TOWNO OF  BEDFORD LIFE. LIBERTY. HAPPINESS. Regular Council Meeting AGENDA  January 23, 2024 Administrative  7:00 p.m.  Approval of! Minutes Report ofTown Manager Appearance before Council Council Comments Report ofCouncil Committees Revisions to Agenda  Public Hearings Consent Agenda (roll call) Old Business New Business I-CC-15-1-1-23 2-FIN-2-42-1-23 3-FIN-2-42-1-23 4-FIN-2-42-1-23 5-CC-15-1-1-23 6-CC-15-1-1-23 7-CC-15-1-1-23  Request fora an Extension- Performance. Agreement for Business Class Hotel  Personal Property Tax Write-off for 2018 (roll call) Electric Bill Write-off: for 2015-2018 (roll call) FY241 Mid-Year Gratitude Bonus (roll call) Bedford Otter Bus Support for Department of Rail and! Public Transportation Grant Application - Phase 3 (roll call)  Resolution Transportation Feasibility Study- DRPT Technical Assistance Grant  Application (roll call)  The Virginia Freedom ofl Information Act Training  Citizens may watch the meeting in real time via the Town of Bedford Live Stream website: t/pwyoumpecom/@towmoledor  The Town wills strive to provide reasonable accommodations. ands services for persons who require special assistance to) participate in this public involvement opportunity. Contact (540). 587-6001 for more information.    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Personal Property Tax Write-off for 2018 DATE OF COUNCIL MEETING: January23.2024  DATE: December 26. 2023  PRESENTATION:  According to State Code Section 58.1-3940, collection of local personal property taxes is only enforceable for five years following December 31 oft the year for which such taxes were assessed. The Treasurer's Office pursues multiple collection methods including reporting accounts to the State Debt Set-Off Program and byi issuing holds through the Virginia DMV.7 To conform with the State Code, staffi is requesting for Town Council to approve the write-off of outstanding 2018 personal property taxes in the amount of$666.61. The  collection rate for 2018 personal property tax was 99.35%.  ACTION REQUESTED:  Town Council is requested to approve the Treasurer's Office to write-off: all remaining 2018 personal property bills on the active  record.  YES NO OTHER  ROUTING  DATE: DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. () IT. () () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLICS SERV. C) () () () ENGINEERING C) OTHER () () () FINANCE () () () FIRE DEPT. () () () () H.R.  C) C) )  APPROVED () FOREMAN  () (C)    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Electric Bill Write-off for 2015-2018 DATEC OF COUNCIL MEETING: January 23,2024  DATE: January 9, 2024  PRESENTATION:  As of December 31, 2023, the electric accounts over five years old and inactive have been deemed uncollectible in the amount of $76,08157.Alleflortsl havel been made to collect the delinquent electricl bills, includings submitted themt tot thes state debts seto offprogram for collection. The delinquent listings are available int the" Treasurer'soffice: and willl bei maintained int the event thata an opportunity should arise to collect one of these outstanding accounts. The amount to be written off per year and collection rates are included below.  2015:$4,564.10, Collection Rate 99.98% 2016:$17,921.54, Collection Rate 99.92% 2017:$ $24,341.16, Collection Rate 99.90% 2018: $29,254.77, Collection Rate 99.88% ACTION REQUESTED: active record.  Town Council is requested to approve the Utility Biling/Ireasurer's' Office to write-off all 2015-2018 outstanding electric bills on the  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  C) () () TOWN. ATTY. () LT. () () () COMM.I DEV. () POLICE C) () () ELECTRIC () PUBLIC SERV. () C) () C) ENGINEERING ( ) OTHER () () () FINANCE () () () FIREI DEPT. () () () () H.R.  () () )  C) ()    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: FY24Mid-Year Gratitude Bonus DATE OF COUNCIL MEETING: January23.2024  DATE: December 21,2023  PRESENTATION:  Virginia Code $15.2-1508 provides that any locality may provide for payment of bonuses to its offiçers and employees. During the FY241 budget process, a second phase oft the pay plan was implemented but a cost ofl living adjustment was noti included in the adopted budget. Town Council asked" Town stafft to review the revenue performance mid-year for any available funding for a compensation adjustment. Based on interest eamings largely outperforming budget expectations, a one-time $1,500 gratitude bonus is proposed for  all current full-time employees to recognize the services rendered by" Town employees.  ACTION REQUESTED: general ledger accounts listed.  Town Council is requested to approve the attached ordinance including a budget amendment which will appropriate budget to the  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. () I.T. () () C) COMM. DEV. () POLICE () () () ELECTRIC () PUBLIC SERV. () () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIRE DEPT. () () () () H.R.  () () ()  () ()    Ordinance No.  ORDINANCE  AUTHORIZING PAYMENT OF A ONE TIME BONUS TOALLFUIL_TIMETOWN EMPLOYEES  WHEREAS, Virginia Code $15.2-1508 provides that any locality may provide for payment WHEREAS, during the Fiscal Year (FY) 2024 budget process, the Town Council asked Town stafft to review revenue performance for a mid-year compensation adjustment; and WHEREAS, after review oft the revenue performance by Town staff, the Bedford Town Council deems that it is in its best interests to authorize the payment ofa $1,500 gratitude bonus to all current full-time employees to recognize the services rendered by Town employees.  ofbonuses toi its officers and employees; and  NOW, THEREFORE, BEI IT ORDAINED BY' THE TOWN COUNCIL OF THE TOWN OF BEDFORD, VIRGINIA that a one-time bonus in the amount of$1,500 per full-time employee hired by February 1,2024 is hereby authorized to be paid on February 16, 2024 and does hereby approve the budget amendment as shown on the attached budget entry listing.  This ordinance is effective upon enactment.    GENERAL FUND FROM: 100011-415102  Interest on Investments  54,671.00 51,584.00 106,255.00  10099140-590001 Contingency  GENERAL FUND TO:  10011211-511000 Town Manager's Office- - Compensation 10011211-521000 Town Manager's Office-FICA 10011241-511000 Treasurer's Office - Compensation 10011241-521000 Treasurer's Office - FICA 10011242-511000 Finance Department - Compensation 10011242-521000 Finance Department- - FICA 10011261-511000 IT Department- - Compensation 10011261-521000 ITDepartment-FICA 10033110-511000 Police Department- - Compensation 10033110-521000 Police Department- - FICA 10033420-511000 CommDev- Compensation 10033420-521000 CommDeV-FICA 10044110-511000 PW Administration- - Compensation 10044110-521000 PW Administration- - FICA 10044120-511000 Highways & Streets- Compensation 10044120-521000 Highways & Streets-FICA 10044121-511000 VDOT-C Compensation 10044121-521000 VDOT-FICA 10044320-511000 General Ploperles-Compensation 10044320-521000 General Properties- - FICA 10044350-511000 Motor' Vehicle Maint. - Compensation 10044350-521000 Motor' Vehicle Maint. -FICA 10088150-511000 Economic Dev. Compensation 10088150-521000 Economic Dev.- - FICA 10099600-592001 Transfer to Solid Waste Fund  2,100.00 161.00 1,800.00 138.00 1,650.00 127.00 1,500.00 115.00 40,500.00 3,098.00 3,000.00 230.00 2,700.00 207.00 9,000.00 689.00 7,425.00 568.00 19,500.00 1,492.00 1,500.00 115.00 1,500.00 115.00 7,025.00 106,255.00  SOLID WASTE FUND FROM: 170091-451111 SOLID WASTE FUND TO:  Transfer In General Fund  7,025.00 7,025.00  17964210-511000 Solid Waste. Admin. - Compensation 17964210-521000 Solid Waste Admin. FIÇA 17964230-511000 Refuse Collection - Compensation 17964230-521000 Refuse Collection-FICA 17964240-511000 Refuse Disposal Compensation  1,425.00 109.00 3,600.00 276.00 1,500.00    17964240-521000 Refuse Disposal-F FICA  115.00 7,025.00  ELECTRICFUND FROM:  19989600-590001 Contingency  53,611.00 53,611.00  ELECTRICFUND TO:  19981910-511000 Supervision & Engineering Compensation 19981910-521000 Supervision & Engineering - FICA 19981920-511000 Power Generation Compensation 19981920-521000 Power Generation FICA 19981940-511000 Trans. & Distribution - Compensation 19981940-521000 Trans. & Distribution FICA 19981980-511000 Meter Reading- Compensation 19981980-521000 Meter Reading- FICA 19981990-511000 Right of Way Crew Compensation 19981990-521000 Right of Way Crew FICA  19,800.00 1,515.00 3,000.00 230.00 19,500.00 1,492.00 1,500.00 115.00 6,000.00 459.00 53,611.00 166,891.00  TOTAL BUDGET AMENDMENT ALLI FUNDS    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Bedford Otter Bus - Support for Department ofl Rail and Public Transportation Grant Application: - Phase3  DATE OF COUNCIL MEETING: January 23.2024  DATE: January 18. 2024  PRESENTATION:  The Town was awarded twol Demonstration Grants from the' Virginia Department ofRail andl Public' Transportationt (DRPT)forf fiscal years 2023 and2024 to operate thel Bedford Otter Bus fort twoyears. Thei intent with thel Demonstration Grant project wast to apply for State fund Phase 1 Demo grant provided serviçe for three daysa week with six hoursa a day." That grant was closed inl November: 2023. Phase 21 Demo grant added a day of service and went to eight) hours each day. Those funds willl be used through July 2024. Ifa awarded, Phase 3 would provide funds from August 20241 through. July 20251 for one remaining: year ofbus operation. A1 fares structure will be addedt to offset costs of Thel FY23 and FY24 grant awards from the State have paid 80% oft the cost oft thep publict transit service. The Bedford Community Health Foundation has paid ther match of20%: $31,386 for Phase 1 and $35,112 committed for thes second year ofthe expanded service. Thel bus made: 3,234 stopsi in calendar year 2022 and 5,560 stops in calendar 2023 at 17 stop locations at no costt to riders. The current FY25 grant request is toi fund thei final allowable year ofal Demonstration Grant wherel DRPT would pay 80% ofthe cost and thel Foundation would pay 20%i ina ap project totalinga an estimated $185,456.1 Thei intenti ist to continue toj provide publict transit access andt to implement aj payment model for riders that would cover some oft the cost of operation to offset the Foundation's: 20%. DRPT requires local governments be the: applicant for transit projects. The Town is aj pass-throughi for funding reimbursement: from the State back to the Foundation for money its spent." The current application requires Council toj provide al letter of commitment fort thel local match. This match would: still be paid by the Health Foundation. Council provided letters ofs support for thes successful FY23 and FY24  assistance overt three years before considering becoming al Federal transit provider.  operation.  applications.  ACTION REQUESTED:  The" Town Councili is requestedi to] provide al letter ofsupport fort thes grant application for thel Bedford Otter Bus Demonstration Grant Phase  3t that recognizes commitment oft the Foundation's match.  Attachment: Sample Letter  YES NO OTHER  ROUTING  DATE: DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWN ATTY. () I.T. C) () () COMM. DEV. () POLICE () () () ELECTRIC () () () ENGINEERING ( ) OTHER () () () FINANCE () C) () FIRE DEPT. () () () () H.R.  () () ()  APPROVED () FOREMAN  () PUBLIC! SERV. ()  () ()    TOWN OF  215 E. MAIN STREET BEDFORD, VA 24523  BEDFORD LIFE. UBERTY.HAPPINESS.  (P)540.587.6001 (F)540.587.6143  January 23, 2024 Ms. Tiffany Dubinsky Director of Transit Planning 600 E. Main Street, Suite 2102 Richmond, VA 23219  Virginia Department of Rail and Public Transportation  RE: FY25 DRPT Demonstration Project Grant Application - Bedford Otter Bus Phase 3  Dear Ms. Dubinsky:  As we were able to doi in 2022 and 2023, the Town Council of the Town of Bedford is pleased to provide a letter in support of an application for a Virginia Department of Rail and Public Transportation Demonstration Grant for funding oft the Bedford Otter Bus. The bus began operating in a successful pilot in September 2021 with funding from the Bedford Community Health Foundation. The operation of the bus was partially funded for FY23 and FY24 with DRPT Demonstration Grant funds to supplement the The Otter Bus has continued to gain ridership over the FY24 year and added days with extended times. The value of the bus in our small town is the connection it provides residents of several residential complexes to goods and services for food, health and recreation. The transit service provided through the Health. Foundation with support from the Town should continue as aj public service inj partnership with the Foundation. The Town recognizes the commitment of the Foundation toj provide the 20% match required Council understood the grant requests for FY23 and FY24 would be part of a three-year plan. Please accept this letter as confirmation of continued support from the Bedford Town Council for an application to request grant funding through DRPT for a final Demonstration Grant for the Bedford Otter Bus. We thank you for your assistance with the previous two awards and favorable consideration of this current  cost borne by the Foundation.  for the FY25 grant.  request. Sincerely,  Tim Black Mayor TB:maz  WWWBEDFORDVAGOV    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Resolution Transportation Feasibility Study- DRPT Technical Assistance Grant Application  DATE OF COUNCIL MEETENG: January23.2024  DATE: January 18,2024  PRESENTATION:  Town staff, the Bedford Community Health Foundation and Ride Source (Bedford Otter Bus operator) have discussed next steps for the Otter Bus wheni the Statel Demonstration Grants endi in 2025, assuming a third grant is awarded (separate action item). There is ai need to study a) alternatives to the fixed-route bus and b) how to transition the Otter Bus to al Federally-funded 5311 program. The Virginia Department of Rail and Public' Transportationt (DRPT)h has Technical Assistance (TA)grants that willa assist with planning: and studies for transportation projects. ATA grant would! helpi pay for a consultant to conduct thes study to answer thet two questions above. A study would needt to be completed int under one yeari in order to use the results to apply for ai new round offunding that would keep the bus The estimated costi for a consultant studyi is $40,000. The" TA program has ar match requirement of fifly percent. The Town would need to provide ac commitment of$20,000. Ifawarded. andt the Town decides not top pursue a study, Council can declinei thea award. Itisa also possible that another DRPT grant program would be able to fund a study at 100%. DRPT would make the decision to move a TAI request to that program instead after thel Town applies. Movinga a1 TA: application tot the other programi is very possible based on conversations withl DRPT  in service or start a new transit program, or both.  staff. The Town cannot directly apply for the other program.  ACTION REQUESTED:  The Town Council is requested to adopt ai resolution for the grant application with commitment of fifty percent match.  Attachment: Resolution  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. () IT. () () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLIC SERV. () () () () ENGINEERING () ) OTHER () () () FINANCE C) () () FIREI DEPT. () () () () H.R.  C) () )  C) ()    RESOLUTION  OF THE TOWN COUNCIL OF BEDFORD  FORI DEPARTMENT OF RAIL AND PUBLICTRANSPORTATION TECHNICAL ASSISTANCE GRANT FOR TRANSIT FEASIBILITY STUDY  WHEREAS, the Town of Bedford has been the recipient oft two Demonstration grants from the Virginia Department of] Rail and Public Transportation (DRPT) to operate the Bedford Otter Bus for two years with the Bedford Community Health Foundation;  and  WHEREAS, the Bedford Otter Bus Demonstration grants will end in 2025 with a WHEREAS, there is ai need to study the next steps for public transit in the Town; WHEREAS, DRPT has grant programs to assist with planning and feasibility WHEREAS, one of the grants requires a fifty percent match commitment from NOW THEREFORE, BE IT RESOLVED that the Bedford Town Council identified and commits local matching funds for fifty percent oft the estimated cost ofthe  third application being submitted for FY25; and  and  studies to use in determining next steps; and  the Town for a study that is estimated to cost $40,000; and  study.