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HomeMy WebLinkAbout11/8/2016 - RegularINVOCATION: Pastor Scott Hamilton Oakland Baptist Church Roanoke County Board of Supervisors November 8, 2016 PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG Disclaimer: "Any invocation that may be offered before the official start of the Board meeting shall be the voluntary offering of a private citizen, to and for the benefit of the Board. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Board and do not necessarily represent the religious beliefs or views of the Board in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the business of the Board." Page 1 of 4 Roanoke County Board of Supervisors Agenda November 8, 2016 Good afternoon and welcome to our meeting for November 8, 2016. Regular meetings are held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Board of Supervisors meetings can also be viewed online through Roanoke County's website at www.RoanokeCountyVA.gov. Our meetings are now closed -captioned, so it is important for everyone to speak directly into the microphones at the podium. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. Please turn all cell phones off or place on silent. A. OPENING CEREMONIES 1. Roll Call B. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to James M. Hairston, Solid Waste Foreman, upon his retirement after more than forty-six (46) years of service (Rob Light, Director of General Services) 2. Proclamation declaring November 13-19, 2016, the Week of the Family in the County of Roanoke (Teresa Carpentieri, Children's Trust) D. BRIEFINGS E. NEW BUSINESS F. FIRST READING OF ORDINANCES Page 2 of 4 G. SECOND READING OF ORDINANCES 1. Ordinance accepting and appropriating grant funds in the amount of $342,741 from the National Highway Traffic Safety Administration for a Roanoke Valley Driving Under the Influence (DUI) task force (Howard B. Hall, Chief of Police) H. APPOINTMENTS 1. Board of Zoning Appeals (BZA) (appointed by District) 2. Budget and Fiscal Affairs Committee (BFAC) (appointed by District and At Large) 3. Clean Valley Council (At Large) 4. Economic Development Authority (EDA) (appointed by District) I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY 1. Approval of minutes— October 11, 2016 2. Confirmation of appointments to the Budget and Fiscal Affairs Committee (BFAC) (District and At -Large) J. CITIZENS' COMMENTS AND COMMUNICATIONS K. REPORTS 1. Unappropriated, Board Contingency and Capital Reserves Report 2. Outstanding Debt Report 3. Status Report (Regional Pre -Disaster Mitigation Plan) L. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Martha B. Hooker 2. Joseph P. McNamara 3. George G. Assaid 4. Al Bedrosian 5. P. Jason Peters Page 3 of 4 M. WORK SESSIONS 1. Work session to review with the Board of Supervisors the Improvement Program including fiscal year 2018-2027 (Christopher Bever, Director of Management and Budget; Director of Finance) N. ADJOURNMENT Page 4 of 4 County's Capital project requests Rebecca Owens, ACTION NO. ITEM NO. C.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: November 8, 2016 Resolution expressing the appreciation of the Board of Supervisors of Roanoke County to James M. Hairston, Solid Waste Foreman, upon his retirement after more than forty- six (46) years of service Rob Light Director of General Services Thomas C. Gates County Administrator Recognition of the retirement of James M. Hairston BACKGROUND: James M. Hairston, Solid Waste Foreman, retired on November 1, 2016, after forty-six (46) years and three months of service with Roanoke County General Services Department. Mr. Hairston is expected to be in attendance to receive his resolution and quilt. DISCUSSION: There is no discussion associated with this agenda item. FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommends approval of the attached resolution. Page 1 of 1 AT A REGULAR MEETING OF THE ROANOKE COUNTY BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 8, 2016 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO JAMES M. HAIRSTON, SOLID WASTE FOREMAN, UPON HIS RETIREMENT AFTER MORE THAN FORTY-SIX (46) YEARS OF SERVICE WHEREAS, James M. Hairston began employment with Roanoke County on July 27,1970 -and WHEREAS, Mr. Hairston retired on November 1, 2016, after forty-six (46) years three (3) months of devoted, faithful and expert service to Roanoke County; and WHEREAS, Mr. Hairston, throughout his employment with Roanoke County, has been instrumental in improving the quality of life and providing exceptional services to the citizens of Roanoke County; and WHEREAS, Mr. Hairston rose through the ranks of the Solid Waste Division becoming a foreman of the Division, directly responsible for the nine daily route drivers and automated vehicles used in collection. Mr. Hairston has consistently and successfully risen to the challenge of mastering a growing and changing skill set, including incorporating new heavy equipment with advanced technology to our fleet; and WHEREAS, Mr. Hairston was a major contributor in all facets of the improvements and advances made by the Department during his time of employment to include moving collection from behind the house to the street, to the implementation of automated collection. Mr. Hairston consistently provided leadership to the Division and mentored new and seasoned employees in their job responsibilities; and Page 1 of 2 WHEREAS, Mr. Hairston was a valuable asset to Roanoke County and helped the Division achieve its goal of providing efficient and effective service to Roanoke County citizens on a daily basis through behind the scenes actions. Mr. Hairston has always exhibited outstanding customer service to Roanoke County citizens and has gone above and beyond to assist citizens during his tenure with the Division; and WHEREAS, Mr. Hairston honorably and faithfully served his country during the Vietnam War as a member of the U. S. Army as the crew chief of a Huey gunship. NOW THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and that of the citizens of Roanoke County to JAMES M. HAIRSTON for more than forty-six (46) years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. Page 2 of 2 ACTION NO. ITEM NO. C.2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: November 8, 2016 Proclamation declaring November 13-19, 2016, the Week of the Family in the County of Roanoke Deborah Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator Proclaiming November 13-19, 2016, the Week of the Family in the County of Roanoke BACKGROUND: Children's Trust Roanoke Valley was formed as the result of a joint commitment from the Children's Advocacy Center (CAC) and Court Appointed Special Advocates (CASA) to better serve children and families in the Roanoke Valley. Children's Trust combines needed public education outreach, effective advocacy, and a strong network of support for Roanoke children and families and is dedicated to coordinating services that will improve the community by promoting awareness about child abuse, providing family support through education, providing a child -friendly environment for the investigation of abuse, and advocating for the best interests of abused and neglected children. DISCUSSION: Children's Trust along with ARCH Services will be hosting Week of the Family the week of November 13-19, 2016, and have asked Roanoke County to declare the week of November 13-19, 2016 as the Week of the Family in the County of Roanoke. Teresa Carpentieri, Fund -Raising Coordinator will be in attendance to accept the proclamation. Page 1 of 1 (1�Vuzc#g of �Rvauvkr ortamal tri ftOANp� F 1 � � f` 7� z � J .dam 838 DECLARING NOVEMBER 13-19,2016, AS THE WEEK OF THE FAMILY IN THE COUNTY OF ROANOKE WHEREAS, Roanoke County is blessed with a multitude of families who are an essential part of the cultural, social and spiritual fabric of our community; and WHEREAS, Roanoke County recognizes that strong families are at the center of strong communities; that children live better lives when their families are strong; and families are strong when they live in communities that connect them to economic opportunities, social networks and services; and WHEREAS, everyone has a role to play In making families successful, including neighborhood organizations, businesses, non-profit agencies, policy makers and families themselves; and WHEREAS, during the week of November 13-19, 2016, Roanoke County's residents should take time to honor the importance of families and recommit to enhancing and extending the special connections that support and strengthen them throughout the year; and WHEREAS, during this week, we urge resident of Roanoke County to join other agencies and organizations throughout the Country to honor and celebrate our families. NOW, THEREFORE, We, The Board of Supervisors or Roanoke County, Virginia on behalf of all of its citizens, do hereby proclaim November 13-19, 2016, as the WEEK OF THE FAMILY in Roanoke County, Virginia; and FURTHER, encourage all of our citizens to participate in strengthening relationships because families allow children to develop and flourish. Presented this 8th day of November 2016 Geor Al Bedrosian Martha 8Wker eph P. McNamara ^` P. Jason Voters ACTION NO. ITEM NO. G.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: November 8, 2016 Ordinance accepting and appropriating grant funds in the amount of $342,741 from the National Highway Traffic Safety Administration for a Roanoke Valley Driving Under the Influence (DUI) task force Howard Hall Chief of Police APPROVED BY: Thomas C. Gates County Administrator ISSUE: Appropriation of $342,741 in grant funding for a Roanoke Valley Driving Under the Influence (DUI) task force. BACKGROUND: The use of DUI task forces to reduce the incidence of impaired driving has been commonplace in the State. Typically DUI task forces have been funded for limited periods of time with funding provided by the Virginia Highway Safety Office. These task forces have been effective in reducing the most severe consequences of impaired driving. The Roanoke Valley experiences fewer DUI related fatalities than the national average. Regardless, the problem of impaired driving persists in our region. During the period of 2011 through 2013 there were 732 alcohol-related crashes in the four jurisdictions (County of Roanoke, City of Roanoke, City of Salem, and Town of Vinton) with 251 resulting in injuries. The members of the Task Force will be responsible for enforcement in all three jurisdictions based upon an analysis of impaired driving crashes. DISCUSSION: The Roanoke County Police Department has been awarded a grant from the National Highway Traffic Safety Administration through the Virginia Department of Motor Page 1 of 2 Vehicles (DMV) to create a Roanoke Valley DUI Task Force with the responsibility to identify and arrest impaired drivers across the region. The grant will be awarded on an annual basis, however, the Virginia DMV has indicated that funding is available to renew the grant for at least five (5) years. Jurisdictions expected to participate in the Task Force include the County of Roanoke, City of Roanoke, City of Salem, and the Town of Vinton. Grant funding will provide for the creation of new positions specifically assigned to the newly created Task Force. Roanoke County and the City of Roanoke will each receive funding for two positions. The City of Salem and the Town of Vinton will each receive funds for one staff position. At the conclusion of the grant term, no participating jurisdiction will be required to maintain funding for the positions created in support of the Task Force. There have been no changes from the first reading held on October 25, 2016. FISCAL IMPACT: Awarded grant funds total $342,741. Roanoke County is expected to contribute a local match in the amount of $85,685. Roanoke County's portion of the grant match requirement will be met by providing the fuel and vehicle maintenance necessary for its Task Force positions. Acceptance of this grant will not require a County contribution of cash. Roanoke County will serve as the fiscal agent for this grant and funds have been included in the grant budget to cover the associated costs of grant administration in the Finance Department. STAFF RECOMMENDATION: Staff recommends approval of this ordinance. Page 2 of 2 OAo 1&38 GRANT PROCESSING REQUEST FR Department of Finance DATE: 10/5/16 DEPARTMENT: Police GRANT PROGRAM: Selective Enforcement- Alcohol (Roanoke Valley DUI Task Force) GRANTING AGENCY: AGENCY CONTACT: AGENCY PHONE NO: Department of Motor Vehicles Steve Williams 540.632-3042 EXAMPLE OF NUMBER IF FEDERAL GRANT... CFDA # 154AL-2017-57059-6708 Dept: Department of Education (Agency No.) 84.XXX (Grant Program No.) PROGRAM TITLE: Selective Enforcement- Alcohol (Roanoke Valley DUI Task Force) FUNDING REQUEST: FEDERAL STATE LOCAL MATCH OTHER TOTAL REQUEST $342,741 $85,6851 $428,426 IF LOCAL MATCH IS REQUIRED, ARE FUNDS AVAILABLE IN DEPARTMENT BUDGET? Y/N Yes ACCOUNT TO WHICH THE MATCH WILL BE CODED: In -Kind- Fuel and Vehicle Maintenance INDIRECT COSTS? YIN No AMOUNT REIMBURSEMENT GRANT? Y/N Yes FINANCIAL & PROGRESS REPORTS PREPARED BY: REQUEST FOR FUNDS SUBMITTED BY: X Department Finance X Department Finance PROJECT DIRECTOR: Timothy L. Wyatt PHONE: FAX: EMAIL: 540-777.8649 twyatt@roanokecountyva.gov DEPT. DIRECTOR OR THEIR DESIGNEE SIGNATURE: DATE: APPROVING SUBMISSON: REVIEWED & APPROVED BY FINANCE: SIGNATURE: DATE: REVIEWED & APPROVED BY COUNTY SIGNATURE: DATE: ADMINISTRATION: Amhh T9 am V www.dinvNow.com Virginia Department of Motor Vehicles HIGHWAY SAFETY GRANT AGREEMENT Post Office Sox 27412 Richmond, Virginia 23289-0001 Purpose: Virginia's Highway Safety Program Subrecipients use this form to certify and assure that they will fully comply with all terms of the Highway Safety Grant Agreement. Instructions: Subrecipients must read the contract, complete all applicable information on the first and last page, initial the subsequent pages, and return all pages to the Department of Motor Vehicles. This Highway Safety Grant Agreement is entered into between the Virginia Department of Motor Vehicles (hereinafter "Department"), 2300 West Broad Street, Richmond, Vir inia 23220 and the following: Subrecipient: Roanoke County Federal Award Identification Number (FAIN): 18X9205464VA14 Project Title: Selective Enforcement —Alcohol Project Number: 154AL-2017-57059-6708 CFDA#: 20.607 Grant Award Amount: $342,741.00 CFDA Name: Alcohol Open Container Requirements Fede,'Fu,-Ids Oblici;Ied:3,42 741< 3.0 Period of Performance: Source of funds obligated to this award: From October 1, 2016, or the date the Highway Safety Grant U.S. Department of Transportation Agreement is signed by the Director, Virginia Highway Safety Office National Highway Traffic Safety Administration (NHTSA) (whichever is later) through September 30, 2017. Allow 21 days for the Department to complete its review and signature. FINAL Date of Award Letter from NHTSA: September 30, 2016 VOUCHER IS DUE ON OR BEFORE NOVEMBER 5, 2017. In performing its responsibilities under this Highway Safety Grant Agreement, the Subrecipient certifies and assures that it will fully comply with the following: • Applicable Department regulations and policies and State and Federal laws, regulations, and policies • Statement of Work and Special Conditions and an Approved Budget, included with this Highway Safety Grant Agreement • General Terms and Conditions, also included with this Highway Safety Grant Agreement Subrecipient's signature below indicates that the Subrecipient has read, understands and agrees to fully comply with all terms and conditions of this Highway Safety Grant Agreement without alteration. This Highway Safety Grant Agreement (hereinafter "Grant Agreement"), consisting of this certification, the attached Statement of Work and Special Conditions, the attached General Terms and Conditions, the attached Project Budget, the Subrecipient's proposal and the letter awarding the grant to the Subrecipient constitutes the entire agreement between the Department and the Subrecipient, supersedes any prior oral or written agreement between the parties and may not be modified except by written agreement as provided herein. Where any conflict arises between terms, the following is the order of governance of one term over another: (1) applicable Department regulations and policies, except where superseded by Federal laws, regulations, or policies; (2) applicable State laws, regulations, and policies, except where superseded by Federal laws, regulations, or policies; (3) applicable Federal laws, regulations, and policies; (4) Statement of Work and Special Conditions; (5) General Terms and Conditions; (6) Project Budget; (7) Subrecipient's proposal; and (8) grant award letter. Subrecipient certifies that this grant does not include research and development. SIGNATURES OF AUTHORIZED APPROVING OFFICIALS For Subrecipient: Name and Title of Project Director (print) Sig4ture Date Subrecipient's DUNS Number � 0%-0 Does your locality/legal entity expend $50,000 or more annually in total federal funds? (check one) Yes No Name and Title of Authorized Approving Official (print) Signature Date For Virginia Department of Motor Vehicles: John Saunders Director, Virginia Highway Safety Office (print) Signature Date � to to io o �o 0 0 !o 0 0 0 �o to 0 0 0 0 0 0 to to o to C O 0 o O 0 O o O O O O O O o O O O O o O O O � ,AL1 ! o LO N w U o _ o 0 0 0 0 0 0 0 0 0 0 0 0 0 'o 0 0 .0 0 0 ,o 'o 0 @' ao d o o :o o ti o rn o 0 0 0 o CO LO .o 'o o O o 0 0 LL L� M In O O O M CO O N O d M G7 't L() Q) d O r O In O O O !�. 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O IL U i j I i U N a) � i i U) I iU otj o a I- +�'as W U a) 0 n3 ( w U O U y O n ' a TE c m �c a) > om C U)n _ m m c1 t0 > n_ s m CL w UO U: 1) = m _a a m 0 m o a ® N U = aa) ate) r°n m 00 a) v o E a) tia� a) O o E > a� u.)> . � � � C p o�S o U � CL D mm m s ° ((D Lo) E c m c`a a m -i r (L Of O Q > D Q 10 ( > U 0- 2 fy_ J > J LL LO y > O O O r U U U a) a) a) a) ~ N C C C C C C C C C C C C C C J - O C C C C a) m Q) a) Q) a) Q) () a) a) Q) a) a) Q) D7 Q d o O O o .p p p E E E E E E E E E E E E E E ep a 2 Q n a a a a a a a Q a EL a La - LO I.� ..� i w LL w W W LlsJ j 111 lisl j Lll W L1s! List W t1l l a. o O F.. U I— a+ "7 O '8 U Ci d 2 H t W a d O L 7 � O > W Q LL d O ® 1 a. o O F.. U I— a+ "7 O '8 U Ci q d 2 t W d > O J O O 7 N m E- C GCL �L^ I. I q TSS 012A -AL (07/01/2016) Page 3 STATEMENT OF WORK AND SPECIAL CONDITIONS Sub Recipient: Roanoke County Police Department Project Number: 154AL-2017-57059-6708 1. Goals and Specific Program Elements. The goals and specific program elements of the sub recipient's proposal are incorporated as the first item in this Statement of Work and Special Conditions. ALCOHOL STATEWIDE GOAL: Decrease alcohol impaired driving fatalities 4 percent from the 2014 calendar base year of 214 to 205 by December 31, 2017. O. I& ►• ice' TASK ID: 1 TASK DESCRIPTION: DUI Task Force Staff PERFORMANCE GOALS: • Create, recruit and staff a Multi -jurisdictional DUI Task Force to include: ■ 1full time Officer (Supervisor) to supervise DUI Squad by scheduling, reviewing reports, planning operations and assuring goal are met. ® 5 full time Police Officers for DUI Squad assigned solely to patrol for DUI violations and other alcohol related traffic violations (from Roanoke County, Roanoke City and Salem City). ESTIMATED COMPLETION DATE: 9/30/2017 TASK ID: 2 TASK DESCRIPTION: DUI Task Force Equipment PERFORMANCE GOALS: • Fully equip and support staff of the DUI Task Force: ■ To fully equip 4 police vehicles for use by DUI Task Force members ® To fully equip 1 Supervisor and 4 Police Officers as members of the DUI Task Force, including laptop computers, cell phones & service, supplies, uniforms and maintenance allowance ESTIMATED COMPLETION DATE: 9/30/2017 Project Director —'L� i -I Initial Date TSS 012A -AL (07/01/2016) Page 3A TASK ID: 3 TASK DESCRIPTION: Selective Enforcement Activities PERFORMANCE GOALS: • To deploy the DUI Task Force staff across the Roanoke Valley jurisdiction based upon alcohol- related crash data, enforcement data, as well as during special events known for increasing the chance of impaired drivers. • To conduct individual patrols during high crash risk times and in high risk locations ® To conduct checkpoints to increase visibility of enforcement and apprehend alcohol impaired drivers o BASED ON ALCOHOL RELATED CRASH DATA (using crash data from VAHSO or other approved local crash information): 7,5" percent of alcohol selective enforcement activities are to be conducted between the hours of poo _ 03 Ob with special emphasis on the following days of the week: SL)AAV -F144t) 54T,yC AY The remaining oZS� percent of selective enforcement hours may be scheduled during other DMV approved identified high -crash time periods. o Enforcement is to be conducted using data -identified problem locations. o Zero tolerance (no warnings) for violators during grant -funded work time. ESTIMATED COMPLETION DATE: 9/30/2017 TASK ID: 4 TASK DESCRIPTION: Submit a completed required progress report each quarter to DMV Grant Monitor by specific assigned dates. PERFORMANCE INDICATORS: To submit quarterly progress report documenting activity ESTIMATED COMPLETION DATE: Assiqned date for each quarter TASK ID: 5 TASK DESCRIPTION: DMV grant related trainings. PERFORMANCE INDICATORS: To attend all mandatory DMV grant related trainings. ESTIMATED COMPLETION DATE: 9/30/2017 2. State any special programmatic requirements here; e.g., Click It or Ticket Mobilizations must be conducted during a specified time period during the grant year. a. To conduct a minimum of 17 checkpoints and/or individual patrols for (during) the Click It or Ticket Mobilization period in May 2017. b. To conduct a minimum of /0 checkpoints and/or o1 individual patrols for the mandatory Checkpoint Strike Force Campaign. Project Director Initial Date TSS 012B (07/01/2016) Page 4 Purpose and Background. The Department is awarding this grant to support the implementation of highway safety projects by State, local, non-profit, and higher education partnerships. Funds are made available for projects that: (1) support statewide goals; (2) identify problems experienced by High Emphasis Communities, which are jurisdictions with the highest crash severity problem; (3) creatively incorporate alcohol awareness and occupant protection safety; (4) are innovative with potential statewide application or ability to transfer to other jurisdictions; and (5) have statewide significance and address the Federal program areas under Section 1906, Public Law 109-59 (Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users - SAFETEA-LU), as amended by Section 4011, Public Law 114-94 (Fix America's Surface Transportation (FAST) Act). 2. Paid Media. Grants consisting of $100,000 or more in paid media funds will be required to perform pre- and post -surveys during the Grant Period. The level of assessment is based on the cost of a paid advertising campaign as follows: a. Level 1, for a paid advertising campaign of up to $100,000: At a minimum, an assessment must measure and document audience exposure to paid advertised messages and the number of airings or print ads devoted to each announcement. The size of the audience needs to be estimated using a source appropriate for the medium used, such as Arbitron or Nielsen ratings for radio and TV. More specifically, all paid advertising for which the State or Subrecipient used 154, 402 and 405 funds must include documentation stating how many paid airings or print ads occurred and the size of the audience reached. Include the number of free airings or print ads that occurred and the size of the audience reached. b. Level 2, for a paid advertising campaign greater than $100,000: In addition to providing the above Level 1 documentation, a more extensive assessment is required to measure target audience reaction. One or more of the activities in the following list may be used to assess how the target audience's knowledge, attitude, or actions were affected by the message(s): ➢ Mail surveys; ➢ Telephone surveys; ➢ Focus groups; ➢ Mall intercept interviews; ➢ Direct mailings; ➢ Call-in centers; ➢ Newspaper polls; ➢ Household interviews; ➢ Before and after approach, which compares system status before and after the introduction of the message; and ➢ Control region approach, which relates one study site exposed to the message to a similar site that is not exposed to the message. Equipment. Costs for equipment are allowable under specified conditions. Costs for new and replacement equipment with a useful life of more than one year and an acquisition cost of $5,000 or more must be pre -approved before a Subrecipient purchases the equipment. Such approval shall be obtained by the Department from the National Highway Traffic Safety Administration (NHTSA) regional manager in writing, and Subrecipient will be notified by the Department when this approval has been secured. Federal government requirements mandate that the Department maintain an accurate accounting and inventory of all equipment purchased using Federal funds, and Subrecipient shall comply with applicable reporting requirements that may be specified in the Highway Safety Policy and Procedures Manual and amendments thereto. Subrecipient must request advance, written approval from the Department to sell, transfer or dispose of any and all non -expendable equipment purchased in whole or in part with the use of Federal Project Director's Initials T�� TSS 012B (07/01/2016) Page 5 highway safety funds. Disposition of funds from the sale of equipment to another entity must be agreed upon by the Department and the Subrecipient and approved by NHTSA and the Department. In the event of a conflict between this section, 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) and 2 CFR Part 1201 (Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards -- referred to as the "Supercircular"), the provisions of the applicable CFR control, except where inconsistent with statute. 4. Reports and Deliverables. Quarterly Progress and Monitor Reports shall be provided to the Department by the dates indicated: Each Progress and Monitor Report shall address the Subrecipient's progress in fulfilling items listed in the Statement of Work and Special Conditions, including funded elements of the Subrecipient's proposal. These reports should include the findings from the evaluation component of the proposal and should indicate the criteria and methods by which the progress of the initiative has been evaluated. The format for Progress and Monitor Reports will be provided to the Subrecipient, but, at a minimum, will require an assessment of the program's plan with actual accomplishments during the past quarter, partnership involvement and satisfaction, expected follow-up, changes/problems with the plan and how they will be addressed, a financial summary of expenditures for the reporting period and planned accomplishments during the next quarter. The final Progress and Monitor Report shall include a comprehensive, detailed report of all grant activities conducted during the full grant performance period, including a final summary of expenditures. Monitoring. The Department shall, throughout the Grant Period under this Grant Agreement and any extension of the program which is the subject of the Grant Agreement, monitor and evaluate the events, activities and tasks performed in connection with the program to include financial feasibility and progress of the grant and the Subrecipient's continuing fiscal responsibility and compliance with applicable requirements and the terms and conditions of this Grant Agreement. Such monitoring and evaluation shall not in any manner relieve or waive any obligations of Subrecipient under this Grant Agreement or pursuant to applicable State and Federal law, regulations or rules. Any representation to the contrary by the Subrecipient to any third party is strictly prohibited and may be grounds for the termination of this Grant Agreement by the Department. 5. Audit. Subrecipients expending $750,000 or more in Federal awards (single or multiple awards) in a year are required to obtain an annual audit in accordance with the Single Audit Act (Public Law 98-502) and subsequent amendments (refer to 2 CFR Part 200 and 2 CFR Part 1201), and the American Institute of Certified Public Accountants' (AICPA) Statement on Auditing Standards (SAS) 99, Consideration of Fraud in a Financial Statement Audit. The audit report must be submitted to DMV by March 15. Subrecipients are encouraged to submit their audit report to the Federal Audit Clearinghouse (FAC) at http://harvester.census.gov/sac/. Failure to meet the single audit requirements could result in your entity having to repay grant monies and/or losing access to future Federal funding. The State auditor may conduct an audit or investigation of any entity receiving funds from the Department, either directly under the Grant Agreement or indirectly through a subcontract under the Grant Agreement. Acceptance of funds directly or indirectly under the Grant Agreement constitutes acceptance of the authority of the State auditor to conduct an audit or investigation in connection with those funds. In the event an audit reveals unallowable expenditures, the Subrecipient will be responsible for repayment to the Department of such unallowable expenditures. 6. Closeout. Subrecipients are required to submit final requests for reimbursements and final Progress Reports according to the schedule identified in this Grant Agreement. Requests for reimbursements submitted after November 5 will be denied. Project Director's Initials TSS 012B (07/01/2016) Page 6 Article 1. COMPLIANCE WITH LAWS The Subrecipient shall comply with all Federal, State, and local laws, statutes, codes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any matter affecting the performance of the Grant Agreement, including, without limitation, workers' compensation laws, minimum and maximum salary and wage statutes and regulations, nondiscrimination laws and regulations, and licensing laws and regulations. When required, the Subrecipient shall furnish the Department with satisfactory proof of its compliance therewith. The Subrecipient hereby assures and certifies that it will comply with all applicable laws, regulations, policies, guidelines, and requirements, including 23 U.S.C. (United States Code) Chapter 4, Highway Safety Act of 1966, as amended; 23 U.S.C. 405, National Priority Safety Programs; 2 CFR Part 200 and 2 CFR Part 1201; the Federal Highway Safety Grant Funding Guidance (Revised 2013); the Federal Uniform Guidelines for State Highway Safety Programs; the Procedures for the Transportation Safety Grants Program and subsequent amendments; and the Guidelines for the Submission of Highway Safety Grant Applications, as they relate to the application, acceptance, and use of Federal or State funds for this project. Also, the Subrecipient assures and certifies that: A. It possesses legal authority to apply for the grant and that a resolution, motion, or similar action has been duly adopted or passed as an official act of the Subrecipient's governing body, authorizing the filing of the application, including all understandings and assurances contained therein, and directing and authorizing the person identified as the authorized approving official of the Subrecipient to act in connection with the application and to provide such additional information as may be required. B. It will comply with the Federal Fair Labor Standards Act's minimum wage and overtime requirements for employees performing project work. C. It will comply with all requirements imposed by the Department concerning special requirements of law, program requirements, and other administrative requirements. D. It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. E. It will comply with the Virginia State and Local Government Conflict of Interests Act, Va. Code §§ 2.2-3100 et seq., which defines and prohibits inappropriate conflicts and requires disclosure of economic interests and is applicable to all State and local government officers and employees. F. It will give the Department the access to and the right to examine all records, books, papers, or documents related to the Grant Agreement. G. It will ensure that all public records prepared or owned by, or in the possession of, the applicant relative to this project shall be open to inspection and copying by any citizens of the Commonwealth during regular office hours in accordance with the provisions of the Virginia Freedom of Information Act, Va. Code §§ 2.2-3700 et seq., unless otherwise specifically provided by law. H. If applicable, it will comply with the provisions of the Virginia Freedom of Information Act, Va. Code §§ 2.2-3700 et seq., which require all meetings of public bodies to be open and every public body to give notice of its meetings and to record minutes at all open meetings. Article 3. GRANT AWARD COMPENSATION A. The method of payment for the Grant Agreement will be based on actual costs incurred up to and not to exceed the limits specified in the Grant Agreement. The amount stated in the Project Budget will be deemed to be the amount of the award to the Subrecipient. B. Reimbursement for travel costs shall be subject to the requirements and limitations set forth in the State Travel Regulations established by the Virginia Department of Accounts. Project Director's Initials ,rbud TSS 012B (07/01/2016) Page 7 C. All payments will be made in accordance with the terms of the Grant Agreement. The maximum amount eligible for reimbursement shall not be increased above the total amount stated in the Project, unless the Grant Agreement is amended as described in Article 5, Amendments and Modifications to Grant Agreement. D. To be eligible for reimbursement under the Grant Agreement, a cost must be incurred in accordance with the Grant Agreement, within the time frame specified in the Grant Period as stated in the Grant Agreement, attributable to work covered by the Grant Agreement, and which has been completed in a manner satisfactory and acceptable to the Department. E. Federal or Department funds cannot supplant (replace) funds from any other sources. The term "supplanting" refers to the use of Federal or Department funds to support personnel or an activity already supported by local or State funds. F. Payment of costs incurred under the Grant Agreement is further governed by 2 CFR Part 200 and 2 CFR Part 1201. G. A Subrecipient may request an Indirect Cost Rate for grants that are not enforcement related. The Subrecipient must submit a copy of their Federally negotiated indirect cost rate. A Subrecipient that does not have a Federally negotiated indirect cost rate, may submit a letter requesting a de minimis indirect cost rate of 10% of modified total direct costs (2 CFR § 200.414(f)). Payment for indirect costs will not be made until the aforementioned documents have been received by the Department. Indirect cost references and information can be found in 2 CFR Part 200. H. The Subrecipient will provide a monetary and/or in-kind match to the funded proposal. The required matching percentage of the project cost will be determined by the Department. Grant funds may not be used before the Subrecipient can demonstrate that funds for the corresponding portion of the matching requirement have been received by Subrecipient. A matching report must be submitted with each reimbursement voucher. I. The Subrecipient agrees to submit Requests for Reimbursement on a quarterly basis or no more than one request per month, as outlined in the Highway Safety Policy and Procedures Manual. The original Request for Reimbursement, with the appropriate supporting documentation, must be submitted to the DMV Grants Management Office. The Subrecipient agrees to submit the final Request for Reimbursement under the Grant Agreement within thirty- five (35) days of the end of the Grant Period or November 5. All grant funds must be encumbered by the end of the grant period (September 301, complete with supporting invoices. At the end of the Grant Period, any unexpended or unobligated funds shall no longer be available to the Subrecipient. In no case shall the Subrecipient be reimbursed for expenses incurred prior to the beginning or after the end of the Grant Period. J. The Department will exercise good faith to make payments within thirty (30) days of receipt of properly prepared and documented Requests for Reimbursement. Payments, however, are contingent upon the availability of appropriated funds. K. Grant Agreements supported with Federal or State funds are limited to the length of the Grant Period specified in the Grant Agreement. If the Department determines that the project has demonstrated merit or has potential long-range benefits, the Subrecipient may apply for funding assistance beyond the initial Grant Period. Preference for funding will be given to those projects for which the Subrecipient has assumed some cost sharing, those which propose to assume the largest percentage of subsequent project costs, and those which have demonstrated performance that is acceptable to the Department. L. When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with Federal money, including this Grant Agreement, the Subrecipient shall clearly state (1) the percentage of the total cost of the program or project which will be financed with Federal money, and (2) the dollar amount of Federal funds provided for the project or program. Project Director's Initials II TSS 0126 (07/01/2016) Page 8 Article 4. LIMITATION OF LIABILITY Payment of costs incurred hereunder is contingent upon the availability of appropriated funds. If, at any time during the Grant Period, the Department determines that there is insufficient funding to continue the project, the Department shall so notify the Subrecipient, giving notice of intent to terminate the Grant Agreement, as specified in Article 11, Termination. The Grant Agreement may be amended prior to its expiration by mutual written consent of both parties, utilizing the Grant Agreement Amendment form designated by the Department. Any amendment must be executed by the parties within the Grant Period specified in the Grant Agreement. Any proposed modifications or amendments to this Grant Agreement as defined in Article 6, Additional Work and Changes in Work, including the waiver of any provisions herein, must be submitted to the Department in writing and approved as herein prescribed prior to Subrecipient's implementation of the proposed modification or amendment. Any alterations, additions, or deletions to the Grant Agreement that are required by changes in Federal or State laws, regulations or directives are automatically incorporated on the date designated by the law, regulation or directive. The Department may unilaterally modify this Grant Agreement to deobligate funds not obligated by the Subrecipient as of the close of the Grant Period specified in this Grant Agreement. In addition, the Department may deobligate funds in the event of termination of the Grant Agreement pursuant to Article 11, Termination. Article 6. ADDITIONAL WORK AND CHANGES IN WORK If the Subrecipient is of the opinion that any assigned work is beyond the scope of the Grant Agreement and constitutes additional work, the Subrecipient shall promptly notify the Department in writing. If the Department finds that such work does constitute additional work, the Department shall so advise the Subrecipient and a written amendment to the Grant Agreement will be executed according to Article 5, Amendments and Modifications to Grant Agreement, to provide compensation for doing this work on the same basis as the original work. If performance of the additional work will cause the maximum amount payable to be exceeded, the work will not be performed before a written grant amendment is executed. If the Subrecipient has submitted work in accordance with the terms of the Grant Agreement but the Department requests changes to the completed work or parts thereof which involve changes to the original scope of services or character of work under the Grant Agreement, the Subrecipient shall make such revisions as requested and directed by the Department. This will be considered additional work and will be paid for as specified in this Article. If the Subrecipient submits work that does not comply with the terms of the Grant Agreement, the Department shall instruct the Subrecipient to make such revisions as are necessary to bring the work into compliance with the Grant Agreement. No additional compensation shall be paid for this work. The Subrecipient shall make revisions to the work authorized in the Grant Agreement, which are necessary to correct errors or omissions appearing therein, when required to do so by the Department. No additional compensation shall be paid for this work. The Department shall not be responsible for actions by the Subrecipient or any costs incurred by the Subrecipient relating to additional work not directly associated with or prior to the execution of an amendment. Subrecipients shall submit performance reports using forms provided and approved by the Department as outlined in the Statement of Work and Special Conditions, Section 4, Reports and Deliverables. The Subrecipient shall promptly advise the Department in writing of events that will have a significant impact upon the Grant Agreement, including: Project Director's Initials �` TSS 012B (07/01/2016) Page 9 A. Problems, delays, or adverse conditions, including a change of project director or other changes in Subrecipient personnel that will materially affect the Subrecipient's ability to attain objectives and performance measures, prevent the meeting of time schedules and objectives, or preclude the attainment of project objectives or performance measures by the established time periods. This disclosure shall be accompanied by a statement of the action taken or contemplated and any Department or Federal assistance needed to resolve the situation. B. Favorable developments or events that enable Subrecipient to meet time schedules and objectives earlier than anticipated or to accomplish greater performance measure output than originally projected. The Subrecipient agrees to maintain all reports, documents, papers, accounting records, books, and other evidence pertaining to costs incurred and work performed hereunder, and Subrecipient shall make such records available at its office for the time period specified in the Grant Agreement. The Subrecipient further agrees to retain such records for three (3) years from the date of final payment under the Grant Agreement, until completion of all audits, or until any pending litigation has been completely and fully resolved, whichever occurs last. Any representative of the U.S. Secretary of Transportation, the Comptroller General of the United States, the General Accounting Office, the Virginia Office of the Secretary of Transportation, the Virginia Department of Motor Vehicles, the Virginia State Comptroller or the Virginia Auditor of Public Accounts shall have access to and the right to examine any and all books, documents, papers and other records (including computer records) of the Subrecipient that are related to this Grant Agreement, in order to conduct audits and examinations and to make excerpts, transcripts, and photocopies. This right also includes timely and reasonable access to the Subrecipient's personnel and program participants for the purpose of conducting interviews and discussions related to such documents. The Department's right to such access shall last as long as the records are retained as required under this Grant Agreement. Article 9. INDEMNIFICATION The Subrecipient, if other than a government entity, agrees to indemnify, defend and hold harmless the Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the acts or omission of the Subrecipient, its officers, agents or employees. The Subrecipient, if other than a government entity, further agrees to indemnify and hold harmless the Commonwealth of Virginia, its officers, agents, and employees from any costs including, but not limited to, attorney fees and court costs, incurred by the Department in connection with any such claims or actions. If the Subrecipient is a government entity, both parties to the Grant Agreement agree that no party is an agent, servant, or employee of the other party and each party agrees it is responsible for its individual acts and deeds, as well as the acts and deeds of its contractors, employees, representatives, and agents. Article 10. DISPUTES AND REMEDIES The Subrecipient shall be responsible for the settlement of all contractual and administrative issues arising out of procurement made by the Subrecipient in support of Grant Agreement work. Disputes concerning performance or payment shall be submitted to the Department for settlement, with the Director of the Virginia Highway Safety Office or his or her designee acting as final referee. Article 11. TERMINATION The Department may terminate the Grant Agreement, in whole or in part, for cause if the Subrecipient fails to fulfill its obligations under the Grant Agreement; fails to comply with any applicable Department policy or procedure or any applicable Federal, State or local law, regulation or policy; or fails to correct a violation of any such law, regulation, policy or procedure. This does not limit any other termination rights that the Department may have under State or Federal laws, regulations or policies. Project Director's Initials `1"� TSS 0128 (07/01/2016) Page 10 The Grant Agreement shall remain in effect until the Subrecipient has satisfactorily completed all services and obligations described herein and these have been accepted by the Department, unless: ➢ The Department terminates the Grant Agreement for cause and informs the Subrecipient that the project is terminated immediately; or ➢ The Department determines that the performance of the project is not in the best interest of the Department and informs the Subrecipient that the project is terminated immediately; or ➢ The Grant Agreement is terminated in writing with the mutual consent of both parties; or ➢ There is a written thirty (30) day notice to terminate by either party. The Department shall compensate the Subrecipient for only those eligible expenses incurred during the Grant Period specified in the Grant Agreement which are directly attributable to the completed portion of the work covered by the Grant Agreement, provided that the work has been completed in a manner satisfactory and acceptable to the Department. The Subrecipient shall not incur nor be reimbursed for any new obligations after the effective date of termination. Article 12. SUBCONTRACTS No portion of the work specified in the Grant Agreement shall be subcontracted without the prior written consent of the Department. In the event that the Subrecipient desires to subcontract part of the work specified in the Grant Agreement, the Subrecipient shall furnish the Department the names, qualifications and experience of their proposed subcontractors. For purposes of the Grant Agreement, subcontractor(s) shall include, but are not limited to, recipients of mini grants and parties to cooperative agreements and memoranda of understanding. The Subrecipient, however, shall remain fully responsible for the work to be done by its subcontractor(s) and shall assure compliance with all the requirements of the Grant Agreement. In any agreement entered into with a subcontractor, the Subrecipient shall include or incorporate by reference all language contained in the Statement of Work and Special Conditions and in the General Terms and Conditions portions of this Highway Safety Grant Agreement, and the subcontractor shall agree to be bound by all requirements contained therein. Article 13. NONCOLLUSION The Subrecipient certifies that its grant application was made without collusion or fraud, and it has not conferred on any public employee having official responsibility for the Highway Safety Grant process any loan, gift, favor, service or anything of more than nominal value, present or promised, in connection with its application. If Subrecipient breaches or violates this certification, the Department shall have the right to annul this Grant Agreement without liability. Article 14. SUBRECIPIENT'S RESOURCES The Subrecipient certifies that it presently has adequate qualified personnel in its employment to perform the work required under the Grant Agreement, or that Subrecipient will be able to obtain such personnel from sources other than the Department. All employees of the Subrecipient shall have such knowledge and experience as will enable them to perform the duties assigned to them. Any employee of the Subrecipient who, in the opinion of the Department, is incompetent or whose conduct becomes detrimental to the project shall immediately be removed from association with the project. Unless otherwise specified, the Subrecipient shall furnish all equipment, materials, supplies, and other resources required to perform the work. Project Director's Initials L`^) TSS 012B (07/01/2016) Page 11 Article 15. SUBRECIPIENT SEAT BELT USE The Subrecipient agrees to adopt and enforce an on-the-job seat belt use policy requiring all employees to wear a seat belt when operating any vehicle owned, leased or rented by the Subrecipient, including police vehicles. The Subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists. The Subrecipient shall establish and administer a system to procure, control, protect, preserve, use, maintain, and dispose of any property furnished to it by the Department or purchased pursuant to the Grant Agreement in accordance with Virginia law and Department policies and procedures, provided that such laws, policies and procedures are not in conflict with Federal standards, as appropriate, in 2 CFR Part 200 and 2 CFR Part 1201. In the event of conflict, such Federal standards shall apply unless Virginia law or Department policies or procedures impose more strict requirements than the Federal standards. All copyright and patent rights to all papers, reports, forms, materials, creations, or inventions created or developed in the performance of this Grant Agreement shall become the sole property of the Commonwealth in accordance with Va. Code §2.2-2822 and Executive Memorandum 4-95. On request, the Subrecipient shall promptly provide an acknowledgment or assignment in a tangible form satisfactory to the Commonwealth to evidence the Commonwealth's sole ownership of specifically identified intellectual property created or developed during the performance of the Grant Agreement. Article 19. RESEARCH ON HUMAN SUBJECTS The Subrecipient shall comply with the National Research Act, Public Law 93-348, regarding the protection of human subjects involved in research, development, and related activities supported by the Grant Agreement. Article 20. ASSIGNMENT The Grant Agreement shall not be assignable by the Subrecipient in whole or in part without the written consent of the Department. Article 21. NONDISCRIMINATION A. The Subrecipient WILL COMPLY WITH ALL Federal Statutes and implementing regulations relating to nondiscrimination. These include, but are not limited to: 1. Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin) and 49 CFR part 21; 2. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal -aid programs and projects); 3. Federal -Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit discrimination on the basis of sex); �v Project Director's Initials TSS 012B (07/01/2016) Page 12 4. Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27; 5. The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age); 6. The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal aid recipients, sub -recipients and contractors, whether such programs or activities are Federally - funded or not); 7. Titles If and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 37 and 38; 8. Executive Order 12898, Federal Actions To Address Environmental Justice in Minority Populations and Low -Income Populations (prevents discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations); and 9. Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency (guards against Title VI national origin discrimination/discrimination because of limited English proficiency (LEP) by ensuring that funding recipients take reasonable steps to ensure that LEP persons have meaningful access to programs (70 FR at 74087 to 74100). B. The Subrecipient entity — 1. Will take all measures necessary to ensure that no person in the United States shall, on the grounds of race, color, national origin, disability, sex, age, limited English proficiency, or membership in any other class protected by Federal Nondiscrimination Authorities, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any of its programs or activities, so long as any portion of the program is Federally -assisted. 2. Will administer the program in a manner that reasonably ensures that any of its subrecipients, contractors, subcontractors, and consultants receiving Federal financial assistance under this program will comply with all requirements of the Non -Discrimination Authorities identified in this Assurance; 3. Agrees to comply (and require any of its subrecipients, contractors, subcontractors, and consultants to comply) with all applicable provisions of law or regulation governing US DOT's or NHTSA's access to records, accounts, documents, information, facilities, and staff, and to cooperate and comply with any program or compliance reviews, and/or complaint investigations conducted by US DOT or NHTSA under any Federal Nondiscrimination Authority; 4. Acknowledges that the United States has a right to seek judicial enforcement with regard to any matter arising under these Non -Discrimination Authorities and this Assurance; 5. Insert in all contracts and funding agreements with other State or private entities the following clause: Project Director's Initials i (­-'`') TSS 0128 (07/01/2016) Page 13 "During the performance of this contract/funding agreement, the contractor/funding recipient agrees— a. To comply with all Federal nondiscrimination laws and regulations, as may be amended from time to time; b. Not to participate directly or indirectly in the discrimination prohibited by any Federal non- discrimination law or regulation, as set forth in appendix B of 49 CFR part 21 and herein; c. To permit access to its books, records, accounts, other sources of information, and its facilities as required by the State highway safety office, US DOT or NHTSA; d. That, in event a contractor/funding recipient fails to comply with any nondiscrimination provisions in this contract/funding agreement, the State highway safety agency will have the right to impose such contract/agreement sanctions as it or NHTSA determine are appropriate, including but not limited to withholding payments to the contractor/funding recipient under the contract/agreement until the contractor/funding recipient complies; and/or cancelling, terminating, or suspending a contract or funding agreement, in whole or in part; and e. To insert this clause, including paragraphs a through e, in every subcontract and sub agreement and in every solicitation for a subcontract or sub -agreement that receives Federal funds under this program." C. Certifies that it has disclosed to the Department any administrative and/or court findings of noncompliance with nondiscrimination or equal opportunity laws, regulations or policies during the two preceding years. If the Subrecipient has been cited for noncompliance with these laws, regulations or policies, the Subrecipient will not be eligible to receive funding. Article 22. DRUG-FREE WORKPLACE The Subrecipient certifies that it will provide a drug-free workplace in accordance with the requirements of 29 CFR, Part 98, Subpart F. Article 23. BUY AMERICA ACT The Subrecipient will comply with the provisions of the Buy America requirement (23 U.S.C. 313) when purchasing items using Federal funds. Buy America requires a subrecipient, to purchase only steel, iron and manufactured products produced in the United States with Federal funds, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification to and approved by the Secretary of Transportation. The National Highway Traffic Safety Administration (NHTSA) was granted a Buy America Act public interest waiver that became effective July 30, 2015, (Federal Register Vol. 80, No. 125, published June 30, 2015). This waiver allows a State or subrecipient to purchase any manufactured product with a purchase price of $5,000 or less, excluding a motor vehicle when the product is purchased using Federal grant funds administered under Chapter 4 of Title 23 of the United States Code. The "National Traffic and Motor Vehicle Safety Act of 1966" defines a motor vehicle as a vehicle driven or drawn by mechanical power and manufactured primarily for use on public streets, roads, and highways, but does not include a vehicle operated only on a rail line. See 49 USC 30102(a)(6). Therefore, the purchase of foreign -made cars, motorcycles, trailers and other similar conveyances must be made with a waiver regardless of price. Project Director's Initials TSS 0128 (07/01/2016) Page 14 .. . It is the policy of the Department and the USDOT that Disadvantaged Business Enterprises, as defined in 49 CFR Part 26, shall have the opportunity to participate in the performance of agreements financed in whole or in part with Federal funds. Consequently, the Disadvantaged Business Enterprise requirements of 49 CFR Part 26, apply to the Grant Agreement as follows: The Subrecipient agrees to ensure that Disadvantaged Business Enterprises, as defined in 49 CFR Part 26, have the opportunity to participate in the performance of agreements and subcontracts financed in whole or in part with Federal funds. In this regard, the Subrecipient shall make good faith efforts, in accordance with 49 CFR Part 26, to ensure that Disadvantaged Business Enterprises have the opportunity to compete for and perform agreements and subcontracts. The Subrecipient and any subcontractor shall not discriminate on the basis of race, color, national origin, sex, disability, or age in the award and performance of agreements funded in whole or in part with Federal funds. These requirements shall be included in any subcontract or sub agreement. Failure to comply with the requirements set forth above shall constitute a breach of the Grant Agreement and, after the notification by the Department, may result in termination of the Grant Agreement by the Department or other such remedy as the Department deems appropriate. Article 25. DEBARMENT AND SUSPENSION A. The 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 State or Federal department or agency or otherwise excluded by any Federal or State department or agency; 2. Have not within a three (3) year period preceding this Grant Agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a Federal, State, or local public transaction or contract under a public transaction; violation of Federal or State antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 3. Are not presently indicted or otherwise criminally or civilly charged by a Federal, State, or local governmental entity with commission of any of the offenses enumerated in paragraph A. 2. of this Article; and 4. Have not, within a three (3) year period preceding this Grant Agreement, had one or more Federal, State, or local public transactions terminated for cause or default. B. Where the Subrecipient is unable to certify to any of the statements in this Article, such Subrecipient shall attach an explanation to the Grant Agreement. C. The Subrecipient is prohibited from making any subcontract or sub -award or permitting any subcontract or sub -award to any party that does not certify to the Subrecipient that such party meets the requirements set forth in Section A., Items 1-4 of this Article. When requested by the Department, Subrecipient shall furnish a copy of such certification. D. The Subrecipient shall require any party to a subcontract or purchase order awarded under the Grant Agreement to certify its eligibility to receive Federal grant funds, and, when requested by the Department, to furnish a copy of the certification. Article 26. POLITICAL ACTIVITY (HATCH ACT) The Subrecipient will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. TSS 012B (07/01/2016) Page 15 Article 27. FEDERAL LOBBYING CERTIFICATION The Subrecipient certifies to the best of his or her knowledge and belief that: A. No Federal appropriated funds have been paid or will be paid, by or on behalf of 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. B. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the party to the Grant Agreement shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. C. No funds under this Grant Agreement have been or will be expended for publicity or propaganda purposes, for the preparation, distribution or use of any kit, pamphlet, booklet, publication, radio, television, film presentation, or website/webpage designed to support or defeat legislation pending before the Congress, except in presentation to the Congress itself. In addition, grant funds shall not be used to pay the salary or expenses, in whole or in part, of any Subrecipient or agent acting for such Subrecipient related to any activity designed to influence legislation or appropriations pending before the Congress. D. The Subrecipient shall require that the language of this certification be included in the award documents for all sub -awards (including subcontracts, sub -grants, and contracts under grant, loans, and cooperative agreements) and that all subcontractors shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this Grant Agreement was made or entered into. Submission of this certification is a prerequisite for entering into this Grant Agreement imposed by section 1352, title 31, U.S. Code. Any person who fails to file the 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. Article 28. RESTRICTION ON STATE LOBBYING None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., "grassroots") lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal. No funds under this Grant Agreement have been or will be expended for publicity or propaganda purposes, for the preparation, distribution or use of any kit, pamphlet, booklet, publication, radio, television, film presentation, or website/webpage designed to support or defeat legislation pending before the Virginia General Assembly, except in presentation to the General Assembly itself. In addition, grant funds shall not be used to pay the salary or expenses, in whole or in part, of any Subrecipient or agent acting for such Subrecipient related to any activity designed to influence legislation or appropriations pending before the Virginia General Assembly. Article 29. INTERPRETATION AND ENFORCEABILITY In the event any terms or provisions of this Grant Agreement are breached by either party or in the event that a dispute may arise between the parties regarding the meaning, requirements, or interpretation of Project Director's Initials kli? TSS 012B (07/01/2016) Page 16 any terms and provisions contained in this Grant Agreement, then such breach or dispute shall be resolved pursuant to the terms of this Grant Agreement and the remedies available under the Code of Virginia. If the Subrecipient is not a government entity, in the event the Department must initiate proceedings to enforce the terms and conditions of this Grant Agreement or seek redress for damages caused by Subrecipient's breach of this Grant Agreement, the Department shall be entitled to recover all costs including, without limitation, court costs and attorney fees, incurred in such proceedings. A. Signature Authorized. The Subrecipient's authorized approving official, signing the certification page of the Grant Agreement, has the legal authority to apply for Federal Assistance and has the institutional, managerial, and financial capability (including funds sufficient to pay the non -Federal share of project costs) to ensure proper planning, management and completion of the project described in this application. B. Headings. The captions and headings used in this Grant Agreement are intended for convenience only and shall not be used for purposes of construction or interpretation. C. Notice. All notices, requests and demands shall be directed as follows: To the Department: Virginia Department of Motor Vehicles ATTENTION: Director, Virginia Highway Safety Office Post Office Box 27412 Richmond, Virginia 23269-0001 To Subrecipient: i 44AI® /Ld— &UAITY 0L `IT/J' SWyd_,-✓✓ l o) a 60�1±L A-106 oZ4— , VA. � 0 Any notice, unless otherwise specified herein, will be deemed to have been given on the date such notice is personally delivered or is deposited in the United States certified mail, return receipt requested, properly addressed and with postage prepaid. Project Director's Initials TL, CY 2014 Fatal CY 2015 CRASHES Midnight - 2:59am ® 6:00pm- 8:59pm Highest Time Periods Midnight - 2:59am ®3:00pm- 5:59pm 100% of fatal Alcohol crashes 50% of fatal Alcohol crashes Saturday Highest mays Sunday - Friday 100% of fatal alcohol crashes 50% of fatal Alcohol crashes November Highest Months May 100% of fatal alcohol crashes 50% of fatal alcohol crashes CY 2014 14 3:00pm- 5:59pm 50% of serious injury alcohol crashes Wednesday e Monday 42% of serious injury Alcohol crashes September ® April 42% of serious injury Alcohol crashes Serious Injury CY 2015 CRASHES '2 Highest Time Periods 3:00pm- 5:59pm ® 9:00pm- 11:59pm 50% of serious injury Alcohol crashes Highest Days Tuesday ® Saturday 50% of serious injury Alcohol crashes Highest Months September ® March 34% of serious injury Alcohol crashes Roanoke County Alcohol -Related Crashes Interstate Crashes Non -interstate Crashes Fatal 0 Fatal ® Serious Injury ® Serious Injury The blue gradient represents the density of all alcohol-related crashes. N 0 3.25 6.5 13 n Miles V [TilTech qp This report was generated by the Center for Geospatial Information Technology CY 2014 Fatal Crashes Street Cross Street Count ' FRANKLIN RD 1 TWELVE O'CLOCK KNOB RD 1 CY 2015 Fatal Crashes Street Cross Street Count WASHINGTON AVE 1 CHALLENGER AVE 1 BENT MOUNTAIN RD ROCKY RD 1 PLANTATION I 1 1 CY 2014 Serious Injury Crashes CY 2015 Serious Injury Crashes Street Cross Street Count BRADSHAW RD 2 1-81 2 POOR MOUNTAIN RD 1 DRY HOLLOW RD 1 BENT MOUNTAIN RD 1 FLORIST RD 1 PLANTATION RD 1 PLANTATION RD WILLIAMSON RD 1 NEWPORT RD SANDYRIDGE RD 1 TREVILIAN RD HOLLINS RD 1 Street Cross Street Count RURITAN RD 1 CLEVELAND AVE 1 BARLEY DR 1 CORDELL DR 1 VIVIAN AVE 1 MT CHESTNUT RD 1 FRANKLIN RD 1 CATAWBA VALLEY DR 1 PENN FOREST BLVD 1 BENT MOUNTAIN RD 1 2 locations not included in summary table above, with 1 crash 2locations not included in summary table above, with 1 crash Crash Trends This report was generated by the Center for Geospatial Information Technology Midnight- 2:59am ® Noon- 2:59pm Highest Time Periods 9:00pm- 11:59pm 66% of fatal Alcohol crashes 100% of fatal alcohol crashes Sunday ® Friday Highest Days Friday 66% of fatal Alcohol crashes 100% of fatal alcohol crashes May Highest Months February 67% of fatal alcohol crashes 100% of fatal alcohol crashes January 1st - June 30th, 2015 Serious t ur ! January 1st - June 301h, 2016* CRASHES 9:00pm- 11:59pm Highest Time Periods 3:00am - 5:59am 33% of serious injury alcohol crashes 33% of serious injury alcohol crashes Tuesday - Saturday Highest Days Sunday 44% of serious injury Alcohol crashes 33% of serious injury alcohol crashes February , June Highest Months February 44% of serious injury Alcohol crashes 50% of serious injury alcohol crashes Roanoke County Alcohol -Related Crashes Interstate Crashes Non -interstate Crashes Fatal Fatal Serious Injury Serious Injury The blue gradient represents the density of all alcohol-related crashes. N 0 3.25 6.5 13 n Miles *preliminary data Utgiiia Tech Qw This report was generated by the Center for Geospatial Information Technology January 1St - June 30th, 2015 Fatal Crashes Street Cross Street Count WASHINGTON AVE 1 PLANTATION RD 1 CHALLENGER AVE GRAVEL HILL RD 1 January 1St- June 30th, 2015 Serious Injury Crashes Street Cross Street Count BENT MOUNTAIN RD 1 CLEVELAND AVE 1 LOCH HAVEN DR GRAVEL HILL RD 1 BRAMBLETON AVE 1 BARLEY DR PLANTATION RD 1 VIVIAN AVE 1 MT CHESTNUT RD 1 CATAWBA VALLEY DR 1 PENN FOREST BLVD 1 January 1St -June 30th, 2016 Fatal Crashes* Street Cross Street Count HARDY RD 1 January 1St -June 30th, 2016 Serious Injury Crashes* Street Cross Street Count BRADSHAW RD 2 WHISTLER DR 1 NEWPORT RD GRAVEL HILL RD 1 FRANKLIN RD 1 WILLIAMSON RD PLANTATION RD 1 Crash Trends This report was generated by the tJanuary 1St- June 30th Center for Geospatial Information Technology preliminary data AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 8, 2016 ORDINANCE ACCEPTING AND APPROPRIATING FUNDS IN THE AMOUNT OF $342,741 FROM THE NATIONAL HIGHWAY TRAFFIC SAFETY ADMINISTRATION FOR A ROANOKE VALLEY DRIVING UNDER THE INFLUENCE (DUI) TASK FORCE WHEREAS, the Virginia Highway Safety Office has provided funding for several DUI Task Forces throughout the Commonwealth; and WHEREAS, although the prevalence of DUI related fatalities in the Roanoke Valley is lower than the national average, the problem of impaired driving persists; and WHEREAS, the Roanoke County Police Department has been awarded a grant from the National Highway Traffic Safety Administration through the Virginia Department of Motor Vehicles to create a DUI Task Force; and WHEREAS, this task force will be the first grant funded multi -jurisdictional effort in the Commonwealth of Virginia; and WHEREAS, the grant will provide $342,741 federal funds and requires a County match of $85,685, which will be provided through in-kind maintenance and supplies; and WHEREAS, the grant funds will be used to cover the salary, benefits, equipment and vehicles for two (2) positions to decrease alcohol fatalities in the Roanoke Valley through efforts of this grant; and WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be appropriated by ordinance; and Page 1 of 2 WHEREAS, first reading of this ordinance was held on October 25, 2016, and the second reading was held on November 8, 2016. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $342,741 is hereby accepted and appropriated from the National Highway Traffic Safety Administration to the Police Department; and 2. That this ordinance shall take effect from and after the date of adoption. Page 2 of 2 ACTION NO. ITEM NO. H.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: All open appointments BACKGROUND: November 8, 2016 Appointments to Committees, Commissions and Boards Deborah Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator 1. Board of Zoning Appeals (appointed by District) The Windsor Hills Magisterial District representative has passed away. Mr. Karr's five (5) -year term expires June 30, 2016. 2. Budget and Fiscal Affairs Committee (BFAC) (appointed by District and At - Large) The Budget and Fiscal Affairs Committee shall be comprised of eleven (11) members with each Board Supervisor having an appointment, five members appointed jointly by the Board of Supervisors, and one ex officio appointment representing County Administration. The following recommendations made been made by County Administration: Harvey D. Brookins representing the Vinton Magisterial District with a term to expire August 31, 2017 Sam English, representing the Windsor Hills Magisterial District with a term to expire August 31, 2017 Page 1 of 2 Jason DeVries, At -Large appointment with a term to expire August 31, 2018 Michael Leigh, At -Large appointment with a term to expire August 31, 2018 Lynda McNutt Foster, At -Large appointment with a term to expire August 31, 2018 Christopher Bever, Ex-offico with an indefinite term These recommendations have been added to the Consent Agenda for confirmation. 3. Clean Valley Council (At Large) Adam Cohen has resigned his appointment to the Clean Valley Counsel. His three- year term expired June 30, 2015. 4. Economic Development Authority (EDA) (appointed by District) The following four-year term expired on September 26, 2015: a) Greg Apostolou, representing the Hollins Magisterial District is eligible for reappointment FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: There is no staff recommendation associated with this agenda item. Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 8, 2016 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for November 8, 2016, designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 2 inclusive, as follows: 1. Approval of minutes — October 11, 2016 2. Confirmation of appointments to the Budget and Fiscal Affairs Committee (BFAC) (District and At -Large) Page 1 of 1 ACTION NO. ITEM NO. 1.2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: November 8, 2016 Confirmation of appointments to the Budget and Fiscal Affairs Committee (BFAC) (District and At -Large) Deborah Jacks Chief Deputy Clerk to the Board of Supervisors Thomas C. Gates County Administrator To confirm recommendations for appointments BACKGROUND: Roanoke County Administration has recommended the following appointments to the Budget and Fiscal Affairs Committee: • Harvey D. Brookins representing the Vinton Magisterial District with a term to expire August 31, 2017 • Sam English, representing the Windsor Hills Magisterial District with a term to expire August 31, 2017 • Jason DeVries, At -Large appointment with a term to expire August 31, 2018 • Michael Leigh, At -Large appointment with a term to expire August 31, 2018 • Lynda McNutt Foster, At -Large appointment with a term to expire August 31, 2018 Christopher Bever, Ex-offico with an indefinite term DISCUSSION: There is no discussion associated with this agenda item. Page 1 of 2 FISCAL IMPACT: There is no fiscal impact associated with this agenda item. STAFF RECOMMENDATION: Staff recommends confirmation of these appointments. Page 2 of 2 � 0 0 � 0 � � J Q � G q r4 2 � M LL 0 ° &Q 00g m ~ a , en � . C � ° Z.,Ln / -a � m in u k k 2 t / Ln c § u � a a ) % q .»; % 0 0 0) 2 k \ § / e a ¥ a {\ en / g r Mk co k / _ 7 _ \ / § o ) ( f tD 0 .E = § a)o e p / 2tD c % $ \ a § E % / E \ \oj z \ 2 \ m « 2 & 2 & # , o & , o & e @ @ < < CL 2 _ m COUNTY OF ROANOKE, VIRGINIA CHANGES IN OUTSTANDING DEBT Changes in outstanding debt for the fiscal year to date were as follows: Outstanding June 30, 2016 Additions Deletions General Obligation Bonds $ 4,497,704 $ VPSA School Bonds 95,149,806 Lease Revenue Bonds 81,150,705 Submitted By Approved By $ 180,798,215 $ Rebecca E. Owens Director of Finance Thomas C. Gates County Administrator IM Outstanding November 8, 2016 $ - $ 4,497,704 8,159,100 86,990,706 2,740,000 78,410,705 $ 10,899,100 - $ 169,899,115 K-3 Memorandum To: Thomas Gates, County Administrator From: Butch Workman, CRS Coordinator Subject: Status of Plan Implementation (Regional Pre -Disaster Mitigation Plan) Date: October 28, 2016 The National Flood Insurance Program (NFIP's) Community Rating System (CRS) is a voluntary incentive program that recognizes communities for implementing floodplain management practices that exceed the Federal minimum requirements of the NFIP to provide protection from flooding. In exchange, policy holders receive reduced flood insurance premiums for buildings located in Roanoke County. By participating, Roanoke County earns credit points that determines classification. Currently, Roanoke County property owners receive a 10 percent reduction in flood insurance premiums. Since 1991, Roanoke County floodplain property owners have received reduced flood insurance premiums. Resolution 07081.4-5,b, July 8, 2014, The Board of Supervisors adopted the Regional Pre -Disaster Mitigation Plan. For credit under CRS, the County must continue monitoring implementation of the Plan and prepare a written progress to the Board. In addition, a progress report must be distributed to the media and made available to the public. ROANOKE COUNTY MITIGATION GOALS and STRATEGIES BACKGROUND In developing mitigation strategies and goals, a wide range of activities were considered in order to achieve goals and to lessen impact of natural hazards. Roanoke County staff from Emergency Services and Community Development prioritized each of the goals and strategies presented in the Plan. Prioritization was completed in order of relative priority -- high, medium or low- based on the benefit to cost criteria and the strategy's potential to mitigate the impact from natural hazards. Consideration was given to available funding, and Roanoke County's ability to make sure each project or action would be implemented. In addition, proposed projects cost effectiveness of each measure and investment of public funds to reduce future damages were considered. P.O. BOX 29800 � ROANOKE, V11WINIA 24018 � PHONE (540) 772-2080 - FAX (540) 776-7155 Count z� of 'Roanotte 183 DEPARTMENT OF COMMUNITY DEVELOPMENT BUILDING PERMITS/ INSPECTIONS DIRECTOR, ARNOLD COVEY DEVELOPMENT REVIEW DEPUTY DIRECTOR OF DEVELOPMENT SERVICES, TAREK MONEIR ENGINEERING DEPUTY DIRECTOR OF PLANNING, PHILIP THOMPSON ENVIRONMENTAL MANAGEMENT PLANNING & ZONING TRANSPORTATION Memorandum To: Thomas Gates, County Administrator From: Butch Workman, CRS Coordinator Subject: Status of Plan Implementation (Regional Pre -Disaster Mitigation Plan) Date: October 28, 2016 The National Flood Insurance Program (NFIP's) Community Rating System (CRS) is a voluntary incentive program that recognizes communities for implementing floodplain management practices that exceed the Federal minimum requirements of the NFIP to provide protection from flooding. In exchange, policy holders receive reduced flood insurance premiums for buildings located in Roanoke County. By participating, Roanoke County earns credit points that determines classification. Currently, Roanoke County property owners receive a 10 percent reduction in flood insurance premiums. Since 1991, Roanoke County floodplain property owners have received reduced flood insurance premiums. Resolution 07081.4-5,b, July 8, 2014, The Board of Supervisors adopted the Regional Pre -Disaster Mitigation Plan. For credit under CRS, the County must continue monitoring implementation of the Plan and prepare a written progress to the Board. In addition, a progress report must be distributed to the media and made available to the public. ROANOKE COUNTY MITIGATION GOALS and STRATEGIES BACKGROUND In developing mitigation strategies and goals, a wide range of activities were considered in order to achieve goals and to lessen impact of natural hazards. Roanoke County staff from Emergency Services and Community Development prioritized each of the goals and strategies presented in the Plan. Prioritization was completed in order of relative priority -- high, medium or low- based on the benefit to cost criteria and the strategy's potential to mitigate the impact from natural hazards. Consideration was given to available funding, and Roanoke County's ability to make sure each project or action would be implemented. In addition, proposed projects cost effectiveness of each measure and investment of public funds to reduce future damages were considered. P.O. BOX 29800 � ROANOKE, V11WINIA 24018 � PHONE (540) 772-2080 - FAX (540) 776-7155 K-3 ROANOKE COUNTY HAZARD MITIGATION PROJECTS EARTHQUAKE Goal: Increase public awareness of the probability and potential impact of earthquakes. Responsible Department(s): Engineering, Public Information, Emergency Services Strategies: 1. Publish in a special section in local newspaper with emergency information on earthquakes. Localize the information by printing the phone numbers of local emergency services offices, the American Red Cross, and hospitals. STATUS: (Ongoing) The County uses Social Media sites to promote all types of Emergency Preparedness information and sponsors drills within schools. FLOOD Goal: Mitigation of loss of life and property from flooding and flood related disasters. Responsibility Department(s): Community Development, Emergency Services Strategies: 1. Support a comprehensive, regional public information and education program on flooding, living in the floodplain, flood risk, low cost simple flood mitigation measures, flood insurance information, stream remediation, hydrology, floodplain ordinances, and NFIP. This can be accomplished through regional workshops and educational materials for citizens, business, local staff, and elected officials. Status: (Ongoing) The annual letter to floodplain residents, and flood protection references are maintained at both library and County Administration Center. Continue the public information activities credited by the Community Rating System. Stream restoration projects are currently under way in Glade Creek and a tributary of Cook Creek. Recently, Murray Run stream restoration was completed. 2. Develop and maintain an inventory of flood prone roadways in cooperation with local governments and the Virginia Department of Transportation. Status: (Ongoing) 3. Develop and maintain an inventory of flood prone critical regional facilities such as hospitals, public utility sites, airports etc. Status: Roanoke County's public service center is located in Flood Zone AE. The County is in the process of studying options for this facility and will be formulating a pian for future capital improvements. Regional critical facilities are known by all emergency personnel. 4. Maintain an inventory of flood prone residential properties and repetitive loss properties. Status: (Ongoing) S. Develop and maintain damage assessment information. Status: (Not started) 6. Continue the acquisition of elevation certificates for flood prone properties. Status: (Ongoing) The County has acquired over 30 this year and is available on GIS. 7. Continue the flood proofing/acquisition of flood prone properties followed by the appropriate mitigation measures. Status: Delayed budgetary restraints K-3 8. Revise stormwater management and floodplain management ordinance. Status; All up -dates completed by April 2017. 9. Participate in, and remain in good standing with, the National Flood Insurance Program (NFIP) by enforcing floodplain management regulations that meet federal requirements. Status: (Ongoing) Gaal: Update existing GIS data layers related to natural hazards. Responsible Department(s): Engineering Strategies: 1. Consider seeking funding and support programs that update FEMA's Flood Insurance Rate Maps (FIRM). Continue participation in FEMA's Cooperating Technical Partners (CTP) program that establishes partners with jurisdictions to develop and maintain up- to- date flood maps. Status: (Ongoing) 2. Utilize GIS to inventory at risk infrastructures and public and private structures within flood prone areas. Status: (Ongoing) 3. Continue participating in FEMA's Digital Flood insurance Rate Maps (DFIRM) program. Status: (Ongoing) 4. Support FIRM remapping projects that address areas in the region that have the most serious mapping problems and where flooding is a repetitive problem. Status: (Ongoing) The County is in the process of obtaining LIDAR. Goal: Provide early warning of flooding. Responsible Department(s): Engineering, Emergency Services Strategies: 1. Identify areas with recurring flood problems and request additional IFLOW stream/rain gauges as appropriate to ensure that these areas are adequately covered and monitored. Status: Not started lack of funding. 2. Consider a reverse 911 early warning system. Status: Completed 3. Consider on-site notification of flood prone properties. Status: (Ongoing) Goal: Identification of structural projects that could mitigate the impact of flooding. Responsible Department(s): Engineering Strategies: 1. Consider seeking funding to prepare site specific hydrologic and hydraulic studies that look at areas that have chronic and repetitive flooding problems. Status: (Ongoing) 2. Support Virginia Department of Transportation (VDOT) projects that call for improved ditching, replacement of inadequate and undersized culverts, enlargements of bridge openings and drainage piping needed to minimize flooding. Status: VDOT and the County work on resolving flood issues through the Revenue Sharing and County Drainage Maintenance program. Projects to correct localized flooding were completed, in Penn Forest, Farmington Dr., Back Creek Rd., Bradshaw Rd., Starkey Rd., Texas Hollow Rd., Old Mill Rd., and Rocky Rd. The K-3 County's Drainage Maintenance program is responsible for maintaining public drainage easements. Large and small scale projects are routinely approved by the Board of Supersivors. See Exhibit Afor a list of completed projects. 3. Update the Roanoke Valley Regional Stormwater Master Plan. Status: (No Funding) 4. Expand the number of watersheds studied in the master plan and develop watershed plans for each. Status: (No Funding) Goal: Maintain an accurate data base and map of repetitive loss properties Responsible Department (s)_ Engineering Strategies: 1. Work with VDEM and FEMA to update list of repetitive loss properties annually. Status: (Ongoing) 2. Review property addresses for accuracy and make necessary corrections. Status: (Ongoing) 3. Determine if and by what means each property has been mitigated. Status: (Ongoing) 4. Map properties to show general site locations (not parcel specific in order to maintain anonymity of the property owners). Status: (Ongoing) 5. Determine if properties have been mitigated and inform FEMA/VDEM through submission of an updated list/data base and mapping. Status: (Ongoing) HURRICANE Goal: Mitigate the impact of hurricanes. Responsible Department(s); Emergency Services Strategy: 1. Research and consider participating in the National Weather Service "Storm Ready" program. Status: (Pending Application 2016) LANDSLIDE Goal: Improved Hazard Mapping and Assessments for landslides. Responsible Department(s): Engineering Strategies: 1. Delineating susceptible areas and different types of landslide hazards at a scale useful for planning and decision-making, led by USGS and State geological surveys. Status: (Not pursued see note 3) 2. Work with state and Federal agencies to develop data that will assist in reducing and eliminating impacts from landsides. Status: (Not pursued see note 3) 3. Develop steep slope ordinance/guidelines for development in steep slope/marginal soils areas. Status: (Steep Slope Ordinance # 082206-3, adopted 8/22/06 guidelines and requirements appears to be sufficient). No further actions are warranted. K-3 TORNADO Goal: Mitigation of the impact of tornados. Responsible Department(s): Emergency Services Strategy: 1. Conduct a series of public workshops about how to protect yourself during a tornado in case you are at home, in a car, at the office, or outside. Status: (Ongoing) The County uses Social Media sites to promote ail types of Emergency Preparedness information and sponsors drills within schools WILDFIRE Goal: Mitigation of the impacts of wildfire to life and property. Responsible Department(s): Emergency Services Strategies: 1. Encourage residents and developers to use Firewise building design, siting, and materials for construction. Status: (Not Started Lack of Funding) 2. Conduct community wildfire assessment in cooperation with VDOF staff using the Wildland Urban Interface Fire Protection Program's Woodland Community Wildfire Hazard Assessment form. Status: (Not started lack of funding) 3. Identify buildings or locations vital to the emergency response effort and buildings or locations that, if damaged, would create secondary disasters in forested areas. Status: (Not started lack of funding) WINTER STORMS Goal: Mitigate the effects of extreme weather by implementing programs that provide early warning and preparation. Responsible Department(s): Emergency Services Strategy: 1. Research and consider participating in the National Weather Service "Storm Ready" program. Status: (Application Pending 2016) 2. 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CD a Go ti N rra � d' Ln ()o IJD 00 0) tp O CD N V) CD F �1 U1-114 �1 CO -d w 12L4 •O 0 U PH (yQ},W�[('�J y. (� ems! y;,� I^Y�,j' Q O cn O 0pq D W -s dJ K-3 K-3 FLOODPLAIN MANAGEMENT PLAN ANNUAL PROGRESS REPORT 1. ROANOKE VALLEY REGIONAL MANAGEMENT PLAN • Completed October 1997 • Adopted By The Board Of Supervisors 1998 2. PETERS CREEK STORMWATER MANAGEMENT FACILITY • Construction Completed July 1999 • Map Revision Panel No. 23 Effective Date 2/04/2005 • Catawba Magisterial District 3. CARVINS CREEK HAZARD MITIGITION PROJECT PHASE I • Acquisition/Relocation of Eight Repetitive Loss Homes Completed 9/00 • Hollins Magisterial District 4. CARVINS CREEK HAZARD MITIGITION PROJECT PHASE II • Acquisition/ Relocation of Five Repetitive Loss Homes Completed 10/02 • Hollins Magisterial District 5. WEST ROANOKE RIVER FLOOD MITIGITION PHASE I • Acquisition/Relocation of Three Repetitive Loss Homes Completed 10/02 • Catawba Magisterial District 6. OPEN SPACE PRESERVATION • County Purchased Eighteen Acres of Floodplain Property for the Expansion of Starkey Park. Completed 6/00 • Cave Spring Magisterial District • County Purchased Five Acres of Floodplain Property Adjacent to Carvins Creek Phase Il • Hollins Magisterial District K-3 7. PROJECT IMPACT COMMUNITY • Elevation Certificates for Flood Prone Properties. Completed 9103 • All Magisterial Districts S. MUDLICK CREEK STORMWATER MANAGEMENT FACILITY • Designed to Enhance Water Quality and Reductions in Peak Flows. Completed 8101 • Additional Modifications Planned to Further Reduce Peak Flows. Modifications planned and FEMA Map Revision 08 • Windsor Hills Magisterial District 9. INTERNET FLOODPLAIN DETERMINATION • Elevations Certificates Available on Internet 10. COOPERATING TECHNICAL PARTNER • Federal Emergency Management Agency Cooperating Technical Partner. (CTP Community 6121104) 11. HAZARD MITIGATION PLAN • Adopted by The Board Of Supervisors 05 12. FLOODHAZARD MAPPING MODERNIZATION • Base Flood Studies Completed on Bradshaw and Mason Creek 5106 • Catawba Magisterial District • Redelineated Flood Maps Based on Terrain Data County Wide. Will Result in Increased Accuracy. Completed 5106 • Adoption of New Flood Maps September 07 13. WEST ROANOKE RIVER FLOOD MITIGITATION PHASE 11 • Acquisition of Two Repetitive Loss Homes FEMA/State Obligated Funds July 5, 2007. Completed June 30, 2009. Catawba Magisterial District • Repetitive Loss (RL) Updates Sent to FEMA Nov. 2010 K-3 14. BACK CREEK FLOOD MITIGATION PHASE 1 ® Acquisition of a flood prone property adjacent to Starkey Parr, 5755 Crystal Creek. This acquisition and demolition was financed entirely by Roanoke County. Cave Spring Magisterial District (April 2011) Open Space Preservation 15. MUDLICK CREEK MAP REVISION (PANEL NO. 51161 CO232G) ® Roanoke County is in the process of updating a large portion of this panel. (August 2012 start, Delayed due to planned improvements Farmington Dr.) Improvements completed will begin FIRM revision 2017 16. VIRGINIA DEPARTMENT OF TRANSPORTATION MCVITTY ROAD IMPROVEMENTS BETWEEN OLD CAVE SPRING AND ELECTRIC RD. PANEL NO. 51161 CO232G Demolition of seven flood prone residential properties, Windsor Hills Magisterial District (2011) 17. BACK CREEK MAP REVISION (PANEL NO. 5116CO254G) • Map Revision Completed, January 2014, Cave Spring Magisterial District 18. REGIONAL PRE ---- DISASTER MITIGATION PLAN • Adopted July 8, 2014 19. 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'ti t7 +U, cd O U cd �•% a7 N .� a=, ai cd ro N •r.J ,moi Q O to c�'n ° R -t cd w O rd W rn U Et) a- C , E v CIL @ al Y bi) U () �3 o O u u. a) E � o U o .N O � C U �vOi n u +L L a, @�=E C ay O UO °0 o r- 0 4-1 °4.1 Q U U Z < O c6 E E u O U Eb o v v o e o @ o @ L � a o o 41 aA a r- .- -0 M bD L L @ by S] O C '}� CL ai a cn 'u a) vi O N _ 7 CL cy- SQA O E � C � Y @ y— C i Q � @ O 3" � E ai O U 0 _ 0 CC o ani 41 a� 0 j, ria 0 avis }' o 0 U i C a7 +�+ t a1 ca o ai ,a Q a-- O O > E +� Oa � L3 F- ai a} O Y U c a u @ z .-i Li c� ACTION NO. ITEM NO. M.1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: ISSUE: November 8, 2016 Work session to review with the Board of Supervisors the County's Capital Improvement Program including fiscal year 2018-2027 project requests Christopher Bever Director of Management and Budget Thomas C. Gates County Administrator Overview of the County's Capital Improvement Program (CIP) including fiscal year 2018-2027 project requests. BACKGROUND: As part of the County's budget process, the County's ten-year Capital Improvement Program (CIP) is reviewed annually. This presentation provides an overview of the upcoming fiscal year 2018-2027 CIP budget development process. DISCUSSION: County staff will review the attached PowerPoint presentation (Attachment A) at the work session. The attached presentation provides information on recently completed and active capital projects, fiscal year 2018-2027 project requests, vehicle and equipment replacement, CIP funding sources, and debt information. County staff will be working through mid-January to prepare the County Administrator's Proposed Fiscal Year 2018-2027 CIP for presentation to the Board of Supervisors on January 24, 2017. FISCAL IMPACT: There is no fiscal impact associated with the receipt of the attached presentation. Any Page 1 of 2 decisions regarding the Capital Improvement Program will be prioritized and presented as part of the County Administrator's Proposed Fiscal Year 2018-2027 Capital Improvement Program. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors receive information regarding County of Roanoke Capital Improvement Program. 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