202 Roanoke Avenue SW; Official Tax Map No. 1421 308; from IN, Institutional District, to MX, Mixed Use District with a condition Summary: By a vote of 4-0, with one vacant seat on the board and Commissioners P. Smith and S. Terry-Cabbler absent, the Commission recommends approval of the rezoning amendment request. The Commission finds the Amended Application No.2 is consistent with the general principles within the City's Comprehensive Plan, Norwich Neighborhood Plan, and the Zoning Ordinance as the property will be developed and used in a manner that supports the goals and purposes of these plans and regulations. Application Information: Request: Rezone with a condition Owner/Applicant: Richard Gooden, Boundless Capital, LLC Agent: Ben Crew, Balzer and Associates, Inc. City Staff Person: Colette Baumgardner, Project Planner Address: 2202 Roanoke Avenue SW Official Tax No: 1421 308 Site Area: +/- 0.2294 acres Relevant Plans: Norwich Neighborhood Plan Proposed Land Use: Medical Clinic Future Land Use: Mixed Use Filing Date: Original Application: February 24, 2025 Amended Application No.1 : March 14, 2025 Amended Application No.2: March 22, 2025 Public Notification and Outreach: • Roanoke Times Legal Advertisement (runs twice) Required Public Notice - • Letters to Property owners abutting subject State of Virginia Code property (includes across street/alley) • Direct notice by mail includes neighboring localities if applicable Required Public Notice - • Posting a sign on the subject property with City of Roanoke Zoning hearing date and contact for additional Code information • Posting applications - applications received are posted on the PBD Board & Commission page, providing instant access to the full application and supporting documentation • CivicSend Notices - Email notification subscription to share information with citizens and stakeholders according to their preferences. Land Use Applications touch PBD Outreach Beyond the inbox of subscribers at least 2 times - State/City Code 1 ) Application filed; 2) Agenda and Staff Requirements Report Posting; 3) Amended Information, if applicable • Neighborhood Leaders and Civic Stakeholders Email Notice - Direct email to leaders to share information; coincides with CivicSend Notices • CivicSend Notices to stakeholders subscribed to notices from the Planning Commission and PBD calendar • All applicants are strongly advised to PBD Recommended discuss project with area neighborhood Applicant Outreach organizations and/or civic leagues and adjoining property owners and/or tenants • The applicant distributed flyers throughout Applicant Outreach the neighborhood and hosted a neighborhood meeting on February 13, 2025. 2 Background: The subject property at 2202 Roanoke Avenue SW is located in the Norwich neighborhood, and it is currently used as a place of worship. The existing building was constructed in 1960 as a place of worship, and the property has been used as such since at least 1949. The property is adjacent to Norwich Park and located along Roanoke Ave, which is the street primarily used to access the neighborhood from downtown. The Norwich neighborhood is known as a small, historic community that once thrived with factories, mills, grocery stores, churches, and a school. In the past few decades, many of these businesses and employers have closed and left areas of the neighborhood vacant. In recent years, the neighborhood has started to receive new life with receiving a historical designation in 2024 and having property with the City's newest zoning district, Urban Center, which is intended to facilitate a mixture of retail, office, residential, and light industrial uses in a concentrated pedestrian-friendly area. Proposed Use/Development: The applicant proposes to rezone the property to MX, Mixed Use, with a condition. The Mixed Use zoning will allow the applicant to use the property as a medical clinic to perform Applied Behavior Analysis (ABA) therapy for children with Autism Spectrum Disorder. The applicant has identified a need for additional ABA clinical services in the region and plans to repurpose the existing building to facilitate this use. The applicant proposes one condition as part of the rezoning to construct a sidewalk along the eastern edge of the subject property along Rolfe St SW. The ABA clinic operates similarly to a daycare with staff on site all day during business hours and children being dropped off/picked up in the morning, mid- day, and early evening. The property does not have onsite parking, so all staff and clients would utilize public street parking for vehicular access. A child drop- off/pick-up area is planned for the northern edge of the site along Roanoke Ave SW. The sidewalk on the eastern edge along Rolfe St SW would help to provide safer pedestrian passage for staff and clients using street parking or walking to the site from the south. Proffered Condition Requested to be Adopted: The applicant requests that the following proffered conditions be adopted as they pertain(s) to Official Tax Numbers 1421 308. 1 . The applicant shall provide a public 5' wide concrete sidewalk along the applicable road frontage of Rolfe Street SW for the subject parcel. 3 Considerations: Compatibility with Surrounding Land Uses: The property is located along Roanoke Avenue SW, which is the primary street access to the neighborhood from downtown. Roanoke Avenue SW services a mix of institutional, residential, industrial, and commercial uses. The heart of the current commercial neighborhood district is a few blocks to the west of the subject property at the intersection of Bridge Street SW and Roanoke Avenue SW. Additionally, the property is about a quarter of a mile east of the former Walker Foundry site, which was recently rezoned to Urban Center District. Zoning District Land Use North R-3: Res Single-Family Single-unit dwellings South MX: Mixed Use Single-unit dwellings and non- conforming industrial uses beyond East ROS: Recreation and Open Space Park and recreation center West MX: Mixed Use Vacant school building with single-unit dwellings and commercial neighborhood uses beyond The future land use map from the City Plan 2040 designates this area for mixed use. The Mixed Use district allows for a broader list of uses than the existing Institutional zoning, including the proposed medical clinic. One of the most notable impacts of the zoning change to the surrounding properties would be regarding traffic and parking. The property would transition from a place of worship with peak hours a couple days a week to everyday use during business hours. The property does not have parking on site, so staff and clients would utilize on street, public parking or alternative modes of transportation, such as walking, biking, or transit to access the site. For the proposed medical clinic, the applicant plans to start their operations with 10 staff on site, growing at a rate of 2 additional staff members every 3 months. Their planned operations would peak at around 30-34 staff with most being in the office and some providing in-home care. In Exhibit B of Amended Application No. 2, the applicant has provided a graphical representation of what 28-parked cars could look like in the surrounding area. These areas are not necessarily where staff will park, given that it is public, street parking. However, the graphic provides a visual tool to understand the impact and operations on the surrounding properties. 4 Applicability/Appropriateness of Proposed Zoning District: The purpose of the MX District is to accommodate residential uses and low- intensity, small scale commercial uses. Dimensional regulations implement neighborhood design principles for urban neighborhoods by controlling building size and building placement. The regulations of the district are intended to protect the character and scale of such a mixed-use development pattern by permitting low-intensity development at a scale that recognizes and respects residential patterns of development. The property is already developed with a church building that meets general form and scale of development in the MX District and most of the dimensional regulations of the district, including for height and impervious surface. Some of the elements of the building are already nonconforming with its current district of IN, Institutional, and would remain nonconforming in the MX District. For example, more than 50% of the primary building facade is outside of the maximum setback area for both the Institutional and Mixed Use districts. The nonconforming elements would not affect the day-to-day operations of the facility, but it could affect expansions. Availability of Other Property: There are existing vacant properties in the area already zoned as MX, Mixed Use District. Primarily, the old Norwich School building adjacent to this property to the west. This site was identified in the neighborhood plan as being prime for redevelopment and seeking a community serving facility. Additionally, there is vacant property zoned Mixed Use and Commercial Neighborhood within a quarter-mile that would be suitable for new construction of a medical clinic use. In their application, the applicant addressed that the existing building on this property is ideal for a medical clinic offering ABA therapy. For an ABA therapy clinic, it is useful to have an indoor play area for children, and the high ceilings present in the sanctuary area allows for a very easy adaptation for indoor play. This is a unique architectural feature in places of worship, which are primarily zoned Institutional. Consistency with Comprehensive Plan: Both City Plan 2040 and Norwich Neighborhood Plan guide this property in the future land use map as being for mixed use. Policy/Action Plan Applicability to matter LBE Priority] : Growth through Comprehensive The existing building fits with preservation and context sensitive Plan', Livable the surrounding built design Built Environ- environment, and the mixed ' City Plan 2040, City of Roanoke, 2020 5 Policy/Action Plan Applicability to matter Policy 1 : Encourage development, ment Theme use zoning would allow for redevelopment, and revitalization redevelopment of the site in a through preservation and context way that is sensitive to the sensitive design surrounding properties, if that were to occur. Healthy Community, Priority 3: Access Comprehensive The applicant has highlighted to Health and Support Services, Policy Plane, Healthy that there is a high demand 3: Ensure continuity of services and Community for this kind of therapy programs amount community health Theme treatment in the City of partnerships Roanoke. The rezoning would allow for an expansion of these services. Infrastructure Actions: Improve the Norwich The rezoning will likely streetscape of major corridors such as Neighborhood increase the utilization of on Roanoke Avenue and Bridge Street. Plan, p. 303 street parking along Roanoke Traffic-calming strategies will be Ave SW on a daily basis. Street incorporated into improvements. The parking can provide some priority should be on installing trees, traffic calming effects by on-street parking, and providing an narrowing the visual field for improved pedestrian environment. drivers. Infrastructure Actions: Review other Norwich The proffered condition will streets for installation of curbing Neighborhood expand the sidewalk to along and/or sidewalks Plan, p. 304 Rolfe St SW. Comments on Application: Planning Commission Work Session: The Planning Commission discussed the proposed rezoning at their work session on March 7, 2025. In general, the Commissioners expressed support for the project, but some had concerns about pedestrian safety with on street parking. The applicant submitted Amended Application No. 2 offering a proffered condition of a sidewalk on site works to address the pedestrian safety of the staff, clients, and residents. Interdepartmental Comments: General comments were provided from the Fire department, and the Planning Building and Development department related to: fire code standards, building and zoning requirements, and the permitting process. The Transportation 2 City Plan 2040, City of Roanoke, 2020 3 Norwich Neighborhood Plan, City of Roanoke, 2003 4 Norwich Neighborhood Plan, City of Roanoke, 2003 6 Department requested additional information on the parking areas, pick-up and drop-off areas, and trip generation from the proposed use. Amended Application No. 2 addressed the comments from staff and provides additional information on the impact of the zoning change. Public Comments: Two written public comment have been received to date and can be found in Attachment B. The comments expressed support of the project and welcoming a business providing critical health services into the Norwich neighborhood. Public Hearing: One member of the public spoke at the hearing in support the project, citing the applicants' involvement in the community and not anticipating the use would create a burden the neighborhood regarding parking or traffic. The Commissioners' comments expressed support of the project and excitement around seeing the Norwich neighborhood thrive. Conclusions and Recommendations: The principal consideration is whether the proposed rezoning is consistent with City Plan 2040 and Norwich Neighborhood Plan. The proposed change allows an existing property to be reused in a manner that is appropriate to the surrounding area, enhances traffic calming, and increases access to critical medical services. The proposed rezoning to MX, Mixed Use, with a condition is in keeping with the overall goals of these plans. The Planning Commission supports the proposed zoning amendment request and recommends approval. fia-01A C . Frank C. Martin, Ill, Chair City Planning Commission Enclosure: Attachment A, Zoning District Map Attachment B, Public Comments Distribution: Ms. Valmarie Turner, City Manager Angela O'Brien, Assistant City Manager jillian Papa, Acting Director of Planning Building and Development 7 R. Wayne Leftwich, Jr., Planning Manager Katharine Gray, Planning Commission Agent Timothy Spencer, City Attorney Laura Carini, Senior Assistant City Attorney Richard Gooden, Jr, Boundless Capital, LLC Ben Crew, Balzer and Associates, Inc. 8 Attachment A ZONING DISTRICT MAPS 19 �, 1 4, -,/ 2022 Roanoke Ave SW '~ a `~ Tax No: 1421308 ``' Legend s e Indust , 0 Area to be Rezoned - c" to Zoning T© a nstitubonal, ca i _-R 3: • - c AD: Airport Dev a d"' i, Single Family Ili CG: Commercial-General A o o y la CLS: Commercial-Large Site ;i ,, o b •„ v -. CN: Commercial-Neighborhood ► o . Inn D: Downtown . ,er.. .I r y. II. 1-1: Light Industrial -` ta , — 1-2: Heavy Industrial Cl. - IN: Institutional A ~ " y- INPUD: Institutional Planned Unit Dev llik . , �` .° MI IPUD: Industrial Planned Unit Dev 1 .• . �' Eli MX: Mixed Use rs ii ,��"„ MXPUD: Mixed Use Planned Unit Devi R 12: Res Single Family *' • 1 R-3: Res Single-Family < +� I R-5: Res Single-Family ti R-7: Res Single-Family F I-1(c): Lig .. w RA: Res-Agricultural Mi dustrial Conditional ` °'�' ROS: Recreation t t, Ord A 37453-61906 j Rh1 1: Res Mixed Density -_ ._ and Open Space RM-2: Res Mixed Density RMF: Res Multifamily i IIIROS: Recreation and Open Space , 11111 UF: Urban Flex r b - . 0 62.5 125 250 Feet • W P.S(, a.fx...l a....uwt'I M4P•(.tt.l.YWA,i U stW fter"wow.,.t.. T t.,Ls*...W at 4....746.....r....e'R''t%AS\LAa lM YS 4Marta-t Barr.UIGa...YM Attachment B See public comments on the following pages. Attachment B Public Comment for : 2202 Roanoke Avenue SW April 14, 2025 Planning Commission Colette Baumgardner From: PlanningBldDev planning Sent: Friday, February 28, 2025 3:39 PM To: Jessica Thomasson Cc: Katharine Gray; Colette Baumgardner Subject: Re: Letter of Support for Boundless ABA Rezoning Request Good afternoon, Jessica, Thank you for reaching out! Your comments have been received and will be distributed to the Commissioners and Staff. Regards, Emily G.Clark Boards&Commissions Specialist Planning,Building,&Development City of Roanoke From:Jessica Thomasson <thomasson.jessica@gmail.com> Sent:Thursday, February 27, 2025 8:36 PM To: PlanningBldDev planning<planning@roanokeva.gov> Subject: [EXTERNAL] Letter of Support for Boundless ABA Rezoning Request Dear Members of the Roanoke Planning Commission, On behalf of the Norwich Neighborhood Association, I am writing to express our strong support for the rezoning request submitted by Boundless ABA for the property located at 2202 Roanoke Ave SW. Boundless ABA recently purchased the former Roanoke Avenue Baptist Church and intends to transform the space into a specialized clinic for children with autism. This development represents a significant opportunity for our neighborhood and the broader Roanoke community. The establishment of a Boundless ABA clinic in Norwich would serve a critical need by providing essential therapy services for children with autism, a growing population that requires greater access to high-quality care. Families in Roanoke and surrounding areas currently face long waitlists and limited options for comprehensive autism services. By approving this rezoning request, the Planning Commission will help address this dire need and improve the lives of many families. Additionally, the clinic's presence in Norwich will bring substantial economic benefits to our community. Boundless ABA's plans indicate that this project could create up to 30 good-paying jobs, providing career opportunities for healthcare professionals, therapists, and administrative staff. These new positions will contribute to the local economy and strengthen Norwich as a thriving neighborhood. The Norwich Neighborhood Association values responsible and beneficial development that enhances the well-being of our residents. We firmly believe that Boundless ABA's clinic aligns with our community's priorities and will be a welcomed addition to the neighborhood. The i organization's mission to support children with autism is commendable, and we are excited about the positive impact this project will have on local families. We respectfully urge the Roanoke Planning Commission to approve the rezoning request and allow Boundless ABA to move forward with their plans. Thank you for your time and consideration. Sincerely, Jessica Thomasson President,Norwich Neighborhood Association 2 Forwarded message From: Greg Kaknes <greg.kaknesAgmail.com> Date: Sun, Apr 6, 2025 at 10:25 AM Subject: Boundless ABA File 1088 To: <planninga,roanokeva.com> To the Members of the Roanoke Planning Commission; On behalf of The Foundry Realty, LLC., I would like to extend my support for the petition presented by Shelby and Richard Gooden and Boundless ABA for 2202 Roanoke Ave SW. As someone who is investing heavily into the Norwich community, I am proud to lend my support to Shelby and Richard. Their investment in the neighborhood and, more importantly,to the children and families of Roanoke, is very much welcome and appreciated. As we celebrate the bicentennial of the founding of Norwich and collectively work together to improve the quality of life for everyone in the neighborhood, I believe that Shelby and Richard and Boundless ABA will contribute greatly to that effort. Regards; Greg Kaknes The Foundry Realty, LLC lc +1781 441 4444 greg.kaknes 2415 Russell Ave SW @�gmail.com Roanoke,VA 24015 2 _ -- -w - oning Amendment A plication Department of Planning,Building and Development Room 170,Noel C.Taylor Municipal Building 215 Church Avenue,S.W. Roanoke,Virginia 24011 Click Here to Print Phone: (540)853-1730 Filing Date: 3/22/2025 Submittal Number: Amended Application No.2 ❑ Rezoning, Not Otherwise Listed ❑ Amendment of Proffered Conditions Ec Rezoning,Conditional ❑ Amendment of Planned Unit Development Plan ❑ Rezoning to Planned Unit Development ❑ Amendment of Comprehensive Sign Overlay District ❑ Establishment of Comprehensive Sign Overlay District Property Information: 41 Address: 2202 Roanoke Avenue SW Roanoke,VA Official Tax No(s).: 1421308 Existing ❑x Without Conditions Ordinance Zoning: IN,Institutional ❑ With Conditions No(s).(If N/A ElPlanned Unit Development applicable): Requested ❑ Without Conditions Proposed Zoning: MX,Mixed Use ❑x With Conditions Land Use: Medical Clinic ❑ Planned Unit Development Name: Boundless Capital,LLC c/o Richard Gooden,Jr Phone Number: +1 (540)212-4060 Ad noke SW Roanoke,VA 24015 E-mail: Richard@boundlessaba.com Proper),O+.ne!s Sue. Applicant Information (if different from owne* Name: Same As Owner Phone Number: Address: E-mail: 1 Applcanl's S'gnalure: Authorized Agent Information (if applicably Name: Balzer&Associates,Inc. c/o Ben Crew Phone Number: +1 (540)772-9580 Address: 1208 Corporate Circle Roanoke,VA 24018 E-mail: Bcrew@Balzer.cc Aulhoozed Agents S'gnature: Zoning Amendment Application Checklist ' The following must be submitted for all applications: Fit Completed application form and checklist. Ix Written narrative explaining the reason for the request. r Metes and bounds description, if applicable. Ix Filing fee. r Concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures. fit Written proffers. See the City's Guide to Proffered Conditions. Concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures. Please label as I- 'development plan'if proffered. For I Development plan meeting the requirements of Section 36.2-326 of the City's Zoning Ordinance. Fora comprehensive sign overlay district,the following must be submitted: I— Comprehensive signage plan meeting the requirements of Section 36.2-336(d)(2)of the City's Zoning Ordinance. A .t .t.t9 led c0114.09A,Jbe folio qg 0141 Amended development or concept plan meeting the Application Requirements of item'2(c)'in Zoning Amendment Procedures, if applicable. ✓ Written proffers to be amended. See the City's Guide to Proffered Conditions. f— Copy of previously adopted Ordinance. ✓ Amended development plan meeting the requirements of Section 36.2-326 of the City's Zoning Ordinance. ✓ Copy of previously adopted Ordinance. r Amended comprehensive signage plan meeting the requirements of Section 36.2-336(d)of the City's Zoning Ordinance. r Copy of previously adopted Ordinance. f A Traffic Impact Study in compliance with Appendix B-2(e)of the City's Zoning Ordinance. r- sheet. ✓ Traffic impact analysis. f Concept plan. F Proffered conditions,if applicable. f Required fee. *An electronic copy of this application and checklist can be found at www.roanokeva.gov/planningcommission. A complete packet must be submitted each time an application is amended,unless otherwise specified by staff. Exhibit A: Narrative Boundless ABA—Project Narrative: B&A Project#:04250004.00 Introduction: Boundless Capital, LLC, (Owner/Applicant) is requesting a zoning amendment at 2202 Roanoke Avenue SW for a ABA clinic on the subject parcel. Existing Tax Parcel and Zoning Summary: Tax Parcel:1421308 Existing Zoning: IN—Institutional Proposed Zoning: MX(c)-Mixed Use with condition Background and History: Meet Boundless Boundless ABA was founded in 2024 with a planned physical location opening date in 2025 in the City of Roanoke, VA. This company was envisioned by owners Shelby Gooden and her husband, Richard Gooden Jr. Boundless ABA provides ABA (Applied Behavior Analysis)therapy services to clients with ASD (Autism Spectrum Disorder)and other developmental disabilities using evidence based techniques. We will utilize clinic based support, in home therapy, and school based offerings on an individualized basis. Roanoke currently suffers from a shortage of ABA service providers, and online sentiment in multiple Roanoke based social media groups indicates a large desire from the local community for a new company to open and offer services. Boundless ABA aims to deliver the much needed services that the Roanoke community is asking for. Meet Our Owners Shelby Gooden-Owner, M. Ed., BCBA Shelby brings 8+years of experience in the field of ABA. She has assumed a multitude of roles in both clinical and in home settings. Her experience is at multiple levels of an organization, from working with kids directly to being a clinical supervisor, overseeing the clinical operations of multiple staff members. Her knowledge of ethical, moral, and results driven techniques will ensure results for our clients and growth to our company through repeat business and word of mouth referrals. Richard Gooden Jr-Owner, Administration and Operations Richard has extensive experience at all levels of administration and operations for multiple companies, including previously owning a start up. He has overseen operations for one of the largest solar distribution companies in the US, helped launch a US Based manufacturing company, oversaw the US technical operations for an Australia based manufacturing company, and worked in a technical management Page 1 of 7 capacity for GoDaddy,the largest domain registration and hosting company in the world. Customers The target market for Boundless ABA is families with children diagnosed with ASD. 1 in 36 children qualify for ASD diagnoses according to the CDC and 1 in 6 children are diagnosed with a developmental disability. A majority of diagnosed clients qualify for insurance funded support after diagnoses. Additionally,private pay clients and commercial contracts with public and private schools will have access to therapy with Boundless ABA. Roughly half (48%)of household in Roanoke are married couples and 24%of the population is under 18 years of age. These demographics heavily overlap with the demographics often seen requiring the services offered by ABA Clinics. Future Prospects ABA Therapy is a fast growing, expanding market. It is considered the gold standard treatment for children with ASD. In recent years, it has been endorsed by the American Academy of Pediatrics. The number of ABA therapy providers in the US has increased by 23% in the past five years and the number of children receiving ABA therapy has grown 30%. The global market is valued at over$3 billion. It is the most researched and endorsed option for treatment for children diagnosed with ASD and other developmental disabilities. Boundless ABA plans to take advantage of the current and future market utilizing the experience of our executive team to grow the company to multiple locations at a quick, but manageable pace. Our focused approach to marketing and service at a local level will allow us to take an ever increasing market share in areas where ABA services are underrepresented. Company Description Mission Statement Boundless ABA is dedicated to unlocking our clients infinite potential and giving them limitless possibilities. Legal Structure Boundless ABA is registered as a Limited Liability Company subclassified as a Partnership in the state of Virginia. Site Selection Why Roanoke? Selecting Roanoke as our desired location to both live in and open Boundless ABA was a process lasting nearly a year. Our decision to open an ABA clinic has been a dream for Shelby for nearly 10 years, and Richard has always had an entrepreneurial spirit. We explored multiple states (PA,NC, SC, GA, OH)while living in Florida. We researched each state, and then looked into municipalities in each state that we believed could support a new ABA clinic. We visited these states over a 3 month period,visiting multiple cities, and asking Page 2 of 7 ourselves if we could imagine living there and raising our daughter(Adelaide, 3yr). We wanted to ensure that the location we moved to would be an area we would love for the next 20+years while Addie was in school, and while we grew our business. Roanoke was the-5th city we visited during this time. We immediately knew this was the city we wanted to call home. Over the next few months,we visited Roanoke multiple times, visiting new areas, climbing to the Mill Mountain Star,walking around downtown for lunch at the Texas Tavern, and more. During this time, we dove into the city of Roanoke even deeper, analyzing whether we could successfully operate a business in the city. Roanoke checked all the boxes for us both personally and professionally. Amazing school districts, involved government officials, a focus on public amenities, and a strong, diverse culture make Roanoke an amazing place to raise a family, and those same characteristics make it a great place for an ABA company to start with its first location. Once we had decided on a city - it was time to find the perfect location. We believe that 2202 Roanoke Ave is the ideal location to open our first ABA clinic for many reasons. Why This Building? We spent a significant amount of time trying to find the perfect building for Boundless ABA. We began the application process to receive an SBA loan, which requires detailed research and supporting documentation about the viability of a business. Hours were spent researching existing ABA companies and the layout of these clinics. We considered the following criteria: 1. Purchase Price of building 2. Building layout and design 3. Building geographical location We looked at dozens of commercial spaces, both available for lease and for purchase. Our ideal option was to purchase the building-using funds from the sale of our personal home in Florida to pay for the down payment required by the SBA as well as any other fees. This venture was a huge investment for us, culminating in years of savings and investing being diverted to get started. After a significant amount of research and financial analysis,we opted to focus on a building purchase in lieu of a lease. We began searching Roanoke and surrounding municipalities for a space -and we found-4 locations that we felt might work. One common issue we encountered with each location(other than 2202 Roanoke Ave)was having a space where we could install an indoor softplay playground. This area is something we felt was absolutely necessary for our clinic. Shelby currently contracts for a company located in Atlanta, GA, and their main clinic was a re-purposed church, utilizing the large, high ceiling sanctuary to accommodate an indoor playground. This further strengthened our belief that this was a vital component of our ABA clinic. There were additional issues with each of the other locations as well. As we looked at multiple locations, we kept returning to the church, making trips to Virginia and doing walkthroughs and planning while we worked towards securing the SBA loan. After-2 months of planning,we put an offer in on 2202 Roanoke Ave SW to purchase it. Page 3 of 7 2202 Roanoke Avenue is the perfect location for our ABA clinic to get started. It ticked almost all of the boxes we needed-purchase price was within our budget, the building is laid out in a way that allows us ample space to offer interactive fun areas for play and individualized classrooms for comprehensive therapy, and geographically, it's located only a few minutes from the center of Roanoke, allowing us to serve the city in its entirety as well as the surrounding, smaller communities that cannot support a dedicated clinic space. Although the building will require some remodeling, it is largely in great condition and will mostly only need cosmetic upgrades. The local neighborhood (Norwich)has been open and welcoming to us on our several initial visits, as well as over the last few weeks. We have spent time canvassing the surrounding neighborhood, handing out informational fliers, and introducing ourselves and our vision for Boundless ABA. The response has been overwhelmingly positive. We also scheduled a community meeting, inviting all our neighbors to come learn about our plans and ask questions or share concerns. Building Use Intent This location would be the first physical location for Boundless ABA. It would be a completely self contained business location. Everything needed to operate the business would be located within this building. This would include clinical play areas (such as the softplay playground), classrooms for group interaction, individual 1-on-1 therapy rooms, a sensory room, and more. Additionally, our administrative and operation offices would be located on- site. This would include office space, networking closet, staff lounge, reception area, and a secure HIPAA compliant room for records and e-storage. We plan to make improvements to the building, including a comprehensive camera security system, installing network access to every room, installing the softplay playground, updating the bathrooms and other common areas, and more. We will work with our architectural partners to assess building code compliance with our planned renovations. Operations& Parking Demand Our plans for growth will require multiple periods of evaluating our company and our location. We will need to ensure that our growth does not cause any undue strain on the community-especially where parking is concerned. Our projections for growth will seemingly be congruent with using the current allotted street parking for the first year. We have also spoken with and received permission from a neighboring business to utilize on- street public parking adjacent to their property, adding hundreds of feet of parking space within close proximity of our business location.As we grow beyond this capability, we will look to purchase or lease additional parking space and utilize carpooling and employee shuttle options. The day to day operations of Boundless ABA would best be compared to that of a school or daycare. There will typically be 3 periods of increased activity(morning, lunch, and evening) when kids will be dropped off/picked up by parents. When children are dropped off,they will be met with a behavioral technician at our entrance and have a short conversation with parents. This will typically last 1-2 minutes. The drop-off and pick-up periods will be Page 4 of 7 staggered to ensure the least impact to traffic and parking in the surrounding area. Roughly 1- 2 times per month, a parent will stay for a longer period of time (30-60 minutes)to discuss the progress and reports pertaining to their child. There will be a main access point to the building(front entrance on Roanoke Ave SW) for parents to enter. We will have a portion of the street parking dedicated to parent drop-off and pick-up, where Boundless ABA staff will not park, to ensure families have access to the closest parking to the entrance. We will also have a staff only entrance on the side street(Rolfe Street SW) closer to where the staff will be parking. After opening,our projections show adding 2 additional staff members every 3 months. After 12 months in operations, we plan to have 10 staff members (including Richard and Shelby), and continue at this rate of growth for the first 3 years to a total of 30-34 staff. Our projections indicate this growth rate for clients on site will match the staff growth rate. Although our client projections will have an increased number(1.5 clients per month),we only estimate that they will be on site at the same as our employee growth. We do not anticipate any regular or large deliveries to the site after the initial build out. Company Advantages Boundless ABA is a service based company, and our largest advantages will come directly from our staff and operational prowess. Having experience from multiple clinics and multiple industries covering a number of geographic areas and demographics will allow us to adapt quickly and easily to the Roanoke area. We plan to take many additional steps to ensure our company is agile, flexible, and can provide the best service in the area. • Provide RBT training to all employees to ensure professional and consistent interactions with clients • We are a smaller company without a lot of overhead costs or additional less profitable services, which saves time,money, and enables our company to be flexible • As a smaller company, we can market our local ownership, owner involved, hands on business model which is more alluring to parents who want a personal relationship with their ABA company • Prior local SEO and online marketing practice experience will allow us to keep marketing, website development, and other business development processes in house as opposed to contracting out at high costs • Current income from ABA contracting services to third party companies exceeds our estimated monthly expenses, allowing us to focus on growing the company with long term goals in mind • Multifaceted skills from leadership team will be paramount to our success, allowing us to each do what we do best-and know the other person will be successful in their tasks Community Outreach • Door to door introductions: Richard and Shelby went door to door to much of the community handing out fliers with information about our future business plans and Page 5 of 7 rezoning. They met—50 locals who resided in the Norwich area and were welcomed positively with support by everyone they spoke to. • Community Meeting: Richard and Shelby held an open invite community meeting to discuss their plans and to address any questions and concerns. Several members from the community attended, including a Roanoke business owner in the ABA space. The community members asked questions of the plans, and showed support for the rezoning and business during the meeting. • We performed outreach to the community on social media,posting in multiple social media groups. The online community showed overwhelming support for the new business and shared the current issues with overly long waitlists and being unable to get services to ABA therapy. Summary Boundless ABA is not only a dream for Shelby and Richard - it will provide a much needed service to the community of Roanoke and be a positive contributor to Roanoke and the Norwich neighborhood. The choices made that have led us to selecting Roanoke and this building were researched and extensively planned. We believe that this change aligns with the goals of the city of Roanoke, and follow the plans outlined in"City Plan 2040". This city, this neighborhood, and this building all match the exact needs for Boundless ABA to be successful and to contribute positively to the growth of the area. Our company value align heavily with the values outlined in Roanoke's "City Plan 2040", and we aim to be an involved neighbor to both the Norwich neighborhood and the entire community of Roanoke Traffic Narrative: The purpose of this traffic narrative is to provide information regarding expected traffic generation for a proposed ABA clinic in the existing building on the subject property. Based on discussions with the City of Roanoke, we are utilizing a best fit use of'Day Care' as the ITE manual land use code. As this business is moving forward with an anticipated 1:1 instructor/student model,a per student land use code would be appropriate as shown below. We have shown a total of 30 students as this is the goal over the next 3 years and indicated as a 'full build out' scenario for the purposes of background trip generation information. Trip Generation Land Use AM Peak Hour PM Peak Hour Weekday Proposed ITE Independent Enter Exit Total Enter Exit Total Total Development Code Variable Day Care Center 565 30 Students 15 13 28 12 14 26 154 Based on the Operations and Parking Demand outlined earlier in the narrative, we would anticipate that this use would be lower impact and the adjacent interconnected street network Page 6 of 7 would be able to handle the trip generation outlined in the chart above. It is important to note that the building is currently being utilized a worship facility so there is 'base line' traffic being generated at this time from the current use. Future Land Use: City Plan 2040 Future Land Use map identifies this area as Mixed Residential which supports this proposed zoning district and low impact commercial medical clinic proposed as part of this project. Neighborhood Planning: The site is located within the Norwich Neighborhood plan and request better aligns the adjacent zoning districts on the block with the proposed zoning district of MX with condition. This parcel was uniquely zoned IN prior based on its current use as a worship facility. Page 7 of 7 Exhibit B: Student/Staff Summary I a\ Exhibit B eilli1/41.0d. BOUNDLESS ABA I> ()arm e Ave iminpaii........„40040.0 le 4\ Legend .... Parking Spot 01\i..eft 4P: - Dropoff/Pickup III=1 Flex Spot BOUNDLESS ABA (1. (Parking/Dropoff) i 1 , Existing Sidewalk , Proposed Sidewalk/ iPS*e‘t)3 :tif°1‘d411)M , , :uford Ave,SW :uford!Ave S Exhibit C: Proffered Condition Statement Proffered Condition to be Adopted: The applicant hereby requests that the following proffered condition be adopted as they pertain to Official Tax Number 1421308 1. The applicant shall provide a public 5' wide concrete sidewalk along the applicable road frontage of Rolfe Street SW for the subject parcel. Exhibit D: Concept Plan SQF DR 7pNING SUMMARY.$NE ADDRESS: ROAN KE,VA 2 01 SwROANOKE,VA 2A015lel" OWNER. BOUNDLESS CAPITAL LLC 22202 RONOKE ME SW DANOKE,VA 2401S PAX MAP NUMBER. 1A213O15 EXISTING LOT SIZE. 0.xx9a AC N/F BA LZER �E". &ASSOCIATES NA EXISTING ZONING. IN-INsmunOL ,/I4101e INV 09900C 160 ,Wertwood I.in HT, PROPOSED ZONING: MX-MIXED USE RN'IM'.PC 20 TV(lN21VI> Snnul VM. MX ZONING RFOUIRFMf NIS; R-I j.14 ew....�.arw..eP..a. MINIMUM LOT AREA: 2500 SE ,I lW/IVIVIN 15 ` MINIMUM LOr fRONPACA a0 N'P/1C,RIPC,85 SETBACKS. - — FRONT: 101 MIN. _ SIDE: S. i {�N1!l00019IC NSF; IL > 1-I M. IS' f7 R- IOW, CC Q U MAXIMUM G HEIGHT 5 IEXISTING 5 WIDE Nfi 2WA IMPERVIOUS LOT COVERAGE 20% COPUBLic ON SIDEWALK ARM (TAP, J TRFF CANOPY INN CCO�\ IV,& E VDrsx \ Z � aSIJ NIV IV lr>I:US , 6 EMPLOYEE OPP \` TREE EXIIIRIT B1 PARKING C MW& /-T V B. 1 "'IT" roREMUN ` A ' ZIEwAITVP.IB k 4,, _ , co y A e MAMBA RIG Mom{l S IOW. DATE ACNE WC 03/222025 dam 20 0 2D RO GO DATA SOURCE:LOCAL GOVI GIS.FEW FAS.USDA USES.UDEA,MOOT. CONCEPT RAN NOTE THIS PLAN 5 EON LONLEPIUM. PLANNING �� EX-C AM) BEEN PREPARED USING COMPILED FORMATION. A CURREM E11 SURVEY HAS NOT BEEN PERFORMED TO VERIFY ALL EXISTING CONDOIONS ON-SEE. rROEnro NAN11olN Exhibit E: Property Report Card & Existing Zoning Map The City of Roanoke, VA Parcel Id: 1421308 Property Address: 2202 ROANOKE AVE SW ROANOKE, VA 24015 SUMMARY: Mailing Address: Zoning: IN 2202 ROANOKE AVE SW Property Acreage: 0.2294 ROANOKE, VA 24015 Property Sq. Footage: 9993 Neighborhood: 935- Norwich Industrial Property Frontage: 100 Property Class: 400- Property Depth: 100.00 Commercial/Industrial Legal Description: LOTS 13-16 SEC 3 BLK 16 R D FLOOD ZONE INFORMATION: Special Flood Hazard Area: IN Firm Panel: 51161C0163G Floodway: FLOODPLAIN OWNERSHIP HISTORY: Sale Date Sale Amount Grantee Grantor Document Number 2024-12-16 $425,000.00 BOUNDLESS ROANOKE BAPTIST 240011045 CAPITAL LLC MISSIONARY AND SOCIA 2003-08-08 $0.00 ROANOKE BAPTIST TRS RKE AVE BAPTIST 030016680 MISSIONARY AND CHURCH (Inactive) SOCIAL UNION (THE) 1989-01-03 $0.00 TRS RKE AVE TRS TURNER BAPTIST CHURCH MEMORIAL (Inactive) (Inactive) N/A $0.00 TRS TURNER MEMORIAL (Inactive) ASSESSMENTS: 1 of 4 1421308 2/13/2025 9:33:27 AM Valuation Date Land Value Improvement Value Total Value 2025-01-01 $16,500.00 $261,100.00 $277,600.00 2024-01-01 $16,500.00 $233,100.00 $249,600.00 2023-01-01 $16,500.00 $233,100.00 $249,600.00 2022-01-01 $16,500.00 $233,100.00 $249,600.00 2021-01-01 $15,000.00 $233,100.00 $248,100.00 RESIDENTIAL DWELLING DETAIL: Primary Photo: Primary Sketch: Roanoke As Baptist Church 78.5 1 s Br - lii B (118D 38 f - 4I F r- -r aes I , __ , _ 78 30 IMPROVEMENTS: IMPROVEMENT 1 1 Story Structure: Roof: Year Built: 1960 Roof Style: 4 Number of Stories: 1 Roof Cover: Construction Exterior: Plumbing: Foundation: 2 Fixture: Structure: Wood Frame 3 Fixture: Size S/F: 4183 4 Fixture: Lower Split 5 Fixture: Level/Foyer: Lower Finished: Heating/Air: 2 of 4 2/13/2025 9:33:27 AM Total Bedrooms: Heating Type: 0 sf Total Rooms: 0 Central Air: N Attic: Fireplaces: NO Attic S/F: None Porches: Attic Fin S/F: Enclosed Porch: Basement: Open Porch: Basement S/F: 4183 Wood Deck: Basement Fin S/F: 0 Other Improvements Garage Attached Garage: Detached Garage: Attached Carport: Basement Garage: 3 of 4 2/13/2025 9:33:27 AM PROPERTY MAP: --.,..„...i -,.., . _ .. _ ._- _ . -..... , .„.* - ... --, 9 ,..,- ... At ilittA c,C:3 • , Or - - , ., : .-..,;•,... l' ,' -.• -. ! , • _ ----ft, •?:4 , . r. i' , , «, 1 '''' o ,-- c. ' -• , ' '41111t. HI - it' I 4414b ' ,Nr , - 1 ?so 0, , ... A --. '41,'.f.-• V', tr.- ' - *. • 4 ''.''', 4 (ki...a (V , i 4 of 4 2/13/2025 9:33 27 AM R-3:.Res Single-Family IN: Institutional ( Mixed Use ROS: Recreation and Open Space 1-1(c); Light �• IndustrialConditional Ord#37453 1-906 l February 17, 2025 1:1,066 0 0.01 0.01 0.02 mi i I ' i 0 0.01 0.02 0.04 km City of Roanoke 42€4 ZONING DISTRICT MAP r �" 1 1 rgz s11051 0..V ° v.2022 Roanoke Ave SW y Tax No: 1421308 oNo 1'oLe end �, �O° fight Ilk rialo ® Area to be Rezoned y oo� ._ e- oo ZoningI Institutional. o o R 3: s o AD: Airport Dev V- o d Sing = 'amily� ,o No 00 "/ N 0 h N CG: Commercial-General ti N O� 0 ,�,'„ 'y ti o0 CLS: Commercial Large Site ,y ,y o 0 O to ,y r CN: Commercial-Neighborhood '�,~ o' '� ti,\y D: Downtown ,,, RD,/o °, N 0 .-i I 1: Light Industrial �e/I kesW O I-2: Heavy Industrial ti' y ,y IN: Institutional ���'N e INPUD: Institutional Planned Unit Dev ���♦�� '� " °�� 'Y Nt IPUD: Industrial Planned Unit Dev .♦�4.♦ MX: Mixed Use �----7 A �'� "it MXPUD: Mixed Use Planned Unit Dev R-12: Res Single-Family ' " .�`' �j���e��������� R-3: Res Single Family " "` R-5: Res Single-Family �� MX: / f Us R-7: Res Single Family ed `_'I-1,(c): Lig a RA: Res-Agricultural Industrial"Conditional AI'`'r ``'1 -.,/ I / `// ROS: Recreation RM-1: Res Mixed Density Ord#37453-619t)6. j ` ! and Open Space RM-2: Res Mixed Densityel 1 !!! , RMF: Res Multifamily ROS: Recreation and Open Space ;" UF: Urban Flex �, / / � 0 62.5 125 250 Feet S Base Map Credits Esn Community Maps Contributors,VGIN,©DpenStreetMap,Microsoft,Esn,TomTom,Garmn,SafeGrapn,GeoTeUnologies,Inc,METI/NASA,USGS,EPA,NPS,US Census Bureau,USDA,USEWS PUBLIC HEARING NOTICE Any public hearings advertised herein will be held in the City Council Chamber, Fourth Floor, Room 450,Noel C. Taylor Municipal Building, 215 Church Avenue SW, Roanoke, Virginia. All persons shall be afforded an opportunity to speak and state their views concerning all aspects of these matters. Any applications will be available for review online at https://roanokeva.gov/2019/Commissions, may be obtained digitally by emailing planning@roanokeva.gov, and by visiting the Planning, Building, and Development Department, First Floor, Room 170, Municipal South,Noel C. Taylor Municipal Building, 215 Church Avenue SW, Roanoke, Virginia. If you are a person with a disability who needs accommodations for any public hearings advertised herein,please contact the City Clerk's Office, (540)853-2541,by noon, April 11, 2025. Cecelia F. McCoy, CMC, City Clerk The City of Roanoke Planning Commission will hold a public hearing on April 14, 2025, at 1:30 p.m., or as soon thereafter as the matter may be heard, in the City Council Chamber, Fourth Floor, Room 450,Noel C. Taylor Municipal Building, 215 Church Avenue SW, Roanoke, Virginia, to consider the following application: Application by Boundless Capital, LLC, to rezone a property located at 2202 Roanoke Avenue SW; Official Tax Map Nos. 1421308; from IN, Institutional District, to MX, Mixed Use District,with a condition. The land use categories permitted in MX include: residential; accommodations and group living; commercial; industrial; assembly and entertainment; public,institutional, and community; transportation; utility; agricultural; and accessory,with a maximum density of 8 dwelling units and maximum floor area ratio of 1.0. The comprehensive plan designates the property for mixed use. The proposed use is medical clinic. Physical copies of this application are available for public inspection in the Planning, Building, &Development Department, First Floor, Room 170,Noel C. Taylor Municipal Building, 215 Church Avenue SW, Roanoke,Virginia, 24011. Citizens may also access the application at https://www.roanokeva.gov/1088. All persons shall be afforded an opportunity to address the Planning Commission at the public hearing. Written comments may be forwarded to the Secretary to the Planning Commission by mail to 215 Church Avenue SW, Room 170, Roanoke, VA, 24011, or by email to planning@roanokeva.gov. Emily G. Clark, Secretary, City Planning Commission City Council will hold a public hearing on the aforesaid matter on Monday,April 21, 2025, at 7:00 p.m., or as soon thereafter as the matter may be heard, in the City Council Chamber, Fourth Floor, Room 450,Noel C. Taylor Municipal Building, 215 Church Avenue SW,Roanoke, Virginia. All persons wishing to address City Council may sign-up online at www.roanokeva.gov/council. In order to sign up, the form to speak before City Council may be accessed under the tab "Sign Up Form to Speak Before Council" on the left of the screen. For further information, you may contact the Office of the City Clerk at(540)853-2541. Cecelia F. McCoy, CMC, City Clerk The City of Roanoke Board of Zoning Appeals will hold a public hearing on Wednesday, April 16, 2025, at 1:00 p.m., or as soon thereafter as the matter may be heard, in the City Council Chamber, Fourth Floor, Room 450,Noel C. Taylor Municipal Building, 215 Church Avenue SW, Roanoke, Virginia, to consider the following application: 'Application by Matthew O'Bryan, for GV Holdings,LLC, for property located at 1817 Salem Avenue SW, bearing Official Tax Map No. 1311507,zoned RM-2, Residential District,for a special exception pursuant to Section 36.2-707, Zoning, Code of the City of Roanoke (1979), as amended, to permit an office, general or professional. Physical copies of this application are available for public inspection in the Planning,Building, &Development Department, First Floor, Room 166, Noel C. Taylor Municipal Building, 215 Church Avenue SW, Roanoke, Virginia, 24011. Citizens may also access the application at https://www.roanokeva.gov/1074. All persons shall be afforded an opportunity to address the Board of Zoning Appeals at the public hearing. Written comments may be forwarded to the Secretary to the Board of Zoning Appeals by mail to 215 Church Avenue SW,Room 170, Roanoke, VA 24011, or by email to planning@roanokeva.gov. Emily G. Clark, Secretary, City Board of Zoning Appeals The City of Roanoke provides interpretation at no cost for all public meetings,upon request. If you would like to request an interpreter,please let us know at least 24 hours in advance by calling (540) 853-1283. La Ciudad de Roanoke proporciona interpretacion sin costo por todas citas publicas,previa solicitud. Si usted desea solicitar un interprete,haganoslo saber con al menos 24 horas de antelacion por llamar(540) 853-1283. Jiji la Roanoke linatoa huduma ya ukalimani bila malipo katika mikutano yote ya umma, inapoombwa. Iwapo ungependa kuomba mkalimani, tafadhali tujulishe angalau saa 24 kabla kwa kupiga simu(540) 853-1283. �-)($411 vL-t,a.:,.,34 vl us?L,-o,yac ca-4'Lab (-SLY .L-:..,I.."&_)'1 s�� Ss'sJ II(540) 853-1283 u. eJl""• uy1.�j.)Ja a,9 c-a.L 24 Jsl.v 1C � �- NOTICE OF PUBLIC HEARI NG FOR ROANOKE CITY SCHOOL BOARD TRUSTEES Pursuant to Section 9-24, Code of the City of Roanoke (1979), as amended, and Section 22.1-29.1, Code of Virginia (1950), as amended, Roanoke City Council will hold a public hearing to receive the views of citizens regarding appointment of Roanoke City School Board Trustees at its regular meeting on Monday, April 21, 2025, at 7:00 p.m., or as soon thereafter as the matter may be heard. The candidates are Mary"Franny" Apel, Adam C. Markwood, and Joyce W. Watkins. Citizens interested in presenting their views at this public hearing should register to speak by contacting the City Clerk's Office by telephone at (540) 853-2541 by accessing and completing the form to sign up to speak located on the City Council's webpage at www.roanokeva.gov, or by email at clerk(c�roanokeva.gov by 4:00 p.m., on Monday, April 21, 2025. } The City Council will elect and appoint two School Board Trustees for three-year terms of office, commencing July 1, 2025, and ending June 30, 2028, at a subsequent session of City Council. If you are a person with a disability who needs accommodations for the public hearing, please contact the City Clerk's Office at (540) 853-2541, by Thursday, April 17, 2025, at 12:00 p.m. The City of Roanoke provides interpretation at no cost for all public meetings, upon request. If you would like to request an interpreter, please let us know at least 24 hours in advance by calling (540) 853-1283. La Ciudad de Roanoke proporciona interpretacion sin costo portodas citas pUblicas, previa solicitud. Si usted desea solicitar un interprete, haganoslo saber con al menos 24 horas de antelacion por Ilamar (540) 853-1283. Jiji la Roanoke linatoa huduma ya ukalimani bila malipo katika mikutano yote ya umma, inapoombwa. Iwapo ungependa kuomba mkalimani, tafadhali tujulishe angalau saa 24 kabla kwa kupiga simu (540) 853-1283. ,slit LTA,L;iil J. Ls.gb 11,f41 C jt 0 35 a:,;,,j1D 1�1 L j9.)'Le°poc c:L.4 44L u.119 L53.9, 1,LA(540) 1283-853 cJ3 '...)1 t, (9'.).31(.34 24 cJs1.-1.0h3 GIVEN under my hand this 11th day of April 2025. Cecelia F. McCoy, CMC City Clerk NOTE TO PUBLISHER: Publish in full once in The Roanoke Times in the non-classified Virginia Section on Friday, April 11, 2025. Publish in full once in The Roanoke Tribune on Thursday, April 17, 2025. BLOCK STYLE (HEADING FONT SIZE 16 AND BODY FONT SIZE 12) Send publisher's affidavit and bill to: Cecelia F. McCoy, CMC, City Clerk Room 456, Noel C. Taylor Municipal Building 215 Church Avenue, S. W. Roanoke, Virginia 24011-1536 (540)853-2541 NOTICE OF PUBLIC HEARING ))6 CITY OF ROANOKE 4 PROPOSED 2025-26 BUDGET Pursuant to Section 15.2-2506, Code of Virginia (1950), as amended, notice is hereby given that on Monday, April 21, 2025 at 7:00 p.m., or as soon thereafter as the matter may be heard, Roanoke City Council will hold a meeting in City Council Chamber, Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia, for the purpose of holding a public hearing on the proposed 2025-26 City Budget. All persons who register as set forth below shall be afforded an opportunity to speak and state their views concerning all aspects of the budget within such reasonable time limits as shall be established-by City Council: Written comments of interested citizens also will be received by the City Clerk at any time prior to the hearing. All persons wishing to address City Council must sign—up with the City Clerk's Office by emailing.clerk(a roanokeva.gov or by calling (540) 853-2541 by-4:00 p.m. on Monday, April 21, 2025. If you are a person with a disability who needs accommodations for this public hearing, please contact the City Clerk's Office, (540) 853-2541, by noon, Friday, April 18, 2025. Complete copies of the proposed budget will be available for public inspection on and after Monday, March 24, 2025, at the City Clerk's Office, Room 456, and the Department of Finance- Management and Budget, Room 459, both offices located in the Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia, the Main Public Library located- at 706 S. Jefferson Street, Roanoke, Virginia, and at www.roanokeva.gov. The current real estate tax levy rate is $1.22 per $100 of assessed fair market valuation for such real property for the-2024-2025 tax year. There is no proposed change to the rate of levy for the 2025-2026 tax year. The current tangible personal propertytax levy is $3.45 per$100 of assessed fair market valuation for all tangible personal property classified and defined in Section 58.1-3503, Code of Virginia. There is no proposed change'to the, rate of levy for the 2025-2026 tax year for such property. The adopted budget will not exceed the revenue and expenditure category amounts.. The proposed 2025-26 Budget is summarized in the following revenue and expenditure category amounts as follows: REVENUE ESTIMATES: General Fund: General Property Taxes $182,893,000 Other Local Taxes 108,085,320 Permits, Fees & Licenses 2,037,280 Fines and Forfeitures 725,900 Revenue from Use/Money & Property 3,302,000 Intergovernmental Revenue — State/Federal 94,485,200 Charges for Current Services 21,123,700 Other Revenue 1,058,600 TOTAL - GENERAL FUND $413,711,000 Proprietary Funds: Enterprise Funds: Civic Facilities Fund $14,908,120 Parking Fund $4,074,820 Stormwater Fund $9,900,000 Internal Service Funds: Risk Management Fund $23,835,143 School Fund: General Fund $275,000,000 Food Services Fund $13,500,000 PROPOSED EXPENDITURES: General Fund: Community Development $11,642,322 General Government 43,033,673 Health & Social Services 58,395,697 Judicial Administration 12,827,867 Parks, Recreation, Cultural 14,667,725 Public Safety 98,598,752 Public Works 30,964,195 Non-Departmental 143,580,769 TOTAL - GENERAL FUND $413,711,000 Proprietary Funds: Enterprise Funds: Civic Facilities Fund $14,908,120 Parking Fund $4,074,820 Stormwater Fund $9,900,000 Internal Service Funds: Risk Management Fund $23,835,143 School Fund: General Fund $275,000,000 Food Services Fund $13,500,000 Given under my hand this 4th day of April, 2025. Cecelia F. McCoy, City Clerk NOTE TO PUBLISHER: Please publish in full, block style, with 18 point type for the heading and 12 point type for the body, once in the Virginia Section on Friday, April 04, 2025 and on Friday, April 11, 2025. Please send publisher's affidavit to: Cecelia F. McCoy, City Clerk 215 Church Avenue, S. W., Room 456 Roanoke, VA 24011 Room 456, Municipal Building Roanoke, VA 24011 Please send bill to: Lesha Van Buren, Budget Analyst Department of Management & Budget 215 Church Avenue, S. W., Room 459 Roanoke, VA 24011 i -- _ BRRAG (Bus Riders of Roanoke Advocacy Group) City Budget, April 2025 Position Paper busridersofroanoke0gmail.com www.brracq.orct , Our Priorities , € 1. Please fund Valley Metro fully i Ai kTV a. Well-functioning transit supports a strong local economy, and thus is a ` valuable investment, even in times of financial concern.. '41144 b. We are still low on operators; offering improved wages and CI 0 benefits would help. Please fund Valley Metro fully so that Valley Metro leadership can fund the operators' contract requests in the upcoming negotiations—good wages and working conditions will help attract more operators, who are strongly needed. c. MetroFLX has been a resounding success and needs funding in order to continue. 2. Better Bus Stops a. We would like to request a line-item be added to the city budget, specifically earmarked for bus stop improvements, for every year going forward. i. Our Sorriest Bus Stop contest has shown, multiple years in a row, that there are many bus stops that urgently need improvement. ii. Most of these improvements boil down to sidewalk and accessibility issues, which are clearly within Roanoke City's purview. iii. We understand that the amount allocated may vary, but we propose starting with $500,000 per year. iv. Strategic Plan connection: Harmony with Nature and Livable Built Environment v. Climate Action Plan connection: Section 4, p. 80, Policy 3 "Improve public transit routes, hours, frequency, and experience to make it a transportation mode of choice." 1. One point here is "Improve and maintain transit stops with amenities such as shelters, posted schedules, benches, bike racks, and trash cans along all routes, prioritizing highest used routes first." Why we think these are important 1. Frequency is freedom. Bus riders tend to be lower-income individuals, and yet they pay a "time tax" because of bus routes that only circulate once an hour. The schedule itself is a significant deterrent to ridership -who can "afford" the time? a. City Plan 2040 calls for a "Liveable Built Environment" including "an integrated, multi-modal transportation system." (A great city deserves great transit!) 2. Buses drive the economy. Studies have shown that"good, dependable transit service provides a tool for upward mobility" (Snyder 2009). For every dollar invested in transit, the economy benefits by$5 (Economic Development Research Group 2020). Other cities that invest in transit have seen significant returns (Hook 2013). a. City Plan 2040 calls for a "Resilient Economy." Surely a resilient economy is one in which workers can get to work via a reliable public transit system. 3. Riders deserve dignity. Bus stops and related infrastructure support a culture of respect for bus riders. We see grandmothers waiting in the rain. We see elders with walkers struggling up steep curbs. We see children standing by the edge of the road as cars rush by at high speeds. Our city is better than this: we must show respect for everyone's dignity by providing decent accommodations. a. City Plan 2040 calls for"Interwoven Equity." This includes "access and opportunities available to all" - surely-such access is predicated upon an excellent transportation system that treats people with dignity. 4. Bus riders tend to be people of color. For a city that says we value diversity, it is a very bad look for us to underfund a system that substantially serves our non-white citizens. a. City Plan 2040 calls for"Interwoven Equity." We seek to overcome "barriers that limited opportunity for underserved communities, particularly the African-American community, and eroded trust in institutions."An inadequate bus system does represent a barrier that limits opportunity; we need to strengthen trust in our institutions by offering excellent transportation service. 5. A really good bus system enhances public health. People who take transit tend to walk more, because they walk to and from their bus stops; studies have shown that they are more likely to meet the recommended amount of physical activity (LaChapelle and Frank 2009). Furthermore, inadequate transportation services "can cause patients to miss appointments, which exacerbates medical problems and wastes medical resources" (Litman 2010). Finally, transit-oriented communities have only one-quarter the traffic fatality rate of car-oriented, sprawling areas - another way that buses contribute to public health (Litman 2010). a. City Plan 2040 calls for a "Healthy Community." Buses can help us get there! 6. A really good bus system will help our natural environment. Heil and Pargal (2010) note that air quality is measurably improved by reducing car use through strategies like "a viable public transport system." Thomas Abdallah (2017) calls transit"one of the best and most effective sustainability solutions," because an effective bus system reduces both local air pollution and greenhouse gas emissions that impact the entire globe. a. City Plan 2040 calls for"Harmony with Nature." Buses can help us get there! b. Climate Action Plan: Section 4, p. 80, Policy 3 "Improve public transit routes, hours, frequency, and experience to make it a transportation mode of choice." Why we think it's worthwhile A great city deserves great transit. Are we a great city? Let's show up our peer cities by having the best transit system in the region. This is how we attract young people. This is how we attract business. BRRAG's vision for Roanoke includes excellent transit that attracts all good things to our city, lifts our people out of poverty, and brings health and well being to our citizens. References Abdallah, Thomas. Sustainable Mass Transit: Challenges and Opportunities in Urban Public Transportation. Amsterdam: Elsevier, 2017. Economic Development Research Group. "Economic Impact of Public Transportation Investment: 2020 Update."American Public Transportation Association,April 2020. https://www.apta.com/wp-content/uploads/APTA-Economic-I mpact-Public-Transit-2020.pdf. Hartman, Laura M., Kathleen M. Wooley, and Ryan C.Tucker. "The case for buses: interdisciplinary ethical arguments in support of strong public transit."Journal of Environmental Studies and Sciences 14 no. 1 (2024): 180-192. Heil, Mark, and Sheoli Pargal. "Reducing Air Pollution from Urban Passenger Transport,"Journal of Environmental Planning and Management 43 no. 5 (August 2010): 665-688. Hook, Walter, Stephanie Lotshaw, and Annie Weinstock. "More Development For Your Transit Dollar," 2013. https://itdpdotorq.wpengine.com/wp-content/uploads/2013/11/More-Development-For-Your-Transi t-Dollar ITDP.pdf Lachapelle, Ugo, and Lawrence D Frank. "Transit and Health: Mode of Transport, Employer-Sponsored Public Transit Pass Programs, and Physical Activity."Journal of Public Health Policy 30, no. S1 (January 2009): S73-94. https://doi.org/10.1057/jphp.2008.52. Litman, Todd. "Evaluating Public Transportation Health Benefits."American Public Transportation Association. Victoria, BC: Victoria Transport Policy Institute, June 14, 2010. https://apta.com/wp-content/u ploads/Resources/resources/reportsand publications/Documents/AP TA_Health_Benefits_Litman.pdf. Snyder, Ryan. "The Bus Riders Union Transit Model:Why a Bus-Centered System Will Best Serve U.S. Cities."Labor/Community Strategy Center, April 2009. El IW. • .e el:I o 4-6 13 +-1-:FiKrz.„.T._,,,. 13.r1.1.•1 1,i t.T . iI 'LI.! •■ • o r•a To access Hartman/Wooley/Tucker paper: El IL- I I •• CITY OF ROANOKE NOTICE OF PROPOSED REAL PROPERTY TAX INCREASE Pursuant to Section 58.1-3321, Code of Virginia (1950), as amended, notice is hereby given that the City of Roanoke proposes to increase property tax levies. 1. Assessment Increase: The total assessed value of real property, excluding additional assessments due to new construction or improvements to property, exceeds last year's total assessed value of real property by 7.59 percent. 2. Lowered Rate Necessary to Offset Increased Assessment: The tax rate that would levy the same amount of real estate tax as last year, when multiplied by the new total assessed value of real estate with the exclusions mentioned above, would be $1.134 per $100.00 of assessed value. This rate will be known as the "lowered tax rate." 3. Effective Rate Increase: The City of Roanoke proposes to adopt a tax rate of$1.22 per$100.00 of assessed value. The difference between the lowered tax rate and the proposed tax rate would be $0.086 per$100.00, or 7.05 percent. This difference will. be known as the"effective tax rate increase." Individual property taxes may, however, increase at a percentage greater than or less than the above percentage. 4. Proposed Total Budget Increase: Based on the proposed real property tax rate and changes in other revenues, the total budget of the City of Roanoke will be less than last year's budget by not more than 1.00 percent or exceed last year's budget by not more than 9.13 percent. A public hearing on the "effective tax rate increase" will be held on Monday, April 21, 2025, at 7:10 p.m., or as soon thereafter as the matter may be heard, in City Council Chamber, Fourth Floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia. Citizens wishing to address the City Council must sign up with the City Clerk's Office by contacting the City Clerk's Office by telephone at (540) 853-2541, by accessing and completing the form to sign up to speak located on the City Council's webpage at www.roanokeva.gov, or by email at clerk@roanokeva.gov by 4:00 p.m., on Monday, April 21, 2025. A copy of the proposed ordinance is available at roanokeva.gov/cityclerk or by contacting the City Clerk at(540) 853-2541 or via email at clerk@roanokeva.gov. If you are a person with a disability who needs accommodations for this public hearing, please contact the City Clerk's Office, 853-2541 by noon, Friday, April 18, 2025. The City of Roanoke provides interpretation at no cost for all public meetings, upon request. If you would like to request an interpreter, please let us know at least 24 hours in advance by calling (540) 853-1283. La Ciudad de Roanoke proporciona interpretaciOn sin costo por todas citas publicas, previa solicitud. Si usted desea solicitar un interprete, haganoslo saber con al menos 24 horas de antelaciOn por Ilamar(540) 853-1283. Jiji la Roanoke linatoa huduma ya ukalimani bila malipo katika mikutano yote ya umma, inapoombwa. Iwapo ungependa kuomba mkalimani, tafadhali tujulishe angalau saa 24 kabla kwa kupiga simu (540) 853-1283. }St, .1,I1S ,t ,� gels.. jL4_}, 4i�j4 :1&I US v c�4.9,4c c-,L.4 4-44 al.}, u�. 9�>> Js.a ,� 'S.539J J&-W )540( 1283-853 v9 + e�t�>V �1-42 +jio jl aL, 24 dila Ui 1 c,iti l 4161-U v1-4?,y, vhy Given under my hand this 10th day of April 2025. Cecelia F. McCoy City Clerk Notice to Publisher: Please print as a block ad in the Virginia Section of The Roanoke Times on Thursday, April 10, 2025. Please ensure that the block ad occupies at least 1/8 of the page and the title of the block ad is 18-point type. Please send certification of publication to: Cecelia F. McCoy, City Clerk Noel C. Taylor Municipal Building, Room 456 215 Church Avenue, S.W. Roanoke, Virginia 24011 Please send the invoice for publication to: Margaret Lindsey, Director of Finance Department of Finance Noel C. Taylor Municipal Building, Room 459 215 Church Avenue, S.W. Roanoke, Virginia 24011 CITY OF ROANOKE NOTICE OF PUBLIC HEARING FOR INCREASE TO TAX ON PREPARED FOOD AND BEVERAGE Notice is hereby given,pursuant to §58.1-3007, Code of Virginia(1950),as amended,that the City Council of the City of Roanoke will hold a public hearing at its regular meeting to be held on Monday, April 21, 2025, commencing at 7:00 p.m., in the Council Chambers, 4th Floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia, or as soon thereafter as the matter may be heard, on the issue of adoption of an ordinance amending §32-284, Code of the City of Roanoke(1979), as amended,increasing the City' s tax on prepared food and beverages ("Meals Tax ") rate from five and one-half percent(5.5%) to seven and one-half percent (7.5 %). If the ordinance is adopted, the increase will be effective July 1, 2025. The proposed ordinance is available for examination by the public in the Office of the City Clerk, Room 456, Municipal Building, 215 Church Avenue, S. W.,Roanoke, Virginia 24011. Citizens interested in presenting their views at this public hearing should register to speak by contacting the City Clerk' s Office by telephone at(540) 853- 2541,by accessing the form to sign up to speak located on the City Council's webpage at www.roanokeva.gov, or by email at clerk@roanokeva. gov,by 12:00 p.m., on Monday, April 21, 2025. If you are a person with a disability who needs accommodations for the public hearing, please contact the City Clerk' s Office at(540) 853-2541,by Thursday, April 17, 2025, at 12:00 p.m. The City of Roanoke provides interpretation at no cost for all public meetings, upon request. If you would like to request an interpreter,please let us know at least 24 hours in advance by calling (540) 853-1283. La Ciudad de Roanoke proporciona interpretacion sin costo por todas citas publicas, previa solicitud. Si used desea solicitar un interprete, haganoslo saber con al menos 24 horas de antelacion por llamar(540) 853-1283. Jiji la Roanoke linatoa huduma ya ukalimani bila malipo katika mikutano yote ya umma,_ inapoombwa. Iwapo ungependa kuomba mkalimani, tafadhali tujulishe angalau saa 24 kabla kwa kupiga simu(540) 853-1283. ,SI �)IiS cr. LSALs.:, CD1- jy :&I cJ9-1' LgU4 u,.9'o L.) 540( 1283-853 cD.s ..) . Lt L U LI 24 cJ9I.1 VLF}, -,.,,Ig&j4 a,J:3.1" GIVEN under my hand this 11th day of April 2025. Cecelia F. McCoy, CMC Note to Publisher: Please publish once in the Roanoke Times, legal notices, on Friday, April 11, 2025. Please send bill to: Angela O'Brien,Deputy City Manager 215 Church Avenue, S.W., Room 364 Roanoke,Virginia, 24011 Please send affidavit of publication to: Cecelia F. McCoy, City Clerk 4th Floor,Noel C. Taylor Municipal Building 215 Church Avenue, S.W.,Room 456 Roanoke, Virginia 24011