BRISTOL, VIRGINIA CITY COUNCIL 300 Lee Street, Bristol, Virginia August 22, 2017

Transcription

1 City Council Kevin Mumpower, Mayor Kevin Wingard, Vice Mayor Doug Fleenor, Council Member Bill Hartley, Council Member Archie Hubbard III, Council Member BRISTOL, VIRGINIA CITY COUNCIL 300 Lee Street, Bristol, Virginia August 22, :00 p.m. Call to Order Moment of Silence Pledge of Allegiance A. Mayor s Minute and Council Comments. B. Recognition of Ron Philbrick for Years of Service. REGULAR AGENDA: 1. Consider a Budget Policy for the City of Bristol, Virginia. a. Staff Report b. Public Comments c. Council Motion and Second d. Council Discussion e. Roll Call 2. Presentation Regarding Virginia s Public-Private Educational Facilities Infrastructure (PPEA). 3. Planning Commission Annual Report for FY Consider a Resolution Authorizing the City Manager to Enter Into and Contract for VDOT-Funded Projects. a. Staff Report b. Public Comments c. Council Motion and Second d. Council Discussion e. Roll Call CONSENT AGENDA 5.1 Consider a Street Closure Request for the Summer s End 5K September 4, 2017.

2 5.2 Consider a Street Closure Request for the Annual Rhythm and Roots Reunion Music Festival September 15, 2017 through September 17, Consider Approval of Minutes: Annual Reorganizational Meeting July 3, 2017 Regular Meeting July 11, 2017 Regular Meeting July 25, Consider Appropriating $270,166 to the FY18 Budget per the Items Listed Below: Police Department Appropriate restitution received by the Police Department. Expenditure Operating Supplies & Materials $124 Expenditure Professional Services $42 Revenue Recovered Costs Police Dept. $166 Fire Department Appropriate Assistance to Firefighters Grant-FEMA share and local match Expenditure FEMA Grant Equipment $270,000 Revenue Local Bond Issues $12,857 Revenue FEMA AFG Grant $257,143 EXECUTIVE SESSION: a. Council Motion and Second b. Roll Call 6. Executive Session pursuant to A.1, Code of Virginia 1950, as amended. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body (personnel). Executive Session pursuant to A.5, Code of Virginia 1950, as amended. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community (business). Executive Session pursuant to A.6, Code of Virginia 1950, as amended. Discussion or consideration of the investment of public funds where competition or bargaining is involved, where, if made public initially, the financial interest of the governmental unit would be adversely affected (public funds for BVPS). a. Council Motion and Second b. Roll Call 7. Certify Executive Session. a. Roll Call

3 COUNCIL DISCUSSION: C. Matters to be Presented by Members of the Public Non-Agenda Items. D. City Manager s Comments E. Adjournment.

4 BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Meeting Date: August 22, 2017 Department: City Manager/Chief Financial Officer Staff Contact: Randall Eads/Tamrya Spradlin AGENDA ITEM WORDING: Consider a Budget Policy for the City of Bristol, Virginia. ITEM BACKGROUND: The City of Bristol is in the process of preparing written financial policies to guide the financial processes for the City. This policy sets forth the broad budget guidelines that the City will operate under. PREVIOUS RELEVANT ACTION: Item was presented at the July 25, 2017 Council meeting. A motion was made to table the item for further review. No changes have been made to the policy since that date. STAFF RECOMMENDATIONS: Staff recommends approval of the Budget Policy as a guideline for the City of Bristol s budget process. DOCUMENTATION: Included X Not Required MOTION: I move to approve the Budget Policy for the City of Bristol, Virginia. Revised 03/10

5 City of Bristol, Virginia Budget Policy The City will annually adopt and execute a budget for funds that may be required by law or by sound financial practices and generally accepted accounting principles. The budget process will follow the guidelines of Chapter 25, Title 15.2 of the Code of Virginia. The budget shall control the levy of taxes and the expenditure of money for all City purposes during the ensuring fiscal year. The City budget shall be balanced within all available operating revenues, including the fund balance, and adopted by the City Council. Balanced Budget The annual budget of the City will be considered balanced when all anticipated payments for operations, debt service, and the annual capital plan needs do not exceed budgeted revenues. Current Revenues to Support Current Expenditures Ongoing and stable revenues will be used to support ongoing operating costs. One-time Revenues and One-time Expenditures The use of one-time revenues and one-time expenditure savings will be used for non-recurring expenditures. Revenue and Expenditure Projections The City will prepare annually a financial forecast utilizing trend indicators and projections of annual operating revenues, expenditures, capital improvements and related debt service and operating costs, and fund balance levels. Budget Performance Monitoring All departments of the City will periodically examine and effect changes in program delivery responsibilities or management which would improve productivity, lower costs, enhance service, and further communication with the public. The City will maintain a budgetary control system to ensure adherence to the budget and will prepare monthly reports comparing actual revenues and expenditures to budgeted amounts. Budget Adjustments Pursuant to the annually adopted Budget Ordinance, the City Manager may authorize adjustments to the adopted budget as requested by staff between individual line items. Council approval is required to increase total budgeted expenditures. Budgetary Basis The Budget shall be prepared on the cash basis, which is in accordance with Governmental Accounting Standards, the guidance set forth in the Uniform Financial Reporting Manual issued by the Virginia Auditor of Public Accounts, and is consistent with the City Charter.

6 BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Meeting Date: August 22, 2017 Department: School Board Staff Contact: Keith Perrigan AGENDA ITEM WORDING: Presentation Regarding Virginia s Public-Private Educational Facilities Infrastructure (PPEA). ITEM BACKGROUND: N/A PREVIOUS RELEVANT ACTION: N/A STAFF RECOMMENDATIONS: N/A DOCUMENTATION: Included X Not Required MOTION: None required. Revised 03/10

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8 Configuration Scenarios Close three schools and open one new school has a $855,481 - $909,774* impact Closing three schools would require the savings to be applied to a new building Close Highland View only and distribute Pre-K through 4 to remaining elementary schools and 5 th Grade to Middle School saves $255,000* and puts the elementary schools at full capacity * Not including expiration of debt service 2

9 2017 Actual Enrollment ( ADM) 2018 Projected Enrollment PreK Kindergarten * Grade Grade Grade Grade Total Enrollment PreK Capacity ** Highland View 216 Stonewall Jackson 304 Van Pelt 418 Washington Lee 250 Total 1, * Five-Year Enrollment Projections University of Virginia The Demographics Research Group, dated January 18, 2017 ** K and C Associated Facility Study, dated 10/3/2011

10 Public Private Partnerships for School Development Montgomery County School Board Christopher D. Lloyd December 7,

11 Design-bid-build PPEA Virginia Procurement Opportunities 5

12 Design-Bid-Build Traditional procurement method allowed under the Virginia Procurement Act Begins with selection of engineer and design team through competitive negotiations Selected firm designs project to near complete drawings Design and bid specifications are put out for bid Some public entities start with RFQ, then proceed to RFP to help narrow list of potentially qualified contractors Contractor selection based on lowest responsible bid Construction is to the plans 6

13 PPEA: Dispelling the Myths Not free money Not a finance tool (but opens other options) Not secret negotiations Not necessarily cheaper (but could be) Not privatization 7

14 PPEA: Process Public entity solicits for proposals or accepts unsolicited proposals Minimum of 45 day open competition period for unsolicited proposals FOIA protections for confidential information are negotiated Conceptual proposal outlines team qualifications, proposed scope, proposed scope and public benefits Public entity may levy a proposal review fee on both solicited and unsolicited proposals**** Proposal review fee is used to cover costs of hiring outside attorney s, engineers, consultants, and financial advisors 8

15 PPEA: Process All competing proposals are reviewed, followed by a down-select Detailed proposals are requested often relies on recommendations of outside/inside advisors Detailed proposals start to lock in project scope, costs, schedule Leads to an interim or comprehensive agreement with one firm School Board MUST secure City Council approval before executing contracts Significant requirements for public notification and hearings 9

16 PPEA: Pros Many of the same benefits as design-build Provides opportunities for creative and innovative approaches to addressing school needs No non-bristol approvals School Board retains right to reject, modify, expand, or amend proposals at any time with Council input Project costs can be covered by proposers Reduces procurement steps and total costs 10

17 PPEA: Cons Project scope and cost may not be defined until late in the negotiation process Learning curve for public officials and public Suspicions about competitive negotiations Did I get the best possible price? Negotiations can be lengthy and complex 11

18 Mitigating PPEA Risks Use of strong outside advisors with PPEA experience Two step solicitation process Establishing clear goals, particularly related to price City and School Board must be on the same page Use of interim agreement process Circulate proposed comprehensive agreement at detailed review phase Prepare contingency budgets and plans that share risk and rewards 12

19 PPEA: Why Unsolicited Proposals? Greater acceptance of use of project review fees Greater flexibility to develop a project with undefined scope Opportunity to get world class ideas Opportunity to get the dream team 13

20 PPEA: Why Solicit Proposals? Public entity is in proactive, not reactive mode Greater opportunity to narrow or define scope May increase competition, number of proposals Reduces requirements for staff time to meet with proposers 14

21 PPEA Implementation What Makes Projects Go Well Open and collaborative process between public and private sectors Atmosphere that encourages innovation and creativity Include public, press and other stakeholders Objectives (cost savings, time, limits on risk) are clear from the beginning 15

22 PPEA Implementation What Makes Projects Go Bad Unnecessary closed door discussions Public sector shifts all risk, not willing to pay for it Staff objections to process Owner did not establish clear criteria and goals upfront to properly assess performance and success at end Cost overruns and scope creep Public sentiment turns away from development Negotiations never end Project is overly defined or restricted 16

23 PPEA: Project Examples - Schools Stafford County (2 schools) City of Falls Church Northumberland County City of Fredericksburg (2 schools) Frederick County Chesterfield County Cumberland County City of Winchester Warren County Bedford County Wise County (Central and Union) 17

24 Project Examples 18

25 Praise for the PPEA You have to do a lot of work up front, Francis said of the PPEA process. We made adjustments as we went along. In the end, the project was early and under budget. - Bedford County I have been involved in several school construction projects over the course of my professional career. I have found the PPEA process to be the most efficient, economical, and effective means to construct school buildings. The PPEA process allows school officials to build facilities quicker, more economically, and significantly reduces the risk factors for the owner. I would never use the traditional construction method again if I had the choice. - Jeff Perry, Wythe County Division Superintendent 19

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27 CITY COUNCIL AGENDA ITEM SUMMARY Meeting Date: August 22, 2017 Department: Community Development/Planning Staff Contact: Sally Morgan, City Planner AGENDA ITEM WORDING: Planning Commission Annual Report for FY ITEM BACKGROUND: One of the duties of the Planning Commission is to provide an annual report to the governing body concerning the operation of the Commission. City staff has prepared the attached report and the Planning Commission has reviewed it and approved it to send to City Council. STAFF RECOMMENDATION: None. For information only. (If the Council members have any questions after reviewing the report, the staff will be happy to respond). MOTION: None Required.

28 CITY OF BRISTOL, VIRGINIA Planning Commission 2017 Annual report Reporting period july 1, june 30, ) Introduction The Code of Virginia requires that a locality s Planning Commission submit annually a report of its activities to the governing body. The following shall satisfy this requirement. 2) Personnel The Planning Commission consists of seven (7) members. They are appointed by the City Council for a term not to exceed three (3) years. The Planning Commission members during were: Member Position Term Expiration Doug Fleenor City Council Representative 7/1/2017 (replaced by Kevin Wingard as City Council Representative 2/28/2017) Meetings Attended Kevin Wingard City Council Representative 7/1/ Michael Pollard Chairman 6/30/ Mark Esposito Vice Chairman 6/30/ Carl Williams Member 6/30/2018 (resigned 12/2/2016) 4 Daniel Grogan Member 6/30/2017 (resigned 10/6/2016) 3 Kevin Corbett Member 7/1/ Jordan Pennington Member 7/1/ Todd Buchanan Member 6/30/ Bill Raettig Member 6/30/ ) Operating Procedures Regular meetings of the Planning Commission are held the third Monday of each month starting at 12:00 pm. Special called meetings may be held at the Chairman s request. City of Bristol, Virginia Community Development Department Page 1

29 4) Expenses The Planning Commission is not a paid body. The City does not reimburse travel to and from meetings but does provide refreshments for the meeting. Costs incurred by the City are minimal and consist of soft costs associated with printing of agenda packets, postage, and staff time. The City staffs this board with two (2) fulltime employees of the Community Development and Planning Department. The Director of Community Development serves as the staff liaison for the Commission, oversees the preparation of the meeting agenda packet, and also presents each agenda item. In the absence of a Director, the City Planner serves as the staff liaison, prepares the agenda packet, and presents each agenda item. The minutes for each meeting are taken by the Office Manager for the Department of Community Development. Meetings ranged from approximately 45 minutes in duration to approximately one hour and 45 minutes during this reporting period. 5) Action Summary During the reporting year, the Planning Commission held eleven (11) meetings and one (1) joint called meeting with City Council. The Commission considered twenty-seven (27) agenda items requiring action. The following table provides a summary of action for this reporting year: Note: Approval of meeting minutes and other routine business not included in this summary. Meeting Date Agenda Item Action 7/18/16 Election of Officers The Commission elected Mr. Pollard Chairman and Mr. Esposito Vice Chairman. 7/18/16 Consideration of Preliminary and Final Plat Approval for Plat # for Euclid Avenue Shopping Center Subdivision along with the granting of a variance to City Code Section (d) The Commission approved the preliminary plat and final plat, forwarded the final plat to City Council for certification, and granted the variance. 8/15/16 Consideration of Draft Temporary Use Ordinance The Commission voted to recommend to City Council approval of the Temporary Use Ordinance. 9/19/16 9/19/16 9/19/16 Consider Granting Preliminary and Final Approval for Plat # for the Replat of Lots 1 & 3 of the D.C. Rogers Family Subdivision Consideration of Approval of Activity in the 100-yr. Floodplain Jefferson Trace Development of Lee Highway Consideration of Approval of Activity in the 100-yr. Floodplain Belle Meadows Condominiums 30 Beech St. The Commission approved the preliminary and final plats as amended and forwarded the final plat to City Council for certification. The Commission approved the proposed activity in the 100-yr. floodplain. The Commission approved the proposed activity in the 100-yr. floodplain on condition of receipt of approval of the accuracy and form of the requested City of Bristol, Virginia Community Development Department Page 2

30 Community Acknowledgement Letter by counsel for the City prior to issuance of the letter. 11/21/16 Consideration of Approval of Activity in the 100-yr. Floodplain 1395 Euclid Avenue Taco John s Restaurant The Commission approved the proposed activity in the 100-yr. floodplain. 12/19/16 Consideration of Preliminary and Final Plat Approval for Subdivision of Siesta Motels, Inc. property on Lee Highway The Commission approved the preliminary and final plats and forwarded the final plat to City Council for certification. 12/19/16 Consideration of Request for Residential Use in Business Zone 2221 Euclid Avenue The Commission tabled the request. 1/17/17 Consideration of Approval of Activity in the 100-yr. Floodplain 310 Goodson St. Proposed Used Car Sales Lot The Commission approved the proposed activity in the 100-yr. floodplain. 1/17/17 1/17/17 Consideration of Preliminary and Final Plat Approval for Plat # for the Williamson Piggly Wiggly, Inc. Subdivision Consideration of Approval of Preliminary Plat for Plat # for Lots 13A, 18, and 19 of the Falls The Commission approved the preliminary and final plats and forwarded the final plat to City Council for certification. The Commission approved the preliminary plat of the proposed subdivision in Plat /21/17 Consideration of Final Plat Approval for Plat # for Lots 13A, 18, and 19 of the Falls The Commission approved the final plat. 2/21/17 2/21/17 3/20/17 Consideration of a Similar Use Determination for M-1 (Restricted Light Industrial) for Assembly and Sale of Firearms at 200 Bob Morrison Boulevard Consideration of Recommendation to City Council for Adoption of Comprehensive Plan Consideration of Preliminary and Final Plat Approval for Plat # for Lots 20, 21, 22, and 23 of the Falls The Commission approved the Similar Use Determination. The Commission tabled further discussion of the Comprehensive Plan until after a work session between the Commission, City Council, and the Citizen Advisory Committee. The Commission approved the preliminary and final plats and forwarded the final plat to City Council for certification. 3/20/17 Consideration of Recommendation to City Council for Adoption of Bristol, Virginia Comprehensive Plan The Commission voted to recommend that City Council adopt the proposed Plan. City of Bristol, Virginia Community Development Department Page 3

31 5/15/17 5/15/17 5/15/17 6/22/17 Consider Granting Approval of the R-T (Residential Townhouse) Overlay District Standards for the Proposed Wildflower Ridge Subdivision Consider Granting Preliminary Plat Approval for Plat # for Wildflower Ridge Phase I Subdivision Consideration of a Similar Use Determination for B-1 (Neighborhood Shopping) District for a Commercial Greenhouse at 230 Vance Street Determination by Commission Regarding Camouflaged Wireless Communications Facility The Commission approved the R-T zoning overlay district for Wildflower Ridge Phase I. The Commission approved the preliminary plat of the proposed Wildflower Ridge subdivision (Plat # ) subject to any revisions that need to be shown on the plat related to water and sewer service. The Commission approved the commercial greenhouse at 230 Vance St. as a Similar Use in the B-1 Zoning District. The Commission tabled the item for 30 days in order to perform research on the compensation being received by other localities for such facilities. 6) Information Summary During the reporting year, the Planning Commission considered several agenda items which did not require action, but were informational items. The following table provides a summary of reviewed items for this reporting year. Note: The table below serves as a summary of informational activity and discussion rather than a comprehensive list. Meeting Date Agenda Item Information or Action (If Applicable) 7/18/16 Discussion Regarding Draft Temporary Use Ordinance The Commission discussed possible revisions to the Draft Temporary Use Ordinance. 7/18/16 Discussion of Application Review and Joint Public Hearing Schedule The Commission considered a proposed alternate process to the application review and joint public hearing process. 8/15/16 Discussion on Non-Conforming Outdoor Advertising The Commission discussed the City s sign ordinance and its effects on business owners. 8/15/16 Update on Comprehensive Plan Open houses were planned to receive public review and comment on the draft Comprehensive Plan. The Commission elected Mr. Williams to serve on the Comprehensive Plan Advisory Committee. City of Bristol, Virginia Community Development Department Page 4

32 8/15/16 Discussion of Application Review and Joint Public Hearing Schedule The Commission determined that the current process should continue with the addition of unofficially notifying adjacent property owners via regular (not certified) mail prior to the public hearing. 8/15/16 Administrative Modification Request # The Commission was notified of the request and given the opportunity to comment. 9/19/16 Discussion Regarding Proposed Planning Commissioner Training Session The Commission considered attendance at a two-hour session on the basics of planning and zoning provided by the Land Use Education Program offered through the Virginia Cooperative Extension Program at Virginia Tech. 9/19/16 Update on Temporary Use Ordinance City Council held a first reading of the proposed Temporary Use Ordinance and had scheduled a second reading. 11/21/16 Presentation Regarding Outdoor Advertising Regulations The Commission was provided with the history of sign regulations in the City and discussed potential revisions to existing regulations. 11/21/16 Update on Comprehensive Plan Three open houses were held, the final section of the Comprehensive Plan was under review, and consultant Houseal Lavigne was preparing the final draft of the Plan. 1/17/17 Update on Application Status Special Exception Application # for 2221 Euclid Avenue The Commission was notified of the applicant s withdrawal of Special Exception application # /21/17 Certified Planning Commissioner s Training Program 3/13/17 Joint Called Meeting with City Council The Commission was notified of the opportunity to attend an intensive training course resulting in a Certified Planning Commissioner certification to be held in Wytheville in June and August. The Commission discussed the Comprehensive Plan with members of City Council. 3/20/17 Notice of Administrative Modification Request # for 1308 Rhode Island Avenue The Commission was notified of the request and given the opportunity to comment. City of Bristol, Virginia Community Development Department Page 5

33 4/17/17 Presentation Regarding Zoning Ordinance Revision Project The Commission considered the process of revising the City s Zoning Ordinance. 6/22/17 6/22/17 6/22/17 Report on Certified Planning Commissioners Program Presentation Regarding Zoning Ordinance Revision Project Notification of Administrative Modification Request # Planning Commissioner Corbett discussed his attendance at the Planning Commissioner training program he attended in Wytheville. The Commission was provided with an update regarding the diagnostic review of the Zoning Ordinance performed by the Berkley Group and was given an overview of the City s business and manufacturing districts. The Commission was notified of the request and given the opportunity to comment. 7) Joint Public Hearing Summary No joint public hearings were held during the fiscal year. 8) Activity Summary Rezoning Applications 0 Rezoning Recommendations 0 Special Exception Applications 1 Special Exceptions Recommended for Approval (One application withdrawn prior to joint public hearing) 0 Subdivision Plat Applications 7 Subdivision Plats Approved 7 Similar Use Determination Applications 2 Similar Use Determinations Approved 2 Applications for Approval of Activity in Floodplain 4 Approvals of Activity in Floodplain 4 Administrative Modification Requests Reported 3 City of Bristol, Virginia Community Development Department Page 6

34 BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Meeting Date: August 22, 2017 Department: Public Works/Engineering Staff Contact: Wallace McCulloch/Randall C. Eads AGENDA ITEM WORDING: Resolution authorizing the City Manager to enter into and contract for VDOT-funded projects. ITEM BACKGROUND: In previous years, Council has authorized the City Manager to enter into certain contracts with VDOT. The previous contracts were for specific projects. Other localities have entered into similar agreements with VDOT to authorize the City Manager to enter into contracts. The City does not intend to pursue projects that requires a commitment from the City for funding, without prior approval from Council. This is a blanket signature resolution which prevents each project from coming before Council for approval. PREVIOUS RELEVANT ACTION: NONE STAFF RECOMMENDATIONS: Council discretion DOCUMENTATION: Included X Not Required MOTION: I move to adopt a Resolution authorizing the City Manager to enter into project funding commitments with VDOT. Revised 03/10

35 RESOLUTION FOR BLANKET PROJECT FUNDING COMMITMENT AND FOR BLANKET SIGNATURE AUTHORITY WHEREAS, the City of Bristol administers transportation projects under agreement with the Virginia Department of Transportation; and WHEREAS, the City of Bristol desires to provide clear commitment for funding these transportation projects and clear signature authority for signing the Project Administration agreements. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Bristol, Virginia, that: 1. The City of Bristol hereby commits to fund its local share of preliminary engineering, right-of-way and construction (as applicable) of the project(s) under agreement with the Virginia Department of Transportation in accordance with the project financial document(s). 2. The City Manager is authorized to execute all agreements and/or addendums for any approved projects with the Virginia Department of Transportation. Adopted this day of, ATTESTE: MAYOR City Clerk

36 To: District Office Local Liaison From: Request to Administer Project (Printed Name of Responsible Local Official Issuing Request) ( Address) (Phone) Signature (Typed when ed) By: Date: Locality: Project #: UPC: Project Scope (short narrative): Local Government Project Delivery Self-evaluation attached: Yes No N/A Local Responsible Person* Name: Phone: * See Chapter 3.1of LAP Manual for Responsible Person qualifications Phase of project to be administered: PE RW CN Other; describe: State Funding Source(s): Federal Highway State Formula (Urban / Secondary) Other (specify): Check as applicable: Project will be pursued though PPTA: Project will be administered as Design-Build: To be completed by District Office The project is: Tier 1 (provide copy to LAD after District Administrator Approval/Denial Tier 2 (Submit with Self-evaluation to LAD for Chief Engineer Review) District Local Liaison Include Comments if needed District Project Development Engineer/PIM or Construction Engineer Include Comments if needed Recommendation: Approval Denial Signature & Date (Typed when ed) Recommendation: Approval Denial Signature & Date (Typed when ed) VDOT Project Coordinator Assigned: District Administrator (Tier 1 & Tier 2 Projects) / Chief Engineer (Tier 2 Projects) Approved Approved Revised July, 2017 Denied Denied District Administrator s Signature & Date Chief Engineer s Signature & Date *Tier 1 projects are defined in I&IM #249 ( and generally are projects which are non-federal oversight, under $10 Million in Construction Value, and are not Design-Build Upon completion, provide a copy of this form to the Local Assistance Division. Use Ctrl-Enter to create paragraph breaks within comments. Sheet 1 of 8

37 Local Government: Submittal Date: Name of Local Official Submitting Information: Local Government Project Delivery Self-Evaluation for Requests to Administer Federal Aid Projects Include with Request to Administer Submittal UPC: ; Project #: Local government administration of federal aid transportation projects can have many benefits and has become an integral part of Virginia s Transportation Construction Program. However, local governments that are considering administering federal aid transportation projects should work closely with their VDOT District Office to ensure that they are have, or can obtain, qualified staff and processes ( project delivery systems ) to administer federal aid projects. Accordingly, local governments are required to submit the attached self-evaluation to their VDOT District Office concurrent with their request to administer a federal aid project or project to be developed as federal aid. Approval for Tier 1 projects is delegated to the District Administrator. District Administrators may not permanently delegate this authority. Tier 2 project RtA s will be submitted to the Chief Engineer for final approval. Project Tier definitions are defined in VDOT s I&IM #249 ( Tier 2 projects are all projects with construction costs over $5 million, all Federal Oversight projects, and all projects procured as Design-Build. A completed self-evaluation will provide the VDOT District Office sufficient background information regarding the locality s ability to manage significant aspects of a major federal aid project and so that weaknesses or deficiencies in the local government s capabilities may be identified and addressed during the Request to Administer process. Weaknesses or deficiencies may not necessarily preclude a locality from administering a federal aid project; however, the locality and the VDOT District Office should work closely to identify actions, such as additional training or consultant procurement, which can reduce project risks and lead to an approval of the project administration request. The District office will also use this evaluation in determining the appropriate level project oversight provided by VDOT staff. While denials are expected to be uncommon, circumstances which may justify a denial to administer a federal aid project include: The locality has no staff experience or training that demonstrates an ability to effectively deliver a federal aid project. The locality has a documented and repeated history of failure to meet federal phase obligation dates and cannot provide an acceptable corrective action plan. The locality has a documented history of violations to federal and/or state requirements and cannot provide or has not provided an acceptable corrective action plan. Appeals to denials may be submitted in writing to the VDOT Central Office Local Assistance Division Director. Sheet 2 of 8

38 Local Government: Submittal Date: Name of Local Official Submitting Information: Local Government Responsible Person (submit one for each RP) A locality is required to provide a full-time local government employee who is responsible for all major project decisions. This person is referred to as the locality Responsible Person (RP) and may or may not be the project manager. This requirement is outlined in Chapter 3.1 of VDOT s Locally Administered Projects (LAP) Manual. An FHWA memorandum dated August 4, 2011 provides further explanation of this person s duties ( Identify the full time Local Government Employee assigned as the Responsible Person : Name Title Is the RP also the Project Manager? Yes No (complete the project manager evaluation page) VDOT is required by federal regulation to ensure that the locality is adequately staffed to ensure the project is satisfactorily completed. Accordingly, local staff must have a working knowledge of the locally administered projects process and those federal regulations affecting federal aid projects. The following provides the experience and training of the Locality Responsible Person: Select from the following the best choice describing the RP s experience: The RP has successful experience providing oversight or managing a federal aid project within the previous five years. Identify and describe applicable project(s) on an attachment to include: Project Name and Description; Phases Included (PE/RW/CN), Approximate Date Advertised; Construction Value; Funding Source, if known, etc: The RP has successful experience participating as a team member, but not a RP, for federal aid projects. Identify and describe applicable project(s) on an attachment to include: Project Name and Description; Phases Included (PE/RW/CN), Approximate Date Advertised; Construction Value; Funding Source, if known, etc: The assigned RP has no successful experience with federal aid projects, but has provided oversight for a State-aid transportation project, such as Revenue Sharing or Access. The RP has no experience providing oversight for a transportation project. Has the RP completed VDOT s Core Curriculum on-line training, found on VDOT s Locally Administered Projects Webpage ( Yes No Describe or attach a list of other formal and/or informal training that qualifies him/her to act as a Responsible Person. Sheet 3 of 8

39 Local Government: Submittal Date: Name of Local Official Submitting Information: Local Government Project Manager (submit if the PM is not also the RP) VDOT is required by federal regulation to ensure that the locality is adequately staffed to ensure the project is satisfactorily completed. Local governments may supplement their staff with consultants, including project management duties. Accordingly, local staff and their consultants must have a working knowledge of the locally administered projects process and those federal regulations affecting federal aid projects. The following provides the experience and training of the Locality Project Manager: Identify the Project Manager*: Name Title *Project Management will be assigned to a consultant; however, the consultant has not yet been procured (VDOT may request this information after consultant procurement) Select from the following the best choice describing the PM s experience: The PM has successful experience providing oversight or managing a federal aid project within the previous five years. Identify and describe those projects on an attachment to include: Project Name and Description; Phases Included (PE/RW/CN), Approximate Date Advertised; Construction Value; Funding Source, if known, etc: The PM has successful experience participating as a team member, but not a PM, for federal aid projects. Identify and describe those projects on an attachment to include: Project Name and Description; Phases Included (PE/RW/CN), Approximate Date Advertised; Construction Value; Funding Source, if known, etc: The PM has no successful experience with federal aid projects, but has provided oversight for a State-aid transportation project, such as Revenue Sharing or Access. The PM has no experience providing oversight for a transportation project. Has the PM completed VDOT s Core Curriculum on-line training, found on VDOT s Locally Administered Projects Webpage ( Yes No Describe or attach a list of other formal and/or informal training that qualifies him/her to act as a Project Manager for a federal aid project. Sheet 4 of 8

40 Local Government: Submittal Date: Name of Local Official Submitting Information: General Locality Project Management Experience The locality must be able to demonstrate adequate project delivery systems* to administer a federal-aid project. This requirement is identified in Chapter 2.2 of the VDOT LAP Manual. Select, from the choices below, that which best describes the locality s project management experience: The locality has successfully administered one or more federal aid highway improvement project(s) within the previous five years. Briefly describe the project(s) (including project scope, cost, and duration) and provide VDOT UPC and project number if available, in an attachment. The locality has successfully administered one or more non-highway improvement federal aid project (e.g. sidewalk, streetscape, landscaping, multi-use trail, etc) project(s) within the previous three to five years. Briefly describe the project(s) and provide VDOT UPC and project number if available, in an attachment. The locality has successfully administered a state aid or capital improvement highway improvement project within the previous five years. Provide a detailed explanation of the scope, cost, and duration of the project in an attachment. The locality has not successfully administered a transportation-related project or Capital Improvement project in the recent past. Provide list or description of any additional experiences which will demonstrate the ability of the locality to administer a federal aid project. Sheet 5 of 8

41 Local Government: Submittal Date: Name of Local Official Submitting Information: Consultant Procurement Federal consultant procurement requirements are outlined in Chapter 11 of the VDOT Locally Administered Projects Manual. Localities receiving federal reimbursement for professional service contracts must procure those professionals in accordance with the federal Brooks Act and Federal Acquisition Regulations. Will the locality need to procure consultant services at any time to complete their federal aid projects? yes no If yes, select the services which will need to be outsourced: Project Management Environmental: Design: PS&E (Including Bid Document) Right-of-Way Construction Engineering/Administration & Inspection Other, please specify COMMENTS, if necessary Select, from the options below, that which best describes the locality s understanding and experience using federal professional consultant procurement processes. The locality has successfully procured professional services in compliance with federal aid requirements within the previous five years. List the most recent projects and services procured in an attachment. The locality has not procured professional services in compliance with federal aid requirements within the previous five years, but has staff available, who are familiar with those requirements and will oversee the procurement process. Describe the staff experience in an attachment. The locality has no experience procuring or training in the procurement of professional services in compliance with federal aid requirements. Provide any additional information which may demonstrate the locality s ability to comply with applicable federal rules and regulations applicable to professional services procurement for federal aid projects. Sheet 6 of 8

42 Local Government: Submittal Date: Name of Local Official Submitting Information: Project Scheduling Project Scheduling requirements are outlined in VDOT s Locally Administered Projects Manual Sections 10.6 (Appendix A to the Project Administration Agreement) and (Project Schedules). A defined project schedule which includes major milestones is critical to ensure federal funding is obligated and expended within expected time frames. Adherence to a baseline schedule is critical to ensure that all available federal funds are obligated within each federal fiscal year. The ability to develop and meet a project schedule is critical to a project s success and is a key determination when agreeing to allow a locality to administer a federal aid project. Does the locality have a written project scheduling process so that a project schedule can be sufficiently developed, maintained, and tracked in accordance with the LAP Manual? Yes No Describe the project scheduling approach to be used by the locality, to include any software that will be employed. If the locality will rely on the design consultant to develop a project schedule, how will the locality engage with the consultant to ensure major milestones are met? Sheet 7 of 8

43 Local Government: Submittal Date: Name of Local Official Submitting Information: Construction Phase Work Orders Localities must develop a process for managing work orders that are compliant with the processes outlined in the LAP Manual. The process must include an independent estimate of costs associated with the work order. This requirement is outlined in Chapter 13.3 of VDOT s Locally Administered Projects Manual. Does the Locality have a documented work order process that meets the requirements outlined in VDOT s Locally Administered Projects Manual? Yes (include documentation) No, however a work order process that meets the requirement outlined in VDOT s Locally Administered Projects Manual will be developed and incorporated into the construction contract. No The locality will use VDOT s Construction Directive Memorandum Work Order process and will incorporate it into the construction contract. Compliance / Audit Findings Does the Locality have any outstanding findings, as the result of any VDOT, FHWA, or US DOT audit or compliance review, related to any state or federal aid transportation project? Yes No If yes, please describe the finding or attach the official report and describe corrective actions pending. Sheet 8 of 8

44 BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Meeting Date: August 22, 2017 Department: Transit/Special Events Staff Contact: Jay Detrick AGENDA ITEM WORDING: Consider a Street Closure Request for the Annual Summer s End 5K September 4, ITEM BACKGROUND: The Bristol Morning Rotary has requested street closures so that they can hold their annual 5K in the downtown area of Bristol On Monday September 4, The streets being requested are State Street, Piedmont Avenue, Euclid Avenue, Chester Street, Oakview Avenue and Martin Luther King Jr., Blvd. A map of the 5K route is attached. The event route is the same as last year but they wish to begin the race at 9:00 AM this year. The above streets would be required to be partially or fully closed from 6:30 AM to approximately 11:00 AM. Last year this event cost the City an additional $ in overtime costs. PREVIOUS RELEVANT ACTION: This event has been approved annually for the past 16 years. STAFF RECOMMENDATIONS: Because all required documents have been submitted, staff recommends approval. DOCUMENTATION: Included X Not Required MOTION: I move to all items on the consent agenda as presented. Revised 03/10

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46 BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Meeting Date: August 22, 2017 Department: Transit/Special Events Staff Contact: Jay Detrick AGENDA ITEM WORDING: Consider a Street Closure Request for the Annual Rhythm & Roots Reunion Music Festival September 15, 2017 through September 17, ITEM BACKGROUND: A request has been made to close portions of the following streets for the 17 th Annual Rhythm & Roots Reunion: State St, Martin Luther King, Jr. Blvd, Lee St, Cumberland St, Goode St, Carter Family Way, Piedmont Ave, Stoneman Family Dr. and Moore St. The event is scheduled to begin on Friday September 15 and conclude on Sunday September 17, Street closures, however, will begin on Thursday September 14 to allow for stage setup on Piedmont Avenue. The rest of the streets will be closed beginning on Friday September 15. The streets will remain closed throughout the event and will reopen after all clean-up activities are complete on Sunday September 17. Last year this event cost the City an additional $24, in overtime costs. PREVIOUS RELEVANT ACTION: This event has been approved annually for the past 16 years. STAFF RECOMMENDATIONS: Because all required documents have been submitted, staff recommends approval. DOCUMENTATION: Included X Not Required MOTION: I move to all items on the consent agenda as presented. Revised 03/10

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48 Meeting Date: August 22, 2017 Department: Deputy Clerk of Council Staff Contact: Debi Denney AGENDA ITEM WORDING: BRISTOL, VIRGINIA CITY COUNCIL AGENDA ITEM SUMMARY Consider Approval of Minutes: July3, 2017; July 11, 2017; July 25, ITEM BACKGROUND: N/A PREVIOUS RELEVANT ACTION: N/A Staff Recommendations: No action required. DOCUMENTATION: Included x Not Required MOTION: I move to approve all items on the consent agenda as presented. Revised 03/10

49 JULY 3, THE ANNUAL REORGANIZATIONAL MEETING OF THE BRISTOL, VIRGINIA, CITY COUNCIL WAS HELD ON JULY 3, 2017, AT 9:00 A.M. AT 300 LEE STREET, BRISTOL, VIRGINIA WITH MAYOR WILLIAM HARTLEY PRESIDING. COUNCIL MEMBERS PRESENT WERE VICE MAYOR ARCHIE HUBBARD, III, J. DOUGLAS FLEENOR, KEVIN MUMPOWER, AND KEVIN WINGARD. CITY MANAGER, TABITHA CROWDER, AND CITY ATTORNEY, RANDALL EADS WERE ALSO PRESENT. 1. Appointment of City Clerk Council Member Mumpower nominated Ms. Pamela Venable for appointment as City Clerk. The nomination carried by the following votes: AYES: Fleenor, Hubbard, Mumpower, Wingard, and Hartley 2. Election of Mayor Council Member Wingard nominated Kevin Mumpower for appointment as Mayor. The nomination carried by the following votes: AYES: Fleenor, Hubbard, Mumpower, Wingard, and Hartley 3. Election of Vice Mayor Council Member Fleenor nominated Kevin Wingard for appointment as Vice Mayor. The nomination carried by the following votes: AYES: Fleenor, Hubbard, Wingard, and Mumpower. ABSTAIN: Hartley 4. Executive Session Mayor Mumpower entertained a motion to enter into Executive Session pursuant to A.1, Code of Virginia 1950, as amended. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; (appointments, personnel). Council Member Fleenor made the motion to enter into Executive Session pursuant to A.1, Code of Virginia 1950, as amended. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; (appointments, personnel). Motion was seconded by Council Member Hubbard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 5. Certify Executive Session Following the Executive Session, by roll call vote, Council Members certified that only business matters lawfully exempted from open meeting requirements and specified in the motion to convene the Executive Session were discussed. AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 6. Appointment of City Manager Council Member Fleenor nominated Randall Eads to be appointed as the City Manager. Council Member Fleenor made a motion to give non-essential employees the afternoon off from work beginning at noon. Motion was seconded by Council Member Wingard carried by the following votes: AYES: Fleenor, Hubbard, Wingard, and Mumpower NAYES: Hartley 7. Appointment of City Attorney Vice Mayor Wingard nominated Randall Eads to be appointed as the City Attorney. The nomination carried by the following votes:

50 148 JULY 3, 2017 AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 8. Councilmanic Appointments for FY The Councilmanic Appointments for FY2017 are as follows: Mumpower Wingard Fleenor Birthplace of Country Music Bristol Convention and Visitors Bureau BVU Celebrate Bristol Chamber of Commerce Finance Committee Joint Planning Commission Appalachian Juvenile Commission District Three Governmental Cooperative (alternate) Keep Bristol Beautiful Metropolitan Planning Organization New River/Mt. Rogers PDC Rural Technical Committee (alternate) Planning Commission Social Services Drug Court Advisory Board East Hill Cemetery Farmers Market Mount Rogers Commission on Aging Mount Rogers Planning District Rhythm & Roots Hartley Hubbard Believe in Bristol Bristol Youth Services Advisory Finance Committee Highlands Community Services People, Inc. Bristol Train Station Foundation Arts & Entertainment District District Three Governmental Cooperative Highlands Community Policy and Management Joint Planning Commission New River/Mount Rogers Workforce Investment Area Consortium Board Public Library Redevelopment & Housing Authority Transportation Safety Commission Council Member Hubbard made the motion to approve the Councilmanic appointments. Motion was seconded by Vice Mayor Wingard and carried by the following votes: AYES: Fleenor, Hartley, Hubbard, Wingard, and Mumpower 9. Citizen Appointments Mayor Mumpower entertained a motion to approve the following board appointments: Bristol Convention and Visitors Bureau Ms. Karen Hester Highlands Community Services Ms. LaRue Carter Miles Ninth District Development Financing Mr. J. W. Hartsock Planning Commission Mr. Todd Buchanan Public Library Mr. Paul Conco Redevelopment and Housing Development Mr. Jerry Chorosevic Vice Mayor Wingard made the motion to approve the Citizen appointments.