TOWN OF  BEDFORD LIFE. LIBERTY. HAPPINESS. Regular Council Meeting AGENDA  September 24, 2024 Administrative  7:00 p.m.  Approval of Minutes Report of" Town Manager Appearançes before Council Council Comments Report ofCouncil Committees Revisions to Agenda  Public Hearings Consent Agenda I-PW-6-1-1-9-24 2-PW-6-1-1-9-24 3-PW-6-1-1-9-24 Old Business New Business 4-P/CD-1-1-9-24 5-FIN-2-43-9-24 6-CC-15-1-9-24 7-CC-15-1-9-24  Request for Bedford Film Fest Halloween Event Request for Halloween' Town Trunk or Treat Request to Close Streets YMCA's Annual Peaks Otter Christmas Classic Foot Race Bedford Area Family YMCA  Presentation - Central Virginia Safety Action Plan Appropriation of Funds for an Order ofTransformers (roll call) Electric Utility Rate Study Contract (roll call) Resolution In Recognition of WWII U. S. Marine Private Morris Everett Canady (roll call)  Citizens may watch the meeting in real time viat the Town of Bedford Live Stream website: htpswwompecom/atowmolbedford  The Town will strive to) provide reasonable accommodations and 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: Request for Bedford Film Fest Halloween Event DATE OF COUNCIL MEETING: September 24,2024  DATE: September 16, 2024  PRESENTATION:  Laura Willoughby with the Bedford International Film Festival is planning al Halloween Event on Saturday, November: 2, 2024, from 11:00 a.m.- - 11:00 p.m. The Special Events Permit Application! has been completed andi is attached. The eventy willl be! held atl Liberty Lake Park.  This is ai food festival and movie event. This is a fundraiser.  ACTION REQUESTED:  Town Councili is requested to approve thel Halloween. Event scheduled for November2,2024, from11:00a.m.- 11:00p.m. atl Liberty Lark  Park.  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. () I.T. () () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLIC SERV. () () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIRE DEPT. () () () () H.R.  ) () ()  () ()    BEOFORD PILM FesT  TOWNoF BEDFORD UFE MAKRTV. MAPPEN  Special Events Permit Application  Feel free to contact the Town of Bedford (540) 587-6001 If you need assistance or have questions The Town of Bedford (hereinafter the "Town") seeks to regulate the use of streets, sidewalks, and greenways in the Town for all organized special events, with the purpose of protecting the health and public safety of citizens, and limiting the inconvenience to residents, businesses, and places of worship and learning. Furthermore, the Town desires to establish a straightforward and accountable process for event organizers and enable public agencies to manage these events in a cost-effective and coordinated way. Special Event Permits are required for all events when any portion of the event occurs on or in a Town of Bedford public street, plaza, park, trail, greenway, or sidewalk and not held entirely within a Bedford The Town has established additional guidelines in its Special Events Policy. This Policy is the governing documents for all events and it is the applicant's responsibility to consult this document prior to submitting a Special Events Permit Application to ensure that Town requirements are understood and adhered to. Please review the entire application and complete it as accurately as possible to aid us in expediting your permit request. Applying for an event does not guarantee that your event will be approved. The Town assumes no liability should an event not be approved. Selling tickets, advertising, gaining sponsorship and other activities done prior to event approval is done at the risk oft the event organizer. The following synopsis of the permitting process takes place once your application is received: 1. Submit applications including the application fee in accordance with the Advance Notice a. Event Plans (Site, Emergency & Traffic Control) to also be submitted at this time  County Park or on privately maintained property or roads.  requirements established in the Special Events Policy 2. Date & location of event tentatively reserved 3. Request reviewed by Town staff & Council 4. Adjust plans as required 5. Receive conditional approval 6. Complete all outstanding requirements 7. Receive Special Event Permit  8. Event  The following fee schedule will be established and shall be paid in full by the applicant: 2. Town personnel shared cost (Town will determine the number of personnel required)  1. $50 Special Event Permit Application Fee (non-refundable)  20% of Town personnel cost (typical)  25% of Town personnel cost if event is held on a Town recognized holiday    voWN. OF BEDFORD L UBERTY.MAPPA Please submit applications to: Town of Bedford Town Manager's Office 215 East Main Street Bedford, VA 24523 (540)587-6001  SPECIAL EVENT PERMIT APPLICATION  Date of Event: Satirday November 2 2024  Event Title: Bedhod' 6m Fest -Halloween Event  Event Type:  Special Event Organized activity occurring for a limited or fixed duration & presented to a live audience that utilizes, impedes, or has impact on Town property or right-of-way for entertainment, commercial, cuitural, recreational, education or social purposes. Examples are general events, General Event Organized activity that has a stationary footprint in an identifiable location for a specific duration of time. Events often include amplified noise, food, beverage, merchandise, and/or other forms of entertainment. Examples include festivals, fairs, performances, rallies, markets, Race/Walk, Parade - Organized activity involving running, biking, walking or other means of transportation, involving three or more participants and utilizing a fixed course that involves the use or obstruction of Town street right-of-way, sidewalks, trails and/or greenways. Neighborhood Event Organized small-scale activity that closes an individual block or a small number of blocks on a local-service residential street. Initiated by and intended to attract only local Location of Event: Liberty Lake Pack Bedford Va 34513 ponsoring/Production Organization: BudfudTalocpatsooal Flim Fesbul  race/walks/parades and neighborhood events.  concerts, and other similar events.  residents. Not intended for the general public.  Applicant Status: NOE for profit, Federal Tax ID: 83-23H4420 Event Organizer/Contact Person: Lura Willoughby  For profit  Phone: 310.8951087  Cell: 310 B95-47887  Email: beifilm festegmail.com  Organization Mailing Address: 30b8Shiloh Church Event Website: ww). kedfglflmist.Coma Day of Event Contact: Laura Willoughhy  City: Bedebd  State: Vo  Zip: 14533  Cell: 3108954887  Email:. Mlloughby. laura 0 yahoo.com    TOWN oF BEDFORD UFE -TV. MAPPESS.  Description and purpose of Event (this should be a few sentences about your event and will be included IsisAAadE3hy and MoVIC euet.Ths.s.d  on your permit):  Event Operating Hours Start Time: RHL Lpm Event Operating Hours End Time: 3bpm  Event Setup Start Time: Event Breakdown time: aS Start Time:  GB 1nlm 145pm  If this is race, walk, or parade please Indicate start and finish times:  A.M./P.M. Finish Time:  A.M./P.M.  Estimated Event Attendance: a0n Approximate # of Event staff: A0  Approximate # of Event Volunteers: 00  Will streets need to be closed for this event? OyesNo  What streets will be closed? (please specify, example - Peaks St. between 3rd& 4th Streets):  No hisisa Packevent  Number of barricades required: 1  Location for the barricades to be dropped off/picked up (must be the same):  "Barricades that are removed from thoroughfares should be placed neatly to the side - out of the path of vehicles, pedestrians, handicap ramps and crosswalks. Barricades must be returned in same condition as they were issued. Repair/replacement cost of $60.00 per barricade will be charged to the permittee.  Public Safety/Traffic Controi: es No    TOWNOF BEDFORD E MRTV. MAPPOSS  Event Components (select all that apply): Amusement Rides (Must be inspected) Inflatables (MUST be Inspected) Tents (may require permit) Food / Merchandise Vendors Live Music Animals Floats Vehicle Cycling Race: 1 mile to 10K Walk Other Please specify:  Alcohol (An event will be required to provide a copy of an. ABC license if the event will sale or distribute alcohol in any capacity, including providing complimentary alcohol only to ticketed or registered participants and similar JYes, there will be alcohol at this event but there will be no sale of alcohol or any alcohol-related  arrangements): No  Yes, this event will involve the sale of alcohol. sales, such as event participation fees or cup fees.  Food: (All Food Services must be inspected and approved by the Health Dept. PRIOR to event)  Yes, this event involves food services and I will attain any required permitting as mandated by the  Health Dept.  No, this event does not involve food services  Portable Restrooms (Minimum. Portable Toilet Requirement is 1 for every 300 persons with. 5% being ADA  compliant): JYes No Amplified Sound: MYes No Vendors:  Number of regular units:  Number of ADA complaint units:  Describe: Loud SpakerA movie Start and finish times: h30hTSOYr Dyes- Provide number of and type of vendors:  For Vendars, edmt Know how. many yet butestimatd  at 1D No Electrical service:  JYes Event will provide its own power source in the form of a generator [Ves Event will need the Town of Bedford Electric Dept. to provide power  No Event does not need power    TOWN OF BEDFORD uL uaRTV. MAPPASE.  Event Plans: Submit Site Plan, Emergency Action Plan & Traffic Control Plan  Site Plan: Provide a Site Plan of the event clearly illustrating the footprint of the entire event venue and/or event route including set up, staging, transition and finishing areas, the location of entrances and exits, retail, food, and alcoholic beverage vendors, controlled alcohol consumption areas, tents, stages, bleachers, grandstands, fencing, amplified sound, signs or banners, portable restrooms, electric and water hookups, generators, first aid stations, fire extinguishers, garbage and recycling receptacles, hazardous materials, exhibits, amusementrides, inflatables, parking, Emergency Action Plan: Provide an Emergency Action Plan (EAP). This plan should identify who will serve as the EAP representative and emergency contact, on site medical care and securitywith contact information, emergency access, crowd managers, emergency notification methods, and  road closures, barricades, event command center and security  how organizers will deal with emergencies. traffic must provide a Traffic Control Plan traffic control plan may be required.  NjA D Traffic Control Plan: Provide a Traffic Control Plan (TCP). Events which impact the normal flow of  J For events that propose to close major arterial roads or multilane roads, anengineered The plan should include a detailed description of the following. The permit processor can provide 3. The proposed route which includes a complete listing of the roads, sidewalks, waterways, and trails to be used. Include start and finish lines and indicate the direction in whichthe 4. A routing plan, which demonstrates the roads or portions of roads requested to be closedto vehicular traffic during the event. Include a plan to resolve potential conflicts with people needing to access residençes, businesses, and public facilities as well as a plan to address 5. Proposed locations for barriçades, signs, meter bags, volunteers and police. Please note that volunteers will be required at any barricades that Town staff will not be stationed. 7. Please be aware that a 15-foot wide emergency access lane is required throughout the event site. (In other words, no permanent or immovable structures may be erected on the 8. Please be aware that pedestrian access must be maintained on public sidewalksthroughout  detailed instructions on what is required as a part of your traffic control plan.  event will move.  any public transportation that might be affected.  6. The timeline of the closures.  route) theroute.    Bedford International Film Festival Liberty Lake Park Fire Evac Plan for Movie Night  1. Pre-Event Preparation  Site Assessment: Identify and map out all exits, entrances, and access points of the park. Assess the location of the movie screen, seating areas, and any temporary Emergency Contacts: Establish al list of emergency contacts, including locai fire departments, park officials, and medical personnel. Ensure contact numbers are readily Training: Train event staff and volunteers on the evacuation procedures and emergency protocols. Ensure they can guide and assist attendees during an evacuation.  structures (e.g., tents, food stalls).  available.  2. Emergency Plan Overview  Emergency Exits: Clearly mark all exits and ensure they are easily accessible. Use Evacuation Routes: Designate primary and secondary evacuation routes. Routes should be wide, unobstructed, and lead to safe areas outside the park. Assembly Points: Identify and designate safe assembly points outside the park where attendees can gather after evacuation. Ensure these areas are away from the park and  signage to guide people to the nearest exit.  any potential hazards. 3. During the Event  Communication: Use a public address system or loudspeakers to communicate clearly with attendees. Have designated staff or volunteers with walkie-talkies to coordinate the Fire Safety Equipment: Ensure fire extinguishers are placed in accessible locations Monitoring: Keep an eye on the crowd and be vigilant for any signs of fire or smoke. Be  evacuation.  around the park. Have first aid kits available. prepared to act quicklyi if an emergency occurs.  4. Evacuation Procedure  1. Alert: Ifai firei is detected, activate the fire alarm system (if available) and make an  announcement over the public address system.  2. Evacuation:  Direct attendees toi the nearest exit using signs and staff. Assist individuals with disabilities or special needs to evacuate safely. Ensure no one returns to the seating areai for personal belongings.  3. Control Crowd Flow: Guide attendees calmly and orderly to prevent panic. Ensure 4. Headcount: Once at the assembly points, conduct al headcount if possible to ensure  routes are clear and people dor not overcrowd exits.  everyone is accounted for.  5. Post-Evacuation  pdffimfest@amal.com * 310-895-4887    Bedford International Film Festival Liberty Lake Park Fire Evac Plan for Movie Night  Check for Missing Individuals: Report any missing persons to emergency services Communicate Updates: Provide updates to attendees about the situation and next Debrief: After the event, review the evacuation process with staff and volunteers. Identify any areas for improvement and update the evacuation plan as needed.  immediately.  steps as information becomes available.  6. Additional Considerations  Accessibility: Ensure that the evacuation plan considers individuals with mobility issues, including providing specific assistance or accessible routes. Signage: Use clear, visible signage for exits and evacuation routes. Place signs at regular intervals and at strategic points throughout the park. Lighting: Ensure that evacuation routes and exits are well-lit, especially if the event runs  into the evening.  Cankelsm Laura  LDdlougaby  3108954887  bdlfimfestPpmailcon * 310-895-4887    TOWNOF BEDFORD uFL urV. MAPOMESS. Application Conditions  Ihave understood and comply with the Insurance Requirements as described in the Town of Bedford Iunderstand that I am required to pay the corresponding non-refundable application fee for this event before the submission deadline, and that my application will not be reviewed until this payment has Iunderstand that additional fees, rental expenses, permits, and requirements will apply depending on event location and needs that all necessary fees & deposits, insurance, outside permits, etc. must be Ihave read and understand the Town of Bedford Special Events Policy and agree to abide by  Special Events Policy. been received.  submitted before the issuance of the event permit  these Town policies.  Iagree to conform to all town, state, and federal laws and regulations.  Iaccept responsibility for the general cleaning and removal of trash, recycling, etc. from the premises. In the event that the site area is not cleaned after use, the cleanup fee may be taken out of the deposit or the applicant will be billed for additional clean-up by the Town of Bedford. Iagree to be accountable for any damage to the event site as well as surrounding properties resulting lagree to pay all required fees to the Town of Bedford and acknowledge that failure to pay the As an authorized representative for the above requested special event, Ihave read and understand all  from event activities and/or attendees.  required fees will result in the cancellation of proposed Special Event. of the Special Event PermilApplication conditions and requirements  Applicant   Date:. a0 lgaooy    vowN OF BEDFORD UFE uV. MADOSS  RELEASE. ANDI INDEMNITY AGREEMENT, PERMITTEE  AGREEMENT TO RELEASE. ANDI INDEMNIFY THE TOWN OF BEDFORD, VAI FOREVENT  TOBEHELDON_Noy 2  2024BY  BedfordIn Fim Festival BedPmdTt) Fum fetval valuable consideration, Permittee hereby agrees as follows:  Entity/permittce  Incopgideration of the issuance oft the permit herein applied for byt the TOWN OF BEDFORD, VA (hereinafter "Town")to To the fullest extent permitted byl law, Permittee shall release, indemnify, keepa ands save harmless the Towni its officers, officials, agents and employees (hereinafter collectively' "Releases") from any and all responsibility or liability for any and all damage or injury ofany kind or nature whatever (including death resulting therefrom) to all persons, whether, officers, officials, agents or employees of the Town or third persons, and to all property proximately caused by, incident to, resulting from, arising out of or occurringi in connection with Permittee's use or occupancy ofthe" Town's parks, trails, sidewalks, rights-of-way: and/or pedestrian ways or alternative routes as may be permitted pursuant a permit (or by: any person acting for Permittee or for whom Permittee is ori is alleged to bei in any way responsible), whether such claimi is based in whole ori inj part on contract, tort (including alleged active or passive negligence or participation in the wrong) or upon: an alleged breach of any duty or obligation on the part ofl Releases. Thej provisions of this agreement shall include any claims for equitable relief or for damages (compensatory or punitive) against the Releases including alleged injury to the business of any claimant, ands shall include any and all losses, damages, injuries, settlements, judgments, decrees, awards, fines, penalties, claims, cost and expenses. Expenses as used hereins shall include without limitation the costsi incurred by Releases inc connection withi investigating any claim or defending any action, ands shalla alsoi include reasonable attorney's fees by reason of the assertion ofany such claim against Releases, Permittee expressly understands and agrees that any insurançe protection required as a condition tot the issuance oft the permit herein applied for, or otherwise provided by Permittee, shall in no way limit Permittee'sr responsibility to release, indemnify, keep ands save harmless and defend Releases as herein provided. Permittee expressly accepts those portions oft the Town's parks, trails, sidewalks, rights-of-way: and/or pedestrian ways to be used for the event identified inl Permiltee's application for aj permit (hereinafter the "Event") and any alternative route used in their Thei intention of Permittee and the Town is that this release and indemnity bei incorporatedi into any permit for the Eventi issued by the Town. Itis further the intention of the Permittee and the Town that this release and indemnity be broadly construed and applied  (hereinafter "Permittee") fort the above event and other goodand  present condition. in favor ofl Releases.  Signed m30 adluguat 2024  APPROVED. ASTOFORM By: Town Attorey STATE OF VIRGINIA COUNTY OF. Bdap LAkrk GANL Wllaslhy  Name of Permittee/Entity By Laura Willaughly CED Name of Representative," Rue  Dlbnb. Andkson al Notary Public for said State and County, dol hereby certify that  personallya appgared beforer me this Aayandaekpowledged  authorization and the due exédutign ofthe foregoing instrument ont BdRAsncnAA Rshual  DEENAB-ANDERSONIT officia seal,t thist the 30 dayof Auyist 20p.  NOTARY PUBLIC My Ap43u - ReEptign! No 226830 MyCommssion EpresAp:.30Manza  uhAlodae votary Public    Qa ueg  Sye WoIE    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Request for Halloween Town - Trunk or Treat DATE OF COUNCIL MEETING: September 24, 2024  DATE: September 16, 2024  PRESENTATION:  Jonathan Hayden with DJ Showtime is planning al Halloween' Town Trunk or Treat on October 27, 2024, from 6:00p.m.-8 8:00p.m. The Special Events Permit Application has been completed and is attached. The event will be held at Liberty Lake Park.  ACTION REQUESTED: Liberty Lark Park.  Town Council is requested to approve thel Halloween* Town Trunk or Treat scheduled for October27,2024,f from6:00p.m.-8 8:00p.m.at  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWN. ATTY. () L.T. () () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLIC SERV. () () () () ENGINEERING ( ) OTHER () () () FINANCE C) () FIREI DEPT. () C)C) () H.R.  () () )  () ()    HALLOWEEN Toww  TOWNS OF BEDFORD UIFE. LBERTV. MAPPINESS.  Special Events Permit Application  Feel free to contact the Town of Bedford (540) 587-6001 ifyou need assistance or have questions The Town of Bedford (hereinafter the "Town") seeks to regulate the use of streets, sidewalks, and greenways in the Town for all organized special events, with the purpose of protecting the health and public safety of citizens, and limiting the inconvenience to residents, businesses, and places of worship and learning. Furthermore, the Town desires to establish a straightforward and accountable process for event organizers and enable public agencies to manage these events in a cost-effective and coordinated way. Special Event Permits are required for all events when any portion of the event occurs on or in a Town of Bedford public street, plaza, park, trail, greenway, or sidewalk and not held entirely within a Bedford The Town has established additional guidelines In Its Special Events Pollcy. This Policy is the governing documents for all events and it is the applicant's responsibility to consult this document prior to submitting a Special Events Permit Appliçation to ensure that Town requirements are understood and adhered to. Please review the entire application and complete it as accurately as possible to aid us in expediting your permit request. Applying for an event does not guarantee that your event will be approved. The Town assumes no liability should an event not be approved. Selling tickets, advertising, gaining sponsorship and other activities done prior to event approval is done at the risk of the event organizer. The following synopsis of the permitting process takes place once your application is received: 1. Submit appliçations Including the appliçation fee in accordance with the Advance Notice a. Event Plans (Site, Emergency & Traffic Control) to also be submitted at this time  County Park or on privately maintained property or roads.  requirements established in the Special Events Policy 2. Date & location of event tentatively reserved 3. Request reviewed by Town staff & Council 4. Adjust plans as required 5. Receive conditional approval 6. Complete all outstanding requirements 7. Receive Special Event Permit  8. Event  The following fee schedule will be established and shall be paid in full by the applicant: 2. Town personnel shared cost (Town will determine the number of personne! required)  1. $50 Special Event Permit Application Fee (non-refundable)  20% of Town personnel cost (typical)  25% of Town personnel cost if event is held on a Town recognized holiday    TOWNOF - BEDFORD LIFE. LIBERTV. HAPPINESS. Please submit appliçations to: Town of Bedford Town Manager's Office 215 East Main Street Bedford, VA 24523 (540)587-6001  SPECIAL EVENT PERMIT APPLICATION  Date of Event: 10-27-24 Event Title: lELA Twn  Event Type:  Special Event Organized activity occurring for a limited or fixed duration & presented to a live audience that utilizes, impedes, or has impact on Town property or right-of-way for entertainment, commercial, cultural, recreational, education or social purposes. Examples are general events, General Event Organized activity that has a stationary footprint in an identifiable location for a specific duration of time. Events often include amplified noise, food, beverage, merchandise, and/or other forms of entertainment. Examples include festivals, fairs, performances, rallies, markets, Race/Walk, Parade Organized activity involving running, biking, walking or other means of transportation, involving three or more participants and utilizing a fixed course that involves the use or obstruction of Town street right-of-way, sidewalks, trails and/or greenways. Neighborhood Event Organized small-scale activity that closes an individual block or a small number of blocks on a local-service residential street. Initiated by and intended to attract only local  race/walks/parades and neighborhood events.  concerts, and other similar events.  residents. Not intended for the general public. Location of Event: Lberly Lke Poxb ponsoring/Production Organization:  3 Snowline  Applicant Status: Not for profit, Federal Tax ID: Event Organizer/Contact Person: dnhun Mubn  For profit  Phone: Email:  Cell:. SWo 4754175  Organization Mailing Address: 113 City:_ udhord Event Website: Day of Event Contact: Cell:  brive Zip: 2.4523  State:   Email:    TOWN OF BEDFORD UFR. UBERTV. HAPPINISS.  Description and purpose of Event (this shpuld be a few sentences about your event and will bei included  on your permit): Irk or TrAE  Event Operating Hours Start Time: 600p Event Operating Hours End Time: 3i01p Event Setup Start Time: 5:00 Pm Event Breakdown time: 4:00 PA  If this is race, walk, or parade please Indicate start and finish times:  Start Time:  A.M./P.M. Finish Time:  A.M./P.M.  Estimated Event Attendance: 500 Approximate # of Event staff:  Approximate # of Event Volunteers:.  WIII streets need to be closed for this event? Yes MNo  What streets will be closed? (please specify, example - Peaks St. between 3rd & 4th Streets):  Number of barricades required:  Location for the barricades to be dropped off/picked up (must be the same):  *Barricades that are removed from thoroughfares should be placed neatly to the side - out of the path of vehicles, pedestrians, handicap ramps and crosswalks. Barricades must be returned in same condition as they were issued. Repair/replacement cost of $60.00 per barricade will be charged to the permittee.  Public Safety/Traffic Control: Ves ONo    TOWN OF BEDFORD UFE. UBERYV. HAPPINISS.  Event Components (select all that apply): Amusement Rides (Must be inspected) Inflatables (MUST be inspected) Tents (may require permit) Food / Merchandise Vendors Live Music Animals Floats Vehicle Cycling Race: 1 mile to 10K Walk Other - Please specify:  Alcohol (An event will be required to provide a copy of an ABC license if the event will sale or distribute alcohol in any capacity, including providing complimentary alcohol only to ticketed or registered participants and similar  arrangements): No  Yes, this event will involve the sale of alcohol. sales, such as event participation fees or cup fees.  Yes, there will be alcohol at this event but there will be no sale of alcohol or any alcohol-related  Food: (AllFood. Services must be inspected and approved by the Health Dept. PRIOR to event)  Jyés, this event involves food services and I will attain any required permitting as mandated by the  Health Dept.  No, this event does not involve food services  Portable Restrooms (Minimum Portable Toilet Requirement is. 1 for every. 300 persons with 5% being ADA  compliant): es M No Amplified Sound: JYes Describe: Start and finish times: No Vendors:  Number of regular units:  Number of ADA complaint units:  Yes Provide number of and type of vendors:  E No Electrical service:  Yes = Event will provide its own power source in the form of a generator Yes - Event will need the Town of Bedford Electric Dept. to provide power  No - Event does not need power        TOWNOF BEDFORD UFE. UBERTV. MAPPINESS.  Event Plans: Submit Site Plan, Emergency Action Plan & Traffic Control Plan  Site Plan: Provide a Site Plan of the event clearly illustrating the footprint of the entire event venue and/or event route including set up, staging, transition and finishing areas, the location of entrances and exits, retall, food, and alcoholic beverage vendors, controlled alcohol consumption areas, tents, stages, bleachers, grandstands, fencing, amplified sound, signs or banners, portable restrooms, electric and water hookups, generators, first aid stations, fire extinguishers, garbage and recycling receptacles, hazardous materials, exhibits, amusement rides, inflatables, parking, Emergency Action Plan: Provide an Emergency Action Plan (EAP). This plan should identify who will serve as the EAP representative and emergency contact, on site medical care and seçurity with contact information, emergency access, crowd managers, emergency notification methods, and Traffic Control Plan: Provide a Traffic Control Plan (TCP). Events which impact the normal flow of For events that propose to close major arterial roads or multilane roads, an engineered The plan should include a detailed description of the following. The permit processor can provide 3. The proposed route which includes a complete listing of the roads, sidewalks, waterways, and trails to be used. Include start and finish lines and indicate the direction in whichthe 4. Ar routing plan, which demonstrates the roads or portions of roads requested to be closed to vehicular traffic during the event. Include a plan to resolve potential conflicts with people needing to access residences, businesses, and public facilities as well as a plan to address 5. Proposed locations for barricades, signs, meter bags, volunteers and police. Please note that volunteers will be required at any barricades that Town staff will not be stationed. 7. Please be aware that a 15-foot wide emergency access lane is required throughout the event site. (In other words, no permanent or immovable structures may be erected on the 8. Please be aware that pedestrian access must be maintained on public sidewalks throughout  road closures, barricades, event command center and security  how organizers will deal with emergencies. traffic must provide a Traffic Control Plan traffic control plan may be required.  detailed instructions on what is required as a part of your traffic control plan.  event will move.  any public transportation that might be affected.  6. The timeline of the closures.  route) the_route.    TOWNOF BEDFORD MFK. UIBERTV. MAPPINESS. Application Conditions  Ihave understood and comply with the Insurance Requirements as described in the Town of Bedford Iunderstand that Ia am required to pay the corresponding non-refundable application fee for this event before the submission deadline, and that my application will not be reviewed until this payment has Iunderstand that additional fees, rental expenses, permits, and requirements will apply depending on event location and needs that all necessary fees & deposits, insurance, outside permits, etc. must be Ihave read and understand the Town of Bedford Special Events Policy and agree to abide by  Special Events Policy. been received.  submitted before the issuance of the event permit  these Town policies.  Iagree to conform to all town, state, and federal laws and regulations.  Iaccept responsibility for the general cleaning and removal of trash, recycling, etc. from the premises. In the event that the site area is not cleaned after use, the cleanup fee may be taken out of the deposit or the applicant willl be billed for additional clean-up by the Town of Bedford. Iagree to be accountable for any damage to the event site as well as surrounding properties resulting lagree to pay all required fees to the Town of Bedford and acknowledge that failure to pay the As an authorized representative for the above requested special event, I have read and understand all  from event activities and/or attendees.  required fees will result in the cancellation of proposed Special Event. of the Special Event Permit Appliçation conditions and requirements  Applicant signature:  Date:      TOwN OF BEDFORD UFE. SIBERTV. MAPPINEES.  RELEASE ANDI INDEMNITY, AGREEMENT, PERMITTEE  AGREEMENT TOI RELEASE AND INDEMNIFY THE TOWN OFI BEDFORD, VA FOREVENT  TOBEH HELD ON_  20_ BY  Entity/permittee  Inc consideration oft the issuance oft the permit herein applied for by the TOWN OFI BEDFORD, VA (hereinafter "Town")to To the fullest extent permitted by law, Permittee shall release, indemnify, keep and save harmless the Town its officers, officials, agents and employees (hereinafter collectively "Releases") from any and all responsibility or liability for any and all damage or injury ofanyk kind or nature whatever (including death resulting therefrom) to all persons, whether, officers, officials, agents or employees of the Town or third persons, andt to all property proximately caused by, incident to, resulting from, arising out of or occurringi in connection with Permittee' 's use or occupancy oft the Town's] parks, trails, sidewalks, rights-of-way and/or pedestrian ways or alternative routes as may be permitted pursuant a permit (or by any person acting for Permittee or for whom Permittee is or is alleged tob be in any way responsible), whether such claimi is based in whole ori inp part on contraci, tort (including alleged active or passive negligence or participation in the wrong) or upon an alleged breach of any duty or obligation on the part ofl Releases. The provisions oft this agreement shall include any claims for equitable relief or for damages (compensatory or punitive) against the Releases including alleged injury tot the business of any claimant, and shalli include any and all losses, damages, injuries, settlements, judgments, decrees, awards, fines, penalties, claims, cost and expenses. Expenses as used herein shall include without limitation the costs incurred by Releases in connection withi investigating any claim or defending any action, and shall alsoi include reasonable attomey's fees! by reason oft the assertion of anys such claim against Releases. Permittee expressly understands and agrees that any insurance protection required as a condition to the issuance oft the permit herein applied for, or otherwise provided byl Permittee, shall int no way limit Permittee's responsibility to release, indemnify, keep and: save harmless and defend Releases as! herein provided. Permittee expressly accepts those portions oft the Town's! parks, trails, sidewalks, rights-of-way and/or pedestrian ways tol be used for the eventi identified in Permittee' 's application for a permit (hereinafter the' "Event") and any alternative route used int their Thei intention of Permittee and the Town is that this release and indemnity be incorporated into any permit for the Event issued by the Town. Iis further the intention oft thel Permittee and the Town that this release andi indemnity be broadly construed and applied  (hercinafter "Permittee") for the above event and other gooda land  valuable consideration, Permittee hereby agrees as follows:  present condition. ini favor of Releases. Signedt this_ APPROVED. ASTOFORM By: Town Attomey STATE OF VIRGINIA COUNTYOF.  dayof_  20  Name of Permittee/Entity Name ofl Representative, Title  By:  Notary Public for said State and County, do hereby certify that  personally appeared before me this day andacknowledged  authorization and the due execution of the foregoing instrument on behalfof_  Witness my hand and official seal, this the_  day of  20_  My Commission Expires: [SEAL]  Notary Public    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Request to Close Streets YMCA's Annual Peaks Otter Christmas Classic Foot Race Bedford Area Family YMCA  DATE OF COUNCIL MEETING: September 24. 2024  DATE: September 17,2024  PRESENTATION:  The Bedford Area Family YMÇA is requesting permission to hold the YMCA's Annual Peaks Otter Christmas Classic Foot Race on  Saturday, December 7,2024, and to close the following streets:  The 5K course will starta at the! Bedford Baptist Church. Starting at thee exit, enter across Oakwood St. andt turn! leftt then continue on Oakwood, turnt right onl Longwood, theni right onto Hampton Ridge, left turn on Locust St. then left onto Elm St., right turn! back onl Longwood Ave., turn right into Old Bedford Middle School parking lot, across parking lot then turnr right ontol Peaks St., right onto Whitfield Dr., right on Oakwood St., cross over Oakwood St and backi into the exit of Bedford Baptist Church. They are also They: are requesting that ther right lane oftraffic be closed offusing cones! beginning atl Longwood Baptist Church, and continuing tol Elm Street on Longwood. This will provide our participants with ane extra margin ofs safety on Longwood Street. This roady will Ther race: start time will remain thes samei iny years past, 8:30a.m. with approximately 6001 runners participating. Al letterwilll bes sent They will notify thel Fire Department, Police Department and Bedford County Fire & Rescue oft the street closings. The residents oft the  requesting the use ofl Newton Cir. as part of the Kids Fun Run I mile.  need tol be coned offf for thei inside line to be used for participants from 7:30am- 11:00am.  to the residents oft that area.  affected streets will also be notified and willl have ingress and egress to their homes.  ACTION REQUESTED:  Town Council is requested to approve the closing oft the above streets fort the YMCA's Annual Peaks Otter Christmas Classic Foot Race  from 7:30 a.m. to 11:00 a.m. on December 7,2024.  YES NO OTHER  ROUTING  DATE: DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. C) LT. () () () COMM. DEV. () POLICE ()) () ELECTRIC () PUBLIC SERV. () ()() () ENGINEERING () OTHER ()() () FINANCE () () () FIRE DEPT. () () () () H.R.  ) )  APPROVED () FOREMAN  - ) ()    TOWN OF BEDFORD uFE. MBERTV. HAPPINESS. Please submit applications to: Town of Bedford Town Manager's Office 215 East Main Street Bedford, VA 24523 (540)587-6001  SPECIAL EVENT PERMIT APPLICATION  Date of Event: 1a//A024  Event Title: Event Type:  Peaks of DHur Chrstmes Classic  Special Event - Organized activity occurring for a limited or fixed duration & presented to a live audience that utilizes, impedes, or has impact on Town property or right-of-way for entertainment, commercial, cultural, recreational, education or social purposes. Examples are general events, General Event - Organized activity that has a stationary footprint in an identifiable location for a specific duration of time. Events often include amplified noise, food, beverage, merchandise, and/or other forms of entertainment. Examples include festivals, fairs, performances, rallies, markets, Race/Walk, Parade - Organized activity involving running, biking, walking or other means of transportation, involving three or more participants and utilizing a fixed course that invoives the use or obstruction of Town street right-of-way, sidewalks, trails and/or greenways. Neighborhood Event - Organized small-scale activity that closes an individual block or a small number of blocks on a local-service residential street. Initiated by and intended to attract only local  race/walks/parades and neighborhood events.  concerts, and other similar events.  residents. Not intended for the general public.  Location of Event:  Bed-ford Baphist Church  ponsoning/Production Organization: ibn Bedford Aea FamilyymcA  54-1140513  Applicant Status: A Not for profit, Federal Tax ID:  For profit  Event Organizer/Contact Person: Jordon Overshreet  Phone: (540)586-3483  Cell: (60)874-4869  Email:. Jovushert @byfohncA-Or% Organization Mailing Address: III Turnpike Rond Event Website: Chshmasclassic5k.Com Day of Event Contact: Jordan Overshreet  City: Bedford  State:. VA  Zip: 24523  Cell: 40.804-4g41  Email: aagknet pichar@laiahm.-og    TOWN OF BEDFORD UFE. LBESTTAHAPPES,  Description and purpose of Event (this should be a few sentences about your event and will be included Chrishmas Cossic Pace, IChDS a5E Lace aso  on y9ur permit):  a miut hoe Kids,  Event Operating Hours Start Time: 8:30am Event Operating Hours End Time: Event Setup Start Time: L!00 a Event Breakdown time: 1130am  l00om  If this is race, walk, or parade please indicate start and finish times:  Start Time: 8:30 A.MyP.M. Finish Time:  A.M./P.M.  Estimated Event Attendance: LDO Approximate # of Event staff: ID  Approximate # of Event Volunteers: ID  Will streets need to be closed for this event/Ayes/JNo  What streets willl be closed? (please spgcify, example - Peaks St. between 3rd&4th Streets):  DAKwbod Sherk pnqwnod ANL phon aday Gim' SMuk Number of barricades required: DAKwad Shyent Lonqwnod Ave ophn lidog Eh Shreer  Pedcs Syad Whirheld Drive Nuphun Cvck - rhily Cone LCMng coned ofF  Location for the, barricades to be dropped off/picked up (must be the same):  Racs Shet Wikhgid, Drve Nwhyn Curck  *Barricades that are removed from thoroughfares should be placed neatly to the side - out of the path of vehicles, pedestrians, handicap ramps and crosswalks. Barricades must be returned in same condition as they were issued. Repair/replacement cost of $60.00 per barricade will be charged to the permittee.  Public Safety/Traffic Control: Mellb    TOWN OF BEDFORD MAFR. UBERTV. MAPPINESS.  Event Components (select all that apply): Amusement Rides (Must be inspected) Inflatables (MUST be inspected) Tents (may require permit) Food / Merchandise Vendors Live Music Animals Floats Vehicle Cycling Race: 1 mile to 10K Walk Other - Please specify:  Alcohol (An event will be required to provide a copy of an ABC license if the event will sale or distribute alcohol inany capacity, including providing complimentary alcohol only to ticketed or registered, participants and similar  arrangements):  Yes, this event will involve the sale of alcohol. sales, such as event participation fees or cup fees.  ]Yes, there will be alcohol at this event but there will be no sale of alcohol or any alcohol-related  No  Food: (All Food Services must be inspected and approved by the Health Dept. PRIOR to event)  Yes, this event involves food services and I will attain any required permitting as mandated by the  Health Dept.  No, this event does not involve food services  Portable Restrooms (Minimum Portable Toilet Requirement is 1 for every 300 persons with 5% being ADA  compliant): (Yes No Amplified Sound: Yes Describe: Start and finish times: 4 No Vendors:  Number of regular units: 8  Number of ADA complaint units:  O  Yes - Provide number of and type of vendors:  No Electrical service:  Yes - Event will provide its own power source in the form of a generator Yes - Event will need the Town of Bedford Electric Dept. to provide power  No Event does not need power    TOWN OF BEDFORD MIFR. UBERTV. MAPPINESS.  Event Plans: Submit Site Plan, Emergency Action Plan & Traffic Control Plan  Site Plan: Provide a Site Plan of the event clearly llustrating the footprint of the entire event venue and/or event route including set up, staging, transition and finishing areas, the location of entrançes and exits, retail, food, and alcoholic beverage vendors, controlled alcohol consumption areas, tents, stages, bleachers, grandstands, fencing, amplified sound, signs or banners, portable restrooms, electric and water hookups, generators, first aid stations, fire extinguishers, garbage and recycling receptacles, hazardous materials, exhibits, amusement rides, inflatables, parking, Emergency Action Plan: Provide an Emergency Action Plan (EAP). This plan should identify who will serve as the EAP representative and emergency contact, on site medical care and security with contact information, emergency access, crowd managers, emergency notification methods, and Traffic Control Plan: Provide a Traffic Control Plan (TCP). Events which impact the normal flow of For events that propose to close major arterial roads or multilane roads, an engineered  road closures, barricades, event command center and security  how organizers will deal with emergencies. traffic must provide a Traffic Control Plan  traffic control plan may be required.  The plan should include a detailed description of the following. The permit processor can provide 3. The proposed route which includes a complete listing of the roads, sidewalks, waterways, and trails to be used. Include start and finish lines and indicate the direction in which the 4. Ar routing plan, which demonstrates the roads or portions of roads requested to be closed to vehicular traffic during the event. Include a plan to resolve potential conflicts with people needing to access residences, businesses, and public facilities as well as a plan to address 5. Proposed locations for barricades, signs, meter bags, volunteers and police. Please note that volunteers will be required at any barriçades that Town staff will not be stationed. 7. Please be aware that a 15-foot wide emergency access lane is required throughout the event: site. (In other words, no permanent or immovable structures may be erected on the 8. Please be aware that pedestrian access must be maintained on public sidewalks throughout  detailed instructions on what is required as a part of your traffic control plan.  event will move.  any public transportation that might be affected.  6. The timeline of the closures.  route) the_route.    TOWN OF BEDFORD LFE. MBETAMAPPANENS Application Conditions  Ihave understood and comply with the Insurance Requirements as described in the Town of Bedford Iunderstand that I am required to pay the corresponding non-refundable application fee for this event before the submission deadline, and that my application will not be reviewed until this payment has Iunderstand that additional fees, rental expenses, permits, and requirements will apply depending on event location and needs that all necessary fees & deposits, insurance, outside permits, etc. must be Ihave read and understand the Town of Bedford Special Events Policy and agree to abide by  Special Events Policy.  been received.  submitted before the issuance of the event permit  these Town policies.  lagree to conform to all town, state, and federal laws and regulations.  Iaccept responsibility for the general cleaning and removal of trash, recycling, etc. from the premises. In the event that the site area is not cleaned after use, the cleanup fee may be taken out of the deposit or the applicant will be billed for additional clean-up by the Town of Bedford. Iagree to be accountable for any damage to the event site as well as surrounding properties resulting lagree to pay all required fees to the Town of Bedford and acknowledge that failure to pay the As an authorized representative for the above requested special event, I have read and understand all  from event activities and/or attendees.  required fees will result in the cancellation of proposed Special Event. of the Special Event Permit Application conditions and requirements  8/2x/24  Applicant signature:  Date:  fohD    TOWN OF BEDFORD MPR. LSRVV. MADPINESS.  RELEASE. AND INDEMNITY AGREEMENT, PERMITTEE  AGREEMENTTORELEASE,AND INDEMNIFY THE TOWN OFI BEDFORD, VAFOR EVENT  CriShmas Clossic 5K  TOBEHELDONDeL 7 20_EBY  Bedhoro Aeh Famly YCA ddan Dusheut  Entity/permittee  Inc consideration of the issuance of the permit herein applied for by the TOWN OF BEDFORD, VA (hereinafter "Town")t to  (hereinafter "Permittee") for the above event and other good and  valuable consideration, Permittee hereby agrees as follows:  Tot the fullest extent permitted by law, Permittee shall release, indemnify, keep and savel harmless the Town its officers, officials, agents and employees (hereinafter collectively "Releases") from any and all responsibility or liability for any and all damage or injury ofany kind or nature whatever (including death resulting therefrom) to all persons, whether, officers, officials, agents or employees of the" Town or third persons, and to all property proximately caused by, incident to, resulting from, arising out of or occurring in connection with Permittee's use or occupancy ofthe Town's parks, trails, sidewalks, rights-of-way and/or pedestrian ways or alternative routes as may be permitted pursuant aj permit (or by any person acting for Permittee or for whom Permittee is or is alleged tol be in any way responsible), whether such claimi is based in whole or inj part on contract, tort (including alleged active or passive negligence or participation in the wrong) or upon an alleged breach ofa any duty or obligation ont the part of1 Releases. Thej provisions of this agreement shall include any claims for equitable relief or for damages (compensatory or punitive) against the Releases including alleged injury to the business ofany claimant, and shall include any and all losses, damages, injuries, settlements, judgments, decrees, awards, fines, penalties, claims, cost and expenses. Expenses as used herein shall include without limitation the costs incurred by Releases in conncction with investigating any claim or defending any action, ands shall alsoi include reasonable attomey's fees by reason ofthe assertion ofa any such claim against Releases. Permittee expressly understands and agrees that any insurance protection required as a condition tot the issuance of the permit herein applied for, or otherwise provided by Permittee, shall ini no way limit Permittee's responsibility to release, indemnify, keep and save harmless and defend Releases as herein provided. Permittee expressly accepts those portions of the Town's parks, trails, sidewalks, rights-of-way and/or pedestrian ways to be used for the event identified inl Permittee's application for aj permit (hereinafter the "Event") and any alternative route used in thçir Thei intention of Permittee and the Town is that this release. andi indemnily be incorporated into any permit fort the Event issued by the Town. Iti is further the intention of the Permittee and the Town that this release andi indemnity be broadly construed and applied in  present condition. favor ofReleases. Signed this_ APPROVED ASTOF FORM Permittee/Entily By: Town Attomey STATE OF VIRGINIA COUNTY OF  day of_  20_  Name of By:  Name of Representative, Title  a Notary Public for said State and County, do hereby certify that  personally appeared before mc this day and  acknowledged authorization and the due execution of the foregoing instrument on behalfof_  Witness my hand and official: seal, this the_  day of  20_  My Commission Expires:    TOWN OF BEDFORD uFE. BERTV. HAPPINESS  Special Events Permit Application  Feel free to contact the Town of Bedford (540) 587-6001 if you need assistance or have questions  The Town of Bedford (hereinafter the "Town") seeks to regulate the use of streets, sidewalks, and greenways in the Town for all organized special events, with the purpose of protecting the health and public safety of citizens, and limiting the inconvenience to residents, businesses, and places of worship and learning. Furthermore, the Town desires to establish a straightforward and accountable process for event organizers and enable public agencles to manage these events in a cost-effective and coordinated way. Special Event Permits are required for all events when any portion of the event occurs on or in a Town of Bedford public street, plaza, park, trail, greenway, or sidewalk and not held entirely within a Bedford The Town has established additional guidelines in its Special Events Policy. This Policy is the governing documents for all events and it is the applicant's responsibility to consult this document prior to submitting as Special Events Permit Application to ensure that Town requirements are understood and adhered to. Please review the entire application and complete it as accurately as possible to aid us in expediting your permit request. Applying for an event does not guarantee that your event will be approved. The Town assumes no liability should an event not be approved. Selling tickets, advertising, gaining sponsorship and other activities done prior to event approval is done at the risk of the event organizer. The following synopsis of the permitting process takes place once your application is received: 1. Submit applications including the application fee in accordance with the Advance Notice a. Event Plans (Site, Emergency & Traffic Control) to also be submitted at this time  County Park or on privately maintained property or roads.  requirements established in the Special Events Policy 2. Date & location of event tentatively reserved 3. Request reviewed by Town staff & Councit 4. Adjust plans as required 5. Receive conditional approval 6. Complete all outstanding requirements 7. Receive Special Event Permit  8. Event  The following fee schedule will be established and shall be paid in full by the applicant: 2. Town personnel shared cost (Town will determine the number of personnel required)  1. $50 Special Event Permit Application Fee (non-refundable),  20% of Town personnel cost (typical)  25% of Town personnel cost if event is held on a Town recognized holiday    Christmas Classic 5K Course  CaBdost MeToItE DRR M  Topof the Hill  US  Start/Finish: ttopiGren  HORABO MpCuch"  Logond  Water-Station    dadBpRsGrreD  ClyBpch Maryfiturch    the -  Wel builds strongk kids, sirong! families, strong communities.  Executivel Director Mary. Jol Boone  Mr. Bart Warner Town Manager, Bedford City P.O. Box 807 Bedford, VA. 24523 DearMr. Warner,  Jul.31,2024  lwould like request permission to conduct the 45th YMCA's Annual Peaks Otter Christmas Classici foot race. The course will! be the downtown loop, whichi is the The 5K coursewill start ati the Bedford Baptist Church. Starting at the exit, enter across Oakwood St. andi turn left then continue on Oakwood, turn right on Longwood, thenrightonto Hampton Ridge, left turn on Locust St. then left onto Elm St., right turn! back on Longwood Ave., turn right into Old Bedford Middle School parking! lot, across parking lott then turn right onto Peaks St., right onto Witfield Dr., right on OakwoodSt., cross over OakwoodSt. and back into the exit of Bediordeaptatchurhiam: also requestingt the use of Newton Cir. as part of lwould like to request that the right lane oft traffic be closed off using cones beginning at Longwood Baptist Church, and continuing to Elm Street on Longwood. This will provide our participants with an extrar margin of safety on Longwood Street. This road will need tol be coned off for thei inside line tol be The Date for this is Saturday, December 1, 2024. The race start time willr remain the same iny years past, 8:30A AM with approximately 600r runners participating. Also a letterwill be: sent to the residents of that area.lhave enclosed the letter  same asi iny years.  the Kids Fun Run 1mile.  used for participants from 7:30am- 11:00am.  and ar racecourse maps.  Sincerely, Jordan Overstreet Race Director Bedford Area YMCA 540-586- 3483  BedfordAres Folyy YMCA 111T TumpkeRd, PO.Box) 1026, Bedard, VA 24523 5405 586-3483 lax 5405 587-5310    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Presentation Central Virginia Safety Action Plan DATE OF COUNCIL MEETING: September 24, 2024  DATE: September 16, 2024  PRESENTATION:  The Central Virginia Planning District Commission (CVPDC) is guiding the development oft the Central Virginia Safety Action Plan. A planning process toi identify implementable solutions, usingt the Safe System. Approach, tor reduce andj prevent deaths ands seriousi injuries for allt transportation users alongt the CVPDC planning areai roadways. Over thes next eight( (8) tot ten (10) months, project consultants EPRF PC The Central Virginia Safety Action Plan was funded throughas $280,000U.S. DOT's! Safe Streets and Roads for AII(SS4A)grant, which CVPDC staffv will provide an overview oft the Safe Streets and Roads for All program, information about the U.S. DOT and VDOT Safe  and Kimley-Horn will guide a data-driven, comprehensive stakeholder and public outreach andi input process.  was matched with $70,000 CVPDC funds.  Systems Approach, accident data, and the pending plan development process.  Attachment shares an overview oft the Central Virginia Safety Action Planj presented by the CVPDC: staff.  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. () I.T. () () () COMM. DEV. () POLICE () () () ELECTRIC C) PUBLIC SERV. () () () () ENGINEERING ( ) OTHER () C) () FINANCE ()() () FIREDEPT. () () () () H.R.  ) () )  () ()    GABG CENTRAL VIRGINIA SAFETY ACTION PLAN  Safe Streets forAll  The Central Virginia Planning District Commission (CVPDC), which serves the Counties of Appomattox, Amherst, Bedford, Campbell, and the City of Lynchburg, was recently awarded an SS4A (Safe Streets and Roads For All) grant from the U.S. Department of Transportation (USDOT) to develop a Regional Safety Action Plan. Over the next 8 to 10 months, regional stakeholders, alongside our working group, will guide the development of the Central Virginia Safety Action Plan (CVSAP) to identify implementable solutions to reduce and prevent fatalities and severe injuries on our roads. By utilizing a Safe System Approach, this plan will align with the USDOT's goal of achieving zero roadway deaths. Through this planning effort, we aim to create safer roads for all users, including pedestrians, bicyclists, public transportation users, motorists, personal conveyance and micro-mobility users, and commercial operators. Each one of us has a role to play in reducing death and serious injuries on our  VAG De Safe Vehicles  dens SafeRoad Users  - Safe Speeds  Post-Crash Care  Roads Safe RESPONSIBILTVISS SHAREO  Source: FHWA.  roadways.  -  a  175vehicle drivers/occupants  25 pedestrians  19 motorcyclists  1bicyclist  So6  Fatalities in the Central Virginia Planning District Commission Region (2018-2023)  V    GABB CENTRAL VIRGINIA SAFETY ACTION PLAN  Safe Streets for All  What can you do to help?  Slow Down. Higher speeds lead to more severe injuries for drivers, passengers, and other road users  SLOW DOWN  during a crash.  Stay Alert. Be aware of other road users, especially pedestrians and cyclists; adjust your driving during  severe weather or other events.  Spread The Word. Tell your family, friends, and colleagues about the planning process.  Get Involved. Attend one or more public events and join us at our focus groups or stakeholder meetings to share your thoughts on the community's safety  challenges.  Take the Survey. Scan the QR code below to visit our website and provide your feedback on safety concerns  in the region.  For more information, please visit  nyuricom/cvpdc-sep or contact Kelly Hitchcock at. elyhich.ckgoupdcorg  (434)845-3491    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Appropriation of Funds for an Order ofTransformers DATE OF COUNCIL MEETING: September 24, 2024  DATE: September 19,2024  PRESENTATION:  The Electric Department is planning fori future growth oft thes system fromj private residential development. The current supply chain delay requires that specialized equipment, such as transformers, be ordered almost ay year in advance. The Town estimates that $150,000 of transformers willl be needed forp proposed development, andt the department would liket toi requesta ab budget appropriation: for 50%oft thet total cost. The appropriation of$75,000 will allow thel Electric Department to complete ap purchase order with the vendor fort transformers. Staff feels that ordering 50% ofthea anticipatedi transformers needed will allow the department tor respond timely to new: service requests.. Ast the project development moves forward, staffwillr request budget funding for additional transformer orders. Thet total estimated project cost was  based on current contract prices plus a 5.0% contingency fori inflation.  ACTION REQUESTED:  Town Council is requested to approve the below budget amendment which will appropriate budget to the general ledger accounts  listed. Budget Entry: Expenditure Decrease 59989600-590001 Expenditure Increase 59981940-582418  Contingency  $75,000 $75,000  Infrastructure Improv & Extend  YES NO OTHER  ROUTING  DATE: DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. () LT. ()() () COMM. DEV. () POLICE ()() () ELECTRIC () PUBLIC SERV. () ()) () ENGINEERING - () OTHER ()() () FINANCE ()() () FIRE DEPT. () () () () H.R.  ) ) ()  APPROVED () FOREMAN  ( ) ()    TOWN OF BEDFORD, VIRGINIA TOWNCOUNCIL ACTION FORM  ITEM: Electric Utility Rate Study Contract DATE OF COUNCIL MEETING: September 24. 2024  DATE: September 20.2024  PRESENTATION:  On. July 17, 2024, al Request for Proposals (RFP) was released top procure an on-call term contract for electric utility rate services. The proposal included options forau utility rate: study, rate/billl benchmarking, review ofthep power costa adjustment, and other miscellaneous rate- related analysis and recommendations. The contract term is for a one-year period with the option to renew for four successive one-year periods. The" Town received two proposals byt the RFPO deadline. The RFP Committee was asked toe evaluate thej proposals ont the following  factors:  50%- Prior experience of the firm inj providing the services requested herein. 30%- Qualifications and experience ofkey personnel to be assigned to the project. 20%- Estimated cost ofs service, including rates of labor, expenses and miscellaneous fees. Based on the evaluation of the committee, the highest ranked proposal was Raftelis.  ACTION REQUESTED: the RFP.  Town Council is requested to grant approval for the Town Manager to enter into a contract with Raftelis for contract services based on  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. C) I.T. ()() () COMM. DEV. () POLICE () () () ELECTRIC () PUBLICSERV. () () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIRE DEPT. () () () () H.R.  ) )  ( - ) ()    OF BEDFO  17    767 VIRGINIP  UFGINIE  RESOLUTION In Recognition Of  WWIIU.S. MARINE PRIVATE FIRSTO CLASS MORRIS EVERETT CANADY  WHEREAS, Morris Everett Canady was born on March7,1 1921, in Bedford County, Virginia and raised in Goode; and WHEREAS, following the attack on Pearl Harbor on December 7, 1941, Mr. Canady enlisted with the Marines on WHEREAS, after attending basic training at the Marine's Paris Island base in South Carolina, he was assigned to Company C(Charlie Company), 1"1 Battalion, 7 Marine Regiment, 3ni Marine Brigade, 1"Marine Division, andt then WHEREAS, while at sea serving aboard the USS Fuller, Mr. Canady was promoted to Private First Class on April 10, 1942. That same moth, PFC Canady's Regiment was deployed to the Pacific, eventually landing on Guadalcanal on September 18 with orders to strengthen the airfield perimeter of Henderson Field and to conduct patrols southwest WHEREAS, during the six-month Battle of Guadalcanal, PFC Canady was killed in: ai firefight with Japanese forces on September 24, 1942.1 He was buried by his fellow Marines inat temporary gravel between Henderson Field and Mount WHEREAS, Private Canady was the first Bedford County Serviceman tol be killedi in action: after the United States had entered the war, and was awarded the Purple Heart: andt the Presidential Unit Citation for the Actions ofthe 1") Marine Division int the Pacific on) July 12, 1943, and the Victoryl Medal World War Ilon) November 14, 1947;and WHEREAS, PFC Canady's remains could not be recovered until the cessation of hostilities; multiple searches by numerous: agencies in they years during and followingt the war failed to yield the remains oft the fallen; and WHEREAS, from 2014t to 2023, renewed efforts utilizing updated technology located the fragments of human remains, including PVF Canady, which were then identified through DNA. PFC Canady's nephew, Jimmey E. Canady, was instrumental in providing DNA: and being the key contact with the Marine Corps: and Department ofl Defense; and WHEREAS, PFC Canady remains were finally brought home to his family after 82 years, and will be interred at the Now,THEREFORE, BEI ITl RESOLVED, that the Bedford County Board of Supervisors and the" Town Council of Bedford dol hereby recognize and honor the supreme sacrifice madel by Marine Private First Class Morris Everett Canady. and offers their sincerest appreciation and respect for his service to our County: and, indeed, to the free world.  January 20, 1942; and  deployed tot the South Pacific; and  toward Mount Austen and then west to the Matanikau River; and  Austen; and  Canady family gravesite on September 28, 2024.  Edgar Tuck, Chairman Bedford County Board of Supervisors September 23,2024  Timl Black, Mayor Town Council of Bedford September 23, 2024