HomeMy WebLinkAboutCouncil Actions 09-07-99
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34453
ROANOKE CITY COUNCIL
REGULAR SESSION
September 7, 1999
12:15 p.m.
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
1. CaD to Order-RoD CaD. (Vice-Mayor Harris and Councll
Member Hudson were absent.)
The Members of Council will meet with Congressman Robert W. Goodlatte
in the Social Services Conference Room, Room 306, Municipal Building
North.
The meeting was declared in recess at 12:17 p.m., to be reconvened at
12:20 p.m., in Room 306, Municipal Building North.
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ROANOKE CITY COUNCIL
REGULAR SESSION
.September 7, 1999
12:20 p.m.
SOCIAL SERVICES
CONFERENCE ROOM
ROOM 306, MUNICIPAL NORTH
AGENDA
1. Blessing.
2. Lunch.
3. Remarks by Congressman Goodlatte.
4. Remarks by the Members of Council and Acting City
Manager.
1
. At 1 :55 p.m., the meeting was declared in recess until 2:00
p.m., in the City Council Chamber.
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ROANOKE CITY COUNCIL
REGULAR SESSION
September 7, 1999
2:00 p.m.
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CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
1. CaD to Order - RoD CaD. (Council Member Hudson was
absent.)
The Invocation was delivered by Mayor David A. Bowers.
The Pledge of Allegiance to the Flag of the United States of America
was led by Mayor Bowers.
Welcome. Mayor Bowers.
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NOTICE:
Meetings of Roanoke City Council are televised live on RVTV Channel 3.
Today's meeting will be replayed on Channel 3 on Thursday, September 9,
1999, at 7:00 p.m., and Saturday, September 11, 1999, at 4:00 p.m.
ANNOUNCEMENTS:
THE PUBLIC IS ADVISED THAT MEMBERS OF COUNCIL RECEIVE
THE CITY COUNCIL AGENDA AND RELATED
COMMUNICATIONS, REPORTS, ORDINANCES AND
RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE
COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR
REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED
IN OBTAINING A COpy OF ANY ITEM LISTED ON THE AGENDA
MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456,
MUNICIPAL BUILDING, OR CALL 853-2541.
An "Ecumenical Day of Prayer for RaiD" will be held on Sunday,
September 19, 1999, at 4:30 p.m., in the vicinity of Lee Plaza in downtown
Roanoke.
City of RoanokelMarine CorpJNaval Reserves "Toys for Tots" softball
game will be held on Friday, September 10, 1999, at 6:30 p.m., at Wasena
Park No.1.
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A Proclamation declaring the month of September 1999 as Native American
Month.
File #3
A Proclamation declaring Saturday, September 18, 1999, as Roanoke's Day of
Kindness.
File #3
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2.
c.o.NSE~T AGENDA
(Approved 6-0)
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE
CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY
COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE
WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF
DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM
THE CONSENT AGENDA AND CONSIDERED SEP ARATEL Y.
C-l Minutes of the regular meetings of City Council held on Monday, June
7, and Monday, June 21, 1999.
RECOMMENDED ACTION: Dispense with the Reading thereof and approve
File #132 as recorded.
C-2 A communication from Mayor David A. Bowers requesting a Closed
Meeting to discuss vacancies on various authorities, boards, commissions and
committees appointed by Council, pursuant to Section 2.1-344 (A)(I), Code
of Virginia (1950), as amended.
RECOMMENDED ACTION: Concur in request to convene in Closed
File #132 Meeting.
C-3 A report of the City Attorney requesting a Closed Meeting to consult
with legal counsel on a matter of probable litigation, pursuant to Section 2.1-
344 (A)(7), Code of Virginia (1950), as amended.
RECOMMENDED ACTION: Concur in request to convene in Closed
File #83 Meeting.
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C-4 A report of the City Attorney requesting a Closed Meeting to consult
with legal counsel on a matter of probable litigation, pursuant to Section 2.1-
344 (A)(7), Code of Virginia (1950), as amended.
RECOMMENDED ACTION: Concur in request to convene in Closed
File #83 Meeting.
C-5 A report of the City Attorney requesting a Closed Meeting to consult
with legal counsel on a specific legal matter requiring the provision of legal
advice by such counsel, pursuant to Section 2.1-344 (A)(7), Code of Virginia
(1950), as amended.
RECOMMENDED ,ACTION: Concur in request to convene in Closed
File #83 Meeting.
C-6 A communication from Mayor David A. Bowers regarding a
contribution from the City to the Capital Improvement Program for Camp
Yirginia Jaycee.
RECOMMENDED ACTION: Refer to fiscal year 2000-01 budget study and
File #60-217 to the Capital Improvement program for review
and consideration.
C-7 A communication from Council Member Vlilliam White, Sr., with
regard to the recommendation of Mr. James Armstrong on the subject of fiscal
issues that arise outside of the routine budget process.
Removed from the Consent Agenda for di,,=ussion. (See page 9)
C-8 A report of the Acting City Manager with regard to repaving of
Jefferson Street from Elm Avenue to Norfolk Avenue.
Removed from the Consent Agenda for discussion. (See page 9)
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C-9 ~ rep~rt of the Acting City Manager providing information on
Improvmg
customer service relative to the City's weed abatement program.
Removed from the Consent Agenda for discussion. (See page 9)
C-10 A report of the Director of Finance with regard to the employer
matching contribution to ICMA-RC for City employees.
Removed from the Consent Agenda for discussion. (See page 9)
C-ll A report of the Director of Finance with regard to the City of Roanoke
Pension Plan cost-ai-living adjustment granted to City retirees, effective July
1, 1999.
RECOMMENDED ACTION: Receive and file.
File #1-184-429
C-12 Qualification of the following persons:
George A. Kegley and Courtney A. Penn as members of the
Cultural Services Committee for terms ending June 30, 2000;
File #15-110-394
Raleigh Campbell, Katherine M. McCain and Glenn D. Radcliffe
as members of the Human Services Committee for terms ending
June 30, 2000;
File #15-72-110
I Brook E. Dickson and Susan W. Jennings as members of the
Roanoke Arts Commission for terms ending June 30, 2002;
File #15-110-230
Gloria P. Manns for a term ending June 30, 2002, and Herbert D.
McBride for a term ending June 30, 2001, as members of the
Roanoke Public Library Board; and
File #15-110-322
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D. Elliott Bayer as a member of the Board of Trustees City of
Roanoke Pension Plan, for a term ending June 30, 2002.
File #15-110-429
RECOMMENDED ACTION: Receive and file.
REGULAR AG~DA
C-7 A communication from Council Member William White, Sr., with
regard to the recommendation of Mr. James Armstrong on the subject of fiscal
issues that arise outside of the routine budget process.
Concurred in the recommendation. (Council Members Swain and Trout
voted no.)
File #60
C-8 A report of the Acting City Manager with regard to repaving of
Jefferson Street from Elm Avenue to Norfolk Avenue.
Received and filed.
File #102-183-514
C-9 A report of the Acting City Manager providing information on improving
customer service relative to the City's weed abatement program.
Received and med.
File #67-183
C-IO A report of the Director of Finance with regard to the employer
matching contribution to ICMA-RC for City employees.
CouncU Member Swain requested a compilation of the annual cost of
providing a $15.00 contribution per pay period employer match to ICMA-
RC on behalf of any non-temporary employee of the City who makes a
contribution of aD equal amount on their behaU: He also requested that
the matter be referred to fiscal year 2000-01 budget study for
consideration in regard to placing a cap on the amount of contribution.
It was the consensus of Council that the report of the Director of Finance
9
It was the consensus of Council that the report of the Director of Finance
would be received and filed, the Director of Finance was requested to
respond to the above inquiry of Council Member Swain, and the question
of placing a cap on the amount of City contribution to ICMA-RC was
referred to fiscal year 2000-01 budget study for consideration by Council.
File #60-184-429
Council adopted a motion to hold a Closed Meeting, pursuant to Section
2.1-344 (A) (7), Code of Virginia (1950), as amended, to interview
candidates for the position of City Manager.
File #104-132
3. HEARING OF CITIZENS UPON PUBLIC MATTERS:
a. Request to address Council with regard to the 1999 Commonwealth
Games of Virginia. Peter Lampman, President, Virginia Amateur
Sports, Inc. (5 minutes)
Received and med.
File #334
4. PETITIONS AND COMMUNICATIONS:
a. A communication from the Honorable Donald S. Caldwell,
Commonwealth's 'Attorney, recommending acceptance of the
Department of Criminal Justice Services Grant for the Victim Witness
Assistance Program, in the amount of $86,057.00, appropriation and
transfer of funds in connection therewith; and a report of the Acting City
Manager recommending that Council concur in the request.
Adopted Ordinance No. 34454-090799 and Resolution No. 34455-
090799. (6-0)
FOe #5-60-133-236
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5. REPORTS OF OFFICERS:
a. ACTING CITY MANAGER:
~: None.
ITEMS RECOMMENDED FOR ACTIO~:
1. A report recommending amendment of the June 7, 1999, Water
Conservation Plan.
Adopted Ordinance No. 34456-090799. (6-0)
File #468
2. A report recommending execution of an agreement with the
Roanoke Redevelopment and Housing Authority and the
Roanoke Higher Education Authority, to provide $2.5 million for
capital improvements to the Roanoke Higher Education Center.
Adopted Ordinance Nos. 34457-090799 and 34458-090799.
(6-0) .
File #68-178-414
3. A report recommending execution of Amendment No.1 t'? a
Subgrant Agreement between the City and Blue Ridge Housing
Development Corporation for funding to conduct additional
housing and community development projects in the City.
Adopted Resolution No. 34459-090799. (6-0)
The Mayor requested that tbe Director of Real Estate
Valuation provide information on the number of lots and the
amount of acreage owned by the City, or under escheat, that
could be conveyed to non-profit organizations (Habitat for
Humanity" Blue Ridge Housing Dev~lopment Corporation,
Christmas in April, etc.) for construction of housing in the
City of Roanoke.
File #178-200
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4. A report recommending reappropriation of funds previously
appropriated in the fiscal ye~ 1998-99 General Fund budget.
Adopted Ordinance No. 34460-090799. (6-0)
File #60-67-121-305
5. A report recommending appropriation of budgeted funding, in the
amount of $808,000.00, to the Roanoke River Flood Reduction
Project.
Adopted Ordinance No. 34461-090799. (6-0)
pi'
Questions by the Mayor as to whether the City is monitoring
usage of the Roanoke River was referred to the Acting City
Manager for appropriate response.
File #60-237
6.
A report reconnnending appropriation offunds in connection with
an amendment to the agreement with the U. S. Army Corps of
Engineers for a Mapping Project.
Adopted Ordinance No. 34462-090799. (6-0)
File #60-159-294
7. A report reconnnending acquisition of property located'in the 400
block of Luck Avenue, S. W., for the Employee/Jefferson Center
Parking Project.
Adopted Ordinance No. 34463 on first reading. (4-2) (Mayor
Bowen and Council Member Wyatt voted no.)
File #2-184-337
8. A report reconnnending acquisition of certain property rights
needed by the City for construction of the Railside Linear Walk -
Phase I Project.
Adopted Ordinance No. 34464-090799. (5-1) (Council
Member Wyatt voted no.)
File #30-392 -
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9. A report recommending execution of Change Order No.8 to the
City's contract with Danis Environmental Industries, Inc., for
upgrade and expansion of the Water Pollution Control Plant.
Adopted Ordinance No. 34465-090799. (6-0)
File #468
10. A report recommending appropriation of $35,000.00 in
connection with implementation of the local Child Care Quality
Initiative Program.
Adopted Ordinance No. 34466-090799. (6-0)
File #60-72
11. A report recommending appropriation of funds for continuation
of the Outstationed Eligibility Worker position at the Roanoke
City Health Department
Adopted Ordinance No. 34467-090799 and Resolution No.
34468-090799. (6-0)
File #22-60-72
12. A report recommending authorization to file the required
Acceptable Use Policy for the Tntemet as approved by the
Roanoke Public Library Board on May 20, 1999, with the
Librarian of Virginia by December I, 1999.
Adopted ResoludoD No. 34469-090799. (6-0)
Council Member Wyatt clarified a previous request under
date of July 19, 1999; whereupon, she requested that the
Acdnl City Manager review the overall needs of not only the
maID library but the entire library system, cost of the project,
and recommend a systemadc funding approach for
consideradon by Council during fiscal year 2000-01 budget
study.
File #53-60-323
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13. A report recommending appropriation of funds for the Fifth
District Employment and Training Consortium.
Adopted Ordinance No. 34470-090799. (6-0)
File #60-246
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14. A report recommending acceptance of a grant award from the
Department of Criminal Justice Services to provide for
continuation of the Roanoke City Community - Family
Counseling Center and System Analysis Program.
Adopted Ordinance No. 34471-090799 and Resolution No.
34472-090799. (6-0)
File #60-72-236-304
15. A report recommending approval and execution of the fiscal year
1999-2000 Performance Contract with Blue Ridge Community
Services.
Adopted Resolution No. 34473-090799. (4-2) (Council
Members White and Wyatt voted no.)
File #335 .
16. A report with regard to requesting the temporary designation of
the existing service delivery area (Fifth Planning District) as the
region's workforce investment area, and maintain the Fifth District
Employment and Training Consortium as the administrative entity
and the City of Roanoke as the fiscal agent.
Adopted Resolution No. 34474-090799. (6-0)
File #246
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b. DIRECTOR OF FINANCE:
I. A financial report for the month of July, 1999.
Received and filed.
File #10
2. A report recommending approval of a City of Roanoke Debt
Policy.
Adopted Resolution No. 34475-090799. (6-0)
File #1-439
3. A report recommending issuance of $36,120,000.00 of General
Obligation Bonds and authorizing the Acting City Manager and
the Director of Finance to award the winning bid and to affix the
interest rates to be borne by the bonds.
Adopted Resolution No. 34476-090799. (6-0)
File #53-178-414
4. A report recommending appropriation of $6.4 million loan
proceeds to accounts established in the Roanoke Valley Detention
Commission agency fund
Adopted Ordinance No. 34477-090799. (6-0)
FUe #60-305
6. REPORTS OF COMMITTEES:
a. A report of the Bid Committee recommending that all bids received for
Mill Mountain Park Improvements, J. B. Fishburn Parkway project, be
rejected Council Member Carroll E. Swain, Chairperson.
Adopted Resolution No. 34478-090799. (6-0)
File #67
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b. A report of the Water Resources Committee recommending execution
of a lease agreement with Greater Roanoke Transit Company for lease
of space in the Campbell Court Transportation Center for the Personnel
Management and CIS Training Facility. Council Member Linda F.
Wyatt, Chairperson.
Adopted Ordinance No. 34479-090799. (6-0)
File #202-301-373-468
7. UNFINISHED BUSINESS:
a. A report of the Acting City Manager with regard to the "Greater
Gainsboro Mea" project.
CouncU concurred In Alternative A of the Acting City Manager's
report under date of August 16, 1999, and referred the matter to the
Acting City Manager and the Director of Finance for further
recommendations to CouncU concerning implementation and
funding of the Greater Gainsboro Are. project. Council expressed
appreciation to representatives of the Roanoke Neighborhood
Development Corporation, Roanoke IDgher Education Center,
Roanoke Redevelopment and Housing Authority, Total Action
Against Poverty, First Baptist Church, Hotel Roanoke, Downtown
Roanoke Ine., and the City of Roanoke for their participation on ~he
Downtown North Task Force.
File #178-414-432-511
8. INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS:
a. Ordinance No. 34450, on second reading, permanently vacating,
discontinuing and closing a portion of the southern end of Sixth Street
N. E. (Wenona Avenue).
Adopted Ordinance No. 34450-090799 on second reading. (6-0)
File #514
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b.
Ordinance No. 34451, on second reading, rezoning a 0.43 acre tract of
land located at 5416 Airport Road, N. W., identified as Official Tax No.
6640108, from RS-3, Residential Sirtgle-Family District, to C-l, Office
District.
.4
Adopted Ordinance No. 34451-090799 on second reading. (6-0)
File #51
c.
Ordinance No. 34452, on second reading, rezoning a tract ofland located
on the north side of Fugate Road, N. E., being the rear 79 feet of a lot
identified as Official Tax No. 3101007, from RM-l, Residential Multi-
Family District, Low Density District, to C-2, General Commercial
District.
Adopted Ordinance No. 34452-090799 on second reading. (6-0)
File #51
d. A Resolution memorializing the late Patricia N. Toney.
Adopted Resolution No. 34453-090799. (6-0)
File #367
9. MOTIONS AND MISCELLANEOUS BUSINESS:
a. Inquiries and/or comments by the Mayor and Members of CitY Council.
Council Member Swain expressed concern with regard to the
appearance of the rear of certain structures in downtown Roanoke
and suggested that uniform building standards be established
through appropriate incentives for property owners. It was the
consensus ofCouncU that the matter would be referred to the Acting
City Manager for appropriate response.
File #32
b. Vacancies on various authorities, boards, commissions and committees
appointed by Council.
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10. OTHER HEARING OF CITIZENS UPON PUBLIC
MATTERS: None.
CITY COUNCIL SETS TIDS TIME AS A PRIORITY
FOR CITIZENS TO BE HEARD. IT IS A TIME FOR
CITIZENS TO SPEAK AND A TIME FOR COUNCIL
TO LISTEN. MATTERS REQUIRING REFERRAL TO
THE CITY MANAGER WILL BE REFERRED,
WITHOUT OBJECTION, IMMEDIATELY FOR ANY
NECESSARY. AND APPROPRIATE RESPONSE,
RECOMMENDATION OR REPORT TO COUNCIL.
CERTIFICATION OF CLOSED MEETING: (5-0) (The Mayor left the
meeting during the Closed Meeting.)
Michael Brennan was appointed as a member of the Cultural Services
Committee for a term ending June 30, 2000. .
File #15-110-394
Cynthia S. Bryant was appointed as a member of the Human Services
Committee for a term ending June 30, 2000.
File #15-72-110
~ynthia Turner Josephson was appointed as a member of the Flood Plain
Committee for a term ending June 30, 20QO. CouncU adopted a motion to
waive the City residency requirement in this instance.
File #110-237
.
Michael R. WhelaD was appointed as a member of the Special Events
Committee for a term ending June 30, 2000.
File #110-317
Christopher Perkins was appointed as a member of the City of Roanoke
Transportation Safety Commission for a term ending October 31,2002.
File #15-110-316
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Glenn D. Radcliffe was appointed as a member of the Disability Services
Board for a term ending January 31,2002.
File #110-438
19
~JJ ""-'L VJ ~/ ~t; .J.Via y Ut
CITY OF . ROANOKE
.
Given under our hands and the Seal of the City of Roanoke this seventh day of
September nineteen hundred and ninety-nine.
WHEREAS, evidence of early human settlement in the Roanoke Valley can be
dated to 11,500 years ago; and
WHEREAS, groups of woodland Indians brown as the Totero and Monican tribes
built their wigwams and log houses to be the first "Roanokers/~' and
WHEREAS, centuries would come and go, and the American Indians were the
only people in this area; and
WHEREAS, the first Roanoke Valley exploration was led by Europeans, Thomas
Batts and Robert Fallam in 1671; and
WHEREAS, a Virginia State marker has been erected in southeast Roanoke and
is dedicated to those Native Americans who called what we /cnow
today as Roanoke, their home.
NOW, THEREFORE, I, DavidA. Bowers, Mayor of the City of Roanoke, Virginia, ,
do hereby proclaim the month of September 1999, throughout this great Al/-
America City, tU
NATIVE AMERICAN MONTH.
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Mary F. Parker
City Cleric
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David A. Bowers
Mayor
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Office of the Mayor
CITY OF . ROANOKE
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Given under our hands and the Seal of the City of Roanoke this seventh day of
September nineteen hundred and ninety-nine.
WHEREAS, The Roanoker Magazine is celebrating twenty-jive years of
recognizing the best and brightest of the Roanoke Valley, and seeks
to give something back to the community that has supported it since
1974; and
WHEREAS, the act of helping others is the greatest realization of the human spirit
and the City of Roanoke has a national reputation for friendliness
and generosity; and
WHEREAS, the anniversary celebration of The Roanoker Magazine seeks to
incorporate that spirit of giving and help which is so alive in the
Roanoke Valley, because every act ofldndnessfrom one to another
is a building block of a healthy community.
NOW, THEREFORE, 1, David A. Bowers, Mayor of the City of Roanoke, .
Virginia, do hereby proclaim Saturday, September 18, 1999, throughout this
great All-America City, as
ROANOKE'S DAY OF KINDNESS.
ATTEST:
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David A. Bowers
Mayor,
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Mary F. Parker
City Clerk
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__J
REGULAR WEEKLY SESSION------ROANOKE CITY COUNCIL
June 7, 1999
12:15 p.m.
The Council ofthe City of Roanoke met in regular session on Monday, June 7,
1999, at 12:15 p.m., the regular meeting hour, in the City Council Chamber, fourth
floor, Municipal Building, 215 Church Avenue, S. W., City of Roanoke, with Mayor
David A. Bowers presiding, pursuant to Rule 1, Regular Meetings. of Section 2-15,
Rules of Procedure, Code of the City of Roanoke (1979), as amended.
PRESENT: Council Members William White, Sr., Linda F. Wyatt, C. Nelson
Harris, W. Alvin Hudson, Jr., Carroll E. Swain, James O. Trout and Mayor David A.
Bowe~----------------------------------------------------------------------------------------------------------7.
ABSENT: None-------------------------------------------------------------------------------------Cl.
OFFICERS PRESENT: James D. Ritchie, Sr., Acting City Manager; Diane S.
Akers, Acting Assistant City Manager; William X Parsons, Acting City Attorney;
James D. Grisso, Director of Finance; and Mary F. Parker, City Clerk.
At 12:2C1 p.m., the Mayor declared the meeting in recess.
At 12:25 p.m., the meeting reconvened in the Commonwealth Building, Lobby,
21C1 Church Avenue, S. W., in a joint session of Roanoke City Council and the
Roanoke County Board of Supervisors, with Mayor David A. Bowers and Chairman
Bob L. Johnson presiding.
ROANOKE CITY COUNCIL MEMBERS PRESENT: C. Nelson Harris, W. Alvin
Hudson, Jr., Carroll E. Swain, James O. Trout, William White, Sr., Linda F. Wyatt and
Mayor David A. Bowers-----------------------------------------------_----------------------------------7.
ROANOKE CITY COUNCIL MEMBERS ABSENT: None------------------------------Cl.
ROANOKE COUNTY BOARD OF SUPERVISORS PRESENT: Joseph
McNamara, H. Odell Minnix, Harry C. Nickens and Chairman Bob L. Johnson------4.
ROANOKE COUNTY BOARD OF SUPERVISORS ABSENT: Fenton F.
Harrison-------------------------------------------___-----------------------------------------------_______----1.
1
OTHERS PRESENT: Representing the City of Roanoke: James D. Ritchie, Sr.,
Acting City Manager; Diane S. Akers, Acting Assistant City Manager; William X
Parsons, Acting City Attorney; James D. Grisso, Director of Finance; Mary F. Parker,
City Clerk; Willard N. Claytor, Director, Real Estate Valuation; Robert H. Bird,
Municipal Auditor; George C. Snead, Jr., Director, Public Safety; William F. Clark,
Director, Public Works; Kit B. Kiser, Director, Utilities and Operations; Glenn D.
Radcliffe, Director, Human Development; John Coates, Manager, Parks and
Recreation; and Victor C. Garber, Superintendent of Recreation; Representing
Roanoke County: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County
Attorney; Don C. Myers, Assistant County Administrator; John M. Chambliss,
Assistant County Administrator; Mary H. Allen, Clerk to the Board; George W.
Simpson, Assistant Director, Engineering and Inspections Department; Thomas S.
Haislip, Director, Parks and Recreation; Debbie Pitts, Assistant Director of
Recreation; Ann Marie Green, Public Information Officer; and Joyce W. Waugh,
Assistant Director of Economic Development.
Following lunch, the business session convened at 1 :00 p.m.
There were no deletions or additions to the printed agenda.
Discussion with Regard to Increasing Funding for Tourism:
TAXES-BUDGET-CONVENTION AND VISITORS BUREAU-TOURISM: The
Mayor advised that during 1999-2000 budget discussions, City Council agreed to
increase the transient lodging tax and designate additional funds to tourism
advertising; however, throughout the discussions, Council heard from the tourism
industry that although funding for the Roanoke Valley Convention and Visitors
Bureau had been increased over the last several years, the Roanoke Valley should
engage in better marketing efforts over the next ten to fifteen years in order to
become a tourist destination center. He stated that the Roanoke Valley should be
in a position to compete with the Chattanooga's and the Asheville's and the Virginia
Beach's of the world in attracting visitors to the area by providing more funds to
purchase newspaper, radio and television advertisements in the surrounding major
markets. He requested that Roanoke County join with Roanoke City in providing
additional funds for increasing tourism as it begins to work on new budgets and new
projects.
David Kjolhede, Executive Director, Roanoke Valley Convention and Visitors
Bureau, expressed appreciation for the support of Roanoke City and Roanoke
County. He called attention to the competitiveness of the tourism market and
advised that increases in funding in the upcoming fiscal year from Roanoke City,
Roanoke County and the City of Salem have been leveraged against State money to
provide new marketing initiatives. He called attention to new ideas for increased
2
funding in the future, such as the Virginia Tourism Corporation Cooperative
Marketing Fund which destination marketing organizations can apply for matching
funds, which fund contains approximately $5.5 million, and the Roanoke Valley
Convention and Visitors Bureau allocated approximately $265,000.00 of its existing
budget toward the match, which generated about $81,000.00 for the RVCVB. He
explained that approximately 70 projects were submitted and 22 were funded, with
the Roanoke Valley Convention and Visitors Bureau receiving full funding, which has
increased the budget of the Convention and Visitors Bureau by approximately ten
percent.
Review of the Regional Storm Water Management Program:
WATER RESOURCES: Mr. Simpson advised that the Regional Storm Water
Management Program was adopted by Roanoke City and Roanoke County in their
respective comprehensive plans. He called attention to numerous
accomplishments, i.e.: funds have been leveraged for hazard mitigation projects in
both the City and the County, base mapping has been prepared for Roanoke County
and Roanoke City with 50 per cent matching funds, and Project Impact will allow the
localities to pursue hazard mitigation funds through FEMA. He referred to an active
technical advisory committee composed of local representatives, representatives of
the Virginia Department of Transportation and numerous technical staff; and a
citizens advisory committee composed of two persons each from the four localities,
representatives ofthe Roanoke Valley Home Builders Association, and the Regional
Chamber of Commerce. He stated that the Citizens Advisory Committee would like
direction from the City and the County on how the localities would like for the
program to be implemented, and more specifically funding issues.
Update on Joint Skateboard Park:
PARKS AND RECREATION: Mr. Coates advised that opening ceremonies for
the joint skateboard park were held on April 26, 1999. He added that finishing
touches are underway such as landscaping, site furnishings, etc., and the first
annual skateboard jam will be held on Saturday, June 12, 1999, from 11 :00 a.m., until
4:00 p.m. If the facility had been constructed by a private contractor, he stated that
it is estimated to cost approximately $125,000.00; however, the skateboard park was
made possible through joint contributions of the City and the County. He further
stated that the skateboard park has gained regional as well as national recognition,
with inquiries from parks and recreation agencies throughout the United States. He
advised that the Roanoke City Police Department and the Roanoke County Sheriff's
Department work cooperatively to insure a positive and safe environment.
3
Results of the Teen Center Survey:
YOUTH-PARKS AND RECREATION: Mr. Haislip advised that a teen forum was
held with representatives from Downtown Roanoke, Inc., Virginia Western
Community College, the Parks and Recreation Departments of Roanoke City and
Roanoke County, and the City's Office on Youth among others to discuss the need
for a teen center. He further advised that 50 groups serving teens in the Roanoke
Valley participated and each group was requested to send four representatives to
take part in the teen forum, 89 teams participated (41 from high schools and 46 from
middle schools) and participants were broken down into ten groups and asked a
series of questions about the needs of the Roanoke Valley regarding a teen
facility/program(s).
Mr. Garber advised that some of the questions asked during the teen forum
included: how do you spend your free time, what programs would you participate
in, how do you feel about available activities, what keeps you from participating, is
a teen center needed, and is a teen center needed in downtown Roanoke. He stated
that out of the 89 youth who participated, 99 per cent of middle school youth and 75
per cent of high school youth responded that some type of recreation facility for
teens is needed, and the majority of middle school students and high school
students responded that they did not want a teen center to be located in downtown
Roanoke. He added that other findings from the focus groups included: an
amusement park and a water park in the Roanoke Valley; a facility to be constructed
near shopping malls, schools and transportation routes; a need for improved public
transportation in general; and improved marketing to inform teens of existing
programs and activities. In conclusion, he stated that the general consensus was
that instead of constructing a teen center, it would be more advantageous to
construct a comprehensive multi-purpose recreational facility for all ages on the
north and south sides of the City, which could be a joint partnership between
Roanoke City and Roanoke County.
Update on the Joint 800 MHZ Radio System:
COMMUNICATIONS DEPARTMENT-POLICE DEPARTMENT-FIRE
DEPARTMENT: Mr. Snead advised that the joint MHZ Radio System works, the
system is on schedule, and the system is within budget. He stated that when the
project was started approximately three and one-half years ago, the goal was to
create a 800 MHZ radio system to serve Roanoke County and Roanoke City and to
own, share and operate the system to provide better service to citizens and to create
certain changes in the emergency communications center that would allow the City
to serve as a backup in case the County system went down and vice versa. He
further advised that approximately $8 million has been invested in the two systems;
in September 1998, equipment was installed to operate the radio system; in
4
..
November 1998, the system was tested and determined to be functioning; in
December 1998, units were installed which enabled the fire and emergency medical
services of the City and the fire and rescue services of the County to be compatible
with the first elements ofthe new regional system; in February 1999, final tests were
conducted and those two areas of service are completely functioning. With regard
to the City's system, he explained that units in police vehicles will be completed in
June 1999, followed by a testing period and activation. He added that over the fall
and winter months through March 2000, the system will be installed in the City's
departments of Public Works and Utilities and Operations and by March 2000, the
City's portion of the system will be completely installed. He commended the team
effort by City and County employees.
Mr. Chambliss advised that appreciation should also go to the
Communications staffs of both Roanoke City and Roanoke County. He called
attention to a number of incidents where mutual aid has been provided between the
City and the County since the fire/emergency medical services portion of the
program was activated and advised that the system will help the two localities to be
better prepared to address any disaster situation that may arise in the future.
Upon question, Mr. Snead stated that the equipment is technically compliant
with Y2K requirements, and the City and the County have been advised by the
vendor that the system, with Motorola Communications support, is Y2K compliant.
Report on Regional Refuse Collection Proaram:
REFUSE COLLECTION-RECYCLING: Mr. Myers advised that in late 1995, a
team of employees representing staffs of Roanoke City, Roanoke County and the
Roanoke Valley Resource Authority was appointed to study potential areas of
cooperation between Roanoke City and Roanoke County, the objective of which was
to explore projects in which the two localities could reduce expenses for common
services that are currently provided by those jurisdictions, and a number of areas
were reviewed, one of which was regional refuse collection. He stated that the study
team spent considerable time gathering data on regional refuse collection methods
used by the two jurisdictions for not only residential but commercial customers, how
to provide recycling, how recycling is currently handled, joint recycling, the
feasibility of a regional system, order of implementation, those features of the
current systems that should be continued and/or discontinued, alternatives for
regional collection, and criteria to assess each service delivery alternative.
Mr. Myers reported that at the time ofthe original study, a decision was made
to temporarily postpone evaluation because of the differences in the two refuse
collection systems, the study group was of the opinion that it would be easier to
merge the two systems if compatible methods of collection were used, and a
5
decision was made to postpone further study until the City implemented its
automated refuse collection system, which implementation is now complete. He
noted that the study group has resumed its activities and held several meetings, the
next step will be to continue to evaluate the pros and cons of a regional approach,
the Town of Vinton is a part of the study, and the three jurisdictions offer different
levels of service. He explained that it will be necessary to prepare a study on current
costs and proposed costs of refuse collection on a regional basis and there has
been discussion with regard to soliciting outside assistance for the evaluation. He
stated that the study group would like to continue its study and submit a
recommendation to the two governing bodies at a later date.
Briefing on Blue Ridge Parkway Orientation/Interpretation Center:
RIVER PARKWAY/EXPLORE PARK-VISITOR'S INFORMATION CENTER: Ms.
Waugh advised that the Blue Ridge Parkway Orientation/Interpretation Center is a
regional public/non-profit project with national standing that dates back
approximately 15 years. She stated that the Center will be located along the
Roanoke River Parkway into Virginia's Explore Park, several variations are under
consideration, and presented color renderings of the proposed designs. She
advised that funding could be provided through a combination of funding sources,
such as Federal funds, Federal Highway Administration, and the National Park
Service. She explained that the Center is proposed to be in the range of 7,000 -
10,000 square feet, the program is in the design phase, and a conceptual plan will
be prepared for presentation to an ad hoc advisory group which is composed of
representatives from the National Park Service, Virginia's Explore Park, City of
Roanoke, Roanoke County, City of Salem, Botetourt County, Fifth Planning District
Commission Regional Alliance, and Ferrum College, all of which have been involved
in the planning steps. She stated that within 30 days, hard costs should be
available, and it is expected to break ground in late fall with infrastructure and
building construction. She advised that the facility is most valuable to the region
because it will stop visitors along the Blue Ridge Parkway and provide information
about the Parkway and those areas beyond.
Discussion with Reaard to Water Conservation:
WATER RESOURCES: Mr. Ritchie advised that Roanoke City is not in a water
crisis at this point, but the City is taking action at this time to prevent a water crisis,
and expressed appreciation to Roanoke County for its willingness to explore options
and opportunities to deal with the situation. He stated that the two localities are
reviewing long term and short term alternatives and will report to the two governing
bodies at a later date. He noted that Carvins Cove is at 20.75 feet below spillway
level; however, it is not unusual for Carvins Cove to be several feet below spillway
level, especially toward the end of the summer season. He advised that City staff
6
became concerned a few weeks ago and discussed the matter with the Water
Resources Committee and the Water Resources Committee recommended and City
Council concurred in requesting citizens to voluntarily conserve water when Carvins
Cove reached 17 feet below spillway level. He stated that if there is no rainfall,
Carvins Cove will drop about one foot per week, therefor, in approximately two
weeks, Roanoke City will be in a position to trade water with Roanoke County, and
at 22 feet below spillway, it will be recommended that the City purchase water from
the City of Salem. At 24 feet, he explained that the City will have approximately six
months supply of water in Carvins Cove, and at that point, Council will be requested
to impose mandatory water restrictions on the citizens of Roanoke without fines,
and if the water level reaches 30 feet below spillway, sanctions will be imposed on
persons residing in the City who use water for restricted purposes.
Chairman Johnson advised that as long as Roanoke County has water, the
City of Roanoke will have water. He stated that the water situation is a critical issue
and is one of the most important issues facing the Roanoke Valley. He called
attention to an unique opportunity before the two governing bodies to work on a
joint solution to the water situation, and stated that Roanoke County can sell the City
of Roanoke as much as ten million gallons of water per day, although there is
currently a distribution problem.
There being no further business, the Mayor declared the meeting of Roanoke
City Council in recess at 1 :50 p.m., to be reconvened at 2:00 p.m., in the City Council
Chamber, 215 Church Avenue, S. W., City of Roanoke, Virginia.
At 2:00 p.m., on Monday, June 7, 1999, the regular meeting of City Council
reconvened in the Roanoke City Council Chamber, fourth floor, Municipal Building,
215 Church Avenue, S. W., City of Roanoke, with the following Council Members in
attendance, Mayor Bowers presiding.
PRESENT: Council Members William White, Sr., Linda F. Wyatt, C. Nelson
Harris, W. Alvin Hudson, Jr., Carroll E. Swain, James O. Trout and Mayor David A.
Bowers----------------------------------------------------------------------------------------------------------7.
ABSENT: None--------------------------------------------------------------------------------------0.
OFFICERS PRESENT: James D. Ritchie, Sr., Acting City Manager; Diane S.
Akers, Acting Assistant City Manager; William X Parsons, Acting City Attorney;
James D. Grisso, Director of Finance; and Mary F. Parker, City Clerk.
The reconvened meeting was opened with a prayer by The Reverend John L.
Washington, Pastor, Faith and Hope Church of God and Christ.
7
The Roanoke City Color Guard presented Colors.
The Pledge of Allegiance to the Flag of the United States of America was led
by Mayor Bowers.
PRESENTATIONS:
PROCLAMATIONS: The Mayor presented a proclamation
declaring Monday, June 14,1999, as National Flag Day.
(For full text, see Proclamation on file in the City Clerk's Office.)
CONSENT AGENDA
The Mayor advised that all matters listed under the Consent
Agenda were considered to be routine by the Members of Council and
would be enacted by one motion in the form, or forms, listed on the
Consent Agenda, and if discussion was desired, that item would be
removed from the Consent Agenda and considered separately. He
called specific attention to three requests for Executive Session to
discuss a matter relating to acquisition of real property for public
purpose, specifically property to be used for Railside Linear Park,
Phase I; the disposition of publicly held property, specifically property
proposed to be conveyed for economic development purposes; and
personnel matters with regard to vacancies on various authorities,
boards, commissions and committees appointed by the Council.
MINUTES: Minutes of the regular meetings of Council held on
Monday, February 1, 1999; Tuesday, February 16, 1999; Monday,
March 1, 1999; Monday, March 15, 1999, and the special meeting on
Friday, March 19, 1999, were before the body.
(For full text, see Minutes on file in the City Clerk's Office.)
ACTION:
Mr. White moved that the reading of the Minutes be dispensed
with and that the Minutes be approved as recorded. The motion was
seconded by Mr. Swain and adopted by the following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayo r Bowe rs--------------------------------------------------__-----------7.
NAYS: None-------------------------------------------------_______________________().
8
ACTION:
ACTION:
~.
COMMITTEES-COUNCIL: A communication from Mayor David A.
Bowers requesting that Council convene in Executive Session to
discuss personnel matters relating to vacancies on various authorities,
boards, commissions and committees appointed by the Council,
pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended,
was before the body.
(For full text, see communication on file in the City Clerk's Office.)
Mr. White moved that Council concur in the request of the Mayor
to convene in Executive Session to discuss personnel matters relating
to vacancies on various authorities, boards, commissions and
committees appointed by the Council, pursuant to Section 2.1-344
(A)(1), Code of Virginia (1950), as amended. The motion was seconded
by Mr. Swain and adopted by the following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Tro ut and Mayor Bowe rs ---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
PURCHASE/SALE OF PROPERTY-RAILSIDE LINEAR WALK: A
report of the Acting City Manager requesting that Council convene in
Executive Session to discuss a matter relating to acquisition of real
property for public purpose, specifically property to be used for
Railside Linear Park, Phase I, pursuant to Section 2.1-344 (A)(3), Code
of Virginia (1950), as amended, was before the body.
(For full text, see report on file in the City Clerk's Office.)
Mr. White moved that the item be removed from the Consent
Agenda for further discussion. The motion was seconded by Mr. Swain
and adopted by the following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs------------------------------------------------______---------7.
NAYS: None----------------------------------------------____----------------------0.
(For further discussion, see pages 12-13.)
9
ACTION:
ACTION:
ECONOMIC DEVELOPMENT: A report of the Acting City Manager
requesting that Council convene in Executive Session to discuss the
disposition of publicly held property, specifically property proposed to
be conveyed for economic development purposes, pursuant to Section
2.1-344 (A)(3), Code of Virginia (1950), as amended, was before the
body.
(For full text, see report on file in the City Clerk's Office.)
Mr. White moved that Council concur in the request ofthe Acting
City Manager to convene in Executive Session to discuss the
disposition of publicly held property, specifically property proposed to
be conveyed for economic development purposes, pursuant to Section
2.1-344 (A)(3), Code of Virginia (1950), as amended. The motion was
seconded by Mr. Swain and adopted by the following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut a nd May 0 r Bowers---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
TAXES: A communication from Mayor David A. Bowers
transmitting the 1999 Report ofthe Board of Equalization for the taxable
year July 1,1999 to June 30, 2000, was before Council.
The Board of Equalization recommended thatfuture Equalization
Boards continue to have access to the computer service in their work
and be provided with current office space that is private and separate
from the Office of Real Estate Valuation; and in order to accomplish
their duties as members of the Board of Equalization of Real Estate
Assessments for the City of Roanoke, it is critical to have safe, private
space to meet with City taxpayers.
(For full text, see communications on file in the City Clerk's Office.)
Mr. White moved that the communication be received and filed.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayor Bowers ---------------------------------------------------------------7.
NAYS: None---------------------------------------------_____----------------------0.
10
#
ACTION:
ACTION:
COMMITTEES-PENSIONS: A communication from E. Douglas
Chittum tendering his resignation as a member of the Board of
Trustees, City of Roanoke Pension Plan, effective immediately, was
before Council.
(For full text, see communication on file in the City Clerk's Office.)
Mr. White moved that the communication be received and filed,
and that the resignation be accepted. The motion was seconded by Mr.
Swain and adopted by the following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayo r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------Cl.
VIRGINIA MUNICIPAL LEAGUE: The Acting City Manager
submitted a written report advising that the City of Roanoke hosted the
1998 Annual Conference of the Virginia Municipal League (VML) with
great success; the conference generated in excess of $1.4 million in
hotel revenue and more than $2.5 million in revenue to the business
community; it is time to consider competing for future VML Annual
Conference meeting dates; and the VML will accept submissions from
local governments to host an upcoming conference during its 1999
conference in Williamsburg in October 1999.
The Acting City Manager recommended that Council officially
express its desire to host an annual meeting of the Virginia Municipal
League in one or more years between 2ClCl3 and 2ClCl7; and that Council
authorize the Mayor and the Acting City Manager, or their designees, to
make an appropriate presentation on behalf of the City of Roanoke at
the 1999 annual meeting of the VML in Williamsburg, Virginia, in
October 1999.
(For full text, see report on file in the City Clerk's Office.)
Mr. White moved that Council concur in the recommendation.
The motion was seconded by Mr. Swain and adopted by the following
vote:
11
.
. \
ACTION:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
YOUTH-FIFTH PLANNING DISTRICT COMMISSION-ROANOKE
NEIGHBORHOOD PARTNERSHIP-OATHS OF OFFICE-COMMITTEES:
The following reports of qualification were before Council:
Sherman A. Holland as a member of the Youth Services
Citizen Board for a term ending May 31, 2002;
Evelyn S. Lander as a member of the Fifth Planning
District Commission for a term ending June 30, 2000; and
Mark A. Harris as a member ofthe Roanoke Neighborhood
Partnership Steering Committee to fill the unexpired term
of Ronald H. Miller, resigned, ending November 30,1999.
(See Oaths or Affirmations of Office on file in the City Clerk's Office.)
Mr. White moved that the reports of qualification be received and
filed. The motion was seconded by Mr. Swain and adopted by the
following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Tro ut and May 0 r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
REGULAR AGENDA
PURCHASE/SALE OF PROPERTY-RAILSIDE LINEAR WALK: A
report of the Acting City Manager requesting that Council convene in
Executive Session to discuss a matter with regard to acquisition of real
property for public purpose, specifically property to be used for
Railside Linear Park, Phase I, pursuant to Section 2.1-344 (A)(3), Code
of Virginia (1950), as amended, was before the body.
(For full text, see report on file in the City Clerk's Office.)
12
ACTION:
Mr. James L. Leonard, 1935 Hope Road, S. W., advised that the
Acting City Manager has confirmed that his property is one of the
properties which is the subject of the abovedescribed Executive
Session. He explained that he has been concerned with the project for
approximately ten years, which was initially introduced by the Virginia
Museum of Transportation, and he is not opposed to the project
because the Transportation Museum should have the requested
access. He referred to a letter addressed to him from John Bowman,
Real Estate Acquisition Specialist for the City of Roanoke, under date
of November 3, 1998, and quoted the following, "For the purpose of this
offer only, the City accepts your statement of ownership ofthe property
to the rear of the building north of the Official Survey S. W. line shown
on the attached plat as 'deed lines' .....". In trying to interpret
Mr. Bowman's statement, he stated that he could reach three
conclusions: (1) his claim is fraudulent, or (2) if he does not accept the
offer, the City will revoke, cancel, ignore or circumvent his rights, or (3)
the City has accepted the position that Norfolk Southern owns the
property. He called attention to a report from the City Manager which
was before Council on Monday, May 17,1999, that included a plat of the
area that the City is to receive from Norfolk Southern Railway which
was cross hatched and his parcel of land was included in the cross
hatching, although Norfolk Southern does not have any right of
ownership to the land. He referred to the following sentence in
Mr. Bowman's letter, "The street at the rear of Warehouse Row will
become a public street and will be paved as part of this project." He
explained that he purchased the property 20 years ago, and the original
plat of P. L. Perry Subdivision provides a note which states as follows:
"This street is dedicated to the public as herein delineated upon the
condition that the right of eminent domain shall not be exercised to
widen the street and the City of Roanoke accept the same with such
condition." He stated that this provision has been on record since
1889, and requested that Council consider such in its negotiations. He
added that he is willing to negotiate the transfer of his rights in the
property to the City's designated agent at a fair value taking his losses
into consideration.
Mr. White moved that Council concur in the request ofthe Acting
City Manager to convene in Executive Session to discuss a matter
relating to acquisition of real property for public purpose, specifically
property to be used for Railside Linear Park, Phase I, pursuant to
Section 2.1-344 (A)(3), Code of Virginia (1950), as amended. The motion
was seconded by Mr. Swain and adopted by the following vote:
13
..
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Tro ut and Mayor Bowe rs---------------------------------------------------------------7.
~AYS: ~one--------------------------------------------------------------__________().
HEARI~G OF CITIZE~S UPO~ PUBLIC MATTERS:
MISCELLA~EOUS-THE ~EW CE~TURY COU~CIL: Terri Lynn
Cornwell, Project Director and Robert B. Manetta, Co-Chair,
Spokespersons, presented the findings of a regional quality of life
study, Vital Signs: Community Indicators for the New Century Region,
which project grew out of a regional visioning process involving more
than 1,()()() volunteers throughout the ~ew Century Region, and is
located at Hollins University.
Mr. Manetta advised that the report represents 62 indicators
tracking population, community, education, environment and health of
the region, and focusing on the region as a whole. He stated that the
report was created as a result of the generosity of a number of major
contributors including, among others, the Virginia Environmental
Endowment, Carilion Health System, Ferrum College, Hollins
University, Fifth Planning District Commission, The Roberts
Foundation, The Cabell Brand Foundation, ~orfolk Southern Railway,
City of Roanoke, Roanoke County, and Franklin County. He called
attention to efforts to develop a second report in an attempt to improve
and streamline the previous report, and the long term goal is to prepare
two additional reports and begin to set benchmarks, receive citizen
feedback, and establish permanent local funding for future reports.
Without objection by Council, the Mayor advised that the report
would be received and filed.
PETITIO~S A~D COMMU~ICA TIO~S:
BUDGET-SCHOOLS: A communication from the Roanoke City
School Board requesting that Council adopt a reimbursement
resolution to update the original resolution for improvements to Lucy
Addison Middle School, in order to facilitate the release of State
Literary loan funds for the project, was before Council.
It was advised that the City's bond counsel recommends
adoption of the reimbursement resolution by Council; the School Board
has approved appropriation of $1().6 million in capital funds for the
14
..
ACTION:
project; and adoption of the reimbursement resolution will bring the
reimbursement amount into line with the appropriate amount and will
facilitate the release of State Literary loan funds for the Addison project
in late June or early July.
(For full text, see communication on file in the City Clerk's Office.)
Mr. Harris offered the following resolution:
(#34307 -060799) A RESOLUTION amending Resolution No. 33429-
061697, previously adopted on June 16, 1997, authorizing the School
Board for the City of Roanoke to expend funds for adding to and
improving the present school building at Addison Middle School and
declaring the City's intent to borrow to fund or reimburse such
expenditures.
(For full text of Resolution, see Resolution Book No. 61, page 577.)
Mr. Harris moved the adoption of Resolution No. 34307-060799.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Trout and Mayor Bowers---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
REPORTS OF OFFICERS:
CITY MANAGER:
BRIEFINGS:
WATER RESOURCES: Jesse Perdue, Manager, Water
Department, presented a briefing on the Consumer Confidence Report.
He advised that in August 1996, Congress reauthorized the 1986 Safe
Drinking Water Act and one significant amendment required that water
systems serving greater than 10,000 persons must deliver a water
quality report to each of its customers every 12 months. He stated that
the City of Roanoke will provide a water quality report to its customers
during the month of June, which contains information about origination
15
of the City's water supply, contents of the water, general treatment and
distribution information, and health issues and risks. He presented a
video prepared by the American Water Works Association in further
explanation of the report.
Following viewing ofthe video, Mr. Perdue presented copy ofthe
City of Roanoke Water Department Water Quality Report for 1999.
Without objection by Council, the Mayor advised that the briefing
would be received and filed.
ITEMS RECOMMENDED FOR ACTION:
U. S. S. ROANOKE-WESTERN VIRGINIA FOUNDATION FOR THE
ARTS AND SCIENCES: The Acting City Manager submitted a written
report advising that 43 American ships, five military, have carried the
name of "Roanoke"; in June 1997, the Roanoker Magazine published
an article titled "USS Roanokes" which featured five U. S. Naval ships
that were named for the City of Roanoke and the Roanoke River; and
after the article was published, the History Museum and Historical
Society was approached by several naval alumni interested in
developing an exhibit to showcase Roanoke's naval heritage.
It was further advised that the History Museum, obtaining
support of numerous individuals and groups including the Naval
League, is preparing an exhibit that will focus on eight specific
Roanoke ships in great detail; the exhibit will display numerous
artifacts relating to the ships named for Roanoke and will feature
pictures of enlisted men and naval officers from the Roanoke area; and
the History Museum has found that professionally-crafted scale models
of the ships serve as the most important focal points of these exhibits
after visiting numerous naval museums and displays.
It was noted that in March 1999, the History Museum requested
that the City of Roanoke contribute $15,000.00 toward development of
the exhibit; in April 1999, the City contributed $3,750.00 to the History
Museum for development ofthe model ofthe CL-145 USS Roanoke; and
the History Museum requests that the City contribute the balance of
$11,250.00 to enable the exhibit to be completed.
16
The Acting City Manager recommended that he be authorized to
contribute funding, in the amount of $11,250.00, to the History Museum
and Historical Society of Western Virginia on behalf of the City of
Roanoke for completion of the Ships and Shipmates Exhibit.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout moved that Council concur in the recommendation of
the Acting City Manager. The motion was seconded by Mr. Harris and
unanimously adopted.
CITY TREASURER-COMMISSIONER OF REVENUE-BUDGET-
TAXES: The Acting City Manager submitted a written report advising
that the Virginia General Assembly approved the Personal Property Tax
Relief Act of 1998 (PPTRA) in the spring of 1998; the Act will be phased
in over a five year period beginning with the 1998 year; legislation
requires local governments to make certain changes in their billing of
personal property tax systems; City Information Systems (CIS), working
with the Commissioner of the Revenue and the City Treasurer, has
made the required modifications to the personal property tax systems
to comply with the mandated Act; and the State will reimburse local
governments for expenses associated with implementation of the
mandated legislation at the local level.
It was further advised that the City will receive reimbursement in
the amount of $14,450.00 for expenditures incurred in the City
Treasurer's Office; and $27,400.00 for expenses incurred in the
Commissioner of the Revenue's Office; the reimbursement associated
with the phase-in of the Act was not included in the fiscal year 1998-99
General Fund Budget; and this funding will be used for one-time
expenses for acquisition of computer equipment and office furniture.
The Acting City Manager recommended that the Director of
Finance be authorized to increase the revenue estimate by $14,450.00
for the City Treasurer's Office and $27,400.00 for the Commissioner of
the Revenue's Office and appropriate $41,850.00 to the following
expenditure accounts:
001-020-1234-2035 Expendable Equipment
001-022-1233-9005 Furniture and Equipment
$14,450.00
$27,400.00
(For full text, see report on file in the City Clerk's Office.)
Mr. Harris offered the following emergency budget ordinance:
17
ACTION:
(#34308-060799) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 General Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 578.)
Mr. Harris moved the adoption of Ordinance No. 34308-060799.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Trout and Mayor Bowers---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
BUDGET-STATE HIGHWAYS-CONSULTANTS REPORTS: The
Acting City Manager submitted a written report advising that 1-73, a new
proposed interstate highway, is being studied by the Virginia
Department of Transportation (VDOT); at present, three proposed
routes are being considered; Council was briefed on the importance of
the 1-73 corridor to Roanoke City businesses in the summer of 1998;
and Council requested a study of the economic impact on City
businesses for all three proposed routes.
It was further advised that economic impact study proposals
were received from three companies; proposal costs for the economic
impact study exceeded $30,000.00; all companies were requested to
reduce the scope of services for the study to lessen the total cost;
proposals were received from two companies, and the preferred firm,
Economic Development Research Group, submitted a cost of
$29,500.00; and funds for the study are not available from any
Economic Development account, but are available from Jail Recovered
Costs.
The Acting City Manager recommended that Council authorize
transfer of $29,500.00 from Account No. 001-024-3310-8005 (Jail
Recovered Costs) to Account No. 001-002-8120-2010.
(For full text, see report on file in the City Clerk's Office.)
Mr. Harris offered the following emergency budget ordinance:
18
4
ACTION:
(#34309-060799) AN ORDINANCE to amend and reordain certain
sections ofthe 1998-99 General Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 579.)
Mr. Harris moved the adoption of Ordinance No. 34309-060799.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayor Bowe rs ---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
CITY CODE-REFUSE COLLECTION-FEE COMPENDIUM: The
Acting City Manager submitted a written report advising that a briefing
was presented to Council on May 17, 1999, outlining proposed major
changes to Chapter 14, Garbage and Refuse, and enactment of new
Chapter 14.1, Solid Waste Management, of the Code of the City of
Roanoke, (1979), as amended, to update the regulation of solid waste
collection, and to amend the City's Fee Compendium to establish fees
in connection with the City's Solid Waste Management Program.
It was further advised that Citizen Advisory Committees were
formed to work on various solid waste issues, such as bulk/brush
collection and automated refuse collection; and Neighborhood Groups
and Associations have continuously raised issues about neighborhood
cleanliness, lack of enforcement and lack of clear, up-to-date
enforceable ordinances.
It was explained that implementation of automated and semi-
automated refuse collection has necessitated certain changes in the
ordinances which are reflective of the modernization of solid waste
practices; effective measures are needed to efficiently address the
concerns of neighborhoods, such as illegal storage of refuse
containers, early placement of bulk and/or brush and illegal placement
of materials; and the Citizen Advisory Committee developed what it
determined to be an adequate level of service for weekly refuse
collection, bulk and brush collection and household trips to the Tinker
Creek Transfer Station.
19
r
The Acting City Manager recommended that Council adopt an
ordinance amending the City Code, effective August 1, 1999; and
approve amendments to the Fee Compendium to provide for charges
for pickup of bulk items/bulk brush beyond four in a 12 month period.
(For full text, see report on file in the City Clerk's Office.)
Mr. Harris moved that the following ordinance be placed upon its
first reading:
"AN ORDINANCE repealing Chapter 14. GARBAGE AND REFUSE;
enacting new Chapter 14.1, SOLID WASTE MANAGEMENT, ofthe Code
of the City of Roanoke (1979), as amended, to update the regulation of
solid waste collection; amending the City's Fee Compendium to
establish fees in connection with the City's Solid Waste Management
Program; and providing for an effective date."
The motion was seconded by Mr. Hudson.
William F. Clark, Director of Public Works, was requested to
clarify revisions to the proposed ordinance as compared to the briefing
that was presented to Council at its meeting on Monday, May 17,1999;
whereupon, Mr. Clark advised that originally, containers were to be
stored no closer to the street than the principal building; however, per
the suggestion of Council, the proposed ordinance has been revised to
provide, "where placement in a location no closer to the street than the
building line is impractical or not feasible, the City Manager may
designate an alternative location"; and the section of the proposed
ordinance requiring the removal of containers from the street by 7:00
p. m., on the day of collection has been modified to provide for removal
by 7:00 a. m., on the day after collection.
Ms. Wyatt called attention to rental property where persons move
in and out with frequency, which creates more than four collections of
bulk items per calendar year, or six pick-up trash roads of bulk items
per calendar year at the Tinker Creek Transfer Station. She stated that
the proposed policy does not penalize the renter who causes the
problem, but the landlord who will be required to pay for collections
beyond the City's initial free collections, thus, the City will place a
penalty on the homeowner. She spoke in favor of the landlord
imposing a bulk items collection fee on the renter in the form of a bulk
20
items security deposit, and when a renter vacates the premises, they
would either remove their bulk items, or the collection fee would be
covered by the bulk items security deposit.
Mr. Hudson expressed concern with regard to the unsightly
condition of City streets when persons are evicted and bulk items are
required to remain at curbside for a period of three days, pursuant to
State Code provisions, before they can be legally collected and
disposed of by the City.
William Wilson, 1818 Brandon Avenue, S. W., representing the
Roanoke Property Investors Association and Tenants Building Bridges,
congratulated the City on the use of the large blue refuse containers,
because the number of bulk items have been reduced as a result of the
size of the containers. He called attention to problems in the less
affluent sections of the City where bulk items/bulk brush seems to
collect. He addressed the need for further study in regard to the
number of free collection of bulk items/bulk brush in order to provide
a level of uniformity. He spoke in support of developing a Landlord
Training Program and a website which would offer persons in the
property community an opportunity to be better informed and to
provide input.
Robert Caudle, 4231 Belford Street, S. W., President, Greater
Deyerle Neighborhood Association, advised that many lots in his
neighborhood are larger than the average City lot. He stated that he
owns a parcel of land containing five acres, which is 220,000 square
feet with as many as 450 trees, compared to the average 5000 square
foot City lot, therefore, there does not appear to be equity in the number
of free bulk items/bulk brush collections, and four free collections per
year is not adequate when considering large items of brush. He called
attention to loop holes in the proposed ordinance; i.e.: there is no
provision for ice storms causing fallen trees and tree limbs on property;
there are no provisions beyond the fifth and sixth collections ($25.00
for the fifth load and $25.00 for the sixth load); and his property
generates as much as 10 - 13 pickups per year and of that number,
approximately seven loads of bulk brush items are removed from
property that he does not own but takes responsibility for maintaining.
He stated that four free collections per calendar year is not adequate
when dealing with bulk brush items, and requested that the City
consider some form of differentiation and authorize an enforcement
date later than August 1, 1999, to enable citizens to prepare for the
proposed changes.
21
Mr. Harris moved that action on the matter be tabled until the
regular meeting of Council on Monday, June 21,1999, at 2:00 p.m., to
enable City staff to address the questions/concerns raised by
Mr. Wilson and Mr. Caudle and others. The motion was seconded by
Mr. Swain and adopted.
BUDGET-REFUSE COLLECTION: The City Manager submitted a
written report advising that the adopted budget for Solid Waste
Management for fiscal year 1998-99 was prepared based on several
budget assumptions regarding the cost of operating refuse disposal
programs:
Estimated tons of refuse to be disposed of at the Roanoke
Valley Resource Authority during fiscal year 1998-99 was
budgeted to be 47,022 tons; the tonnage is now expected
to be 50,719 tons.
Refuse delivered by City homeowners expected to be
disposed of at the Roanoke Valley Resource Authority was
1,200 tons; the revised estimate for this fiscal year is 4,897
tons.
Contract labor was not funded in the current budget year;
however, there were implementation costs associated with
Phase II of automation continuing into fiscal year 1999, as
well as the issue of those employees who are unable to
perform the duties for which they were originally hired or
have extended absences from work; this necessitated the
need for the use of contract labor.
It was further advised that financial assumptions on which the
budget for operating disposal programs was prepared changed during
the fiscal year due to the following:
Homeowners tons hauled to the Resource Authority
exceeded budgeted amounts by an estimated 3,697 tons
during this fiscal year; this was the only category to
exceed the budgeted estimate; this excess tonnage will
cost an additional $203,335.00.
22
ACTION:
At the recommendation of a citizen's committee, a new
proposed ordinance limits the number of free trips taken
to the Roanoke Valley Resource Authority to six per year,
which should help to control this expense related to free
dumping by homeowners.
It was explained that the use of contract labor was not funded in
the current budget year; approximately $128,665.00 will be spent on
outside labor; this labor force was utilized mainly to complete the final
stage of implementing automated/semi-automated refuse collection; it
was also necessary to augment vacant positions during the transition
process; and a majority of these funds were expended in the first six
months of the fiscal year and since that time, utilization has been
limited to emergency situations.
The Acting City Manager recommended that Council authorize
the transfer of $332,000.00 from General Fund Personnel Lapse,
Account No. 001-002-9410-1090, to Solid Waste Management Refuse,
Account No. 001-052-4210-2010.
(For full text, see report on file in the City Clerk's Office.)
Mr. Harris offered the following emergency budget ordinance:
(#34310-060799) AN ORDINANCE to amend and reordain certain
sections ofthe 1998-99 General Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 580.)
Mr. Harris moved the adoption of Ordinance No. 34310-060799.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
BUDGET-PUBLIC WORKS: The Acting City Manager submitted
a written report advising that the Virginia Department of Environmental
Quality (DEQ) notified the City of Roanoke in late July 1997 of a report
of possible unauthorized disposal of waste materials at the City's
23
ACTION:
Public Works Service Center property on Courtland Road, N. W.; and
subsequent investigations determined some buried drums of paint-like
and tar-like products and solvents, and also quantities of inorganic
material (broken pipe, guardrails, crushed empty barrels, etc.)
It was further advised that excavated materials have been
removed from the site and sent to proper disposal locations; the City
continues to work with DEQ and the Federal Environmental Protection
Agency (EPA) to complete investigations and to develop a mutually
acceptable plan for addressing all issues which have arisen during the
course of the matter; it is expected to be at least a number of months
until the matter is brought to a close; approximately $710,000.00 has
been expended through May 1999 for environmental studies, legal
services, disposal fees, consultant and expert fees and related
expenses; approximately $100,000.00 is needed to pay for services
already rendered and/or anticipated for the remainder of this fiscal year;
and approximately $478,000.00 has been included in the Transfers to
Capital Projects Fund in the recently adopted budget to fund costs
estimated to be incurred during the upcoming fiscal year.
The Acting City Manager recommended that Council appropriate
$100,000.00 to Capital Projects Fund, Account No. 008-052-9670-9003,
Environmental Issues - Public Works Service Center, for environmental
studies, legal services, disposal fees, consultant and expert fees, and
related expenses.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34311-060799) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 General and Capital Fund Appropriations, and
providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 581.)
Mr. Trout moved the adoption of Ordinance No. 34311-060799.
The motion was seconded by Mr. Swain and adopted by the following
vote:
24
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs---------------------------------------------------------------7.
~AYS: ~one------------------------------------------------------------------------Cl.
DOW~TOW~ ~ORTH-HIGHER EDUCA TIO~ CE~TER-
CO~SUL TA~TS REPORTS: The Acting City Manager submitted a
written report advising that the Downtown ~orth development project
includes the area bounded by Wells Avenue, Gainsboro Road,
Jefferson Street and Shenandoah Avenue; several projects are
proposed for the project area including the Roanoke Higher Education
Center to be located in the former ~orfolk and Western General Office
Building ~orth, market rate rental apartments to be located in the
~orfolk and Western General Office Building South and "The Yard" at
Henry Street, and a commercial development project proposed by the
Roanoke ~eighborhood Development Corporation; all ofthe proposed
developments require some degree of public infrastructure
construction that may include improvements to streets, sidewalks,
street lighting, landscaping, storm drains and parking; a consultant is
needed to prepare preliminary and final engineering drawings to define
the scope and cost of needed infrastructure improvements in the
project area; the consultant will be required to complete preliminary
cost estimates on an expedited basis; and preliminary cost estimates
are needed to help determine the magnitude of City participation in the
projects.
It was further advised that a request for consultant qualifications
proposals was advertised; proposals were received from five firms; a
consultants selection committee reviewed all qualification proposals;
and the committee selected the firm of Lumsden Associates, P. C., as
the best qualified consultant for the proposed work.
The Acting City Manager recommended that he be authorized to
execute a contract, in a form to be approved by the Acting City
Attorney, with Lumsden Associates, P. C., in an amount not to exceed
$1 ClCl,ClClCl.ClCl to provide professional services for the Downtown ~orth
Development Project; and funding is available in the fiscal year 2ClClCl
CDBG budget for the Downtown ~orth Development Project.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency ordinance:
25
ACTION:
(#34312-060799) AN ORDINANCE authorizing a contract between
the City of Roanoke and Lumsden Associates, P.C., for the provision
of professional services for the Greater Henry Street Development
Project; and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 582.)
Mr. Trout moved the adoption of Ordinance No. 34312-060799.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs ---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E., inquired as to the
boundaries of "Downtown North"; whereupon, the Acting City Manager
advised that the boundaries are defined as those properties bounded
by Wells Avenue, Gainsboro Road, Jefferson Street and Shenandoah
Avenue.
BRIDGES-SIGNS/BILLBOARDS/AWNINGS-CHURCH AVENUE
PARKING GARAGE: The Acting City Manager submitted a written report
advising thatthe 1978 Surface Transportation Act enacted by Congress
requires that all bridges, including "off Federal Aid System" structures,
must be included in the bi-annual inspection program; Supplementary
Bridge Inspection Reports are required on 65 structures in the City this
year; 41 structures are inspected annually while 24 structures are
inspected bi-annually; the Federal Highway Administration has
established a new requirement that overhead sign structures are to be
inspected; 15 of these structures exist within the City; and inspection
of five parking structures are required, three every four years and two
every two years, by prudent engineering practices.
It was further advised that Engineering Services Qualification
Proposals for the necessary technical inspection and reports were
publicly advertised and proposals were received from Hayes, Seay,
Mattern & Mattern, Inc., L. A. Gates and Mattern & Craig, Inc.; interviews
were held with all three qualified firms; and negotiations were
conducted with the two most qualified firms (Hayes, Seay, Mattern &
Mattern, Inc., and Mattern & Craig, Inc.) for the necessary technical
inspections and reports.
26
ACTION:
The Acting City Manager recommended that the City award
separate three year engineering services agreements, in forms to be
approved by the City Attorney, to Hayes, Seay, Mattern & Mattern, Inc.,
and to Mattern & Craig, Inc., in amounts of $48,000.00 and $51,800.00,
respectively, for the first year (1999) for bridge, overhead sign, and
parking structure inspection services as set forth in the report; Year 2
(2000) and Year 3 (2001) shall be negotiated with Hayes, Seay, Mattern
& Mattern, Inc., and Mattern & Craig, Inc., according to the work scope
for that year; and funding is available for the first year contracts in the
fiscal year 1999-2000 adopted budget, as follows:
Hayes. Seay. Mattern & Mattern. Inc.:
32 Bridge Inspections
001-052-4310-3072
$48,000.00
TOTAL CONTRACT AMOUNT $48.000.00
Mattern & Craig. Inc.:
32 Bridge Inspections
001-052-4310-3072
$51,800.00
TOTAL CONTRACT AMOUNT $51.800.00
(For full text, see report on file in the City Clerk's Office.)
Mr. Hudson offered the following resolution:
(#34313-060799) A RESOLUTION authorizing the City Manager to
enter into separate three (3) year engineering services contracts with
certain engineering firms providing for the performance of certain
bridge, overhead sign, and parking garage inspection services.
(For full text of Resolution, see Resolution Book No. 61, page 583.)
Mr. Hudson moved the adoption of Resolution No. 34313-060799.
The motion was seconded by Mr. Harris and adopted by the following
vote:
27
ACTION:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T rout and May 0 r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------().
CMERP-BUDGET -PARKS AND RECREATION-SWIMMING POOLS-
EQUIPMENT: The Acting City Manager submitted a written report
advising that the Current Year Capital Maintenance and Equipment
Replacement Program contains various operational needs for City
departments, including fire and security alarms at Eureka Park Center,
Preston Park Center, Norwich Park Center, Buena Vista Park Center,
Mountain View Center, the Parks and Recreation Main Office, and new
electrical wiring and related services for Washington Park Swimming
Pool and Fallon Park Swimming Pool.; whereupon, the Acting City
Manager recommended that Council appropriate $26,551.()() from the
1998-99 Capital Maintenance and Equipment Replacement Program
account, as follows:
$18,954.()() to Parks and Recreation, Account No. ()()1-()52-
711 ()-9()15.
$7,597.()() to Engineering, Account No. ()()8-()52-9723-9()()3.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34314-()6()799) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 General and Capital Projects Fund
Appropriations, and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 584.)
Mr. Trout moved the adoption of Ordinance No. 34314-()6()799.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs---------------------------------------------------------------7.
NAYS: None----------------------------------------------------------------------__().
28
BUDGET-CITY NURSING HOME: The Acting City Manager having
previously submitted a written report in connection with appropriation
of funds as a result of an audit of the Roanoke City Nursing Home by
the State Department of Medical Assistance Services, the matter was
before Council.
The Mayor advised that the Acting City Manager has requested
that the report be withdrawn from the agenda; whereupon, without
objection by Council, it was so ordered by the Chair.
BUDGET-WORKERS' COMPENSATION-CITY EMPLOYEES: The
Acting City Manager submitted a written report advising that Workers'
Compensation is defined as "exclusive remedy, under law, for all
covered employees for compensating injuries and occupational
diseases arising in the course of and within the scope of employment";
the City of Roanoke is currently self-insured for Workers'
Compensation liability with excess insurance above the $1,000,000.00
(per occurrence) level; funding of $700,000.00 has been budgeted for
the current fiscal year to cover Workers' Compensation wages and
medical payments; and these types of fringe benefits are budgeted as
a lump sum in the non-departmental category because annual charges
for each department are difficult to accurately project.
It was further advised that Workers' Compensation expenditures
in the General Fund for fiscal year 1998-99 are projected to be
approximately $860,000.00 based on actual expenditures through
March, 1999 and projected expenditures for April, May and June, 1999;
and funding to cover fiscal year 1998-99 Workers' Compensation claims
is available in the following accounts and needs to be allocated to
departmental accounts from the nondepartmental categories:
Fundina Sources:
Account Number
Amount
Worker's Compensation - Wages
Worker's Compensation - Medical
Salary Lapse
Total
001-004-9110-1135
001-004-9110-1140
001-002-9410-1090
$350,000.00
350,000.00
160.000.00
$860,000.00
The Acting City Manager recommended that Council authorize
transfer of funds to cover Workers' Compensation claims, in the
amount of $860,000.00, to departmental Workers' Compensation
accounts from the following sources:
29
ACTION:
Fundina Sources:
Account Number
Amount
Worker's Compensation - Wages
Worker's Compensation - Medical
Salary Lapse
Total
001-004-9110-1135
001-004-9110-1140
001-002-9410-1090
$350,000.00
350,000.00
160,000.00
$860,000.00
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34315-060799) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 General Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 585.)
Mr. Trout moved the adoption of Ordinance No. 34315-060799.
The motion was seconded by Mr. Harris and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayo r Bowe rs---------------------------------------------------------------7.
NA Y S: N 0 ne------------------------------------------------------------------------0.
Council Member Swain requested a summary on the types of
claims submitted by City employees, and Council Member Wyatt
requested information on those claims attributed to stress in the work
place.
It was the consensus of Council that the request for additional
information would be referred to the Acting City Manager for report.
CITY ATTORNEY:
CITY CODE: The Acting City Attorney submitted a written report
advising that since 1982, Council has reenacted and recodified the City
Code on an annual basis in order to properly incorporate amendments
made by the General Assembly at the previous Session to State statues
that are incorporated by reference in the City Code; this procedure
ensures that the ordinances codified in the City Code incorporate the
most recent amendments to State law; incorporation by reference is
frequently utilized in local codes to preclude having to set out lengthy
30
ACTION:
ACTION:
provisions of State statues in their entirety; and the technique ensures
that local ordinances are always consistent with the State law as is
generally required.
The Acting City Attorney recommended that Council adopt an
ordinance to readopt and reenact the Code of the City of Roanoke
(1979); and if an ordinance is not adopted, City Code sections
incorporating provisions ofthe State Code amended atthe last Session
of the General Assembly may not be deemed to include the recent
amendments and may be impermissibly inconsistent which could result
in the dismissal of criminal prosecutions under these City Code
sections.
(For full text, see report on file in the City Clerk's Office.)
Mr. Harris offered the following emergency ordinance:
(#34316-060799) AN ORDINANCE to readopt and reenact the
Code of the City of Roanoke (1979), as amended; and providing for an
emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 588.)
Mr. Harris moved the adoption of Ordinance No. 34316-060799.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
DIRECTOR OF FINANCE:
DIRECTOR OF FINANCE-AUDITS/FINANCIAL REPORTS: The
Director of Finance submitted the Financial Report for the City of
Roanoke for the month of April, 1999.
(For full text, see Financial Report on file in the City Clerk's Office.)
Without objection by Council, the Mayor advised that the
Financial Report for the month of April would be received and filed.
31
.
DIRECTOR OF FINANCE-PURCHASE/SALE OF PROPERTY-
DELINQUENT TAXES: The Director of Finance submitted a written
report advising that as part of continuing efforts to collect delinquent
real estate taxes, he requests permission to place an advertisement in
The Roanoke Times and in The Roanoke Tribune for approximately 150-
200 real properties that have been identified; and the strategy is to
identify those properties that have not made or kept adequate payment
arrangements to obtain full payment of taxes and assessments, which
is the next step in a series of collection efforts to obtain payment for
these taxes and assessments before beginning the Judicial Sale of
Real Property ("Tax Sale") process.
It was further advised that Section 58.1-3924 of the Code of
Virginia (1950), as amended (the "State Code") provides that the
governing body may cause a list of real estate, which is delinquent for
the nonpayment of taxes, to be published at least once in the
newspaper in the City; Section 25.1 (k) of the Charter of the City of
Roanoke provides that the Director of Finance shall have the power and
authority to use any and all collection methods available to the
treasurers under general law to collect delinquent real estate taxes;
based on these provisions, the Office of Billings and Collections will
review delinquent real estate taxes which have been submitted for
collection and develop a list of properties to publish in local
newspapers for the purpose of collecting taxes; if the delinquent taxes
and assessments are not paid as a result of the advertisement, the
properties will be considered for the City's next Tax Sale; and another
report will be presented to Council for approval prior to the actual
placement of these properties on the next Tax Sale listing.
The Director of Finance recommended that Council authorize the
placement of an advertisement in The Roanoke Times and in The
Roanoke Tribune of real estate which is delinquent for nonpayment of
taxes thereon.
(For full text, see report on file in the City Clerk's Office.)
Mr. Harris offered the following resolution:
(#34317-060799) A RESOLUTION authorizing the Director of
Finance to place an advertisement in The Roanoke Times and The
Roanoke Tribune of real estate which is delinquent for nonpayment of
taxes thereon pursuantto ~58.1-3925 ofthe Code of Virginia (1950), as
amended.
32
~
ACTION:
-,
(For full text of Resolution, see Resolution Book No. 61, page 590.)
Mr. Harris moved the adoption of Resolution No. 34317-060799.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Tro ut and May 0 r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
BUDGET-INTERNAL SERVICE FUND: The Director of Finance
submitted a written report advising that the City of Roanoke's Internal
Service Funds account for certain services provided to other
departments of the City; and Internal Service Funds recover their costs
by charging the receiving departments for services provided.
It was further advised that budgeted funds for internal services
are allocated in the General Fund in each fiscal year's budget
throughout various departments based on estimated usage; usage
usually varies from the original estimates; each fiscal year, at this time,
it is necessary to make appropriations transfers between departments
to provide sufficient funds for internal services for the fiscal year; and
the transfers do not increase the overall General Fund budget, but only
reallocate amounts between departments.
A summary of total transfers is as follows:
Budget Amount Revised
Before Transfers Budget
Transfers In/(Out) Amount
Computer $2,765,260.00 $(148,196.00) $2,617,064.00
Information
Systems
Computer 143,242.00 148,196.00 291,438.00
Information
Systems - PC
Rental
Risk Management 531,718.00 ( 5,739.00) 525,979.00
Overhead
33
, "'\.
Risk Management 186,859.00 5,739.00 192,598.00
Claims
Fleet 1 ,725,560.00 0.00 1 ,725,560.00
Management
Fleet Rental 1.025.000.00 0.00 1.025.000.00
Total $ 6.377 .639.00 0.00 $ 6.377.639.00
The Director of Finance recommended that Council adopt the
appropriate budget ordinance.
(For full text, see report on file in the City Clerk's Office.)
Mr. Harris offered the following emergency budget ordinance:
(#34318-060799) AN ORDINANCE to amend and reordain certain
sections ofthe 1998-99 General Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 590.)
ACTION:
Mr. Harris moved the adoption of Ordinance No. 34318-060799.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayor Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
BUDGET-CITY EMPLOYEES: The Director of Finance submitted
a written report advising that the fiscal year 1998-99 General Fund
budget included funds in the nondepartmental category for retiree
medical insurance, unemployment wages and termination leave wages
(vacation); these fringe benefits are budgeted at estimated amounts in
the nondepartmental category because annual charges of each
department are difficult to project; and actual costs are charged to
departments in anticipation of budget transfers to cover costs.
34
It was further advised that a proposed budget ordinance
transfers funds from the nondepartmental category to the applicable
departmental budgets; the ordinance transfers funds from General
Fund City Retirement and VRS Retirement to provide necessary funding
fortermination leave wages and transfers funds from General Fund City
Retirement to provide necessary funding for the ICMA match; and the
transfers do not increase the General Fund budget in total, but
reallocate amounts between departments.
A summary of total transfers is as follows:
Budget Amount Revised
Before Transfers Budget
Transfers In/(Out) Amount
City Retirement $ 4,672,483.00 $ ( 25,873.00) $ 4,646,610.00
VRS Retirement 1,200,326.00 ( 30,691.00) 1,169,635.00
ICMA Match 270,932.00 18,955.00 289,887.00
Retiree Medical 213,875.00 (158,066.00) 55,809.00
Insurance
Unemployment 35,000.00 ( 2,983.00) 32,017.00
Wages
Termination 91.275.00 198.658.00 289.933.00
Leave Wages
Total $ 6.483.891.00 $ 0.00 $ 6.483.891.00
The Director of Finance recommended that Council adopt the
appropriate budget ordinance.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34319-060799) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 General Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 597.)
35
ACTION:
Mr. Trout moved the adoption of Ordinance No. 34319-060799.
The motion was seconded by Mr. Harris and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Tro ut and Mayo r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
REPORTS OF COMMITTEES:
PUBLIC WORKS-DOWNTOWN NORTH: Council Member
Carroll E. Swain, Chairperson, Bid Committee, presented a written
report on behalf of the Committee, in connection with bids received by
the City for demolition, removal, and re-construction of certain
damaged retaining walls along the southerly side of the 01-99 block of
Gilmer Avenue, N. E., and various landscaping around the re-
constructed walls to re-establish the suburban ambiance of this one
block length of Gilmer Avenue in the Gainsboro Neighborhood;
whereupon, the Bid Committee recommended that Council authorize
the City Manager to enter into a contractual agreement, in a form to be
approved by the Acting City Attorney, with H. & S. Construction
Company, in the amount of $71,040.00, in accordance with contract
documents as prepared by Hill Studio, with total available funding as
follows:
Design contract with Hill Studio $ 7,500.00
Negotiated Contract Amount 71,040.00
Contingencies (including advertisements,
City Engineering Expenses, & additional
construction quantities) 1.460.00
Project Budget $80,000.00
It was further recommended that all other bids received by the
City be rejected.
The Acting City Manager submitted a written report concurring
in the recommendation of the Bid Committee.
(For full text, see reports on file in the City Clerk's Office.)
Mr. Swain offered the following emergency ordinance:
36
ACTION:
(#34320-060799) AN ORDINANCE accepting the bid of H&S
Construction Company for demolishing and reconstructing certain
retaining walls in the Downtown North area of the City, upon certain
terms and conditions, and awarding a contracttherefor; authorizing the
proper City officials to execute the requisite contract for such work;
rejecting all other bids made to the City for the work; and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 602.)
Mr. Swain moved the adoption of Ordinance No. 34320-060799.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayo r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
GRANTS-YOUTH-JEFFERSON CENTER-LEASES-WA TER
RESOURCES: Council Member Linda F. Wyatt, Chairperson, Water
Resources Committee, presented a written report on behalf of the
Committee, with regard to execution of an amendment to the Sublease
Agreement between The Jefferson Center Foundation and the City, in
connection with office space for the Office of Grants Compliance and
the Office on Youth.
A staff report advised that the sublease between The Jefferson
Center Foundation and the City of Roanoke for 2,003 square feet of
office space required by the Office of Grants Compliance and the Office
on Youth was authorized on April 4, 1994, pursuant to Ordinance No.
31945-040494; the initial term of the sublease expires on July 31,1999;
and the current lease rate is $7.00 per square foot.
It was further advised that the Office of Grants Compliance and
the Office on Youth need to assure continuation of the sublease in
order to remain in the same space previously leased on the second
floor of The Jefferson Center under substantially the same terms as
provided during the initial five year period; the lessor has agreed to
amend the lease for the space previously leased to include an
additional five year period, expiring on July 31, 2004, at a rate of
$1,335.33 per month ($16,024.00 annually), which calculates to be $8.00
per square foot per year including utilities and custodial service.
37
ACTION:
The Water Resources Committee recommended that Council
authorize an amendment to the sublease between the City and The
Jefferson Center Foundation, for one additional term offive years, with
an annual cancellation provision, beginning August 1, 1999, at the
initial rate of $1 ,335.33 per month, in a form to be approved by the City
Attorney, for the rental of office space for the Office of Grants
Compliance and the Office on Youth.
(For full text, see reports on file in the City Clerk's Office.)
Ms. Wyatt offered the following resolution:
(#34321-060799) A RESOLUTION authorizing execution of an
Amendment to the Sublease Agreement between the Jefferson Center
Foundation and the City providing for one additional term offive years,
with an annual cancellation provision, for the rental of office space for
the Office of Grants Compliance and the Office on Youth.
(For full text of Resolution, see Resolution Book No. 61, page 603.)
Ms. Wyatt moved the adoption of Resolution No. 34321-060799.
The motion was seconded by Mr. Harris and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Trout and Mayor Bowers---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
PERSONNEL DEPARTMENT -LEASES-WA TER RESOURCES:
Council Member Linda F. Wyatt, Chairperson, Water Resources
Committee, presented a written report on behalf of the Committee, with
regard to execution of a lease agreement with the Estate of James L.
Trinkle, or its successor, for use of office space at 120 West Kirk
Avenue, by the Occupational Health Nurse for the Employee Medical
Program.
A staff report advised that additional space for the Employee
Medical Program to temporarily relieve over-crowding until a permanent
facility is located was leased from C. W. Francis & Son, Inc., pursuant
to Ordinance No. 32724-102395; initial term of the lease was for a
period of six months and expired on May 31,1996; subsequently, the
lease was extended for a one year period, with an option to renew for
38
ACTION:
two additional one year terms; the current renewal period will expire on
June 1, 1999; C. W. Francis & Son, Inc., tJa Francis Realtors, is no
longer the lessor due to the death of James L. Trinkle; and the Estate
of James L. Trinkle is now the owner and lessor, through Francis
Realtors as agent.
It was further advised that Personnel Management needs to
assure the right to continued use of the space for at least one
additional year; the lessor has agreed to continue the lease at the same
rate for a one year period, expiring on May 31, 2000; rental rate will be
$1,200.00 per month ($14,400.00 annually) for the 2,525 square feet,
which calculates to be $5.70 per square foot per year; the lease
provides for an option to renew after the first year for up to three
additional one-year terms; rent will increase $150.00 per month on the
first day of each renewal term; thus, monthly rental rates will be as
follows: first year - $1,200.00; second year - $1,350.00; third year -
$1,500.00; and fourth year - $1,650.00.
The Water Resources Committee recommended that Council
authorize a new lease between the City of Roanoke and the Estate of
James L. Trinkle, for an initial term of one year at the rate of $1,200.00
per month, beginning June 1, 1999, with an option to renew for three
additional one-year terms, in a form to be approved by the City
Attorney.
(For full text, see reports on file in the City Clerk's Office.)
Ms. Wyatt offered the following emergency ordinance:
(#34322-060799) AN ORDINANCE authorizing the proper City
officials to execute a lease agreement with the Estate of James L.
Trinkle, or its successor, for use of office space at 120 West Kirk
Avenue, by the Occupational Health Nurse, upon certain terms and
conditions, and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 604.)
Ms. Wyatt moved the adoption of Ordinance No. 34322-060799.
The motion was seconded by Mr. Trout and adopted by the following
vote:
39
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayor Bowers ---------------------------------------------------------------7.
~AYS: ~one------------------------------------------------------------------------Cl.
PARKS A~D RECREA TIO~-WA TER RESOURCES: Council
Member Linda F. Wyatt, Chairperson, Water Resources Committee,
presented a written report on behalf of the Committee, with regard to
the interim report of the Carvins Cove Comprehensive Land Use
Committee dated February 1, 1999.
A staff report advised that Council received the February 1, 1999,
report from the Carvins Cove Comprehensive Land Use Committee and
referred the report to the Water Resources Committee for
consideration; and the report requested the Members of Council to
"encourage your opposite numbers in Roanoke and Botetourt Counties
to consider giving attention to the need for soil and water 'best
management practices' on the headwaters of Catawba and Tinker
Creeks to protect the purity of the water in Carvins Cove reservoir."
It was further advised that representatives for both counties state
that their governments enforce all known legal construction and
development requirements and would be willing to consider any other
recommendations and, if applicable, discuss those recommendations
with the county farm bureaus; Source Water Assessment Program
(SWAP) is a requirement of the 1996 Amendments to the Federal Safe
Drinking Water Act; the Virginia SWAP, once approved, will require a
formal assessment program, including land use activities, for all public
water supply sources within 42 months of approval by EPA by the
Virginia Department of Health, either alone or in cooperation with water
system owners; and this assessment will be the initial step of providing
technical assistance to water works owners in developing a Source
Water Protection Program which, in turn, may provide
recommendations for additional "best management practices" to
discuss with neighboring jurisdictions and property owners along the
headwaters of Tinker and Catawba Creeks.
The Water Resources Committee advised that no additional
activity is recommended until such time as the State Department of
Health, in cooperation with the City and undoubtedly representatives
of Botetourt and Roanoke Counties, conduct the formal Source Water
Assessment Program.
4Cl
ACTION:
(For full text, see reports on file in the City Clerk's Office.)
Ms. Wyatt moved that the reports be received and filed. The
motion was seconded by Mr. Harris and unanimously adopted.
NEIGHBORHOOD ORGANIZA TIONS-PURCHASE/SALE OF
PROPERTY-WATER RESOURCES: Council Member Linda F. Wyatt,
Chairperson, Water Resources Committee, presented a written report
on behalf of the Committee, with regard to a public hearing on the
conveyance of surplus City-owned property located at Tenth Street and
Loudon Avenue, N. W., designated as Official Tax No. 2111321,
containing approximately 0.08 acre, to the Northwest Neighborhood
Environmental Organization, Inc.
A staff report advised that the property is located in Roanoke City
at the corner of Tenth Street and Loudon Avenue; the property was
acquired by the City in 1934; and in 1972, the City conveyed 1,089
square feet to the Commonwealth of Virginia for Tenth Street, N. W.
right-of-way, leaving a small residual parcel.
It was further advised that the property is no longer needed by
the City and may be disposed of as surplus property; City policy
requires surplus property to be advertised and sold to the highest
bidder if the property can be used to construct a separate structure, or
if the property does not meet requirements to construct a separate
structure, as is the case with the lot in question, offered to an adjacent
property owner; conveyance of real property must be approved by
Council following a public hearing; and the adjacent property owner is,
or will be, the Northwest Neighborhood Environmental Organization,
Inc. (NNEO), and the organization has requested conveyance of the
property for a housing project.
The Water Resources Committee recommended that Council
authorize advertisement of a public hearing and, lacking any comments
to the contrary, approve the conveyance of Official Tax No. 2111321,
containing approximately 0.08 acre to the Northwest Neighborhood
Environmental Organization, Inc., and the organization will be
responsible for all title work, surveying, plat preparation, and
preparation of legal documents, in a form to be approved by the City
Attorney.
(For full text, see reports on file in the City Clerk's Office.)
41
#^
ACTION:
Ms. Wyatt moved that Council concur in the recommendation.
The motion was seconded by Mr. Harris and unanimously adopted.
(The public hearing was held on Monday, June 21,1999, at 7:00 p.m.)
PURCHASE/SALE OF PROPERTY -BUDGET -TRAFFIC-CITY
EMPLOYEES-JEFFERSON CENTER-WATER RESOURCES: Council
Member Linda F. Wyatt, Chairperson, Water Resources Committee,
presented a written report on behalf of the Committee, with regard to
acquisition of property located in the 400 block of Luck Avenue, S. W.,
for the Employee/Jefferson Center Parking Project.
A staff report advised that in September, 1994, a plan was
developed to address The Jefferson Center parking needs as well as
City employee parking recommendations; in December, 1994, Council
approved the transfer of funds to allow acquisition of property; and 11
parcels of land have been acquired; three parcels located in the 400
block of Luck Avenue, S. W., Official Tax Nos. 1012408, 1012407, and
a portion of 1012406, have been identified as possible sites to acquire
to implement Phase I (property acquisition) of the parking project; the
owner will subdivide Official Tax No. 1012406 to allow the City to
purchase 22,800 square feet, more or less, which is approximately one-
halfofthe lot; the property owner, Richard A. Dearing, has been offered
$140,000.00 for the property, and it is possible that condemnation may
be necessary to acquire the parcels of land.
The Water Resources Committee recommended that Council
approve the following actions:
Authorize acquisition of property located in the 400 block
of Luck Avenue, S. W., Official Tax Nos. 1012408, 1012407,
and 22,800 square feet, more or less, of Official Tax No.
1012406, by negotiation or eminent domain, for the
amount of $140,000.00.
Appropriate $210,493.00 from the 1996 General Obligation
Bonds (Employee Parking Account No. 008-052-9701-9192)
to Employee Parking Capital Account No. 008-056-9698-
9001) to provide funding for property acquisitions and
related expenses for this ongoing program.
(For full text, see reports on file in the City Clerk's Office.)
42
ACTION:
ACTION:
Ms. Wyatt offered the following emergency budget ordinance:
(#34323-060799) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 Capital Projects Fund Appropriations, and
providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 605.)
Ms. Wyatt moved the adoption of Ordinance No. 34323-060799.
The motion was seconded by Mr. Trout and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayo r Bowe rs---------------------------------------------------_-----------7.
NAYS: None-------------------------------------------------_----------------------0.
Ms. Wyatt offered the following emergency ordinance:
(#34324-060799) AN ORDINANCE providing for the acquisition of
property located in the 400 block of Luck Avenue, S. W., and identified
by Roanoke City Tax Map Nos. 1012408, 1012407, and a portion of
Official Tax No.1 012406, authorizing the proper City officials to execute
and attest any necessary documents for this acquisition; providing for
the City's acquisition of such property rights by condemnation, under
certain circumstances; authorizing the City to make motion for the
award of a right of entry on any of the parcels for the purpose of
commencing the project; upon certain terms and conditions; and
providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 606.)
Ms. Wyatt moved the adoption of Ordinance No. 34324-060799.
The motion was seconded by Mr. Trout and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Trout and Mayor Bowers------------------------------__________________---------------7.
NAYS: None-----------------------------------_______________----------------------0.
43
WATER RESOURCES-SWIMMING POOLS: Council Member
Linda F. Wyatt, Chairperson, Water Resources Committee, presented
a written report on behalf of the Committee, with regard to approval of
the Water Conservation Plan dated May 17, 1999, and authorizing the
Acting City Manager to take certain actions and provide for such rules
and regulations as may be necessary to implement, administer and
enforce the Water Conservation Plan.
The Water Resources Committee recommended thatCouncil take
the following actions:
Council finds that a water supply emergency exists in the
City affecting the use of water in any area of the City and
that there is a need to control and restrict the use of water
during the emergency and that Council approve the Water
Conservation Plan, dated May 17, 1999, including the
surcharges contained therein; that Council declare the
water supply emergency will be lifted when the Carvins
Cove reservoir level reaches ten feet below the spillway or
upon further action of Council.
Authorize the City Manager, in accordance with the City of
Roanoke Charter (1952), Sections 2-(31) and (32), and
Virginia Code Section 15.2-924, to impose suitable
penalties for the violations of the Water Conservation Plan
of not less than $100.00 for residential users and $500.00
for institutional/commercial/industrial users; each day of
a violation shall be considered a separate violation;
penalties assessed will be immediately payable; Council
further authorizes the City Manager to provide that failure
to pay the penalty assessed and/or multiple violations of
the Water Conservation Plan may subject the water user
to immediate cut off of water service and service will not
be resumed until all bills, penalties, plus a $50.00 turn on
fee are paid.
Authorize the City Manager to temporarily employ and
authorize two Water Conservation Officers, or such
additional personnel as may be necessary, for patrolling
and issuing of citations to water users in violation of
restrictions and allocated conditions set forth in the Plan.
Additionally I authorize the City Manager to authorize the
following employees for patrolling and issuing of
44
ACTION:
citations: Watershed Security Officers (2), Boat Inspectors
(2), Pump and Storage Operators (2), Utility Workers (2),
and other Water Department employees as required.
Authorize the City Manager to take such further action and
to provide for such rules or regulations as may be
necessary to administer and/or implement the Water
Conservation Plan.
Amend the Water Fund fiscal year 1999-2000 budget and
appropriate $100,000.00 from the Water Fund prior years'
retained earnings to Account No. 002-056-2170-2055 _
Purchased Water; $3,000.00 to Account No. 002-056-2170-
1003 - Overtime Wages.
Authorize the Director of Finance to impose water rates
noted in the Plan should the reservoir level reach
Condition 3 (30 feet) or Condition 4 (42 feet) below
spillway level.
Decrease the revenue estimate by $408,660.00 in Water
Fund Account No. 002-056-1234-0905, Bulk Sales Roanoke
County, for estimated lost revenue to reduce sale of water
to Roanoke County of two and one-half million gallons a
day for up to 84 days.
(For full text, see reports on file in the City Clerk's Office.)
Ms. Wyatt offered the following emergency budget ordinance:
(#34325-060799) AN ORDINANCE to amend and reordain certain
sections ofthe 1999-2000 Water Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 607.)
Ms. Wyatt moved the adoption of Ordinance No. 34325-060799.
The motion was seconded by Mr. Harris.
Kit B. Kiser, Director, Utilities and Operations, advised that the
Water Conservation Plan is the next step of a process that started in
March 1999 through the Water Resources Committee, at which time the
Committee requested that Council call the water situation to the
45
attention of citizens and request voluntary water conservation. At that
time, he stated that the City administration was requested to pursue an
orderly plan to address the potential water shortage and the Water
Resources Committee has recommended that Council adopt a Water
Conservation Plan that provides the following: at 22 feet, the City will
request assistance from neighboring jurisdictions, at 24 feet, the City
Manager will be authorized to impose restrictions on certain
unauthorized uses of water and water conservation officers will be
assigned the responsibility of patrolling the City and passing out
warnings for unauthorized water usage. He reviewed provisions of the
Water Conservation Plan.
The Acting City Manager advised that the City is not in a crisis
situation at this point, however, recommended actions are proposed in
an effort to avoid a water crisis. He stated that as of this date, Carvins
Cove is at 20.9 feet below spillway level, in two weeks, minus any
rainfall, Carvins Cove will be approximately 22 feet below spillway level;
and at that point, the City will trade water with Roanoke County, and
purchase water from the City of Salem and the Town of Vinton. He
explained that the City depends upon Carvins Cove for about 14 million
gallons of water per day, and even though Roanoke County has the
Spring Hollow Reservoir, the County does not have the processing
capability to provide the City in excess of more than two to three million
gallons of water per day, and at 22 feet below spillway, the City will
work with the County to obtain additional water.
Mr. Kiser explained that at 24 feet, Carvins Cove will be at its
lowest level ever, therefore, it is known that there will be certain water
quality operational problems. He stated that due to pipe sizing
connection there is a limitation on how much water the City can
purchase from Roanoke County, however, the City and the County are
working jointly to maximize the situation.
The Acting City Manager was requested to respond to questions
by citizens regarding the City's position to fill the two municipal
swimming pools in Washington Park and Fallon Park, and to elaborate
on water conservation measures to be taken by the City; whereupon,
he advised that the City has taken voluntary water conservation very
seriously and met with department managers to generate methods to
, save water. He stated that sod on City property will not be watered,
water fountains have been turned off, and flower beds are watered by
recycled water from the Sewage Treatment Plant. He stated that a
consensus was reached by City staff to fill the two municipal swimming
46
ACTION:
pools during this period of voluntary conservation because ofthe City's
young people who need constructive recreation. He reported that
private swimming pools are allowed to be filled which means that those
children who can afford to do so will have the opportunity to enjoy
private swimming pools while those children who cannot afford to visit
private pools will be able to enjoy the City's municipal swimming pools.
He explained that once the swimming pools are filled, there is relatively
small use of water, other than through normal evaporation and use of
restroom facilities.
The Mayor appealed to citizens of Roanoke to practice good
water conservation measures, and requested that churches,
synagogues, temples, etc., offer a prayer for rain in their worship
services.
Ordinance No. 34325-060799 was adopted by the following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayor Bowe rs ---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
Ms. Wyatt offered the following emergency ordinance:
(#34326-060799) AN ORDINANCE declaring that a water supply
emergency exists within the City of Roanoke; approving the Water
Conservation Plan dated May 17, 1999; authorizing the City Manager to
impose suitable penalties for violations of the Water Conservation Plan;
authorizing the City Manager to temporarily employ two water
conservation officers and to authorize those officers as well as certain
other City employees to patrol and issue citations for violations of the
Water Conservation Plan; authorizing the City Manager to take such
further action and to provide for such rules and regulations as may be
necessary to implement, administer and enforce the Water
Conservation Plan; and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 608.)
Ms. Wyatt moved the adoption of Ordinance No. 34326-060799.
The motion was seconded by Mr. Trout and adopted by the following
vote:
47
ACTION:
..,
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayor Bowe rs---------------------------------------_____________-----------7.
NAYS: None---------------------------------------___________----------------------Cl.
UNFINISHED BUSINESS: None.
INTRODUCTION AND CONSIDERATION OF ORDINANCES AND
RESOLUTIONS:
CITY CODE-ANIMALS/INSECTS: Ordinance No. 34298, amending
Chapter 6, Animals and Fowl, of the Code of the City of Roanoke (1979),
as amended, to provide for certain revisions relating to the dog
ordinance, having previously been before the Council for its first
reading on Monday, May 17, 1999, read and adopted on its first reading
and laid over, was again before the body, Mr. Hudson offering the
following for its second reading and final adoption:
(#34298-Cl6Cl799) AN ORDINANCE amending Chapter 6, Animals
and Fowl, Code of the City of Roanoke (1979), as amended, by adding
new ~~6-11, Public nuisance animal, 6-12, Duty of animal owners, 6-13,
Cleaning up after animals, and 6-27, Limitations on keeping, and
amending ~~6-22, Definitions. 6-42.1, Licensing imposed, 6-43, When
due and payable, and 6-45, Issuance. composition and contents of
license; the added and amended sections defining "public nuisance
animal" and creating a Class 3 misdemeanor for keeping a public
nuisance animal in the City, prescribing a duty of care for animal
owners, requiring owners to clean up after their animals, limiting to
four the number of dogs kept on residential property, providing new
definitions of "dog", "domestic", "farm" and "to run at large" or
"running at large", and establishing new fees for licenses for dogs and
commercial kennels; and providing for an effective date of July 1, 1999.
(For full text of Ordinance, see Ordinance Book No. 61, page 565.)
Mr. Hudson moved the adoption of Ordinance No. 34298-Cl6Cl799.
The motion was seconded by Mr. Trout and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Tro ut a nd May or Bowers----------------------------____________________---------------7.
NAYS: None---------------------------_______________________----------------------Cl.
48
.
5 I G N 51 B ILL BOA R D 51 A WN I N G 5 -H 0 U 5 I N GI AUT H 0 R I TV:
Ordinance No. 34302, authorizing acceptance of a donation and
conveyance of certain property identified by Roanoke City Tax No.
2022611, located on McDowell Avenue, N. W., to the City of Roanoke
from the Roanoke Redevelopment and Housing Authority for
construction of a new sign at the entranceway of Historic Gainsboro
District, and authorizing preparation of the appropriate documents,
upon certain terms and conditions, having previously been before the
Council for its first reading on Monday, May 17, 1999, read and adopted
on its first reading and laid over, Mr. Trout offered the following for its
second reading and final adoption:
(#34302) AN ORDINANCE authorizing the acceptance of a
donation and conveyance of certain property identified by Roanoke City
Tax No. 2022611, located on McDowell Avenue, N. W., to the City from
the Roanoke Redevelopment and Housing Authority for the
construction of a new sign at the entranceway of Historic Gainsboro
District, authorizing preparation of the appropriate documents, upon
certain terms and conditions.
Mr. Trout moved the adoption of Ordinance No. 34302. The
motion was seconded by Mr. White.
Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E., advised that at the
last meeting of Council on Monday, May 17, 1999, it was stated that the
property could be accepted without the construction of a sign;
however, the measure currently before Council provides for
construction of a new sign at the intersection of the Historic Gainsboro
District. She stated that the historic district starts at North Jefferson
Street, Gilmer Avenue and Patton Avenue, N. W., where the Historic
Gainsboro Library is located, and requested clarification as to the
contents of the sign.
The Acting City Manager reported that the sign will bear the
following inscription: "Welcome to Historic Gainsboro."
Ms. Bethel stated that the entire section of Gainsboro has not
been officially declared historic and to use the historic designation
demeans the official designation. She added that there were certain
procedures that were followed to receive the H-2, Historic District
Overlay designation for Gilmer and Patton Avenues, N. E and N. W., and
to deliberately place an incorrect sign at that location is damaging to
the historic designation. She stated that the City should officially
49
..,
declare all of Gainsboro as an historic district and then the sign would
be correct, but without that designation, the sign is nothing but a farce
and demeans other areas of the City that have been declared historic,
including the possible historic designation of the Star on Mill Mountain.
Upon question, William F. Clark, Director, Public Works, advised
that the sign which currently exists at the corner of Gainsboro Road
and McDowell Avenue on the corner at Hill Street Baptist Church refers
to Historic Gainsboro. Because of questions regarding the size of the
lot, he stated that the sign will be four feet less in width by taking two
feet off at both ends and reducing the length of the aluminum panel on
the background, the letters have already been acquired by the
contractor, therefor, they will have to be used at that location or the City
will be responsible for the costs incurred by the contractor. He
explained that the size of the sign has been reduced to more closely fit
the size of the lot; however, the wording on the proposed sign is no
different than the wording on the existing wooden sign which is
currently located at that same corner.
Ms. Helen E. Davis, 35 Patten Avenue, N. E., advised that she
appeared before Council at its last meeting on Monday, May 17, 1999,
and she was of the understanding that the Director of Public Works
was requested to confer with residents of the area to resolve the
matter. She stated that simply because the current sign is worded
"Historic" Gainsboro does not make it right, because all of Gainsboro
has not been designated as an historic area.
The Acting City Manager advised that neither the City
administration nor City Council has a vested interest in what the sign
says; however, it was his understanding that several months ago when
the original sign was discussed, there were persons from the area who
were in favor of using the word "historic" on the proposed new sign
and those persons were not represented today. He stated that City staff
will work with residents of the area to reach a consensus.
Mr. White moved that Ordinance No. 34302, on its second
reading, be tabled until there is a consensus of opinion by residents of
the Gainsboro area. The motion was seconded by Ms. Wyatt and
adopted.
ZONING: Ordinance No. 34304, rezoning property located at 1805
Orange Avenue, N. W., Official Tax No. 2321415, from C-2, General
Commercial District, to C-1, Office District, pursuant to the First
50
ACTION:
ACTION:
Amended Petition filed in the Office of the City Clerk on January 27,
1999, having previously been before the Council for its first reading on
Monday, May 17, 1999, read and adopted on its first reading and laid
over, was again before the body, Mr. Trout offering the following for its
second reading and final adoption:
(#34304-060799) AN ORDINANCE to amend ~36.1-3, Code of the
City of Roanoke (1979), as amended, and Sheet No. 232, Sectional 1976
Zone Map, City of Roanoke, to rezone certain property within the City.
(For full text of Ordinance, see Ordinance Book No. 61, page 572.)
Mr. Trout moved the adoption of Ordinance No. 34304-060799.
The motion was seconded by Mr. Harris and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------0.
ZONING: Ordinance No. 34305, rezoning a tract of land located
at 907 4th Street, S. E., Official Tax No. 4021001, from C-2, General
Commercial District, to LM, Light Manufacturing District, subject to
certain proffers contained in the Second Amended Petition filed in the
Office of the City Clerk on April 13, 1999, having previously been before
the Council for its first reading on Monday, May 17, 1999, read and
adopted on its first reading and laid over, was again before the body,
Mr. Harris offering the following for its second reading and final
adoption:
(#34305-060799) AN ORDINANCE to amend ~36.1-3, Code of the
City of Roanoke (1979), as amended, and Sheet No. 402 Sectional 1976
Zone Map, City of Roanoke, to rezone certain property within the City,
subject to certain conditions proffered by the applicant.
(For full text of Ordinance, see Ordinance Book No. 61, page 573.)
Mr. Harris moved the adoption of Ordinance No. 34305-060799.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
51
ACTION:
ACTION:
~.
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs--------------------------------------------________-----------7.
NAYS: None-------------------------------------------_______----------------------Cl.
STREETS AND ALLEYS: Ordinance No. 343Cl6, permanently
vacating, discontinuing and closing certain portions of Norfolk Avenue,
S. W., extending in an easterly direction from Second Street, S. W.,
lying generally between Second Street, S. W., and Williamson Road, S.
E., and a portion of former Norfolk Avenue, S. W., having previously
been before the Council for its first reading on Monday, May 17, 1999,
read and adopted on its first reading and laid over, was again before
the body, Mr. Trout offering the following for its second reading and
final adoption:
(#343Cl6-Cl6Cl799) AN ORDINANCE permanently vacating,
discontinuing and closing certain public right-of-way in the City of
Roanoke, Virginia, as are more particularly described hereinafter.
(For full text of Ordinance, see Ordinance Book No. 61, page 575.)
Mr. Trout moved the adoption of Ordinance No. 343Cl6-Cl6Cl799.
The motion was seconded by Mr. Harris and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and May 0 r Bowe rs---------------------------------------_____________-----------7.
NAYS: None-------------------------------------_____________----------------------Cl.
DECEASED PERSONS: Mr. Hudson offered the following
resolution memorializing the late Walker R. Carter, Jr., Clerk of Circuit
Court for the City of Roanoke from 1961 to 1979:
(#34327 -Cl6Cl799) A RESOLUTION memorializing the late Walker R.
Carter, Jr.
(For full text of Resolution, see Resolution Book No. 61, page 611.)
Mr. Hudson moved the adoption of Resolution No. 34327 -Cl6Cl799.
The motion was seconded by Mr. Trout and adopted by the following
vote:
52
ACTION:
"'
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T rout and May 0 r Bowe rs--------------------------------------------________-----------7.
NAYS: None-----------------------------------------_________----------------------Cl.
DECEASED PERSONS: Mr. Swain offered the following
resolution memorializing the late Dr. Maynard Herman Law, who
dedicated his service to the community in medicine and civic
leadership:
(#34328-Cl6Cl799) A RESOLUTION memorializing the late Dr.
Maynard Herman Law.
(For full text of Resolution, see Resolution Book No. 61, page 612.)
Mr. Swain moved the adoption of Resolution No. 34328-Cl6Cl799.
The motion was seconded by Mr. Trout and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut a nd May or Bowers-------------------------------_________________---------------7.
NAYS: None--------------------------------__________________----------------------Cl.
MOTIONS AND MISCELLANEOUS BUSINESS:
INQUIRIES AND/OR COMMENTS BY THE MA YORAND MEMBERS
OF COUNCIL:
NATIONAL LEAGUE OF CITIES-GRANTS: Mr. Trout offered the
following resolution urging the U. S. Congress to support full funding
of the Community Development Block Grant (CDBG) Program in 2ClClCl,
at least at the Fiscal Year 1999 level of $4.75Cl billion, as an investment
in the future of America's communities:
(#34329-Cl6Cl799) A RESOLUTION urging the U. S. Congress to
support full funding of the Community Development Block Grant
(CDBG) Program in 2ClClCl, at leastatthe Fiscal Year 1999 level of$4.75Cl
billion, as an investment in the future of America's communities.
(For full text of Resolution, see Resolution Book No. 61, page 613.)
53
ACTION:
ACTION:
Mr. Trout moved the adoption of Resolution No. 34329-Cl6Cl799.
The motion was seconded by Mr. Harris and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T rout and Mayo r Bowe rs---------------------------------------------------------------7.
NAYS: N one------------------------------------------------------------------------Cl.
HOUSING/AUTHORITY -NA TIONAL LEAGUE OF CITIES-GRANTS-
ECONOMIC DEVELOPMENT: Mr. Trout offered the following resolution
urging members ofthe United States House Commerce Committee and
the United States House of Representatives to amend H. R. 1 Cl to
modernize the Community Reinvestment Act (CRA) passed in 1977, in
order for the CRA to continue to be an important economic
development tool to increase home ownership and economic
development in low income urban and rural communities:
(#3433Cl-Cl6Cl799) A RESOLUTION urging the members of the
United States House Commerce Committee and the United States
House of Representatives to amend H.R.1 Cl to modernize the
Community Reinvestment Act (CRA) passed in 1977, in order for the
CRA to continue to be an important economic development tool to
increase home ownership and economic development in low income
urban and rural communities.
(For full text of Resolution, see Resolution Book No. 61, page 615.)
Mr. Trout moved the adoption of Resolution No. 3433Cl-Cl6Cl799.
The motion was seconded by Mr. Harris and adopted by the following
vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut and Mayor Bowers ---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------Cl.
COMPLAINTS-RESPOND SYSTEM-PARKS AND RECREATION:
Council Member Hudson referred to complaints by citizens who are
unable to contact the City's Weed Control Coordinator by telephone
and inquired iftelephone calls can be forwarded to a City employee for
response when the Weed Control Coordinator is out of the office.
54
ACTION:
"'
George C. Snead, Jr., Director, Public Safety, advised that his
office, in cooperation with the Office of Management and Budget and
the Weed Control Coordinator, will focus on ways to insure that citizens
are informed that they can call the Weed Control Coordinator and the
City's Respond system to record their complaints. He stated that the
overall goal is to provide the Weed Control Coordinator with more time
to work in the field, while providing a means for citizens to interact with
a City employee rather than an automated message.
CITY EMPLOYEES-CENSUS: Council Member White requested
a briefing with regard to appointment by the Acting City Manager of an
internal team of City employees to work with the year 2ClClCl national
census to ensure that every citizen of the City of Roanoke is counted
in the upcoming census.
It was the consensus of Council that the request would be
referred to the Acting City Manager for appropriate response.
PARKS AND RECREATION-REFUSE COLLECTION: Council
Member Swain expressed concern with regard to the cleanliness ofthe
City, and reiterated previous remarks regarding the need for a public
relations campaign to educate citizens on the cost to the taxpayers of
Roanoke to remove litter from City streets. He suggested billboard
advertising and soliciting input/participation from students as to how
to address the problem. In regard to weed control/overgrown lots, he
suggested that the City explore the feasibility of engaging small
business contractors or inmates from the City Jail to address the
problem.
It was the consensus of Council that Mr. Swain's remarks would
be referred to the Acting City Manager for appropriate response.
At 5:ClCl p.m., the Mayor declared the meeting in recess.
At 5:15 p.m., the meeting reconvened in the Council Chamber,
with Mayor Bowers presiding, and all Members of the Council in
attendance.
COUNCIL: With respect to the Executive Session just concluded,
Mr. Swain moved that each Member of City Council certify to the best
of his or her knowledge that: (1) only public business matters lawfully
exempted from open meeting requirements under the Virginia Freedom
of Information Act; and (2) only such public business matters as were
55
,
ACTION:
identified in any motion by which any Executive Session was convened
were heard, discussed or considered by City Council. The motion was
seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
T ro ut a nd Mayor Bowe rs ---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------Cl.
OTHER HEARING OF CITIZENS UPON PUBLIC MATTERS: None.
At 5:17 p.m., the Mayor declared the meeting in recess.
At 5:3Cl p.m., the meeting reconvened in the Council Chamber,
with Mayor Bowers presiding, and all Members of the Council in
attendance.
COUNCIL: With respect to the Executive Session just concluded,
Mr. Swain moved that each Member of City Council certify to the best
of his or her knowledge that: (1) only public business matters lawfully
exempted from open meeting requirements under the Virginia Freedom
of Information Act; and (2) only such public business matters as were
identified in any motion by which any Executive Session was convened
were heard, discussed or considered by City Council. The motion was
seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members White, Wyatt, Harris, Hudson, Swain,
Tro ut a nd Mayor Bowe rs ---------------------------------------------------------------7.
NAYS: None------------------------------------------------------------------------Cl.
PURCHASE/SALE OF PROPERTY-RAILSIDE LINEAR WALK:
Mr. Trout offered the following emergency ordinance affirming the
intent of the Council of the City of Roanoke to provide for acquisition
of property rights needed by the City for Railside Linear Park - Phase I:
(#34331-Cl6Cl799) AN ORDINANCE affirming the intent of the
Council of the City of Roanoke to provide for the acquisition of property
rights needed by the City for Railside Linear Park - Phase I; setting a
certain limit on the consideration to be offered by the City; providing for
56
I
the City's acquisition of such property rights by condemnation, under
certain circumstances; authorizing the City to make motion for the
award of a right of entry on any of the parcels for the purpose of
commencing the project; and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 61, page 616.)
ACTION:
Mr. Trout moved the adoption of Ordinance No. 34331-Cl6Cl799.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members White, Harris, Hudson, Swain, Trout and
Mayor Bowers------------------------------------------- ----------------------------------6.
NAYS: Council Member Wyatt----------------------------------------------1.
CABLE TELEVISION-COUNCIL: Mr. Harris moved that it shall be
the procedure of Council to convene in Executive Session to consider
Vacancies on Various Authorities, Boards, Commissions and
Committees Appointed by Council prior to consideration of Other
Hearing of Citizens, and any additional Executive Session(s) will be
convened immediately following Other Hearing of Citizens; and RVTV -
Channel 3 coverage of City Council meetings will conclude when
Council convenes in Executive Session. The motion was seconded by
Mr. Trout and unanimously adopted. (The above action was rescinded
by motion of Council on Monday, August 16, 1999.)
There being no further business, the Mayor declared the meeting adjourned
at 5:4Cl p.m.
APPROVED
ATTEST:
Mary F. Parker
City Clerk
David A. Bowers
Mayor
57
REGULAR WEEKLY SESSION-----ROANOKE CITY COUNCIL
June 21, 1999
12:15 p.m.
The Council of the City of Roanoke met in regular session on Monday,
June 21, 1999, at 12:15 p.m., the regular meeting hour, with Chairman Pro Tem
William White, Sr., presiding, pursuant to Rule 1, Regular Meetings. of Section 2-15,
Rules of Procedure, Code of the City of Roanoke (1979), as amended.
PRESENT: Council Members Linda F. Wyatt, W. Alvin Hudson, Jr., Carroll E.
Swain, James O. Trout and Chairman Pro Tem William White, Sr.-----------------------5.
ABSENT: Vice-Mayor C. Nelson Harris and Mayor David A. Bowers-----------2.
OFFICERS PRESENT: James D. Ritchie, Sr., Acting City Manager; Diane S.
Akers, Acting Assistant City Manager; William X Parsons, Acting City Attorney;
James D. Grisso, Director of Finance; and Sandra H. Eakin, Deputy City Clerk.
The Deputy City Clerk stated that she had been advised that the Mayor and
Vice-Mayor would not be available to attend the regular meetings of Roanoke City
Council; and in accordance with Roberts Rules of Order, it would be necessary for
the Members of Council to elect a Chairman Pro Tem to preside over this meeting
of City Council, as well as the 2:ClCl p.m. and 7:ClCl p.m. sessions of Council. The
Deputy City Clerk called for nominations for a Chairman Pro Tem.
Mr. Trout placed in nomination the name of Council Member White to preside
as Chairman Pro Tem.
There being no further nominations, Council Member White was elected as
Chairman Pro Tem by the following vote:
FOR MR. WHITE: Council Members Wyatt, Hudson, Swain, Trout and White--5.
(Mayor Bowers and Vice-Mayor Harris were absent.)
BLUE RIDGE COMMUNITY SERVICES: A briefing with regard to Blue Ridge
Community Services was before Council.
Mr. Glenn D. Radcliffe, Director of Human Development, introduced a briefing
with regard to the programs provided to citizens by Blue Ridge Community Services.
1
"'
Dr. Fred P. Roessel, Jr., Ph.D., Executive Director, Blue Ridge Community
Services, referred to his communication under date of June 16, 1999, detailing
information on the services and funding of Blue Ridge Community Services as
compared to other selected Community Services Boards, and presented an overview
of the services and activities provided by Blue Ridge Community Services.
(For full text, see communication on file in the City Clerk's Office.)
Mr. Thomas Chapman, Director of Administration, Blue Ridge Community
Services, presented a briefing with regard to services of Blue Ridge Community
Services as compared to other selected Community Services Boards, advising that
most of the information was derived from the Fiscal Year 1998 Annual Statistical
Report ofthe Department of Mental Health, Mental Retardation and Substance Abuse
Services; since detailed information was not readily available in a comparable way
for the individual localities as requested by the City administration, he provided data
on the Community Services Board which serves each of those jurisdictions, as
follows:
1. BristollWashington County - Highlands CSB
2. Alexandria - Alexandria CSB
3. Portsmouth - Portsmouth CSB
4. Richmond - Richmond Behavioral Healthcare Authority
5. Norfolk - Norfolk CSB
6. Petersburg - District 19 CSB
7. Lynchburg - Central Virginia CSB
8. Montgomery County - New River CSB
Mr. Chapman provided further information with regard to comparison of
services provided by Blue Ridge Community Services and selected Community
Services Boards; comparison of revenue of Blue Ridge Community Services and
selected Community Services Boards; comparison of funding of Blue Ridge
Community Services and selected Community Services Boards by service type;
comparison of Local Tax Appropriations by Blue Ridge Community Services member
jurisdictions; and a breakdown of Blue Ridge Community Services staff by function,
race and gender. It was advised that the services listed are those approved for
funding by the Department of Mental Health, Mental Retardation and Substance
Abuse Services with State controlled funds, as defined in Core Services Taxonomy
~; descriptions of these services were provided in the BRCS report to City Council
dated February 25, 1999; a copy of the proposed FY 2ClClCl Performance Contract for
Blue Ridge Community Services is also being provided, which includes all of the
funds approved as of June 15, 1999, with the exception of new money appropriated
by the General Assembly that has not yet been allocated.
2
Ms. Wyatt expressed concern about the organization's impact on the City of
Roanoke and its citizens, not other localities, and stated she has difficulty believing
that Blue Ridge Community Services does not keep track of services provided by
other localities; whereupon, Mr. Chapman stated thatthis information was contained
in a local progress report provided to City Council in November or December of
1998. Ms. Wyatt stated she would like to see figures for the City of Roanoke to
compare to other cities; whereupon, Mr. Chapman advised that he would pull the
figures from the report provided to Council in November or December of 1998 and
prepare a comparison for Council's information.
Mr. Trout advised that he heard about a possible expansion of the Blue Ridge
Community Services building and inquired as to when Council could expect a
briefing on this matter; whereupon, Mr. Chapman advised that Blue Ridge
Community Services is in the preliminary stages of purchasing another building,
with the goal of combining all services into one building; and they are looking into
conventional financing for the building, although they are not to that point yet.
Mr. Chapman responded to specific questions from Council with regard to
information contained in Tables A - F of the comparison report submitted with
Dr. Roessel's communication under date of June 16, 1999.
With regard to the Blue Ridge Community Services Fiscal Year 2ClClCl
Performance Contract, Mr. Radcliffe advised that the City will soon begin looking at
when the localities need to enter into a new Performance Contract, and this matter
will be brought before Council for final approval.
Mr. Chapman stated that Mr. Radcliffe has been very helpful and has been on
the front lines of the process; that major differences in the new contract include
references about three different kinds of services, i.e., programmatic, individualized
and special projects, and summary information on Total Revenues for Services
relating to Consolidated Mental Health Services, Consolidated Mental Retardation
Services, and Consolidated Substance Abuse Services.
There being no further discussion, and without objection by Council, the
Chairman Pro Tem advised that the briefing would be received and filed.
p.m.
At 1 :ClCl p.m., the Chairman Pro Tem declared the meeting in recess until 2:ClCl
At 2:ClCl p.m., on Monday, June 21, 1999, the regular meeting of City Council
reconvened in the Roanoke City Council Chamber, fourth floor, Municipal Building,
215 Church Avenue, S. W., City of Roanoke, with the following Council Members in
attendance, Chairman Pro Tem White presiding.
3
..,
PRESENT: Council Members Linda F. Wyatt, W. Alvin Hudson, Jr., Carroll E.
Swain, James O. Trout and Chairman Pro Tem William White, Sr.-----------------------5.
ABSENT: Vice-Mayor C. Nelson Harris and Mayor David A. Bowers-----------2.
OFFICERS PRESENT: James D. Ritchie, Acting City Manager; Diane S. Akers,
Acting Assistant City Manager; William X Parsons, Acting City Attorney; James D.
Grisso, Director of Finance; and Sandra H. Eakin, Deputy City Clerk.
The reconvened meeting was opened with a prayer by Chairman Pro Tem
William White, Sr.
The Pledge of Allegiance to the Flag of the United States of America was led
by Chairman Pro Tem White.
The Chairman Pro Tem welcomed visiting high school students from Roanoke
City and Roanoke County who were participating in a Minority Journalism
Workshop.
CONSENT AGENDA
The Chairman Pro Tem advised that all matters listed under the
Consent Agenda were considered to be routine by the Members of
Council and would be enacted by one motion in the form, or forms,
listed on the Consent Agenda, and if discussion was desired, that item
would be removed from the Consent Agenda and considered
separately. He called specific attention to two requests for Executive
Session to discuss specific legal matters requiring the provision of
legal advice by counsel, being litigation and other specific legal matters
involving publicly owned property; and to discuss personnel matters
with regard to vacancies on various authorities, boards, commissions
and committees appointed by the Council.
COMMITTEES-COUNCIL: A communication from Vice-Mayor
C. Nelson Harris requesting that Council convene in Executive Session
to discuss personnel matters relating to vacancies on various
authorities, boards, commissions and committees appointed by the
Council, pursuantto Section 2.1-344 (A)(1), Code of Virginia (195Cl), as
amended, was before the body.
(For full text, see communication on file in the City Clerk's Office.)
4
..,
ACTION:
ACTION:
Mr. Trout moved that Council withdraw the request of the Vice-
Mayor to convene in Executive Session to discuss personnel matters
relating to vacancies on various authorities, boards, commissions and
committees appointed by the Council, pursuant to Section 2.1-344
(A)(1), Code of Virginia (195Cl), as amended. The motion was seconded
by Mr. Swain and adopted by the following vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rma n Pro T em Wh ite--------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
CITY ATTORNEY: A report of the Acting City Attorney requesting
that Council convene in Executive Session to discuss specific legal
matters requiring the provision of legal advice by counsel, being
litigation and other specific legal matters involving publicly owned
property, pursuant to Section 2.1-344 (A)(7), Code of Virginia (195Cl), as
amended, was before the body.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout moved that Council concur in the request of the Acting
City Attorney to convene in Executive Session to discuss specific legal
matters requiring the provision of legal advice by counsel, being
litigation and other specific legal matters involving publicly owned
property, pursuant to Section 2.1-344 (A)(7), Code of Virginia (195Cl), as
amended. The motion was seconded by Mr. Swain and adopted by the
following vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rma n Pro T em Wh ite-----------------------------------________________----------5.
NAYS: None----------------------------------________________---------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
MUNICIPAL AUDITOR-COMMITTEES-AUDIT COMMITTEE:
Minutes of a meeting of the Audit Committee of Roanoke City Council
which was held on Monday, June 7,1999, were before the body.
The Audit Committee considered the following items:
5
ACTION:
ACTION:
FINANCIAL AUDITS
Canteen Fund
Jail Inmate Fund
FINANCIAL RELATED AUDITS
EMS Billings and Collections
City Market
Parks and Recreation Part-Time Payroll
Capital Project Contract Management
Briefing on the Fleet Management Report
NEW BUSINESS
KPMG General Audit Plan
Municipal Auditing 2ClClCl Audit Plan
Peer Review
(For full text, see Minutes on file in the City Clerk's Office.)
Mr. Trout moved that the Minutes be received and filed. The
motion was seconded by Mr. Swain and adopted by the following vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rm a n Pro T em Wh i te----------------------------------------------______---------s.
NAYS: None-----------------------------------------_________---------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
ENTERPRISE ZONE: The Acting City Managersubmitted a written
report requesting that City Council approve the advertising of a Public
Hearing for July 19, 1999, to discuss a boundary amendment of both
Enterprise Zone One and Two and the addition of local incentives to
Enterprise Zone One which are currently available in Enterprise Zone
Two.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout moved that Council concur in the request of the Acting
City Manager to authorize a public hearing to be held on Monday,
6
July 19, 1999, at 7:ClCl p.m., or as soon thereafter as the matter may be
heard, with regard to a boundary amendment of Enterprise Zones One
and Two and the addition of local incentives to Enterprise Zone One.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C hai rman Pro T em Wh ite-------------------------------------------------------------s.
NAYS: N one-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
REGULAR AGENDA
HEARING OF CITIZENS UPON PUBLIC MATTERS: None.
PETITIONS AND COMMUNICATIONS:
POLICE DEPARTMENT-BUDGET-CITY SHERIFF-GRANTS: A
communication from the Honorable George M. McMillan, Sheriff,
recommending acceptance of a grant by the Commonwealth of Virginia
Department of Criminal Justice Services to continue a three year pilot
program for institutional treatment of persons who violate interdiction
orders and are sentenced to a term of incarceration in the Roanoke City
Jail, was before Council.
It was advised that interdiction orders issued by a Circuit Court
pursuant to Section 4.1-333 of the Code of Virginia may prohibit those
with a history of public intoxication arrests from purchasing or
possessing alcoholic beverages; violations of an interdiction order is
punishable as a Class One Misdemeanor by up to one year in jail;
through cooperative efforts of the Commonwealth Attorney, the Circuit
Court, the Police Department and the Roanoke City Sheriff, a number
of individuals have received these interdiction orders in Roanoke in the
past year; some of these individuals have violated the court order and
have subsequently been sentenced to jail terms; the Roanoke City
Sheriff's Office developed an innovative community-based program that
began in January of 1999 that is designed to address some of the root
causes of alcoholism that should, in turn, lead to the reduction of the
incidence of public intoxication in the City; the program was adopted
7
by Council at their meeting on December 7, 1998; and the Roanoke City
Sheriff's Office is currently participating in the 2nd year of the approved
three year grant for the Jail-Based Public Inebriate Program.
It was further advised that the Roanoke City Sheriff's Office
developed a grant proposal to the Department of Criminal Justice
Services (DCJS) to provide for a pilot three year institutional (jail-based)
treatment service program for individuals that violate interdiction
orders and are sentenced to a term of incarceration in the Roanoke City
Jail; the grant proposal was approved by the Court-Community
Corrections Regional Community Criminal Justice Board and Roanoke
City Council and was submitted to DCJS; DCJS awarded a three-year
grant to the City of Roanoke to conduct the Jail-based Public Inebriate
Intervention and Treatment Service Program; the 1998 General
Assembly has provided $87,973.ClCl for the City of Roanoke for fiscal
year 1998-99 and $163, 133.ClCl for fiscal year 1999-2ClClCl; funding for the
fiscal year 1999-2ClClCl provides for program continuation, and the
services ofa Deputy Sheriff position, and related operational expenses;
and the Pilot Public Inebriate Jail-based Intervention and Treatment
Program will specifically target individuals who violate their interdiction
order and are sentenced to a term of incarceration in the Roanoke City
Jail.
The Sheriff recommended that Council authorize the City
Manager to sign the Grant Acceptance Award to enable the City of
Roanoke to receive funding in the amount of $163,133.ClCl in funds for
the second year of the three year Pilot Public Inebriate Program; the
Director of Finance to establish the revenue estimate in the Grant Fund
by the amount of $163,133.ClCl in State general funds; and appropriate
$163,133.ClCl in the Grant Fund to the appropriate accounts.
A report of the Acting City Manager recommending that Council
concur in the request, was also before the body.
(For full text, see communication and report on file in the City Clerk's
Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34332-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 Grant Fund Appropriations, and providing for
an emergency.
8
ACTION:
ACTION:
(For full text of Ordinance, see Ordinance Book No. 62, page 1.)
Mr. Trout moved the adoption of Ordinance No. 34332-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rma n Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34333-Cl62199) A RESOLUTION authorizing the acceptance of
a grant to the City of Roanoke by the Commonwealth of Virginia
Department of Criminal Justice Services to continue a three year pilot
program for institutional treatment of persons that violate interdiction
orders and are sentenced to a term of incarceration in the Roanoke City
Jail, and authorizing execution of any required documentation on
behalf of the City by the City Manager.
(For full text of Resolution, see Resolution Book No. 62, page 2.)
Mr. Trout moved the adoption of Resolution No. 34333-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rman Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
SCHOOLS: A communication from the Roanoke City School
Board requesting the close out of 54 school grants which have been
completed, was before Council.
It was advised that total outlays for the grants amounted to
$11,375,Cl27.59; and revenue for the grants was provided as follows:
9
"
ACTION:
Federal Funds
State Funds
Fees/Donations
Local Match
$7,172,1 ClCl.Cl6
$2,ClCl5,481.61
$ 618,Cl42.26
$1,579,4Cl3.66
A report of the Director of Finance recommending that Council
concur in the request of the School Board, was also before the body.
(For full text, see communication and report on file in the City Clerk's
Office.)
Mr. Trout moved that Council concur in the request. The motion
was seconded by Mr. Swain and adopted.
BUDGET-SCHOOLS: A communication from the Roanoke City
School Board requesting appropriation offunds to the following school
accounts, was before Council.
$169,533.ClCl from 1997 Capital Bond Funds for the Addison
Aerospace Middle School renovation project. The
supplemental appropriation reflects change orders for
rock excavation and backfill, demolition, and stage floor
replacement.
$3,25Cl,ClClCl.ClCl from the State Literary Fund to provide
funds for the renovation ofthe Roanoke Valley Governor's
School for Math and Science.
$82,ClClCl.ClCl for the Summer Youth Employment Program to
provide training and hands-on experience for
disadvantaged or handicapped youth from the inner city
with the goal of enhancing employment potential,
developing employment competencies, and earning
academic credit toward the high school diploma. This
continuing program will be one hundred percent
reimbursed by federal funds.
The following appropriation requests are for 1999-2ClClCl school
year programs:
1Cl
$2ClCl,ClClCl.ClCl for the Title I Even Start Family Literacy Grant
to provide staff and funding for parental and preschool
workshops for family literacy efforts at the preschool and
adult education levels. This continuing program will be
one hundred percent reimbursed by federal funds.
$2,773,72Cl.ClCl for the Title I Winter Program to provide
remedial reading, language arts and mathematics
instruction for students in targeted schools. This
continuing program will be one hundred percent
reimbursed by federal funds.
$162,ClCl6.ClCl for the Title VI Program to provide funds for
the implementation of innovative instructional programs
in the school district and to provide visiting teacher
services. This continuing program will be reimbursed by
federal funds in the amount of $111,217.ClCl and a local
match of $5Cl,789.ClCl.
$1,131,64Cl.ClCl for the Governor's School Program to
provide instruction in science and math to high school
students. This continuing program will be supported by
state funds, tuition collected from participating school
districts, and local match.
$821 ,Cl89.ClCl for the Magnet School Program to provide for
the operation of the Round Hill Montessori School. This
continuing program will be one hundred percent
reimbursed by federal funds.
$312,275.ClCl for the federal innovative program to
implement the International Baccalaureate Middle Years
Program and International Baccalaureate (IB) Preparatory
Program at Breckinridge Middle School. The purpose of
the grant is to facilitate whole school reform through
adoption of the IB Middle Years Program. This new
program will be one hundred percent reimbursed by
federal funds.
$1 ,453,Cl2Cl.ClCl for the Flow Through Program to provide aid
for the education and guidance of handicapped students.
This continuing program will be one hundred percent
reimbursed by federal funds.
11
t
$65,238.ClCl for the Child Development Clinic Program to
provide funds for the salary and expenses of the
educational coordinator at the clinic. This continuing
program will be one hundred percent reimbursed by state
funds.
$61,167.ClCl for the Child Specialty Services Program to
provide funds for the salary and expenses of the
educational coordinator. This continuing program will be
one hundred percent reimbursed by state funds.
$163,346.ClCl for the Juvenile Detention Home Program to
provide funds for the salary and expenses of the three
educational coordinators. This continuing program will be
one hundred percent reimbursed by state funds.
$136,4Cl7.ClCl for the Preschool Incentive Program to
provide orientation and evaluation for handicapped
students who will be entering the public school system for
the first time during the fall. Instructional equipment
purchases will include classroom equipment and outdoor
play structures. This continuing program will be one
hundred percent reimbursed by federal funds.
$21,87Cl.ClCl for the Special Education Interpreter Training
Program to provide funds for the development of training
curriculum for the hearing impaired program. This
continuing program will be one hundred percent
reimbursed by federal funds.
$16Cl,56Cl.ClCl for the Adult Basic Education Program to
provide funds for the education of adults who have not
completed high school. This continuing program will be
reimbursed by federal funds in the amount of $137 ,86Cl.ClCl
and a local match of $22,7ClCl.ClCl.
$129, 111.ClCl forthe Apprenticeship Program to provide on-
the-job and classroom vocational instruction for students
in the apprenticeship program. This continuing program
will be funded by state funds and fees paid by
participants.
12
$364,658.ClCl for the Perkins Act Program to provide funds
forvocational equipment. This continuing program will be
one hundred percent reimbursed by federal funds.
$35,ClClCl.ClCl for the Regional Education Specialist Program
to provide ancillary and support services for the Adult
Literacy and Basic Education Program in the planning
district which includes the Cities of Roanoke, Salem,
Covington, and Clifton Forge and the Counties of
Roanoke, Craig, Botetourt, and Allegheny. This continuing
program will be one hundred percent reimbursed by state
funds.
$23,452.ClCl for the Adult Education in the Jail Program to
provide funds to be used for instruction to inmates in the
Roanoke City Jail to aid in their acquisition of the GED
certificate. This continuing program will be reimbursed by
federal funds in the amount of $21,1 Cl7 and jail funds in the
amount of $2,345.ClCl.
$15Cl,Cl98.ClCl for the Regional Adult Literacy (TAP) Program
to provide funds for the administration of adult literacy
programs in Allegheny County, Roanoke County, and the
Cities of Covington, Clifton Forge, and Salem. This
continuing program will be subcontracted through Total
Action Against Poverty (TAP), and federal funds will pass
through the Roanoke City Schools.
$8,612.ClCl for the GED Testing Program to provide
instructors for GED preparation classes and for the
administration of the GED examinations. This continuing
program will be funded with student fees.
$5,383.ClCl for the Opportunity Knocks (GED) Program to
provide instruction for the General Educational
Development (GED) Examination for young adults. The
program operates under an Agreement of Understanding
with the Fifth District Employment and Training
Consortium (FDETC) to address GED preparation needs of
FDETC participant youths. This continuing program will
be funded with fees charged to participants.
13
$26,913.ClCl for the Workplace Education Program to
provide instructional programs developed with area
business establishments for employees at the work sites.
Programs include the development of knowledge and
skills in areas including preparation for the GED
examination, reading comprehension, telephone usage,
other work skills and English as a Second Language. This
continuing program will be funded through the
assessment of fees.
$35,222.ClCl for the Regional Adult Basic Education
Program to provide funds for the administration of adult
literacy programs in Botetourt County and Craig County.
Roanoke City serves as the regional coordinating agency
for Adult Basic Education. Funds will pass through the
school district to the jurisdictions indicated above for
adult literacy programs. This new program will be one
hundred percent reimbursed by federal funds.
$41,174.ClCl for the Jobs for Virginia Graduates Program to
follow the curriculum of the Jobs for America's Graduates
Program. The program will serve at least 25 economically
disadvantaged students, provide classroom training and
work experience to assist the students to prepare for high
school graduation or to sit for the General Education
Development (GED) examination. Assistance will be
provided to the students to find employment in a job
which will allow for transition from school to work. This
continuing program will be reimbursed by federal funds in
the amount of $2Cl,ClClCl.ClCl and a local match of $22,17 4.ClCl.
$68,436.ClCl for the Homeless Assistance Program to
provide instructional services to homeless students. This
continuing program will be reimbursed by federal funds in
the amount of $37,ClClCl.ClCl and a local match of $31 ,436.ClCl.
$1 ,3Cl1 ,992.ClCl for the Alternative Education Program to
provide alternative curriculum and training for high risk
students at the Taylor Learning Academy, with a focus on
improving the total self-concept of the student. This
continuing program will be reimbursed by state funds in
the amount of $71, 114.ClCl and a local match of
$1,23Cl,878.ClCl.
14
,.
ACTION:
$262,755.ClCl for the Drug Free Schools Program to provide
funding for two student assistance counselors at the
secondary level to work with substance abuse issues.
This continuing program will be one hundred percent
reimbursed by federal funds.
$146,36Cl.ClCl for the Roanoke Adolescent Health
Partnership to provide for medical services to the
Roanoke City Schools in conjunction with the City of
Roanoke Health Department and Carilion Health Systems.
This continuing program will be reimbursed by donations
from Carilion Health Services.
$77,Cl69.ClCl for the Grants Management Program to provide
funding for the personnel and operation expenses of the
Director of Grants. This continuing program will be one
hundred percent reimbursed by federal funds.
$256,296.ClCl for the Project YES (Youth Experiencing
Success) Program to identify, assess, evaluate and
provide assistance for at-risk sixth and ninth grade
students who are potential dropouts. This continuing
program will be one hundred percent reimbursed by state
funds.
A report of the Director of Finance recommending that Council
concur in the request of the School Board, was also before the body.
(For full text, see communication and report on file in the City Clerk's
Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34334-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 School and School Capital Projects Fund
Appropriations, and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 3.)
Mr. Trout moved the adoption of Ordinance No. 34334-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
15
ACTION:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rm a n Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following emergency budget ordinance:
(#3433S-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1999-2ClClCl School Fund Appropriations, and providing
for an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page S.)
Mr. Trout moved the adoption of Ordinance No. 3433S-Cl62199.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rma n Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
SCHOOLS: A communication from the Roanoke City School
Board requesting approval of State Literary fund loan applications for
the following schools and amounts, was before Council.
Garden City Elementary School - $2,7SCl,ClClCl.ClCl -
improvements will include central air conditioning,
window replacement, the addition of nine classrooms to
replace nine modular classrooms, and expansion of the
library-media center. An elevator will be installed to serve
both the old building and the new classroom section.
Grandin Court Elementary School - $1,9ClCl,ClClCl.ClCl -
improvements will include central air conditioning,
window replacement, the addition of six classrooms to
replace three modular classrooms and to add three new
classrooms, and expansion of the library-media center.
16
ACTION:
ACTION:
Preston Park Primary School - $1,9ClCl,ClClCl.ClCl
improvements will include central air conditioning,
window replacement, the addition of six classrooms to
replace six modular classrooms, and expansion of the
library-media center.
Debt service for these projects will commence in fiscal year 2ClCl1-
Cl2 and will be paid by the School Board.
(For full text, see communication on file in the City Clerk's Office.)
Mr. Trout offered the following resolution:
(#34336-Cl62199) A RESOLUTION authorizing the School Board
for the City of Roanoke to make application for a loan from the State
Literary Fund for modernizing Garden City Elementary School.
(For full text of Resolution, see Resolution Book No. 62, page 19.)
Mr. Trout moved the adoption of Resolution No. 34336-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Hudson, Swain, Trout and Chairman
Pro Tem White----------------------------------------------------------------------------4.
NA Y S: Non e-----------------------------------------------------------------------Cl.
(Council Member Wyatt was out of the Council Chamber and
Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34337 -Cl62199) A RESOLUTION authorizing the School Board
for the City of Roanoke to expend funds for adding to and improving
the present school building at Garden City Elementary and declaring
the City's intent to borrow to fund or reimburse such expenditures.
(For full text of Resolution, see Resolution Book No. 62, page 2Cl.)
Mr. Trout moved the adoption of Resolution No. 34337 -Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
17
~
ACTION:
ACTION:
AYES: Council Members Hudson, Swain, Trout and Chairman
Pro Tem White----------------------------------------------------------------------------4.
NAYS: None-----------------------------------------------------------------------Cl.
(Council Member Wyatt was out of the Council Chamber and
Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34338-Cl62199) A RESOLUTION authorizing the School Board
for the City of Roanoke to make application for a loan from the State
Literary Fund for modernizing Grandin Court Elementary School.
(For full text of Resolution, see Resolution Book No. 62, page 21.)
Mr. Trout moved the adoption of Resolution No. 34338-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Hudson, Swain, Trout and Chairman
Pro Tem White----------------------------------------------------------------------------4.
NAYS: None-----------------------------------------------------------------------Cl.
(Council Member Wyatt was out of the Council Chamber and
Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34339-Cl62199) A RESOLUTION authorizing the School Board
for the City of Roanoke to expend funds for adding to and improving
the present school building at Grandin Court Elementary and declaring
the City's intent to borrow to fund or reimburse such expenditures.
(For full text of Resolution, see Resolution Book No. 62, page 22.)
Mr. Trout moved the adoption of Resolution No. 34339-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
18
,
ACTION:
ACTION:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
Cha i rman Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#3434Cl-Cl62199) A RESOLUTION authorizing the School Board
for the City of Roanoke to make application for a loan from the State
Literary Fund for modernizing Preston Park Primary School.
(For full text of Resolution, see Resolution Book No. 62, page 23.)
Mr. Trout moved the adoption of Resolution No. 3434Cl-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rm a n Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34341-Cl62199) A RESOLUTION authorizing the School Board
for the City of Roanoke to expend funds for adding to and improving
the present school building at Preston Park Primary School and
declaring the City's intent to borrow to fund or reimburse such
expenditures.
(For full text of Resolution, see Resolution Book No. 62, page 24.)
Mr. Trout moved the adoption of Resolution No. 34341-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
19
,
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rm a n Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
REPORTS OF OFFICERS:
CITY MANAGER:
BRIEFINGS:
CITY GOVERNMENT: The Acting City Manager presented a
briefing with regard to Year 2ClClCl (Y2K) and the status of Roanoke City
Government's efforts to address any problems that may result. He
stated that the report is for informational purposes only, and no action
is required by City Council.
It was advised that Y2K is an abbreviation for the Year 2ClClCl; the
roots of the Y2K problem go back several decades to the infancy of
computer technology; when computer software applications were first
being developed, computers were huge, room-sized affairs with very
little memory in which to execute computer programs and store data,
and consequently, computer programmers had to develop software that
was quick, efficient and used very little data storage space; one of the
techniques used by computer programmers to conserve data storage
space was the use of only the last two digits of the calendar year;
computer software programs processed each two-digit date by
assuming it occurred in the twentieth century (19xx), not allowing for
the possibility that the two digit date "ClCl" might actually be the year
"2ClClCl"; and the use ofthe two-digit year continued as standard practice
because the cost of computer memory remained high until recent
years. It was further advised that many types of equipment and
systems common to local government operations that have not been
purchased recently can be affected by the Y2K "bug", and
consequently, at midnight on January 1, 2ClClCl, computer systems or
operational equipment with embedded chips could assume it is
January 1, 19C1Cl, or fail altogether if Y2K problems have not been
corrected; Roanoke City Government has been aware of its Y2K
computer problem for a number of years, and began a concerted effort
in 1995 to begin implementing fixes to central service computer
systems; a project team was formed to assess the Y2K impact on city
2Cl
computer systems and to develop plans to fix the problems and the
team produced a report of its findings and recommendations in
September 1996; all major systems purchased or developed in the past
few years are Year 2ClClCl compliant, a number of older systems are
being scheduled for replacement, and remaining systems developed by
City staff are being reprogrammed by City staff; and from a combination
of these approaches, City computer systems are expected to be Year
2ClClCl compliant well before December 1999, and testing for such
compliance will begin in July 1999.
The Acting City Manager stated that concurrent with the efforts
of computer system staff, a consultant was hired during 1998 to assist
City departments in reviewing operational equipment and systems to
determine the existence of Y2K problems; in December 1998, the City
Manager appointed a Year 2ClClCl Oversight Committee with
representation from all major business units, information technology,
legal, and senior management; the role of the committee to date has
been active involvement in monitoring and assisting where needed in
all phases of the City's Y2K effort; in January 1999, the first of several
"state of Y2K readiness" surveys was conducted with City
departments, and 94% of departments responded that they were
"confident" or "very confident" that their departmental services would
continue as usual on January 1, 2ClClCl; and due diligence continues to
be exercised by City departments to mitigate known Y2K problems,
which work will continue throughout 1999 to minimize the possibility
that any serious service delivery problems will occur on January 1,
2ClClCl .
It was advised that City government is doing everything possible
to insure that critical services, including public utilities (water and
sewer) and public safety services (fire-emergency medical services and
police), will continue to be provided to citizens as usual on January 1,
2ClClCl; based on the possible scenario that a short-term electric power
outage might occur, City departments are preparing contingency plans,
which are being coordinated by the Manager of Emergency Services,
to operate critical services until power can be restored; the City's
Manager of Emergency Services is actively coordinating with other
critical providers of community services, such as drug stores,
hospitals, supermarkets, banks and other public utilities, to determine
their Y2K readiness and encourage their Y2K remediation efforts; the
next major task to be undertaken by the Year 2ClClCl Oversight Committee
is a community information campaign to inform the community of the
City's state of readiness regarding Y2K, and advise citizens how to
21
..
prepare should some unforeseen problem arise; this campaign will take
place during the summer months and use various media, including
mass mailings, distribution of information at public buildings, CityPage
and CityWeb; as the year progresses, additional contingency planning
will take place, especially within public safety departments; and
standby staffing plans are being considered in order to insure the
availability of adequate numbers of employees to address emergency
situations that might occur.
(For full text, see report on file in the City Clerk's Office.)
The Chairman Pro Tem advised, without objection by Council,
that the briefing would be received and filed.
ITEMS RECOMMENDED FOR ACTION:
BLUE RIDGE COMMUNITY SERVICES: The City Manager
submitted a written report advising that the By-Laws of Blue Ridge
Community Services of Roanoke Valley have been revised by the Board
of Directors for that agency at their meeting on December 3, 1998.
It was advised that the change in By-Laws is subject to approval
of the participating governing bodies, as required by regulations
promulgated under Title 37.1, Chapter 1Cl of the Code of Virginia; Blue
Ridge Community Services of Roanoke Valley Board is requesting the
City Council to ratify the following changes to their By-Laws:
Article II, Section I - add "to serve as an operating
Community Service Board providing."
Article II, Section III - add "emergency services."
Article III, Membership -delete "approved" and add "jointly
appointed" and "one third of the appointments to the
Board shall be identified consumers orfamily members of
consumers, at least one of whom shall be a consumer
receiving services. The Board shall inform the member
governments of the number of Board members in each of
the above categories prior to each appointment cycle."
Article III - Membership, Paragraph 2, change "two" to
"three" regarding terms of services.
22
ACTION:
Article IV - Powers and Duties, Section 4, delete
"programs of' and replace with "performance contract."
Article IV - Powers and Duties, Section 9, delete
"deposited in a special account designated by the political
subdivision serving as fiscal agent as specified by
agreement of' and add "included in the performance
contract submitted to."
Article IV, Section 13, add "by an independent auditor
approved by the City of Salem, serving as fiscal agency by
agreement of the participating governments."
Article XV - delete "two weeks" and replace with "five
days."
The City Manager recommended that Council ratify the changes
recommended by the Board of Directors of Blue Ridge Community
Services of Roanoke Valley as required by regulations promulgated
under Title 37.1, Chapter 1Cl, of the Code of Virginia.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following resolution:
(#34342-Cl62199) A RESOLUTION ratifying amendments to the By-
Laws to Blue Ridge Community Services to reflect the current
standards set by the State Department of Mental Health, Mental
Retardation and Substance Abuse Services.
(For full text of Resolution, see Resolution Book No. 62, page 25.)
Mr. Trout moved the adoption of Resolution No. 34342-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Hudson, Swain, Trout and Chairman
Pro Tem White----------------------------------------------___---------------------------4.
NAYS: Council Member Wyatt----------------------------------------------1.
(Mayor Bowers and Vice-Mayor Harris were absent).
23
BUDGET-FIRE DEPARTMENT: The City Manager submitted a
written report advising that in April 1998, members of the Fire/EMS
Department recommended that a Firefighter Memorial be considered;
and a Firefighter Memorial Committee was established to proceed with
the development of an appropriate memorial to the members of the
Fire/EMS Department, who in the line of duty, have made the ultimate
sacrifice.
It was advised that the Firefighter Memorial Committee called
upon three well known and talented sculptors and requested that each
provide a proposal of the concept for the memorial; the Firefighter
Memorial will be a one and one quarter Life size bronze monument; the
review resulted in the selection of Ms. Betty Branch, a local artist with
an extensive portfolio of similar high quality projects, to provide the
sculpture to accomplish this task; site location for the memorial will be
at the Transportation Museum at the end of the planned Railside Linear
Park; and this project has been evaluated by Supply Management and
has been determined to be a sole source acquisition as defined in
Section 23.1-6(a) of the Code of the City of Roanoke, Virginia.
The City Manager recommended that Council authorize the
acquisition of a Firefighter Memorial Sculpture as follows:
Authorize an agreement, approved as to form by the City
Attorney, with Ms. Betty Branch in the amount of
$6Cl,ClClCl.ClCl for the development and installation of the
sculpture.
Authorize $23,5ClCl.ClCl for concrete and electrical work to be
done just prior to the sculpture's installation.
Appropriate $83,5ClCl.ClCl from the General Fund Contingency
Account No. ClCl1-ClCl2-941 Cl-2199 to a Capital Account designated
by the Director of Finance.
(For full text, see report on file in the City Clerk's Office.)
Ms. Betty Branch presented a model of the Firefighter Memorial,
which depicts a firefighter in mourning. She explained that the
sculpture is a simple image of a firefighter, with garments and a hat that
make it a timeless piece of art.
24
"
ACTION:
ACTION:
Mr. Swain offered the following emergency budget ordinance:
(#34343-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 General and Capital Projects Fund
Appropriations, and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 26.)
Mr. Swain moved the adoption of Ordinance No. 34343-Cl62199.
The motion was seconded by Mr. Trout and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rman Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----~-----------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34344-Cl62199) A RESOLUTION authorizing the execution of a
contract with Betty Branch, for the development and installation of the
firefighter memorial sculpture.
(For full text of Resolution, see Resolution Book No. 62, page 27.)
Mr. Trout moved the adoption of Resolution No. 34344-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rma n Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
BUDGET-ENTERPRISE ZONE: The City Manager submitted a
written report advising that the City of Roanoke, First Union and the
Fifth District Employmentand Training Consortium (FDETC) agreed that
25
..
ACTION:
if First Union would maintain 42Cl jobs in Enterprise Zone One, training
funds would be available; and the agreement stated that First Union
would have to pay a penalty of $4ClCl.ClCl per job for reducing the number
of jobs within Enterprise Zone One below 42Cl.
It was advised that a Compliance review noted that only 4ClS First
Union employees are now in Enterprise Zone One; and the City of
Roanoke has received a check from First Union in the amount of
$6,ClClCl.ClCl.
The City Manager recommended that Council appropriate the
funds returned by First Union in the amount of$6,ClClCl.ClCl to Account No.
ClCl8-ClS2-9629-9ClCl4 (RCIT/Addition Property).
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
(#3434S-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 Capital Projects Fund Appropriations, and
providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 28.)
Mr. Trout moved the adoption of Ordinance No. 3434S-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rm a n Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
BUDGET-YOUTH: The Acting City Manager submitted a written
report advising that the Comprehensive Services Act (CSA) for At-Risk
Youth and Families established, effective July 1, 1993, is a pool of state
funds to be expended for public or private nonresidential or residential
services for the targeted population of at-risk youth and their families;
in order for local governments to qualify for CSA funding for fiscal year
1998-99, localities must demonstrate they have incorporated utilization
management/utilization review for placements utilizing CSA funding; on
26
October 22, 1998, the City of Roanoke entered into a contract with
Managed Health Services of Virginia to provide: utilization
management; utilization management training for agency staff;
integrated service and partnership development; and development of
an information management system; and the CSA State Funds Pool
base allocation for Roanoke City for client specific expenditures for
July 1, 1998 - June 3Cl, 1999 is:
State Funds: $3,790,442.00
Required Local Cash Match: $1.680.977.00 or
Fiscal year 1998-99 Base Allocation: $5,471,419.00
69.28%
30.72%
100.00%
It was advised that in anticipation of receiving a Supplemental
Allocation of $2,43Cl,34Cl.ClCl for fiscal year 1998-99 client specific net
expenditures, the current fiscal year 1998-99 City CSA budget is:
State Funds: $5,639,030.00
Required Local Cash Match: $2.262.728.00
Fiscal year 1998-99 City CSA Budget: $7,901,758.00
The cost of mandated client specific services for the targeted at-risk
youth and their families is projected to total $9,286,256.ClCl; projected
expenditures exceed the City CSA budget by $1 ,384,498.ClCl; the City is
required to provide a local cash match of $59Cl,Cl1 Cl.ClCl with the State
providing $794,488.ClCl; non-client specific, one time only costs
associated with utilization management/review total $48,858.ClCl and are
funded 1 ClCl% with local funds; total additional funds needed for CSA
fiscal year 1998-99 are $1,433,356.ClCl, with a local share cost of
$638,868.ClCl; and the State share of funding to be requested in a
supplemental allocation is $794,488.ClCl.
The Acting City Manager recommended that Council authorize
the Director of Finance to increase the revenue estimate for CSA in the
amount of $794,488.ClCl; transfer funds in the amount of $214,529.ClCl
from Jail Recovered Cost, $339,339.ClCl from School share for
educationally mandated placements, and appropriate $85,ClClCl.ClCl from
the fiscal year 1998-99 Capital Maintenance and Equipment
Replacement Program already approved, but not appropriated; and
appropriate funding to the following accounts:
001-054-5410-3180 Foster Care - Covered by IV-E $ 491,000.00
001-054-5410-3181 Foster Care - All Others
Therapeutic and Residential 273,000.00
001-054-5410-3184 Foster Care Prevention -
Residential 25,000.00
001-054-5410-3185 Special Education - Residential 10,000.00
27
ACTION:
001-054-5410-3186 Foster Care Prevention -
Non Residential
001-054-5410-3187 Special Education -
Private Day Facilities
001-054-5410-3191 Foster Care Not in #3183
001-054-5410-2010 Fees for Professional Services
001-054-5410-2030 Administrative Supplies
001-054-5410-2035 Expendable Equipment ($1,000.00)
001-054-5410-2044 Training and Development
001-054-5410-2160 Postage
001-054-5410-3075 Other Rental
$
76,000.00
50,000.00
459,498.00
32,477.00
1,854.00
5,040.00
2,948.00
25.00
6.514.00
$1,433,356.00
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34346-Cl62199) AN ORDINANCE to amend and reordain certain
sections ofthe 1998-99 General Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 29.)
Mr. Trout moved the adoption of Ordinance No. 34346-Cl62199.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rma n Pro T em Wh ite-------------------------------------------------------------s.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
WATER RESOURCES: The Acting City Manager submitted a
written report advising that on September 18, 1997, the City entered into
a contract with Danis Environmental Industries, Inc., for the upgrade
and expansion of the Water Pollution Control Plant to 62,ClClCl,ClClCl
gallons treatment capacity per day; the contract amount is
$16,69Cl,ClClCl.ClCl with a specified time of73Cl consecutive calendar days;
six change orders have been issued to date; and additional items have
been identified as part of the required work on this project and need to
be approved for payment.
28
.
ACTION:
It was advised that the total amount of Change Order No. 7 is
$71,Cl28.ClCl; Malcolm Pirnie, Inc., and Mattern and Craig, Inc., have
reviewed these changes and have recommended them to the City for
payment.
The Acting City Manager recommended that he be authorized to
issue Change Order No. 7 to the contract with Danis Environmental
Industries, Inc., for the upgrade and expansion of the Water Pollution
Control Plant Project in the amount of $71 ,Cl28.ClCl and no change in the
contract time of completion; the total contract amount would then be
$17 ,Cl83,S4Cl.ClCl with the completion date remaining November 12, 1999;
and the proportional share to each jurisdiction would be as follows:
City of Roanoke
County of Roanoke
City of Salem
Botetourt County
Town of Vinton
37.3%
29.2%
20.9%
7.0%
5.6%
$26,493.44
20,740.18
14,844.85
4,971.96
3.977 .57
$71,028.00
Total of Change Order No.7
100.0%
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency ordinance:
(#34347-Cl62199) AN ORDINANCE authorizing the City Manager's
issuance of Change Order No. 7 to the City's contract with Danis
Environmental Industries, Inc., for the upgrade and expansion of the
Water Pollution Control Plant; and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 31.)
Mr. Trout moved the adoption of Ordinance No. 34347-Cl62199.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rm a n Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
29
.
BUDGET GRANTS: The Acting City Manager submitted a written
report advising that Council authorized filing a CDBG application
through the submission of the Annual Update to the Consolidated Plan
to the Department of Housing and Urban Development (HUD) for fiscal
year 1999-2ClClCl on May 11, 1999, by Resolution No. 34281-Cl51199; HUD
approval of the City's fiscal year 1999-2ClClCl CDBG application is
forthcoming; and the letter of approval is pending the routine release
process.
It was explained that grant approval is for $2,1 Cl8,ClClCl.ClCl, the
amount of the entitlement provided to the City by HUD for fiscal year
1999-2ClClCl; appropriation request includes $647, 728.ClCl in expected
CDBG 1999-2ClClCl program income received from parking receipts, Hotel
Roanoke 1 Cl8 loan repayment, Housing Authority rehabilitation loan
repayments, miscellaneous loan repayments and repayments from the
Home Ownership Assistance programs; and the total appropriation
request is $2,755,728.ClCl, as follows:
CDBG Entitlement $2,1 Cl8,ClClCl.ClCl
Estimated 1999-2ClClCl Program Income 647.728.ClCl
Total Appropriation
$2,755,728.ClCl
Additionally, $585,ClClCl.ClCl needs to be transferred from program
accounts in the prior year of CDBG entitlement that have not been
expended.
The Acting City Manager recommended that Council adopt a
resolution accepting the fiscal year 1999-2ClClCl CDBG funds, when the
letter of approval is received from HUD, and authorize the Acting City
Manager to execute the requisite Grant Agreement, Funding Approval,
and any other forms required by HUD on behalf of the City in order to
accept such funds, said Agreement and forms to be approved as to
form by the City Attorney; appropriate $2,755, 728.ClCl to revenue and
expenditure accounts in the Grant Fund to be established by the
Director of Finance ($2,1 Cl8,ClClCl.ClCl in CDBG entitlement and $647, 728.ClCl
in projected 1999-2ClClCl program income) as detailed; and transfer
$585,ClClCl.ClCl between program accounts in the prior years of CDBG
entitlements as detailed.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
3Cl
( :
ACTION:
ACTION:
(#34348-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 Grant Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 32.)
Mr. Trout moved the adoption of Ordinance No. 34348-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rman Pro T em Wh ite-------------------------------------------------------------s.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34349-Cl62199) A RESOLUTION accepting the Fiscal Year 1999-
2ClClCl funds for the Community Development Block Grant Program, and
authorizing the proper City officials to execute the requisite Grant
Agreement with the United States Department of Housing and Urban
Development (HUD).
(For full text of Resolution, see Resolution Book No. 62, page 39.)
Mr. Trout moved the adoption of Resolution No. 34349-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rm a n Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
BUDGET-YOUTH: The Acting City Manager submitted a written
report advising that each year, the City submits a Consolidated Plan
Annual Update (Annual Update) to the U. S. Department of Housing and
Urban Development (HUD) in order to receive Community Development
Block Grant (CDBG) entitlement; the Annual Update describes the
31
r
individual programs and projects to be conducted with the funds
awarded to the City; Council authorized approval of the fiscal year
1998-99 Annual Update to the Consolidated Plan by Resolution No.
33873-Cl51198 and appropriated funds by Ordinance No. 33874-Cl61598;
the Southeast Community Center project was approved to receive
$12Cl,ClClCl.ClCl, during fiscal year 1998-99, to allow for a collaborative
community effort to provide a community center in the southeast
portion ofthe City of Roanoke; the anticipated lead agencies were to be
the Presbyterian Community Center and the Boys and Girls Club;
discussion between the Presbyterian Community Center and the Boys
and Girls Club and Roanoke City staff has been ongoing to determine
the best use of CDBG funds; and no contract has been entered into, to
date, for the use of the $12Cl,ClClCl.ClCl in CDBG funds originally allocated
to the Southeast Community Center.
It was advised that the Office of Grants Compliance staff has
recommended and received the approval of City administration to
follow through with the recommendation of dividing the $12Cl,ClClCl.ClCl
between the Presbyterian Community Center and the Boys and Girls
Club of Roanoke Valley, Inc., to allow two community centers; Boys and
Girls Club of Roanoke Valley, Inc., is ready to enter into an Agreement
for the use of $6Cl,ClClCl.ClCl; it is anticipated that this money will leverage
approximately $38Cl,ClClCl.ClCl in private funds; this project includes the
renovations to the property located at 1714 Ninth Street, S. E., which
will be used as a youth center for the Boys and Girls Club of Roanoke
Valley, Inc.; Presbyterian Community Center is currently working on
final details with the property owner regarding leasing additional space
for the Presbyterian Community Center; a separate report will be made
to Council for the remaining $6Cl,ClClCl.ClCl to be used by the Presbyterian
Community Center; and an amendment is needed to the Annual Update
as a result of dividing $12Cl,ClClCl.ClCl of CDBG funds currently allocated
for one community center to be equally given to the Boys and Girls
Club of Roanoke Valley, Inc., and the Presbyterian Community Center.
The Acting City Manager recommended that he be authorized to
amend the 1998-99 Annual Update to allocate $6Cl,ClClCl.ClCl in CDBG funds
to the Boys and Girls Club of Roanoke Valley, Inc., for renovations of
the property located at 1714 Ninth Street, S. E., including submission
of appropriate documents to HUD following the public review and
comments period, provided no compelling adverse public comments
are received; that he or the Acting Assistant City Manager be authorized
to execute, and the City Clerk to attest, a CDBG Agreement with Boys
and Girls Club of Roanoke Valley, Inc. and amendments thereto, if
32
to
ACTION:
necessary, approved by the Acting City Attorney; any such
amendments shall be within the limits of the funds appropriated by
Council and the purposes set forth in the Agreement for the project;
and authorize the Department of Finance to transfer $6Cl,ClClCl.ClCl from
Account No. Cl3S-Cl99-9937-S149 to a new account to be established
titled "Boys and Girls Club of Roanoke Valley."
(For full text, see report on file in the City Clerk's Office.)
Mayor Bowers submitted a communication advising of his
support for the proposed $6Cl,ClClCl.ClCl appropriation recommended by
the administration from CDBG funds for capital improvements at the
Boys and Girls Club on 9th Street, S. E., on the bluff overlooking the
Roanoke River; this initiative appears to have excellent support from its
national organization, local management expertise, representatives
from the business community and civic club support; there is always
a great need to continue to provide mentoring, after-school and
recreational programs for the youth of Roanoke; and Council's support
of this CDBG appropriation will demonstrate sincere appreciation for
this initiative and a warm welcome by Roanoke to the Boys and Girls
Club.
(For full text, see communication on file in the City Clerk's Office.)
Mr. Hudson offered the following emergency budget ordinance:
(#343SCl-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 Grant Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 39.)
Mr. Hudson moved the adoption of Ordinance No. 343SCl-Cl62199.
The motion was seconded by Mr. Trout and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rm a n Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
33
.
ACTION:
Mr. Hudson offered the following resolution:
(#34351-Cl62199) A RESOLUTION authorizing the Acting City
Manager or Acting Assistant City Manager to execute an administrative
agreement, and any necessary amendments thereto, with the Boys and
Girls Club of Roanoke Valley, Inc., for renovation of a building to be
used as a youth center for the implementation of a Community
Development Block Grant program.
(For full text of Resolution, see Resolution Book No. 62, page 4Cl.)
Mr. Hudson moved the adoption of Resolution No. 34351-Cl62199.
The motion was seconded by Mr. Trout and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rma n Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
At 2:56 p.m., the Chairman Pro Tem declared the meeting in
recess.
At 3:Cl5 p.m., the meeting reconvened in the Council Chamber,
with Chairman Pro Tem White presiding, and all Members of the
Council in attendance, with the exception of Mayor Bowers and Vice-
Mayor Harris.
BUDGET-GRANTS: The Acting City Manager submitted a written
report advising that Council authorized filing an Emergency Shelter
Grant (ESG) application through the submission of the Annual Update
to the Consolidated Plan to the U. S. Department of Housing and Urban
Development (HUD) for fiscal year 1999-2ClClCl on May 11, 1999 by
Resolution No. 34281-Cl51199; HUD approval of the City's fiscal year
1999-2ClClCl ESG application is forthcoming; and the letter of approval is
pending the routine release process.
It was advised that grant approval is for $75,ClClCl.ClCl, the amount
entitled to the City from HUD for the fiscal year 1999-2ClClCl; total
appropriation request is $75,ClClCl.ClCl; ESG funds for the City of Roanoke
have been restored after a three year absence, due to a formula change
34
"
ACTION:
calculated by HUD; and these funds, allocated under the Stewart B.
McKinney Homeless Assistance Act, must be used to provide
assistance to the homeless or those at risk of becoming homeless.
The Acting City Manager recommended that Council adopt a
resolution accepting the fiscal year 1999-2ClClCl ESG funds when the
letter of approval is received from HUD, and authorize the Acting City
Manager to execute the requisite Grant Agreement, to be approved as
to form by the City Attorney, Funding Approval, and any other forms
required by HUD on behalf of the City in order to accept such funds;
and appropriate $75,ClClCl.ClCl to revenue and expenditure accounts in the
Grant fund to be established by the Director of Finance.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34352-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 Grant Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 41.)
Mr. Trout moved the adoption of Ordinance No. 34352-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C hai rman Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34353-Cl62199) A RESOLUTION accepting the Fiscal Year 1999-
2ClClCl funds for the Emergency Shelter Grant Program Entitlement, and
authorizing the proper City officials to execute the requisite Grant
Agreement with the United States Department of Housing and Urban
Development (HUD).
(For full text of Resolution, see Resolution Book No. 62, page 42.)
35
t
ACTION:
Mr. Trout moved the adoption of Resolution No. 34353-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
Cha i rman Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
BUDGET-GRANTS: The Acting City Manager submitted a written
report advising that HOME is a housing assistance program of the U. S.
Department of Housing and Urban Development (HUD); the City has
received a HOME entitlement grant each year since fiscal year 1992 and
must reapply annually to HUD to receive such funding; Council
authorized filing the 1999-2ClClCl HOME application through submission
of the Annual Update to the Consolidated Plan to HUD by Resolution
No. 34281-Cl51199, adopted on May 11, 1999.
It was advised that approval of the City's 1999-2ClClCl HOME
entitlement of $676,ClClCl.ClCl is forthcoming from HUD; the letter of
approval is undergoing the routine release process; a total of
$676,ClClCl.ClCl needs to be appropriated from the 1999-2ClClCl HOME
entitlement grant; a total of $2Cl,ClClCl.ClCl needs to be transferred from
HOME accounts from prior years to projects included in the 1999-2ClClCl
HOME Program; the new $676,ClClCl.ClCl HOME grant requires $71 ,825.ClCl
in matching funds; matching funds will come from cash and in-kind
contributions from non-federal sources; and no outlays of City funds
will be needed to meet the match requirement.
The Acting City Manager recommended that Council adopt a
resolution accepting the 1999-2ClClCl HOME funds, contingent upon
receipt of the approval letter from HUD, and authorizing the Acting City
Manager to execute the required Grant Agreement (to be approved as
to form by the City Attorney), Funding Approval, and any other forms
required by HUD on behalf of the City in order to accept such funds;
appropriating $676,ClClCl.ClCl to revenue and expenditure accounts in the
Grant Fund to be established by the Director of Finance; and
transferring $2Cl,ClClCl.ClCl in HOME accounts from prior years to projects
included in the 1999-2ClClCl HOME program.
(For full text, see report on file in the City Clerk's Office.)
36
ACTION:
ACTION:
Mr. Trout offered the following emergency budget ordinance:
(#34354-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 Grant Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 43.)
Mr. Trout moved the adoption of Ordinance No. 34354-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rma n Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Trout offered the following resolution:
(#34355-Cl62199) A RESOLUTION accepting the Fiscal Year 1999-
2ClClCl funds for the HOME Investment Partnerships Program, and
authorizing the proper City officials to execute the requisite Grant
Agreement with the United States Department of Housing and Urban
Development (HUD).
(For full text of Resolution, see Resolution Book No. 62, page 45.)
Mr. Trout moved the adoption of Resolution No. 34355-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C ha i rm a n Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
37
ACTION:
CITY ATTORNEY:
VIRGINIA MUNICIPAL LEAGUE: The Acting City Attorney
submitted a written report advising that at the June 7, 1999 Council
meeting, Council concurred in the Acting City Manager's
recommendation that the City officially express its desire to host an
annual meeting of the Virginia Municipal League in one or more years
between 2ClCl3 and 2ClCl7; the Acting City Manager also recommended
that the Mayor and the City Manager, or their designees, be authorized
to make an appropriate presentation on this subject at the 1999 Annual
Meeting to the VML in Williamsburg, Virginia; and he has prepared a
resolution to express Council's official invitation to the VML.
Mr. Hudson offered the following resolution:
(#34356-Cl62199) A RESOLUTION expressing the desire of this
Council that the City of Roanoke be the site for Annual Meetings of the
Virginia Municipal League in one or more of the years between 2ClCl3
and 2ClCl7.
(For full text of Resolution, see Resolution Book No. 62, page 45.)
Mr. Hudson moved the adoption of Resolution No. 34356-Cl62199.
The motion was seconded by Mr. Trout and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C hai rman Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
DIRECTOR OF FINANCE:
BUDGET-PUBLIC WORKS: The Director of Finance submitted a
written report advising that Capital projects of all types have been
approved by Council for construction over the past years; these
projects have included construction in major categories for buildings,
parks, streets, bridges, sanitary sewers, water projects, storm drains
and technology related projects; funding is established for each project
when Council approves the project based on the bids for the various
project costs, as well as extra funding for possible contingencies; and
38
(
_.. ....
completed projects have contingency funds remaining after final bills
are paid, because projects are completed within the established
budgets.
It was advised that a number of projects have been completed
and can be closed out; remaining funds need to be transferred from the
completed projects to capital projects still under construction or to
capital improvement reserve accounts for other future construction; the
budget ordinance will transfer $9,685.ClCl in remaining funding in
completed projects to the capital improvement reserve to be available
for future appropriations; the ordinance will also transfer bond
proceeds funding of $7ClCl,ClClCl.ClCl to the 1994 Buildings and Structures
Bond account for future appropriations; and through the adoption of
the Capital Improvement Program for fiscal years 1999-2ClCl3, Council
has designated this funding to be used for the City Police building
renovations.
It was further advised that the ordinance will also transfer bond
proceeds funding of $14, 171.ClCl to the 1996 Streets and Sidewalks Bond
account for future appropriations; the ordinance will also transfer
remaining funding of $423,781.ClCl to other related projects still under
construction; the Tinker Creek Interceptor Sewer project has been
completed and funds of $332,3Cl9.ClCl have been transferred to the
Roanoke River Sewer Interceptor Construction project; both projects
relate to the regional Sewage Treatment Plant expansion; and various
City Information System projects have been closed and $91 ,472.ClCl has
been transferred to the Wide Area Network project.
The Director of Finance recommended that Council transfer
funds from completed capital projects into appropriate accounts as
included on the accompanying budget ordinance.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout offered the following emergency budget ordinance:
(#34357 -Cl62199) AN ORDINANCE to amend and reordain certain
sections ofthe 1998-99 Sewage Treatment Fund, Capital Projects Fund
and City Information Systems Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 47.)
39
^'
ACTION:
Mr. Trout moved the adoption of Ordinance No. 34357-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rma n Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
REPORTS OF COMMITTEES:
BUDGET-ROANOKE CIVIC CENTER: Council Member Carroll E.
Swain, Chairperson, Bid Committee, presented a written report on
behalf of the Committee, in connection with bids received by the City
for roof replacement and asbestos abatement for the Roanoke Civic
Center, and recommended that Council approve the following actions:
Authorize the Acting City Manager to enter into a contract
with John T. Morgan Sheet Metal Company, Inc., of
Roanoke, Virginia, for the Roanoke Civic Center Roof
Replacement/Asbestos Abatement project, in the amount
of $555,ClClCl.ClCl and 3ClCl consecutive calendar days in
accordance with the contract documents as prepared by
HDH Associates, P. C.
Transfer the following from the 1997 General Obligation
Bond Issue to Capital Account No. ClCl8-Cl52-9565-9ClCl1 :
Contract Amount
Project Contingency
$555,ClClCl.ClCl
35.ClClCl.ClCl
Total
$59Cl,ClClCl.ClCl
Funding for the RPR in the amount of $21,6ClCl.ClCl is in
Account No. ClCl8-Cl52-9565-9ClCl1; and reject the other bids
received.
The City Manager submitted a written report concurring in the
recommendation of the Bid Committee.
(For full text, see reports on file in the City Clerk's Office.)
4Cl
^'
I
ACTION:
ACTION:
Mr. Swain offered the following emergency budget ordinance:
(#34358-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1998-99 Capital Projects Fund Appropriations, and
providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 5Cl.)
Mr. Swain moved the adoption of Ordinance No. 34358-Cl62199.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rm a n Pro T em Wh ite-------------------------------------------------------------5.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Swain offered the following emergency ordinance:
(#34359-Cl62199) AN ORDINANCE accepting the bid of John T.
Morgan Sheet Metal Company, Incorporated, for the Roanoke Civic
Center Roof Replacement/Asbestos Abatement Project, upon certain
terms and conditions, and awarding a contracttherefor; authorizing the
proper City officials to execute the requisite contract for such work;
rejecting all other bids made to the City for the work; and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 51.)
Mr. Swain moved the adoption of Ordinance No. 34359-Cl62199.
The motion was seconded by Mr. Hudson and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rm a n Pro T em Wh i te------------------------------------________________---------5.
NA YS: N on e-------------------------------------________________------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
41
"
ACTION:
BUDGET-CULTURAL SERVICES COMMITTEE: Michael Brennan,
Chairperson, Cultural Services Committee, presented a written report
on behalf of the Committee, with regard to funding recommendations
of the Cultural Services Committee for fiscal year 1999-2ClClCl.
It was advised that the Cultural Services Committee was
originally established by Council, pursuant to Ordinance No. 33382-
Cl51297; funding requests were received from 18 agencies totaling
$369,44Cl.ClCl for fiscal year 1999-2ClClCl; and agencies were notified of
tentative allocation recommendations and advised they could appeal
the committee's tentative recommendations.
It was further advised that the budget for fiscal year 1999-2ClClCl,
approved by Council for the Cultural Services Committee, provides
funding available for allocation in the amount of $267,172.ClCl; and the
attached schedule shows recommended funding for allocation to the
various agencies.
The Cultural Services Committee recommended that Council
concur with the funding of agencies in the amounts recommended as
indicated on the attached schedule by transfer offunding from Cultural
Services Committee Account No. ClCl1-Cl54-5221-37ClCl to line items to be
established by the Director of Finance; and that Council authorize the
Director of Human Development to approve payment of funds to
agencies after objectives, activities, and/or other reasonable requests
of the monitoring staff and compliance with items reviewed by
Municipal Auditing are submitted and accepted.
(For full text, see report on file in the City Clerk's Office.)
Mr. Hudson offered the following emergency budget ordinance:
(#3436Cl-Cl62199) AN ORDINANCE to amend and reordain certain
sections of the 1999-2ClClCl General Fund Appropriations, and providing
for an emergency.
(For full text of Ordinance, see Ordinance Book No. 62, page 52.)
Mr. Hudson moved the adoption of Ordinance No. 3436Cl-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
42
ACTION:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C hai rman Pro T em Wh ite-------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
Mr. Hudson offered the following resolution:
(#34361-Cl62199) A RESOLUTION concurring in the
recommendations of the Cultural Services Committee for allocation of
City funds to various nonprofit agencies for Fiscal Year 1999-2ClClCl.
(For full text of Resolution, see Resolution Book No. 62, page S4.)
Mr. Hudson moved the adoption of Resolution No. 34361-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rma n Pro T em Wh ite -------------------------------------------------------------S.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
UNFINISHED BUSINESS:
REFUSE COLLECTION-PUBLIC WORKS-FEE COMPENDIUM: The
Acting City Manager having submitted a written report to Council on
June 7, 1999, recommending repeal of Chapter 14, Garbage and Refuse,
and enactment of Chapter 14.1, Solid Waste Management, of the Code
ofthe City of Roanoke (1979), as amended, to update and regulate solid
waste collection and amending the City's Fee Compendium to establish
fees in connection with the City's Solid Waste Management Program,
the matter was again before the body.
It was advised that at its meeting on Monday, June 7, 1999,
Council received a report on the above subject; there were two
individuals who made comments concerning the proposed new
ordinance and Council tabled the matter until its regular meeting on
June 21, 1999; City administration is working to meet with those who
appeared before Council and the organizations they represent, but such
43
ACTION:
cannot be accomplished by June 21,1999; therefore, the administration
will again bring this matter before Council as soon as they are able to
attempt to accommodate all those who have concerns and suggestions
for changes in the proposed ordinance.
(For full text, see report on file in the City Clerk's Office.)
Mr. Trout moved that Council grant the Acting City Manager
additional time to meet with those individuals and organizations who
expressed concerns and suggestions for changes in the proposed
ordinance to amend Chapter 14 of the City Code relating to the
programs and policies of Solid Waste Management. The motion was
seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members Hudson, Swain, Trout and Chairman
Pro Tem White----------------------------------------------------------------------------4.
NAYS: Council Member Wyatt----------------------------------------------1.
(Mayor Bowers and Vice-Mayor Harris were absent).
INTRODUCTION AND CONSIDERATION OF ORDINANCES AND
RESOLUTIONS: None.
MOTIONS AND MISCELLANEOUS BUSINESS:
INQUIRIES AND/OR COMMENTS BY THE MAYOR AND MEMBERS
OF COUNCIL:
PUBLIC WORKS: Council Member Trout stated that William F.
Clark, Director of Public Works, had announced his retirement effective
June 3Cl, 1999, and expressed appreciation for Mr. Clark's dedicated
service to the City.
PENSIONS: Council Member Swain referred to the central file
which has been established and maintained in the City Clerk's Office
detailing information regarding the 2-for-1 pension benefit for certain
City employees/officials. He advised that based upon comments
received from individuals who accessed the file, 1 ClCl per cent of those
who commented indicated that future cost of living increases should
be frozen for those employees who retired under the 2-for-1 plan and
currently earn $5Cl,ClClCl.ClCl or more per year. Accordingly, Mr. Swain
requested that the central 2-for-1 file be closed and kept on file in the
44
ACTION:
ACTION:
ACTION:
ACTION:
..,
City Clerk's Office for review; and as a part of fiscal year 2ClClCl-2ClCl1
budget study, that Council consider excluding from any future pay
increase those employees who retired under the 2-for-1 plan currently
earning $5Cl,ClClCl.ClCl or more per year.
Without objection by Council, Chairman Pro Tem White advised
the matter would be referred to 2ClClCl-2ClCl1 Budget Study.
REFUSE COLLECTION: Council Member Swain expressed
concern with regard to the continuing issue of junk cars in the City, and
requested that information be reiterated in the CityPage about the City's
telephone number for citizens to report the location of junk cars.
Without objection by Council, Chairman Pro Tem White advised
that the matter would be referred to the Acting City Manager.
DECEASED PERSONS: Council Member Wyatt requested that the
Acting City Attorney prepare the proper measure memorializing the late
Henry Craighead, who was a community activist in the Roanoke Valley.
Without objection by Council, Chairman Pro Tem White advised
that the matter would be referred to the Acting City Attorney to prepare
the proper measure.
At 3:37 p.m., the Chairman Pro Tem declared the meeting in
recess.
At 3:58 p.m., the meeting reconvened in the Council Chamber,
with Chairman Pro Tem White presiding, and all Members of the
Council in attendance, with the exception of Mayor Bowers and Vice-
Mayor Harris.
COUNCIL: With respect to the Executive Session just concluded,
Mr. Swain moved that each Member of City Council certify to the best
of his or her knowledge that: (1) only public business matters lawfully
exempted from open meeting requirements underthe Virginia Freedom
of Information Act; and (2) only such public business matters as were
identified in any motion by which any Executive Session was convened
were heard, discussed or considered by City Council. The motion was
seconded by Mr. Hudson and adopted by the following vote:
45
ACTION:
AYES: Council Members Wyatt, Hudson, Swain, Trout and
C h a i rm a n Pro T em Wh ite-------------------------------------------------------------5.
NAY S: N 0 ne-----------------------------------------------------------------------Cl.
(Mayor Bowers and Vice-Mayor Harris were absent).
OTHER HEARING OF CITIZENS UPON PUBLIC MATTERS:
COMPLAINTS-PLANNED PARENTHOOD: Mr. Kermit E. Plummer,
1652 Garstland Drive, N. W., and Mr. Merle Whitbeck, 18Cl6 Angus Road,
N. W., expressed concern and opposition with regard to the intentions
of Planned Parenthood of the Blue Ridge to relocate their facility to
Peters Creek Road, N. W.
Without objection by Council, the Chairman Pro Tem advised that
the remarks of Messrs. Plummer and Whitbeck would be received and
filed.
At 4:Cl9 p.m., the Chairman Pro Tem declared the meeting in
recess until 7:ClCl p.m.
On Monday, June 21,1999, at 7:ClCl p.m., the Roanoke City Council
reconvened in regular session in the City Council Chamber, fourth
floor, Municipal Building, 215 Church Avenue, S. W., City of Roanoke,
with the following Council Members in attendance, Chairman Pro Tem
White presiding.
PRESENT: Council Members Linda F. Wyatt, Carroll E. Swain,
James O. Trout and Chairman Pro Tem William White, Sr.---------------4.
ABSENT: Vice-MayorC. Nelson Harris, Council MemberW. Alvin
Hudson, Jr. and Mayor David A. Bowers-----------------------------------------3.
OFFICERS PRESENT: James D. Ritchie, Sr., Acting City Manager;
Diane S. Akers, Acting Assistant City Manager; William X Parsons,
Acting City Attorney; James D. Grisso, Director of Finance; and
Sandra H. Eakin, Deputy City Clerk.
The reconvened meeting was opened with a prayer by Council
Member William White, Sr., Chairman Pro Tem.
46
The Pledge of Allegiance to the Flag of the United States of
America was led by Boy Scout Troop #8, Raleigh Court United
Methodist Church.
PUBLIC HEARINGS:
BONDS/BOND ISSUES: Pursuant to Resolution No. 25523
adopted by the Council on Monday, April 6, 1981, the City Clerk having
advertised a public hearing for Monday, June 21,1999, at 7:ClCl p.m., or
as soon thereafter as the matter may be heard, with regard to the
proposed adoption by Council of a resolution authorizing the City to
contract a debt and issue general obligation public improvement bonds
of the City in the principal amount of $2.5 million, the proceeds of
which are to be granted by the City to the Roanoke Redevelopment and
Housing Authority for the purpose of assisting the Authority in paying
a portion of the costs of a redevelopment project in the City, including
the construction, reconstruction and rehabilitation of an existing
building located in such redevelopment project area to be used for the
proposed Roanoke Higher Education Center, the matter was before the
body.
Legal advertisement of the public hearing was published in
The Roanoke Times on Sunday, June 6 and Sunday, June 13,1999.
(See publisher's affidavit on file in the City Clerk's Office.)
The Acting City Manager, Director of Finance and Acting City
Attorney submitted a written report advising that in July 1997, Council
indicated its intention to provide $2.5 million for the purpose of
renovating and improving the building to be used as the Roanoke
Higher Education Center; Council authorized the City Clerk to advertise
for a public hearing to be held on June 21, 1999; the purpose of the
hearing is to receive public comment on the issuance of bonds under
the Public Finance Act ofthe Code of Virginia (Chapter 26, ii15.2-26ClCl-
15.2-2663); bond counsel employed by the City has advised that he is
unable to conclude that the City has the authority to issue general
obligation bonds for the purpose of granting or donating monies
directly to the Authority; bond counsel has suggested other possible
alternatives for providing the needed funding; the alternative deemed
most feasible involves using the services of the Roanoke
Redevelopment and Housing Authority (RRHA); and in this scenario,
47
,
"
the City would issue general obligation bonds for the purpose of
donating money to the RRHA, including making loans or grants under
i36-49.7 of the State Code for the purposes related to improvements on
lands situated within the boundaries of a redevelopment project.
It was further advised that representatives of RRHA have
confirmed that the area in question is within a redevelopment project
area; the executive director of RRHA also indicated his willingness to
recommend that RRHA enter into an agreement with the City and the
Authority whereby RRHA would receive the bond proceeds from the
City and then donate or grant those proceeds to the Authority to use for
the development ofthe Roanoke Higher Education Center Building; and
in light of the foregoing, the notice of public hearing has been modified
to conform to the requirement of involvement by RRHA.
(For full text, see report on file in the City Clerk's Office.)
Senator John S. Edwards, Chairman, Board of Trustees, Roanoke
Higher Education Authority, presented an update on the status of the
Roanoke Higher Education Center building.
Mr. Trout offered the following resolution:
(#34362-Cl62199) A RESOLUTION authorizing the issuance and
sale of two million five hundred thousand dollars ($2,5ClCl,ClClCl.ClCl)
principal amountofCity of Roanoke, Virginia, general obligation public
improvement bonds for the purpose of providing funds to be granted
to the Roanoke Redevelopment and Housing Authority for the purpose
of assisting such authority in paying a portion of the costs of a
redevelopment project in the City, including the construction,
reconstruction and rehabilitation of an existing building located in such
redevelopment project area to be used for the proposed Roanoke
Higher Education Center; fixing the form, denomination and certain
other details of such bonds; authorizing the preparation of a
preliminary official statement and an official statement and the
distribution thereof and the execution of a certificate relating to such
official statement; authorizing the execution and delivery of a
continuing disclosure certificate relating to such bonds; authorizing the
reimbursement of expenditures made in advance of the issuance of
such bonds; and otherwise providing with respect to the issuance, sale
and delivery of such bonds.
(For full text of Resolution, see Resolution Book No. 62, page 55.)
48
of
ACTION:
ACTION:
Mr. Trout moved the adoption of Resolution No. 34362-Cl62199.
The motion was seconded by Mr. Swain and adopted by the following
vote:
AYES: Council Members Wyatt, Swain, Trout and Chairman Pro
Tem White-------------------------------------------------_________________________________4.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers, Vice-Mayor Harris and Council Member Hudson were
absent).
PURCHASE/SALE OF PROPERTY: Pursuant to Resolution No.
25523 adopted by the Council on Monday, April 6, 1981, the City Clerk
having advertised a public hearing for Monday, June 21, 1999, at
7:ClCl p.m., or as soon thereafter as the matter may be heard, on the
proposal of the City of Roanoke to convey City owned property
identified as Official Tax No. 2111321, containing approximately Cl.Cl8
acre, located at the intersection of Loudon Avenue and Tenth Street,
N. W., to the Northwest Neighborhood Environmental Organization, Inc.,
the matter was before the body.
Legal advertisement of the public hearing was published in The
Roanoke Times on Sunday, June 13, 1999.
(See publisher's affidavit on file in the City Clerk's Office.)
Mr. Trout moved that the following ordinance be placed upon its
first reading:
(#34363) AN ORDINANCE authorizing the fee simple conveyance
to Northwest Neighborhood Environmental Organization, Inc., of
surplus City-owned property, identified by Official Tax Map No.
2111321, containing Cl.Cl8-acre, located at the intersection of Loudon
Avenue and Tenth Street, N. W., upon certain terms and conditions.
(For full text of Ordinance, see Ordinance Book No. 62, page 67.)
The motion was seconded by Mr. Swain and adopted by the
following vote:
49
ACTION:
ACTION:
ACTION:
AYES: Council Members Wyatt, Swain, Trout and Chairman Pro
Tem White-------------------------------------------------________________________________-4.
NAYS: None-----------------------------------------------------------------------Cl.
(Mayor Bowers, Vice-Mayor Harris and Council Member Hudson were
absent).
OTHER HEARING OF CITIZENS:
COMPLAINTS-PLANNED PARENTHOOD: Ms. Earlene Kinlaw, 727
Moran Avenue, Salem, Virginia, and Ms. Libby Hunter, 1917 Kay Street,
N. W., expressed concern and opposition with regard to the intentions
of Planned Parenthood of the Blue Ridge to relocate their facility to
Peters Creek Road, N. W.
Mr. David Nova, CEO, Planned Parenthood of the Blue Ridge,
advised that Planned Parenthood has filed all required plans and has
met all City regulations relating to construction of the organization's
new facility on Peters Creek Road, N. W.
Without objection by Council, the Chairman Pro Tem advised that
the remarks of Ms. Kinlaw, Ms. Hunter and Mr. Nova would be received
and filed.
It was the consensus of Council that the Acting City Manager and
the Acting City Attorney be requested to review all City Code
regulations and requirements, specifically those relating to land use
and zoning issues, to ensure that all legal requirements have been met
by Planned Parenthood of the Blue Ridge. Mr. Swain also requested
information as to whether the City had a responsibility to notify the
residents in the area about Planned Parenthood's intentions to relocate
to their neighborhood.
PARKS AND RECREATION-STREET NAMES: Mr. Alvin Rhodes,
Sr., 917 Staunton Avenue, N. W., referred to the issue of renaming
Orange Avenue, N. W., in honor of the late Dr. Martin Luther King, Jr.,
and suggested that Council consider renaming Washington Park in
honor of the late Dr. King.
Without objection by Council, the Chairman Pro Tem advised that
the remarks of Mr. Rhodes would be received and filed.
5Cl
DECEASED PERSONS: Mrs. Vernice Law, 15Cl9 Lafayette
Boulevard, N. W., expressed appreciation to Council for adopting a
Resolution at its meeting on June 7,1999, memorializing her husband,
the late Dr. Maynard H. Law.
ACTION:
Without objection by Council, the Chairman Pro Tem advised that
the remarks of Mrs. Law would be received and filed.
There being no further business, the Chairman Pro Tem declared the meeting
adjourned at 7:3Cl p.m.
APPROVED
ATTEST:
Sandra H. Eakin
Deputy City Clerk
William White, Sr.
Chairman Pro Tem
51
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE S.w. - ROOM 452
ROANOKE. VIRGINIA 24011-1594
TELEPHONE: (540) 853-2444
FAX: (540) 853-1145
DAVID A. BOWERS
Mayor
September 7, 1999
The Honorable Vice-Mayor and
Members of Roanoke City Council
Roanoke, Virginia
Dear Members of Council:
I wish to request a Closed Meeting to discuss vacancies on various authorities, boards,
commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1),
Code of Virginia (1950), as amended.
Sincerely,
~~Q~
David A. Bowers
Mayor
DAB:se
CITY OF ROANOKE RECEIVE.D.
OFFICE OF CITY ATTORNWY CLERKS OFF ICE
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW W AUG 20 All :43
ROANOKE, VIRGINIA 24011-1595
WILLIAM M. HACKWORTH
CITY A TIORNEY
TELEPHONE: 540-853-2431
FACSIMILE: 540-853-1221
E-MAIL: cilyauy@cLroanoke.va.us
WILLIAM X PARSONS
STEVEN J. TALEVI
GARY E. TEGENKAMP
ASSISTANT CITY ATIORNEYS
September 7, 1999
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Request for closed meeting
Dear Mayor Bowers and Council Members:
This is to request that City Council convene a closed meeting to consult with legal
counsel on a matter of probable litigation, pursuant to ~2.1-344.A.7, Code of Virginia
(1950), as amended.
With kindest personal regards, I am
Sincerely yours,
LJ~ k. I~
William M. Hackworth
City Attorney
WMH:f
cc: James D. Ritchie, Acting City Manager
CITY OF ROANOKE RECEIVED
OFFICE OF CITY ATTORNW CLERKS OFFICE
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, Sw-gp
ROANOKE, VIRGINIA 24011-1595
WILLIAM M. HACKWORTH
CITY ATIORNEY
TELEPHONE: 540-853-2431
FACSIMILE: 540-853-1221
E-MAIL: cityally@ci.roanoke.va.us
SEP-l P5:10
WILLIAM X PARSONS
STEVEN J. TALEVI
GARY E. TEGENKAMP
ASSISTANT CITY ATIORNEYS
September 7, 1999
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Request for closed meeting
Dear Mayor Bowers and Council Members:
This is to request that City Council convene a closed meeting to consult with legal
counsel on a matter of probable litigation, pursuant to ~2.1-344.A. 7, Code of Virginia
(1950), as amended.
With kindest personal regards, I am
Sincerely yours,
tJ~. M.~
WMH:f
cc: James D. Ritchie, Acting City Manager
William M. Hackworth
City Attorney
CITY OF ROANOKE RECEIVED
OFFICE OF CITY ATTORNEVf CLERKS OFFICE
464 MUNICIPAL BUILDING
215 CHURCH AVENUE. SW'g9 SEP -1 P5:1 0
ROANOKE. VIRGINIA 24011-1595 WILLIAM X PARSONS
STEVEN J. TALEVI
GARY E. TEGENKAMP
TELEPHONE: 540-853-2431
FACSIMILE: 540-853-1221
E-MAIL: cilyany@ci.roanoke.va.us
ASSISTANT CITY ATIORNEYS
WILLIAM M. HACKWORTH
CITY ATIORNEY
September 7, 1999
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Request for closed meeting
Dear Mayor Bowers and Council Members:
This is to request that City Council convene a closed meeting to consult with legal
counsel on a specific legal matter requiring the provision of legal advice by such counsel,
pursuant to ~2.1-344.A.7, Code of Virginia (1950), as amended.
With kindest personal regards, I am
Sincerely yours,
u~ 1\1. ~
William M. Hackworth
City Attorney
WMH:f
cc: James D. Ritchie, Acting City Manager
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 15, 1999
File #60-217
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of a communication from Mayor David A. Bowers regarding a contribution
from the City of Roanoke to the Capital Improvement Program for Camp Virginia Jaycee, which
communication was before the Council ofthe City of Roanoke at a regular meeting which was held
on Tuesday, September 7, 1999.
On motion, duly seconded and unanimously adopted, the matter was referred to fiscal year 2000-
2001 Budget Study and to the Capital Improvement Program for review and consideration.
S~y~ 1. ~
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: William B. Robertson, Founder, Camp Virginia Jaycee, Incorporated, 2494 Camp Jaycee
Road, Blue Ridge, Virginia 24064
James D. Grisso, Director of Finance
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:lMyFileslsepI1.wpd
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE S.W. - ROOM 452
ROANOKE, VIRGINIA 24011-1594
TELEPHONE: (540) 853-2444
FAX: (540) 853-1145
DAVID A. BOWERS
Mayor
September 1, 1999
The Honorable Vice Mayor and
Members of Roanoke City Council
Roanoke, Virginia
Dear Members of Council:
I had the pleasure of hearing Bill Robertson speak at the Kiwanis
Club of Roanoke on August 25, 1999, regarding the capital
improvement program for Camp Virginia Jaycee.
As you may know, Camp Virginia Jaycee has been around for almost
thirty years as a much needed camp with the special mission of
providing recreation for the mentally retarded in our
Commonwealth.
Millions of dollars are needed for improvements at the Camp. I
just wanted to let you know how very important I think it is for
the City of Roanoke to participate, in some way or another, in this
five year capital improvement program by making a contribution from
our citizens to this fine effort.
Accordingly, I would respectfully request that this letter be
placed on the Consent Agenda at the next meeting of Roanoke City
Council and thereafter referred to Budget Study and the Capital
Improvement Program for further review and consideration by the
administration and Members of Council.
Thank you for your cooperation.
Sincerely,
~g~
Mayor
DAB: jms
Enclosure
pc:
William B.
Incorporated,
24064
Robertson, Founder, Camp Virginia
2494 Camp Jaycee Road, Blue Ridge,
Jaycee,
Virginia
RECEIVED
CITY CLERKS OFFICE
September 7, 1999
'99 SEP -2 P4 :05
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
SUBJECT:
Repaving of Jefferson Street from Elm Avenue to Norfolk Avenue
This letter is intended to update you on our efforts to repave Jefferson Street in the
downtown area.
The annual paving contract, which City Council approved on May 3, 1999, included the
necessary quantities to repave Jefferson Street from Elm Avenue to Norfolk Avenue in this year's
paving program. At this time, it remains our intent to do so during the month of September. Over
the past few weeks a telecommunications company, now known as Adelphia, had plans to install
conduit in Jefferson Street to accommodate fiber optic cable, and we were delaying repaving until
this was complete. However, Adelphia has now decided not to place conduit in Jefferson Street
thereby allowing paving work to proceed.
Also within the next few weeks, American Electric Power plans to replace the vault where
a major fire occurred earlier this year. Every effort is being made to coordinate this work with the
repaving on Jefferson Street.
Paving on portions of two other downtown streets, Salem Avenue and Campbell Avenue,
is now projected to occur during the year 2000 in conjunction with placement of new pavement
markings that will change these streets for two-way travel.
If any member of Council should have questions concerning these matters, please do not
hesitate to call me.
pr
~Sincer~ ~
J e D. Ritchie
Ac City Manager
cc: James D. Ritchie, Acting City Manager
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
James D. Grisso, Director of Finance
Kit B. Kiser, Director of Utilities & Operations
George C. Snead, Director of Public Safety
Robert K. Bengtson, Acting Director of Public Works
Jamie P. Ferguson, General Manager, Adelphia Business Solutions, 111 Franklin Road, Roanoke, VA 24011
Terry McMahan, American Electric Power Company, P.O. Box 2021, Roanoke, VA 24022
RECEIVED
CITY CLERKS OFFICE
W AUf; 30 P3:0B
September 7, 1999
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, VA
Dear Mayor Bowers and Members of City Council:
SUBJECT: Weed Abatement Program Concerns
During the June 7, 1999, Council meeting, we were requested to provide
members of Council with information on the weed abatement program related to
improving customer service.
Recently several customer service improvements have been made to the weed
abatement program. An effort to enhance customer service regarding the weed
program began with a June 1, 1999, meeting involving weed program staff and staff
from the Office of Management and Budget and Citizen Service Center. Action items
were identified and assigned at this meeting. A follow up meeting was held on June 8,
1999, for the purpose of compiling the information and implementing improvements. At
that meeting, it was decided that the following actions be taken:
~ Provide an additional $25,000 in funding for the weed abatement
contractor funding to allow an additional 125 parcels to be mowed.
~ Provide an additional $2,000 in overtime funding to be used by the city
weed abatement crew to add working days and manpower as a
supplement to their current crew formation and work schedule.
~ Employ a data entry clerk/typist to assist in the answering of the
telephone, and in the regular maintenance of customer service requests
through the Respond! software system. This will ensure that a timely and
accurate record of each request is tracked and completed. A seasonal
clerk/typist has been hired to perform these functions.
~ Employ a seasonal weed inspector to eliminate the backlog of
uninspected requests, to perform timely inspections of the properties, and
to pro-actively canvas city neighborhoods for weed and trash violations.
~ Consider enactment of revisions to the current weed ordinance that will
further reduce the amount of time required to address citizen concerns
about weed problems.
The Honorable David A. Bowers, Mayor
and members of City Council
Page 2
August 16, 1999
These actions have been implemented and have shown immediate
improvements. First, we have successfully completed all lots that are eligible to be cut
each week since the implementation of the above improvements. Secondly, the
average response time to weed complaints has already dropped significantly from an
average of 38 days to 22.4 days during the month of July. Our performance goal for
this program is to have lots cut within 21 days of a citizen's call on ninety percent (90%)
of all complaints. We will continue to make improvements to the weed abatement
program as we work toward this goal of customer service response.
Ongoing action as part of this effort include finding ways to merge Respond!,
CARAT, and the Weed System software information to avoid duplication of requests
and to streamline office functions. We will work with the city attorney to find efficiencies
through weed ordinance amendments. We have also benchmarked with other localities
to identify weed abatement practices that can be used by Roanoke.
We are committed to providing strict enforcement of the weed abatement
ordinance, an ordinance enacted to protect the quality of life of Roanoke's citizens. We
have improved, and we will continue to improve, the process of bringing private parcels
into compliance with the standards of Roanoke's weed abatement ordinance.
This letter is provided for your information and no action by Council is required.
Respectfully,
~~ (2-H
~a~ ~. Ritchie
Acting City Manager
~
cc: Mary F. Parker, City Clerk
Diane S. Akers, Acting Assistant City Manager
William Hackworth, City Attorney
George Snead, Director of Public Safety
John Coates, Manager of Parks and Recreation
Barry Key, Manager, Management and Budget
Dan Henry, Urban Forester
Barry Stacy, Weed Control Coordinator
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 13, 1999
File #60-184-429
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
Your report with regard to the employer matching contribution to ICMA-RC for City employees,
was before the Council of the City of Roanoke at a regular meeting which was held on Tuesday,
September 7, 1999.
Council Member Swain requested information on the annual cost of providing a $15.00 contribution
per pay period employer match to ICMA-RC on behalf of any non-temporary employee ofthe City
who makes a contribution of an equal amount on their behalf. He also requested that the matter be
referred to fiscal year 2000-01 budget study for consideration in regard to placing a cap on, the
amount of contribution. .
It was the consensus of Council that the report would be received and filed, the Director of Finance
was requested to respond to the above inquiry of Council Member Swain, and the question of
placing a cap on the amount of City contribution to ICMA-RC was referred to fiscal year 2000-01
budget study.
Sincerely,
lP~
rn.~
Mary F. Parker, CMC/ AAE
City Clerk
MFP:lo
pc: James D. Ritchie, Sr., Acting City Manager
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
Joyce L. Sparks, Retirement Administrator, Department of Finance
C;\MyFiIeslsept7.wpd
. RECEIVED
CITY CLERKS OFFICE
19 SfP -2 Pr2 :02
CITY OF ROANOKE
DEPARTMENT OF FINANCE
215 Church Avenue, S.w., Room 461
P. O. Box 1220
Roanoke, Virginia 24006-1220
Telephone: (540) 853-2821
Fax: (540) 853-2940
JAMES D. GRISSO JESSE A. HALL
Director of Finance Deputy Director
i'~
JI!I~'
DATE: September 7, 1999
TO: Honorable Mayor and Members of City Council
FROM: James D. Grisso, Director of Finance
SUBJECT: Employer Matching Contribution to ICMA-RC
City Council, on May 11, 1999, authorized an increase from $10 to $15 per pay period
employer match to the ICMA- RC on behalf of any non-temporary employee of the City who
makes a contribution of an equal amount on their own behalf.
Below are statistics that show participation in the deferred compensation plan by salary
range before and after the increase of an additional $5 per pay period employer matching
contribution.
Total Number Total Number Percentage Total Number Total Number Percentage
of of of of of of
Employees Participants Participants Employees Participants Participants
Salary as of as of as of as of as of as of
Ranile 4/29/99 4/29/99 4/28199 8/31/99 8/31/99 8/31/99
$10.000 to $20.000 270 154 57.0% 204 120 58.8%
$20.000 to $30.000 859 581 67.6% 868 601 69.2%
$30.000 to $40.000 557 428 76.8% 590 474 80.3%
$40,000 to $50.000 184 152 82.6% 188 161 85.6%
$50.000 to $60.000 43 39 90.7% 55 52 94.5%
$60.000 and above -12 ~ 84.8% ~ -1! 85.4%
Total 1.959 1.393 71.1% 1. 953 1449 74.2%
The participation statistics confmn that the increased contribution by the City continues
to have a positive impact for new enrollments.
The attached charts emphasize the investment City employees have in our deferred
compensation plan.
Honorable Mayor and Members
of City Councll
September 7, 1999
Page 2
This report is to provide City Councll with information and no action is required.
JDG/JS:s
c: James D. Ritchie, Acting City Manager
William M. Hackworth, City Attorney
Jesse Hall, Deputy Director of Finance
Joyce Sparks, Retirement Administrator
DEFERRED COMPENSA TION ASSET GROWTH
Assets as of June 30,1999: $27,681,955
30 - - - -
25 - - -
20 - -
CJ)
c:
g 15 - -
-
.-
2
10 - -
: J]
87 88 89 90 91 92 93 94 95 96 97 98
Years ending in December
.-
EMPLOYEE PARTICIPATION GROWTH
Participants as of June 30, 1999: 1 ,403
1500 - - - -
en 1000 - - -
~
c
CO
a.
.0
:e
CO
a.. 500 - -
0
87 88 89 90 91 92 93 94 95 96 97 98
Years Ending n December
DEPARTMENT OF FINANCE
CITY OF ROANOKE. VA.
RECEIVED
CITY CLERKS OFFICE
September 7, 1999
w ~ -2 Pt2:02
TO;
Honorable Mayor and Members of City Councll
FROM:
James D. Grisso, Director of Finance
SUBJECT: City of Roanoke Pension Plan Cost-of-Living Adjustment
City Councll, on May 11, 1999, approved a two percent (2%) permanent cost-of-living
adjustment (COLA) for eligible members of the City of Roanoke Pension Plan by
Ordinance No. 34279-051199.
There were 1,170 of the 1,305 retirees that received this increase. Retirees that retired
on or before July 1, 1998 and qualified spouses were eligible.
The monthly increase in pensions for the COLA was $14,795 or $177,540 annually.
The estimated cost of this increase is $1,700,000 based on current actuarial
assumptions.
This report is to provide City Councll with information and no action is required.
4fL
Director of Finance
JDG/JS:s
c: James D. Ritchie, City Manager
William M. Hackworth, City Attorney
Jesse Hall, Deputy Director of Finance
Joyce Sparks, Retirement Administrator
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.w., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
MARY F. PARKER, CMC/AAE
City Clerk
SANDRA H. EAKIN
Deputy City Clerk
September 13, 1999
File #15-110-394
Frances L. Keen, Vice-Chair
Cultural Services Committee
1226 Rugby Boulevard, N. W.
Roanoke, Virginia 24017
Dear Mr. Keen:
This is to advise you that on August 24, 1999 and August 25, 1999, respectively, George A. Kegley
and Courtney A. Penn qualified as members of the Cultural Services Committee for terms ending
June 30, 2000.
,n:l:' 1. ~
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
pc: Glenna O. Ratcliffe, Secretary, Cultural Services Committee
Sandra H. Eakin, Deputy City Clerk
C:\MyFileslsepI7. wpd
RECEIVE.D
CITY CLERKS OFFICE
'99 lllG 25 P 1 :17
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, George A. Kegley, do solemnly swear (or affirm) that 1 will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Cultural Services Committee for a term
ending June 3Cl, 2ClClCl, according to the best of my ability. (So help me God.)
_p~ 0-*
.~""
Subscribed and sworn to before me th~A( ~day of
ARTHUR B. CRUSH, I ,CLERK
~~ ~~,,"'^--~ ,DEPUTYClERK
RECEIVED
CITY CLERKS OFFICE
'99 AllG 25 P 4 :-41
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Courtney A. Penn, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Cultural Services Committee for a term
ending June 3Cl, 2ClClCl, according to the best of my ability. (So help me God.)
Subscribed and sworn to before me thi~day
~ 1999.
ARTHUR B. CRUSH, III, CLERK
B~~~"--\"':'~ ,DEPUTYCLERK
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.w., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
MARY F. PARKER, CMC/AAE
City Clerk
SANDRA H. EAKIN
Deputy City Clerk
September 13, 1999
File #15-72-110
Glenn D. Radcliffe, Chair
Human Services Committee
Roanoke, Virginia
Dear Mr. Radcliffe:
This is to advise you that on August 25, 1999 and August 17, 1999, respectively, Raleigh Campbell
and Katherine M. McCain qualified as members ofthe Human Services Committee for terms ending
June 30, 2000.
Sincerely, r:.
~ 1 a;~--
, '\" ~ 7. - -
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
pc: Glenna O. Ratcliffe, Secretary, Human Services Committee
Sandra H. Eakin, Deputy City Clerk
C:\MyFileslsepl7.wpd
RECEIVE.D
CITY CLERKS OFFICE
19 At! 25 P):37
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Raleigh Campbell, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Human Services Committee for a term ending
June 3Cl, 2ClClCl, according to the best of my ability. (So help me God.)
Subscribed and sworn to before me this~ day of ~1999.
ARTHUR B. CRUSH, III, CLERK
BY ~n~
, DEPUTY CLERK
H:\AGENDA99\JUL Y6.wPD
""
,
RECEivED
CITY CLERKS OFFICE
'99 AOO 18 roo :17
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
"
I, Kathe~ M. McCain, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Human Services Committee for a term ending
June 3Cl, 2ClClCl, according to the best of my ability. (So help me God.)
~.;p>~~b ~e&;4/
Subscribed and sworn to before me this L7- day of d~, 1999.
ARTHUR 8. CRUSH, III, CLERK~
BY~ ~~,DEPUTYCLERK
H:\AGENDA99\JUL Y6.WPD
~,
/~
/ (,'. '" . 'J,,;,
("?"~.~!~~
\,::,.;-<~
, \_~-:':~~;:~r-
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.w.. Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
MARY F. PARKER, CMC/AAE
City Clerk
SANDRA H. EAKIN
Depuly City Clerk
September 13, 1999
File #15-72-110
Harold P. Kyle, Vice-Chair
Human Services Committee
3411 Exeter Avenue, S. W.
Roanoke, Virginia 24014
Dear Mr. Kyle:
This is to advise you that on August 23, 1999, Glenn D. Radcliffe qualified as a member of the
Human Services Committee for a term ending June 30, 2000.
Sincerely, /)
111. """0 .J (" A...I.........
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
pc: Glenna O. Ratcliffe, Secretary, Human Services Committee
Sandra H. Eakin, Deputy City Clerk
C:lMyFile,lsept7_wpd
RECEIVED
CITY CLERKS OFFICE
w~
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Glenn D. Radcliffe, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Human Services Committee for a term ending
June 3Cl, 2ClClCl, according to the best of my ability. (So help me God.)
.~~
Subscribed and sworn to before me this0?3 day Of~9.
ARTHUR B. CRUSH, III, CLERK
BY ~~'lY\.~ ,DEPUTYCLERK
H:IAGENDA9911UL Y6.WPD
,'"'
,
?,-.;,.
MARY F. PARKER, CMC/AAE
City Clerk
Mark S. Scala, Vice-Chair
Roanoke Arts Commission
1935 Avon Road, S. W.
Roanoke, Virginia 24015
Dear Mr. Scala:
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.w., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
September 13, 1999
File #15-110-230
SANDRA H. EAKIN
Deputy City Clerk
This is to advise you that on August 10, 1999, Brook E. Dickson and Susan W. Jennings qualified
as members ofthe Roanoke Arts Commission for terms ending June 30, 2002.
Sincerely, IJ
Ih.. ~ 1. r ,,^--,"--
Mary F, Parker, CMC/ AAE
City Clerk
MFP:lo
pc: Lane11 Otey, Secretary, Roanoke Arts Commission
Sandra H. Eakin, Deputy City Clerk
C:\MyFileslscp.1.wpd
'"
\
RECEIVE.D
CITY CLER~\S OFFICE
"9) AU(; 13 NO '47
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Brook E. Dickson, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Roanoke Arts Commission for a term ending
June 3Cl, 2ClCl2, according to the best of my ability. (So help me God.)
Subscribed and sworn to before me this 10 day of ~
1999.
ARTHUR B. CRUSH, III, CLERK
BY !~ C~,.
, DEPUTY CLERK
H:\AGENDA99\JUL Y6.WPD
RECEIVE.D
(;ITY CLERKS OFFICE
'99 AlI1 13 NO :47
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Susan W. Jennings, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Roanoke Arts Commission for a term ending
June 3Cl, 2ClCl2, according to the best of my ability. (So help me God.)
Subscribed and sworn to before me this .JD.. day of ~ 1999.
ARTHUR B. CRUSH, III, CLERK
~ L I'<~d
BY ( ~--7LU<-\
, DEPUTY CLERK
, .~~ Wl~
/.: ." ~ . ,G
l"..'.......~.~.
" ~':C,'.:i:'~~
":;:"""'~
I, "::i;_;t~-
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S,w., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
MARY F. PARKER, CMC/AAE
City Clerk
September 13, 1999
File #15-110-322
Dennis Frye, Chair
Roanoke City Public Library Board
40 Douglass Avenue, N. W.
Roanoke, Virginia 24012
Dear Mr. Frye:
SANDRA H. EAKIN
Deputy City Clerk
This is to advise you that on August 12, 1999 and August 11, 1999, respectively, Gloria P. Manns
and Herbert D. McBride qualified as members ofthe Roanoke City Library Board for terms ending
June 30, 2002 and June 30, 2001, respectively.
Sincerely, /J
/h..~J.r~.
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
pc: Beverly A. James, Secretary, Roanoke Public Library Board
Sandra H. Eakin, Deputy City Clerk
C:\MyFileslsepI7. wpd
RECEIVE.D
CITY CLERKS OFFICE
'99 AI:I5 13 AlO:4 7
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Gloria P. Manns, do solemnly swear (or affirm) that I will support the Constitution
of the United States of America and the Constitution of the Commonwealth of Virginia, and
that I will faithfully and impartially discharge and perform all the duties incumbent upon me
as a member of the Roanoke Public Library Board for a term ending June 3Cl, 2ClCl2,
according to the best of my ability. (So help me God.)
ifkvf I ~~
Subscribed and sworn to before me this /c/"day Of~5:11999.
ARTHUR B. CRUSH, III, CLERK
7/~~L~
/
, DEPUTY CLERK
H:\AGENDA99\JUL Y6.WPD
RECEIVED
CITY CLERKS OFFICE
'99 At(; 13 AlO:4 7
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Herbert D. McBride, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Roanoke Public Library Board for a term
ending June 3Cl, 2ClCl1, according to the best of my ability. (So help me God.)
Y-L/J- ~ ~~
Subscribed and sworn to before me this .Ii..- day of ~ 1999.
ARTHUR B. CRUSH, III, CLERK
BY ~?-<2~
, DEPUTY CLERK
H:\AGENDA99\IUL Y6.WPD
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.w.. Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
MARY F. PARKER, CMC/AAE
City Clerk
SANDRA H. EAKIN
Deputy Cily Clerk
September 13, 1999
File #15-110-429
Robert E. Tonkinson, Jr., Chair
Board of Trustees, City of Roanoke
Pension Plan
1830 Belleville Road, S. W.
Roanoke, Virginia 24015
Dear Mr. Tonkinson:
This is to advise you that on September 1, 1999, D. Elliott Bayer qualified as a member of the Board
of Trustees, City of Roanoke Pension Plan, for a term ending June 30, 2002.
Sincerely, f!...
"~1, ~-
Mary F. Parker, CMC/AAE
City Clerk
MFP:1o
pc: James D. Grisso, Secretary/Treasurer, Board of Trustees, City of Roanoke Pension Plan
Joyce L. Sparks, Retirement Administrator
Sandra H. Eakin, Deputy City Clerk
ClMyFiles\sept7.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, D. Elliott Bayer, do solemnly swear (or affirm) that I will support the Constitution
of the United States of America and the Constitution of the Commonwealth of Virginia, and
that I will faithfully and impartially discharge and perform all the duties incumbent upon me
as a member of the Board of Trustees, City of Roanoke Pension Plan, for a term
ending June 3Cl, 2ClCl2, according to the best of my ability. (So help me God.)
CZ;., ~ &~~
Subscribed and sworn to before me this /~ day of ~ 1999.
ARTHUR B CRUSH, III CLERK
.
BY: L1.\ --........ 'L.f")L .. IL ---.) DEPUTY CLERK
H:IAUGI6.WPD
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
September 13, 1999
Sandra H. Eakin
Deputy City Clerk
File #60
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of a communication from Council Member William White, Sr., with regard to
a recommendation of Mr. James Armstrong on the subject of fiscal issues that arise outside of the
routine budget process, which communication was before the Council of the City of Roanoke at a
regular meeting which was held on Tuesday, September 7, 1999.
On motion, duly seconded and adopted, Council concurred in the recommendation that the City
adhere to a practice of referring funding requests to the annual operating budget study or capital
budget study for evaluation and prioritization with other funding needs.
~1~J.P~
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
Attachment
pc: Mr. James Armstrong, 619 Highland Avenue, S. W., Roanoke, Virginia 24016
James D. Grisso, Director of Finance
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:lMyFiles\sept7.wpd
CITY OF ROANOKE CITY ~E~~~~EgFFICE
CITY COUNCIL
DAVID A. BOWERS
Mayor
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
"99 m' -1 P5:11
September 7, 1999
Council Members:
C. Nelson Harris
W. Alvin Hudson
Carroll E. Swain
James O. Trout
William White, Sr.
Linda F. Wyatt
The Honorable David A. Bowers, Mayor,
and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
During the August 16 meeting of City Council, Mr. James Armstrong, a citizen of
Roanoke City, addressed the subject of fiscal issues that arise outside of the routine
budget processes. He advised that the problem in approving funding requests outside of
the normal annual budget process and five-year capital projects plan is that decisions are
made without consideration of other alternatives and/or priorities. Additionally, he stated
that large sums of money appropriated in the last fiscal year outside the normal budget
processes sets a precedent for those kinds of difficult decisions that Council has been
called upon to address in recent times. He stated that Council will continue to be faced
with similar requests for such items to be provided outside of the budget processes and
encouraged Council to refer those requests to the appropriate budget committee for report
and recommendation, thus establishing a mechanism to address future funding requests.
I concur with Mr. Armstrong's comments and recommend that we adhere to a
practice of referring funding requests to the annual operating budget study or capital
budget study so that they may be evaluated and prioritized along with all other funding
needs. J ask for your concurrence of my recommendation.
l ~ReSf~ectfUllY submitted, O'~ ') ( ,
1 . l f '. U!
' ,l I ./.",> " /
I fI './oc"'."'."';' h ) .......' ,
~. ()lJ tj A. i j: I. 1/ " /-J
illiam White, Sr. f~ /.'JC.,;"~:".
Council Member
WW:ca
cc: James D. Ritchie, Acting City Manager
Diane S. Akers, Acting Assistant City Manager
Mary F. Parker, City Clerk
William Hackworth, City Attorney
James D. Grisso, Director of Finance
~1
VIRGINIA AMATEUR SPORTS, INC.
PRESENTING
SPONSORS
CMT Sporting Goods
Virginia's 13 ABC
PREMIER
SPONSORS
WYYD Radio
SeaStar Communications
Valleydale Foods
PLATINUM
SPONSORS
Barrows Office Products
DIAMOND
SPONSORS
Carilion Health System
Mostly Sofas
GOLD MEDAL
SPONSORS
BB&T
Coca Cola
GTE Mobilnet
Holiday Inn - Tanglewood
Hyperion
Kroger
Lewis Gale Medical Center
SILVER MEDAL
SPONSORS
AEP
First Team Auto Mall
Inlelos
KMC TelecornlRoanoke
Save-X Mini Marts
BRONZE MEDAL
SPONSORS
Bank of Fincastle
Blue Ridge Copier
Burgess-DeMarco Insurance
Della Dental Plan of Virginia
Gentry, Locke. Rakes & Moore
Lanford Brothers
Mountain Springs Water
MW Windows
Roanoke Electric Steel
Roanoke Fruit & Produce
Tanglewood Mall
Tony's Pizza
Voice-Tel
Liberty Mutual
SPONSOR OF
Co~
G A M E S
RECEIVED ,-
CITY CLERKS OfFICi:..
711 C 5th Street, NE
Roanoke, Virginia 24016
(540) 343-0987
FAX (540) 343-7407
www.commonwealthgames.org
"99 MJG 30 P 1 :34
August 26, 1999
Ms. Mary Parker
City Clerk
215 Church Ave.
Room 456
Roanoke, Virginia 24011
Dear Ms. Parker,
Virginia Amateur Sports would like to have the opportunity to say thank you
to the City of Roanoke for their outstanding support of the 1999
Commonwealth Games of Virginia at your city council meeting scheduled for
Tuesday, September 7, 1999 at 2:00 pm. My presentation will take
approximately 5 - 10 minutes. I would also like to re-present a plaque which I
previously presented to Mayor Bowers at our VIP reception on July 15. If you
can have the plaque at the meeting on the 7th, it certainly would be
appreciated.
Please accept my thank you in advance for giving me this opportunity.
I am looking forward to hearing from you.
Sincerely,
Virginia Amateur Sports
\6. ~l\-U..-
Peter Lampman
President
SM
PROMOTING SPORTS IN THE OLYMPIC IDEAL
S8nctioned by the National CongrMa 01 Slate G8mee and IlICOgIIIzed by the United Stet.. Olympic Commm..
o Recycled Paper
711 C 5th Street, NE
Roanoke, Virginia 24016
(540) 343-0987
FAX (540) 343-7407
www.commonwealthgames.org
~1
VIRGINIA AMATEUR SPORTS, INC.
PRESENTING
SPONSORS
CMT Sporting Goods
Virginia's 13 ABC
PREMIER
SPONSORS
WYYD Radio
SeaStar Communications
Valleydale Foods
PLATINUM
SPONSORS
Barrows Office Producls
DIAMOND
SPONSORS
Carilion Hea~h System
Mostly Sofas
GOLD MEDAL
SPONSORS
BB&T
Coca Cola
GTE Mobilnet
Holiday Inn - Tanglewood
Hyperion
Kroger
Lewis Gale Medical Center
SILVER MEDAL
SPONSORS
AEP
First Team Auto Mall
Intelos
KMC Telecom/Roanoke
Save-X Mini Marts
BRONZE MEDAL
SPONSORS
Bank of Fincastle
Blue Ridge Copier
Burgess-DeMarco Insurance
Delta Dental Plan of Virginia
Gentry, Locke, Rakes & Moore
Lanford Brothers
Mountain Springs Water
MW Windows
Roanoke Electric Steel
Roanoke Fruit & Produce
Tanglewood Mall
Tony's Pizza
Voice-Tel
Liberty Mutual
SPONSOR OF
September 7, 1999
The Honorable David A. Bowers and
Members of City Council
City of Roanoke
215 Church Street
Roanoke, Virginia 24011
Dear Mayor Bowers and City Council Members
Just a short note to say thank you for your ongoing support and commitment
to Virginia Amateur Sports and the Commonwealth Games of Virginia. Due
to your efforts and others like you, our tenth anniversary ofthe
Commonwealth Games was very successful.
Enclosed is a report on the economic impact the Games had on the Roanoke
Valley. The report also provides information on the growth the Games and
the demographics of where the athletes traveled from to participate. These
figures over the past few years have shown an increase in the number of
athletes coming from outside the Roanoke Valley especially the Northern
Virginia and Tidewater area ofthe Commonwealth. Nearly 80,000 athletes
have competed in the Commonwealth Games of Virginia over the past ten
years.
Again, please accept my thank you for enhancing our ability to carry on our
Tradition of Excellence: The Commonwealth Games of Vireinia.
Sincerely,
~ \O\.~")vu
Peter Lampman
President
PROMOTING SPORTS IN THE OLYMPIC IDEAL
Sanctioned by the Nattonal Corlgr.- 01 Stale Gamee end recognized by the United Stat.. Olympic Commlllee
o ~ Paper
'~
1999 Commonwealth Games of Virginia
Economic Impact Statistics
Roanoke Valley
Direct Visitor Expenditures
A. Number of athletes that stayed overnight
B. Number of spectators that stayed overnight
(1:3 ratio)
C. Average length of stay
D. Estimated average daily expenditures
E. Estimated overnight visitors expenditures
(A + B x C x D)
F. Number of day athletes
G. Number of day spectators
(1:2 ratio)
H. Number of day volunteers
I. Estimated average daily expenditures
J. Estimated day visitor expenditures
(F+G+HxI)
K. Estimated total visitor expenditures
(E+J)
4,896
14,688
2.19 Days
$112.50
$4,825,008
4,202
8,404
1,600
$15.00
213,090
$5,038,098
Regional Multiplier and Turnover
L. Turn-over effect to local economy
(See report)
M. Full local economy economic impact
(K x L)
$1.66
$8,363,243
Estimated Sales Tax Revenues
N. Percentage taxable sales
O. Local sales tax rate
P. Estimated local sales tax
(K x N x 0)
100%
4.50%
$226,714
Total Visitor Related Tax Revenues
$226,714.00
1999 Commonwealth Games of Virginia
Economic Impact Analysis
I. Methodology
The methodology used for estimating the economic impact of the 1999
Commonwealth Games of Virginia is one that was presented by the American
Economic Development Council at their professional seminars. Total visitor
expenditures, as well as estimates of room nights and tax revenues are presented.
Several assumptions were made regarding the number of visitors that attended
the Commonwealth Games in 1999. Total overnight visitors were counted at a ratio of
1:3 with each athlete bringing an additional three spectators (i.e. coaches, family
members, friends). Day spectators were counted at a ration of 1:2.
The average length of stay for overnight purposes was determined by reviewing
the days devoted to each individual Games event and assigning either a day, days or
portion thereof to each event. These were averaged for the entire Games giving a figure
of 2.19 days as the average length of stay in the Roanoke Valley. For areas outside of
the Roanoke Valley, the respective length of stay is used. The Roanoke Valley
Convention and Visitors Bureau indicates that $112.50 is the cost of an overnight's
travel in the Roanoke Valley for a sporting event. Day travelers spend less than
overnight visitors. The Roanoke Convention and Visitors Bureau also indicates that
$15.00 typical figure for expenditures by a day traveler.
II. Economic Impact of the 1999 Commonwealth Games
The total estimated expenditures of the Commonwealth Games is $5,038,098
based on estimated expenditures from all Games events through the Commonwealth of
Virginia and involving athletes and spectators.
III. Regional Multiplier and Turnover
There are various types of regional multipliers for value added, employment and
payroll/ earnings. There is insufficient regional data available to be able to determine
the value added or output from the Commonwealth Games.
However, a turnover model used from Iowa was applied to indicate the extent or
turnover effect of the expenditures of $5,038,098 from the Commonwealth Games. A
$1.00 spent turns over five (5) times in the local economy at a decreasing rate such that
the full impact is $1.66. For example, total expenditures from the Commonwealth
Games times 1.66 equals $8,363,243 in full expenditures in the local economy.
}
1999
COMMONWEALTH GAMES OF VIRGINIA
REGIONAL DISTRIBUTION
I Other I
282
Roanoke Valley:
West:
Central
North
East:
Other
Roanoke City, Roanoke County. Salem, Vinton
Bristol, Martinsville, New River Valley
Charlottesville, Lynchburg, Farmville, Staunton
Winchester, Culpeper. Harrisonburg, Northern VA
Norfolk, Richmond, Fredericksburg, Virginia Beach
MO, NC, SC. WV
0# of Sports
.Total Athletes
Commonwealth Games Participation
1990-1999
1997 1998
1999
1999 Commonwealth Games
Regional Distribution
Roanoke Valley
18%
Other
3%
East
20%
North
16%
Centra
17%
1999 Commonwealth Games
Age Distribution
45 & Over
7%
25-44
16%
1999 Commonwealth Games
Gender Distribution
Female
4Cl%
P ARTICIP A TION IN THE
COMMONWEAL TH GAMES OF VIRGINIA
Commonwealth Games Participation
1999 Commonwealth Games
Age Distribution
[~;:~=:
10007
42
-1-"""-
1999
1990-1999
1998
1997
1996
1995
45&
Over
25-44 7%
16%.
l",,~,
119;~: "i;i~1T ~~:.
1999 Commonwealth Games
Gender Distribution
INC.
VIRGINIA AMATEUR SPORTS,
MISSION STATEMENT
Male
60%
()
Female
40%
The mission of Virginia Amateur Sports, Inc. is to promote, develop and facilitate amateur athletics
throughout the Conunonwealth of Virginia by subscribing to the following tenets:
citizens in
for all
lifestyles
Promoting an awareness of the benefits of physical fitness and healthy
the Conunonwealth through sports education, training and competition.
1.
2. Conducting the Conunonwealth Games of Virginia, a multi-sport festival of statewide competition,
designed to encourage participation of athletes representing a broad range of ages and skill levels
from conununities in the Conunonwealth and under the jurisdiction of the National Congress of
State Games.
3. Promoting relevant sports-related educational programs for citizens in the Commonwealth, such as
anti-drug and wellness programs for athletes.
f- 0;:;]
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 13, 1999
File # 5-60-133-236
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Resolution No. 34455-090799 authorizing acceptance of Grant No. 00-
F8554VW99 made to the City of Roanoke by the Commonwealth of Virginia Department of
Criminal Justice Services for a VictimlWitness Assistance Program, in the amount of$86,057.00
and a local cash match of $25,671.00, and authorizing execution and filing by the Acting City
Manager of the conditions of the grant and other grant documents. The abovereferenced measure
was adopted by the Council of the City of Roanoke at a regular meeting which was held on Tuesday,
September 7, 1999. .
Si.ncerelY, 0
I"v\ -, 1. r ~ IJ,..-
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
Attachment
pc: The Honorable Donald S. Caldwell, Commonwealth's Attorney
James D. Grisso, Director of Finance
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:\MyFileslsepl7.wpd
~'J
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
,
The 7th day of September, 1999.
No. 34455-090799.
A RESOLUTION authorizing the acceptance of Grant No. 00-F8554VW99 made to the City
of Roanoke by the Commonwealth of Virginia Department of Criminal Justice Services for a
VictimlWitness Assistance Program and authorizing the execution and filing by the City Manager
of the conditions of the grant and other grant documents.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City of Roanoke hereby accepts the offer made by the Commonwealth of
Virginia Department of Criminal Justice Services of Grant No. 00-F8554VW99 in the amount of
$86,057 for Fiscal Year 99-00 for a VictimlWitness Assistance Program.
2. The local cash match for Fiscal Year 99-00 shall be in the amount of $25,671.
3. The City Manager or the Assistant City Manager is hereby authorized to accept,
execute and file on behalf of the City any documents setting forth the conditions of GI:ant No. .OO~
F8554VW99.
4. The City Manager or the Assistant City Manager is further directed to furnish such
additional information as may be required by the Department of Criminal Justice Services in
connection with the City's acceptance of the foregoing grant or with such project.
ATTEST:
City Clerk.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 13, 1999
File #5-60-133-236
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34454-090799 amending and reordaining certain sections of
the 1999-00 Grant Fund Appropriations, providing for appropriation and transfer of funds totaling
$111,728.00 in connection with the Department of Criminal Justice Services Grant for the Victim
Witness Assistance Program. The abovereferenced measure was adopted by the Council ofthe City
of Roanoke at a regular meeting which was held on Tuesday, September 7, 1999.
Sincerely, 0
n...~ j r I.M- -
MaryF. Parker, CMC/AAE
City Clerk
MFP:lo
Attachment
pc: The Honorable Donald S. Caldwell, Commonwealth's Attorney
James D. Ritchie, Sr., Acting City Manager
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
':--
C:\MyFileslsep.7.wpd
~\~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34454-090799.
AN ORDINANCE to amend and reordain certain sections of the 1999-00 Grant
Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 1999-00 Grant Fund Appropriations, be, and the same are hereby,
amended and reordained to read as follows, in part:
ADDroDriatlons
Judicial Administration $ 681,677
Vidim Witness Grant FYOO (1-15). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111,728
Revenue
Judicial Administration
Vidim Witness Grant FYOO (16-17). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1) Regular Employee Salaries
2) ICMA Retirement
3) ICMA Match
4) FICA
5) Medical Insurance
6) Dental Insurance
7) Disability Insurance
8) Telephone
9) Administrative Supplies
10) Dues and Memberships
11) Training and Development
12) Printing
13) Postage
14) CIS - Personnel Computer
RentallMaintenance
(03~2~123-1002)
(03~2~123-1115)
(O~~123-1116)
(O~2~123-1120)
(O~2~123-1125)
(O~2~123-1126)
(O~2~123-1131)
(O~2~123-2020)
(O~2~123-2030)
(O~2~123-2042)
(03~2~123-2044)
(O~2~1--23-2075)
(035-026-5123-2160)
(035-O26~123-7007)
$ 681,677
111 ~72a
$
83,016
7,471
390
6,950
5,472
556
199
575
1,013
75
2,781
170
1,560
720
15) Management Services
16) State Grant Receipts
17) Local Match
(03~26~123-7015)
(035-O26~123-1100)
(035-o26~123-11 01)
$ 780
86,057
25,671
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
RECEIVED
CITY CLERI\S OFFICE
"99 AUG 24 P2 :37
Roanoke, Virginia
September 7, 1999
99-604
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council
Subject:
Acceptance of Victim Witness Assistance Program Grant
I concur with the recommendation from the Commonwealth's Attorney with respect to
the subject referenced above and recommend that City Council accept the Department of
Criminal Justice Services' Grant for the Victim Witness Assistance Program in the amount of
$86,057 and that the City provide $25,671 as the local cash match.
Respectfully submitted,
~~~
J es . Ritchie
Actin ity Manager
cc: Acting Assistant City Manager
Acting Budget Administrator
Commonwealth Attorney
City Attorney
City Clerk
Director of Finance
September 7, 1999
Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
Dear Members of City Council:
Subject: Acceptance of Victim Witness
Assistance Program Grant
I. Background
A. Victim/Witness Program is designed to recognize and address the needs of
victims and witnesses in the Roanoke City Criminal Justice System and to
continue the commitment for citizen support.
B. Roanoke City Victim/Witness/Juror Assistance Committee (RCVWJ) was
formed in the fall of 1983, by Judges and Clerks of Circuit Court, General
District and Juvenile Courts, Commonwealth's Attorney, City Sheriff, Chief
Magistrate, Chief of Police, Director of Administration and Public Safety, and
Roanoke Bar Association.
C. Victim/Witness Program was developed and utilized volunteers in the court
system to provide services to support the needs of victims and witnesses.
D. The RCVWJ committee submitted the program to the State with a request
for full payment funding. A start-up grant (#85A6252) was issued on July 1,
1984, in the amount of $16,202 for FY 84-85 subject to proportional annual
local funding to be approved each year.
E. City Council accepted the start-up grant in September, 1984, and hired a full-
time program coordinator in October, 1984. The program has been in
continued operation since then.
',"
Members of City Council
Subject: Acceptance of the Victim Witness
Assistance Program Grant
Page 2
II. Current Situation
A. The Victim/Witness Assistance Program has been awarded a twelve month
$86,057 grant (#00-F8554VW99) for July 1999 through June 2000. A local
cash match of $25,671 is requested for a total grant budget of $111,728.
The local cash match is equal that of FY 1998-1999. It is included in the
General Fund FY 1999-2000 adopted budget in the Transfer to Grant Fund
Account.
B. The Victim/Witness Program continues to operate with a full-time coordinator
for the Circuit Court, as well as one full time assistant for the Juvenile and
Domestic Relations Court and one full-time assistant for the General District
Court. Duties have expanded and greater contact has been made with
persons in need of program services. In addition, the Virginia Crime Victim
and Witness Rights Act requires the program to contact and provide services
to an increased number of victims and witnesses. A summary of FY 95-96,
96-97, 97-98, 98-99 contacts documents the services of the program (see
Attachment A).
C. The Victim/Witness Program is coordinated by the Office of the
Commonwealth's Attorney.
III. Issues
A. Services
B. Costs
IV. Alternatives
A. City Council accept the Victim/Witness Grant #00-F8554VW99 for $86,057
with Roanoke City providing $25,671 as a local cash match for a total grant
of $111 ,728.
1 . Services
a. Present level of services and contacts would be maintained for
victims and witnesses in the General District Court.
"
Members of City Council
Subject: Acceptance of the Victim Witness
Assistance Program Grant
Page 3
b. Present level of services and contacts would be maintained for
victims and witnesses in the Juvenile & Domestic Relations
District Court.
c. Present level of services and contacts would be maintained for
victims and witnesses in the Circuit Court.
2. Costs
a. Cost to the City for Grant #00-F8554VW99 would be $25,671
as a local cash match.
B. City Council not accept the Victim/Witness Grant #00-F8554VW99 in the
amount of $86,057.
1. Services such as those below would be greatly curtailed or not
provided if the grant is not accepted.
a. Providing felony and certain misdemeanor victims and
witnesses with a letter and educational brochure familiarizing
them with the court system, procedures and terminology, and
informing them of their rights under the Virginia Crime Victim
and Witness Rights' Act.
b. Notifying victims and witnesses of the status of pending cases
thereby decreasing the number of unnecessary trips made to
court and helping the victims and witnesses feel informed and
part of the criminal justice system.
c. Providing police officers with case status information and
organizing their cases so that they are heard consecutively,
thus eliminating unnecessary and costly overtime charges.
d. Assisting victims in securing court ordered restitution
payments.
Members of City Council
Subject: Acceptance of the Victim Witness
Assistance Program Grant
Page 4
e. Providing information on the Virginia Criminal Injuries
Compensation Fund and assisting victims in completing the
application process.
f. Assisting victims in completing forms in order to be notified of
a prisoner's custody status while incarcerated in the Roanoke
City Jailor within the Department of Corrections.
g. Assisting victims and witnesses in completing request for
confidentiality forms.
h. Providing referrals to other agencies which can help victims
address their non-criminal justice needs.
i. Accompanying victims and witnesses to court proceedings to
reduce their fears and anxieties regarding court appearances.
j. Providing courtroom tours for child victims and adult victims of
sexual assault.
k. Interceding with employers and school officials when victims
and witnesses have difficulties securing time off.
I. Assisting sexual assault victims in having forensic medical bills
paid by the criminal fund.
m. Assisting probation and parole officers in the preparation of
Victim Impact Statements which are presented to the judge at
the defendant's sentencing.
n. Providing short-term counseling and crisis intervention to crime
victims and witnesses.
o. Arranging transportation to court for those victims and
witnesses who have special needs.
p. Providing public relations information in the form of courthouse
tours, programs and lectures about the criminal justice system
and victimology.
Members of City Council
Subject: Acceptance of the Victim Witness
Assistance Program Grant
Page 5
2. Costs of local match would not be incurred.
V. Recommendations
A. City Council concur with Alternative A, which would allow for the acceptance
of, and participation in the Department of Criminal Justice Services Grant
#00-F8554VW99 for the Victim/Witness Program in the amount of $86,057,
with the City providing a local cash match of $25,671 from the monies
provided in the Transfer to Grant Fund Account in the FY 99-00 budget.
8. Authorize the City Manager to sign and execute all appropriate documents
to obtain Grant #00-F8554VW99.
C. Budget funding in the amount of $111.728 in revenue accounts to be
established in the Grant Fund by the Director of Finance.
D. Transfer funding in the amount of $25.671 from account 001-004-9310-9535
(General Fund -Transfer to Grant Fund) to the Grant Fund as the City's local
cash match for the Victim/Witness Assistance Program.
E. Appropriate funding in the amount of $111.728 to the expenditure accounts
listed in Attachment C.
Ui)"~~
Donald S. Caldwell .
Commonwealth's Attorney
DSC:jls
pc: City Manager
City Attorney
Director of Finance
Director of Administration & Public Safety
Victim Witness Coordinator
Victim Witness Assistance Program
Service Summary
Service FY FY FY FY
95-96 96-97 97 -98 98-99
1. Total Victims Contacted 581 541 721 1059
2. Total Witnesses Contacted 517 203 108 120
3. Case Disposition, Case Status
& Advance Notice of Proceedings 2,436 2,457 2,608 3,990
4. I ntercession with Schools
or Employers 9 7 2 17
5. Crisis Intervention 32 39 84 149
6. Referral to Criminal Injuries
Compensation Fund 150 295 306 388
7. Restitution Payment Assistance 783 1,213 773 1,373
8. Explanation of Steps in Criminal
Justice System and Criminal Justice
Process Options 559 727 897 1,389
9. Courtroom Tours or Explanations 65 222 249 502
10. Criminal Justice Process Support 352 548 693
11. Notification Services & Explanation
Regarding Prisoner Custody Status 31 32 88
12. Protection Services & Explanations 223 500 622
13. Appeal/Habeas Corpus Services 9 6
14. Educational Brochures Given 1,729 1 ,469 1,123 2,495
15. Amount of Restitution Collected $62,656 $84,430 $75,464 $91,661
16. Amount of Crime Compensation
Awarded to Victims $57,764 $40,874 $28,453 $52,903
Statistics listed on this page reflect some of the services being counted by the Victim Witness Program as
required by the Department of Criminal Justice Services.
ATTACHMENT B
LOCAL CASH MATCH GRANT FUND
DCJS GRANT
LOCAL CASH MATCH
TOTAL
FY 84-85 $16,202 (100%) $16,202
FY 85-86 $13,772 (71 %) $ 5,538 (29%) $19,310
FY 86-87 $32,550 (84%) $ 6,575 (16%) $39,125
FY 87-88 $17,225 (64%) $ 9,916 (36%) $27,141
FY 88-89 $19,048 (57%) $14,514 (43%) $33,562
FY 89-90 $32,250 (62%) $20,072 (38%) $52,322
FY 90-91 $35,619 (64%) $20,027 (36%) $55,961
FY 91-92 $34,787 (64%) $20,011 (36%) $54,798
FY 92-93 $36,706 (63%) $21,419 (37%) $58,125
FY 93-94 $36,798 (65%) $20,027 (35%) $56,825
FY 94-95 $34,021 (58%) $24,903 (42%) $58,924
FY 95-96 $35,910 (58%) $25,671 (42%) $61,581
FY 96-97 $64,328 (71 %) $25,671 (29%) $89,999
FY 97-98 $77,015 (75%) $25,671 (25%) $102,686
FY 98-99 $87,366 (77%) $25,671 (23%) $113,037
FY 99-00 $86,057 (77%) $25,671 (23%) $111,728
Attachment C - Program Budget
1002 Regular Employee Salaries $83,016
1115 ICMA Retirement 7,471
1116 ICMA Match 390
1120 FICA 6,950
1125 Medical Insurance 5,472
1126 Dental Insurance 556
1131 Disability Insurance 199
2020 Telephone 575
2030 Administrative Supplies 1,013
2042 Dues and Memberships 75
2044 Training and Development 2,781
2075 Printing 170
2160 Postage 1,560
7007 CIS-Personal Computer Rental/Maintenance 720
7015 Management Services 780
Total $111,728
';.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 13, 1999
File #468
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Ordinance No. 34456-090799 amending the Water Conservation Plan (Plan)
dated May 17, 1999, adopted by Council on June 7, 1999, by rescinding the provisions for imposing
water surcharges contained in the Plan; and confIrming that the Acting City Manager has the
authority to maintain the restrictions and provisions of a particular condition under the Plan until the
water level at Carvins Cove Reservoir has improved and stabilized to a suffIcient level above that
particular condition before lifting the restrictions and provisions of that condition. The
abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting
which was held on Tuesday, September 7, 1999.
Sincerely, /J
/\... ~ j..r 1# loA. ~
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
Attachment
pc: James D. Grisso, Director of Finance
Kit B. Kiser, Director, Utilities and Operations
Dana D. Long, Chief, Billings and Collections
Jesse H. Perdue, Jr., Manager, Water Department
C:\MyFilesIsept7. wpd
pi
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34456-090799.
AN ORDINANCE amending the Water Conservation Plan dated May 17, 1999, (Plan)
adopted by this Council on June 7, 1999, by rescinding the provisions for imposing water surcharges
contained in the Plan; confirming that the City Manager has the authority to maintain the restrictions
and provisions of a particular condition under the Plan until the water level at Carvins Cover
Reservoir has improved and stabilized to a sufficient level above that particular condition before
lifting the restrictions and provisions of that condition; and providing for an emergency.
WHEREAS, by Ordinance No. 34326-060799, adopted June 7,1999, this Council adopted
a Water Conservation Plan dated May 17, 1999; which included provisions for the imposition of
water surcharges when the water level at the Carvins Cove Reservoir reached certain levels as set
forth in the conditions outlined in the Plan; and
WHEREAS, Council authorized the City Manager to take such further action as was deemed
necessary to implement, administer and enforce the provisions of the Plan and Council wisheS to:
confirm the City Manager's authority granted by that Ordinance to allow the City Manager to
maintain the restrictions and provisions of a particular condition under the Plan until the water level
at Carvins Cove Reservoir has improved and stabilized to a sufficient level above that particular
condition before lifting the restrictions and provisions of that particular condition; and
WHEREAS, in light of recent events that have occurred in connection with the Water
Conservation Plan and the City's efforts to obtain water from Roanoke County, Salem, and the Town
of Vinton, and other sources, all as more fully set forth in the report to this Council dated September
H:IMEASURES\_lINVJIloaamead
.,
7, 1999, Council believes it would be appropriate to rescind the imposition of the water surcharges
provided for in the Plan.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. For the reasons set forth above and in the above mentioned report, Council does
hereby amend the Water Conservation Plan dated May 17, 1999, adopted by Ordinance No. 34326-
060799, on June 7, 1999, only to the extent that the provisions contained in the Plan providing for
the imposition of surcharges when the water level in Carvins Cove Reservoir reaches a level of 30
feet below the spillway overflow and lower, referred to as conditions 3, 4, and 5 in the Plan, are
hereby rescinded and no surcharges will be imposed under the Plan at this time during those
conditions.
2. Council specifically confirms that once a particular condition provided for in the Plan
is reached and the restrictions and provisions of that condition take effect, the City Manager may
maintain the restrictions and provisions of that condition until the water level at Carvins Cove
Reservoir has improved and stabilized to a sufficient level above that particular condition, as ~a~
be determined by the City Manager in his discretion, before that particular condition will be
determined to be no longer applicable and the restrictions and provisions of that condition are lifted.
3. The restrictions and provisions of the Water Conservation Plan dated May 17, 1999,
including the provisions for civil penalties, remain in full force and effect, except as modified above
with regard to the imposition of surcharges, and that the Ordinance adopted by this Council on June
7, 1999, Ordinance No. 34326-060799 remains in full force and effect, except as modified above.
H:\MEASURES\~
4. In order to provide for the usual daily operation of the municipal government, an
emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
H:\MEASURES\~
"
. RECE/VE.D
CITY CLERKS OFFICE
"
W SEP-t P5:12
September 7, 1999
Report No. 99-369
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, VA
Dear Mayor Bowers and Members of Council:
Subject: Water Conservation Plan - Amendments
I. Background:
A. The Water Conservation Plan approved by Council on June 7, 1999, will
as enacted, impose civil penalties and water surcharges should the level
in Carvins Cove Reservoir reach a level of 30 feet below spillway overflow
and lower.
B. A new city utility billing system is being implemented to make it Year 2000
compliant and to be more responsive to our needs. The new system is
expected to go on line the middle of September. It is expected to take
several weeks of dual system operation while the new system is
implemented.
C. Level of Carvins Cove Reservoir is expected to reach 30 feet below
spillway overflow at the current rate of withdrawal on or before mid-
September.
D. The tentative agreement with Roanoke County and the need to purchase
water from the County, Salem, and the Town of Vinton will require the
imposition of a City water rate increase to offset those added expenses
and lost revenue. Council is expected to consider that rate increase at the
same time that it formalizes the contract with the County. We hope to hold
a public hearing on that issue at the September 20, 1999, evening session
of Council. It is proposed that any such water rate increase not take effect
until on or after January 1, 2000.
E. Water Conservation Officers are patrolling the City to warn citizens against
the use of prohibited water use practices, are issuing warnings for such
violations and are prepared to issue citations resulting in fines should the
level reach 30 feet below spillway overflow.
The Honorable David A. Bowers, Mayor
and Members of Council
September 7, 1999
Page 2
II. Current Situation:
A. The Water Conservation Plan requires even stronger mandatory water
conservation measures should the water level reach 30 feet below
spillway overflow or lower.
B. The public awareness campaign remains active. Water customers are
reacting positively to the public information campaign and are doing their
part to conserve water.
C. Water surcharge rates proposed in the Water Conservation Plan should
be rescinded since a different rate structure will be recommended to offset
the lost revenue and added expenses associated with our various
interconnections with other jurisdictions.
D. Civil penalties for the inappropriate use of water should still be imposed,
as previously approved, should the level in Carvins Cove Reservoir reach
30 feet below spillway overflow and lower.
E. Different restrictions are implemented under the Water Conservation Plan
as the water level at Carvins Cove Reservoir reaches a certain level below
the spillway overflow, referred to as conditions in the Plan. It is important
that once a particular condition is reached, that such condition and
restrictions associated with it are maintained until the water level rises and
stabilizes at a sufficient level above that condition to move up to the prior
condition. It should be confirmed that the City Manager, as part of his
authority to implement, administer, and enforce the Plan, can decide when
the restrictions associated with a particular condition should be changed.
III. Recommendation: Council take the following action:
A. Council amend the June 7. 1999. Water Conservation Plan to the extent of
rescinding the imposition of the water surcharge rates that would take
effect when the water level reaches 30 feet below Carvins Cove Reservoir
spillway overflow and lower.
B. Council confirm that once a particular condition is reached, the City
Manager may maintain the restrictions and provisions of that condition
"-
,
The Honorable David A. Bowers, Mayor
and Members of Council
September 7, 1999
Page 3
until the water level at Carvins Cove Reservoir has improved and
stabilized to a sufficient level above that particular condition, as
determined by the City Manager, before that particular condition will be
determined to no longer be applicable and be lifted.
~~~
Ja s D. Ritchie
Ac. g City Manager
JDR:KBK:afm
cc: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
James D. Grisso, Director of Finance
Diane S. Akers, Acting Assistant City Manager
Dana Long, Chief of Billings and Collections
Jesse H. Perdue, Jr., Water Department Manager
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 13, 1999
File #60-178-414
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Ordinance No. 34458-090799 authorizing an agreement with the Roanoke
Higher Education Authority and the Roanoke Redevelopment and Housing Authority to provide for
certain funds to be granted by the City for renovation and improvement of the former Norfolk and
Western Headquarters Building North for the purpose of establishing the Roanoke Higher Education
Center. The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Tuesday, September 7, 1999.
Sincerely, ~
Ift..~ J. r ~
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
Attachment
pc: The Honorable John S. Edwards, State Senator, P. O. Box 1179, Roanoke, Virginia 24006
John P. Baker, Executive Director, Roanoke Redevelopment and Housing Authority, 2624
Salem Turnpike, N. W., Roanoke, Virginia 24017
James D. Grisso, Director of Finance
Barry L. Key, Manager, Office of Management and Budget
Deborah J. Moses, Assistant to the City Manager for Special Projects
C:\MyFilesIsept7.wpd
uJ~
~\.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of September, 1999.
No. 34458-090799.
AN ORDINANCE authorizing an agreement with the Roanoke Higher Education Authority
and the Roanoke Redevelopment and Housing Authority to provide for certain funds to be granted
by the City for renovation and improvement of the former Norfolk and Western Headquarters
Building North for the purpose of establishing the Roanoke Higher Education Center; and providing
for an emergency.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The City Manager and the City Clerk are authorized to execute and attest,
respectively, on behalf of the City an agreement by and among the City, the Roanoke Higher
Education Authority (RHEA), and the Roanoke Redevelopment and Housing Authority (RRHA),
which shall provide that the City shall, subject to certain terms and conditions, grant up to $2.5
million to RRHA which shall, in turn, grant such funds to the RHEA for the development and
improvement of the former Norfolk and Western Headquarters Building North for the purpo~ o~
establishing the Roanoke Higher Education Center.
2. The form of the agreement which shall be approved by the City Attorney shall be
substantially as set forth in the attachment to the report of the City Manager dated September 7,
1999.
3. In order to provide for the usual daily operation of the municipal government, an
emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
'"
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 13, 1999
File #60-178-414
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34457-090799 amending and reordaining certain sections of
the 1999-00 Capital Projects Fund and Higher Education Authority Fund Appropriations, providing
for appropriation of $2,500,000.00, in connection with renovation and improvement of the former
Norfolk and Western Headquarters Building North for the purpose of establishing the Roanoke
Higher Education Center. The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular rrieeting which was held on Tuesday, September 7, 1999.
Sincerely, ~
^-,J.r~
Mary F. Parker, CMC/AAE
City Clerk
MFP:10
Attachment
pc: James D. Ritchie, Sr., Acting City Manager
Barry L. Key, Manager, Office of Management and Budget
Deborah J. Moses, Assistant to the City Manager for Special Projects
C:\MyFilesIsept7.wpd
~\\~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34457-090799.
AN ORDINANCE to amend and reordain certain sections of the 1999-2000
Capital Projects Fund and Higher Education Authority Fund Appropriations, and providing
for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 1999-2000 Capital Projects Fund and Higher Education Authority
Fund Appropriations, be, and the same are hereby, amended and reordained to read as
follows, in part:
CaDltal Prolects Fund
Aooropriations
Capital Improvement Reserve
Public Improvement Bonds - Series 1999 (1). . . . . . . . . . . . . . . . . . . .
General Government
Higher Education Authority (2) ...............................
HI9her Education AuthorlW
Aoorooriations
Higher Education Authority
Higher Education - Capital Outlay (3) . . . . . . . . . . . . . . . . . . . . . . . . . .
Revenue
Higher Education Authority
Miscellaneous (4). . . . . . . . . . . . . . . . . . . .- : . . . . . . . . . . . . . . . . . . . . .
$ ( 276,271)
(4,424,282)
$ 24,841,815
2,500,000
$ 11,715,000
11,360,000
$ 11,715,000
2,510,000
1) Higher Education
Authority Bonds
2) Appropriated from
Bond Funds
3) Construction
4) Contribution from
Roanoke Regional
Housing Authority
(008-052-9709-9175)
(008-052-9728-9001 )
(020-002-8721-9060)
(020-200-1234-1239)
$ (2,500,000)
2,500,000
2,500,000
2,500,000
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
RECEIVED
CITY CLERKS OFF!CE
~ AUG 30 P 3 :08 September 7, 1999
Council Report No. 99-36
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
SUBJECT: Request to Authorize the Acting City Manager to Enter into
an Agreement to Provide $2.5 million for capital
improvements to the Roanoke Higher Education Center
I. BACKGROUND
A. Julv. 1997. Roanoke Citv Council supported the establishment of a Higher
Education Fund with a pledge of $2.5 million from city funds to establish a Higher
Education Center in downtown Roanoke, Virginia.
B. December 1997. the Norfolk Southern Corporation donated its former headquarters
building to the Roanoke Foundation for Downtown, Inc. to house the Roanoke
Higher Education Center.
C. February 1998. the Virainia General Assembly provided $5,379,000 to renovate this
building for the Higher Education Center.
D. May 1998. Roanoke City Council included $250,000 in the FY98-99 General Fund
Budget to provide funding to be used as dedicated debt service in support of the
issuance of $2.5 million in general obligation bonds by the city.
E. July 1998. the Roanoke Hiaher Education Authority became effective and employed
an architectural firm to prepare design and construction plans for the Center.
F. January 1999. Governor Gilmore included an additional $3.6 million in his state
budget to be used to renovate the Center, bringing the total state funding for the
Center to $8,979,000.
II. CURRENT SITUATION
A. The Roanoke Redevelopment and Housina Authority is to receive the proceeds of
bonds sold by the city and to grant them to the Roanoke Higher Education Authority
as allowed under Section 36-49.7 of the state code for the improvement of the
Roanoke Higher Education Center on lands situated within the boundaries of a
redevelopment project area.
Council Report No. 99-36
September 7, 1999
Page 2
B. May 3, 1999. Roanoke City Council authorized the City Clerk to advertise for a
public hearing to receive public input on the issuance of $2.5 million in bonds under
the Public Finance Act of the Code of Virginia.
C. City Council authorized the issuance of $ 2.5 million in general obligation bonds by
the City and the granting of the proceeds to the Roanoke Redevelopment and
Housing Authority for the purpose of fulfilling the commitment of Roanoke City
Council to make such contribution to be used to renovate and improve the Center
Building.
III. ISSUES
A. Timing
B. Funding
C. Leaal
IV. AL TERNA TIVES
A. City Council authorize the Actin~ City Manaaer to enter into an Agreement, in
substantially the form attached to this report, with the Roanoke Redevelopment and
Housing Authority and the Roanoke Higher Education Authority to outline the terms
and conditions by which funds in the amount of $2.5 million will be provided by the
City to the Roanoke Redevelopment and Housing Authority to carry out its purpose
related to the capital contribution to the Roanoke Higher Education Center.
Appropriate $2.5 million from future general obligation bond proceeds to the capital
account 020-002-8721-9060.
1. Timing is critical in order to ensure that construction is on schedule to meet
the anticipated Fall 2000 opening date for the Higher Education Center.
2. Fundina is required in order to meet the anticipated capital project costs.
3. Leaal requirements will be met.
B. City Council not authorize the Actina City Manaaer to enter into an Agreement with
the Roanoke Redevelopment and Housing Authority and the Roanoke Higher
Education Authority to memorialize the terms and conditions by which funds in the
Council Report No. 99-36
September 7, 1999
Page 3
amount of $2.5 million will be provided by the City to the Roanoke Redevelopment
and Housing Authority to carry out its purposes related to the capital improvements
of the Higher Education Center, and, not appropriate $2.5 million from future
general obligation bond proceeds to the capital account 020-002-8721-9060.
1. Timing will not allow the construction work to proceed on schedule and the
anticipated opening date for the Higher Education Center will not be met.
2. Fundina will not be available to meet the anticipated project costs.
3. Leaal requirements will not be an issue.
v. RECOMMENDATION
Citv Council authorize the Actina Citv Manaaer to enter into an Agreement, in
substantially the form attached to this report, with the Roanoke Redevelopment and
Housing Authority and the Roanoke Higher Education Authority to memorialize the
terms and conditions by which funds in the amount of $2.5 million will be provided
by the City to the Roanoke Redevelopment and Housing Authority to carry out its
purpose related to the capital improvements of the Roanoke Higher Education
Center, and, appropriate $2.5 million from future general obligation bond proceeds
to the capital account 020-002-8721-9060.
Respectfully submitted,
~~
JDRlDJM/ca
cc: Acting Assistant City Manager
Director of Finance
City Attorney
Manager, Office of Management and Budget
Assistant to the City Manager for Special Projects
AGREEMENT
This Agreement, dated this _ day of
, 1999, by and among the
City of Roanoke, a municipal corporation of the Commonwealth of Virginia, hereafter referred to
as "City", the Roanoke Higher Education Authority, a political subdivision of the Commonwealth
created under the laws of the Commonwealth of Virginia, hereafter referred to as "RHEA", and the
Roanoke Redevelopment and Housing Authority, a political subdivision of the Commonwealth of
Virginia, hereafter referred to as "RRHA."
WITNESSETH:
WHEREAS, RHEA was created for the purpose of expanding access to higher education in
the Roanoke V alley by providing for adult and continuing education and degree-granting programs,
including undergraduate, graduate and professional programs, through partnerships with the
Commonwealth's public and private institutions of higher education; and
WHEREAS, RHEA has committed to the renovation and improvement of the former Norfolk
and Western Headquarters Building North, also known as General Office Building North, hereinafter
referred to as the "Center Building" for the purpose of establishing the Roanoke Higher Education
Center as a regional workforce training and higher education facility which will begin to operate
around September of 2000; and
WHEREAS, Roanoke City Council has committed to provide a $2.5 million contribution to
be used to renovate and improve the Center Building hereinafter referred to as the "Project,"with
the understanding that the construction phase of the Project will commence no later than February
1,2000; and
WHEREAS, Roanoke City Council has authorized the issuance of $2.5 million of general
obligation bonds by the City and the granting of those bond proceeds to the RRHA for the purpose
of fulfilling the commitment of the Roanoke City Council to make such contribution to be used to
renovate and improve the Center Building; and
WHEREAS, the Center Building is located within the boundaries of a redevelopment project
area; and
WHEREAS, the RRHA has agreed to receive the above bond proceeds and to grant such
bond proceeds to the RHEA under Section 36-49(7) ofthe Code of Virginia (1950), as amended, for
the purposes related to the renovation and improvement of the Center Building; and
WHEREAS, the parties to this Agreement intend for RHEA to go forward with its plans for
completion of Center Building pursuant to the terms and conditions of this Agreement; and
WHEREAS, RHEA has established two affiliate entities which it controls to assist in the
above Project. Accordingly, the parties agree that the term "Roanoke Higher Education Authority"
or "RHEA" when used in this Agreement shall also include the Roanoke Higher Education Center,
Inc. and the Roanoke Higher Education Associates, L.P. RHEA agrees to be responsible for
ensuring its two affiliate entities comply with any duties or obligations required of them by this
Agreement;
NOW, THEREFORE, FOR AND IN CONSIDERA nON of the mutual covenants,
agreements, obligations and undertakings herein contained, the City of Roanoke, RRHA and RHEA
hereby covenant and agree as follows:
SECTION 1. SCOPE
The Project consists of the renovation and improvement of approximately 154,000 square
feet of space in the Center Building located at 108 Jefferson Street, NW, in downtown Roanoke,
Virginia. The Center Building will be fully refurbished and equipped to house and support programs
of up to fifteen public and private colleges, universities, workforce training entities, day care
facilities, and other related and associated uses. The Center Building will include state of the art
technological features capable of enhancing the educational experience at the Center Building.
SECTION 2. FUNDING
,.
a. The maximum obligation of the City under this Agreement shall be $2.5 million. Funding by the City
shall be made available to the RRHA from the proceeds of general obligation bonds to be issued by the City,
and RRHA will, in turn, grant all such proceeds to the RHEA. The RRHA shall have no obligation to provide
any funding of any type beyond the funding which is donated to it by the City for this purpose. Neither the City
nor RRHA shall have any liability or obligation with respect to the renovation, improvement, operation or
maintenance of the Project or the Roanoke Higher Education Center at any time. RHEA agrees to pay
reasonable attorney's fees incurred by RRHA in connection with the preparation and implementation of this
Agreement and to reimburse RRHA for all direct cash outlays required to be made by RRHA in connection
with the preparation and implementation of this Agreement. The parties agree that administrative costs, such
as the cost of preparing or issuing payment checks, shall not be reimbursed.
b. Upon execution ofthis Agreement, an initial grant of $250,000 shall be made by the City to the RRHA.
The RRHA shall in turn immediately grant the full amount of such grant to the RHEA upon receipt of such
grant from the City.
c. The remaining $2,250,000 shall be granted by the City to the RRHA to be used for grants to the
RHEA in nine equal installments of $250,000 each. Matching funds in the amount of at least $375,000 shall
be provided to RHEA from sources other than RRHA or the City for each installment from the City and such
matching funds shall be expended by RHEA prior to the City's providing each of the donations or installments
set forth above. The RHEA shall submit a request for a grant to RRHA and the City Manager as to each
installment supported by detailed documentation establishing that the amount of the City's and RRHA's
previous installment has also been expended and the required additional match of$375,000 has been received
and expended for the Project. For example, prior to the City's grant to RHEA of the second installment of
$250,000 documentation shall be submitted establishing that RHEA has expended $625,000 on the Project
(Le.the City's initial grant made upon the execution of this Agreement and the required match of not less than
$375,000). A chart setting forth the minimum expenditures required is attached hereto, made a part hereof, and
made a part hereof, and marked as Exhibit 1. Each grant installment shall be made by the City to
RRHA within ten (10) business days after receipt and approval by the City of a request for a grant
installment supported by proper documentation, satisfactory to the City, of expenditures on the
Project. The RRHA will grant the full amount of the City grant to the RHEA within five business
days of receipt of the funds from the City.
d. Notwithstanding anything set forth above, the final installment of $250,000 shall only
be granted by the City to the RRHA to be granted to the RHEA within thirty (30) days after
completion of the Project and the issuance ofa permanent Certificate of Occupancy for the Project.
The obligation of the City to make the final grant installment shall also be conditioned upon RHEA's
providing detailed documentation establishing that funds of not less than $5,000,000 have been
expended on the Project by RHEA.
Section 3. Construction Contract
a. Procurement of a contractor for the Project shall be made by the RHEA in compliance
with the Virginia Public Procurement Act. Construction is anticipated to commence not later
February 1,2000, and shall be completed not later than February 1,2001.
b. In addition to other provisions deemed necessary by RHEA, the construction contract shall
contain the provisions or substantially similar provisions as follows:
(1) Builder's Risk Insurance. The RHEA shall maintain or cause to be maintained
adequate builder's risk insurance to include coverage for all damages caused by fire,
earthquake and flood. This insurance shall be effective until final acceptance of the
work by RHEA. The amount ofbuilder's risk insurance shall be the completed value
of the Project. RHEA shall provide or cause to be provided to the City and RRHA
a certificate of insurance showing the type, amount and effective date of the policy.
The certificate shall name the City of Roanoke and the Roanoke Redevelopment and
Housing Authority and their respective officers, agents and employees as additional
insureds, and provide that the City and RRHA shall receive thirty (30) days notice
of any cancellation, change or reduction of such insurance coverage.
(2) Regulations and Permits The Contractor for this Project shall fully comply with
all applicable local, state and federal building and fire codes, ordinances, laws and
regulations, including without limitation all applicable sections ofthe Occupational
Safety and Health Act (OSHA) and the Virginia Uniform Statewide Building Code,
and obtain all required licenses and permits and pay all charges and expenses
connected therewith. All building permits required by the City of Roanoke in
connection with the Project shall be obtained. The Contractor shall verify that all
subcontractors on the Project hold all required Virginia contractor licenses and City
business licenses.
(3) Minority Participation The Contractor for this Project, in all solicitations or
advertisements for subcontractors placed by or on behalf ofthe Contractor, will use
its best efforts to assure minority contractors of an opportunity to perform a portion
of the work on this Project in accordance with applicable laws or regulations.
SECTION 4. INDEMNIFICATION
To the extent permitted by law, RHEA shall indemnify and hold harmless the City and
RRHA and their respective officers, agents and employees, from any and all liability, damages,
claims, causes of action, suits of any nature, judgments or settlements advanced against the City or
RRHA and for expenses the City or RRHA may incur in this regard, including but not limited to
attorney's fees and other costs of defense, arising out of or resulting in any way from RHEA's
intentional or negligent actions or omissions with respect to this Agreement or connected in any way
with this Agreement.
SECTION 5. THIRD PARTY CONTRACTS
Neither the City nor the RRHA shall be obligated hereunder to any party other than RHEA.
SECTION 6. DISCRIMINATION PROHIBITED
In the performance of this Agreement, the parties hereto shall not discriminate against any
contractor, subcontractor, vendor, sublessee, employee, applicant for employment or invitee because
of race, religion, color, sex or national origin except where race, religion, color, sex or national origin
is a bonafide occupational qualification reasonably necessary to the normal operation ofthe parties
hereto. RHEA shall cause the foregoing language relating to non-discrimination or substantially
similar language to be included in the contact for the construction of the Project.
SECTION 7. SEVERABILITY
If any part or parts, sections or subsections, sentence, clause or phrase of this Agreement is
for any reason declared to be unconstitutional or invalid by any court of competent jurisdiction, such
decision shall not affect the validity of the remaining portions of this Agreement.
SECTION 8. COOPERATION
Each party agrees to cooperate with the other in executing any documents necessary to carry
out the intent and purpose of this Agreement.
SECTION 9. COUNTERPART COPIES
This Agreement may be executed in any number of counterpart copies, each of which shall
be deemed an original, but all of which together shall constitute a single instrument.
SECTION 10. SUCCESSORS AND ASSIGNS
The terms, conditions, provisions and undertakings of this Agreement shall be binding upon
and inure to the benefit of each of the parties hereto and their respective successors and assigns.
SECTION 11. FORUM SELECTION AND CHOICE OF LAW
By virtue of entering into this Agreement, RHEA agrees and submits itself to a court of
competent jurisdiction in the City of Roanoke, Virginia and further agrees that this Agreement shall
be governed by, and construed and enforced in accordance withg the laws of the Commonwealth of
Virginia and that all claims, disputes, and other matters shall be decided only by such court
according to the laws of the Commonwealth of Virginia.
SECTION 12. NONWAIVER
Each party agrees that any party's waiver or failure to enforce or require performance of any
term or condition of this Agreement or any party's waiver of any particular breach of this Agreement
by any other party extends to that instance only. Such waiver or failure is not and shall not be a
waiver of any of the terms or conditions of this Agreement or a waiver of any other breaches of the
Agreement by any party and does not bar the nondefaulting party from requiring the defaulting party
to comply with all the terms and conditions of this Agreement and does not bar the nondefaulting
party from asserting any and all rights and/or remedies it has or might have against the defaulting
party under this Agreement or by law.
SECTION 13. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement of the parties and supersedes all prior
agreements between the parties. No amendment to this Agreement will be valid unless made in
writing and signed by the appropriate parties.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
their authorized representatives.
ATTEST:
CITY OF ROANOKE, VIRGINIA
Mary F. Parker, City Clerk
By
James D. Ritchie, Acting City Manager
ATTEST:
Secretary
ATTEST:
Secretary
Approved as to Form
City Attorney
Appropriation and Funds Required for
this Contract Certified
Director of Finance
Date Acct. #
ROANOKE HIGHER EDUCA nON AUTHORITY
By
Printed Name
Title
ROANOKE REDEVELOPMENT AND HOUSING
AUTHORITY
By
Printed Name
Title
Approved as to Execution
City Attorney
"
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 13, 1999
File #178-200
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Ordinance No. 34459-090799 authorizing execution of Amendment No. 1
to a Subgrant Agreement between the City and Blue Ridge Housing Development Corporation dated
November 2, 1998, for funding to conduct additional housing and community development projects
in the City, said Amendment No. 1 to provide for the next installment of property purchases and
transfers to Habitat for Humanity and l'ayment of Blue Ridge Housing Development Corporation's
operating costs, as more particularly set out in a report dated September 7, 1999. The
abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting
which was held on Tuesday, September 7, 1999.
A~lf~
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
Attachment
pc: Alvin Nash, Executive Director, Blue Ridge Housing Development Corporation, 510 11th
Street, N. W., Roanoke, Virginia 24017
James D. Grisso, Director of Finance
Robert K. Bengtson, Acting Director, Public Works
Glenn D. Radcliffe, Director, Human Development
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
H. Daniel Pollock, Jr., Coordinator, Housing Development
Vickie S. Tregubov, Grants Monitor, Office of Grants Compliance
C:\MyFileslsepl7.wpd
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 13, 1999
File #178-200
Willard N. Claytor, Director
Real Estate Valuation
Roanoke, Virginia
Dear Mr. Claytor:
At a regular meeting ofthe Council ofthe City of Roanoke which was held on Tuesday, September
7, 1999, the Mayor requested information on the number of lots and the amount of acreage owned
by the City, or under escheat, that could be conveyed to non-profit organizations (Habitat for
Humanity, Blue Ridge Housing Development Corporation, Christmas in April, etc.) for construction
of housing in the City of Roanoke. .
Sincerely, ~
I'v\~lr~
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
C:\MyFileslsepl7.wpd
c,<S)
"-.
IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA,
The 7th day of September, 1999.
No. 34459-090799.
A RESOLUTION authorizing execution of Amendment No. 1 to a Subgrant Agreement
between the City and the Blue Ridge Housing Development Corporation, dated November 2, 1998,
for funding to conduct additional housing and community development projects in the City.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City Manager or Assistant City Manager, and the City Clerk, are hereby
authorized, for and on behalf of the City, to execute and attest, respectively, Amendment No.1 to
the Subgrant Agreement between the City and the Blue Ridge Housing Development Corporation,
dated November 2, 1998, for funding to conduct additional housing and community development
projects in the City, said Amendment No.1 to provide for the next installment of property purchases
and transfers to Habitat and payment of Blue Ridge Housing Development Corporation's oper~ti~
costs, as more particularly set out in the report to this Council dated September 7, 1999.
2. The amendment shall be approved as to form by the City Attorney.
ATTEST:
City Clerk.
H:\RES\R-AMDNOI-BLUERIDGBHOUSING-SUBGRANT
"".
RECEIVED
CITY ClERI\S OFFICE
-gJ AUG 24 P2 :37
Roanoke, Virginia
September 7, 1999
99-37
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Amendment No. 1 to CDBG/HOME Agreement with the Blue Ridge
Housing Development Corporation (BRHDC)
1. Background:
A. The City of Roanoke receives entitlement funds each year under the Community
Development Block Grant (CDBG) and HOME Investment Partnerships (HOME)
programs of the U.S. Department of Housing and Urban Development (HUD).
B. F or nearly a decade. BRHDC has received HUD and other funding to conduct housing
and community development projects in the City.
C. Citv Council authorized $115.000 in CDBG and HOME funds for BRHDC as part of the
Consolidated Plan Annual Update (Annual Update) approved for submission to HUD on
May 11,1998, by Resolution No. 33830-051198. ThesefundsweretoassistBRHDC's
"Loudon-Melrose Community Rebuilding" and "SRO Repair" projects involving
construction of two (2) new houses, rehabilitation of three (3) owner-occupied houses
and limited, critical repairs to three (3) single-room-occupancy (SRO) facilities.
D. City Council approved an additional $60.000 in CDBG funding for BRHDC as part of
Resolution No. 34066-110298 and Ordinance No. 34065-110298, which authorized
execution of the 1998/99 agreement with BRHDC to implement the above-referenced
projects.
1. The additional funding enabled BRHDC to purchase properties for transfer to
Habitat for Humanity in the Roanoke Valley, Inc. Habitat will use these properties
to construct affordable housing in various areas of the City. This approach was
taken to provide an alternative to Habitat's earlier intent to construct 34 houses in
the "Westview Terrace" area.
2. The BRHDC agreement specifies that funds will be added in subsequent years until
a total of32 properties have been purchased and transferred to Habitat.
II. Current Situation:
A. BRHDC purchased and transferred the first eight (8) properties to Habitat during the
1998/99 period, as called for under the agreement.
B. City Council authorized $66.500 in CDBG and HOME funding for BRHDC as part ofthe
Members of Council
Page 2
Consolidated Plan Annual Update (Annual Update) approved for submission to HUD on
May 11, 1999, by Resolution No. 34281-051199.
1. $60.000 in CDBG funding provides for the next increment of pro pert v purchases
for transfer to Habitat.
2. $6.500 in HOME funding provides for BRHDC operating costs associated with this
project.
C. Authorization from City Council is needed to execute an amendment to the 1998/99
agreement with BRHDC in order to allow for the next installment of property purchases
and transfers to Habitat and payment ofBRHDC's operating costs.
III. Issues:
A. Cost to the City.
B. Neighborhood revitalization.
C. Timing.
D. Consistency with the Annual Update.
IV. Alternatives:
A. 1. Authorize the City Manager or the Assistant City Manager to execute, and the City
Clerk to attest, Amendment NO.1 to the 1998/99 BRHDC Subgrant Agreement
(similar in form and content to Attachment 1), approved as to form by the City
Attorney.
2. a.
Cost to the City will be $60,000 in CDBG funds and $6,500 in HOME funds.
The funds are available in accounts 035-000-0020-5071 and 035-090-5307-
5248, respectively.
b. Neighborhood revitalization will be enhanced by executing this amendment.
Additional vacant and/or deteriorated properties will be made available for
development as new or rehabilitated affordable housing.
c. Timing is important. Because of the complicated property ownership patterns
often encountered, extensive time and effort is required to obtain clear titles.
Delays in providing the funds can significantly affect BRHDC's ability to meet
the time schedule provided in its agreement with the City.
d. Consistency with the Annual Update will be achieved. The activities and
Members of Council
Page 3
funding covered by this amendment are specifically authorized in the Annual
Update for implementation by BRHDC.
B. 1. Do not authorize the City Manager or the Assistant City Manager to execute
Amendment No.1 to the 1998/99 BRHDC Subgrant Agreement.
2. a.
Cost to the City would not be an issue.
b. Neighborhood revitalization would not be promoted.
c. Timing of the property purchases and transfers would be delayed and might
prevent BRHDC from fulfilling performance expectations under its agreement
with the City.
d. Consistency with the Annual Update would not be achieved, since the
BRHDC is specifically identified as the agency which will implement activities
and funding covered by this amendment.
V. Recommendation:
Concur with Alternative A authorizing the Acting City Manager or the Acting Assistant City
Manager to execute, and the City Clerk to attest, Amendment No. 1 to the 1998/99 BRHDC
Subgrant Agreement (similar in form and content to Attachment 1), approved as to form by the
City Attorney.
Respectfully submitted,
~~ <u {2:.t.J~
Ja~ D. Ritchie
Acting City Manager
JDR:feb
c: Acting Assistant City Manager
City Attorney
Director of Finance
Acting Director of Public Works
Director of Human Development
Acting Budget Administrator
Housing Development Coordinator
Office of Grants Compliance
Executive Director, BRHDC
Attachment 1
AMENDMENT No.1
This Amendment No.1 is made and entered into this _ day of ~ 1999, by and between the City of
Roanoke (the Grantee) and Blue Ridge Housing Development Corporation, Inc.(the Subgrantee).
WITNESSETH:
WHEREAS, by Resolution No. 34066-110298, Roanoke City Council approved the execution of a subgrant
agreement (" Agreement") between the Grantee and the Subgrantee and, by Ordinance No. 34065-110298,
appropriated additional funds therefor; and
WHEREAS, by Resolution No.
, Council authorized Amendment No. 1 to the Agreement;
NOW THEREFORE, the Grantee and the Subgrantee do mutually agree to amend the Agreement as follows
Attachment A ("1998/99 BRHDC CDBG/HOME Agreement Financial Accounts") of the
Agreement is revised to increase budgeted funds by $66,500. Specifically, $60,000 in CDBG
"project funds" in have been added under account 035-GOO-0020-5071 and $6,500 in HOME
"operating funds" have been added under account 035-090-5307-5248.
The Agreement, dated November 2, 1998, shall remain unchanged in all other terms and provisions.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment NO.1 as of the day and year
hereinabove written:
ATTEST: FOR THE GRANTEE:
By By
Mary F. Parker, City Clerk City Manager/Assistant City Manager
ATTEST: FOR THE SUBGRANTEE:
By By
Cyndi Stultz, Secretary Alvin Nash, Executive Director
APPROVED AS TO CDBG/HOME ELIGIBILITY APPROVED AS TO FORM
Office of Grants Compliance Assistant City Attorney
Page 1 of 3
APPROVED AS TO EXECUTION
APPROPRIATION AND FUNDS REQUIRED
FOR THIS CONTRACT CERTIFIED
Director of Finance
Assistant City Attorney
Date
Account #
(See Attachment A)
Page 2 of 3
Attachment A
'')
1998/99 BRHDC CDBG/HOME Agreement
("Loudon-Melrose Community Rebuilding Initiative" and "SRO Repair")
Financial Accounts
Account # Descriotion Proiect Supoort Admin Total
CDBG Funds:
035-095-9520-5107 SRO Repair 1,559 1,559
035-097 -9720-5107 SRO Repair 10,910 10,910
035-098-9820-5107 SRO Repair 2,531 2,531
Total Activity 15,000 15,000
035-094-9420-5071 Loudon-Melrose Rebldg./Habitat 1,951 1,951
035-098-9820-5071 Loudon-Melrose Rebldg. /Habitat 58,049 58,049
035-098-9820-5071 Loudon-Melrose Rebldg./Habitat 60,000 60,000
035-099-9920-5071 Loudon-Melrose Rebldg. 50,000 50,000
Total Activity 170,000 170,000
Total CDBG Funds 185,000 185,000
Account # Descriotion Proiect Suooort Operating Total
HOME/CHDO Funds:
035-090-5306-5345 Loudon-Melrose Rebldg 46,566 46,566
035-090-5321-5345 Loudon-Melrose Rebldg 3,434 3,434
Total Activity 50,000 50,000
035~90-5307-5248 CHDO Operating 6,500 6,500
Total HOME Funds 50,000 6,500 56,500
TOTAL CDBG and HOME/CHDO FUNDS
235,000
6,500
241,500
Page 3 of 3
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #60-67-121-305
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34460-090799 amending and reordaining certain sections of
the 1999-00 General Fund Appropriations, providing for reappropriation of funds totaling
$24,399.00 previously appropriated in the fiscal year 1998-99 General Fund budget. The
abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting
which was held on Tuesday, September 7, 1999.
Sincerely, ~
/1_ /} A_ J.A-
, '\' ~ 7, ~ --
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: James D. Ritchie, Sr., Acting City Manager
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
George M. McMillan, City Sheriff
Glenn D. Radcliffe, Director, Human Development
Robe.rt K. Bengtson, Acting Director, Public Works
C:\MyFileslsepl7.wpd
~'(\\ .
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34460-090799.
AN ORDINANCE to amend and reordain certain sections of the 1999-00 General
Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 1999-00 General Fund Appropriations, be, and the same are
hereby, amended and reordained to read as follows, in part:
ADDroDriations
Public ~afety $ 22,691,408
Jail (1). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9,139,218
Juvenile Detention Center (2). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1,426,800
Crisis Intervention (3). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 520,861
Community Development $ 3,294,299
Memberships and Affiliations (4) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1,773,732
Fund Balance
Reserved for CMERP (5) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 3,800,857
1) Expendable Equipment
2) USDA - Expenditures
3) USDA - Expenditures .
4) Mill Mountain Zoo
5) Reserved for CMERP
(001-024-3310-2035)
(001-054-3320-3000)
(001-054-3360-3000)
(001-002-7220-3701 )
(001-3323)
$ 6,500
882
936
16,081
(24,399)
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effed from its passage.
ATTEST:
City Clerk.
RECEIVED
CITY CLERKS OFFICE
'99 ~ -1 P5:11
Roanoke, Virginia
September 7, 1999
99-39
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council
Subject:
Re-Appropriation of Funds Previously Appropriated in Fiscal Year 1998-
99 General Fund Budget
I. Background:
A. City Council aptlropriated funding in the amount of $8.534.799 for the City Jail
with the adoption of the FY 1998-99 General Fund Budget.
B. The City of Roanoke receives revenue from the United States Department of
Agriculture (USDA) for food service expenditures at the Juvenile Detention
Home, Youth Haven, and the Crisis Intervention Center.
C. City Council appropriated $53.700 from the Capital Maintenance and Equipment
Replacement Program (CMERP) in FY 1997-98 for improvements at Mill
Mountain Zoo for construction costs associated with animal exhibits and to
provide for perimeter fencing that would expand the zoo area. A portion of this
remained unobligated at the close ofFY 1998-99.
II Current Situation:
A. Funding in the amount of $6.500 for the City Jail was unobligated at the close of
FY 1998-99.
1. The unobligated funding needs to be re-appropriated for the purchase of
bullet proof vests for the protection of deputy sheriffs who perform
judicial document services and transport inmates.
2. Funding was not obligated at the close of FY 1998-99 because the
Sheriff s Office needed approval for matching funds from the Bullet Proof
Vest Program administered by the U.S. Department of Justice.
B. USDA revenue exceeded USDA expenditures in the amount of $882 for the
Juvenile Detention Center for FY 1998-99 and $936 for the Crisis Intervention
~enter .
1. USDA revenue must be used for eligible USDA expenditures.
2. The unused funding needs to be re-appropriated to FY 1999-00.
C. Funding in the amount of $16.081 for Mill Mountain Zoo was unobligated at the
close ofFY 1998-99. The unobligated funding needs to be re-appropriated to FY
1999-00 to provide funding for costs associated with the construction of animal
exhibit pens at the Mill Mountain Zoo.
III. Issues:
A. Completion of Program Services
B. Funding
IV. Alternatives:
A. City Council re-appropriate funds previously aporopriated in FY 1998-99 General
Fund Budget.
1. Completion of programs and services budgeted in the FY 1998-99 General
Fund Budget will be provided for in FY 1999-00.
2. Funding is available in the FY 1998-99 year-end fund balance.
B. City Council not re-approoriate funds previously aopropriated in FY 1998-99.
1. Completion of programs and services budgeted for in the FY 1998-99
General Fund Budget will not be provided for in FY 1999-00.
2. Funding will not be an issue.
V. Recommendation is that City Council concur with Alternative A and take the following
specific actions:
Appropriate funding in the amount of $24.399 from the year-end fund balance (CMERP)
to the following accounts:
Total:
$ 6,500
$ 882
$ 936
$16.081
$24.399
001-024- 3310-2035 Expendable Equipment
001-054-3320-3000 USDA-Juvenile Detention
001-054-3360-3000 USDA-Crisis Intervention
001-002-7220-3701 Mill Mountain Zoo
'''\
c~su~
J4~~ Ritchie
Acting City Manager
cc: Acting Assistant City Manager
Acting Budget Administrator
City Attorney
City Clerk
City Sheriff
Director of Finance
Director of Human Development
Acting Director of Public Works
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #60-237
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34461-090799 amending and reordaining certain sections of
the 1999-00 Capital Projects Fund Appropriations, providing for transfer of $808,000.00, in
connection with the Roanoke River Flood Reduction Project. The abovereferenced measure was
adopted by the Council of the City of Roanoke at a regular meeting which was held on Tuesday,
September 7, 1999.
Sincerely, ()
^~J. (~
Mary F. Parker, CMC/ AAE
City Clerk
MFP:js
Attachment
pc: Robert K. Bengtson, Acting Director, Public Works
Kit B. Kiser, Director, Utilities and Operations
The Honorable Sherman A. Holland, Commissioner of the Revenue
Dolores C. Daniels, Assistant to the City Manager for Community Relations
Charles M. Huffine, City Engineer
Ellen S. Evans, Construction Cost Technician
Alicia F. Stone, Accountant, Contracts and Fixed Assets
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
D. D. Roupe, Manager, Office of Supply Management
C:\MyFileslsepl7.wpd
''\,
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerls
Sandra H. Eakin
Deputy City Clerk
September 20, 1999
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
At a regular meeting of the Council of the City of Roanoke which was held on Tuesday,
September 7, 1999, the Mayor questioned whether the City is monitoring usage of the
Roanoke River. The matter was referred to you for appropriate response.
Sincerely, R
Ih~ 1. ~-
Mary F. Parker, CMC/ME
City Clerk
MFP:lo
pc: Kit B. Kiser, Director, Utilities and Operations
C:\MyFileoIoept7. t.wpd
~~~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34461-090799.
AN ORDINANCE to amend and reordain certain sed ions of the 1999-2000
Capital Projects Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 1999-2000 Capital Projects Fund Appropriations, be, and the same
are hereby, amended and reordained to read as follows, in part:
ADDrQDriatlons
Other Infrastrudure
Roanoke River Flood Redudion (1) ..............:...........
$ 21,314,443
4,935,667
1) Appropriated from
General Revenue
(008-056-9620-9003) $ 808,000
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
~.
RECEIVED
CITY CLERKS OfFICE
September 7, 1999
Council Report No. 99-152
Honorable Mayor and Members of City Council P 2 '.37
Roanoke, Virginia '99 AUG 24
Dear Mayor Bowers and Members of City Council:
Subject:
APPROPRIA TION OF BUDGETED AMOUNT TO ROANOKE RIVER
FLOOD REDUCTION PROJECT
I. Backaround on the subject in chronological order is as follows:
A. A $7.5 million bond referendum was oassed in 1989 to orovide oartial fundina for
this oroiect. and a utility tax was established to pay the debt service for the bond.
B. Local Coooeration Aareement (LCA) was executed with the Army Corps of
Engineers on June 25, 1990 to construct this project.
C. Commitment to fund under the LCA was 5% local cash match for project and
construction costs, 100% for lands and easements, 100% for relocation costs,
and 50% for the recreation trail.
D. $808.000 was included in transfers to Caoital Proiects Fund as Dart of the
aooroved General Fund budaet for fiscal year 2000 in support of this project.
II. Current situation is as follows:
A. Budaeted fundina of $808.000. needs to be transferred to the Capital Projects
Fund and appropriated in the proper Capital Projects Fund account.
III. Issues in order of importance are as follows:
A. Costs
B. Fundina available
C. Proiect accountina
IV. Alternatives in order of feasibility are as follows:
A. Council aoorove the transfer of $808.000 from General Fund account number
001-004-9310-9508, and appropriation to Capital Projects Fund account number
008-056-9620-9003, Roanoke River Flood Reduction.
1 . Costs for the local share of this project are estimated to be
approximately $15.5 million (including Hannah Court and Piedmont St.
properties). There is a current unobligated balance of approximately
$5 million in the project accounts. At the appropriate time, when
construction or property acquisition costs exceed the current balance,
the previously approved bond issue of $ 7.5 million will be issued.
H:IUSERIENGGJRICDUNCllIRRFRP. WPD
Honorable Mayor and Members of City Council
APPROPRIATION OF BUDGETED AMOUNT TO ROANOKE RIVER
FLOOD REDUCTION PROJECT
September 7, 1999
Page 2
2. Fundino available in the adopted FY2000 General Fund Budget as
previously identified, will be placed in the proper account to provide
funds for preliminary project expenses and land acquisition until such
time as major construction begins and bonds are issued.
3. Proiect accounting requires that available funds be placed in the proper
account.
B. Council choose not to transfer the available funds to the appropriate project
account.
1. Costs will not change.
2. Fundina available will remain in the General Fund until some disposition
is approved by Council.
3. Proiect accountino is a moot issue.
V. Recommendation is that City Council concur in Alternative A, and take the following
action:
A. Transfer $808.000 from General Fund account number 001-004-9310-9508 to
the Capital Projects Fund, and appropriate the same in Capital Projects Fund
account number 008-056-9620-9003, Roanoke River Flood Reduction.
JDR/JGR/jgr
Respectfully submitted,
~~~
Ja s D. Ritchie
Acti City Manager
c: City Attorney
City Clerk
Director of Finance
Acting Director of Public Works
Director of Utilities and Operations
Assistant to City Manager for Community Relations
City Engineer
Construction Cost Technician
Accountant, Contracts and Fixed Assets
Acting Budget Administrator
Manager, Office of Supply Management
Commissioner of Revenue
H:IUSERIENGGJRICOUNCILIRRFRP. WPD
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #60-159-294
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34462-090799 amending and reordaining certain sections of
the 1999-00 General Fund, Water Fund, Sewage Treatment Fund and Capital Projects Fund
Appropriations, providing for appropriation of funds in connection with an amendment to the
agreement with the U. S. Army Corps of Engineers for a Mapping Project. The abovereferenced
measure was adopted by the Council ofthe City of Roanoke at a regular meeting which was held on
Tuesday, September 7, 1999.
Sincerely, ()
/1.. . I} r(AJ\ L ~~
, y\.~ 7. ~--
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: Robert K. Bengtson, Acting Director, Public Works
Kit B. Kiser, Director, Utilities and Operations
The Honorable Sherman A. Holland, Commissioner of the Revenue
Dolores C. Daniels, Assistant to the City Manager for Community Relations
Charles M. Huffine, City Engineer
Ellen S. Evans, Construction Cost Technician
Alicia F. Stone, Accountant, Contracts and Fixed Assets
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
D. D. Roupe, Manager, Office of Supply Management
C:\MyFilesIsept7.wpd
y..~
~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
NO. 34462-090799.
AN ORDINANCE to amend and r80rdain certain sedions of the 1999-2000
General Fund, Water Fund, Sewage Treatment Fund and Capital Projects Fund
Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 1999-2000 General Fund, Water Fund, Sewage Treatment Fund
and Capital Projects Fund Appropriations, be, and the same are hereby, amended and
r80rdained to read as follows, in part:
General Fund
Nondepartmental
Transfers to Other Funds (1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
$ 61,488,289
60,270,950
Fund Balance
Reserved for CMERP - City (2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. $ 3,686,856
Water Fund
ADorooriations
Capital Outlay (3). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. $ 3,169,430
Retained Earninas
Retained Earnings (4) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. $ 31,044,920
Sewaae Treatment Fund
Aoorooriations
Capital Outlay (5) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. $ 10,713,606
Retained Earninas
Retained Earnings - Unrestrided (6). . . . . . . . . . . . . . . . . . . . . . . . . . .. $ 29,653,281
CaDital Proiects Fund
Aoorooriations
Other Infrastrudure $ 20,518,943
Corp of Engineering Mapping Project (7) . . . . . . . . . . . . . . . . . . . . . . . . 112,500
1) Transfer to Capital
Projects Fund (001-004-9310-9508) $ 12,500
2) Reversed for
CMERP - City (001-3323) (12,500)
3) Corps of Engineers
Mapping Project (002-056-2178-9041 ) 6,250
4) Retained Earnings (002-3336) ( 6,250)
5) Corps of Engineers
Mapping Project (003-056-3175-9041 ) 6,250
6) Retained Earnings (003-3336) ( 6,250)
7) Appropriated from
General Revenue (008-056-9654-9003) 12,500
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
RECEI'v E.O
CITY CLERKS OFFICE
"99 AUG 24 P2 :37
September 7, 1999
Council Report No. 99-153
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
Subject:
CORPS OF ENGINEERS MAPPING PROJECT
I. Background on the subject in chronological order is as follows:
A. City Council authorized execution of an agreement with the U.S. Army Corps of
Engineers at its meeting of June 12. 1995. This agreement provided for preparation
of topographic and orthophoto maps of the city under the Planning Assistance to
States Program. City Council authorized the agreement for the second phase of the
project at its meeting on April 21, 1997.
B. The Planning Assistance to States Program provides for federal matching funds to
help localities suPport mapping and flood planning activities. A five year program
to provide digital topographic and orthophoto maps of the City was developed with
the U.S. Army Corps of Engineers. The first year of this project has been
successfully completed and mapping coverage for the northern one third of the City
has been completed and received by the City. Approximately 70 percent of the
second phase mapping has been completed. The third year of the program will
complete topographic mapping ofthe City. Mapping ofthe water and sewer systems
will occur in the fourth and fifth year of the program. Roanoke County has
participated in a similar project with the Corps of Engineers.
C. The City has provided a total of$200.000 in funding in FY 1995-1996 and FY 1998-
1999 to support this project. This amount has been matched with Federal funding.
II. Current situation is as follows:
A. The Corps of Engineers ' consultant has identified technical problems that may affect
the accuracy of maps produced by the project. Additional work is needed to fully
identify the source of the map errors and develop appropriate solutions.
B. An amendment to the agreement between the Cor.ps of Engineers and the City is
needed to authorize the additional work. The cost of additional work is to be shared
between the City of Roanoke, Roanoke County and the Corps of Engineers. The
Corps of Engineers will assume 50 percent of the cost with the remaining 50 percent
shared equally by the City of Roanoke and Roanoke County. The maximum City
financial liability under the proposed agreement amendment is $25,000.
Honorable Mayor and Members of City Council
CORPS OF ENGINEERS MAPPING PROJECT
September 7, 1999
Page 2
III. Issues in order of importance are as follows:
A. Need
B. Cost
C. Compatibility
D. Timing
E. Funding
IV. Alternatives in order of feasibility are as follows:
A. The City Manager has authority to execute the agreement amendment: however.
funding needs to be appropriated to support the agreement amendment.
1. Need to update city maps with current technology is satisfied.
2. Cost to the City of the agreement amendment is one quarter ofthe total cost.
Matching federal or state grant funds pay one half of the cost. The remaining
cost is assumed by Roanoke County.
3. Compatibility of map products is assured. All map products are fully
compatible with any future geographic information system that the city may
implement.
4. Timing is critical to continue progress of digital map program.
5. Funding to support the City's share of the cost is available to be transferred
to an account titled Corps of Engineers Mapping Project as follows:
Water Fund
Sewer Fund
CMERP (FY 1998-99)
$ 6,250
6,250
12.500
$25.000
B. Do not provide funding to support the agreement amendment.
1. Need to update city maps with current technology may not be satisfied.
2. Cost of the agreement amendment is not an issue.
Honorable Mayor and Members of City Council
CORPS OF ENGINEERS MAPPING PROJECT
September 7, 1999
Page 3
3. Compatibility of map products is assured. All map products are fully
compatible with any future geographic information system that the city may
implement.
4. Timing is delayed. The project may be delayed or never completed
depending on availability of federal funding.
5. Funding to support the City's share ofthe cost will remain available but may
be used for other purposes.
V. Recommendation is as follows:
City Council concur in Alternative "A" and take the following action:
A. Appropriate $6.250 from the Water Fund prior year retained earnings into account
002-056-2178-9041 Corps of Engineers Mapoing Proiect. $6.250 from the Sewer
Fund prior year retained earnings into account 003-056-3715-9041 Corps of
Engineers Mapping Proiect and appropriate $12.500 from the FY 1998-99 Capital
Maintenance and Equipment Replacement Fund to account 008-056-9654-9003
Corps of Engineers Mapping Proiect.
Respectfully submitted,
~ ~.~
J e D. Ritchie
Acti g City Manager
JDR/PCS/bs
c: City Attorney
City Clerk
Director of Finance
Acting Director of Public Works
Director of Utilities and Operations
Assistant to the City Manager for Community Relations
City Engineer
Construction Cost Technician
Accountant, Contracts and Fixed Assets
Acting Budget Administrator
Manager, Office of Supply Management
Commissioner of the Revenue
CITY OF ROANOKE
Office of the City Clerk
Mar)- F. Parker, CMC/AAE
City Clerk
September 14, 1999
File #30-392
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
Sandra H. Eakin
Deputy City Clerk
I am attaching copy of Ordinance No. 34464-090799 authorizing the proper City officials to take
appropriate action for the acquisition of certain property rights needed by the City for the Railside
Linear Walk - Phase I Project, setting a certain limit on the consideration to be offered by the City,
providing for the City's acquisition of such property rights by condemnation under certain
circumstances, and authorizing the City to make motion for the award of a right of entry on any of
the parcels for the purpose of commencing the project. The abovereferenced measure was adopted
by the Council ofthe City of Roanoke at a regular meeting which was held on Tuesday, September
7, 1999.
Sincerely, ~
/""\.. ~ I} a A. L .J",,--
, ~ fI:/. -~-
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: James D. Grisso, Director of Finance
Robert K. Bengtson, Acting Director, Public Works
Kit B. Kiser, Director, Utilities and Operations
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
Dolores C. Daniels, Assistant to the City Manager for Community Relations
Charles M. Huffine, City Engineer
Sarah E. Fitton, Engineering Coordinator
C:\MyFilesIsept7.wpd
~
\)+/,\
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of September, 1999.
No. 34464-090799.
AN ORDINANCE authorizing the proper City officials to take appropriate action for the
acquisition of certain property rights needed by the City for the Railside Linear Walk - Phase I Project;
setting a certain limit on the consideration to be offered by the City; providing for the City's acquisition
of such property rights by condemnation, under certain circumstances; authorizing the City to make motion
for the award of a right of entry on any of the parcels for the purpose of commencing the project; and
providing for an emergency.
WHEREAS, the Council of the City of Roanoke authorized acquisition of the necessary property
rights for Railside Linear Park by negotiation or eminent domain on October 7, 1996, by Ordinance No.
33148-100796;
WHEREAS, the Council of the City of Roanoke affirmed its intent to authorize acquisition ofthe
necessary property rights for Railside Linear Park by negotiation or eminent domain on June 7, 1999, by
Ordinance No. 34331-060799;
WHEREAS, the City is still negotiating with the two remaining property owners as identified in
an attachment to the September 7, 1999, report to the Council of the City of Roanoke; and
WHEREAS, this is an important City project and negotiations with property owners must be
finalized in order for this project to proceed.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that:
1. For the Railside Linear Walk - Phase I Project, the City wants and needs fee simple
interest, permanent easements, together with temporary construction easements and rights of ingress and
egress, rights-of-way, licenses or permits, as more specifically set forth in the report and attachments
thereto from the Acting City Manager dated September 7, 1999, on file in the Office of the City Clerk.
The proper City officials are authorized to acquire for the City from the respective owners the necessary
interests, for such consideration as the Acting City Manager may deem appropriate, subject to the
limitation set out below and subject to applicable statutory guidelines.
2. Upon the acceptance of the City's offer and upon delivery to the City of a deed, approved
as to form and execution by the City Attorney, the Director ofPinance is directed to pay the agreed upon
consideration to the owners of the interest conveyed, certified by the City Attorney to be entitled to the
same.
3. Should the City be unable to agree with the owner of the real estate in which an interest is
required or should any owner be a person under a disability and lacking capacity to convey real estate or
should the whereabouts of the owner be unknown, the City Attorney is authorized and directed to institute
condemnation or legal proceedings to acquire for the City the appropriate property rights.
4. In instituting or conducting any condemnation proceeding, the City Attorney is authorized
to make motion on behalf of the City for entry of an order, pursuant to ~25-46.8, Code of Virginia f19.50),
as amended, granting to the City a right of entry for the purpose of commencing the project. The Director
of Finance, upon request of the City Attorney, shall be authorized and directed to drawn and pay into court
the sums offered to the respective owners.
5. In order to provide for the usual daily operation of the municipal government, an emergency
is deemed to exist, and this ordinance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
H:\ORD-GEN\O-RSLW-LEO-ZlM-99
RECEIVED
CITY CLERKS OFFICE
W AUG 24 P2 :37
September 7, 1999
Council Report No. 99-156
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
SUBJECT: PROPERTY RIGHTS ACQUISITION
RAILSIDE LINEAR PARK - PHASE I
I. Backaround in chronological order is as follows:
A. City Council authorized acquisition of the necessary property rights forthe
project by negotiation or eminent domain on October 7, 1996, by Ord. No.
33148-100796.
B. The proiect will enhance the public's accessibility to downtown attractions
by providing a connection between the market area and the
Transportation Museum.
II. Current Situation is as follows:
A. Deeds have been recorded for the necessary property rights on eight
parcels.
B. Neaotiations with the owners of the remaining three parcels have not
been successful. Two of the parcels (#1010306 & # 1010307) are owned
by Mr. Robert E. Zimmerman, et UX, the other parcel (#1010304) is owned
by Mr. James D. Leonard, et UX.
C. Both property owners have made a claim to property at the rear of their
buildings, which was thought to be owned by Norfolk Southern. Norfolk
Southern has conveyed to the City by quitclaim deed any interest it may
have had in the property behind Warehouse Row. See attached plats.
D. Current plans for the proiect include pavina the area behind Warehouse
Row to provide public street access to the rear of these buildings which
will be restricted by the construction of the walkway on the front.
J
Honorable Mayor and Members of City Council
CONDEMNATION OF PROPERTY RIGHTS
RAILSIDE LINEAR PARK - PHASE I
September 7, 1999
Page 2
E. Authority to condemn property riahts at the rear of Warehouse Row was
not specifically included in previous reports because it was thought to be
owned by Norfolk Southern.
III. Issues in order of importance are:
A. Need
B. Timina
C. Fundina
IV. Alternatives in order of feasibility are:
A. City Council authorize the City Manager to take appropriate action to
acquire all property rights necessary for the construction of the project,
more specifically shown on the attached plats, in a form acceptable to the
City Attorney. Said property rights may be acquired by negotiation or
eminent domain and include fee simple, permanent easements, temporary
construction easements, rights-ot-way, licenses or permits, etc.
1. Need tor property rights acquisition has been established by
development of construction plans.
2. Timina to acquire property rights, by eminent domain it necessary,
is critical to avoid further delay in construction of the project.
3. Fundina is available in Railside Linear Park - Phase II account
number 008-052-9717-9050, as a result ot City Council's previous
appropriation.
B. City Council does not authorize the City Manager to take appropriate
action to acquire all property rights necessary for the construction of the
project, in a torm acceptable to the City Attorney.
1. Need tor property rights acquisition established by development of
construction plans would not be met.
Honorable Mayor and Members of City Council
CONDEMNATION OF PROPERTY RIGHTS
RAILSIDE LINEAR PARK - PHASE I
September 7, 1999
Page 3
2. Timinq to acquire property rights, by eminent domain if necessary,
to avoid further delay in construction of the project would not be met.
3. Fundinq would remain in the account.
V. Recommendation is as follows:
City Council concurs with alternative "A" and authorizes the City Manager to take
appropriate action in order to accomplish the acquisition of all property rights
necessary for the construction of the project, more specifically shown on the attached
plats, in a form acceptable to the City Attorney. Said property rights may be acquired
by negotiation or eminent domain and include fee simple, permanent easements,
temporary construction easements, rights-of-way, licenses or permits, etc.
Respectfully submitted,
~~(2io
~~s ~.. Ritchie
Acting City Manager
JDR/KBKlSEF
Attachments
cc: City Attorney
Director of Finance
Acting Director of Public Works
Director of Utilities and Operations
Assistant to City Manager for Community Relations
Acting Budget Administrator
City Engineer
Engineering Coordinator
NOTEt3:
1 THIS pu.r IS Br06ED UPON AN ~ FlEW 5U1iM:'!'.
2. THIS pu.r WIIS PREPN?ElJ WfTHOUT THE 8ENEFIT OF,... TTTLE REPORT ANO MolY NOr INCWOE
/ILi.. EMCUMlNWVCES ON THE PROPERTY.
". UNLE!!J5 STJl.TED OTHEIlWISE THE CORNEllS OF THE PROPERTY NXJUISfTlON N?E THE ~
BUiLDiNG CORNERS AND/OR POINTS ON THE FACE OF THE /W11..OtNG.
4. 1P5 - STEEL RE/JJO.R WfTH REO P/.MT1C C'N' STN.tPED 'HtJMtiI PROP coRNER" SET.
5. THIS PROPERTY UES WfTHIN ZONE ',...' SPECIN.. R.OOO H#tZNtD ~ /IILINDllTEO 8Y 1oo-YSAR
FLOOD lIS SHOWN ON FEMA. FLOOD lN6UfWlCE /tATE M'IP {#o'TEO 0CT08ER 15, 1~.
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PlAN NO. ~ CITY EHG~N"JjiJ'~
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #468
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Ordinance No. 34465-090799 authorizing issuance of Change Order No.8
to the City's contract with Danis Environmental Industries, Inc., in the amount of $27,256.00, for
upgrade and expansion of the Water Pollution Control Plant. The abovereferenced measure was
adopted by the Council of the City of Roanoke at a regular meeting which was held on Tuesday,
September 7, 1999.
Sincerely, ~
/l.. f ~ L "'~
, '\. ~ 7. ~..
Mary F. Parker, CMC/ AAE
City Clerk
MFP:js
Attachment
pc: Danis Environmental Industries, Inc., 1525 Underhill Avenue, S. E., Roanoke, Virginia
24014
Randolph M. Smith, City Manager, City of Salem, P. O. Box 869, Salem, Virginia 24153
B. Clayton Goodman, III, Town Manager, Town of Vinton, 311 South Pollard Street,
Vinton, Virginia 24179
Elmer C. Hodge, County Administrator, Roanoke County, P. O. Box 29800, Roanoke,
Virginia 24018
Gerald A. Burgess, County Administrator, Botetourt County, 1 West Main Street, Box 1,
Fincastle, Virginia 24090-2002
,
,
C:\MyFileslsepl7.wpd
James D. Ritchie, Sr.
September 14, 1999
Page 2
pc: Tom Henderson, Director, Department of Environmental Quality, 3019 Peters Creek Road,
N. W., Roanoke, Virginia 24014
Malcolm Pirnie, Inc., 11832 Rock Landing Drive, Suite 400, Newport News, Virginia 23606
Mattern & Craig Consulting Engineers/Surveyors, 701 First Street, S. W., Roanoke, Virginia
24018
The Honorable Sherman A. Holland, Commissioner of the Revenue
James D. Grisso, Director of Finance
Robert K. Bengtson, Acting Director, Public Works
Kit B. Kiser, Director, Utilities and Operations
Dolores C. Daniels, Assistant to the City Manager for Community Relations
Charles M. Huffine, City Engineer
Ellen S. Evans, Construction Cost Technician
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
Steven L. Walker, Manager, Water Pollution Control Plant
Alicia F. Stone, Accountant, Contracts and Fixed Assets
D. D. Roupe, Manager, Office of Supply Management
C:\MyFileslsepl7.wpd
A"
J~' I,
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of September, 1999.
No. 34465-090799.
AN ORDINANCE authorizing the City Manager's issuance of Change Order No.8 to the
City's contract with Danis Environmental Industries, Inc., for the upgrade and expansion of the Water
Pollution Control Plant; and providing for an emergency.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. The Acting City Manager or the Acting Assistant City Manager is authorized to
execute for and on behalf of the City, upon form approved by the City Attorney, Change Order No.
8 to the City's contract with Danis Environmental Industries, Inc., for the upgrade and expansion of
the Water Pollution Control Plant, all as more fully set forth in the report to this Council dated
September 7, 1999.
2. The Change Order will provide authorization for additions and deletions in the work
with an increase in the amount of $27,256 to the contract dated September 18,1997, all as set forth
in the above report.
3. In order to provide for the usual daily operation of the municipal government, an
emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
RECEIVED
CITY CLERKS OFFICE
September 7, 1999
Council Report No. 99-160
W AUG 27 AlO :09
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
Subject:
CHANGE ORDER NO.8
UPGRADE AND EXPANSION
WATER POLLUTION CONTROL PLANT
ROANOKE, VIRGINIA
I. Backaround on the subject in chronological order is as follows:
A. Proiect consists of the uparade and expansion of the Water Pollution Control
Plant to 62,000,000 gallons treatment capacity per day.
B. Contractor for this proiect is Danis Environmental Industries. Inc., of Dayton,
Ohio.
C. Contract amount awarded bv City Council on August 4, 1997, with a contract
date of September 18, 1997, was $16.690.000 with a specified time of 730
consecutive calendar days. The date of the Notice to Proceed was October 29,
1997.
D. Chanae orders to date are as follows:
Original Contract Amount
Change Order No. 1 (approved July 6, 1998)
Change Order No. 2 (approved August 17, 1998 and
seven additional calendar days)
Change Order No.3 (approved October 19, 1998)
Change Order No.4 (approved December 21, 1998)
Change Order No.5 (administratively approved
February 11, 1999)
Change Order No.6 (approved May 6, 1999)
Change Order No. 7 (approved June 21, 1999)
$16,690,000
100,513
65,782
52,317
38,279
8,762
56,859
71.028
Current total amount of Contract
$17.083.540
Completion date is November 5, 1999.
Honorable Mayor and Members of City Council
CHANGE ORDER NO.8
UPGRADE AND EXPANSION
WATER POLLUTION CONTROL PLANT
ROANOKE, VIRGINIA
September 7, 1999
Page 2
II Current situation is as follows:
A. The followino additional items have been identified as part of the required work
on this project and need to be approved for payment.
1.
Chlorine building annunciator had to be
replaced from the Chlorine Building to
the Main Office.
$ 4,024
2.
Provide and install 60" pipe spool piece
at Influent Pump Station (ductile iron).
$ 8,688
3.
Fifteen (15) 4" relief valves/flame arrestor
units for existing digestors; in lieu of
8" material originally ordered.
($ 6,626)
4.
Provide material for a waste gas burner
system. The present burner has not
worked for some time. This is required
by OSHA, EPA and also by the City's Risk
Management personnel.
$ 21,170
B. Total amount of ChanCle Order No.8 is $27.256. Malcolm Pirnie, Inc. and
Mattern and Craig, Inc., engineers for this project, have reviewed these changes
and have recommended them to the City of Roanoke for payment.
III. Issues in order of importance are as follows:
A. EnoineerinCl concerns
B. FundinCl
C. Time of Completion
IV. Alternatives in order of feasibility are as follows:
A. Approve the issuance of ChanCle Order No.8 to contract with Danis
Environmental Industries, Inc. for the Upgrade and Expansion of the Water
Pollution Control Plant Project in the amount of $27.256 and no additional
calendar days.
Honorable Mayor and Members of City Council
CHANGE ORDER NO.8
UPGRADE AND EXPANSION
WATER POLLUTION CONTROL PLANT
ROANOKE, VIRGINIA
September 7, 1999
Page 3
1 . Enaineerina concerns as previously described would be met in a timely
manner.
2. Fundina is available in Account No. 003-056-8475-9065 in the amount
of $27.256 due to budgeting for contingency in Budget Ordinance No.
33539-080497. Total of project contingency after Change Orders No.1
through 7 is $978.992.
3. Time of completion would remain the same, November 12, 1999.
B. Reiect the issuance of Chanae Order No.8:
1 . Enaineerina concerns would not be met in a timely manner.
2. Fundina would not be encumbered.
3. Time of completion would not change with either alternative.
V. Recommendation is as follows:
City Council concur in alternative "A" and take the following action:
A. Authorize the Actina City Manaaer to issue Chanae Order No.8 to the contract,
dated September 18, 1997, with Danis Environmental Industries, Inc. for the
Upgrade and Expansion of the Water Pollution Control Plant Project in the
amount of $27.256 and no change in the contract time of completion. The total
contract amount would then be $17.110.796 with the completion date remaining
November 12, 1999.
B. Proportional share to each iurisdiction would be as follows:
City of Roanoke
County of Roanoke
City of Salem
County of Botetourt
Town of Vinton
37.3%
29.2%
20.9%
7.0%
~%
$10,166.49
7,958.75
5,696.50
1,907.92
1.526.34
Total of Change Order No.8
100%
$27.256.00
Honorable Mayor and Members of City Council
CHANGE ORDER NO.8
UPGRADE AND EXPANSION
WATER POLLUTION CONTROL PLANT
ROANOKE, VIRGINIA
September 7, 1999
Page 4
C. Amount of continaencv fund remainino is $951,736.
Respectfully submitted,
l:~Ch~
Acting City Manager
JDR/LBC/fm
Attachments
cc: City Attorney
City Clerk
Director of Finance
Acting Director of Public Works
Director of Utilities & Operations
Assistant to City Manager for Community Relations
City Engineer
Construction Cost Technician
Accountant, Contracts and Fixed Assets
Acting Budget Administrator
Manager, Office of Supply Management
Commissioner of Revenue
CITY OF ROANOKE
Office of the City Clerk
Mal:. F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #60-72
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34466-090799 amending and reordaining certain sections of
the 1999-00 General Fund Appropriations, providing for appropriation of$35,000.00, in connection
with implementation of the local CHild Care Quality Initiative Program. The abovereferenced
measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on
Tuesday, September 7, 1999.
Sincerely, ()
^~ ! r AJ..~
Mary F. Parker, CMC/ AAE
City Clerk
MFP:js
Attachment
pc: James D. Ritchie, Sr., Acting City Manager
Glenn D. Radcliffe, Director, Human Development
Corinne B. Gott, Superintendent, Social Services
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C\MyFileslsepl7. wpd
~'^'~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34466-090799.
AN ORDINANCE to amend and reordain certain sections of the 1999-00 General
Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain
sections of the 1999-00 General Fund Appropriations, be, and the same are hereby,
amended and r80rdained to read as follows, in part:
ADDroDriatlons
Health and Welfare
Social Services (1) . . . . . . . . .:'. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
$ 25,694,929
8,503,484
Revenue
Grants-in-Aid Commonwealth
Social Services (2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
$ 44,332',193
18,856,753
1) Child Day Care Quality
Initiative
2) Child Day Care Quality
Initiative
(001-054-5314-3156)
(001-020-1234-0700)
$ 35,000
35,000
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be
in effed from its passage.
ATTEST:
City Clerk.
R k V. .. RECEIVED
oano e, lrg1ID6ITY CLERKS OFFICE
September 7, 1999
#99-714 "99 AUG 24 P2 :37
The Honorable David A. Bowers, Mayor, and
Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
SUBJECT: LOCAL CHILD CARE QUALITY INITIATIVE PROGRAM
I. BACKGROUND
A. The Virginia Department of Social Services has allocated funding to local
departments of Social Services for child care quality initiative programs. These
funds are available to enable implementation of initiatives to develop, enhance, and
strengthen the quality of care delivered to children.
B. Roanoke City Department of Social Services submitted a local plan requesting
funding in the amount of$35.000. The goal is to improve the quality ofin-home
day care programs and ensure that it is appropriate to the individual child's needs
and age group. Social Services plans to provide training, technical assistance, and
supportive services to meet day care providers' needs identified through an
assessment process. Recruitment of providers will be targeted to areas of
identified needs. Consumer education for parents will be coordinated with
provider training so those parents will be educated to recognize quality care.
II. CURRENT SITUATION
A. The Virginia Department of Social Services (V ADSS) has approved Roanoke
City's local Child Care Ouality Initiative Plan and allocated funding in the amount
of$35.000. These funds do not require a local match.
The Honorable David A. Bowers, Mayor, and
Members of City Council
Roanoke, Virginia
September 7, 1999
#99-714
Page Two
III. ISSUES
A. Services to Citizens.
B. Funding.
IV. ALTERNATIVES
A. Appropriate $35.000 to Child Care Ouality Initiative cost center 001-054-5314-
3156 in order to implement the local Child Care Quality Initiative Program.
Increase the General Fund Revenue estimate by $35,000 in Child Care Quality
Initiative account number 001-020-1234-0700.
1. Services to Citizens. Child care providers will receive training, technical
assistance, and supportive services that will enhance the quality of care
received by children in Roanoke City.
2. Funding. There is no local match required to accept the Child Care Quality
Initiative allocation.
B. Do not appropriate $35.000 to Child Care Ouality Initiative cost center 001-054-
5314-3156 in order to implement the local Child Care Quality Initiative Program.
Do not increase the General Fund Revenue estimate by $35,000 in Child Care
Quality Initiative account number 001-020-1234-0700.
1. Services to Citizens. Child care providers will not receive training,
technical assistance, and supportive services that will enhance the quality of
care received by children in Roanoke City.
2. Funding. Roanoke City will not be able to accept the Child Care Quality
Initiative funding.
The Honorable David A. Bowers, Mayor, and
Members of City Council
Roanoke, Virginia
September 7, 1999
#99-714
Page Three
V. RECOMMENDATION
A. City Council concur with Alternative A to appropriate $35.000 to Child Care
Ouality Initiative cost center 001-054-5314-3156 in order to implement the local
Child Care Quality Initiative Program. Increase the General Fund Revenue
estimate by $35,000 in Child Care Quality Initiative account number 001-020-
1234-0700.
Respectfully submitted,
~ att-
J es D. Ritchie, Sr.
Ac mg City Manager
cc: William M. Hackworth, City Attorney
James D. Grisso, Director of Finance
Mary F. Parker, City Clerk
Glenn D. Radcliffe, Director of Human Development
Corinne B. Gott, Superintendent of Social Services
Sherman Stovall, Acting Budget Administrator
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #22-60-72
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Resolution No. 34468-090799 authorizing the City Manager to continue the
services of the Outstationed Eligibility Worker position at the Roanoke City Health Department.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular
meeting which was held on Tuesday, September 7, 1999.
Sincerely, ~
~- ~ ~~~i~~
, ^-~ 7. -~--
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: Molly Rutledge, M. D., Health Department
James D. Grisso, Director of Finance
Glenn D. Radcliffe, Director, Human Development
Corinne B. Gott, Superintendent, Social Services
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:\MyFileslsepI7. wpd
ytC
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of September, 1999.
No. 34468-090799.
A RESOLUTION authorizing the City Manager to continue the services of the
Outstationed Eligibility Worker at the Roanoke City Health Department, upon certain terms
and conditions.
WHEREAS, the Roanoke City Department of Social Services and the State Health
Department entered into an agreement in 1994 to establish an Eligibility Worker position
through the Department of Social Services to be placed at the Roanoke City Health
Department to ensure that all citizens have an opportunity to apply for Medicaid;
WHEREAS, the services of the Outstationed Eligibility Worker are beneficial to both
citizens and the Health Department in that it respectively allows citizens requesting services
from the Health Department to apply for Medicaid at the same time, thereby making'.the
application process more accessible and efficient, while enabling the Health Department to
maximize Medicaid revenue;
WHEREAS, this program is also beneficial to the Department of Social Services in
that it is provided an eligibility worker at no cost for salary and benefits;
WHEREAS, the City Manager has recommended the continued services of the
Outstationed Eligibility Worker in a report dated September 7, 1999.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the
Acting City Manager is hereby authorized to continue the services of the Outstationed
Eligibility Worker at the Roanoke City Health Department, pursuant to the terms and
conditions contained in the report to this Council dated September 7, 1999.
ATTEST:
City Clerk.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #22-60-72
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34467-090799 amending and reordaining certain sections of
the 1999-00 Grant Fund Appropriations, providing for appropriation of$30,451.00, for continuation
of the Outstationed Eligibility Worker position at the Roanoke City Health Department. The
abovereferenced measure was adopted by the Council ofthe City of Roanoke at a regular meeting
which was held on Tuesday, September 7, 1999.
~Y~}.f~
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: James D. Ritchie, Sr., City Manager
Molly Rutledge, M. D., Health Department
Glenn D. Radcliffe, Director, Human Development
Corinne B. Gott, Superintendent, Social Services
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:\MyFileslsepl7. wpd
1"\
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34467-090799.
AN ORDINANCE to amend and reordain certain sections of the 1999-00 Grant
Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 1999-00 Grant Fund Appropriations, be, and the same are hereby,
amended and r80rdained to read as follows, in part:
ADproDriatlons
Health and Welfare
Medicaid Eligibility Worker - FYoo (1 - 7) . . . . . . . . . . . . . . . . . . . . . . .
$ 3,779,214
30,451
Revenue
Health and Welfare
Medicaid Eligibility Worker - FYoo (8) . . . . . . . . . . . . . . . . . . . . . . . . . .
$ 3,779,214
30,:451
1) Salaries (03~54-517 4-1002) $ 24,140
2) ICMA - RC
Retirement (O~54-5174-1115) 2,173
3) ICMA Match (03~54-5174-1116) 390
4) FICA (O~54-5174-1120) 1,847
5) Health
Insurance (O~54-5174-1125) 1,656
6) Dental
Insurance (O~54-5174-1126) 185
7) Disability
Insurance (035-054-5174-1131) 60
8) State Grant
Receipts (035-054-5174-5174) 30,451
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
RECEIVED
Roanoke, VirgiBiiY CLERKS OFFICE
September 7, 1999
#99-715 "99 AIJG 30 P 3 :08
The Honorable David A. Bowers, Mayor, and
Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
SUBJECT: FUNDING FOR RESTRICTED ELIGmILITY WORKER POSITION
I. BACKGROUND
A. Roanoke City Department of Social Services and the State Health Department
entered into an agreement in 1994 to establish an Eligibility Worker position
through the Department of Social Services to be placed at Roanoke City Health
Department to assure that all citizens have an opportunity to apply for Medicaid.
The Agreement remains in effect until modified by mutual consent or operation of
law (see attachment).
B. The service has been in operation for five years. Each year, the Health Department
and Social Services review the effectiveness of the program.
II. CURRENT SITUATION
A. Roanoke City Department of Social Services has employed and will continue to
train and supervise a worker, who is located at the Health Department, to execute
applications for Medicaid.
B. The Out stationed Eligibility Worker currently attends six clinic programs to take
applications. determines eligibility. carries an ongoing caseload of 125. and serves
as a resource for Medicaid billing issues.
C. Roanoke City Health Department is satisfied with the results of having an
eligibility worker on location and wishes to continue the service (see attachment).
III. ISSUES
A. Services to Citizens.
B. Benefit to Health Department.
C. Benefit to Social Services.
D. Funding.
The Honorable David A. Bowers, Mayor, and
Members of City Council
Roanoke, Virginia
September 7, 1999
#99- 715
Page Two
IV. ALTERNATIVES
A. Approve funding for continuation of the Outstationed Eligibility Worker at the
Health Department.
1. Services to Citizens. Citizens requesting services from the Health
Department may apply for Medicaid at the same time, thereby making
application process more accessible and efficient.
2. Benefit to Health Department. Health Department will be able to maximize
Medicaid revenue.
3. Benefit to Department of Social Services. Social Services is provided an
eligibility worker at no cost for salary and benefits. Department of Social
Services is responsible for supervision and quality control.
4. Funding. The State Department of Social Services provides funding. The
Health Department has access to 50% federal match for costs of eligibility
workers. Revenue from Medicaid services delivered to citizens covers the
costs of the 50% match required to draw down the federal match. There is
no local cost attached to this position.
B. Do not approve funding for the continuation of the Outstationed Eligibility Worker
at the Health Department.
1. Services to Citizens. Citizens coming to the Health Department for clinical
care will not have the convenience of receiving social Services at the
Health Department. Some citizens will fail to follow through on the
Medicaid applications, thereby incurring a medical debt they cannot afford.
2. Benefit to Health Department. The Health Department will have a
reduction in revenue.
3. Benefit to Department of Social Services. Social Services will have a
reduction in manpower by losing one eligibility worker.
4. Funding. No impact on local funding.
The Honorable David A. Bowers, Mayor, and
Members of City Council
Roanoke, Virginia
September 7, 1999
#99-715
Page Three
V. RECOMMENDATION
A. City Council concur with Alternative A to authorize the City Manager to continue
the services of the Out stationed Eligibility Worker at the Health Department.
B. City Council appropriate $30.451 for FY 99/00 to revenue and expenditure
accounts to be established in the Grant Fund by the Director of Finance.
1.
2.
3.
4.
5.
6.
7.
Salary
ICMA
ICMA Match
FICA
Health Insurance
Dental Insurance
Disability Insurance
$24,140
2,173
390
1,847
1,656
185
60
$30.451
Respectfully submitted,
'--~ ~
D. Ritchie, Sr.
City Manager
cc: William M. Hackworth, City Attorney
James D. Grisso, Director of Finance
Mary F. Parker, City Clerk
Glenn D. Radcliffe, Director of Human Development
Corinne B. Gott, Superintendent of Social Services
Molly Rutledge, M.D., Health Department
Sherman Stovall, Acting Budget Administrator
. ,
~
MEDICAID
ELIGIBILITY DETERMINATIONS
PLACEMENT OF ELIGIBILITY DETERMINATION STAFF
AT DESIGNATED HEALTH DEPARTMENTS
AGREEMENT
Between
The State Health Department
The Virginia Department of Social Services
Roanoke City Department of Social Services
ARTICLE I
PURPOSE
This Agreement is entered into as of the date specified below by and between Roanoke
Cib:.... Department of Social Services hereafter referred to as the Local DSS, The State Health
Department hereafter referred to as Health Department, and the Virginia Department of Social
Services, hereafter referred to as VDSS to locate a Medicaid worker, hereafter referred to as
Health Department Eligibility Worker (HDEW), on-site at the Health Department.
The Local DSS and the Health Department agree to use the HDEW exclusively for the
purpose outlined in this Agreement. The Local DSS is specifically prohibited from using the
HDEW for any purpose other than completing cases originating through the Health
Department.
,...,
">
ARTICLE II
FUNCTIONS TO BE PERFORMED BY HDEW
A. Application Acceptance and Processing
Medicaid Applications - Health Department patients referred to the HDEW shall have
all the rights and privileges of any other applicant for assistance. Health Department
personnel will refer for Medicaid eligibility determination all potentially eligible
medically indigent patients.
1. Eliiibility Criteria - Eligibility for Medicaid will be determined using all
applicable rules. regulations, and policies governing the general population
applying for Medicaid.
a. Each HDEW shall be supplied a copy of the Medicaid Manual by the
Local DSS. It shall be the responsibility of each HDEW to keep the
Medicaid Manual current with all revising transmittals.
b. All forms necessary to process Medicaid applications shall be ordered by
the appropriate local DSS through the usual procedures and made
available to the HDEW.
2. Case Development - The HDEW shall process all Medicaid applications taken
at the Local Health Development for adults and children who are residents of
the HDEW's locality. Completed cases shall be forwarded daily to the local
DSS for immediate enrollment.
a. Applications for patients from other jurisdictions will be forwarded by
the HDEW, unprocessed, to the city or county of residence.
b. Medicaid eligibility mustbe determined in conformity with processing
standards contained at Part II. Chapter A, of the Medicaid Manual.
Therefore, no local DSS processing procedures shall encumber or delay
certifying and enrolling eligible cases.
2
B. Confidentiality of File Information
1. Confidentially of client information contained in existing flIes (both paper and
electronic) is to be protected, and access to Medicaid eligibility flIes shall be
limited to the HDEWs and Local Departments of Social Services.
2. Information released to Health Department personnel shall be limited to
information authorized for dissemination in accordance with the applicant
Release of Information. It shall be released in a manner consistent with
efficiency and non-duplication of effort among the Medicaid, WICt and medical
services programs.
3. Information maintained by or which can be secured by the local DSS shall be
shared with the HDEW when necessary to determine eligibility for Medicaid
under this Agreement. This includes diagnosis information and local public
records.
C. Health Department EIiiJbility Workers - Or&anization
1. Caseload Standards - The HDEW shall be an employee of the local DSS but
shall not count in the determinations of local staffmg needs.
2. Staffmg level will be one full time position. This staffmg level will be m:
evaluated by ~resentatives of the parties to this Aweement after one year of
operation using the following criteria to determine its applicability and the need
to make adjustment.
a. Increased reimbursement by Medicaid due to increased Medicaid
enrollment then compared to the one year period immediately prior to
the effective date of the contract.
b. Increased numbers of medically indigent eligibles enrolled in Medicaid.
3. Training - The HDEWs shall be treated as other eligibility workers as regards
provision of Medicaid program training and technical assistance. HDEW will
be under the supervision on local Department of Social Services Supervisor who
will be responsible for instruction, accountability, payroll information, and job
performance.
3
4. Coverage - HDEW shall be available to take applications at the Local Health
Department during Local Health Department's clinics and at other times
available to take applications for Health Department Home Health, CHIP and
MICC patients not attending scheduled clinics and at other times agreed to by
the Local DSS and Health Department.
5. Performance Standards - Performance Standards applicable to other Medicaid
workers shall be the performance standards applicable to the HDEW.
6. Job Qassification - The HDEW shall be employed in the same personnel
classification and be afforded the same benefits as any other local Medicaid
worker in the Local DSS, except that their employment is restricted to the life of
this project.
7. Relationships - The Health Department, the HDEW, and their employing
agencies shall cooperate to the mutual benefit of both by sharing informational
materials, conducting joint staff meetings, and providing each worker with
periodic reports of work performed such as: referrals made, application
approvals and costs of services paid, subject to the confidentiality requirements
in Article II, B.
8. Liaison - Each of the parties to this Agreement shall designate a contact person
for di~in~tion of information about job functions, operating procedures, and
problem resolution.
D. Equipment
1. The Health Department will provide, at no cost to this project, necessary secure
space and equipment for the eligibility worker, such as desk, chair, reasonable
. office supplies, and other furniture and equipment necessary for performance of
the contract.
2. The Local DSS will provide support for purposes of tracking referred patients
and compiling statistical reports in MAPPER.
4
ARTICLE III
COSTS
A. This project, whereby local workers will be physically located at the Health Department
will use funds appropriated to the State Health Department to fund the non-federally
matched portion of the costs of maintaining the HDEW.
B. Procedures:
1. The Local DSS shall submit monthly to the VDSS individual claims for 100
percent reimbursement of personnel costs for the HDEW;
a. Each claim for reimbursement shall be submitted on form DA-20-250,
Accounting Voucher. - ----
b. Each monthly claim shall be reimbursed by the VDSS at 100 percent of
costs.
2. The VDSS shall submit monthly to DMAS, separately identifiable from other
federal claims for Medicaid admini~tration reimbursement, all claims of
admini~tive expenditures associated with operation of this Agreement.
3. The Health Department agrees to reimburse the VDSS through an Interagency
Transfer of funds for any costs for which federal reimbursement does not equal
100 percent of such State agency reimbursement made for the month. Funds
used by the Health Department to reimburse VDSS must not come from federal
sources. The Interagency Transfer Invoice will be forwarded by the tenth
working day of the month following the covered period.
ARTICLE IV
MAINTENANCE OF RECORDS
1. Administrative Records - Records ofadmini~trative costs shall, be maintained
separate from other local DSS and Health Department records for evaluation
and determination of the ultimate effectiveness of the project.
5
2. Applications - Separate identification shall be maintained of all referrals made
by Health Department personnel to the HDEW. Referrals will be tracked and
the outcome recorded as either approved, denied, or failure/refusal to follow
through.
3. Approved cases will be tracked and total expenditures under Medicaid to the
Health Department and other providers will be periodically gathered into
reports by Central Office staff.
ARTICLE V
TERM OF AGREEMENT
This Agreement shall begin after all parties have signed this Agreement and when personnel
have been employed and/or reassigned to the Health Department site. An effectiveness
evaluation shall be conducted by representatives of this Agreement after the site has been fully
operational for twelve months. After completion of the twelvemonth effectiveness evaluation,
any party to this Agreement may terminate its participation in this project with or without
cause upon sixty days notice in writing to the other parties. In lieu of such action, this
Agreement shall remain in effect until modified by mutual consent or operation oflaw. Interim
evaluations, problem identification and resolution sessions will be held quarterly after the first
six-month review, on an as needed basis throughout the life of this Agreement.
"
6
SIGNATURE SHEET
Agreement for placement of eligibility workers at the Roanoke City Health Department
between:
The State Health Department
The Virginia Department of Social Services
Roanoke City Department of Social Services
I hereby agree to the terms of this agreement:
l j .Q ~~ tl _o--i
W. Robert Herbert, City Manager
Roanoke City
(Signed)
J. 7' 11 (Dated)
~ fLjtU[S~ (Signed)
Molly L. utl~ge, M.D.
Acting Health Director
L D. Jackson, Co Ion
State Department of Social
(Dated)
(Signed)
(Dated)
~()&
~
(Signed)
Robert B. Stroube, M.D., M.P.H.
State Health Commissioner ."
State Health Department
J- 0/ - '7 r'
(Dated)
7
S.";,,g tIt_ Pupk oft
Alkrlttuty Cmmty
Botetourt cOfUIly
Craig CDlIn(JI
RtHllfob County
Ci(v ofClifttllt Forge
City ofCol'iII,1DII
City of RtHllfok.
CUy of Salem
COMMoNWEALTH OF YiR6/N1A
Alleghany Health District
Roanoke at} Health District
August 9,1999
Reply to:
515 Eighth Street, SW
Roanoke, VA 240 16
Phone: (540) 857-7600 Ext 211
FAX: (540) 857-6987
Corrinne Cott
Department of Social Services
215 Church Avenue
Roanoke, Va, 24011
Reference: Medicaid Outposting Position
Lenora Taylor
Dear Corrinne,
The Roanoke City Health Department is requesting renewal of the Grant for the Medicaid
Outposted position now occupied by Lenora Taylor. This service has proven to be an invaluable asset for
our clinics as well as our patients. Lenora is Involved in taking applications for six clinic programs and
assists with guidance in two additional program areas. Processing of
applications is completed in a timely manner, with follow-up as needed. Since the position is at the main
Health Department, it is more convenient for our clients since they are receiving needed clinic services and
applying for Medicaid at the same time. Lenom has a wonderful mpport with our staff and our clients. She
is tmly a benefit to the Health Department.
[n one of the Health Department programs. mv, it is very important that the Medicaid application is
completed and processed within a short time frame. Lenora works with other Social Services Eligibility
workers to ensure that forms are submitted for processing. She also assists With needed information for
these clients to help bridge, the, confusion over completion of forms and communication between them and
their assigned eligibility worker,
Lenora serves as a resource for rebilling denials and researching problem billing which enables the Health
Department to reduce our aged accounts receivable for the Medicaid Program.
We would appreciate the continuance of this grant position and are committed to our part of the funding. If
you have any questions. please let me know.
Sincerely,
M~Y~
Health Director
~DHV'RGlNIA
DEP4RTMENT
Of HEALTH
I'roIKIm, lIlu MId Ibur En...........,
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #53-60-323
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Resolution No. 34469-090799 authorizing the City Manager to file with the
Librarian of Virginia the Roanoke City Public Library's Internet Acceptable Use Policy, as approved
by the Roanoke City Public Library Board on May 20, 1999, in fulfillment ofthe requirements of
Section 42.1-36.1, Code of Virginia. The abovereferenced measure was adopted by the Council of
the City of Roanoke at a regular meeting which was held on Tuesday, September 7, 1999.
Sincerely, /J
In. ~ .J. ~~
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: Dennis Frye, Chair, Roanoke City Public Library Board, 40 Douglass Avenue, N. W.,
Roanoke, Virginia 24012
James D. Grisso, Director of Finance
Glenn D. Radcliffe, Director, Human Development
Beverly A. James, City Librarian
C:lMyFileslsepl7.wpd
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 10, 1999
File #53-60-323
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
At a regular meeting ofthe Council of the City of Roanoke which was held on Tuesday, September
7, 1999, Council Member Wyatt clarified a previous request under date of July 19, 1999; whereupon,
she requested that the Acting City Manager review the overall needs and cost of improvements for
not only the main library but the entire library system, and recommend a systematic funding
approach for consideration by Council during fiscal year 2000-01 budget study.
Sincerely, /)
Yh..~ J. r ~...
Mary F. Parker, CMC/AAE
City Clerk
MFP:lo
pc: James D. Grisso, Director of Finance
Glenn D. Radcliffe, Director, Human Development
Beverly A. James, City Librarian
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:lMyFileslsepl7. wpd
"
)
1)1[-
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of September, 1~99.
No. 34469-090799.
..
A RESOLUTION authorizing the City Manager to file with the Librarian of Virginia the
Roanoke City Public Library's Internet Acceptable Use Policy, as approved by the Library Board
on May 20, 1999, in fulfillment of the requirements of Section 42.1-36.1, Code of Virginia.
WHEREAS, the Internet has become a frequently used reference source for all forms of
knowledge and communication of ideas;
WHEREAS, there is an increasing concern in the public library community that minors may
be harmed by certain material made available on the Internet;
WHEREAS, Section 42.1-36.1 of the Code of Virginia, requires, in part, "On or before
December 1, 1999 and biennially th~~eafter, (i) every library board established pursuant to section
42.1-35 or (ii) the governing body of any county, city, or town which, pursuant to section 42.1-36,
has not established a library board pursuant to section 42.1-35, shall file with the Librariap ~f
Virginia an acceptable use policy for the....Internet.";
WHEREAS, as the Roanoke City Public Library Board was not established pursuant to
section 42.1-35, Roanoke City Council, as the governing body of the City of~oanoke, is responsible
for filing an Acceptable Use Policy for the Internet with the Librarian of Virginia;
WHEREAS, the Library Board approved an Internet Acceptable Use Policy on May 20,
1999, which policy the City Manager has recommended in a report dated September 7, 1999, that
City Council approves for being submitted to the State Librarian.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the City
Manager is hereby authorized to file as the required Internet Acceptable Use Policy with the
Librarian of Virginia, by December I 1999, the policy approved by the Library Board on May 20,
1999.
ATTEST:
City Clerk.
H:\RESIR-OLC-UBIUES-99
RECEIVE.D
CITY CLERKS OFFICE
"99 AUG 24 P 2 :37
September 7, 1999
#99-716
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
Subject: Roanoke City Public Library's Acceptable Use Policy for the Internet
I. BACKGROUND
A. Roanoke City Public Library made available computers for the public to
access the Internet beginning in August 1998.
B. Library staff developed and recommended an acceptable use policv for
the Internet to the Roanoke City Public Library Board in August 1998.
C. Roanoke City Public Library Board approved an acceptable use policv for
the Internet in August 1998.
D. The General Assemblv of Virainia approved an amendment to the Code of
Virainia by adding a section numbered 42.1-36.1, entitled "Power and duty
of library boards and certain aovernina bodies reaardina acceptable
Internet use policies" on March 9, 1999. (See Attachment A)
E. Library staff developed and recommended a revised acceptable use policv
for the Internet to the Roanoke City Public Library Board in May 1999.
F. Roanoke City Public Library Board approved a revised acceptable use
policv for the Internet in May 1999. (See Attachment B)
II. CURRENT SITUATION
A. Section 42.1-36.1 of the Code of Virainia states. in part: "On or before
December 1. 1999. and biennially thereafter, (i) every library board
established pursuant to section 42.1-35 or (in the aovernina body of any
county. city. or town which. pursuant to section 42.1-36. has not
established a library board pursuant to section 42.1-35. shall file with the
Librarian of Virainia an acceptable use policv for the.. . Internet. "
B. Roanoke City Public Library Board was not established pursuant to
section 42.1-35. Therefore, accordina to section 42.1-36.1. Roanoke City
Council. as the aovernina body of the city of Roanoke. is responsible for
filina an acceptable use policv for the Internet with the Librarian of Virainia.
Mayor Bowers and Members of City Council
Roanoke, Virginia
pg.2
II. ISSUES
A. Leaal.
B. Timina.
III. ALTERNATIVES
A. City Council authorize the Actina City Manaaer to file as the required
acceptable use policy for the Internet the policy approved by the Library
Board on May 20, 1999, with the Librarian of Virginia by December 1,
1999.
1. Leaal: Compliance with Section 42.1-36.1 of the Code of Virginia
would be achieved.
2. Timina: Deadline for filing an acceptable use policy would be met.
B. City Council not authorize the Actina City Manaaer to file an acceptable
use policy for the Internet with the Librarian of Virginia by December 1,
1999.
1. Leaal: Compliance with Section 42.1-36.1 of the Code of Virginia
would not be achieved.
2. Timina: Deadline for filing an acceptable use policy would not be
met.
IV. RECOMMENDATION
A. City Council concur in Alternative A and authorize the Acting City Manager
to file as the required acceptable use policy for the Internet the policy
approved by the Library Board on May 20,1999, with the Librarian of
Virginia by December 1, 1999.
Attachments
c: City Attorney
City Clerk
Director of Finance
Director of Human Development
City Librarian
lReSpeCtfullY submitted,
-- ~ (2~
J es D. Ritchie
Ac' g City Manager
Attachment A
~ 42.1-36.1. Power and duty of library boards and certain governing
bodies regarding acceptable Internet use policies. _ A. On or before
December 1, 1999, and biennially thereafter, (i) every library board established
pursuant to ~ 42.1-35 or (ii) the governing body of any county, city, or town
which, pursuant to ~ 42.1-36, has not established a library board pursuant to
~ 42.1-35, shall file with the Librarian of Virginia an acceptable use policy for
the international network of computer systems commonly known as the
Internet. At a minimum. the policy shall contain provisions which (i) are
designed to prohibit use by library employees and patrons of the library's
computer equipment and communications services for sending, receiving,
viewing. or downloading illegal material via the Internet, (ii) seek to prevent
access by library patrons under the age of eighteen to material which is
harmful to juveniles, and (iii) establish appropriate measures to be taken
against persons who violate the policy. The library board or the governing body
may include such other terms, conditions, and requirements in the library's
policy as it deems appropriate, such as requiring written parental authoriza-
tion for Internet use by juveniles or differentiating acceptable uses between
elementary, middle, and high school students.
B. The library board or the governing body shall take such steps as it deems
appropriate to implement and enforce the library's policy which may include,
but are not limited to, (i) the use of software programs designed to block access
by (a) library employees and patrons to illegal material or (b) library patrons
under the age of eighteen to material which is harmful to juveniles or (c) both;
(ii) charging library employees to casually monitor patrons' Internet use; or (iii)
installing privacy screens on computers which access the Internet.
C. On or before December 1, 2000, and biennially thereafter. the Librarian
of Virginia shall submit a report to the Chairmen of the House Committee on
Education, the House Committee on Science and Technology, and the Senate
Committee on Education and Health which summarizes the acceptable use
policies filed with the Librarian pursuant to this section and the status thereof.
(1999, c. 64.)
ATTACHMENT B
ROANOKE CITY PUBLIC LffiRARY
INTERNET USE POLICY
In a rapidly changing society, the Roanoke City Public Libraries ensure equitable access and
guidance to the world of knowledge and ideas, enriching the life of our community and creating a
climate of lifelong learning.
In keeping with its mission the Roanoke City Public Library offers public access to the
Internet. This enables users to access a vast amount of information from many sources, enhancing
the Library's collection.
The Library firmly supports intellectual freedom and the free expression of ideas, however,
the Internet is an unregulated source of information and not all information found there is accurate,
current or complete. There is material that may be offensive, disturbing or illegal. The Library
cannot control or monitor the vast amount of material on the Internet, therefore, it is the
responsibility of the user to question and evaluate the information found and the suitability of that
information.
It is the responsibility of parents and guardians to monitor their own children's use of the
Internet and to assist their children in selecting material that is consistent with their own values. We
strongly encourage parents and guardians to educate themselves and their children so they can make
smart decisions. The Library has materials that will help parents and guardians learn more about
child safety on the Internet. Parents may limit their children's use to workstations with filtering
software by notifYing staff
Due to scheduling constraints, there may not be an Internet trained staff member or
volunteer on duty at all times. Staff and volunteers will assist users in their searches as much as
possible, but will not be able to offer in-depth instruction on a one-to-one basis. Those who wish to
learn more about the Internet should register for classes which are available throughout the Valley.
Library staff and volunteers will be happy to assist users in finding books and other information
about the Internet.
Please remember that often the information needed will be available and easily accessed
through the Library's collection of books and periodicals.
Conditions or Use:
~ Users must have a Roanoke Valley Library Card. An exception may be made on a
case-by-case basis for visitors from outside the Roanoke Valley area to check their
e-mail. These users will be asked to sign a guest register.
~ Users must be age 6 or older, the age at which most children start to attend school
and learn to read.
~ At Main, there will be workstations on the 1st and 2nd floors. Only workstations on
the 1st floor will have filtering software installed. One workstation at each branch will
have filtering software.
~ At Main workstations on the 1st floor will be reserved for minors or adults
accompanying a minor from 2PM-6PM Monday-Friday and all day on Saturday and
Sunday but available for all users at other times.
ATTACHMENT B pg.2
~ Users of Library equipment are prohibited from accessing materials that are obscene
or harmful to minors or contain child pornography. See sections 18.2-372-18.2-
391.1 of the Code of Virginia.
~ Internet workstations will be in view of other library users and staff The Library
reserves the right to ask users to remove images from the screen.
~ Users are prohibited from adding, changing or deleting anything on library
computers including programs, settings and software, downloading materials to the
hard drive and rebooting or turning off equipment.
~ Some material on the Internet may be protected by copyright laws. It is illegal to
copy this information without the permission of the owners. When in doubt, ask the
copyright owners for permission to use their work.
~ Users may not use the Internet for any illegal activity.
~ Only 1 person at a time may use an Internet workstation, unless otherwise
authorized by Library staff
~ The Library will use a virus-checking program; however, users may not be protected
if they download material and put it on their own computers.
~ The Library will provide web browser access only.
~ Failure to use the Internet workstations responsibly may result in revocation of
Internet use privileges.
~ There will be a printing charge of$.15 per page. Users may also purchase disks for
$1. 00 to download information.
~ Users must sign up to use Library computers. There will be a time limit of30
minutes for each session with a limit of2 sessions per day. Users may reserve time in
person or by calling 853-2477. Reservations not honored by 15 minutes after the
start time will be canceled.
Users must also agree to the following statement:
I agree that I will abide by the Library's rules for Internet use. I understand that I may lose
Internet access through the Library if I violate these rules. In consideration for the privilege of using
the Internet and for having access to the free information contained within it, I hereby release and
hold harmless the City of Roanoke, its officers, agents, employees, volunteers or representatives
from any and all liability or responsibility for any and all claims, damages, losses, costs or expenses
arising either directly or indirectly from the use of the Internet, whether or not caused, in whole or
in part, by alleged negligence of the City of Roanoke, its officers, agents, employees, volunteers or
representatives.
Users who violate this policy will be warned the first time. A second violation will result in
being banned from Internet use for a period of 2 weeks. A user may be permanently banned from
Internet use at the City Librarian's discretion for serious or repeated offenses. A warning or ban will
be noted on the user's library record and will be effective at all City Library Branches.
Approved by the
Roanoke City Public Library Board
May 20, 1999
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #60-246
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34470-090799 amending and reordaining certain sections of
the 1999-00 Consortium Fund Appropriations, providing for appropriation of$97,840.00, to be used
for the Opportunity Knocks program which will be administered by the Fifth District Employment
and Training Consortium. The abovereferenced measure was adopted by the Council of the City of
Roanoke at a regular meeting which was held on Tuesday, September 7, 1999.
Sincerely, /J
^-~9.r~
MaryF. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: James D. Ritchie, Sr., Acting City Manager
Glenn D. Radcliffe, Director, Human Development
Vickie L. Price, Administrator, Fifth District Employment and Training Consortium, 310
Campbell Avenue, S. W., Roanoke, Virginia 24016
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:lMyFileslsepl7.wpd
~~~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34470-090799.
AN ORDINANCE to amend and reordain certain sections of the 1999-2000
Consortium Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 1999-2000 Consortium Fund Appropriations, be, and the same are
hereby, amended and reordained to read as follows, in part:
ADDroDrlatlona
Fifth District Employment & Training Consortium $ 7,022,143
Opportunity Knocks (1-4) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97,840
Revenue
Fifth District Employment & Training Consortium $ 7,022,143
Opportunity Knocks (5) ...................................... 97,840
1) Wages
2) Fringes
3) Wages
4) Fringes
5) Opportunity Knocks
(034-054-2091-80SO)
(034-054-2091-8051 )
(034-054-2091-8350)
(034-054-2091-8351 )
(034-054-2091-2091 )
$ 50,000
4,000
35,000
8,840
97,840
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be
in effect from its passage.
ATTEST:
City Clerk.
1',
RECEIVED
CITY CLERKS OFFICE
September 7, 1999
"99 AUG 27 AlO :09 # 99-717
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
SUBJECT:
Funding for the Fifth District Employment and Training
Consortium
I . BACKGROUND
A. The Fifth District Employment and Traininq Consortium
(FDETC) administers the federally funded Job Training
Partnership Act (JTPA) for the Fifth Planning District.
B. The FDETC serves eligible residents in the counties of
Alleghany, Botetourt, Craig and Roanoke as well as the
cities of Clifton Forge, Covington, Roanoke and Salem.
C. This aqency serves two primary client populations:
dislocated workers who have been laid off from
employment through no fault of their own (under
Title III), and
the economically disadvantaged as determined by
income guidelines set by the U.S. Dept. of Labor
(under Title II-A, II-C and the Summer Youth
Employment Program).
D. The City of Roanoke is the qrant recipient for FDETC
funding. City Council must appropriate the funding for
all grants and other monies the FDETC receives.
Honorable Mayor and Members of City Council
Page 2
September 7, 1999
II. CURRENT SITUATION
A. Governor's Employment and Traininq Department (GETD) has
sent to the Consortium Notices of Award for programs which
include on-the-job training, work experience, occupational
skills training, classroom training, job placement
activities, and remedial education in the following
amounts:
1. Opportunity Knocks
$97.840.00 Notice of Award - (OK-00-03-05)
III. Issues
A. Proqram Operations
B. Funding
C. Timing
IV. ALTERNATIVES
A. Appropriate the FDETC's additional fundinq totaling
$97.840.00. and increase the revenue estimate by
$97,840.00, in accounts to be established by the
Director of Finance.
1. Proqram Operations - Existing activities will
continue and planned programs will be implemented.
2. Funding - Funds are available from the resources
indicated, at no additional cost to the City.
3. Timing - Immediate action will allow programs to be
implemented and completed within planned time
frames, July 1, 1999 through June 30, 2000.
Honorable
Page 3
September
Mayor and Members of City Council
7, 1999
B.
Do not appropriate the FDETC's funding totaling
$97.840.00.
1. Proqram Operations - Planned programs to serve
participants would be delayed or never initiated.
2. Funding - Funds currently available to operate
these programs may be rescinded and redistributed
to other projects.
3. Timinq - Delay will cause late or failed start-up
of programs and possible under expenditure of
available funds.
V. RECOMMENDATION
Approve Alternative A:
Appropriate the FDETC.s fundinq totalinq $97.840.00. and
increase the revenue estimate by $97,840.00, in accounts to
be established in the Consortium fund by the Director of
Finance.
Respectively submitted,
~
J m s D. Ritchie
Ac . g City Manager
JDR/VLP:wc
cc: Director of Finance
City Attorney
Director of Human Development
FDETC Executive Director
CITY OF ROANOKE
Office of the City Clerk
Mar-y F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #60-72-236-~04
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Resolution No. 34472-090799 authorizing acceptance of a grant from the
Department of Criminal Justice Services on behalf of the City of Roanoke to develop and implement
a formal, family centered counseling program based in the Noel C. Taylor Learning Academy, in
the amount of$38, 111.00, and authorizing execution of any and all necessary documents to comply
with the terms and conditions of the grant and applicable laws, regulations, and requirements
pertaining thereto. The abovereferenced measure was adopted by the Council ofthe City of Roanoke
at a regular meeting which was held on Tuesday, September 7, 1999.
Sincerely, (2
/1... ~ " I>J L .. ""'-
f r\ ,7. --
Mary F. Parker, CMC/ AAE
City Clerk
MFP:js
Attachment
pc: James D. Grisso, Director of Finance
Glenn D. Radcliffe, Director, Human Development
Marion Vaughn-Howard, Youth Coordinator
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:lMyFileslsepl7. wpd
}J'ff-
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of September, 1999.
No. 34472-090799.
A RESOLUTION authorizing acceptance of a grant from the Department of Criminal Justice
Services on behalf of the City to develop and implement a formal, family centered counseling
program based in the Noel C. Taylor Learning Academy, and authorizing execution of any and all
necessary documents to comply with the terms and conditions of the grant and applicable laws,
regulations, and requirements pertaining thereto.
BE IT RESOLVED by the Council of the City of Roanoke that:
I. The grant from the Department of Juvenile Justice, in the amount of$38, 111.00, to
develop and implement a formal, family centered counseling program as set forth in the City
Manager's report dated September 7, 1999, is hereby ACCEPTED.
- 2. The City Manager is hereby authorized to execute any and all requisite documents
pertaining to the City's acceptance of this grant and to furnish such additional information as may
be required in connection with the City's acceptance of the foregoing grant. All documents shall be
approved by the City Attorney.
ATTEST:
City Clerk.
H:\RES\R-OLC.DCJGRANT. TA YLOR..99
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #60-72-236-304
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 34471-090799 amending and reordaining certain sections of
the 1999-00 Grant Fund Appropriations, providing for appropriation of$35,000.00, representing a
grant award from the Department of Criminal Justice Services to provide for continuation of the
Roanoke City Community - Family Counseling Center and System Analysis Program. The
abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting
which was held on Tuesday, September 7, 1999.
~~j(J~
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: James D. Ritchie, Sr., Acting City Manager
Glenn D. Radcliffe, Director, Human Development
Marion Vaughn-Howard, Youth Coordinator
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:lMyFilesIsept7.wpd
~~~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 7th day of September, 1999.
No. 34471-090799.
AN ORDINANCE to amend and reordain certain sedions of the 1999-00 Grant
Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 1999-00 Grant Fund Appropriations, be, and the same are hereby,
amended and reordained to read as follows, in part:
ADDroDriations
Health and Welfare $ 3,783,763
Family Counseling Center FYOO (1-3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35,000
Revenue
Health and Welfare $ 3,783,763
Family Counseling Center FYoo (4). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35, QOO.
1) Fees for Professional
Services
2) Administrative Supplies
3) Local Mileage
4) State Grant Receipts
(03~~2~2010)
(03~~2~2030)
(035-o54-502~2046)
(035-o54-5025-11oo)
$ 31,000
2,200
1,800
35,000
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
\. RECEIVEO: D
CITY CLERKS OFrf!t~f{;E
W SEP -1 P5~2 2
September 7, 1999
Report 99-718
Honorable David A. Bowers, Mayor and
Members of City Council
SUBJECT: Roanoke City Community - Family Counseling Center and System Analysis
Program Continuation
Dear Mayor Bowers and Members of City Council:
I. BACKGROUND
A. The City's Office on Youth submitted a grant proposal to the Department of
Criminal Justice Services under the grant program of an accountability-based
supplement.
B. The puroose of the grant was to develop and implement a formal counseling
program based in the Noel C. Taylor Learning Academy.
C. The program will continue as intervention strategies which will be family
centered, not just youth focused.
D. The grant proposal was submitted to the Department of Criminal Justice Services
in August of 1998 in the amount of$35.000.
E. The grant does not require a local match.
F. The Office on Youth will be the administrator of the grant.
II. CURRENT SITUATION
A. The City of Roanoke was notified in July 1999 ofthe grant award in the amount
of$35.000 to continue the program.
B. Formal acceptance of the grant is required to obtain the funding to continue the
program.
III. ISSUES
A. Program Need
B. Funding
IV. ALTERNATIVES
A. City Council authorize the Acting City Manal!er or his designee to acceot the
grant award in the amount of$35.000 from the Department of Criminal Justice
Services and sign the appropriate documents.
1. Need exists to provide Family Counseling activities and consultant to
provide analysis of youth programs.
2. Funding for prOl!ram implementation is available from the Department of
Criminal Justice Services.
B. City Council not authorize the acceotance of the lrrant award in the amount of
$35.000 from the Department of Criminal Justice Services.
1. Program needs will not be met.
2. Funding will not be an issue.
V. RECOMMENDATIONS
A. City Council concur with Alternative A and accept the grant award in the amount
of$35.000 from the Department of Criminal Justice Services.
I. Authorize the City Manager or his designee to sign and execute the grant
agreement to obtain the funds from the Department of Criminal Justice
Services.
B. Appropriate $35.000 in state grant funds as outlined in Attachment A and
establish a corresponding revenue estimate into a grant fund account to be
established by the Director of Finance.
~:~~
~~s D. Ritchie
Actmg City Manager
MVH:bbw
Attachment
cc: William Hackworth, City Attorney
James D. Grisso, Director of Finance
Glenn D. Radcliffe, Director of Human Development
Marion Vaughn-Howard, Youth Coordinator
2010
2046
2030
Fees for Professional Services
Training and Mileage
Administrative Supplies
TOTAL
Attachment A
$31,000
2,800
2.200
$35,000
~,
,
CITY OF ROANOKE
Office of the City Clerk
Mal~j' F. Parker, CMC/AAE
City Clerk
Sandra H. Eakin
Deputy City Clerk
September 14, 1999
File #335
James D. Ritchie, Sr.
Acting City Manager
Roanoke, Virginia
Dear Mr. Ritchie:
I am attaching copy of Resolution No. 34473-090799 approving and authorizing execution of the
Blue Ridge Community Services FY 2000 Performance Contract. The abovereferenced measure was
adopted by the Council ofthe City of Roanoke at a regular meeting which was held on Tuesday,
September 7, 1999.
Sincerely, ()
~ ~ J. t' a..J4.-
Mary F. Parker, CMC/AAE
City Clerk
MFP:js
Attachment
pc: Fred P. Roessel, Jr., Executive Director, Blue Ridge Community Services, 301 Elm Avenue,
S. W., Roanoke, Virginia 24016
Rodney P. Furr, Chairman, Board of Directors, Blue Ridge Community Services, 301 Elm
Avenue, S. W., Roanoke, Virginia 24016
Diane Kelly, Executive Director, Mental Health Association of Roanoke Valley, 411
Jefferson Street, S. W., Roanoke, Virginia 24011
James D. Grisso, Director of Finance
Glenn D. Radcliffe, Director, Human Development
Sherman M. Stovall, Acting Budget Administrator, Office of Management and Budget
C:lMyFileslsept7.wpd
p~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 7th day of September, ~999.
No. 34473-090799.
A RESOLUTION approving and authorizing the execution of the Blue Ridge
Community Services FY 2000 Performance Contract, upon certain terms and conditions.
WHEREAS, ~37.1-194 of the Code of Virginia, 1950, as amended, requires every
locality to establish a community service board to oversee the delivery of mental health,
mental retardation and substance abuse services, and it is further required that the local
governing body of a locality approve the Performance Contract; and
WHEREAS, the City of Roanoke has already established Blue Ridge Community
Services pursuant to this statutory. provision.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The 1999/00 Performance Contract proposed to be entered into with Blue
Ridge Community Services Board and attached to the City Manager's report dated
September 7, 1999 is hereby APPROVED.
2. The City Manager is hereby authorized to execute any and all requisite
documents to enter into the Performance Contract with the Blue Ridge Community Services
Board.
ATTEST:
City Clerk.
H:\RESIR.OLC.BLUERIDGE.csBRD-99
.-\.
RECEIVE.D
CITY CLERKS OFFICE
19 SEP -1 P5:13
September 7, 1999
Report # 99-719
The Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor and Members of Council:
Subject:
Blue Ridge Community Services FY 2000 Performance Contract
I. BACKGROUND
A. The 1998 General Assemblv passed HB428 which amended and reenacted
sections of the Code of Virginia relating to local roles and responsibilities for
mental health, mental retardation, and substance abuse services.
B. Section 37.1-194 of the Code of Virginia. 1950 as amended. requires every
locality to establish a community services board (CSB). The boards oversee the
delivery of mental health, mental retardation and substance abuse services. Blue
Ridge Community Services (BRCS) provides mental health, mental retardation,
and substance abuse services to the Cities of Roanoke and Salem and the Counties
of Craig, Botetourt, and Roanoke, Funding is shared by the Commonwealth and
the individual localities. The City of Roanoke appropriated $378357 as local
match for Blue Ridge Community Services in the 1999/2000 fiscal year budget.
II. CURRENT SITUATION
A. Blue Ridge Community Services has submitted the Fiscal Year 2000 Community
Services Performance Contract.
B. This contract is submitted in accordance with the Code of Virginia Title 37.1 to
ensure the delivery of publicly funded services and supports to citizens of the
Commonwealth with mental illness, mental retardation, or substance abuse.
Services are to be directly or by contract through the operating board of the
Community Services Board.
C. A state workgroup comprised of executive directors for Community Service
Boards. local government attornevs and representatives of local governments has
been meeting with the Commissioner ofthe Department of Mental Health, Mental
Retardation, and Substance Abuse Services to discuss and negotiate amendments
to sections ofthe contract that would shift more responsibility to localities from
.,
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the state to fund services. This work group will continue to meet to finalize the
2001 performance contract which will initiate a process for penalties and
sanctions for the non-compliance with the terms of the contract for service
delivery. The fiscal year 2000 performance contract carries no penalties or
sanctions.
III. ISSUES
A. Compliance with State Law
B. Service Delivery
IV. ALTERNATIVES
A. City Council accepts and approves Performance Contract.
1. Section 37.1-198 B. Code of Virginia requires all governing bodies for the
localities served by the Community Services Board to approve the
performance contract.
2. Delivery of service to a variety oftargeted populations in the city of
Roanoke will not be interrupted.
B. City Council does not accept and approve Performance Contract.
1. Roanoke City would not be in compliance with state law.
2. Delivery of services to a variety of targeted populations in the city of
Roanoke would be delayed or eliminated.
V. RECOMMENDATIONS
A. City Council adopt the attached resolution approving the 1999/00 performance
contract and authorize the Acting City Manager to execute anv required
documents to enter into the Performance Contract with the Community Services
Board.
Respectfully Submitted,
~
es D. Ritchie
ng City Manager
\
GDR:gr
cc: Glenn D. Radcliffe, Director of Human Development
Sherman Stovall, Acting Budget Administrator
James Grisso, Director of Finance
William Hackworth, City Attorney
Rod Furr, Chairman, BRCS Board of Directors
Fred Roessel, Executive Director, BRCS
Diane Kelly, Executive Director, Mental Health Association
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SFY 2000 Community Services Performance Contract
Attachment 6.5.10:
Local Government Acceptance of Funds and Approval
of Community Services Performance Contract
1. Name of Board: Blue Ridqe Community Services
2. City or County designated as ..
as Board's Fiscal Agent: Ci tv of Salem
3. Name of the Fiscal Agent's City Manager or COiltlty Administrator or Executive:
Name: Randolph M. Smith
Title: City Manager
4. Name of the Fiscal Agent's County/City Treasurer or Director of Finance:
Name: Frank P. Turk
Title: Director of Finance
5. Name of the Fiscal Agent official to whom checks should be electronically transmitted:
I
Name: Frank P. Turk
Title: Director of Finance
Address: P. O. Box 869
Salem, VA 24153
6. The Board's board of directors certifies that, to the best of its knowledge and belief, the
data and information in this perfonnance contract are true and correct and that its entry
into this contract has been duly authorized by a formal vote of the board of directors in
an open, public meeting of the board. This signature affirms the board's approval of this
performance contract.
Signature of Board Chairman Date
7. This signature indicates receipt of a board-approved copy of this perfonnance contract
and an agreement by the Board's Fiscal Agent to accept state and federal funds from the
Dep t that included in this contact.
If)~ A5' /97/
;'
Date
A.
Signature of Fiscal Agent's Administrator or Manager
Q-l.
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SFY 2000 Community Services Performance Contract
1.0 INTRODUCTION
WHEREAS, Title 37.1 of the Code o/Virginia establishes the Virginia Department of Mental
Health, Mental Retardation and Substance Abuse Services, hereinafter referred to as the
Department, to ensure the delivery ~f publicly-funded services and supports to citizens of
the Commonwealth with mental illnesses, mental retardation, or substance abuse or
dependence and authorizes the Department to fund community mental health, mental
retardation, and substance abuse services; and
WHEREAS, ~~ 37.1-194 through 202.1 of the Code o/Virginia require cities and counties to
establish, singly or in combination. with other jurisdictions, community services boards for
the purpose of providing, directly or contractually, publicly-funded local mental health,
mental retardation, and substance abuse services; and
WHEREAS, ~ 37.1-194.1 of the Code o/Virginia defines three types of community services
boards: operating community services boards, administrative policy community services
boards, and policy-advisory community services boards w~th local government departments;
and
WHEREAS, ~~ 37.1-242 through 253 of the Code o/Virginia authorize certain cities or
counties to establish a behavioral health authority that plans and provides, directly or
contractually, publicly-funded local mental health, mental retardation, and substance abuse
services; and
WHEREAS, throughout this contract the operating community services board, administrative
policy community services board, local government department with a policy-advisory
community services board, or behavioral health authority named below will be referred to as
the Board; and
WHEREAS, ~ 37.1-197.1 of the Code of Virginia requires the Board to function as the single
point of entry into the publicly funded mental health, mental retardation, and substance
abuse services system; and
WHEREAS, the Department desires to purchase services that:
I. address the specific ne~ of individual consumers,
2. support consumer and family participation in planning services and choice among
providers,
3. achieve enhanced accountability for consumer and provider outcomes, and
4. encourage private sector provision of services to the extent possible; and
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SFY 2000 Community Services Penormance Contract
WHEREAS, ~~ 37.1-198 and 248.1 of the Code of Virginia establish this performance
contract as the primary accountability and funding mechanism between the Department and
the Board; and
WHEREAS, the
. ,
hereinafter referred to as the Board, which, unless it is otherwise clear from the context or is
so stated, shall be construed to include the agency as well as its board of directors, is
applying for the assistance provided under Chapter 10 or IS of Title 37.1 of the Code of
Virginia by submitting this performance contract to the Department in accordance with
~ 37.1-198 or 248.1 of the Code of Virginia;
Now. THEREFORE, the Department enters into this performance contract with the Board for
the purpose of purchasing services from the Board in a manner that ensures accountability to
the Department and quality of care for consumers and, in consideration of the mutual
covenants and stipulations set out herein, the Department and the Board agree as follows.
2.0 TERM: This contract shall be in effect for a term o~ one year, commencing on July 1,
1999/and ending on June 30, 2000.
3.0 DEFINITIONS: As used herein, the following tenns have the following meaning.
I. Access means the availability of appropriate services to people who need them in
a manner that facilitates their use.
2. Behavioral Health Authority (BHA) is the local agency, established by a city or
county under ~ 37.1-242 et seq. of the Code of Virginia, that plans, provides
(directly or through contracts), and evaluates mental health, mental retardation,
and substance abuse services in the locality it serves.
3. Community Services Board (CSB) is the local agency, established by a city or
county or combination of counties or cities or cities and counties under ~ 37.1-
194 et seq. of the Code o/Virginia, that plans, provides (directly or through
contracts), and evaluates mental health, mental retardation, and substance abuse
services in the jurisdiction{s) it serves. There are three types of community
services boards.
.
Operating CSB: The CSB employs its own staff and provides services directly
or through contracts with other providers. It is not a city or county government
department. Powers and duties are enumerated in ~ 37.1-197.A of the Code of
Virginia.
2.
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Administrative Policy CSB: The CSB does not employ its own staff. The
CSB's executive director is hired by local government with the board's
participation. Services are provided by city or county employees or through
contracts with other providers. Powers and duties are enumerated in ~ 37.1-
197.B of the Code 0/ Virginia.
Policy-Advisory CSB: The CSB has no operational powers or duties; it is an
advisory board to a local government department that provides services directly
or through contracts with other providers. .Duties of the policy-advisory CSB are
enumerated in ~ 37.1-197.C of the Code o/Virginia. Powers and duties of the
local department are enumerated in ~ 37.1-197.A of the Code o/Virginia.
4. Consumer, for the purposes of this contract, means a current or fomler direct
recipient of publicly funded community or state facility mental health, mental
retardation, or substance abuse treatment or habilitation services.
5. Culturally-competent Services are those delivered within a system that is
sensitive to the cultural needs and differences of the populations being served.
6. DMAS means the Department of Medical Assistance Services, which administers
the Virginia Medical Assistance Program (Medicaid).
7. Individualized Services Plan or ISP, also referred to as a plan of care, means a
written plan, developed with the participation of the consumer, that identifies the
needs and desires of and for the consumer and the strategies and treatment
interventions to be used to meet those needs and desires.
8. Interagency A.greement is a legally binding agreement between two or more state
or local agencies or state and local agencies covering policy and administrative
coordination and cooperation, the purchase of services, or the transfer of funds.
9. Letter 0/ Notification is the formal notice sent by the Department to each Board
that lists the Board's allocations of state controlled funds for the contract period.
Revised letters may be issued by the Department during the term of the contract
to adjust (increase or decrease) those allocations.
.
10. Mental Retardation, as defined by the American Association on Mental
Retardation (AAMR), refers to substantial limitations in present functioning. It is
characterized by significantly subaverage intellectual functioning (an IQ standard
score of approximately 70 to 75 or below), existing concurrently with related
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SFY 2000 Community Services Performance Contract
limitations (the limitations in adaptive skills are more closely related to the
intellectual limitation than to some other circumstances such as cultural or
lin~is1ic divers~ty or ~ensory limitation) .in ~o ~ore of the following
apphcable adapttve skills areas: commumcatton, self-care, home living, social
skills, community use, se.lf-direction, health and safety, functional academics,
leisure, and work. The existence of limitations in adaptive skills occurs within
the context of community environments typical of the individual's age peers .and
is indexed to the person's individualized needs for supports. Mental retardation
manifests before age 18. .
A diagnosis of mental retardation is made independent of related mental
disorders (e.g., autistic . disorder and learning disorders) and general medical
conditions (e.g., epilepsy and cerebral palsy).
11. Outcomes are the results of specific services. Usually, these are focused on the
effects of services on consumers.
12. Outcome Measures are indicators used to gauge the effectiveness of services for a
specific condition.
13. Program A.rea means the general classification of service activity for a defined
population. There are three program areas in the publicly-funded services
system: mental health, mental retardation, and substance abuse.
14. Quality Improvement means continuously improving services based on effective
planning, monitoring, and reviewing of perfonnance measures and on modifying,
as necessary, service delivery or administration to improve performance.
15. Serious Emotional Disturbance, as defined in State Board Policy 1029, includes
two populations.
. CbDdreD ad adoleseeDts, birth throulh ale 17, who have a defined mental
health problem that is diagnosable under DSM IV (Diagnostic and Statistical
Manual of Mental Disorders, Fourth Edition) and/or all of the following:
1. problems in personality development and social functioning which have
been exhibiteQ over at least one year's time; and
2. problems which are significantly disabling based upon the social
functioning of most youngsters their age; and
3. problems that have become more disabling over time; and
4. service needs that require significant intervention by more than one agency;
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SFY 2000 Community Services Performance Contract
Young children, birth through age 7, who are at risk of developing serious
emotional disturbance fit within the following parameters:
1. young children who exhibit behavior or maturity that is significantly
different from most children their age, and which is not the result of
developmental disabilities or mental retardation; or
2. young children whose parents, or persons responsible for care, have
predisposing factors that could result in their children developing serious
emotional or behavior problems; or
3. young children who have experienced physical or psychological stressors
which put them at risk for serious emotional or behavior problems.
16. Serious Mental Illness is a severe and/or persistent mental or emotional disorder
that seriously impairs an adult's (18 years of age or older) functioning relative to
such primary aspects of daily living as personal relations, living arrangements or
employment. Serious mental illness is defined along three dimensions: diagnosis
in DSM IV (Diagnostic and Statistical Manual of Mental Disorders, Fourth
Edition), level of disability (functional impairment), and duration of the illness.
1. Diagnosis: There is a major mental disorder diagnosable under DSM-IV ,
that is a schizophrenic, major affective, paranoid, organic, or other
psychotic disorder, personality disorder, or other disorder that may lead to a
chronic disability.
2. Severe, Recurrent Disability Resulting from Mental Illness: The
disability results in functional limitations in major life activities.
Individuals typically meet at least two of the following criteria, on a
continuing or intermittent basis.
· Is unemployed, is employed in a sheltered setting or supportive work
situation, has markedly limited or reduced employment skills or has a
poor employment history.
· Requires public financial assistance for out-of-hospital maintenance
and may be unable to procure such assistance without help.
· Has difficulty in establishing or maintaining a personal social support
system.
· Requires help in basic living skills such as hygiene, food preparation
or money management.
· Exhibits inappropriate behavior that results in intervention by the
mental health and/or judicial system.
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SFY 2000 Community Services Performance Contract
3. Duration: Individuals are expected to require services of an extended
duration or the treatment history meets at least one of the following criteria.
· Has undergone psychiatric treatment more intensive than outpatient
care more than once in a lifetime (e.g., crisis response services,
alternative home care, partial or inpatient hospitalization).
· Has experienced an episode of continuous, supportive residential care,
other than hospitalization, for a period long enough to have
significantly disrupted the no~alliving situation.
17. Service Area means the geographic area (city and county names) a Board serves.
18. Service Capacity measures the ability of a Board to offer a particular service.
There are three types of service capacity.
Number of Beds is the total number of beds for which the Board is licensed and
staffed or the number of beds contracted for during the contract period.
Number of Slots is the maximum number of inaividual consumers who could be
served during a day or a half-day session in day support programs and for which
the program or service is staffed.
Number ofeonsumer Service Fun Time Equivalents (FTEs) is the number of
staff providing services to consumers converted to a standardized number of
FTEs by dividing total number of hours available from full and part time direct
care staffby the number of hours in the organization's standard work week.
19. Service Units measure the volume of services provided. There are four types.
Provider Service Hour is a continuous period measured in fractions or multiples
of an hour that identifies the amount of staff effort (hours) related to provision of
direct and consumer-related services to consumers.
Bed Day involves an overnight stay by a consumer in a residential or inpatient
program, facility, or service.
Day Support Bout is one hour of service received in a day support service.
~
!
J
Day of Service is five or more hours of service received by a consumer in a day
support service. If a session lasts three or more but less than five hours, it should
be counted as a half day.
6.
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SFY 2000 Community Services Performance Contract
20. State Board means the State Mental Health, Mental Retardation and Substance
Abuse Services Board.
21. State-controlledfunds are state general funds and federal funds (including federal
block grants) appropriated by the General Assembly, Medicaid State Plan Option
(SPO) and Mental Retardation Home and Community-Based Waiver (MR
Waiver) fees, and the minimum 10 percent local government matching funds.that
are required by ~ 37.1-199 of the Code o/Virginia and State Board Policy 4010
to receive the allocations of state general funds.
22. Subcontract is a written agreement between the Board and a third party, under
which the third party performs any of the Board's obligations under this contract.
Subcontracts, unless the context or situation supports a different interpretation or
meaning, also may include agreements, memoranda of understanding, purchase
orders, contracts, or other similar documents for the purchase by the Board of
services or goods from another organization or agency or a person on behalf of an
individual consumer.
23. Subcontractor is any entity that agrees to furnish services to consumers or to
perform any administrative function or service for the Board specifically related
to fulfilling the Board's obligations to the Department.
24. Substance Abuse, as defined by DSM IV, means a maladaptive pattern of
substance use manifested by recurrent and significant adverse consequences
related to the repeated use of substances. It leads to clinically significant impair-
ment or distress, as manifested by one (or more) of the following occurring
within a 12-month period:
a. recurrent substance use resulting in a failure to fulfill major role obligations
at work, school, or home (e.g., repeated absences or poor work performance
related to substance use; substance-related absences, suspensions, or
expulsions from school; neglect of children or household);
b. recurrent substance use in situations in which it is physically hazardous
(e.g., driving an automobile or operating a machine when impaired by
substance use);
c. recurrent substance-related legal problems (e.g., arrests for substance-
related disorderly conduct);
.
d. continued substance use despite having persistent or recurrent social or
interpersonal problems caused or exacerbated by the effects of the
substance (e.g., arguments with spouse about consequences of
intoxification, physical fights).
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SFY 2000 Community Services Performance Contract
....
~
The symptoms have never met the criteria for substance addiction (dependence).
25. Substance Addiction (Dependence) means uncontrollable substance-seeking
behavior involving compulsive use of high doses of one or more substances
resulting in substantial impairment of functioning and health. Tolerance and
withdrawal are characterlstics associated with dependence; . DSM IV defines
substance dependence as a maladaptive pattern of substance use, leading to
clinically significant impairment or distress, as manifested by three (or more) of
the following, occurring at any time in the .same 12-month period:
a. tolerance, as defined by a need for markedly increased amounts of the
substance to achieve intoxification or desired effect or markedly diminished
effect with continued use of the same amount of the substance;
b. withdrawal, as manifested by the characteristic withdrawal syndrome for
the substance or the same (or a closely related) substance is taken to relieve
or avoid withdrawal symptoms;
c. the substance is often taken in larger amounts or over a longer period than
was intended; .
d. there is a persistent desire or unsuccessful efforts to cut down or control
substance use;
e. a great deal of time is spent on activities necessary to obtain the substance,
use the substance, or recover from its effects;
f. important social, occupational, or ~tional activities are given up or
reduced because of substance use;
g. the substance use is continued despite knowledge of having a persistent or
recurrent physical or psychological problem that is likely to have been
caused or exacerbated by the substance.
4.0 PAYMENT FOR SERVICES
4.1 AIIocatlonl 01 State-ControUed Fundi: The Department may allocate state-
controlled funds to the Board in three categories.
1. OnlOml state-eontroUed lundl are those state general and federal funds
allocated the previous fiscal year, adjusted for Medicaid match and salary
adjustments appropriated by the General Assembly, related minimum local
matching funds if applicable, and Medicaid State Plan Option (SPO) fees
that support the continued provision of existing levels of core services by
the Board, directly or through contracts.
8.
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SFY 2000 Community Services Performance Contract
2. Purchase of service state-controlled funds are those existing and new
state general and federal funds, related minimum local matching funds if
applicable, Medicaid SPO fees, and all current and new Medicaid MR
Waiver fees that are designated to purchase individualized services for
consumers who are:
a. ready for discharge from state facilities,
b. at risk of admission to state facilities,
c. meet the level of care parameters for state facility admission, or
d. in another identified population group.
Purchased services shall be based on individualized services plans
developed by the Board and reviewed and approved by the Department.
3. Special project state-controlled funds are those state general and federal
funds, related minimum local matching funds if applicable, and Medicaid
SPO fees that are designated to fund or are associated with special projects
or specific initiatives, such as programs o~ assertive community treatment
(PACT) teams, ACR pilots, and regional facility diversion initiatives.
The Department shall inform the Board of its allocations in a letter of notifica-
tion. Allocation amounts may be adjusted during the tenD of this contract by the
Department. All adjustments shall be communicated to the Board in writing by
the Commissioner or his designee.
4.2 Payment Method: The Department shall disburse payments of state general
and federal funds for the three categories of allocations in the following manner.
Payment will be made in accordance with the provisions of Attachment 6.2.3 of
this contract. The Department may withhold payment if the required reports have
not been received or the conditions of this contract have not been met.
1. Payments of ongoing state general and federal funds shall be disbursed
prospectively on a semi-monthly basis to the Board. Payments may be
revised to reflect additional Medicaid match requirements or other funding
adjustments.
2. Payments of.te general and federal funds to purchase individualized
services shall be disbursed prospectively on a semi-monthly or monthly
basis, depending on how the initiative is structured, to the Board after plans
of care or individualized services plans (ISPs) have been reviewed and
approved by the Department. Unexpended state or federal funds in this
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SFY 2000 Community Services Performance Contract
category may be returned to or retained by the Department through
adjustments to these allocations during the contract period or payments to
the Department or adjustments to future funding allocations after the end of
this contract, depending on specific provisions in the ISP. New state
general funds designated as MR Waiver match will be credited to the Board
by the Department and transferred to DMAS as needed to match the
Board's claims to DMAS.
3. Payments of state general and federai funds for special projects shall be
disbursed on a semi-monthly basis to the Board after the project is
approved. Depending on the design of the project:
a. funds may be disbursed prospectively or retrospectively;
b. unexpended state general or federal funds may be returned to or
retained by the Department or retained by the Board for reinvestment
into the project; and
c. financial incentives or disincentives may affect the amount of funds
paid to the Board.
4.3 Medicaid Fees: The Board shall bill DMAS in a timely fashion, at least
monthly and preferably weekly, to recover Medicaid fees for covered services.
The Board shall make all reasonable efforts to maximize collection of Medicaid
fees and to realize or exceed the Medicaid SPO and MR Waiver fees identified in
its allocations.
4.4 Federal Grants: The Department will establish, through this contract, a vendor
arrangement with the Board for the disbursement of federal funds. This
arrangement shall ensure that federal funds are disbursed to the Board only in
amounts that will be expended within one month of receipt from the Department.
5.0 SCOPE OF WORK
5.1 SERVICES: Exhibit A includes those mental health, mental retardation, and
substance abuse services provided or contracted by the Board that are funded
both by state-controlled funds and by local funds not required under state statute.
The Board is required under this contract to provide those services, identified in
Exhibit A, that are tunded by state-controlled funds, as defined in this contract.
Exhibit A is contained in Attachment 5.1 to this contract. Services are defined
and described in the Core Services Taxonomy 6, contained in Attachment 5.2 to
this contract, and in the Medicaid State Plan Option and Mental Retardation
Home and Community-Based Waiver regulations promulgated by the DMAS.
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SFY 2000 Community Services Performance Contract
5.2 Cost of Services: The Board shall provide those services that' are funded
through state-controlled funds within the revenues and costs set forth in Exhibit
A and documented in the Board's financial management system. The Exhibit A
for each program area shall display information about services in three
subsections:
1. ongoing services;
2. purchase of individualized services f~r individualized services plans or
plans of care, including all MR Waiver services; and
3. special projects, such as PACT teams and census diversion projects.
The Board agrees that, where applicable, the Department shall deduct state
general funds from the Board's allocations of state general funds that are
necessary to match the federal financial participation in reimbursements from
DMAS for Medicaid SPO and MR Waiver services.
5.3 Continuity of Care: Section 37.1-197.1 of the Code of Virginia requires the
Board to function as the single point of entry into the publicly-funded mental
health, mental retardation, and substance abuse services system.
5.3.1 Preadmission Screening: The Board shall provide prescreening services
pursuant to ~~ 37.1-65, -67.1, -67.3, and -197.1 of the Code of Virginia and
in accordance with the Continuity of Care Procedures in Attachment 5.3.1
to this contract for any person who resides in the Board's service area.
5.3.2 Access to State FaciUty Services: The Board shall follow the Continuity
of Care Procedures in Attachment 5.3.1 to this contract. The Board shall
comply with the Procedures for Continuity of Care Between Community
Services Boards and State Psychiatric Facilities (February 3, 1997), which
are incorporated by reference as part of this contract.
5.3.3 Predischarge Planning: The Board shall provide predischarge planning
pursuant to ~ 37.1-197.1 of the Code of Virginia and the Continuity of Care
Procedures in Attachment 5.3.1 to this contract. Section 37.1-197.1 of the
Code of Virginia contains the following requirements.
,
1. The Board shall provide predischarge planning for any person, who
prior to admission resided in the Board's service area or who chooses
to reside there after discharge, who is to be discharged from a state
facility pursuant to ~ 37.1-98 of the Code of Virginia.
11.
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SFY 2000 Community Services Performance Contract
2. The predischarge plan shall be completed prior to the person's
discharge.
3. The predischarge plan shall be prepared with the involvement and
participation of the consumer or his representative, and it must reflect
the consumer) preferences to the greatest extent possible. '
4. The predischarge plan shall include the mental health, mental
retardation, substance abuse, social, educational, medical,
employment, housing, legal, adyocacy, transportation, and other
services that the consumer will need upon discharge into the
community.
5. The predischarge plan shall identify the public or private agencies that
have agreed to provide these services.
5.3.4 Disagreements Regarding Readiness for Discharge From State
Facilities: The Board shall comply with the provisions of ~ 37.1-197.1 of
the Code of Virginia and the processes and procedures in the Review of
Disagreements Regarding Determinations. of Clinical Readiness for
Discharge From State Facilities in Attachment 5.3.4 to this contract.
5.3.5 Admission to Services: Once a person has been assessed and determined
to be in need of services that the Board provides, the Board shall admit the
person to service as an active consumer if sufficient service capacity is
available and develop an individualized services plan. The Department
shall develop, with input from the Board, a standardized definition of
admission by January 1, 2000.
5.3.6 Discharge from Services: Once a consumer has achieved the goals
identified in his individualized services plan for this episode of care, he
shall be discharged from active service. The Department shall develop,
with input from the Board, ~ standardized definition of discharge by
January 1, 2000.
5.3.7 Cue Reporting: The Board shall participate with the Department in
developing reliable, verifiable definitions by January 1, 2000 of active,
inactive, and closed cases.
.
5.3.8 Access to Community Services: Consumers receiving publicly funded
services under this contract shall have the same or better access to services
as individuals not receiving services under this contract from the Board.
Access is measured in terms of timeliness, scope, amount, duration, and
geographic accessibility (distance to services) of services.
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SFY 2000 Community Services Performance Contract
5.3.9 Interagency Relationships
1. Pursuant to the case management requirements of ~ 37.1-194 of the
Code of Virginia, the Board shall, to the extent practicable, develop
and maintain ~inkages with other community and state agencies and
facilities that are needed to assure that the consumer is able to access
the treatment, training, rehabilitative, and habilitative mental health,
mental retardation, and substan~e abuse services and supports
identified in his individualized services plan.
2. The Board shall develop and maintain joint written cooperative
agreements, as required by ~ 37.1-197 of the Code of Virginia, with
the following agencies and organizations that exist within the political
subdivisions served by the Board:
. local school divisions,
. health departments,
. sheriffs,
. local housing agencies,
· local boards of social services,
· area agencies on aging, and
· regional Department of
Rehabilitative Services offices.
3. The Board shall also develop and maintain, in conjunction with the
courts having jurisdiction in the political subdivisions served by the
Board, cooperative plans that describe how the provisions of S S 37.1-
67.01 through 67.6 and related sections of the Code of Virginia
pertaining to the involuntary admission process will be implemented.
Plans shall also specify the services to be provided to consumers and
must be reviewed annually by the courts and the Board.
4. The Board shall develop and maintain the necessary linkages,
protocols, and interagency agreements to effect the provisions of the
Comprehensive Services Act for At-Risk Youth and Families (SS 2.1-
746 through -759.1 of the Code of Virginia) and Part C of the
Individuals with Disabilities Education Act that relate to the services
covered by this contract. Nothing in this contract shall be construed
as requiring the Board to provide services related to these two acts in
the absepce of appropriate funding and interagency agreements.
5.3.10 Coordination of Mental Retardation Waiver Services: The Board
shall provide case management services to consumers who are receiving
services under the Medicaid MR Home and Community-Based Waiver. In
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this capacity the Board shall develop the individualized services plan (plan
of care) and submit it to the Department for approval. As part of its specific
MR Waiver case management responsibilities, the Board shall coordinate
and monitor the delivery of all Waiver services to its consumers, including
those services pro~ded by independent vendors who are reimbursed
directly by DMAS. The Board shall, to the extent practicable, develop a
contract or memorandum of agreement with each independent vendor to
enable the Board to have appropriate. access to vendor services and to fulfill
these responsibilities. This contract or memorandum of agreement shall
address at a minimum the Board's right to:
1 access conslimers, records, and service sites covered by this contract
or memorandum;
2. regularly monitor the provision of Waiver services covered by this
contract or memorandum; and
3. modify an approved plan of care in consultation with the consumer or
his family member, guardian, or oth~ legal representative.
5.3.11 Linkages with Primary Care: The Board shall develop and implement
procedures to assure coordination of mental health, mental retardation, and
substance abuse services with primary medical services provided to its
consumers. This shall include protocols, which satisfy the provisions of
section 5.3.13 of this contract, for reciprocal notification of the Board's case
managers and subcontractors and primary health care providers (e.g.,
HMOs, hospitals, PPOs) regarding medications prescribed; mental health,
mental retardation, and substance abuse services required; medical services
provided; and other issues that may require attention. The Board shall
circulate infonnation concerning the availability of its crisis intervention
services to all primary care physicians in the area it serves.
5.3.12 Access to Hoaslng: The Board shall develop and implement procedures
to ensure that, pursuant to f 37.1-197.1 of the Code a/Virginia and subject
to the provisions in section 8.1 of this contract, each consumer who is being
discharged from a state mental health or mental retardation facility has a
housing arrangement of the type identified in his predischarge plan in which
. to live that _ been confirmed prior to his discharge, pursuant to ~ 37.1-
197.1 of the Code a/Virginia. The Board shall, to the extent practicable,
develop and implement procedures to ensure that other consumers have
access to appropriate housing arrangements of types identified in their
individualized services plans. Housing provided by or through the Board
shall reflect the criteria in Attachment 5.3.12 to this contract.
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SFY 2000 Community Services Performance Contract
5.3.13 Sharing Consumer Information: All records in the possession of
the Board regarding medical, psychiatric, and other evaluations and
treatment of a consumer shall be transfened from one Board to another and
to any state facility. The Board shall comply with applicable statutory and
regulatory require~ents related to confidentiality and sharing of .
information about consumers.
5.3.14 Coordination witb Local Psycbla~ric Hospitals: The Board shall
establish procedures to coordinate a consumer's admission to and discharge
from local psychiatric units and hospitals to assure appropriate use of these
services in the least restrictive setting and to prevent inappropriate use of
those hospitals. These procedures are subject to review by the Department.
5.3.15 Forensic Services: The Board shall provide forensic services in
accordance with the provisions in Attachment 5.3.15 to this contract.
5.4 CONSUMER AND FAMILY MEMBER INvOLVEMENT AND PARTICIPATION
5.4.1 Roles of FamUy Memben and Significant Otben: The Board shall,
with the consumer's consent, actively involve family members, guardians,
and significant others in the care of the consumer.
5.4.2 Family Involvement wltb Adolescents: The Board shall, with the
adolescent consumer's consent, actively involve family members,
guardians, and significant others in his care, consistent with ~ 54.1-2969 of
the Code of Virginia and any other federal or state privacy protection,
confidentiality, or third party communication requirements.
5.4.3 Consumer Participation and Family Involvement in Treatment
Plaoml: The Board shall ensure the maximum feasible degree of
participation by the consumer and, with the consumer's consent, his family
member, guardian, other individual, or authorized representative in services
planning and treatment decisions and activities.
5.4.4 Language: The Board shall, to the extent practicable, ensure the delivery
of services in Ii manner that is comprehensible by its consumers. This
includes communicating orally and in writing in their primary languages,
including Braille and American Sign Language where necessary, and at
appropriate reading comprehension levels.
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SFY 2000 Community Services Performance Contract
5.4.5 Culturally Competent Services: The Board shall provide and contract for
services that address, to a reasonable extent, the cultural and linguistic
characteristics of the geographic area and populations that it serves.
Culturally competent services are defined in section 3.0 of this contract.
5.4.6 Services Monitoring: The Board shall, to the extent practicable, use
teams of consumers, family members, advocates, and other interested
individuals to monitor, evaluate, and provide feedback on the operations of
its direct and contracted services. Team members should be reimbursed,
upon their request, for their expenses incurred in discharging their services
monitoring responsibilities.
5.4.7 Formal Feedback Process: The Board shall, to the extent practicable,
provide and make their consumers and family members aware of a formal
process through which it receives feedback about services that are provided
directly or contracted and about the unmet service needs in the areas that it
serves.
5.5 QUALITY OF CARE
5.5.1 Individualized Services Plan (ISP)
5.5.1.1 Assessment: Each consumer shall receive a clinical assessment
consistent with licensing regulations issued by the Department that is
performed by an individual with appropriate clinical training. The
assessment and the development of the ISP shall be completed within
the time periods specified in the applicable Medicaid State Plan
Option and MR Waiver or Departmental licensure regulations. After
the initial assessment, the consumer shall be referred to a qualified
service provider for treatment appropriate to his condition or needs.
5.5.1.2 Service PlaDalag: The Board shall develop and implement a
written ISP for each consumer admitted to service that is appropriate
to the needs of the consumer and the scope of the services required.
This plan shall include an assessment of level of functioning,
treatmeqt goals, and all services and supports needed, whether
delivered by the Board, its subcontractors, or by other providers. For
individuals with mental retardation, the person-centered process
should be used to develop the ISP or plan of care. This process is
described in Attachment 5.5.1.2 to this contract.
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5.5.1.3 Consumer and Family Member Participation: The Board shall
ensure that each consumer and, with the consumer's consent, his
family member, guardian, other individual, or authorized representa-
tive are given the opportunity to participate to the maximum extent
possible in th~ development and modification of the consumer's ISP,
including the opportunity to attend service planning and treatment
team meetings. The Board shall develop the consumer's individualized
services plan with the full involvement and participation of the
consumer or that person's legal representative, signified by the
consumer's or representative's signature on the plan.
5.5.1.4 Plan Implementation: The implementation of the ISP shaIl be
documented and the ISP shaIl be reviewed at least every six months or
more often as indicated by the consumer's level of functioning.
Discharge planning and discharge from services shaIl be consistent
with the ISP or the program's criteria for discharge. The Board must
operate within accepted standards of practice for any given service
modality. .
5.5.2. Data Access: The Department reserves the right, pursuant to provisions
of ~ 37.1-197 of the Code of Virginia, of access to all data, coIlected or
maintained by the Board, about individual consumers who are served by the
Board with services purchased through this contract.
5.5.3 QuaUty Improvement: The Board shall, to the extent practicable, develop
and implement a quality improvement process that utilizes and is consistent
with the Performance and Outcomes Measurement System and other data
sources to improve services and enable the ongoing review of all major
areas of the Board's responsibilities under this contract.
5.5.3.1 QuaUty Improvement Plan: The Board shaIl, to the extent
practicable, develop a written quality improvement plan by March I,
2000 that is supervised by an appropriately qualified professional. At
a minimum, this plan includes the following components:
1. th~ scope of the quality improvement program;
2. the quality improvement program's goals and objectives;
3. staff responsibilities for various quality improvement activities,
such as implementation of performance and outcome measures;
4. the mechanisms used to collect and review data, to determine if
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"'
problems exists, and to ensure that problem areas are addressed
in a timely and efficient manner;
5. procedures and actions taken by the Board to insure that all
admissions to state mental health and mental retardation
facilities are clinically appropriate and comply with the
Continuity of Care Procedures in Attachment 5.3.1 to this
contract;
6. the mechanisms used to communicate results of quality
improvement activities; and
7. the process through which consumers and families will
participate in quality improvement activities.
The plan shall, to the extent practicable, include consumers receiving
long term services and supports in the review and analysis of
. quantitative and qualitative assessments of the Board's service
delivery activities. The plan shall require review, analysis, reporting,
and follow up of consumer deaths for all consumers who were
receiving services from the Board or its subcontractors.
5.5.3.3 Coordination of Efforts: The Board shall, to the extent
practicable, coordinate its quality improvement activities with those of
the Department. The Board shall participate in the implementation of
the Performance and OutcomeS-Measurement System. Specific tasks
and deliverables for mental health and substance abuse services are in
Attachment 5.5.3.4; mental retardation services are in Attachment
5.5.3.5; and prevention services are in Attachment 5.5.3.6.
5.5.4 State Facillty Bed Utilization Targets: The Board shall participate in the
Department's development of a state psychiatric bed allocation methodol-
ogy by January 1,2000. This methodology, which may include financial
incentives and disincentives, shall be used to establish individual Board
state facility bed utilization targets for adult acute, adult extended rehabil-
itation, and child and adolescent beds beginning on July 1, 2000, as
required by fi 37.1-198 of the Code a/Virginia. During this contract period,
the Department will track and monitor the Board's utilization of state
facility beds b)' type ofbed at each facility. Utilization will be measured by
bed daya received by consumers for whom the Board is the case manage-
ment board. The Department may display utilization statistics, grouped by
type of Board (e.g., kind ofCSB, urban/rural population, budget size), on its
Internet Web site.
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5.5.5 Board Performance Measures
5.5.5.1 Measures: The Board shall implement Board performance
measures, through the Performance and Outcome Measurement
System (POMS), in accordance with Attachments 5.5.3.4, 5.5.3.5, and
5.5.3.6 of this. contract to assess its performance:
5.5.5.2 Agency Survey: The Board shall, to the extent practicable,
conduct a survey for each progiam area, using the POMS Inter-system
Survey, of agencies that make referrals to the Board to assess the
satisfaction of those agencies with its services and to identify service
needs.
5.5.5.3 Individual Board Performance Measures: The Department may
negotiate specific, time-limited measures with the Board to address
identified performance concerns or issues. Such measures shall be
contained in Attachment 5.5.5.3 to this contract.
5.5.6 Consumer Outcome Measures: At the consumer level, outcome
measures describe what the individual is able to achieve, based on his goals
and abilities, with the help of the services received from the Board.
5.5.6.1 Implementation: The Board shall implement consumer outcome
measures, through the POMS, in accordance with Attachment 5.5.3.4
to this contract.
5.5.6.2 Consumer Satisfaction Survey: The Board shall participate in an
assessment of consumer satisfaction, using measures in the Perfor-
mance and Outcomes Measurement System, in accordance with
Attachment 5.5.3.5 of this contract.
5.5.6.3 Independent Survey: The Department may conduct or contract
for an independent assessment of consumer satisfaction with the
services of the Board, compare the results with those of other boards,
and disseminate this information.
.
5.5.7 Program and Service Reviews: The Department reserves the right to
conduct reviews of programs or services provided or contracted for by the
Board under this contract to examine their quality or performance at any
time in.response to concerns or issues that come to its attention.
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SFY 2000 Community Services Performance Contract
5.6 PROTECTION OF CONSUMERS
""
5.6.1 Human Rights
5.6.1.1 Assurance or CODSumen' Human Rights: The Board shall
implement a lOcal human rights plan that: (1) complies with the
Human Rights Regulations promulgated by the State Mental Health,
Mental Retardation and Substance Abuse Services Board, (2) has been
approved by the State Human Rights Committee, and (3) ensures the
timely and equitable resolution of allegations of human rights viola-
tions. The Board shall report allegations of abuse, neglect, or other
violations of a consumer's human rights by telephone or facsimile
machine within one business day after receiving the allegation to the
regional advocate who works with the Board. The Board shall report
the results of any investigations of allegations of abuse, neglect, or
other violations of consumer's human rights within 72 hours to the
regional advocate who works with the Board. However, if the 72 hour
period terminates on a Saturday, Suriday, or legal holiday, the Board
shall report the results by 5:00 p.m. of the next day that is not a
Saturday, Sunday, or legal holiday. A Saturday, Sunday, or legal
holiday shall be deemed to include the time period up to 8:00 a.m. of
the next day that is not a Saturday, Sunday, or legal holiday. The
Board shall comply with established procedures for reporting
allegations of neglect and abuse of children and adults to the
Department of Social Services, in accordance with applicable
statutory reporting requirements.
5.6.1.% Department Investigations: The Department will maintain
procedures to investigate allegations of human rights violations and
reports of critical incidents at the Board and its subcontractors,
consistent with its licensure and human rights regulations.
5.6.% Critical Incident Reportlal
5.6.%.1 Immediate Reportlnl: The Board must report the following
events to the appropriate local authorities, when applicable, within 15
minutes 'of becoming known and to the Department within three hours
of becoming known in the fonn and fonnat required:
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SFY 2000 Community Services Performance Contract
1. the death of a consumer, who is receiving serVices through the
Board, as a result of a confinned report of abuse, neglect, or
exploitation, and
2. the violent death or apparent suicide of a consumer who is
receiving services through the Board.
5.6.2.2 Reporting: The Board must report the following events to the
Department and appropriate lo~al authorities within 24 hours of
becoming known and in the fonn and fonnat required:
I. the death of a consumer as a result of suicide, confinned if
possible by the appropriate medical examiner's office;
2. the death of a consumer as a result of homicide, confinned if
possible by the appropriate medical examiner's office;
3. the death of a consumer from an unintentional overdose;
4. the death of a consumer from other causes (stating the cause);
5. consumer abuse, neglect, or exploitation, in accordance with the
regulations cited in section 5.6.1.1 of this contract;
6. consumer-to-consumer physical or sexual assault, where it is
detennined to be reportable by the Commonwealth's Attorney;
7. a suicide attempt that results in serious injury to the consumer;
8. physical assaults of staff by consumers, where it is detennined to
be a reportable event by the Commonwealth's Attorney;
9. serious injuries requiring medical attention to others caused by
consumers; and
10. serious injuries requiring medical attention to consumers.
However, if the 24 hour period tenninates on a Saturday, Sunday, or
legal holiday, the Board shall report the results by 5:00 p.m. of the
next day that is not a Saturday, Sunday, or legal holiday. A Saturday,
Sunday, or legal holiday shall be deemed to include the time period up
to 8:00 a.m. of the next day that is not a Saturday, Sunday, or legal
holiday.
5.6.3 Consumer Dispute Resolution Mechanism: The Board shall implement
a consumer di$pute resolution mechanism that satisfies the following
requirements.
5.6.3.1 Medicaid: Consumers who are potentially eligible or disenrolled
Medicaid recipients may appeal Medicaid eligibility and enrollment
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SFY 2000 CommuDity Services Performance Contract
decisions directly to DMAS. The Board shall make information
available to consumers on request and at any time any adverse action
is taken to reduce or tenninate Medicaid services or eligibility about
how to contact DMAS and access and use its appeal procedures.
5.6.3.2 Grievances: Consumers or their authorized representatives may
grieve any aspect of service delivery, including complaints regarding
the availability, accessibility, appropriateness, quality, or quantity of
care and treatment, that is delivered by or through the Board. Initially,
the consumer should attempt to resolve his concern or issue with the
his Board case manager.
5.6.3.3 Effect on Services: The filing of a complaint or grievance by a
consumer or his authorized representative shall not adversely affect
the quantity, quality, or timeliness of services provided to that
consumer.
5.6.3.4 Resolution Processes: The Board shall implement an informal
complaint resolution process and a formal grievance process that are
binding on it, pursuant to f 37.1-197 or -248 of the Code a/Virginia.
These processes shall be included as Attachment 5.6.3.4 to this
contract and are subject to Department approval. The Board shall:
1. have written policies and procedures that describe its complaint
resolution and grievance procedures, including filing
instructions, and explain how they operate;
2. communicate this information in languages used by consumers;
3. clearly specify procedural steps for complaint resolutions and
grievances, including the name, telephone number, and address
of the contact ~n;
4. identify a contact person to receive and be responsible for
processing complaints and grievances by consumers;
5. post the name, telephone number, and address of the contact
person at all service sites;
6. have sufficient support staff available to process complaints and
gri\,vances;
7. educate its staff about the importance of resolving complaints
and processing grievances and about the rights of consumers;
8. operate an informal complaint resolution process that consumers
can use to ask questions and resolve problems without resorting
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SFY :2000 Community Services Performance Contract
to formal, written processes - informal complaints are unwritten
and must be responded to within seven calendar days;
9. operate a formal grievance process that consumers can use to
appeal service delivery decisions in writing;
10. acknowledge receipt of a grievance in writing to the consumer
and indicate the expected time frame for processing it;
11. respond to written grievances in writing within 14 calendar days
of receipt, except in cases in which a delay could result in death
or serious injury to a consumer, in which case, a response must
be made immediately (i.e., within 24 hours);
12. have grievance forms available at each service site and provide
them to consumers upon request;
13. maintain a record keeping system for formal grievances that
includes a copy of the original grievance, the response, and the
resolution; and
14. provide a final written response to written grievances within 30
calendar days of receipt of the initial written grievance.
The Board's subcontractors should implement an informal complaint
resolution process and additionally shall participate in the Board's
formal grievance process, as appropriate.
5.6.3.5 Ombudsman'. Omce: The Board shall, to the extent practicable,
monitor the complaint resolution and grievance processing activities
of its own operations and its subcontractors. The Board shall, to the
extent practicable, be prepared to establish an ombudsman's office or a
similar function by March 1, 2000. This office or function would
assist consumers to resolve conflicts, settle complaints, and address
grievances not resolved at previous levels.
5.6.3.6 Department Approval: The Board's consumer complaint
resolution and grievance procedures shall satisfy the requirements in
section 5.6.3 of this contract. The Board shall submit them to the
Department by January 1, 2000, and they are subject to review and
approval by the Department. The Department will collaborate with
the Bom;d to develop this consumer dispute resolution mechanism.
5.6.3.7 Changes: The Board shall obtain written approval from the
Department before implementing changes in its complaint resolution
and grievance procedures.
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SFY 2000 Community Services Performance Contract
5.7 REpORTING REQUIREMENTS
5.7.1 Board Responsibilities: For purposes of reporting data and information
to the Department, the Board shall:
1. follow Core Services Taxonomy 6, Community Services Reporting
Requirements, Human Resource Data Set, and Individualized Client
Data Elements IV when respon~g to reporting requirements
established by the Department;
2. maintain accurate information on all of its consumers;
3. obtain and maintain automated management information systems,
within available resources, capable of processing and reporting
standardized consumer, service, encounter and outcome, financial, and
personnel information based on the documents listed in item 1 and the
requirements of CARS-ACCESS;
4. advise the Department of the development or acquisition of automated
information systems to assure their ~dequacy and compatibility with
Department requirements;
5. meet all reporting requirements in section 5.7.2 and all administrative
performance standards in Attachment 5.7.1 of this contract;
6. report minimum Treatment Episode Data Set (formerly SCADS)
information on individual consumers receiving substance abuse
services to the Department, as mandated by the federal Substance
Abuse and Mental Health Services Administration;
7. input information for the Uniform Facility Data Set;
8. report required demographic and service information in a standardized
format prescribed by the Department about consumers with mental
illnesses or mental retardation to the Department;
9. report required Inventory of Mental Health Organizations data in
accordance with federal requirements;
10. provide the consumer, service, cost, staff, and revenue information
required in quarterly and annual reports for this contract; and
11. provide separate reports on Mental Health and Substance Abuse
Federal Block grant RFP contracts, when applicable.
5.7.2 Routine RepqrtlDl Requirements: The Board shall account for all
costs accurately and submit reports to the Department using CARS-
ACCESS in a timely manner to document these costs. The Board shall
provide the following information and meet the following reporting
requirements to remain in compliance with the terms of this contract. All
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SFY 2000 Community Services Performance Contract
reports shall be provided in the fonn and fonnat prescribed by the
Department. Routine reporting requirements include:
1. types, amounts, and costs of services provided (quarterly),
2. aggregatetota.1 costs of services and supports that consumers received
in each identified population group (annually),
3. total number of individuals served in each identified population group
(annually), .
4. costs of regional initiatives (quarterly),
5. numbers of consumers served in each service (quarterly),
6. revenues received by source and amount (quarterly),
7. basic socioeconomic and clinical data about consumers (annually),
8. numbers of service complaints, grievances, and resolutions (quarterly),
9. critical incidents (within 3 to 24 hours as they occur),
10. Perfonnance and Outcomes Measurement System data in Attachments
3.5.3.4, 3.5.3.5, and 3.5.3.6 to this contract 1 (semi-annually),
11. static service capacities (quarterly), ~d
12. Federal Balance Report (October 30, 1999).
1 Due dates are specified in the Attachments.
Quarterly reports are due in the Department 45 days after the end of the
quarter, and annual reports are due in the Department 60 days after the end
of the state fiscal year, unless otherwiSe specified
s. 7.3 Participation in Department Information Systems: The Board shall, to
the extent practicable, supply infonnation to other applicable Department
infonnation systems as these systems become available. These systems
may include: the Forensics Infonnation Management System (FIMS), the
Human Rights Information System, and the Perfonnance and Outcomes
Measurement System (POMS).
6.0 BOARD REQUIREMENTS
6.1 Loeal Governance: The Board and its board of directors shall be constituted
legally, in accordance with ~~ 37.1-195 and -196 or -244 and -245 of the Code of
Virginia, and its operation shall be governed by a set of bylaws that is reviewed
and updated at least every four years by the board of directors. The Board shall
provide infonnation about the composition of its board of directors in Attachment
6.1 of this contract.
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6.2 Board Administrative Requirements
6.2.1 Board of Directon Administrative Requirements
-
1. The board of directors shall adopt and implement policies and
procedures for decision-making and program operations.
2. The board of directors shall monitor direct and contractual service and
program operations through regular service and financial reports, CPA
audits, and periodic evaluations.
3. The board of directors shall maintain a formal record of its deliber-
ations and actions, normally written minutes. Those minutes shall
reflect actions required by the Virginia Freedom of Information Act to
enter into and exit from executive sessions. The Board shall provide
copies of its meeting announcements and minutes, long range plans,
and annual reports to the Department as they are distributed publicly.
6.2.2 Board Document Submission Requirements: Along with the reporting
requirements in section 5.7, the Board shall meet the following document
submission requirements.
Board Requirement
1. Performance Contract
2. Audit Reports
3. Federal Block Grant I.V.
Drug Abuse Treatment
Utilization Reports
4. Amended Performance
Contracts
5. Federal Block Grant
Pregnant Women Capacity
Due Date
June 18
Specified in the Financial Management
Standards for Community Services
Manual
Whenever any I. V. drug abuse treatment
program receiving federal block grant
funds reaches or exceeds 90% of capacity
December 31 and May 26
Whenever the Board has insufficient
capacity to treat a pregnant woman
6.2.3 Performance Contract Process: The Board shall follow the procedures
and satisfy th~ requirements in the Performance Contract, contained in
Attachment 6.2.3 to this contract.
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SFY 2000 Community Services Performance Contract
6.2.4 Planning: The Board shall participate in collaborative local and
regional service and management infonnation systems planning with state
facilities, other Boards, other public and private human services agencies,
and the Department, as appropriate. In accordance with ~ 37.1-197 of the
Code of Virginia, ~e Board shall provide input into long-range planning
activities conducted by the Department, including the Comprehensive State
Plan Update for 2000-2006, required by ~ 37.1-48.1 of the Code of
Virginia. The Board shall implemen! and maintain unduplicated
community waiting lists, which meet Department criteria, for identified
populations, beginning on January 1,2000. The Board shall develop its
annual Comprehensive Community-Based Prevention Plan in accordance
with the guidance package issued by the Department and submit its plan to
the Department for review and approval.
6.3 CompUance with Federal and State Statutes, Regulations, and Requirements
6.3.1 General Compliance Requirements: 'J?te Board shall satisfy the
following general compliance requirements to receive funds from the
Department. The Board shall comply with applicable state and federal
statutes and regulations; State Mental Health, Mental Retardation and
Substance Abuse Services Board regulations and policies; and Department
procedures including:
1. Community Mental Health, Mental Retardation and Substance Abuse
Services, ~~ 37.1-194 through -202.1 of the Code of Virginia;
2. State and Local Government Conflict of Interests Act, ~~2.1- 639.1
through -639.24;
3. Virginia Freedom oflnfonnation Act, ~~ 2.1-340.1 through -346.1,
including its notice of meeting and pubic meeting provisions;
4. Privacy Protection Act, ~~ 2.1-377 through -386;
5. Virginia Public Procurement Act, ~~ 11-35 through -80;
6. Disclosure of Patient Infonnation to Third Party Payors by
Professionals, ~~ 37.1-225 through -233;
7. Substance Abuse Services, ~~ 37.1-203 through -223 of the Code;
8. Other applicable provisions of Title 37.1 of the Code of Virginia;
9. Confidet1tiality of Alcohol and Substance Abuse Records, 42 C.F.R.
Part 2;
10. Human Rights Regulations promulgated by the State Mental Health,
Mental Retardation and Substance Abuse Services Board;
11. Licensure Regulations promulgated by the State Mental Health,
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SFY 2000 Community Services Performance Contract
Mental Retardation and Substance Abuse Services Board;
12. Procedures for Continuity of Care Between Community Services
Boards and State Psychiatric Facilities;
13. Continuity of Care Procedures; and
14. Applicable pr?visions of the 1999 Appropriation Act.
6.3.2 Specific Federal and State Requirements: The Board certifies that it is
in full compliance with all applicable federal and state statutes, regulations,
policies, and other requirements, including those in Attachment 6.3.2 to this
contract.
6.4 Procurement Requirements, PoUcies, and Procedures
6.4.1 Virginia Public Procurement Act: The Board shall comply with the
proVisions of the Virginia Public Procurement Act and with requirements
established pursuant to it for procurement, property management, and risk
management, as set forth in the current Community Services Procurement
Manual issued by the Department. .
6.4.2 Procuremeat PoUcies and Procedures: Written procurement policies
and procedures shall be in effect that address internal procurement responsi-
bilities, small purchases and dollar thresholds, ethics, and disposal of
surplus property. Written procurement policies and procedures relating to
vendors shall be in effect that address how to sell to the Board, procure-
ment, default, and protests and appeals. AIl written policies and procedures
must conform to the Virginia Public Procurement Act, ~~ 11-35 through -80
of the Code of Virginia and the current Community Services Procurement
Manual issued by the Department.
6.4.3 Procuremeat Maaual: The Board shall be in material compliance
with the requirements contained in the current Community Services
Procurement Manual issued by the Department. The Department shall
revise and update this manual as needed and shall provide a copy to the
Board.
6.4.4 Penoaael: The Board shall, to the extent practicable, employ sufficient
staff with appropriate knowledges, skills, abilities, and experience to meet
the procurement-related requirements of this contract.
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6.4.5 Department Review: The Department may conduct a review of the
Board's procurement activities at any time during the term of this contract.
The review will include a sampling of Board subcontracts. The Board shall
submit a formal plan of correction to the Department within 30 days of
receipt of the official report ofa review. Minor compliance issues must be
corrected within 30.days of submitting the plan. Action to correct major
compliance issues must be initiated within 30 days and completed within
180 days of submitting the plan, unless the Department grants a written
waiver. Results of the review and the Board's progress in correcting any
deficiencies may be included in any information about boards that may be
issued by the Department.
6.5 Financial Management Requirements, Policies, and Procedures
6.5.1 Generally Accepted Accounting Principles: The financial management!
accounting system must operate and produce financial statements and
reports in accordance with Generally Accepted Accounting Principles
(GAAP). It must include necessary personnel and financial records and a
fixed assets system. It must provide for the practice of fund accounting and
adhere to cost accounting guidelines issued by the Department. The Board
must inform the Office of Financial Assistance and Review in the
Department of the acquisition of any automated financial management
information system to assure its adequacy and compatibility with
Department requirements.
6.5.2 Accounting: The Board shall account for all service and administrative
costs accurately and submit timely reports to the Department to document
these costs. The Board shall provide input as the Department identifies
standardized cost accounting and financial management requirements that
the Board must satisfy beginning on July 1, 2000, pursuant to ~ 37.1-198 of
the Code afVirginia. The Department will establish these requirements by
January 1,2000. The Board shall take all necessary actions to ensure that it
will meet these requirements by July 1,2000.
6.5.3 Annual Independent Audit: If it is an operating Board, an administrative
policy Board that is not included in a city or county government audit, or a
behavioral health authority, the Board shall obtain an annual audit
conducted by independent certified public accountants. Audited financial
statements shall be prepared in accordance with generally accepted
accounting principles (GAAP). The appropriate GAAP basis financial
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reporting model is the Health Care Organizations Guide produced by the
American Institute of Certified Public Accountants. Copies of the audit and
the accompanying management letter must be provided to the Department
and to each local government that established the Board. The Board shall,
to the extent practicable, obtain an unqualified audit opinion. Deficiencies
and exceptions noted in the audit or management letter must be resolved or
corrected within a reasonable period of time, mutually agreed upon by the
Board and the Department If the Board is not included in a city or county
government audit, it must publish a statement of financial condition in a
local newspaper, pursuant to ~ 2.1-164 of the Code of Virginia.
6.5.4 Performance Contract nata Audit: Pursuant to ~ 37.1-195 of the Code
of Virginia, the Board shall have the data that it submits through its contract
with the Department audited annually. At a minimum, the audit must
determine if the data reported was materially accurate. The data examined
in the audit may consist of a sample of the data submitted.
6.5.5 Federal Audit Requirements: When feaeral grants are sub granted to the
Board by the Department, ail audit requirements of the federal government
must be satisfied
6.5.6 Bonding: Employees with financial responsibilities shall be bonded in
accordance with local financial management policies.
6.5.7 Fiscal Policies and Procedures: Written fiscal policies and procedures
shall conform to applicable State Board policies and Departmental policies
and procedures, contained in the Financial Management Standards for
Community Services Manual issued by the Department.
6.5.8 Financial Management Manual: The Board shall be in material
compliance with the requirements in the current Financial Management
Standards for Community Services Manual issued by the Department. The
Department shall revise and update this manual as needed and shall provide
a copy to the Board.
6.5.9 Federal Block Grant Requirements: Federal Mental Health Services
.
and Substance Abuse Prevention and Treatment Block Grant funds shall not
be used for inpatient services or mental health residential services, cash
payments to consumers, land purchase, construction, permanent capital and
physical plant improvements (other than minor remodeling), satisfying
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requirements for expenditure of non-federal funds, or pro'viding financial
assistance to any entity other than a public or private non-profit entity.
6.5.10 Local Government Approval: The Board shall submit this contract to
the local government(s) in its service area for review and approval, pursuant
to ~ 37.1-198 of the Code of Virginia. The Board shall complete Attach-
ment 6.5.10 to document local government approval of this contract.
6.5.11 Personnel: The Board shall, to the 'extent practicable, employ sufficient
staff with appropriate knowledges, skills, abilities, and experience to meet
the financial management-related requirements of this contract.
6.5.12 Department Review: The Department may conduct a review of the
Board's financial management activities at any time during the tenn of this
contract. The Board shall submit a fonnal plan of correction to the
Department within 30 days of receipt of the official report of a review.
Minor compliance issues must be corrected within 30 days of submitting
the plan. Action to correct major compliance issues must be initiated within
30 days and completed within 180 days of submitting the plan, unless the
Department grants a written waiver. The results of the review and the
Board's progress in correcting any deficiencies may be included in any
infonnation about boards that may be issued by the Department.
6.6 Reimbursement Requirements, PoUcies, and Procedures
6.6.1 Denial of Services: Appropriate services may not be denied to
individuals solely because of their inability to pay for such services.
6.6.2 Reimbursement System: The Board's reimbursement system shall
comply with ~~ 37.1-197, 37.1-202.1, and 20-61 of the Code of Virginia.
Its operation must be described in organizational charts identifying all staff
members, flow charts, and specific job descriptions for all personnel
involved in the reimbursement system,
6.6.3 PoUeles and Procedures: Written fee collection policies and procedures
shall be adeqqate to maximize revenues from consumers and responsible
third party payors.
6.6.4 Schedule of Charges: A schedule of charges shall exist for all services,
be related reasonably to the cost of the services, and be applicable to all
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recipients of the services.
6.6.5 AbUlty to Pay: A method, approved by the Board's board of directors,
that complies with applicable state and federal regulations shall be used to
evaluate the ability ~f each consumer to pay fees for services received.
6.6.6 Reimbunement Manual: The Board shall be in material compliance with
the requirements in the current Community Services Reimbursement
Manual issued by the Department. the Department shall revise and update
this manual as needed and shall provide a copy to the Board.
6.6.7 Personnel: The Board shall, to the extent practicable, employ sufficient
staff with appropriate knowledges, skills, abilities, and experience to meet
the reimbursement-related requirements of this contract.
6.6.8 Department Review: The Department may conduct a review of the
Board's reimbursement activities at any time during the term of this
contract. The Board shall submit a forma! plan of correction to the
Department within 30 days of receipt of the official report of a review.
Minor compliance issues must be corrected within 30 days of submitting
the plan. Action to correct major compliance issues must be initiated within
30 days and completed within 180 days of submitting the plan, unless the
Department grants a written waiver. The results of the review and the
Board's progress in correcting any deficiencies may be included in any
information about boards that may be issued by the Department.
6.6.9 Medicaid and Medicare Regulations: The Board shall comply with all
applicable federal and state Medicaid and Medicare regulations, policies,
procedures, and provider agreements. Medicaid non-compliance issues
identified by Department ~will be formally communicated to DMAS.
6.7 Human Resource Management Requirements, PoUcles, and Procedures
6.7.1 Code Requirements: The Board shall operate or be part of a human
resource management program that complies with state and federal statutes,
regulations, 8.\ld policies.
1. If the Board is an operating community services board or behavioral
health authority, it shall:
a. provide a copy of the current position description, salary range
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and advertisement for the executive director's position, when it
becomes vacant, to the Department for its review, pursuant to
~ 37.1-197 of the Code o/Virginia,:
b. submit a copy of the annually renewable contract for its execu-
tive dire~tor with this performance contract for the Department
to ascertain compliance with ~ 37.1-197 of the Code o/Virginia;
c. provide a copy of the current position description or contract for
the executive director to ~e Department for its use in developing
the minimum qualifications required by ~ 37.1-197 of the Code
0/ Virginia; and
d. submit a copy of its employee grievance procedure to the
Department for its review to assure that the Board complies with
~ 15.2-1506 or -1507 and ~ 2.1-116.010 of the Code o/Virginia.
2. If the Board is an administrative policy board or local government
department, it shall provide:
a. the current position description when the executive director's
position becomes vacant to the. Department for its review to
detennine compliance with the minimum qualifications required
by ~ 37.1-197 of the Code 0/ Virginia; and
b. a copy of the current position description or contract to the
Department for its use in developing the minimum qualifications
required by ~ 37.1-197 of the Code o/Virginia.
6.7.2 PoUcles and Procedures: The Board's written human resource
management policies and procedures must include a classification plan and
a uniform employee pay plan and address: benefits, progressive discipline
(standards of conduct), professional conduct, employee ethics, conflicts of
interest, employee performance evaluation, equal employment opportunity,
employee grievances, hours of work, leave, outside employment, recruit-
ment and selection, transfer and promotion, tennination and layoff, travel,
initial employee orientation, examinations, employee-Board executive
director and board of directors contact protocol, and on-the-job expenses. If
the Board is an operating board or behavioral health authority, policies must
be reviewed and revised by its board of directors as necessary and at least
every four yqrs. If the Board is an administrative policy board or a policy-
advisory with a local government department, policies must be reviewed
and revised in accordance with local government requirements.
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6.7.3 Job Descriptions: The Board must have written, up-to-date job descrip-
tions for all positions that include identified essential functions, explicit
responsibilities, and qualification statements, expressed in terms of know 1-
edges, skills, and abilities as well as business necessity and bona fide
occupational quali~cations or requirements. If the Board is an operating
board or behavioral health authority, job descriptions- must be reviewed and
revised as necessary whenever the position becomes vacant, the classifica-
tion plan is revised, or at least every two years. If the Board is an adminis-
trative policy board or a policy-advisory board with a local government
department, job descriptions must be reviewed and revised in accordance
with local government requirements.
6.7.4 Grievance Procedure: If the Board is an operating community services
board or a behavioral health authority, its grievance procedure must satisfy
~ 15.2-1506 or -1507 of the Code of Virginia.
6.7.5 Uniform Pay Plan: The Board or the l~al government, if the Board is an
administrative policy community services board or a policy advisory
community services board with a local government department, has adopted
a uniform pay plan in accordance with ~ 15.2-1506 of the Code of Virginia
and the Equal Pay Act of 1963.
6.7.6 Penonnel: The Board shall, to the extent practicable, employ sufficient
staff with appropriate knowledges, skills, abilities, and experience to meet
the human resource management-related requirements of this contract.
6.7.7 Department Review: Employee complaints regarding the Board's human
resource management practices will be referred back to the Board for
appropriate local remedies. The Department may conduct a human resource
management review to ascertain the Board's compliance with contract
requirements and assurances, based on complaints or other information
received about the Board's human resource management. If a review is
done and deficiencies are identified, the Board shall submit a formal plan of
correction to the Department within 30 days of receipt of the official report
of a review. Minor compliance issues must be corrected within 30 days of
submitting th~ plan. Action to correct major compliance issues must be
initiated within 30 days and completed within 180 days of submitting the
plan, unless the Department grants a written waiver. The results of the
review and the Board's progress in correcting any deficiencies may be
included in any information about boards that may be issued by the
Department.
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6.7.8 Background Gbecks: The Board shall perform the criminal background
and child abuse and neglect registry checks required by and comply with
the other provisions of ~ 37.1-197.2 of the Code of Virginia.
6.8 Information Tecbnololf Capabilities and Requirements: The Board shall
meet the following requirements.
6.8.1 Hardware and Software Procurement: Any hardware and software
purchased by the Board shall be capable of addressing requirements
established by the Department, including communications, compatibility,
and network protocols and the reporting requirements in section 5.7 of this
contract. Such procurements may be subject to review and approval by the
Department.
6.8.2 Operating System: The Board shall use or have access to an operating
system that is compatible with or is able to communicate with the Depart-
ment's NT network. The Board's computer network or system must be
capable of supporting and nmning the DePartment's CARS-ACCESS
software.
6.8.3 Electronic Communication: The Board shall ensure that its information
systems communicate with those used or developed by the Department.
Such integration shall include, at a minimum, file exchanges and automated
routines for matching consumers in the data systems. TCPI IP is the
acceptable communication protocol for transmission of data to the
Department by the Board.
6.8.4 Penonnel: The Board shall, to the extent practicable, employ sufficient
staff with appropriate know ledges, skills, abilities, and experience to meet
the information technology-related requirements of this contract.
6.8.5 Data Access: The Board shall develop and implement automated systems
that allow for output of fiscal, service, and consumer data, taking into
consideration the need for appropriate security and confidentiality. Output
shall be in a fonnat prescribed by the Department. In addition to regular
reports, such ~ta may be used to prepare ad hoc reports on these consumers
and services and to update Department files using this information. The
Board shall ensure that its infonnation systems meet all applicable state and
federal confidentiality requirements, particularly concerning the distribution
of identifying information, diagnosis, service history, and service use.
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SFY 2000 Community Services Performance Contract
6.8.6 Y2K (Year 2000) CompUance: The Board shall implement its plan,
which was required by the FY 1999 Performance Contract, to ensure Y2K
compliance for its operations. Y2K compliance means an uninterrupted
ability to conduct normal business operations into the year 2000 and
beyond, in the follo~g five risk categories.
1. Information systems refers to the business software applications that
the Board has created or purc~ed from a vendor.
2. Facility and embedded chip refers to the equipment used to support
the Board's facilities (e.g., elevators, security systems, ventilation
systems) or to the Board's equipment that supports business
operations (e.g., PCS, fax machines, copiers, medical equipment).
3. Telecommunications refers to the network software or equipment used
by the Board to support its telecommunications environment.
Compliance shall be ensured up to ~e point of data transfer.
4. Supply chain refers to the vendors or suppliers upon whom the Board
relies for the receipt of goods and services (e.g., telephone service,
utilities, office supplies, medications, equipment). Compliance shall
be ensured up to the point of data transfer.
S. Data exchange refers to compatibility of exchanged file formats
between two separate organizations, such as the Board and the
Department.
Board performance is a function of all five risk categories. Failure in any
one could jeopardize its ability to provide quality services. In accordance
with provisions in the FY 1999 Performance Contract, the Board continues
to agree that year 2000 compliance problems will not be accepted by the
Department as reasons for approving delays in the submission of SFY 2000
fourth quarter reports.
6.9 Licensure Requirements: The Board shall satisfy the following licensure
requirements.
1. All programs or services subject to licensure shall have a current
appropriate license issued by the Department or other applicable
governmental entity.
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2. The Board shall establish a system to ensure ongoing compliance with
applicable licensure regulations.
3. Corrective action plans, complaint information, notification of conditions
that require a modi~cation of a license and application(s), as required, shall
be submitted to the Department in accordance with applicable licensure
regulations.
4. The Board shall comply with all other applicable federal, state, or local laws
and regulations.
s. The Board shall comply with all applicable human rights statutes and with
regulations promulgated by the State Mental Heal~ Mental Retardation
and Substance Abuse Services Board.
6. Results of licensure reviews, including unannounced visits, scheduled
reviews, and complaint investigations, shall be provided to all members of
the Board in a timely manner. .
7.0 SUBCONTRACTING
7.1 Subcontracting: Regardless of whether the Board directly fulfills the
requirements of this contract or does so through a subcontractor, agent, or
employee, the Board remains fully and solely responsible and accountable for
meeting all of its obligations and duties under this contract. All subcontracting
must comply with applicable state and federal statutes, regulations, and guide-
lines, including the Virginia Public Procurement Act (vpP A). All arrangements
for the provision of subcontracted activities shall be formalized in a written
contract between the Board and the subcontractor. Whenever solicitations are
made, the Board shall include businesses selected from a list made available by
the Department of Minority Business Enterprise. The Board agrees to provide
copies of such contracts or other documents to the Department upon request.
7.2 Subcontracts: The written contract must, as applicable and at a minimum, state
the activities to be performed, the time schedule and duration, the policies and
requirements that 8.fe applicable to the subcontractor, the maximum amount of
money for which the Board may become obligated, and the manner in which the
subcontractor will be compensated, including payment time frames. Subcon-
tracts shall not contain provisions that require a subcontractor to make payments
to the Board or that accept contributions to the Board from a subcontractor, either
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SFY 2000 Community Services Performance Contract
to supply the Board with matching funds for Medicaid or as a condition of doing
business with the Board. The Board shall not include, assess, or otherwise
allocate its own administrative costs in its contracts with subcontractors.
7.3 Payments to Subcontractors: The Board shall not reduce its payments to a
subcontractor in order to -recover funds used as Medicaid match, except when
services are converted to SPO or MR Waiver funding or when Medicaid
payments through the Board are disallowed by DMAS.
7.4 Subcontractor CompUance: The Board shall require that its subcontractors
comply with the requirements of all applicable federal and state statutes,
regulations, and policies that affect or are applicable to the services covered by
this contract. The Board shall require all subcontractors to maintain compliance
with the Human Rights Regulations promulgated by the State Mental Health,
Mental Retardation and Substance Abuse Services Board, or such other
regulations applicable to their services.
7.5 Subcontractor Dispute Resolution: The Board shall include contract dispute
resolution procedures in its contracts with subcontractors.
7.6 Human Rights Reporting: The Board shall require that its subcontractors
comply with established procedures for reporting allegations of abuse, neglect, or
other violations of a consumer's human rights by telephone or facsimile machine
within one business day after receiving the allegation to the Board and to the
regional advocate who works with the Board. The Board shall require that its
subcontractors comply with established procedures for reporting allegations of
neglect and abuse of children and adults to the Department of Social Services, in
compliance with applicable statutory reporting requirements.
7.7 Licensure: The Board shall require that any agency, organization, or individual
with which it intends to subcontract services that are purchased through this
contract is fully qualified and possesses and maintains current all necessary
licenses or certifications from the Department and other applicable regulatory
entities before it enters into the subcontract and before it places consumers in the
subcontracted service.
7.8 Quality Improveoient Activities: The Board shall, to the extent practicable,
incorporate specific language in its subcontracts regarding the quality
improvement activities of the Board. Each vendor that subcontracts with the
Board should have its own quality improvement system in place or should
participate in the Board's quality improvement program.
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SFY 2000 Community Services Performance Contract
8.0 SPECIAL TERMS AND CONDmONs
8.1 Availability of Funds: It is understood and agreed between the parties herein
that the Department and the Board shall be bound hereunder only to the extent of
the funds available or w~ch may hereafter become available for the purpose of
this contract. If the Board is a local government department with a policy-
advisory community services board or an administrative policy community
services board that is a city or county department, this section alsb applies to the
local government or governments that established the Board.
8.2 Adjustments of Allocations and Payments of State-ControIled Funds: The
Board agrees that the Department may adjust state-controlled funds during the
year to reflect types and amounts of services delivered. The Department may
reduce allocations or payments of state general and federal funds to the Board at
any time during the term of this contract to reflect the Board's failure to deliver
contracted levels of services being purchased through this contract.
8.3 ISubcontracted Responsibilities: The Board may subcontract or out-source any
or all of the requirements of this contract. However, the Board shall remain
responsible for all services, deliverables, terms, and conditions without regard to
its subcontracting or out-sourcing arrangements.
8.4 Prompt Payments to Subcoatracton: The Board shall comply with the
provisions of ~ 11-62.10 et seq. of the Code o/Virginia providing for the prompt
payment of bills by agents of local government.
8.5 Prevailing Laws: All services provided by Board pursuant to this contract shall
be performed to the satisfaction of the Department, and in accordance with all
applicable federal, state, and local laws, ordinances, roles, and regulations. The
Board shall not receive payment for services found by the Department to be
unsatisfactory or performed in violation of federal, state, or local law , ordinance,
rule, or regulation.
8.6 Authorities: Nothing in this contract shall be construed as authority for either
party to make commitments that will bind the other party beyond the Scope of
Work contained he{ein.
8.7 CompUance: The Department may utilize a variety of remedies, including but
not limited to requiring a corrective action plan, imposing financial penalties for
non-performance, withholding payment, and terminating the contract, to assure
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SFY 2000 Community Services Performance Contract
Board compliance with this contract. Specific remedies, described in Attachment
5.7.1 of this contract, shall be taken if the Board fails to satisfy the reporting
requirements in this contract. As authorized by ~ 37.1-199 of the Code of
Virginia, the Department may withdraw state general and federal funds from the
Board. A written notice ~cifying the cause of such action shall be delivered to
the Board t s chainnan and executive director at least 50 business days prior to the
date of actual withdrawal of funds, during which the Board may utilize the
dispute resolution process in section 8.12.
8.8 CompUaDce Review: The Department may conduct a compliance review of
provisions of this contract at any time.
8.9 Disputes: Resolution of disputes arising from Department contract compliance
review and perfonnance management efforts may be pursued through the dispute
resolution process. It may be used to appeal only the following conditions:
I. reduction or withdrawal of state general or federal funds (unless funds for
this activity are withdrawn by action of the General Assembly or federal
government) or adjustment of allocations or payments pursuant to sections
4.1 or 8.2. of this contract;
2. tennination or suspension of the perfonnance contract, unless funding is no
longer available;
3. refusal to negotiate or execute a contract modification;
4. disputes arising over interpretation or precedence of tenns, conditions, or
scope of the perfonnance contract;
5. detennination that an expenditure is not allowable under this contract; and
6. determination that the perfonnance contract is void.
8.10 TermlnadoD: This contract may be terminated in the following circumstances.
1. The Department may terminate this contract immediately, in whole or in
part, at any time during the contract period if funds for this activity are
withdrawn or not appropriated by the General Assembly or are not provided
by the federal government. In this situation, the obligations of the
Department and the Board under this contract shall cease immediately.
,
2. In accordance with ~ 37.1-198 of the Code of Virginia, the Department may
tenninate all or a portion of this contract, after unsuccessful use of the
remediation process described in section 8.11 and after affording the Board
an adequate opportunity to use the dispute resolution process described in
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SFY 2000 Community Services Performance Contract
section 8.12 of this contract. A written notice specifying the cause must be
delivered to the Board's board chainnan and executive director at least 50
business days prior to the date of actual tennination of the contract.
8.11 Remediation Process: !he remediation process referenced in ~ 37.1-198 of the
Code of Virginia is an infonnal procedure that will be used by the Department
and the Board to address a particular situation or condition identified by the
Department that may, if unresolved, result in termination of the ~ontract, in
accordance with the provisions of section 8.10 of this contract. When a situation
arises that indicates the need for a remediation process, the details of this process
shall be developed by the parties and included in Attachment 8.11 to this
contract. This attachment shall describe the situation or condition and include the
perfonnance measures that will document a satisfactory resolution of the
situation or condition.
8.12 Dispute Resolution Process: Disputes arising from any of the conditions in
section 8.9 shall be resolved using the following process.
1. Within 10 business days of receipt of a disputable action by the
Department, the Board shall submit a written notice to the Department's
Director of Community Contracting, stating its desire to use the dispute
resolution process. The written notice must describe the condition, nature,
and details of the dispute and the relief sought by the Board.
2. The Director of Community Contracting shall review the written notice and
determine if the dispute falls within the conditions listed in section 8.9. If it
does not, the Director of Community Contracting shall notify the Board
within five business days of receipt of the written notice from the Board
that the dispute is not subject to this dispute resolution process.
3. If the dispute falls within the conditions listed in section 8.9, the Director of
Community Contracting shall notify the Board within five business days of
receipt of the written notice from the Board that a panel will be appointed
within 10 business days to conduct an administrative hearing.
4. Within 10 b~iness days of notification to the Board, the Commissioner's
designee shall appoint a panel of no less than three and no more than five
disinterested individuals to hear the dispute. Each panel member will be
informed of the nature of the dispute and be required to sign a statement
indicating no knowledge of nor interest in the dispute. Any person with
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SFY 2000 Community Services Performance Contract
('.
I,
knowledge or interest shall be relieved of panel responsibilities and another
person shall be selected as a panel member.
5. The Director of Community Contracting will contact the Board by
telephone and ~ge for a panel hearing at a mutually convenient time,
date, and place. The hearing shall be scheduled not more than 10 business
days after the selection of the panel members. Confinnation of the time,
date, and place will be communicated to all parties at least five business
days in advance of the hearing. .
6. The panel members shall elect a chairman and the chainnan shall convene
the panel. The party requesting the panel hearing shall present evidence
first, followed by the presentation of the other party. The burden shall be
on the party requesting the panel hearing to establish that the disputed
decision was incorrect and to present the basis in law, regulation, or policy
for its assertion. The panel may hear rebuttal evidence after the initial
presentations by the Department and the Board. The panel may question
either party in order to obtain a clear understanding of the facts.
7. The panel shall convene in closed session at the end of the hearing, and it
shall issue written recommended findings of fact within five business days
of the hearing. The recommended findings of fact shall be submitted to the
Commissioner for a final decision.
8. The findings of fact shall be final and conclusive and shall not be set aside
by the Commissioner unless they are (1) fraudulent, arbitrary, or capricious;
(2) so grossly erroneous as to imply bad faith; or (3) in the case oftennina-
tion of the contract due to failure to perfonn, the criteria for perfonnance
measurement are found to be erroneous, arbitrary, or capricious.
9. The final decision shall be sent by certified mail to the Board no later than
40 business days after receipt of the written notice from the Board invoking
the dispute resolution process.
10. Multiple appeal notices shall be handled independently and sequentially so
that an initial flppeal will not be delayed by a second appeal.
11. The Board may seek judicial review of the final decision as provided in
~ 11-71 of the Code of Virginia in the Circuit Court for the City of
Richmond within 30 days of receipt of the final decision.
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In the event of contract tennination, only payment for allowable services
rendered by the Board shall be made by the Department.
8.13 Closeout
1. In the event that this contract is tenninated for any reason, the Board shall
cooperate with the Department to implement a transition plan for consumers
served under this contract. The Department shall have the sole authority for
approving the adequacy of the transition plan, including providing for the
financing of said plan, with the Board being responsible for supplying any
required local matching funds. The transition plan shall set forth the
process and time frames for the transition. This plan shall be in effect and
the Board's obligations under this contract shall not cease until successful
completion of the transition of all consumers to other Boards.
2. If this contract is tenninated or ends, the Board shall provide within 90 days
all financial, perfonnance, and other reports and infonnation to the
Department that are required as a condition of this contract. In the event of
tennination of this contract, payment for any and all valid claims by
subcontractors for services rendered to consumers prior to the effective
tennination date shall be the responsibility of the Board. Should additional
statistical or management infonnation be required by the Department when
this contract ends or is tenninated, the Department shall give at least 45
calendar days notice. Additionally, a preliminary written estimate of
anticipated accounts payable to the Department or accounts receivable from
the Department shall be submitted within 30 days following the completion
of the contract tennination transitional plan using Department and local
funds as provided in this contract.
8.14 Audit Records: The Board shall retain all books, records, and other documents
relative to this contract for five (5) years after final payment, or until audited by
the Commonwealth of Virginia, whichever is sooner. The Department, its
authorized agents, or State auditors shall have full access to and the right to
examine any of said materials during said period.
9.0 GENERAL TERMS ANI). CONDmONS
9.1. Applicable Laws and Courts: This contract shall be governed in all respects by
the laws of the Commonwealth of Virginia and any litigation with respect thereto
shall be brought in the courts of the Commonwealth.
43.
4-15-99
SFY 2000 Community Services Performance Contract
r
i"
9.2. Anti-Discrimination: By execution of this contract, the Board certifies to the
Department that it will conform to the applicable provisions of Title VII of the
Federal Civil Rights Act of 1964, as amended, the Equal Pay Act of 1963,
Sections 503 and 504 of the Rehabilitation Act of 1973, the Vietnam Era
Veterans Readjustment Act of 1974, the Age Discrimination Act of 1975, the
Americans With Disabilities Act of 1990, the Virginians With Disabilities Act,
the Virginia Fair Employment Act of 1975, the Civil Rights Act of 1991,
regulations issued by the Federal Granting Agencies, Executive Orders 11246
and 11375, other applicable statutes and regulations, including Section 11-51 of
the Virginia Public Procurement Act, and paragraphs 1 and 2 below.
1. During the performance of this contract, the Board agrees as follows:
a. The Bo.ard will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age,
or disabilities, except where religion, sex or national origin is a bona
fide occupational qualification reasonably necessary to the normal
operation of the Board. The Board agrees to post in conspicuous
places, available to employees and applicants for employment, notices
setting forth the provisions of this nondiscrimination clause.
b. The Board, in all solicitations or advertisements for employees placed
by or on behalf of the Board, will state that the Board is an equal
opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with
federal law, rule or regulation shall be deemed sufficient for the
purpose of meeting these requirements.
2. The Board will include the provisions of paragraph 1 above in every
subcontract or purchase order over $10,000, so that the provisions will be
binding upon each subcontractor or vendor.
9.3 Ameadmeats: This contract, including all exhibits, attachments and incorpor-
ated documents, constitutes the entire agreement between the Department and the
Board. The services identified in the Scope ofW ork and Exhibit A may be
amended in accordalnce with the performance contract revision instructions,
contained in Attachment 9.3 to this contract. Other provisions of this contract
may be amended only by mutual agreement of the parties, in writing and signed
by the parties hereto.
44.
4-15-99
SFY 2000 Community Services Performance Contract
9.4 Liability: The Board shall defend or compromise, as appropriate, all claims,
suits, actions, or proceedings arising from its performance of this contract. The
Board shall obtain and maintain sufficient liability insurance to cover claims for
bodily injury and property damage and suitable administrative or directors and
officers liability insurance. These responsibilities may be discharged by means
of a proper and sufficient' self-insurance program operated by the state or a city or
county government. The Board shall provide a copy of any such policy or
program to the Department upon request. This contract is not intended to, and
does not, create by implication or otherwise any basis for any claim or cause of
action by a person or entity not a party to this contract, arising out of any claimed
violation of any provision of this contract.
9.S Compliance Assurances: This contract shall in all respects be governed by, and
construed in accordance with, the laws of the United States and the laws of the
Commonwealth of Virginia. The Board shall comply with all applicable federal,
state, and local laws and lawfully enacted administrative rules and regulations. If
any laws or administrative rules or regulations that become effective after the
date of the execution of this contract substantiaIiy change the nature and
conditions of this contract, they shall be binding upon the parties, but the parties
retain the right to exercise any remedies available to them by law or by any other
provisions of this contract.
9.6 Relationship: This contract shall not be construed to establish any employer-
employee or principal-agent relationship between employees of the Board or its
board of directors and the Department or between employees or the board of
directors of any of the Board's subcontractors and the Department.
9.7 Federal Immigration Reform and Control Act of 1986: The Board and its
subcontractors do not and will not employ illegal alien workers or otherwise
violate provisions of this act during the performance of this contract.
9.8 Drug Free Workplace: The Board acknowleJges and certifies that it under-
stands that the following acts by the Board, its employees, and agents performing
services for it are prohibited:
1.
the unlawful or unauthorized manufacture, distribution, dispensation,
,
possession or use of alcohol or other drugs; and
any impairment or incapacitation from the use of alcohol or other drugs
(except the use of drugs for legitimate medical purposes).
2.
45.
4-15-99
,
SFY 2000 Community Services Performance Contract
The Board further certifies its compliance with these requirements and acknowl-
edges that it understands that a violation of these prohibitions constitutes a breach
of contract and may result in default action being taken by the Department in
addition to any criminal penalties that may result from such conduct.
9.9 Severability: Eachparagraph and provision of this contract is severable from
the entire performance contract and the remaining provisions shall nevertheless
remain in full force and effect if any provision is declared invalid or
unenforceable. ..
9.10 Precedence of Terms: The terms and conditions of this contract shall apply in
all instances. In the event of a conflict between any of these terms and conditions
and those of any other contracts or subcontracts, the terms and conditions of this
contract shall apply.
9.11 Counterparts: This community services performance contract shall be
executed in two counterparts, each of which ~1.1 be deemed an original.
1 0.0 SIGNATURES: In Witness thereof, the Department and the Board have caused this
performance contract to be executed by the following duly authorized officials.
Virginia Department of Mental Health,
Mental Retardation and Substance
Abuse Services
Blue Ridqe Community Services
Board
By:
By: ~~~ .?J~
Name: Richard E. Kellogg
Title: Commissioner
,..-
Name: Rodnev P. Furr
Title: Chairman of the Board
Date: June 14, 1999
,I
By: ~ rr .rR~1j
Name: Fred P. Roesse1, Jr.
Title: Executive Director
Date: June 14, 1999
46.
4-15-99
SFY2000 Community Services Performance Contract
Exhibit A
Blue Ridge
Consolidated Mental Health Services Summary: Total Revenues for Services
- ----~.._------~--~---------,..~
Revenue Source
Funding Category
- ~-----_.~---_. ---_._-~~.- --~-----_.._..._.- --
Purchase of Special Project TOTALS Funds
Individualized Funding by Revenue
Services Funding Source
1,528,497 :--- 6--~~-1~267j86 2,795,683
--- -~l------~-- ------.-..----- -.
341,157 i 0
~-l--~__ ._~____
3,185,126. 0
Ongoing Funding
. 1
i
I
. Loca'Matci'1~i-Fu~ds----l
_ _ _______1_
Fee Revenues j
Federal Funds i
State Funds
6,169
347,326
150,507
--
3,335,633
Other Funds
TOTAL FUNDS by iunding
Category
i
T
-1-
400,803 :
I
--.-.--.---1--.- __un. .._ _ _~ _.__ ___.__u____ ._ _.__. _
149,6~1_l---_---. ___~ ________~~,~65 ___ _ _____1_7~,~~~
- ---5~605,224 ]
i
_ 1 .....__.__.__.__._. _.__.___.__._.__.__.___. ._._ __ ___.__ ..__..
o
o
- -
400,803
o
1,447,927
7,053,151
Report Date 6/ J 6/99
Al
.
Mental Health Services Summary: Ongoing Services
Blue Ridge
REVENUES FOR SERVICES DETAIL:
1.450.653 MH General Funds
50.000 Regional Deaf Services
NGRI - Discharge Assistance
Waiting List
MHlSA Jail Services
One Time General Funds
27.844 Residential Services
Local Gov't:
Direct Client:
Blue Cross:
Other Insurance:
Medicare:
Medicaid SPO:
Medicaid Clinic:
Medicaid OBRA:
Medicaid Other:
245.784 SSBG:
CHAMPUS:
Courts:
DRS Client:
Schools:
Other Fees:
Transfer (To)From:
Contributions:
In-Kind:
Other Local:
95.373
TOT AL REVENUES FOR SERVICES:
STATE
1.528.497
LOCAL
341.157
Mental Health Services Provided:
100 Emergency
310 Outpatient
315 Intensive In-Home
320 Case Management
415 Therapeutic Day Treatment-C & A
425 Rehabilitation
475 Alternative Day Support Argmts
551 Supervised Services
610 Prevention
uoo
4,000
27.863
2,109.413
73.902
163.295
733.403
71.750
FEES
3.185,126
Page A2
FY2000
COST OF SERVICES:
I. Personnel Expense: $3,963.777
2. Operating Expense $1.107.690
3. Program Support Exp.: $533,757
4. TOTAL Expenses $5,605,224
2,576 PATH
PATH Housing
102,727 SWVMH Board
149.100 FBG/SED C and A
146.400 FBG/SMI
Other Federal
Restricted Federal
Federal Retained Earnings
One Time Federal Funds
o Access Demo Project
o VA Comp Comm Care
o Shelter Plus
St. Retain Earnings
149.641 Other
FEDERAL
400,803
OTHER
149.641
TOTAL
5.605.224
6/ I 6/99
j
Page A4
Health
100 Mental
EXHIBIT A: Form
FY2000
Service Hours
Total
Expenses
Program
Support
Costs
Operating
Costs
Personnel
Costs
Number of
Consumers
Service
Hours/Cons.
Svc. FTE
Total
Contract
Provider
Service
Hrs.
Total
Annua
Work
Hrs.
Cons.
Service
FTEs
Blue Ridge
Consumers
Svc. Hrs
Unit
Cost
Core Service Subcategory
o
53.98
657,546
69,133
75,554
512,859
,800
,392
8
2.1
8.200
8.75
00 Emergency
o
80.06
,916,684
60,490
565,618
90.576
,800
,364.22
23,942
36,504
7.55
310 Outpatient
o
41.04
702,584
34
73
86.916
542.534
00
,369.68
2
7,1
26,000
2.50
Intensive In-Home
315
o
38.0
744,618
67.014
82,987
494,617
,000
,374.60
9,588
29.640
4.25
320 Case Management
o
o
3.86
43.90
5.000
243,508
o
22,732
50
52,146
6,1
8.850
68,630
25
2,080.17
,386.75
,082
5,547
,082
8,320
0.52
4.00
475 Alternative Day Support Argmts
6/99
6/
Date
610 Prevention
Report
.
/
100 Mental Health Page A5
FY2000
Bed Days
Bed Program Total Unit
Number Contract Days/Per Number of Personnel Operating Support Expenses Cost
of Beds Bed Days Bed Consumers Costs Costs Costs
0 ,910 0 ,910 .3
3.0 ,053 351.00 604
EXHIBIT A: Form 12
Blue Ridge
Core Service Subcategory
551 Supervised Services
Report Date 6//6/99
J
Health
100 Mental
3
EXHIBIT A:Form
,
Page A6
FY2000
Hours
Day Support
Unit
Cost
Tota
Expenses
Program
Operating Support
Costs Costs
Number of Personnel
Consumers Costs
Day
Support
H rs/Slot
Contract
Day Support
Hours
Hours
Open/Day
Number
of Days
Open
Number
of Slots
Blue Ridge
Core Service Subcategory
32.98
27.4
905,455
407,919
00,775
40,479
59,26
67.148
745,419
300,292
60
05
624.00
744.00
27,456
4,880
3
3
260.0
260.0
44.0
20.0
415 Therapeutic Day Treatment-C & A
Date 6//6/99
itation
Report
Rehabi
425
Form 19: 100 Mental Health Page A 8 FY 2000 '
Expanded Residential Services
CSB: Blue Ridge ~ity Services
Core Service Category/Subcategt!ry No. Of Contract Static
Consumers Units ofSetV. Capacity
501 Highly Intensive Services Beds
521 Intensive Services Beds
551 Supervised Services Beds
581 Supportive Services 40 0 FTEs
TOTALS 40 0
Core Service State Local Other TOTAL
Category/Subcategory Funds Match Funds Funds
501 Highly Intensive Services
521 Intensive Services
551 Supervised Services
581 Supportive Services 97,350 0 0 97,350
TOTALS 97,350 0 0 97,350
Populations to be Served by the Expanded Residential Senice(s)
For each residential services subcategory, list the population(s) that will be served:
501 Highly Intensive Services
521 Intensive Services
. \
551 Supervised Services
581 Supportive Services Adults with serious mental illness (~~I)
..
,
SFY2000 Community Services Performance Contract
Exhibit A: Special Project - MH Resdential Care For Individuals with SMI
Residential Core Services Subcategories
Form 64
Highly
Intensive
Intensive
Supervised
Supportive
TOTALS
Consumer Information
Facility DiSCharg:~-~==~=~~I",..
Community Waiting List r
.-.-----i~-~
~::::::::~~~:-- ---+
_n_l __ __ ____
o
o
o
o
20
20
on
o
o
20
20
o
o
o
o
o
o
o
o
40
40
- -- ...- - .._-----~---_.- -
Service Information
Units of Service
o
o
o
o
o
Admissions
o
o
o
o
..~
Discharges
o
o
o
o
o
State Funds:
----~--~ ~~--~~~~~~s _ _ ~ ____0 BedS__~_ ~ ~n~edS___-~~~-- 0 ~T~
Revenue Information
- -----o----~--o~-- -- -------0'-- 97,350 !
__--=___ _ _____ _~______. ._____ ___ --1________._~
97,350
Static Capacity
Local Match:
--~~~-~
o
Federal Funds:
o
o
o
o
o
o
o
o
Fee Revenue:
o
o
-
o
o
o
o
o
o
Other Funds:
o
o
97,350
Total Revenues
o
o
o
97,350
Housing Assistance Detail
State Assistance:
o
o
o
o
o
Federal Assistance:
o
o
o
o
o
o
o
o
--
Total Assistance:
__=C
o
o
Report Date 6//6/99
A 12
.
SFY 2000 Community Services Performance Contract
Blue Ridge
Form 68: Special Project - ACR Pilots
Revenue Information Expenditure Information
State Funds 355,000 Personnel Expenses 266,328
Local Matching Funds 0 Operating Expenses 84,694
Fee Revenues 31,923 Program Support Expenses 35,901
Federal Funds 0 TOTAL Expenditures 386,923
Other Funds 0 Service Information
TOTAL Revenues 386,923
Revenue Detail Consumer Community 0
Service Days
Medicaid SPO 31,923 Special Consumer Information
SSI/SSPI 0 Consumers with SMI 100
Auxiliary Grants 0 Previously Institutionalized 100
TOTAL Revenue Petail 31,923 MICA 45
Consumer Information
No. With GAF Scores 0 0 No. With GAF Scores 41.50 20
No. With GAF Scores 0-10 0 No. With GAF Scores 51.60 40
No. With GAF Scores 11.20 0
No. With GAF Scores 61.100 40
No. With GAF Scores 21-30 0
No. With GAF Scores 31.40 0 TOTAL No. of Consumers 100
Report Date 6/16/99
A 16
SFY 2000 Community Services Performance Contract
Blue Ridge
Form 69: Special Project - Programs of Assertive Community Treatment
Revenue Information Expenditure Information
State Funds 599,000 Personnel Expenses 581,783
Local Matching Funds 6,169 Operating Expenses 87,611
Fee Revenues 118,584 Program Support Expenses 78,424
Federal Funds TOTAL Expenditures 747,818
Other Funds 24,065 Service Information
TOTAL Revenues 747,818 Consumer Service FTEs 11
Revenue Detail Consumer Service Hours 14,266
Medicaid SPO 104,580 Special Consumer Information
SSI/SSDI 0 Consumers with SMI 80
SAPT Federal Block Grant 0 Previously Institutionalized 70
TOTAL Revenue Detail 104,580 MICA 70
Consumer Information
No. With GAF Scores 0 0 No. With GAF Scores 41-50 20
No. With GAF Scores 0-10 0 No. With GAF Scores 51-60 50
No. With GAF Scores 11.20 0
No. With GAF Scores 61-100 10
No. With GAF Scores 21-30 0
No. With GAF Scores 31-40 0 TOTAL No. of Consumers 80
Report Date 6/16/99
A 17
SFY 2000 Community Services Performance Contract
Form 70: Special Project - Childrens Mental Health Services
Revenue
Revenues Numbers SED Detail
Core Service State Other TOTAL of Consumers Medicaid
Local Fee Federal Consumers spa
'415 Therapeutic Day Treatment-C & A 25,000 0 0 0 0 25,000 ~ I 1 I 0
1 I
TOT ulS 25,000 0 0 0 0 25,000 I 0
Report Date 6//6/99 A 18
-
,
/
Units of Service
1095 Day Supt. Hrs
SFY 2000 Community Services Performance Contract
Form 70: Special Project - Childrens Mental Health Services
Expenditure Infonnation Static Capacity
Personnel Operating Program TOTAL
Support
19,050 3,675. 2,275 25,000 1 Slots,
I
19,050 3,675 2,275 25,000
Core Service
A 18a
415 Therapeutic Day Treatment-C & A
TOTALS
Report Date 6//6/99
,
SFY 2000 Community Services Performance Contract
Form 71: Special Project - Community Residential Service for Persons with Mental nesses
Revenues Numbers SM
of
Core Service State Local Fee Federal Other TOTAL Consumers Consumers
581 Supportive Services 190,836 0 0 0 0 190,8361 751 75
I 75
TOTALS 190,836 0 0 0 0 190,836 i 751
Report Date 6/ J 6/99 A 19
SFY 2000 Community Services Performance Contract
/
Form 71: Special Project - Community Residential Service for Persons with Mental Illnesses
Expenditure Infonnation Static Capacity Units of ServIce
Personnel Operating Program TOTAL
Support
63,346 119,290 8,200 190,836 2 Cons. Svc. FTEsl 2750 Cons. Svc. Hours
63,346 119,290 8,200 190,836
A 19a
Core Service
Supportive Services
TOTALS
i581
Report Date 6//6/99
State Fiscal Year 2000 Community Services Performance Contract Supplement
TABLE 3: Projected SFY 2000 Mental Health Revenues not Included in Community Services Performance Contract
- -
CSB Name: Rlue ~idge Community Services
- -
1. 2. 3. 4. 5. 6. 7. 8.
Specific Non-Match Other. TOTAL Core Servicc(s) No. Of
Revenue Source Amount Loc. Gov't Fees Revenues Revenues Subcategory(ics) Clicnts
- -
I. Section 8 Certificates 0 0
- -
2. HUD Housing Loans 0 0
- -
3. Federal Emergency 0
~anagementJ\gency 0
- -
4. Federal Grants:
0 0
- I
5. BeUer Beginnings SGF 0 Prevention
-
6. CSA State General Funds 0 0
- -
7.0ther State Agency Funds:
0 0
- -
8. Non-matched Local 0 0
Government Funds
= =
9. Other Funds:
0 0
.
"
SFY2000 Community Services Performance Contract
Exhibit A
Blue Ridge
Consolidated Mental Retardation Services Summary: Total Revenues for Services
TOTAL FUNDS by Funding
Category
Funding Category
____ _._______..______________________ ____00-
Purchase of Special Project TOTALS Funds
Individualized Funding by Revenue
Services Funding Source
LOC~,s::~~~g~U:d~=+-~---::~~:r~~=~=2::::::--- --:-_ 1,:::::::
____l__~____ --- ~-j -~---- ---- -------~- --- --- ---- --
Fee Revenues I 289,5021 3,201,457 0 3,490,959
1 n --- 2~_8~~J_ _~ _____-_=-=-_o--~~ -____~~___n_ __2~~9_
70,381l _____ _1l1,~17 _u__________o__ ___1~1,798
-. - - _n - ---1
1,497,8231 3,602,623
__ __ _ ___u . ______J_ _ ___ _ __________..__________.___________________.__
Revenue Source
Ongoing Funding
Federal Funds
-.
Other Funds
o
5,100,446
Report Date 6//6/99
A20
Mental Retardation Services Summary: Ongoing Services
Blue Ridge
REVENUES FOR SERVICES DETAIL:
870.182 MR General Funds
72.306 Waiting List
13.234 Residential Services
9.983 New Family Support
One Time General Funds
o Early Intervention
Local Gov't:
Contributions:
In-Kind:
Other Local:
Direct Client:
Blue Cross:
Other Ins.
Medicare:
Medicaid SPO:
Medicaid Clinic:
Medicaid ICF:
Medicaid OBRA:
Medicaid Other:
SSBG:
CHAMPUS:
DRS Client:
Schools:
Other Fees:
Transfer (To)From:
114.923
35.433
TOTAL REVENUES FOR SERVICES:
STATE LOCAL
965.705 150.356
Mental Retardation Services Provided:
320 Case Management
430 Sheltered Emp.lWork Act.
460 Supported Employment
475 Alternative Day Support Argmts
521 Intensive Services
551 Supervised Services
581 Supportive Services
587 Family Support
620 Early Intervention
96,956
300
2.500
202.296
6,000
800
20.650
-40,000
FEES
289.502
COST OF SERVICES:
l. Personnel Expense:
2. Operating Expense
3. Program Support Exp.:
4. TOTAL Expenses
21,879 Child Day Care
o Federal Early Intervention
Other Federal
Restricted Federal
One Time Federal Funds
Page A21
FY2000
$933.244
$465.160
$99.419
$1,497.823
State Retained Earnings
Workshop Sales
70.381 Other
FEDERAL
21.879
OTHER
70.381
TOTAL
1.497.823
6/16/99
.
"
Mental Retardation Services Summary: Performance Contract
Page A5 - A
Blue Ridge
FY2000
Comment: Program Support expenses for the Purchase of
Comment: Individualized Services total $361,923.
Comment: Early Intervention State $3,125 and Federal
Comment: $243,046 - BRCS has a contractual arrangement for the administration of Early
Intervention Funds.
6/16/99
Page A23
Retardation
200 Mental
2
EXHIBIT A: Form
FY2000
Program
Support
Costs
Service Hours
Service
Hours/Cons.
Svc. FTE
Total
Contract
Provider
Service
Hrs.
Tota
Annual
Work
Hrs.
Cons.
Service
FTEs
Blue Ridge
Consumers
Svc. H rs
Unit
Cost
Total
Expenses
Operating
Costs
Personnel
Costs
Number of
Consumers
Core Service Subcategory
o
49.85
686,290
72,94
76.726
536.623
542
,404.90
3,768
20.384
9.80
320 Case Management
o
36.87
66.705
o
66,705
o
25
0.00
,809
460 Supported Employment
o
8.33
66,399
o
20,567
45,832
275
2,076.82
7,975
7,987
3.84
475 Alternative Day Support Argmts
o
7.67
5,010
3,695
83,38
27.934
75
0.00
5,000
Supportive Services
58
..
o
o
40.08
59,53
06,800
o
o
2,895
o
46,636
06,800
75
50
0.00
,066.00
2.665
4,875
2.50
6/99
6/
587 Family Support
ntervention
Report
Date
620 Early
.
Form 40
ADMINISTRA nON - OnRoinR Semees
Page A52
Blue Ridge
FY2000
BUDGET TYPE: Program Support
i---------.-----.---.--.-.-.--------------------------.----,
I TOTAL REVENUES i
I l. State Administration Funds: 0 I
2. Local Government: 0
I
I
I
i
I
I
3. Contributions:
o
4. In-Kind:
o
5. Other:
o
6. TOTAL ioeai matchine funds:
()
?Fees:
6,000
i
!
I
i
i 10. TOTAL REVENUE 6.000 !
L__.__.._________.____....._______....________....___--~
I ---------- 1
i TOTAL COST I
I 1. Personnel Expense: 1,188,096 I
., 1. Opei'IUI EipeJlse: 392.103 I
3. TOTAL Expense: 1,580.199
I 4. Less Proaram Support bp. 1,574,199 I
I ,-
I s. TOTAL Net Expenses: 6,000 I
L_________._______________________.__~
8. State Retained Eaminas:
o
9. Other miscellaneous revenues:
o
Report Date 6/16199
Fonn 40
Blue Ridge
ADMINISTRA TION - Ongoing Sen-ices
BUDG ET TYPE: Administration
Report Date 6/ J 6/99
-----_. ----- -~- --- - -.---.-------.------------
TOTAL REVENUES
l. State Administration Funds:
2. Local Government:
3. Contributions:
4. In-Kind:
5. Other:
6. TOTAL local matching funds:
7. Fees:
8. State Retained Earnings:
9. Other miscellaneous revenues:
10. TOTAL REVENUE
TOTAL COST
l. Personnel Expense:
2. Operating Expense:
3. TOTAL Expense:
4. Less Program Support Exp.
5. TOTAL Net Expenses:
272,776
45,707
o
o
o
45,707
o
o
o
3 18.483
258.709
59,774
318,483
o
318,483
Page A5 J
FY2000
.
State Fiscal
TABLE 5: Projected SFY 2000 Substance Ahuse Revenues not Included in Community Services Performance Contract
CSB Name: Blue Ridge Community Services Date: 6/17/99
J. 2. 3. 4. 5. 6. 7. 8.
Non-Match Other TOTAL Core Service(s) No. Of
Revenue Source Amount Loc. Gov't Fees Revenues Revenues Subcategory(ies) Clients
I. Direct Federal Grants: 0 0
#
2. Other Federal Grants: 0 0
3. Better Beginnings SGF Prevention -
0 " . I .\_ ~
. .
4. CSA State General Funds 0 0
.
5. Other State Agency Funds: 0 0
6. Non-matched Local 1:1
Government Funds J\',;,j (,:I'E~;t. 0 0
~ L_~.,;i i ~~~. .-.:.
7. Other Funds:
0 0
/
Supplement
Year 2000 Community Services Performance Contract
SFY2000 Community Services Performance Contract
Exhibit A: Special Project for Persons with Alcohol or Other Drug Addiction
(Dependence) or Abuse
Form 96: State Facility Admissions Diversion Project
GAr Score Consumers Served Total Cost of ISPs Average Cost of ISPs
0 0 0
1.10 0 0
11.20 0 0
21.30 0 0
31.40 0 0
41.50 18 51.216 2.845
51.60 62 181.584 2.929
61.100 0 0
Totals 80 232.800 2,910
Report Date 6/ J 6/99
A47
/
SFY 2000 Community Services Performance Contract
TOTAL
Funds
Other
Funds
or Abuse
Federal
Funds
Exhibit A: Special Project for Persons with Alcohol or Other Drug Addiction (Dependence)
-
Other
Fees
Medicaid
Fees
local
Match
State Funds
Tota
Annual
Cas ts
Form 95: State Facility Admissions
Diversion Project
o : 30,000 I 0 I 0 232,800 I
-~or-- 3o.ooor--~~-----O~----232,8oo1
, I I ' I
o
o
EXisting
01
o
New
202,800
202,800
A46
232,800
232,800
501 Highly Intensive Services
-- ----.----
TOTALS
Report Date 6//6/99
,
/'
SFY 2000 Community Services Performance Contract
Exhibit A: Special Project for Persons with Alcohol or Other Drug
Addiction (Dependence) or Abuse
Form 94: State Facility Admissions Diversion Project Annual
Service Units
160
Consumers
Served
Avg. Units /
Consumer
80
80
----
2.00
501 Highly Intensive Services
Total Consumers Served
Report Date 6/16/99
A45
" Form 39: 300 Substance Abuse
Expanded Residential Services
Page A 41
SFY 2000
CSB:
Blue Ridge Community Services
Core Service Category/Subcatego.J:'Y No. Of Contract Static
Consumen Units of Servo Capacity
501 Highly Intensive Services Beds
.
521 Intensive Services 6 laQ? 1.5 Beds
551 Supervised Services Beds
581 Supportive Services FTEs
TOTALS I~~':,\::",-~",,~
6 492 .... ~...:..+;.;,;,:-~::..:. ':::~, . :..'.-. - -.;.
Core Service State Low Other TOTAL
Category/Subcategory Funds Match Funds Funds
501 Highly Intensive Services
521 Intensive Services ?? ??l. ?? ??la
551 Supervised Services
581 Supportive Services
TOTALS 22 224 22 22L..
Populations to be Served by the Expanded Residential Semce(s}
For each residential services subcategory, list the population(s) that will be served:
501 Highly Intensive Services
521 Intensive Services Adults needing treatment beyond Detoxification
,
,
551 Supervised Services
581 Supportive Services
/'
Exhibit A: Form 37 300 Substance Abuse Page A 40 SFY 2000
Federal Block Grant RFP Contract Substance Abuse Services Detail
cSB: Blue Ridge Community Services
Substance Abuse Federal Block Grant RFP Revenues and Costs
Core Service Consumer
Category/Subcategory Revenues Costs Service FrEs
310 Outpatient Services
320 Case Management Services
TOTALS 0 0 0
Substance Abuse Federal Block Grant RFP Consumen and Services
Core Service No. 01 Contract Units Static
Category/Subcategory Consumen of Service Capacity
310 Outpatient Services . NA
320 Case Management Services NA
TOTALS f'l 0 0 I
CSBs that received an award of Federal Block Grant funds in FY 1997 through the Request for
Proposal process that was continued for FY 1998 mllst sullmit tJau/011ft to th~ OJJic~ 0/
Community COIltrtu:tlllg with Its other SFY 2000 Comm:;lIk) Servic~s Pnformt:r.ce Contract
pages. This information is used to identify and monitor the specific uses of those funds.
., ,
. \ Form 36: 300 Substance Abuse Page A 39 SFY 2000
Mental Health/Substance Abuse Jail Services Funding
cSB:
Blue Ridge Community Services
State No. 01 Coatract
Core Semce CateaorylSubcateaOfy FUDds COal1l1Den Uaits of Serve
100 Emergency Services
310 Outpatient Services .
. 1,115
60,000 23
320 Case Management
330 Methadone Detox
340 Opioid Replacement Therapy
460 Transitional/Supported Employment
475 Alternative Day Suppon Arrmaements
581 Supportive Residential Services . ..
610 Prevention Services NA
620 Early Intervention Services
TOTALS 60,000 23 1,115
Core Semce State No. Of COD tract Static
C ateaory ISlIbcatelory ruD. CODIDmen UDfa 01 Capacity
Se".
250 Local Inpatient Services
260 Comm. Hosp-Based Detox
501 Highly Im"mive Servicee
521 Intensive Services
551 Supervised Services
410 Day TreatmentIPart. Hosp. 10.224 2 1,202 1
425 Rehabilitation Services ;r
430 Sheltered Employment
465 Supt Employment-Group
TOTALS 10,224 2 1,202 1
Page A37
Unit
Cost
8.15
"
FY2000
Total
Expenses
502,259
53,754
47,514
400,99
310
9
,283
593
6
5
255.0
48.0
EXHIBIT A:Form 33
!
Blue Ridge
Core Service Subcategory
410 Day Treatment/Part. Hosp.
Report Date 6//6/99
Program
Operating Support
Costs Costs
Number of Personnel
Consumers Costs
Day
Support
Hrs/Slot
300 Substance Abuse
Hours
Contract
Day Support
Hours
Day Support
Hours
Open/Day
Number
of Days
Open
Number
of Slots
300 Substance Abuse Page A36
Qed Days FY2000
Bed Program
Number Contract Days/Per Number of Personnel Operating Support Total Unit
of Beds Bed Days Bed Consumers Costs Costs Costs Expenses Cost
10.0 3,046 304.60 544 262,640 00,239 62,74 425,620 39.73
38.0 2,446 327.53 294 592,014 98,159 85,429 875,602 70.35
EXHIBIT A: Form 32
Blue Ridge
Core Service Subcategory
501 Highly Intensive Services
521 Intensive Services
Report Date 6//6/99
Page A35
Consumers
Svc. Hrs
FY2000
Unit
Cost
Total
Expenses
Program
Support
Costs
Operating
Costs
Personnel
Costs
300 Substance Abuse
Number of
Consumers
Service
Hours/Cons.
Svc. FTE
Service Hours
Tota
Contract
Provider
Service
Hrs.
Tota
Annual
Work
Hrs.
Cons.
Service
FTEs
o
56.80
,021,472
05,23
96,418
819,823
985
,405.00
7,984
26,624
2.80
o
o
58
58.75
693,866
495,347
74,219
51,389
58,266
62,739
561,38
381,219
60
,404.82
7
,405
,94
8,43
7,680
2,480
8.50
6.00
EXHIBIT A: Form 3
Blue Ridge
Core Service Subcategory
310 Outpatient
320 Case Management
610 Prevention
Report Date 6/16/99
Substance Abuse Services Summary: Performance Contract
Page A 9 - A
Blue Ridge
FY2000
Comment: Special Projects pending program support =
$21,537
Comment:
Comment:
Comment:
6/16/99
Blue Ridge
Substance Abuse Services Summary: Ongoing Services
REVENUES FOR SERVICES DETAIL:
1.384.448 SA General Funds
Greenstreet
22.224 Residential Services
70.224 MH/SA Jail Services
One Time General Funds
37.588 RSAT
Local Gov't:
Contributions:
In-Kind:
Other Local:
Direct Client:
Blue Cross:
Other Ins.
Medicare:
Medicaid SPO:
Medicaid Clinic:
Medicaid Other:
SSBG:
SARPOS:
CHAMPUS:
158.991 ASAP:
Courts:
DRS Client:
Schools:
Other Fees:
Transfer (To)From:
TOTAL REVENUES FOR SERVICES:
STATE LOCAL
1.514.484 158.991
Substance Abuse Services Provided:
310 Outpatient
320 Case Management
410 Day T reatmentlPart. Hosp.
501 Highly Intensive Services
521 Intensive Services
610 Prevention
24,000
o
2,000
10,000
60.000
269.352
4.800
188.067
FEES
558.219
COST OF SERVICES:
I. Personnel Expense:
2. Operating Expense
3. Program Support Exp.:
4. TOTAL Expenses
547.311 SA Alcohol FBG
540,837 SA Drug FBG
223.000 SA Primary Prevention FBG
240,677 SA SARPOS FBG
80,065 SA HIV/AIDS FBG
38,185 Other Federal
Restricted Federal
24,948 Federal Retained Earnings
One Time Federal Funds
o HIV Counselors
87,449 FED RSA T
o RBHA Res AID
St. Retain Earnings
Other
FEDERAL
1,782.4 72
OTHER
o
I
Page A33
FY2000
$3.018,068
$563.335
$432,763
$4.014.166
TOTAL
4.014.166
6/ 16/99
SFY2000 Community Services Performance Contract
Exhibit A
Blue Ridge
Consolidated Substance Abuse Services Summary: Total Revenues for Services
- - - -------~-~--~ ----_._-----~------ ~-_..~-----~ .., _._-- -----._-------- --------.--.
Revenue Source
- ------.. ~-- ---- --_.__._----~._---'-----------_._----~--._-~_._----~-------~----- .----
-~-~- ~------~----l------
__ ~ta~:~_un_ds____ ___j_~__
Local Matching Funds
- -- -- -. -. -.._- -- -- ---'~---
Fee Revenues i
Funding Category
-- ---- ------ -------,---- --- .~
Purchase of Special Project TOTALS Funds
Individualized Funding by Revenue
Services Funding Source
- .--------.--------- --- _._--'----- -.---------
o 202,800
1.717,284
Ongoing Funding
1.514,484
158.991
---~-------_._-~---.._----_. ------.-----------
o
o
--
158,991
Federal Funds
558.219 I
u___ _ _ j
1.782,4721
~ ---~--- - --. -~-- .t-- --
01
!
o
30.000
o
588.219
o
- ~-
1.782,472
- - ----t
Other Funds I
I
TOTAL FUNDS by ~unding- -jl-- ---
Category I
__ __.L_ __ __
o
o
o
- -- ~ - ~ i ---.-------. ---- ---~~--~ --~
4.014,1661 0
I
~ ~ --______~_ _u_ _______~___~_~____~ ~____~~_
232.800
4,246,966
Report Date 6/16/99
A 32
SFY2000 Community Services Performance Contract
-- ---- -~..- -------.. -~------- - -----~---_.._--- --- --- ----_."- - ---
Exhibit A: Purchase of Individualized Services for Persons with Mental Retardation
Form 83: Numbers of Consumers Served and Total Costs by Level of Care
Icr IMIl L::;~:~~::.f-iL'Y" reonsume,s Serveci- Tol.i cosi-oiISPs-TAVer.~;p:()SI of ..
7,836
Levels of Care 2-7 (Low) 72 564,198
I_n------------- --- -----------------__
Levels of Care 4-7 (Medium)' 22 996,873
-- ..---- --~. --~-~~.~~~----~~-~~~~~
Levels of Care 6-7 (High)I_________=~ __.n ___ 2,469,0~7 _n__ _____ _
Total uuL_ __124_u__________~~0-=~,_1~~.__n __m_u_
45,312
82,302
32,501
Report Date 6//6/99
A30
SFY 2000 Community Services Performance Contract
Exhibit A: Purchase of Individualized Services for Persons with Mental Retardation
TOTAL
Revenue
Other
Funds
Local
Match
State
Funds
I
8,264 I 80,439 I 2,489,868
0[-- 0 I 4 828 I
I I ':
o i 22,040 I 334,579 !
-- -.-- _ ,----,- ,-'---'---------'~
01 0 3,610 I
,--+------~-_+_-----4
~~~l-~,938 -+ 469,0561
o i 0 ! 1,800 I
-0:----01 298,882 i
7~ 111,417 3,602,623 :
I I
66,8~~t
0
~----~ ~-- -- --
0
191,012 23,E
0
-------
0
----_.. -_._--~
257,877 31,f
A29
Medicaid
Waiver Other
Fees Medicaid
2,310,800 23,500
4,828 0
297,539 15,000
3,610 i 0
_----1____ ------i---
I 219,498 i 26,000
T--- 1,800 L ,--ci
! 298,882 I ------0
l' .~_____1____
. 3,136,957 i 64,500
Form 82: Revenues by Specifice Mental
Retardation Waiver Service
Congregate Residential Support
-------- ---.. ----------- -- ----~-- -
Environmental Modifications
Non Center-Based Day Support
ResplteCare---
Supported living/In-home Resident'
>--
Therapeutic Consultation
r---~-------~
Waiver Case Management
TOTALS
Report Date 6//6/99
SFY 2000 Community Services Performance Contract
Exhibit A: Purchase of Individualized Services for Persons with
Mental Retardation
Form 81: Numbers Served by Specific Mental Annual Consumers Avg. Units /
Retardation Waiver Service Service Units Served Consumer
--_.._---.-- ---------~----_._._._-,---~-~----~--- -~-._._---------_._---- ------------ ----.-
Congregate Residential Support 199659 43 4,643.23
Environmental Modifications 4 4 1.00
Non Center-Based Day Support 13250 92 144.02
Respite Care 380 1 380.00
Supported Living/ln-home Resident'l 13572 11 1,233.82
Therapeutic Consultation . _ ___ _~ _u,_~ _ _36_ ___ 2 18.00
Waiver Case Management _. ___.. _ ,1_8.96 158 . ..___12.00
Total Consumers Served 311
Report Date 6/16/99
A28
Page A26
FY2000
Unit
Cost
59.72
75,362
o
75,362
o
o
210.33
,262
240
6
EXHIBIT A:Form 23-A
Blue Ridge
Core Service Subcategory
430 Sheltered Emp.lWork Act
Report Date 6//6/99
Tota
Expenses
Program
Support
Costs
Operating
Costs
Personnel
Costs
Retardation
Number of
Consumers
Days of Service
Days of
Srv/Slot
200 Mental
Contract
Days of
Service
Number
Days
Open
Number
of Slots
200 Mental Retardation Page A24
Bed Days FY2000
Bed Program
Number Contract Days/Per Number of Personnel Operating Support Total Unit
of Beds Bed Days Bed Consumers Costs Costs Costs Expenses Cost
1.0 335 335.00 I 28,124 4,192 3,780 36,096 07.75
4.0 ,512 378.00 5 41,295 25,332 9,003 85,630 22.77
EXHIBIT A: Form 22
Blue Ridge
Core Service Subcategory
521 Intensive Services
551 Supervised Services
Report Date 6/16/99
FY2000 Community Services Board Performance Contract Page D] "l
Exhibit D: Board of Directors Membership List
Address Phone Number Start Date End Date Term No.
Blue Ridge
.
Name
ROGER LAPLACE 3788 HARBOR WOOD ROAD SALEM, V A 24153 (540) 389-0585 1/1/98 12/3 I /0 I 1
RITA FOSTER 1475 BLUE RIDGE SPRINGS BLUE RIDGE,VA 24064 (540) 977-6310 1/1/98 12/3 I/O 1 3
~NN FRANCIS 1914 WESTOVER AVE., SW ROANOKE,VA 24015 (540) 344-4547 1/1/97 12/31/00 2
RODNEY FURR 971 STONEGATE DRIVE SALEM,VA 24153 (540) 389-4141 1/1/98 12/3 I/O I 2
RITA GLlNIECKI 5217 HAWKBILL CIRCLE ROANOKE,VA 24014 (540) 774-4385 1/1/97 12/31/00 2
DONNA HENDERSON 4052 CATAWBA ROAD TROUTVILLE,VA 24075 (540) 992-5333 1/1/97 12/31/00 I
DELORES JOHNS 1604 WESTSIDE BLVD., NW ROANOKE,VA 24017 (540) 362-0657 1/1/98 12/31/01 2
WILLIAM LEE 730 LOUDON A VENUE, NW ROANOKE, V A 24016 (540) 362-2580 1/1/98 12/3 I/O I 2
ROBERT LEE 63110 BUNKER HILL LANE ROANOKE, VA 24019 (540) 366-8447 1/1/96 12/3 1/99 I
ANNE PERRIN 708-B HILL A VENUE SALEM, V A 25153 (540) 375-6479 1/1/96 12/31/99 I
.
MEREDITH WAID PO BOX 164 FINCASTLE, V A 24090 (540) 473-2832 1/1/97 12/31/00 2
ROBERT WILLIAMS, JR. 3433 CLARA AVE., SW ROANOKE,VA 24018 (540) 725-8882 1/1/96 12/31/99 I
SHIRLEY WOODALL Route I, box 2088 New Castle, V A 24090 (540) 544-7587 1/1/97 12/31/01 2
Report Date 6//6/99
Exhibit D
LOCAL GOVERNMENT T AX APPROPRIATIONS
Page D5
Performance Contract
Blue Ridge
FY2000
City/County
Tax Appropriation
Contract Agencies
27,815
Craig County
8,002
Botetourt County
30,440
Roanoke County
79,332
Roanoke City
378,357
Salem City
81,000
Total Local Government Tax Funds:
604,946
Report Date 6//6/99