City Council Work Session

AGENDA City of Williamsburg City Council Work Session Monday, October 7, 2024 The City Council Work Session will be held Monday, October 7, 2024 in the Stryker Center, 412 N. Boundary Street commencing at 4:00 PM. Page 1. CALL TO ORDER 2. ROLL CALL 3. ITEMS FOR CITY COUNCIL MEETING OF A. Council Preview B. Public Comment 4. BACKGROUND PRESENTATIONS/DISCUSSION A. A Presentation and Discussion Regarding the Progress and Completion 3 - 12 of GloFiber’s Installation of Fiber Throughout Williamsburg - Chris Kyle, VP of Regulatory and Industry Affairs, Shenandoah Telecommunications B. Presentation of the Williamsburg Descendants Scholarship Program - 13 - 18 Andrew Trivette, City Manager 5. CITY COUNCIL COMMUNICATIONS 6. OPEN FORUM 7. CLOSED SESSION A. Closed Session Pursuant to the Code of Virginia Sec. 2.2-371 Pursuant 19 To Subparagraph 29 For the Discussion of a Public Contract Involving the Expenditure of Public Funds, Including Interviews of Bidders or Offerors, and Discussion of the Terms or Scope of Such Contract, Where Discussion in an Open Session Would Adversely Affect the Bargaining Position or Negotiating Strategy of a Public Body Regarding Schools; One Property Matter Per Subparagraph 3 Regarding Acquisition of Property For Economic Development Of Which Discussion in an Open Meeting Would Adversely Affect the Bargaining or Negotiation Strategy of the Public Body; and One Personnel Matter per Subparagraph 1, Concerning Appointments to Boards and Commissions B. Certification of Closed Session 20 8. ADJOURNMENT The City Council invites public comment on any subject during "Open Forum." To speak, fill out a Speaker's Card (available at the door) and give it to the Clerk of Council. Please direct all comments to the Chair, limited to 5 minutes. Thank you.  City Council Work Session Agenda Item Summary Related Goal Staff Contact Engaging with our Partners Mark Barham, Chief Information Officer Agenda Item Wording A Presentation and Discussion Regarding the Progress and Completion of GloFiber’s Installation of Fiber Throughout Williamsburg - Chris Kyle, VP of Regulatory and Industry Affairs, Shenandoah Telecommunications Background Information The City Council approved a franchise agreement in September of 2021 allowing GloFiber to install a “fiber to the user” broadband network throughout the City using public rights-of-way. The agreement requires the installation to occur city wide and be completed within 48 months of its approval. Now at 36 months of work underway, Shantel’s VP of Regulatory and Industry Affairs, Chris Kyle, will provide an update on the status of the Glofiber build out and installation across the city. Previous Relevant Action September 9, 2021 - City Council Approved a Franchise Agreement with Shenandoah Cable Television, LLC (Shentel) to install GloFiber throughout the City Staff Recommendation N/A Attachments Williamsburg City Glofiber Update Oct 2024 Page 2 of 10 Williamsburg City October 2024 Update  Glo Fiber Progress Built/Complete – 2,100 homes (28 miles) Remaining Construction • 500 homes (4 miles, in process, YE 2024) • 3,000 homes (requiring access agreements for HOAs/MDUs) Page 3 of 10 Ride out with City Inspector 9/20 • 5 projects reviewed • Plan for hardscape/pavement fixes (Oct) Met with City leadership 9/25 to discuss complaint/resolution process going forward (to optimize City resources/time) Mitigation Plan, and Improved Communication “Priority List” of outstanding issues with mitigation actions • Quantify and target efforts to quickly fix resident issues • Focus on restoration feedback issues from City (Jack Reed, Aaron Small, & Clark Wallace) • Ride-outs and regular/weekly meetings (determine group and time) • Contractor monitoring and reporting Balance construction activity through 2024/25 that drives additional citizen questions Page 4 of 10 • Limit city resources and time allocated by improved prior notification before work begins in neighborhoods, and quicker restoration • Increased number of sandwich boards in active construction areas • Ensuring mailers are re-sent if construction begins later than originally expected • Providing contact cards to Council Members for use in their daily interactions with residents • Improve communication during final stages of work before we leave neighborhood • Damage complaints – contact forms, customer service calls, and social media tracking • Monthly summary reports to the City from our “Damage & Complaint Tracker”  Glo Fiber Customer Communications Page 5 of 10 Pre-Construction Construction Post-Construction Installation Residents can call 1-866-997-6474 to register complaints or complete a contact form at: https://www.glofiber.com/construction/contact-us  Increased Signage - Sandwich boards at beginning/end of work zone - Yard signs close to active crews Page 6 of 10  Glo Fiber Aerial Construction • Traffic Control Shentel learnings • Bucket Trucks • Tree trimming focus • Splicing Trailers Page 7 of 10 Pre-Construction Construction Post-Construction Installation  Glo Fiber Underground Construction Page 8 of 10 Shentel Efforts Williamsburg Residents • Prior communication (mail, door • Don’t understand their property line, hangers, sandwich boards) versus public ROW • Ask citizen to call 866 number • Have expensive • Proper traffic control, and Pre-Construction Construction Post-Construction vegetation/grass/structures Installation in the Restoration (need to emphasize public ROW “citizens expectations” to • Feel passionately about any work contractors) around their property (even though this represents an infrastructure upgrade)  Summary & Next Steps • Continue to address any open complaints to full resolution • Priority list from City paired with ride-outs • Continued updates to City leadership Page 9 of 10 • 2,056 homes are active in the City • Schedule summary trouble report meetings (determine group/time) Pre-Construction Construction Post-Construction Installation Register Complaints: 1-866-997-6474 https://www.glofiber.com/construction/contact-us  Partial Williamsburg City Priority List (9/23) Page 10 of 10  City Council Work Session Agenda Item Summary Related Goal Staff Contact One Williamsburg Andrew Trivette, City Manager Agenda Item Wording Presentation of the Williamsburg Descendants Scholarship Program - Andrew Trivette, City Manager Background Information On July 8, 2021, the City Council adopted Resolution #21-05 that directed the City Manager to create a City of Williamsburg Truth and Reconciliation Committee. The Committee was formed as a City Manager's Working Group and met through July 2023, during which time it initiated a community dialogue about systemic racism, racial inequity, and racial injustice. On July 10, 2023, the Committee members presented its report and its recommendations to City Council. The report included five recommendations, each with numerous suggested action steps. At its November 6, 2023 meeting, the City Council selected student scholarships as one of two advancements for the City to pursue during the remainder of this two-year GIO cycle that ends December 31, 2024. The Williamsburg Descendants Scholarship Program will provide scholarships for degree or certificate programs to City residents with African American ancestors who lived in the City of Williamsburg prior to 1964 when the Civil Rights Act was enacted. The scholarships will help address disparities caused by the generational effects of racism. Outside donors can contribute to the fund. Previous Relevant Action 07/08/2021 - City Council adopted Resolution #21-05 Directing the City Manager to Create a City of Williamsburg Truth and Reconciliation Committee 07/10/2023 - Presentation of the Truth and Reconciliation Committee Report to City Council by the Committee Members 09/11/2023 - Staff presented proposed advancements of the Truth & Reconciliation Report to City Council 11/06/2023 - The City Council identified student scholarships as one of two advancements for the City to pursue during the remainder of this two-year GIO cycle that ends December 31, 2024. Staff Recommendation  None Attachments TRC Scholarship Page 2 of 6 Page 3 of 6 2023 TRUTH & RECONCILIATION REPORT WILLIAMSBURG DESCENDANTS SCHOLARSHIP  ADVANCEMENT STUDENT SCHOLARSHIPS RECOMMENDATIONS ACTIONS 5. Name It. Claim It. Fix It. City provides seed money to launch Outside donors can contribute to Page 4 of 6 a scholarship fund for degree or this fund. certificate programs, then replenishes a certain amount into Scholarship fund helps address the fund each budget cycle disparities caused by the generational effects of racism. Scholarship available to City residents with African American ancestors who lived in the City of Williamsburg prior to 1964 (Civil Rights Act).  HOW IT WORKS SCHOLARSHIPS FUND • City launches the fund with $250,000. • Scholarship amount: $5,400 per year, per person; no more than four years. Page 5 of 6 • Not accounting for outside donations, this fund allows for approximately four new students per year to receive the scholarship. o $5,400 x 4 (students) = $21,600 o $21,600 x 4 (years) = $86,400 • At one time, we could have 16 students (four at each level of a four-year university) receiving this scholarship. Page 6 of 6 2023 TRUTH & RECONCILIATION REPORT WILLIAMSBURG DESCENDANTS SCHOLARSHIP  City Council Work Session Agenda Item Summary Related Goal Staff Contact Innovating a Modern City Andrew Trivette, City Manager Agenda Item Wording Closed Session Pursuant to the Code of Virginia Sec. 2.2-371 Pursuant To Subparagraph 29 For the Discussion of a Public Contract Involving the Expenditure of Public Funds, Including Interviews of Bidders or Offerors, and Discussion of the Terms or Scope of Such Contract, Where Discussion in an Open Session Would Adversely Affect the Bargaining Position or Negotiating Strategy of a Public Body Regarding Schools; One Property Matter Per Subparagraph 3 Regarding Acquisition of Property For Economic Development Of Which Discussion in an Open Meeting Would Adversely Affect the Bargaining or Negotiation Strategy of the Public Body; and One Personnel Matter per Subparagraph 1, Concerning Appointments to Boards and Commissions Background Information None. Previous Relevant Action None. Staff Recommendation None.  City Council Agenda Item Summary Related Goal Staff Contact Andrew Trivette, City Manager Agenda Item Wording Certification of Closed Session Background Information The City Council is required to certify that only matters covered by the closed session motion were discussed in the preceding closed session. Previous Relevant Action None. Staff Recommendation None.