HomeMy WebLinkAboutCouncil Actions 08-03-9833949
Swain
ROANOKE CITY CO UNCIL
REGULAR SESSION
August 3, 1998
12:lS p. rrr
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
Call to Order-- Roll Call. (Mayor Bowers was absent)
Ao
A briefing with regard to the D-Day Memorial.
Received and filed.
File #518
A report of the City Manager requesting an Executive Session to discuss a
prospective business or industry where no previous announcement has been
made of the business or industry's interest in locating its facilities in this
community, specifically to discuss inducements that may be offered to such
business or industry to locate its facilities in this community, pursuant to Section
2.1-344 (A)(5), Code of Virginia (1950), as amended.
Concur in request for Council to convene in Executive Session.
File/t132-207
A report of the City Manager requesting an Executive Session to discuss the
expansion of an existing business where no previous announcement has been
made of the business' interest in expanding in the community, specifically to
discuss inducements that may be offered to such business to expand in this
community, pursuant to Section 2.1-344 (A)(5), Code of Vir~nia (1950), as
amended.
Concur in request for Council to convene in Executive Session.
File #132-207
At 1:20 p.m., the meeting was declared in recess until 2:00 p.m., in the City
Council Chamber, fourth floor, Municipal Building, 215 Church Avenue,
S.W.
2
ROANOKE CITY CO UNCIL
REGULAR SESSION
August 3, 1998
2:00 p. rtr
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
Call to Order-- Roll Call. (Mayor Bowers was absent)
The Invocation was delivered by The Reverend Philip E. Motley, Pastor,
Grandin Court Baptist Church.
The Hedge of Allegiance to the Flag of the United States of America was
led by Vice-Mayor Harris.
Welcome. Vice-Mayor Harris.
3
NOTICE:
Meetings of Roanoke City Council are televised live on RVTV Channel 3.
Today's meeting will be replayed on Channel 3 on Thursday, August 6, 1998,
at 7:00 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.
0
CONSENT 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 SEPARATELY.
C-1
A communication from Vice-Mayor C. Nelson Harris requesting an
Executive Session 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.
RECOMMENDED ACTION: Concur in request for Council to convene in
File #110-132 Executive Session.
4
C-2
C-3
A report of the City Manager requesting that a public hearing be
scheduled for Monday, August 17, 1998, at 7:00 p.m., to consider
recommendations made by the Office of Economic Development for proposed
boundary amendments to Enterprise Zone One.
RECOMMENDED ACTION:
File #266-450
Concur in the request to schedule a public
hearing for Monday, August 17, 1998,
at 7:00 p.m.
A report of the City Manager with regard to issuance of an emergency
change order to the City's contract with J & W Sandblasting of North Carolina,
Inc., for painting the interior of the Carroll Avenue Water Tank.
RECOMMENDED ACTION: Receive and file.
File #468
C-4
A report of the Director of Finance with regard to the cost-of-living
adjustment for City retirees.
RECOMMENDED ACTION: Receive and file.
File #429
C-5
Qualification of the following persons:
Brenda L. McDaniel as a member of the Roanoke Public
Library Board for a term ending June 30, 2001;
File #15-110-323
R. Matthew Kennell as a member of the Roanoke Arts
Commission for a term ending June 30, 2001;
File #15-110-230
Randall J. Scott as a member of the Board of Trustees, City of
Roanoke Pension Plan, for a term ending June 30, 2000;
File #15-110-429
Brian M. Shepard as a member of the Roanoke Valley
Greenways Commission for a term ending June 30, 2001; and
File #15-110-379
W. Alvin Hudson, Jr., as a member of the Fifth Planning
District Commission to fill the unexpired term of C. Nelson
Harris ending June 30, 2000.
File #15-110-326
RECOMMENDED ACTION: Receive and file.
REGULAR AGENDA
HEARING OF CITIZENS UPON PUBLIC MATTERS:
None.
4. PETITIONS AND COMMUNICATIONS:
ao
A communication from the Roanoke City School Board requesting
appropriation of funds to certain school accounts; and a report of the
Director of Finance recommending that Council concur in the request.
Adopted Ordinance No. 33949-080398 and Resolution Nos. 33950-
080398, 33951-080398 and 33952-080398.
File #60-467
5. REPORTS OF OFFICERS:
a. CITY MANAGER:
BRIF, FINGS:
1 .(a)
A report in response to remarks of Ronald A. Mathews relating to
the alleged failure of the City to comply with labor laws.
Received and filed.
File #184-188
Request to address Council with regard to his allegations
concerning the City's violations of FLSA usage and hour laws.
Ronald A. Mathews, Spokesperson.
Mr. Mathews' remarks were referred to the City Manager for
his information.
File #184-188
2.(a)
A report in response to remarks of Evelyn D. Wheeler relating to
the City's alleged non-compliance with the Employee Grievance
Procedure.
Received and filed.
File #184-202
Request to address Council with regard to City employee issues.
Evelyn D. Wheeler, Spokesperson.
Ms. Wheeler's remarks were referred to the City Manager for
his information.
File #184-202
7
(c)
Request to address Council with regard to the City's grievance
procedure. Ronald A. Mathews, Spokesperson.
Mr. Mathews' remarks were referred to the City Manager for
his information.
File #184-202
ITEMS RECOMMENDED FOR ACTION:
A report recommending execution of an agreement with the
Roanoke Redevelopment and Housing Authority for services
related to the administration of Community Development Block
Grant funds for fiscal year 1998-99.
Adopted Resolution No. 33953-080398.
File #178-236
o
A report recommending renewal of the City's contract with
Wheelabrator Clean Water Systems, Inc., to remove, transport and
dispose of digested, lagooned sludge from the Water Pollution
Control Plant.
Adopted Ordinance No. 33954-080398.
File #468
A report recommending execution of an agreement with Martin &
Associates, P. C., to provide architectural and engineering services
necessary for the Police Annex Building; and appropriation of
funds in connection therewith.
Adopted Ordinance No. 33955-080398 and Resolution Nos.
33956-080398 and 33957-080398.
File #5-60
8
A report with regard to donation of vehicles to be used in the
Community Oriented Police Effort (C.O.P.E.).
Adopted Resolution No. 33958-080398.
File #5-68
A report recommending appropriation of additional funds totaling
$862,062.00 for the Filth District Employment and Training
Consortium.
Adopted Ordinance No. 33959-080398.
Council Member Swain requested that the City Manager
provide a status report at the August 17 Council meeting with
regard to the City's on-the-job training program.
File #60-246
A report recommending an amendment to the contract between the
City of Roanoke, Roanoke County, the City of Salem and
Botetourt County for the integrated automated library system.
Adopted Resolution No. 33960-080398.
File #323
A report recommending adoption of a measure providing for the
City's participation in Virginia's First Regional Industrial Facility
Authority.
Adopted Ordinance No. 33961 on first reading.
File #20%450
9
b. CITY ATTORNEY:
A report with regard to assessment of taxicabs for property tax
purposes.
Received and filed.
File 047-79
A report relating to the Westview Terrace Section 6 - Habitat for
Humanity, Inc., Project.
Received and filed.
Residents and representatives of Habitat for Humanity in the
Roanoke Valley appeared before Council relating to a proposal
of Habitat for Humanity, Inc., to construct approximately 34
houses in the Westview Terrace section of the City.
The matter was referred to the City Manager to initiate
negotiations with Habitat for Humanity to purchase the
property for development of a City park or greenway space.
The City Manager was requested to investigate the water
drainage problems in the area and report back to Council.
File 11399
l0
c. DIRECTOR OF FINANCE:
1. A financial report for the month of June, 1998.
Received and filed.
At the request of Council Member Swain, it was the consensus
of Council that the matter of a two cent reduction in the real
estate tax rate be referred to 1999-2000 budget study.
At the request of Council Member Hudson, it was the
consensus of Council that the matter of equipment replacement
and unfunded projects be referred to 1999-2000 budget study.
File #10-60
6. REPORTS OF COMMITTEES:
ao
A report of the Water Resources Committee recommending execution of
the appropriate documents between the City and the County of Roanoke
to establish a joint Firearms Training Range at the Dixie Caverns (landfill)
site. Council Member Linda F. Wyatt, Chairperson.
Adopted Ordinance No. 33962-080398.
File #212-468
bo
A report of the Bid Committee recommending award of a contract to
U. S. Construction Company of Roanoke, to construct two new comfort
stations for Eureka and Lakewood Parks; and appropriation of funds in
connection therewith. Council Member Carroll E. Swain, Chairperson.
Adopted Ordinance Nos. 33963-080398
Resolution No. 33965-080398.
File #60-67
and 33964-080398 and
Co
A report of the Water Resources Committee recommending authorization
for acquisition of property in Falling Creek Estates to provide safer access
to the Falling Creek Filter Plant; and appropriation of funds in connection
therewith. Council Member Linda F. Wyatt, Chairperson.
Adopted Ordinance Nos. 33966-080398 and 33967-080398.
File #60-468
do
A report of the Water Resources Committee recommending authorization
to vacate a portion of the public right-of-way along Norfolk Avenue,
N. E., and execution of an agreement with Norfolk Southern Railway to
allow an exchange of property relating to the Railside Linear Walk
Project. Council Member Linda F. Wyatt, Chairperson.
Adopted Ordinance No. 33968 on first reading.
File #223-392-468
eo
A report of the Water Resources Committee recommending execution of
a lease agreement between the Greater Roanoke Transit Company and the
City for space in the Campbell Court Transportation Center for use by the
Personnel Management and City Information Systems departments.
Council Member Linda F. Wyatt, Chairperson.
Adopted Ordinance No. 33969-080398.
File #202-301-373-468-515
A report of the Water Resources Committee recommending execution of
a revocable license with the property owner at 1600 Westchester Avenue,
S. W., to allow encroachment into the public right-of-way for construction
of a twenty foot asphalt berm. Council Member Linda F. Wyatt,
Chairperson.
Adopted Ordinance No. 33970 on first reading.
File #166-169-468
12
7. UNFINISHED BUSINESS: None.
INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS: None.
9. MOTIONS AND MISCELLANEOUS BUSINESS:
ao
Inquiries and/or comments by the Vice-Mayor and Members of City
Council.
Council Member Wyatt requested that the City Manager provide a
status report with regard to the employee pay scale and fringe
benefits study.
File #18
Council Member Swain advised that he has received several
complaints concerning drainage problems throughout the City, and
requested a list of areas in the City with only sanitary sewer lines to
handle drainage, which areas may be "trouble spots" for sewage and
drainage back-ups.
File #27
bo
Vacancies on various authorities, boards, commissions and committees
appointed by Council.
10. OTHER HEARING OF CITIZENS UPON PUBLIC
MATTERS:
CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR OUR
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.
Robert Gravely, 1412 Moorman Avenue, N. W., appeared before Council
in support of concerns expressed by City employees relating to the City's
grievance procedure.
File #184-202
CERTIFICATION OF EXECUTIVE SESSION: (5-0) (Council Member
White left the meeting prior to the Executive Session)
Robyn Wilson was appointed to the Roanoke Neighborhood Partnership
Steering Committee for a term ending November 30, 1998.
File #15-110-488
Dawn W. Spaulding was appointed to the Youth Services Citizen Board for
a term ending May 31, 2000.
File #15-110-304
Nancy J. Canova was appointed to the Fair Housing Board for a term
ending March 31, 2001.
File #15-110-178
Edward F. Lovell was appointed to the Roanoke Public Library Board for
a term ending June 30, 2001.
File #15-110-323
14
Barry W. Baird was appointed to the Building Code Appeals Board,
Volume I, Building Construction Division for a term ending September 30,
2002.
File #15-32-110
Dorothy L. Bull was reappointed to the Special Events Committee for a
term ending June 30, 1999.
File #15-110-317
Michael Brennan was reappointed to the Cultural Services Committee for
a term ending June 30, 1999.
File #15-110-394
Elizabeth M. Legg was reappointed to the Personnel and Employment
Practices Commission for a term ending June 30, 2001.
File #15-110-202
Raleigh Campbell was reappointed to the Human Services Committee for
a term ending June 30, 1999.
File #15-110-318
August 3, 1998
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
SUBJECT: Briefing - D Day Memorial
Dear Mayor Bowers and Members of City Council:
Please reserve space on Council's 12:15 p. m. agenda for a breifing pertaining to
the above referenced subject.
WRH/w
cc: City Attorney
Director of Finance
City Clerk
Respectfully submitted,
W. Robert Herbert
City Manager
RECE
'98 JUl,. 30 Al0:4,~
August 3, 1998
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
RE: Request for Executive Session
Dear Mayor Bowers and Members of City Council:
This is to request that Council convene in Executive Session to discuss a prospective
business or industry where no previous announcement has been made of the business or industry's
interest in locating its facilities in this community, specifically to discuss inducements that may be
offered to such business or industry to locate its facilities in this community, pursuant to §2.1-
344(A)(5), Code of Virginia (1950), as amended.
Sincerely yours,
W. Robert Herbert
City Manager
WRH/kdc
Wilburn C. Dibling, Jr., City Attorney
James D. Grisso, Director of Finance
Mary F. Parker, City Clerk
Phillip F. Sparks, Chief of Econornic Development
'98 ,Jill 30 /~,10:44.
August 3, 1998
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
RE: Request for Executive Session
Dear Mayor Bowers and Members of City Council:
This is to request that Council convene in Executive Session to discuss the expansion of
an existing business where no previous announcement has been made of the business' interest in
expanding in the community, specifically to discuss inducements that may be offered to such
business to expand in this community, pursuant to {}2.1-344(A)(5), Code of Virginia (1950), as
amended.
Sincerely yours,
W. Robert Herbert
City Manager
WRH/kdc
cc: Wilburn C. Dibling, Jr., City Attorney
James D. Grisso, Director of Finance
Mary F. Parker, City Clerk
Phillip F. Sparks, Chief of Economic Development
DAVID A. BO~
Mayor
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
August 3, 1998
Council Members:
C. Nelson Harris
W. Alvin Hudson
Carroll E. Swain
James O. Trout
William White, Sr.
Linda E Wyatt
The Honorable Members of
Roanoke City Council
Roanoke, Virginia
Dear Members of Council:
I wish to request an Executive Session 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,
C. Nelson Harris
Vice-Mayor
CNH:se
'98 ,]lJl_ 21 P 4:20
August 3, 1998
Honorable Mayor and Members of City Council
Roanoke, VA
Dear Council Members:
Please schedule a public hearing for Monday, August t7, 1998, at 7:00 PM to discuss
the recommendations made by the Office of Economic Development for proposed boundary
amendments to Enterprise Zone One.
Sincerely,
City Manager
If
TO THE CITY CLERK OF THE CITY OF ROANOKE, VIRGINIA
PERTAINING TO THE PROPOSED ENTERPRISE ZONE ONE BOUNDARY
AMENDMENTS REQUEST:
'98 ,JUL 30 A9: 3
COMMONWEALTH OF VIRGINIA )
) TO-WIT:
CITY OF ROANOKE )
The affiant, Kimberly Duncan Carico, first being duly sworn, states that she is Executive
Secretary to the Roanoke City Office of Economic Development, and as such is competent to
make this affidavit of her own personal knowledge. Affidavit states that, pursuant to the
provision of Section 15.2-2204, Code of Virginia (1950), as amended, on behalf of the Office of
Economic Development of the City of Roanoke, she has sent by certified mail on the 304 day of
July, 1998, notices of a public hearing (a copy of the notice is enclosed) to be held on the 174 day
of August, 1998, on the proposed Enterprise Zone One Boundary Amendments to the owner or
agent of the parcels listed below at their last known address:
Parcel Owner's Name Mailing Address
1012003
1012002
1012411
1012026
1012004
1012001
1012005
1012006
1012007
1012017
1113303
American National Red Cross
361 Luck Ave., S.W.
Roanoke, VA24016
Trustees Calvary Baptist Church
608 Campbell Ave., S.W.
Roanoke, VA 24016
Parcel
1011323
1011333
1011401
1011325
1011324
1011313
1011310
1011309
1011331
1011326
1011328
1322110
2012710
2320206
2012708
1322024
4012018
2011002
3010104
1012103
1012104
2012716
1113414
2420208
1211402
1113401
1012330
1012432
4110101
4110301
4110301
4110301
1012202
1012201
Owner's Name
City of Roanoke
City of Roanoke School Board
Commonwealth of VA
Department of General Services
Greater Roanoke Transit Co.
Ryder/ATE, Inc.
Southwestern Virginia Transit
Management Company, Inc.
Trustees Greene Memorial
United Methodist Church
Mailing Address
215 Church Ave., Room 250
Roanoke, VA 24011
215 Church Ave., Room250
Roanoke, VA 24011
P. O. Box 1282
Roanoke, VA24006
P. O. Box 13247
Roanoke, VA24032
P. O. Box 13247
Roanoke, VA24032
P. O. Box 13247
Roanoke, VA 24032
402 Second St., S.W.
Roanoke, VA24011
Parcel
2011802
Owner's Name
Impact Housing Corp.
Mailing Address
401 Gainsboro Rd., N.W.
Roanoke, VA 24016
1410103
1410114
N&W Railway Co.
110 Franklin Rd.
Roanoke, VA 24042
2011001
Our Lady of the Valley, Inc.
c/o Coordinated Services
3333 Peters Creek Rd., N.W.
Roanoke, VA 24019
3030402
Roanoke Valley Resource Auth.
1002 Hollins Rd., N.E.
Roanoke, VA 24012
2011801
1210634
2011803
2012711
2012709
2012718
2012717
Roanoke Redevelopment &
Housing Authority
P. O. Box 6359
Roanoke, VA24017
3023001
2021802
Trustees Saint Andrews
Catholic Church
631 Jefferson St., N.W.
Roanoke, VA 24016
4012116
4012118
4012119
4012115
4012604
4012603
4012602
4012601
4012210
4012117
4012208
4012107
4012209
4012207
4012205
4012201
4012206
The Rescue Mission of
Roanoke, Inc.
P. O. Box 11525
Roanoke, VA24022
1012009
1012008
Trustees First Christian Church
344 Church Ave., S.W.
Roanoke, VA 24016
Parcel
1011911
1011906
1011910
1011909
2012812
1012460
1013104
3015002
1010140
1410101
Owner's Name
Trustees Central Church of
the Brethren
Trustees, First Baptist Church
Trustees, First Baptist Church
United States of America
United States Postal Service
Virginia Museum of Transportation
Virginia Holdings Corp.
c/o NS Tax Dept.
Mailing Address
416 Church Ave., S.W.
Roanoke, VA 24016
310 Jefferson St., N.W.
Roanoke, VA 24016
P. O. Box 2799
Roanoke, VA24001
100 Penn Sq., Eam, Rm. 639
P~ladelphi~ PA 19107
419 Rutherford Ave.,N.E.
Roanoke, VA24016
303 Norfolk Ave.
Roanoke, VA 24016
110 Franklin Rd.
Roanoke, VA 24042
Kimberly Duncan ~hrico
SUBSCRIBED AND SWORN to before me, a Notary Public, in the City of Roanoke,
Virginia, this 30m day of July, 1998.
My Commission expires:
Not~y Public
Office of the CiP/Mcnager
July 30, 1998
Property/Business Owner of Property
Located in City of Roanoke, VA
Dear Property/Business Owner:
The city of Roanoke Office of Economic Development is proposing an Enterprise
Zone One boundary amendment. The amendment will remove the properties listed on
the attached sheet from the Enterprise Zone One boundaries.
City of Roanoke Real Estate Valuation records indicate your ownership of one or
more of the properties or businesses on this list. Virginia Enterprise Zone state
regulations require the city of Roanoke to notify all property and business owners whose
property is affected when a boundary amendment involves elimination of properties
from current Enterprise Zone boundaries. The above records indicate that your
property on the attached list will be affected by the Enterprise Zone One boundary
amendment.
You 'are being notified that a public hearing regarding the proposed Enterprise
Zone One boundary amendment is scheduled for Monday, August 17, 1998, at 7:00 PM
in the City Council Chambers, Fourth Floor, Municipal Building located at 215 Church
Ave. SW, Roanoke, VA 24011. Should you have any questions regarding this notice,
please contact Lisa Fain, Enterprise Zone Administrator, at 540-853-2717.
Sincerely,
W. Robert Herbert
City Manager
If
attachment; four pages of tax map numbers and addresses
Room 364 Municipal South 215 Church Avenue, S,W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. c i. roanoke .va. us
PROPERTIES PROPOSED TO BE REMOVED FROM ENTERPRISE ZONE ONE
OWNER TAX MAP # PROPERTY ADDRESS
American National Rod Cross 1012003 Fourth St., S.W. (parking lot)
American National Rod Cross 1012002 Fourth St., S.W. (parking lot)
American National Rod Cross 1012411 360 Luck Ave., S.W. (parking lot)
American National Rod Cross 1012026 Fourth St. S.W. (parking lot)
American National Red Cross 1012004 Church Ave., S.W.
American National Rod Cross 1012001 Church Ave., S.W. (parking lot)
American National Rod Cross 1012005 Church Ave., S.W.
American National Rod Cross 1012006 Church Ave. S.W.
American National Red Cross 1012007 352 Church Ave., S.W.
American National Red Cross 1012017 Luck Ave., S.W.
Calvary Baptist Church 1113303 608 Campbell Ave., S.W.
City of Roanoke 1011323 Church Ave., (sheriff)
City of Roanoke 1011333 315 Church Ave., S.W. (courts bldg.)
City of Roanoke 1011401 215 Church Ave., S.W.
City of Roanoke 1011325 Church Ave., (sheriff)
City of Roanoke 1011324 Church Ave., (sheriff)
City of Roanoke 1011313 324 Campbell Ave., S.W. (city jail)
City of Roanoke 1011310 330 Campbell Ave., S.W. (city jail)
City of Roanoke 1011309 340 Campbell Ave., S.W. (city jail)
City of Roanoke 1011331 Third St., S.W. (police)
City of Roanoke 1011326 Church Ave., (sheriff)
City of Roanoke 1011328 Church Ave., S.W. (court or sheriff bldg.)
City of Roanoke 1322110 2120 Roanoke Ave., S.W. (Norwich Park)
City of Roanoke 2012710 318 First St., N.W.
City of Roanoke 2420206 2607 Salem Turnpike, N.W. 0-Iorton Park)
City of Roanoke 2012708 First St., N.W.
Page 1 of 4
OWNER TAX MAP # PROPERTY ADDRESS
City of Roanoke 1322024 Memorial Ave., S.W. (land under
Memorial St. bridge)
City of Roanoke 4012018 Williamson Rd., N.E. (parking garage)
City of Roanoke 2011002 15 Patton Ave., N.W. (Gainsboro Library)
City of Roanoke 1010104 median at Williamson Rd. & Wells Ave.
City of Roanoke 1012103 220 Church Ave., S.W. (Commonwealth of
VA Bla .)
City of Roanoke 1012104 Church Ave. (Lee Plaza)
City of Roanoke 2012716 Wells Ave., N.W.
City of Roanoke 1113414 Church Ave., S.W. (Jefferson Gym)
City of Roanoke 2420208 Salem Turnpike, N.W. (Horton)
City of Roanoke 1211402 Eleventh St., S.W. (Perry Park)
City of Roanoke School Board 1113401 540 Campbell Ave. (Jefferson Center)
Commonwealth of VA 1012440 Marshall Ave., S.W. (parking lot)
Department of General Services
Commonwealth of VA 1012432 Marshall Ave., S.W. (parking lot)
Department of General Services
Greater Roanoke Transit Co. 4110101 Norfolk Ave., S.E. (area in front of bus
barn)
Greater Roanoke Transit Co. 4110301 1108 Campbell Ave., S.E.
Greene Memorial United 1012202 Second St., S.W. (parking lot)
Methodist Church
Greene Memorial United 1012201 402 Second St., S.W.
Methodist Church
Impact Housing Corp. 2011802 401 Gainsboro Rd., N.W.
N&W Railway Company land fronting Jackson Ave. between 1 lth &
12th St.
N&W Railway Company 1410103 Patterson Ave. (land north of end of
Patterson)
N&W Railway Company 1410114 land south of end of Patterson and north of
Roanoke River
Our Lady of the Valley, Inc. c/o 2011001 650 Jefferson St., N.W.
Coordinated Services
Roanoke Valley Resource 3030402 1020 Hollins Rd., N.E. (trash transfer
Authority station)
Page 2 of 4
OWNER TAX MAP # PROPERTY ADDRESS
RRHA 2011801 First St. N.W.
RRHA 1210634 L641 Salem Ave., S.W. (Hurt Park)
RRHA 2624 Salem Turnpike (Lansdownc Housing
Project)
RRHA 2011803 Gilmer Ave., N.W.
RRHA 2012711 First St., N.W.
RRHA 2012709 First St. N.W.
RRHA 2012718 First St., N.W.
RRHA 2012717 Wells Ave., N.W.
Saint Andrews Catholic Church 3023001 631 Jefferson St., N.W.
The Rescue Mission of 4012116 423 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012118 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012119 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012115 421 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012604 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012603 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012602 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012601 Dale Ave., S.E.
Roanoke, Inc.
The Rescue Mission of 4012210 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012117 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012208 Fourth St., S.E.
Roanoke, Inc.
The Rescue Mission of 4012107 321 Tazewell Ave., S.E.
Roanoke, Inc.
Page 3 of 4
OWNER TAX MAP # PROPERTY ADDRESS
Thc Rcscuc Mission of 4012209 Fourth St., S.E.
Roanoke, Inc.
Thc Rcscuc Mission of 4012207 418 Fourth St., S.E.
Roanoke, Inc.
Thc Rescue Mission of 4012205 406 Fourth St., S.E.
Roanoke, Inc.
Thc Rescue Mission of 4012201 401 Tazcwcll Ave., S.E.
Roanoke, Inc.
Thc Rescue Mission of 4012206 Fourth St., S.E.
Roanoke, Inc.
Trustees St. Andrews Catholic 2021802 Jefferson St., N.W.
Church
Trustees, First Baptist Church 2012812 310 Jefferson St., N.W.
Trustees First Baptist Church 1012460 51 $ Third St., S.W.
Trustees First Christian Church 1012009 344 Church Ave., S.W.
Trustees Central Church of thc 1011911 425 Fourth St., S.W.
Brethren
Trustees Central Church of the 1011906 416 Church Ave., S.W.
Brethren
Trustees Central Church of the 1011910 Fourth St., S.W.
Brethren
Trustees Central Church of the 1011909 Church Ave., S.W.
Brethren
Trustees First Christian Church 1012008 Luck Ave., S.W.
United States of America 1013104 210 Franklin Rd., S.W. (Poff Federal
Bldg.)
United States Postal Service 3015002 419 Rutherford Ave., N.E. (main P.O.)
Virginia Museum of 1010140 303 Norfolk Ave., S.W.
Transportation
Virginia Holdings Corp. c/o NS 1410101 Furnace Rd., S.W. (roadway at end of
Tax Dept. Patterson Ave.)
YMCA 1011206 425 Church Ave., S.W.
Ryder/ATE, Inc. 4110301 1108 Campbell Ave., S.E.
Southwestern Virginia Transit 4110301 1108 Campbell Ave., S.E.
Management Co., Inc.
Page 4 of 4
Mary F. Parker, CMCIAAE
c~y C~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File ft468
Sandra H. Eakin
Deputy City Clerk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
A report with regard to issuance of an emergency change order to the City's contract with
J & W Sandblasting of North Carolina, Inc., for painting the interior of the Carroll Avenue
Water Tank was before the Council of the City of Roanoke at a regular meeting which was
held on Monday, August 3, 1998.
On motion, duly seconded and adopted, the report was received and filed.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
James D. Grisso, Director of Finance
Kit B. Kiser, Director, Utilities and Operations
Jesse H. Perdue, Jr., Manager, Water Department
RECEi\~E.C
CITY CI~]c!~,'~ :]:~
'98 ,,,ltll_ 25) P 3:52
Office of the Cify Manager
July 29, 1998
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
SUBJECT:
Change Order - Painting Inside of Carroll Avenue
Water Tank
We have a contract in the amount of $39,000 with J & W
Sandblasting of North Carolina, Inc. to paint the outside of
Carroll Avenue water tank. The tank was taken out of service and
inspected. The inside paint appeared satisfactory at the time
and .the decision was made to paint only the outside of the tank
(as well as two tanks at the Grandin Court site).
When the contractor arrived to perform the work, the
following conditions were found:
The inside paint once dried began to flake and
peel off.
o
Corrosion above the normal water line, e.g. above
the cathodic protection, had caused structural
damage to the top of the dome of the tank, around
the access portal.
I have authorized an emergency change order of $60,000 to
sandblast and paint the inside of the tank and an additional
$6,000 to cut out and re-weld the support around the access
portal. This compares to a competitively bid price of $88,261
received in 1986 to paint the interior and exterior of the tank.
This work is needed to be authorized immediately because the
contractor is on the site and is scheduled to leave in two weeks.
Also, we cannot put the water tank back into service with paint
flaking into the water.
A report of recommendation of a change order is being
initiated and should reach Council for ratification at your
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-
CityWeb:www, ci roanoke.va.us
The Honorable David A. Bowers, Mayor
and Members of City Council
July 29, 1998
Page 2
August 17, 1998 meeting. Please call Kit Kiser if you have
questions.
Thank you.
Sincerely,
W. Robert Herbert
City Manager
WRH:KBK:afm
cc:
Wilburn C. Dibling, City Attorney
Mary F. Parker, City Clerk
James D. Grisso, Director of Finance
Kit B. Kiser, Director of Utilities & Operations
Jesse H. Perdue, Jr., Water Department Manager
Mary F. Parker, CMCIAAE
c~y Ck~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File ~429
· andra H. Eakin
r~puty c~y c~rk
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
A report with regard to the cost-of-living adjustment for City retirees was before the Council
of the City of Roanoke at a regular meeting which was held on Monday, August 3, 1998.
On motion, duly seconded and adopted, the report was received and filed.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
W. Robert Herbert, City Manager
Jesse A. Hall, Deputy Director of Finance
Joyce L. Sparks, Retirement Administrator, Department of Finance
H:~AGENDAg~AUG3.WPO
DEPARTMENT OF FINANCE
CITY OF ROANOKE, VA.
August 3, 1998
'98 JILL30 A9:!5
FROM:
SIJtMEC~.
Honorable Mayor and Members of City Council
James D. Grisso, Director of Finance
City of Roanoke Pension Plan Cost-of-Living Adjustment
On May 11, 1998, City Council approved a 2.1% permanent cost-of-living adjustment
(COLA) for eligible members of the City of Roanoke Pension Plan by Ordinance No.
33828-051198.
On July 31, 1998 1,086 of the 1,216 retirees received this increase based on the
following qualifications:
· retired on or before July 1, 1997;
· earned 120 months (10 years) of creditable service before retirement (except
occupational disability); and
· spousal qualifications based on above requirements for employee/retiree.
The monthly increase in pensions for the COLA was $14,637 or $175,644 annually.
The total estimated cost of this increase is $1,500,000 based on current actuarial
assumptions.
This report is to provide City Council with information and no action is required.
// Director of Finance
JDG/dS:s
C:
W. Robert Herbert, City Manager
V~flburn C. Dibling, Jr., City Attorney
Jesse Hall, Deputy Director of Finance
Joyce Sparks, Retirement Administrator
Mary F. Parker, CMCIAAE
C~y C~rk
CITY OF ROANOKE
Office of the City Clerk
August6,1998
File #15-110-323
· andra H. Eakin
Deputy c~y C~rk
Dennis Frye, Chair
Roanoke Public Library Board
Roanoke, Virginia
Dear Mr. Frye:
This is to advise you that on July 16, 1998, Brenda L. McDaniel qualified as a member of
the Roanoke Public Library Board for a term ending June 30, 2001.
Sincerely, '
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc: Beverly A. James, Secretary, Roanoke Public Library Board
H:~AGENDAGS~AUG3.WPO
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Brenda L. McDaniel, do solemnly swear (or affirm) that I will support<:~he
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 30, 2001, according to the best of my ability. So help me God.
Subscribed and sworn to before me thiskC--~ '~~"X.~.\ 1998.
ARTHUR B. CRUSH, III, CLERK
~ ~_ DEPUTY CLERK
N:~,CKLO1 ~AGENDA98~JUNE15.WPD
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, $.W., Room 456
Roanoke, Virginia 24011-1 $36
Telephone: (540) 853-2541
Fax: (540) 853-I145
August6,1998
File #15-110-230
SANDRA H. EAKIN
Deputy City Clerk
Brook E. Dickson, Chair
Roanoke Arts Commission
523 Highland Avenue, S. W.
Roanoke, Virginia 24016
Dear Ms. Dickson:
This is to advise you that on July 16, 1998, R. Matthew Kennel qualified as a member of
the Roanoke Arts Commission for a term ending June 30, 2001.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc: Lanell Otey, Secretary, Roanoke Arts Commission
H:~AG EN DAgS~AUQ3.WI=O
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, R. Matthew Kennell, do solemnly swear (or affirm) that I will supp(~~ 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 30, 2001, according to the best of my ability. So help me God.
1998.
ARTHUR B. CRUSH, III, CLERK
, DEPUTYCLERK
N:~CKLOI~AG ENDA98~J U N E15.WPD
MARY E PARKER, CMC/AAE
City Clerk
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
August6,1998
File #15-110-429
Deputy City Clerk
Robert E. Tonkinson, Jr., Vice-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 July 24, 1998, Randall J. Scott qualified as a member of the
Board of Trustees, City of Roanoke Pension Plan, for a term ending June 30, 2000.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
James D. Grisso, Secretary/Treasurer, Board of Trustees, City of Roanoke Pension
Plan
H:~AGENDAg~AUG3.WI=O
'98 ,JUl. 24 A9:36
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Randall J. Scott, 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 30, 2000, according to the best of my ability. So help me God.
Subscribed and sworn to before me this~ day ~ 1998.
ARTHUR B. CRUSH, III, CLERK
, DEPUTYCLERK
H:~AGENDAgS~JULYS.WPD
MARY E PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Chur. ch Avenue, S.W., Room 456
Roanoke, Virginia 24011-1 $36
Telephone: (540) 853-2541
Fax: (540) 853-1145
August6,1998
File #15-110-379
SANDRA H. EAKIN
Deputy City Clerk
Lee B. Eddy, Chair
Roanoke Valley Greenways Commission
2211 Pommel Drive, S. W.
Roanoke, Virginia 24018
Dear Mr. Eddy:
This is to advise you that on July 24, 1998, Bdan M. Shepard qualified as a member of the
Roanoke Valley Greenways Commission for a term ending June 30, 2001.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
Lucy R. Ellett, Secretary, Roanoke Valley Greenways Commission, 3752 Brandon
Avenue, S. W., Roanoke, Virginia 24018
H:~AGE~DAg~UG~WPO
RECE' vc2F,
"98 JIJL 27 P4:00
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Brian M. Shepard, 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 Valley Greenways Commission for
a term ending June 30, 2001, according to the best of my ability. So help me God.
Subscribed and sworn to before me this ~ day of ~ul¢
1998.
ARTHUR B. CRUSH, III, CLERK
, DEPUTY CLERK
H:~GENDA98~JULY6.WPD
MARY F. PARKER, CMC/AAE
City Clerk
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
August6,1998
File #15-110-326
SANDRA H. EAKIN
Deputy City Clerk
J. Lee E. Osborne, Chair
Fifth Planning District Commission
5152 Falcon Ridge Road
Roanoke, Virginia 24014
Dear Mr. Osborne:
This is to advise you that on July 29, 1998, W. Alvin Hudson, Jr., qualified as a member
of the Fifth Planning District Commission to fill the unexpired term of C. Nelson Harris
ending June 30, 2000.
SHE:lo
Sincerely,
Sandra H. Eakin
Deputy City Clerk
pc:
Wayne G. Strickland, Secretary, Fifth Planning District Commission, 3767
Parliament Road, S. W., Roanoke, Virginia 24014
H:~AGENDAg~AUG3.WF~
'~1:t JUL 29 P3:45
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, W. Alvin Hudson, Jr., 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 Fifth Planning District Commission to fill the
unexpired term of C. Nelson Harris ending June 30, 2000, according to the best of my
ability. So help me God.
Subscribed and sworn to before me this .,,~,
day of 0,,./~ ~1998.
ARTHUR B. CRUSH, III, CLERK
BY
, DEPUTY CLERK
N:~,CKLOl~AGENDA98~JULY6.WPD
Mary F. P~rker, CMCIAAE
cay Ck~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File g60-467
Sandm H. Eakin
[~puty c~y c~rk
W. Robert Herbert
City Manager
Roanoke, Virgida
Dear Mr. Herbert:
I am attaching copy of Resolution No. 33952-080398 authorizing the School Board for the City o£
Roanoke to expend funds in an amount up to $354,640.00, for an integrated technology system at
Lucy Addison Middle School and declaring the City's intent to borrow to fund or reimburse such
expenditures. The abovereferenced measure was adopted by the Council of the City of Roanoke at
a regular meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc;
Marsha W. Ellison, Chair, Roanoke City School Board, 2030 Knollwood Road, S. W.,
Roanoke, Virginia 24018
Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools
Richard L. Kelly, Assistant Superintendent for Operations, Roanoke City Public' Schools
James D. Grisso, Director of Finance
Deborah L. Glossbrermer, Financial Systems Accountant, Department of Finance
H:~AGENDAOe~UGa. WlaO
IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA
The 3rd day of August, 1998.
No. 33952-080398.
A RESOLUTION authorizing the School Board for the City of Roanoke to expend funds
for an integrated technology system at Lucy Addison Middle School and declaring the City's
intent to borrow to fund or reimburse such expenditures.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The School Board of the City of Roanoke is authorized to expend out of the City's
capital improvement fund up to $354,640.00 for the cost of an integrated technology system at
Lucy Addison Middle School (such integrated technology system hereinat~er referred to as
"Project").
2. In accordance with U. S. Treasury Regulations § 1.150-2, it is hereby declared that
the City reasonably expects to reimburse expenditures for the Project with proceeds of debt to be
incurred by the City ("Bonds"), provided that each such expenditure to be reimbursed shall be (a)
a capital expenditure, (b) a cost of issuance of the Bonds, or (c) any other expenditure described
in Treasury Regulations § 1.150-2(d)(3) or any successor provision thereto. The maximum
principal amount of debt expected to be issued for the Project is $354,640.00
3. This is a declaration of official intent under Treasury Regulation § 1.150-2.
ATTEST:
City Clerk.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMCIAAE
city Ck~rk
Sandm H. F. akin
O~puty c~ Ck~rk
August 6, 1998
File ~-60467
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 33951-080398 authorizing the School Board for the City oi~
Roanoke to expend funds in an amount up to $56,381.00, for a media management system at
Woodrow Wilson Middle School and declaring the City's intent to borrow to fund or reimburse such
expenditures. The abovereferenced measure was adopted by the Council of the City of Roanoke at
a regular meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
Marsha W. Ellison, Chair, Roanoke City School Board, 2030 Knollwood Road, S. W.,
Roanoke, Virginia 24018
Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools
Richard L. Kelly, Assistant Superintendent for Operations, Roanoke City Public Schools
James D. ~risso, Director of Finance
Deborah L. Glossbrenner, Financial Systems Accountant, Department of Finance
IN THECOUNCILFORTHECITY OF ROANOKE, VIRGINIA
The 3rd day of August, 1998.
No. 33951-080398.
A RESOLUTION authorizing the School Board for the City of Roanoke to expend fiands
for a media management system at Woodrow Wilson Middle School and declaring the City's
intent to borrow to fund or reimburse such expenditures.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The School Board of the City of Roanoke is authorized to expend out of the City's
capital improvement fund up to $56,381.00 for the cost ora media management system at
Woodrow Wilson Middle School (such media management system hereinat~er referred to as
"Project").
2.
In accordance with U. S. Treasury Regulations § 1.150-2, it is hereby declared that
the City reasonably expects to reimburse expenditures for the Project with proceeds of debt to be
incurred by the City ("Bonds"), provided that each such expenditure to be reimbursed shall be (a)
a capital expenditure, (b) a cost of issuance of the Bonds, or (c) any other expenditure described
in Treasury Regulations § 1.150-2(d)(3) or any successor provision thereto. The maximum
principal amount of debt expected to be issued for the Project is $56,381.00.
3. This is a declaration of official intent under Treasury Regulation § 1.150-2.
ATTEST:
City Clerk.
H:~EASUR~F~2HINT
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMCIAAE
city Ck~rk
August 6, 1998
8andre H. Eakin
Oeputy c~y c~rk
File f~60-467
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 33950-080398 authorizing the School Board for the City Of
Roanoke to expend funds for architectural and enginoodng services in an amount up to $540,000.00,-
for vadous schools including certain elementary schools and governor's school and declaring the
City's intent to borrow to fund or reimburse such expenditures. The abovereferenced measure was
adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday,
August 3, 1998.
Sincerely,
Sandm H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
Marsha W. Ellison, Chair, Roanoke City School Board, 2030 Knollwood Road, S. W.,
Roanoke, Virginia 24018
Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools
Richard L. Kelly, Assistant Superintendent for Operations, Roanoke City Public Schools
James D. Gdsso, Director of Finance
Deborah L. Glossbrenner, Financial Systems Accountant, Department of Finance
IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA
The 3rd day of August 1998.
No. 33950-080398.
A RESOLUTION authorizing the School Board for the City of Roanoke to expend funds
for architectural and engineering services for particular school buildings and declaring the City's
intent to borrow to fund or reimburse such expenditures.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The School Board of the City of Roanoke is authorized to expend out of the City's
capital improvement fund up to $540,000.00 for the cost of architectural and engineering services
for various schools including certai'h elementary schools and governor's school (such architectural
and engineering services hereinafter referred to as "Project").
2. In accordance with U. S. Treasury Regulations § 1.150-2, it is hereby declared that
the City reasonably expects to reimburse expenditures for the Project with proceeds of debt to be
incurred by the City ("Bonds"), provided that each such expenditure to be reimbursed shall be (a)
a capital expenditure, (b) a cost of issuance of the Bonds, or (e) any other expenditure described
in Treasury Regulations § 1.150-2(d)(3) or any successor provision thereto. The maximum
principal amount of&bt expected to be issued for the Project is $540,000.00.
3. This is a declaration of official intent under Treasury Regulation § 1.150-2.
ATTEST:
City Clerk.
H:~SXSCHINT
MARY Iv. PARKER, CMC/AAE
City Clerk
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
August 6, 1998
File #60-467
SANDRA H. EAKIN
Deputy City Clerk
Mm'sM W. Ellison, Chair
Roanoke City School Board
2030 Knollwood Road, S. W.
Roanoke, Vh'ginia 24018
Dear Ms. Ellison:
I am enclosing copy of Ordinance No. 33949-080398 amending and reordainin8 certain sections of
the 1998-99 School Capital Projects Fund Appropriations, providing for appropriation of funds in
connection with various school capital projects. The aboverefereneed measure was adopted by the
Council of the City of Roanoke at a regular meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Enclosure
pc~
Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools
Richard L. Kelly, Assistant Superintendent for Operations, Roanoke City Public Schools
W. Robert Herbert, City Manager
James D. Grisso, Director of Finance
Deborah L. Glossbrenner, Financial Systems Accountant, Department of Finance
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 3rd day of August, 1998.
No. 33949-080398.
AN ORDINANCE to amend and reordain certain sections of the 1998-99 School
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 1998-99 School Capital Projects Fund Appropriations, be, and the
same are hereby, amended and reordained to read as follows, in part:
Ao~)rooriations
Education Capital $ 39,552,622
Architectural/Engineering Services (1-2) ........................ 1,060,000
Integrated Technology System - Addison (3) ..................... 354,640
Media Management System (4) ............................... 56,381
Series 2000 Bonds (5) ...................................... (3,121,009)
Revenue
Due from State Grant Funds (6) ............................... $
1 ) Appropriated from
Bond Funds
2) Appropriated from
State Grant Funds
3) Appropriated from
Bond Funds
4) Appropriated from
Bond Funds
5) Public Improvement
Bonds - Series 2000
6) Due from State
(031-060-6096-6896-9001)
( 031-060-6096-6896-9007)
(031-060-6095-6896-9001)
(031-060-6094-6896-9001)
(031-060-9709-9182)
(031-1221)
540,000
520,000
354,640
56,381
951,021)
520,000
520,000
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
City of Roanoke
Roanoke, Virginia
August 3, 1998
'98 JlJl.. 30 Pt:54
FROM:
SUIMEC'T:
Honorable Mayor and Members of City Council
James D. Grisso, Director of Finance
School Board Request for Appropriation of School Capital Projects Fund
We have reviewed the attached request to appropriate funding for the School Board.
This report will appropriate the following:
$1,060,000 for architectural and engineering services for school capital projects to be
completed by FY2002. Funding of $520,000 will be provided by state construction
grant funds. Proceeds from the sale of Series 2000 bonds will cover the remaining
$540,000 of this total.
$354,640 for an Integrated Technology System for the Lucy Addison Middle School.
This will be supported by proceeds from the sale of Series 2000 bonds.
$56,381 for the Media Management System for Woodrow Wilson Middle School. This
component is part of the school's integrated technology system. This new program is
funded by proceeds from the sale of Series 2000 bonds.
We recommend that you concur with this request of the School Board.
/ Directo~ of ~inanee
JDG/DG/pac
Attachments
c: Debbie Glossbrenner, Financial Systems Accountant
ROANOKE CITY SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
1997 Capital Bond Issue/State Conslruction Grant
Architectural/Engineering Services
6096
031-060-6096-6896-0829
031-060-6096-6896-0829
031-060-6096-6896-0829
031-060-6096-6896-0829
031-060-6096-6896-0829
Appropriation Unit ZMB
Architectural Services-
Elementary Additions (Pre 1960)
Architectural Services-
Elementary Additions (Post 1960)
Architectural Services-
Elementary Additions (Gymn.'s)
Engineering Services - Air
Conditioning Replacement
Architectural Services -
Governor's School
$ 350,000.00 33.0
225,000.00 21.2
150,000.00 14.2
170,000.00 16.0
165,000.00 15.6
$ 1,060,000.00 100.0
031-060-6096-6896-9001
031-060-6096-6896-9004
Bond Funds
State Construction Grant Funds
$ 540,000.00 50.9 %
520,000.00 49.1 %
$ 1,060,000.00 100.0 %
Capital Funds from the 1997 Capital Bond Issue and the 1999 State Construction Grant will be used to
finance architectural and engineering design services for school capital projects to be completed by
FY2002. The appropriation request will fund 80% of the project design costs incurred up to the bid award
but not including construction administration services. The funding for design services for the
Governor's School will be reimbursed through a future Literary Fund Loan for the project. The
Governor's School has agreed to pay interest on funds advanced for the project.
July 14, 1998
ROANOKE CITY SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
1997 Capital Bond lssue for Technology
Integrated Technology System -Addison
6096
031-060-6095-6896-0826
Appropriation Unit ZMA
Integrated Technology
$ 354,640.00 100.0 %
031-060-6095-6896-9001
Bond Funds $ 354,640.00 100.0 %
The above approlMation request will provide bond funds for the purchase of the integrated technology
system for Lucy Addison Middle School.
July 14,1998
ROANOKE CITY SCHOOL BOARD
Roanoke, Virginia
APPROPRIATION REQUEST
t~7 Capital Bond Issue for Technology
Media Management System - Woodrow Wilson
60~4
031-060-6094-6896-0826
Appropriation Unit ZM9
Media Management System $
56,381.00 100.0 %
031-060-6094-6896-9001
Bond Funds $ 56,381.00 100.0 %
The above approl~iation request will provide bond funds for the purchase of the media management
component of the integrated technology system for Woodrow Wilson Middle School.
July
1 Marsha W. Ellison, Chairman F.B. Webster Day Brian J. Wishneff
Melinda J. Payne, Vice Chairman Sherman P. Lea Dr. E. Wayne Harris, Superintendent
' Charles W. Day Ruth C. Willson,~.~,~, ~c r'~- ~,~ ~E Cindy H. Lee, Clerk of the Board
fRoanoke 'x
City School Board P.O. Box 13145, Roanoke, Virginia 24031 '~40~-~:~81 ~x-a~ 540-853-2951
July 29, 1998
The Honorable David A. Bowers, Mayor
and Members of Roanoke City Council
Roanoke, VA 24011
Dear Members of Council:
As a result of official action at its July 14 meeting, the School Board requests the
following appropriations:
$1,060,000.00 for architectural and engineering design services for school capital
projects. Funding will be provided from capital funds from the 1997 Capital Bond Issue and the
1999 State Construction Grant.
$354,640.00 for the integrated technology system for Lucy Addison Middle School.
Funding will be provided from the 1997 Capital Bond Issue for Technology.
$56,381.00 for the purchase of the media management component of the integrated
technology system for Woodrow Wilson Middle School. Funding will be provided from the 1997
Capital Bond Issue for Technology.
The Board appreciates the approval of these requests.
Sincerely,
Cin~y~H. e~el Cler~k
re
cc:
Mrs. Marsha W. Ellison
Dr. E. Wayne Harris
Mr. Richard L. Kelley
Mr. Kenneth F. Mundy
Mr. William L. Murray
Mr. W. Robert Herbert
Mr. Wilburn C. Dibling
Mr. James D. Grisso
Mrs. Ann Allen (with accounting details)
Preparing Students for Success
Mary F. Parker
C~y Cbrk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File #184-188
8andra H. Eakin
Deputy c~y c~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
A report in response to remarks of Ronald A. Mathews relating to the alleged failure of the'
City to comply with labor laws was before the Council of the City of Roanoke at a regular
meeting which was held on Monday, August 3, 1998.
On motion, duly seconded and adopted, the report was received and filed.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
Wilbum C. Dibling, Jr., City Attorney
James D. Grisso, Director of Finance
George C. Snead, Jr., Director, Public Safety
James Grigsby, Chief, Fire-EMS
H:~AGEN~.W~O
Office of the City Manager
August 3, 1998
The Honorable David A. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
On Monday, July 6, 1998, a former member of the Fire-EMS Department, Mr. Ron
Mathews, addressed council concerning two issues.
First, Mr. Mathews contends that the Fire-EMS Department is not adhering to
Department of Labor (DOL) regulations relating to overtime pay for employees who provide
ambulance service.
Fire-EMS Administration has met with the local office of DOL and provided all
requested information of work schedules, tasks, and percentage of time spent performing
ambulance and firefighting duties. Additionally, Fire-EMS Chief Grigsby has contacted
DOL requesting formal documentation of concerns and/or problems with the Fire-EMS
Department's applications and interpretation of labor regulations.
Verbally, DOL has expressed concerns, but has not issued any written
determination of alleged Violations. DOL has not presented anything else to the City in
writing. We will work very closely with DOL to clarify any concerns and to address issues
that may be raised.
The second issue raised by Mr. Mathews concerned the safety of employees
performing EMS functions and citizens who receive service from the employees who are
working a twenty-four hour shift. Prior to adopting the current work schedule, substantial
research was conducted to determine the affect on public safety.
Due to the number of medic units and medically trained personnel available, we
firmly believe that the twenty-four hour shift does not present a safety concern to our
citizens or department personnel. Dr. Carol Gilbert, Operational Medical Director for the
city, is fully aware of the department's workload and shift schedule. In fact, the Fire-EMS
Department's work volume, shift configuration and task assignments compare favorably
with industry standards and is common to many firefighting/emergency medical services
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci,roanoke,va.us
The Honorable David A. Bowers, Mayor
and Members of City Council
August 3, 1998
Page 2
departments throughout the country.
If you have additional concerns or wish a more detailed breakdown of how the Fire-
EMS Department administers that program, we will arrange a full briefing.
Also, if the Department of Labor formally cites the City for any violation of labor
regulations, we will work closely with the City Attorney's Office to address the concerns.
We will keep Council advised of significant developments in this area.
Sincerely,
W. Robert Herbert
City Manager
WRH/w
CC:
Mary F. Parker, City Clerk
James D. Ritchie, Assistant City Manager
Wilburn C. Dibling, Jr., City Attorney
James D. (3risso, Director of Finance
(3eorge C. Snead, Director of Public Safety
James (3rigsby, Chief, Fire-EMS
Mary F. Parker, CMC/AAE
c~y c~rk
CITY OF ROANOKE
Office of the City Clerk
August 7, 1998
File #184-188-202
8andre H. Eakin
D, puty C~y Ck~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 3, 1998, Ronald A. Mathews, Route 3, Box 203, Goodview, Virginia, addressed
Council with regard to the alleged failure of the City to comply with Labor Laws and the
City's Employee Grievance Procedure; and Evelyn Wheeler, 3021 Ashwood Circle, N. E.,
addressed Council with regard to City employee issues.
The remarks of Mr. Mathews and Ms. Wheeler were referred to you for your information.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
Ronald A. Mathews, Route 3, Box 203, Goodview, Virginia 24095
Evelyn D. Wheeler, 3021 Ashwood Circle, N. E., Roanoke, Virginia 24012
Wilbum C. Dibling, Jr., City Attorney
Kenneth S. Cronin, Manager, Personnel
H:~AGENDAg6~AUG3.WPO
August3,1998
The Honorable David a. Bowers, Mayor
and Members of City Council
Roanoke, Virginia
RE: Remarks of Evelyn D. Wheeler
Dear Mayor Bowers and Members of Council:
At the regular meeting of the City Council held on July 6, 1998, Evelyn D. Wheeler,
a City employee, appeared before City Council and raised certain issues with respect to
the City's Grievance Procedure. By motion, City Council requested the City Manager and
City Attorney to respond to the issues raised by Ms. Wheeler. In addition, City Council
requested the City Manager to prepare a report on the number of grievances filed during
the past ten years and the disposition of each case. This report will address the issues
raised by Ms. Wheeler in the order in which she raised them and will, thereafter, provide
the statistical information requested by City Council.
First, Ms. Wheeler stated that statements and supporting evidence of the grievant
are disregarded prior to the Personnel and Employment Practices Commission (PEPC)
hearings. There are four steps in the Grievance Procedure prior to the hearing before a
panel of the PEPC. The steps are (1) informal meeting with immediate supervisor, (2)
department manager, (3) director and (4) city manager. It is the policy of the City to
encourage resolution of employee problems and complaints, without resort to the formal
grievance procedure, through open and free discussion of such complaints with immediate
supervisors and the various levels of management.
Many employee complaints and concerns are resolved informally without resort to
the formal Grievance Procedure. To the extent that complaints cannot be resolved
informally, the Grievance Procedure provides an immediate and fair method for the
resolution of disputes. See §1, Personnel Operating Procedure (POP) No. 6. Of those
that are taken to the Grievance Procedure, a significant number are resolved at the
informal meeting with the immediate supervisor. At this very informal level, the
employee's complaint is not reduced to writing nor is the immediate supervisor's response
submitted in writing. Although many grievances are resolved at this informal level, there
is no statistical data because of the informal, non-written format.
As established by the statistics subm,tted later in this report, 99 of 134 grievances
which proceeded beyond the first, informal step were resolved prior to the PEPC hearing
The Honorable David A. Bowers, Mayor
and Members of City Council
August 3, 1998
level. Accordingly, it would appear that statements and evidence submitted by employees
prior to the Commission level hearings are being accorded considerable weight and given
careful review and consideration.
Second, Ms. Wheeler objected to the composition and qualifications of members
of the PEPC, and she also objected to vacancies on the Commission. Attached to this
report is a copy of {}2-83, Code of the City of Roanoke (1979), as amended, which
establishes the qualifications of members of the PEPC. Effective June 30, 1998, a
vacancy was created on the nine-member PEPC as a result of the resignation of James
Blackwell, who had served since January 2, 1996. The remaining members of the PEPC
are Jeanette Harden (WF), I. B. Heinemann (WM), Alfphonso Holland (BM), Stephen
Jamison (VVM), Jennifer Mulligan (WF), Elizabeth Legg (WF), L. Bane Coburn (WM), and
Carol Wright (BF). Thus, the current membership consists of three white males, one black
male, three white females and one black female.
Three City of Roanoke employees are included in the membership of the PEPC.
One employee currently serves on each of the three-member panels of the PEPC. The
employee members are Elizabeth Legg, currently a police sergeant who at the time of her
original appointment was a police officer, L. Bane Coburn, Civil Engineer, and Carol
Wright, Administrative Assistant. None of the City employee members of the PEPC is a
manager or administrator. Five of the eight members of the PEPC are members of
protected classes. It is true that from time to time there are vacancies on the PEPC. It
is, of course, impossible for City Council to find high quality appointees to fill vacancies
overnight. Time is required for recruitment and careful consideration of appointees.
Third, Ms. Wheeler complained that members of the PEPC suffer from conflic°: of
interests. It is undoubtedly true that members of the PEPC will be acquainted with
employee-grievants, administrators, counsel and witnesses appearing before the PEPC.
Even in formal judicial proceedings where more pristine standards apply, it is not unusual
that judges and juries will be acquainted with the parties, counsel and witnesses. Mere
acquaintance, even in the formal judicial setting, does not require automatic
disqualification, however. Prior to any grievance hearing, the grievant is accorded an
opportunity to raise any preliminary matters, such as to object to any panel member the
grievant believes to suffer from a conflict of ~nterests. The panel then, with the assistance
The Honorable David A. Bowers, Mayor 3
and Members of City Council
August 3, 1998
of its independent legal counsel, rules as to whether the particular panel member should
be disqualified. In this way, conflicts of interests are addressed by the PEPC.
Ms. Wheeler also alleged that panels of the PEPC have violated §2-85.1(d) of the
City Code which prohibits a panel member from hearing a grievance involving his or her
own department, office or agency of City government. Again, if an employee believes
that this section is being violated, the employee should raise this issue prior to the hearing
so that it can be ruled upon by the panel with the advice of its independent legal counsel.
We are not aware of any grievance where a member of the panel has heard a grievance
involving his or her own department, office or agency.
Fourth, Ms. Wheeler complained that the PEPC does not choose its own chair and
vice-chair. The PEPC held its last annual meeting on August 15, 1997, at which time it
elected a chairperson and a vice-chairperson. At the annual meeting, the nine-member
PEPC divided itself into three hearing panels of three members each. Diversity has
always been considered by the PEPC in the assignment of its members to panels. It is
true that every member of the panel is not always available when his or her time comes
up to participate on a hearing panel. In such cases, the chair of the commission appoints
another panel member from the available list. The next annual meeting of the Commission
will tentatively be held in August, 1998. Historically, it is true that the PEPC has on
several occasions failed to hold its annual organizational meeting because of its under
strength condition. We will recommend to the PEPC in the future that it hold its annual
meeting regardless of whether the group is at full strength so long as a quorum is
available.
Fifth, Ms. VVheeler complained that, over the past ten years, forty-four grievances
have come before a panel of the PEPC and an employee has not won any grievance. The
statistical data that follows will establish that since July 1992, (the most complete data
available) 134 formal complaints which raised grievable issues were filed and that ninety-
nine of these grievances were resolved at the administrative level (prior to a panel hearing
of the PEPC). Of the 35 grievances that were not resolved at the administrative level and
proceeded to a panel hearing, in three of these grievances, the decision of management
was overturned by the PEPC.
The Honorable David A. Bowers, Mayor
and Members of City Council
August 3, 1998
4
Step II Step III Step IV Subtotal PEPC
Department Director City Manager
Manager
Total Grievances Resolved at Step I
-Unknown-
Total Grievance Filed (July '92 - June '98) 134 71 53 35
Resolved to satisfaction of Gdevant (43) (12) (7) (62) *
Employee choice not to proceed to next (20) (6) (11) (37)
step
Number Grievances taken to next step 71 53 35
· Of the thirty-five (35) Grievances taken to the PEPC, the administration's ac'don was overturned on three (3).
We hope this information is responsive to Council's request.
Respectfully submitted,
W. Robert Herbert
City Manager
WRHNVCD/ff
Attachment
,~Wilburn C. Dibling, Jr.
City Attorney
2-72
ROANOK~ CODm
~ees. 2-'73--2-8~. Reserved.
DIVISION 2. PERSONNEL AND EMPLOYMENT
PRACTICES COMMISSION
See. 2-88. Established; composition; appointment,
terms and qualifications of members.
(a) There is hereby created and established a personnel
and employment practices commission to consist of nine (9)
membe~ to be selected by the city council pursuant to the
provisions of section 2-281 o( this Code. Initially, three (3)
members shall be appointed to serve a term ending June 30,
1977, three (3) for a term ending June 30, 19'/8 and three (3)
for a term endi~ Juno 30, 1979. Thereafter, the council
shall appoint members For three (3) year terms.
(b) The council shall ensure that the membership of the
commission consists of at least three (3) protecmd clam
members, as defined by Title VII of the Civil Rights Ac~ of
1964 (as mended 19'/2), 42 u.s.c., 2000e-2(a)(2), and at
least two (2) members from the classified service of the city.
(c) All of the commission members shall have thoee
characteristics of open mindednes, and fairnem required to
fairly and impartially hear and resolve diffeFences. The
momberdlip, as · whole, shall embrace, to the extent
practleablo, acrom section of tho type persons comprbinl
the ciq~'s work force; i.e., service/maintenance throulh
offieial/adminiotrators. No constitutional, cour~ or council-
appointed officer shall be eliliblo for appointment to tho
com-,iesion. (Ord. No. 2443'/, J 1 (Ch. 13.02, ! 1), 12-11-78)
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC/AAE
C~ Clerk
8andre H. Eakin
r~puty city Ck~rk
August 6, 1998
F~e #178-236
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attachin~ copy of Resolution No. 33953-080398 authorizing the execution of an agreement in
the amount of $787,251.00, with the Roanoke Redevelopment and Housing Authority for services
related to the administration of Community Development Block Grant funds for fiscal year 1998-
1999. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular
meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
John P. Baker, Executive Director, City of Roanoke Redevelopment and Housing Authority,
2624 Salem Turnpike, Roanoke, Xr~rginia 24017
James D. Grisso, Director of Finance
W'dliam F. Clark, Director, Public Works
Glenn D. Radcliffe, Director, Human Development
Evelyn S. Lander, Acting Chief of Planning and Community Development
phillip F. Sparks, Chief of Economic Development and Crrants
Diane S. Akers, Budget Administrator, Office of Management and Budget
W. Robert Herbert
August 6, 1998
Page 2
p¢~
H. Daniel Pollock, Jr., Coordinator, Housing Development
Mariam K. Alam Stacy, Coordinator, Neighborhood Partnership
Charles A. Harlow, Grants Monitor, Grants Compliance
H:~AGENOAg6~UG3.~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33953-080398.
A RESOLUTION authorizing the execution of an agreement with the Roanoke
Redevelopment and Housing Authority for services related to the administration of
Community Development Block Grant (CDBG) funds for FY 1998-1999.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
I. The City Manager or the Assistant City Manager and the City Clerk are hereby
authorized on behalf of the City to execute and attest, resPeCtively, an agreement, and any
necessm¥ amendments thereto, if necessm¥, within the limits of funds set forth in this report
for the purposes specified herein, with the Roanoke Redevelopment and Housing Authority
for services related to the administration of Community Development Block Grant funds for
FY 1998-1999 as more particularly set forth in the City Manager's report and attachment
dated August 3, 1998.
2. Such agreement shall be in the amount of $787,251.00 in CDBG funds, and
upon such terms and conditions as deemed necessm~y by the City Manager and as set forth
in the City Manager's repo~t dated August 3, 1998.
3. The form of said agreelnent, and any necessm3, amendments thereto, shall be
approved by the City Attorney.
ATTEST:
II IHS RR-('I)')a WPD
City Clerk.
Roanoke, Virginia
August 3, 1998
98-20
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Subject:
1998-99 Community Development Block Grant (CDBG) Agreement
with the Roanoke Redevelopment and Housing Authority (RRHA)
mo
Historically, the RRHA has administered numerous CDBG and HOME Investmell[
Partnerships (HOME) activities for the City, including housing rehabilitation and
economic development activities.
City Council authorized the RRI-IA's 1998-99 CDBG activities and funding as part
of the Annual Update to the Consolidated Plan (Annual Update) approved for
submission to the U.S. Department of Housing and Urban Development (HUD)
on May 11, 1998, by Resolution No. 33830-051198.
City Council accepted the 1998-99 CDBG fund.q on June 15, 1998, pending receipt
of the approval letter from HUD, by adopting Resolution No. 33875-061598 and
Budget Ordinance No. 33874-061598.
HUD approval of the Annual Update is forthcoming. The letter of approval is
completing the routine Congressional release process.
II. Current Situation:
mo
A total of $787,251 in CDBG funds has been budgeted for the RRHA's 1998-99
CDBG Agreement. (See Attachment A of the Agreement.)
$757,651 in new and carry-over CDBG funds are budgeted for the RRHA',s
1998-99 project and support costs for eight (8) CDBG-funded activities.
$30,000 in CDBG funds are budgeted for the RRHA's 1998-99 general
administrative costs relating to the CDBG-funded activities.
City Council is requested to anprove execution of an Agreement with the RRHA
in order to implement the CDBG and HOME activities and permit reimbursement
to the RRHA for costs incurred.
Members of Council
Page 2
III.
IV.
Issues:
A. Cost to the City.
B. Administrative capability.
C. Timine.
D. Impact on community_ development.
E. Consistency with the Annual Update.
Alternatives:
Authorize the City. Manager or the Assistant City. Manager to execute, and the City
Clerk to attest, the 1998-99 CDBG Agreement with the RRHA (similar in form and
content to Attachment 1) and amendments thereto, if necessary, approved as to
form by the City Attorney, within the limits of funds and the purposes set forth in
this report.
Cost to the City will be $787,251 in CDBG funds, which includes the
amount needed to complete carry-over projects and support HOME-funded
projects. Funding is available in the CDBG accounts listed in Attachment
A of the Agreement.
Administrative capability will be assured by executing the Agreement. The
RRHA possesses extensive knowledge and experience in the types of
activities to be conducted.
Timing is important since previous contract expired on June 30, 1998, and
several ongoing activities are included in the Agreement.
Impact on community development will be positive. These CDBG funds
provide for twelve (12) community development and housing activities
outlined in the Annual Update and are of vital importance to the quality of
life in the City.
o
Consistency with the Annual Update will be achieved. The activities and
funding covered by the Agreement are specifically authorized in the Annual
Update for implementation by the RRHA.
Members of Council
Page 3
Do not authorize execution of the 1998-99 CDBG Aereement with the RRHA.
Cost to the City would depend on the cost of performing the activities
directly with existing and additional City staff or of contracting for services
from other agents.
Administrative capability to perform the various activities is available in
some cases with existing City staff. However, other capability would have
to be obtained by hiring additional CDBG-funded staff and/or contracting
with private agencies. Some projects may be limited without the RRHA's
redevelopment and acquisition authority.
Timing would be adversely affected. Implementation of program activities
would be delayed until necessary staff could be hired and trained or until
other arrangements could be made.
Impact on community, development would be negative if assistance with the
twelve (12) community development and housing activities was delayed or
withdrawn.
o
Consistency with the Annual Update would not be achieved, since the
RRHA is specifically identified as the agency which will implement the
housing and community development activities covered by the Agreement.
Recommendation:
Concur with Alternative A, authorizing the City Manager or the Assistant City Manager
to execute, and the City Clerk to attest, the 1998-99 CDBG Aereement with the RRHA
(similar in form and content to Attachment 1) and amendments thereto, if necessary,
approved as to form by the City Attorney within the limits of funds and the purposes set
forth in this report.
Respectfully submitted,
W. Robert Herbert
City Manager
WRH:FEB/LSS
Members of Council
Page 4
Attachments
CC.'
Assistant City Manager
City Attorney
Director of Finance
Director of Public Works
Director of Human Development
Chief of Planning and Community Development
Chief of Economic Development & Grants
Budget Administrator
Housing Development Coordinator
Neighborhood Partnership Coordinator
Office of Grants Compliance
Executive Director, Roanoke Redevelopment & Housing Authority
AGREEMENT
This Agreement is made and entered into this __
parties:
day of__
1998, by and between the following
The Grantee
City of Roanoke, Virginia
215 Church Avenue, S.W.
Roanoke, Virginia 24011
The Subgrantee
City of Roanoke Redevelopment
and Housing Authority
2624 Salem Turnpike, N.W.
Roanoke, Virginia 24017
WITNESSETH:
WHEREAS, by Resolution No.33875-061598 the Roanoke City Council approved the 1998-99 CDBG
program, and by Ordinance No.33874-061598 appropriated funds therefor; and
WHEREAS, by Resolution No. __-__ the Roanoke City Council approved the execution of this
subgrant agreement between the Grantee and the Subgrantee; and
WHEREAS, by Resolution No.__ the Subgrantee's Board of Commissioners approved the execution
of this subgrant agreement between the Grantee and the Subgrantee;
NOW, THEREFORE, the parties hereto mutually agree as follows:
PART I - SCOPE OF SERVICES
The Subgrantee shall perform the tasks enumerated below in a satisfactory and proper manner, as
determined by the Grantee, within the scope of the 1998-99 Grant Programs Funds Appropriations for
CDBG provided for the services included herein and approved by the Roanoke City Council,:
A. Housing Programs
The Subgrantee shall administer the housing programs briefly described below in accordance with
guidelines developed by the Subgrantee in consultation with and acceptable to the Grantee and
incorporated herein by reference. Guidelines may be modified with the approval of the Grantee's
City Manager or Assistant City Manager and the Subgrantee's Executive Director or his or her
designee. Guidelines shall not be modified administratively when the result would be to add or
delete program activities or otherwise fundamentally alter the nature or intent of any program.
1. Quick Response to Emergencies -- assistance to eligible homeowners to repair or replace
seriously substandard components of the owner's home.
Page 1 of 12 (Attachment 1)
Critical Assistance Repair for the Elderly (C.A.R.E.) -- assistance to eligible elderly
homeowners for non-cosmetic home repairs.
Operation Paintbrush -- assistance to eligible homeowners for exterior painting, siding, and
minor repairs intended to improve the viability of the neighborhood by reducing exterior
deterioration in area homes.
o
Consolidated Loan Program -- assistance to eligible homeowners and homebuyers and owners
of substandard rental properties for housing rehabilitation. A combination of active and deferred
loans and grants will be offered to provide an equitable level of assistance among the different
types of applicants and the activities supported. The forms of financial assistance to be made
available may vary with the income and age of each applicant and with the type of activity
assisted. The types of rehabilitation activities which may be assisted include:
(a) Owner-Occupied Rehabilitation -- rehabilitation of substandard homes owned and occupied
by eligible families.
(b) Purchase/Rehabilitatioll -- rehabilitation of vacant substandard houses to be purchased by
eligible families.
(c) Rental Rehabilitation -- rehabilitation of small rental properties.
HOME Program Support and Pre-development Costs -- In addition to using designated funds
under this Agreement to deliver CDBG-funded housing activities, the Subgrantee shall as well
provide support, including staffing, for the Subgrantee's HOME-funded housing activities to be
implemented under a separate HOME agreement with the Grantee. Funds for support of the
Consolidated Loan Program shall also support the Historic Gainsboro and the Enterprise Zone
set-aside programs and Gainsboro Lot Acquisition/Homeownership Initiative. CDBG funds may
also be used for eligible pre-development costs associated with HOME-funded projects.
Procurement of Contractors -- The Subgrantee shall obtain contractors for needed rehabilitation
services according to its standard, written procurement procedures, ensuring that all such
contractors comply with applicable HUD regulations, including those relating to lead-based
paint. Procurement procedures will offer beneficiaries opportunities to select from among the
various contractors available while maintaining a competitive selection process.
"Eligible" Beneficiaries -- For the purposes of this Agreement, an "eligible" beneficiary shall
mean:
bo
A homeowner or homebuyer whose family income meets low- and moderate-income limits
established by HUD in accordance with 24 CFR 570.3, or
Where income exceeds the limits referenced in 7.a., a homeowner or homebuyer whose
intended use of the CDBG assistance meets a "slums and blight" objective in accordance
with 24 CFR 570.208(b) or results in the property's sale to or tenancy by a family meeting
the income limits referenced in 7.a.
Page 2 of 12 (Attachment 1)
The Subgrantee shall prepare and retain with the project files appropriate records that it has
determined the eligibility of each beneficiary, including adequate supporting documentation to
verify that applicable income or slums and blight criteria have been met.
o
Iarge.&Ar.g~ -- In order to maximize the impact of limited resources, guidelines for the various
activities enumerated above may be targeted to specific areas within the City. In those cases
where assistance is provided to achieve a slums and blight objective in the City's Conservation
Areas and Rehabilitation Districts, guidelines will define the CDBG~eligible areas in accordance
with the 1997 update prepared by the City's Housing Development Office, such update being
incorporated into this Agreement by reference.
B. Commercial/Industrial Development
Shaffers Crossing Phase I -- For the term of this Agreement, the Subgrantee shall continue to
assist the Grantee in completing the redevelopment of the Shaffers Crossing Redevelopment
area, including mowing and maintaining the properties and conducting real estate closings as
needed. All expenses related to Shaffers Crossing property acquisition, disposition, site
clearance/improvements, maintenance, engineering and plan development shall be charged
directly to the Shaffers Crossing Phase I account.
Property Disposition -- For the term of this Agreement, the Subgrantee shall continue to assist
in the sale of parcels available in all Redevelopment Areas, including the Kimball, Downtown
East, Deanwood, Shaffers Crossing and Gainsboro areas. All contacts with potential developers
shall be coordinated between the Grantee's Chief of Economic Development and the
Subgrantee's Office of Development. Each of these parties or representatives shall be afforded
the opportunity to be present at any showing of any available site by either the Grantee or the
Subgrantee. Negotiations incidental to land sales will also be coordinated between the
aforementioned parties. Expenses related to land disposition shall be charged directly to the
affected program account.
Deanwood Industrial Park -- For the term of this Agreement, the Subgrantee shall conduct
required environmental assessments, legal activities and real estate closings, as needed, for this
industrial park area, currently consisting of a five (5) acre tract fronting on Orange Avenue and
Plantation road, N.E. and a two (2) acre tract located at Hollins Rd., N.E. All expenses related
to Deanwood property, disposition, site clearance/improvements, and maintenance, shall be
charged directly to the Deanwood account and not to the Subgrantee's general program
administration. The Grantee shall provide limited site development and marketing of the
available properties.
C. Property Maintenance
The Subgrantee shall be responsible for the upkeep and maintenance of all properties acquired by
the Subgrantee as a result of CDBG activities. The cost of these activities shall be charged directly
to applicable program accounts or to the property maintenance account and not to the Subgrantee's
general program administration account. All equipment purchases, as part of this activity, must
receive prior approval of the Grantee. If funding is not available in project accounts, property
Page 3 of 12 (Attachment 1)
maintenance costs can be paid out of the separate property maintenance account. CDBG-funded
property maintenance must be approved as eligible by the Grantee. These costs must be identified
and billed per each individual specific activity or project.
D. General Adminintration
The Subgrantee shall provide management, fiscal services and such other general administrative
support as may be required to ensure satisfactory completion of the activities listed in the Scope of
Services. Additionally, the Subgrantee shall provide the following:
Lead-Based Paint Analyzer -- The Subgrantee shall store, test and maintain the Lead-Based Paint
Analyzer and submit the required documentation to the State. CDBG funds for the maintenance
and testing of this equipment are included in the general administration account.
Relocation Assistance and Counseling -- In accordance with HUD regulations and guidelines,
and within the limits of funds available for such purposes under this Agreement, the Subgrantee
shall provide relocation assistance and guidance to residents and businesses displaced by the
projects and activities enumerated in Part I above.
General Administration of Community. Development/Economic Development Activities -- Prior
~ -- The Subgrantee shall continue to service outstanding loans, forgivable and/or
deferred payment loans, grants, etc., made in previous years, as appropriate and in accordance
with guidelines of the specific programs. Such programs include: Private Rehabilitation Loans;
Rental Rehabilitation; Neighborhood Stabilization and Enhancement; Section 312; Down
Payment and Closing Cost Assistance; and local CDBG loans.
The Subgrantee shall provide counseling to parties delinquent in their repayments in a reasonable
effort to avoid foreclosure under the loan programs referenced in this part. However, where
delinquencies persist, the Subgrantee shall institute appropriate collection procedures including
foreclosures.
The Subgrantee shall maintain and protect properties on which it has foreclosed and, in
consultation with the Grantee, shall arrange for resale, assumption of loan, or other disposition
of the property.
Community Interaction ~- The Subgrantee shall assist the Grantee in the performance of such
basic community-oriented tasks as the following:
a. Planning, organizing and implementing neighborhood meetings.
b. Planning, organizing and implementing the Consolidated Plan public workshops and/or
hearings associated with the Grantee's annual application process.
Redevelopment Plans - Preparation and Amendment -- In conjunction with the City's Office of
Planning and Community Development, the Subgrantee shall produce and amend as needed
Redevelopment Plans for areas within the City.
Page 4 of 12 (Attachment 1)
Return of Debt Service Reserve Funds from the Private Rehabilitation Loan Program -- The
Subgrantee shall report outstanding principal balances of loans made under the Single-Family
Mortgage Loan Program and return excess debt service reserve funds from the related mortgage
revenue bonds dated 1981, 1982, 1983, 1984, 1985, 1987, 1988, 1989, 1990, and 1992.
Excess debt service reserve funds shall be submitted to the Grantee prior to September 30, 1998.
Pro_re'am Coordination -- Appropriate staff of the Subgrantee and Grantee shall meet and consult
regularly and as determined needed by either party. Such staff of the Grantee may include, but
are not limited to, the City Manager, Assistant City Manager, Director of Public Works,
Building Commissioner, Chief of Community Planning, Housing Development Coordinator,
Chief of Economic Development, and Office of Grants Compliance Grants Specialists. The
intent of such meetings and consultations shall be to facilitate the efficient and effective
implementation of the program activities listed above, and consider the need for and planning
of other activities of the Grantee and/or Subgrantee, consistent with the general purpose of
community development and neighborhood revitalization.
PART H - COMPENSATION AND METHOD OF PAYMENT
A. Program Funds
CDBG funding for the program activities specified in Part I of this Agreement shall be made
available to the Subgrantee as detailed in Attachment A. The Subgrantee shall not, without prior
written approval from the Grantee, exceed the total funding allocated to any account nor the amount
allocated to any category (i.e. "project"; "support"; "admin") within any account. Further, the
amounts designated to support HOME activities shall be expended solely for this purpose.
B. Program Income
Program income from any and all sources, including interest earned by the program income itself,
shall be submitted to the Grantee on a monthly basis.
C. Disbursement Procedure. s
The Subgrantee shall file the necessary papers with the Director of Finance ten (10) working days
prior to the date that actual disbursements are needed. Cash advances shall be reasonably estimated
and itemized; excess advances will not be allowed. Cash advances will be recorded as Accounts
Receivable due from the Subgrantee. Funds should be disbursed by the Subgrantee within ten (10)
days of receipt of the advance. The Subgrantee shall submit, by the fifth working day of each
month, a monthly report to the Director of Finance and a copy to the Office of Grants Compliance,
indicating the actual expenditures incurred against all cash advances not previously reported to the
Director of Finance. Expenditures reported will be deducted from the Accounts Receivable balance
due from the Subgrantee. The Subgrantee also shall submit time allocation reports in a form
acceptable to the Grantee. No additional cash advances shall be made to the Subgrantee until these
reports are submitted. Monthly financial status reports issued by the Director of Finance shall be
reviewed by the Subgrantee and any discrepancies reported in writing within ten (10) working days
Page 5 of 12 (Attachment 1)
of receipt of said report. Approval of reimbursement requests will be subject to timely receipt of
the monthly reports as detailed here and in Paragraph IV. B of this Agreement. The Grantee
reserves the right to refuse payment to the Subgrantee in the event that the Subgrantee submits a
reimbursement request sixty (60) calendar days after the contract expiration date.
D. Annual Audit and Monitorin~
The Subgrantee shall provide for an independent audit of CDBG expenditures under this Agreement
for the period set forth in Part IV.A., in accordance with Circular A-133. Within 30 days following
its completion, two copies of the audit report shall be furnished to the Grantee. In addition, it is
the intention of the Grantee to conduct financial, compliance and performance monitoring of the
Subgrantee, which may include on-site reviews, at least once during the period of this Agreement.
To the best of the Subgrantee's knowledge and belief, no federal appropriated funds have been paid
or will be paid, by or on behalf of it, to any persons for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an office or employee of Congress, or
an employee of a Member of congress in connections with the awarding of any Federal contract,
the making of any Federal grant, the making of any Federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or modification of
any Federal contract, grant, loan, or cooperative agreement. If any funds other than Federal funds
have been paid or will be paid to any person for influencing or attempting to influence an officer
or employee of any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with this agreement, the Subgrantee will complete
and submit Standard Form-LLL, "Disclosure Form to Report Lobbying, "in accordance with its
instructions.
PART lH - GRANTEE RESPONSIBILITIES
A. General Guidance
The Grantee's Office of Grants Compliance shall provide general guidance and direction to the
Subgrantee concerning the intent and operation of any programs developed by the Grantee which
are to be administered by the Subgrantee under this Agreement. Additionally, other parties and/or
departments of the Grantee may provide specific guidance and direction as needed.
Reports prepared by Grantee staff for presentation to City Council pertaining to matters under this
Agreement shall be provided to the Subgrantee for review and comment ten (10) working days
before the date of the Council meeting.
The Grantee shall make available such existing reports, maps, records or other data as may assist
the Subgrantee's performance of services under this Agreement.
Page 6 of 12 (Attachment 1)
C. Project Piannin_~
Unless otherwise approved by the Grantee, public improvements such as streets, curb and gutter,
public utilities, etc. within a Redevelopment Area shall be the responsibility of the Grantee. Copies
of the project plans may be obtained by the Subgrantee upon request to the Grantee's City Engineer.
D. Non-Personnel Costs - Program Development
Except by the Grantee's prior written approval, the Subgrantee shall neither incur nor be reimbursed
for expenses relating to the development and implementation of a new program or the continuation
of an existing program not contained in Part I of this Agreement.
PART IV - PERFORMANCE AND RECORD KEEPIN(~
The Subgrantee shall commence the provision of the services described in Part I of this Agreement
as of July 1, 1998, and continue through June 30, 1999. Reporting requirements and annual audit
shall cover the full program year period from July 1, 1998, through June 30, 1999.
B. Reporting Requirements
By the 15th calendar day following the end of each quarter, the Subgrantee shall report the progress
of each activity covered by this Agreement, in a format acceptable to the Grantee's Office of Grants
Compliance. Such quarterly reports shall include, but not be limited to, the following:
1. List of monthly gross program income receipts from all sources.
2. List of property purchased with CDBG funds and titled to the Subgrantee, with quarterly
updates.
3. Proration of staff time allocated to each activity covered under this Agreement, in accordance
with a cost allocation plan acceptable to HUD.
The Subgrantee agrees to submit any other reports as requested by the Grantee concerning activities
covered under this agreement.
C. Retention of Records
All records pertaining to this Agreement and the services performed pursuant to it, shall be retained
for a period of three (3) years after the expiration date of this Agreement. Appropriate City and/or
HUD personnel shall have free access to these records for the period of this Agreement and the
subsequent three-year retention period.
Page 7 of 12 (Attachment 1)
PART V - THIRD PARTY CONTRACTS AND BIDS
The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee.
PART VI - PERSONNEL
The Subgrantee represents that it has or will secure all personnel required to perform the services under
this Agreement, within the limits of funding provided. Such employees shall not be employees of or have
any contractual relationship with the Grantee. All of the services required hereunder will be performed
by the Subgrantee or under its supervision, and all personnel engaged in the work shall be fully qualified
to perform such services.
PART VH - UNIFORM ADMINISTRATIVE REQUIREMENTS
The Subgrantee agrees to abide by the HUD conditions for CDBG programs as set forth in Attachment
B, those described in 24 CFR 570.502, and all other applicable CDBG and federal regulations relating
to specific programs performed hereunder. All proposals for CDBG-assisted rehabilitation in the City
will be submitted to the Grantee's Office of Grants Compliance for determination of the structure's
eligibility for inclusion on the National Register of Historic Places. If a property is historically eligible,
all project plans and specifications will be submitted to the Grantee's Office of Grants Compliance for
review as to compliance with Section 106 of the National Historic Preservation Act.
PART VIH - CONFLICT OF INTEREST
No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to
participate in a decision-making process or gain inside information with regard to any CDBG activities,
may obtain a personal or financial interest in or benefit from any of the activities, or have an interest in
any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for him
or herself or his or her family or business associates, during their tenure or for one (1) year thereafter.
PART IX - INDEMNITY PROVISION
Each party hereto agrees to indemnify and hold harmless the other, its officers, agents and employees,
from any and all claims, legal actions and judgments and expenses resulting therefrom, arising out of each
party's intentional or negligent acts or omissions with respect to the duties, rights and privileges granted
in or arising under this Agreement. In the event that the parties are jointly or concurrently negligent, each
party shall indemnify and hold harmless the other party to the extent of its own negligence.
PART X - ENTIRE AGREEMENT
This Agreement, including all of its Exhibits, represents the entire agreement between the parties and this
Agreement shall not be modified, amended, altered or changed, except by written agreement executed
by the parties.
Page 8 of 12 (Attachment 1)
PART XI - TERMINATION OF AGREEMENT FOR CAUSE
In accordance with 24 CFR 85.43, the Grantee may suspend or terminate this Agreement if the
Subgrantee materially fails to comply with any term of the Agreement. This Agreement may also be
terminated for convenience in accordance with 24 CFR 85.44.
Community Development Block Grant funding to be made available by the City of Roanoke under this
Agreement is contingent upon necessary appropriations by the U.S. Congress. In the event that sufficient
funds are not appropriated, at the sole discretion of the City of Roanoke, this Agreement may be
terminated in whole or in part.
PART Xll - REVERSION OF ASSETS
Upon expiration or termination of this Agreement, the Subgrantee shall transfer to the Grantee any CDBG
funds on hand at the time of expiration and any accounts receivable attributable to the use of CDBG
funds.
Any real property under the Subgrantee's control that was acquired or improved in whole or in part with
CDBG funds in excess of $25,000 shall either (1) be used to meet one of the national objectives in 24
CFR 570.208 until five years after expiration of this Agreement; or (2) be disposed of in a manner which
results in the Grantee being reimbursed in the amount of the current fair market value of the property less
any portion thereof attributable to expenditures of non-CDBG funds for acquisition of, or improvement
to, the property. Such reimbursement is not required after the period of time specified in accordance with
the above.
PART Xlll - GOVERNING LAW
This Agreement shall be governed by laws of the Commonwealth of Virginia.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year
hereinabove written:
ATTEST:
FOR THE GRANTEE:
Mary F. Parker, City Clerk
Manager\Assistant City Manager
ATTEST:
FOR THE SUBGRANTEE:
John P. Baker, Executive Director
Page 9 of 12 (Attachment 1)
APPROVED AS TO CDBG ELIGIBILITY APPROVED AS TO FORM
Office of Grants Compliance
Assistant City Attorney
APPROVED AS TO EXECUTION
APPROPRIATION AND FUNDS REQUIRED
FOR THIS CONTRACT CERTIFIED
Assistant City Attorney
Date:
Director of Finance
Account #:
(See Attachment A)
Page 10 of 12 (Attachment 1)
ATTACHMENTS
ATTACHMENT A: RRHA CDBG Project Accounts for 1998-99
ATTACHMENT B: Required Federal Regulations
Page 11 of 12 (Attachment 1)
1998-99 RRHA CDBG Agreement
Financial Accounts
Attachment A
Program Account Number Project Support Admin Total
Quick Response to 035-098-9820-5203 3,000
Emergencies 035-099-9920-5203 40,000
035-099-9910-5076 25.000
Subtotal 43,000 25,000 68,000
Critical Assistance for 035-099-9920-5003 90,000
Elderly 035-099-9910-5002 25.000
Subtotal 90,000 25,000 115,000
Operation Paintbrush 035-099-9937-5102 59,104
035-099-9910-5048 25.000
Subtotal 59,104 25,000 84,104
Consolidated Rehab 035-098-9820-5112 36,473
Program (including HOME 035-099-9920-5112 216,541
support) * 035-099-9910-5042 64,146
035-099-9910-5030 133.954
Subtotal 253,014 198,100 451,114
HOP Subsidy Program 035-099-9910-5338 2,000 2,000
(HOME support)
Down Payment/Closing 035-099-9910-5331 5,000 5,000
Costs (HOME support)
Shaffers Crossing Phase I 035-095-9530-5145 7,833
035-098-9810-5047 1,500
035-099-9910-5047 500
Subtotal 7,833 2,000 9,833
D eanwood 035 -098 -9830 -5051 12,200
035-099-9910-5001 2.500
Subtotal 12,000 2,500 14,700
Property Maintenance 035-099-9920-5352 7,500 7,500
General Admin 035-099-9910-5035 30,000 30,000
Totals $472,651 $284,600 $30,000 $787,251
* The $36,473 funding shown for account 0354)98-9820-5112 is the balance remaining in the account after subtracting
$22,685 requested for disbursement since July 1, 1998.
Page 12 of 12 (Attachment 1)
Mary F. Parker, CMCIAAE
c~y C~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File ~468
~andm H. Elkin
D, puty cay c~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Ordinance No. 33954-080398 authorizing execution of an amendment
extending for an additional term of one year a contract with Wheelabrator Clean Water Systems, Inc.,
in the amount of $1,001,550.00, for removal, transporting and disposing of digested lagooned sludge
l~om the City's 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 Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
Bio Gro Systems, Inc., A Division of Wheelabrator Clean Water Systems, Inc., 180 Admiral
Cochrane Drive, Suite 305, Annapolis, Maryland 21401
James D. G-risso, Director of Finance
William F. Clark, Director, Public Works
Kit B. Kiser, Director, Utilities and Operations
Delores C. Daniels, Assistant to the City Manager for Community Relations
H:~AGENDA96~UC~.WPO
W. Robert Herbert
August 6, 1998
Page 2
pc'
Charles M. Huffine, City Engineer
Ellen S. Evans, Construction Cost Technician
Alicia F. Stone, Accountant, Contracts and Fixed Assets
Diane S. Akers, Budget Administrator, Office of Management and Budget
D. Darwin Roupe, Manager, Supply Management
Steven L. Walker, Manager, Water Pollution Control Plant
H:~AGENDA96~UG3.WI~
IN TFIE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33954-080398.
AN ORDINANCE authorizing execution of an amendment extending for an additional term of one
year a contract with Wheelabrator Clean Water Systems, Inc., for removing, transporting and disposing of
digested lagooned sludge from the City's Water Pollution Control Plant; and providing for an emergency.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized,
for and on behalf of the City, to execute and attest, respectively, an amendment to a contract dated
December 13, 1993, with Wheelabrator Clean Water Systems, Inc., extending such contract for removing,
transporting and disposing of digested lagooned sludge from the City's Water Pollution Control Plant, for
an additional term of one year at a cost of $91.05 per dry ton, not to exceed 11,000 dry tons during the
period of September 1, 1998, through August 31, 1999, for an amount not to exceed $1,001,550 as more
particularly set forth in the report of the City Manager to Council dated August 3, 1998.
2. The form of the amendment shall be approved by the City Attorney.
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.
'98 J!JL 30
August 3, 1998
Council Report No. 98-158
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
Subject:
FIFTH YEAR CONTRACT
REMOVE, TRANSPORT AND DISPOSE OF DIGESTED, LAGOONED
SLUDGE FROM THE WATER POLLUTION CONTROL PLANT
1402 BENNINGTON STREET, S.E.
ROANOKE, VIRGINIA
~ on the subject in chronological order is as follows:
A. Wheelabrator Clean Water Systems. Inc., had a one year contract to remove,
haul, and dispose of digested, lagooned sludge from the Water Pollution Control
Plant. The contract was from September, 1994 to September, 1995, with the
option to renew for four (4) additional one year periods. Sludge is the residual
product resulting from the treatment of sewage.
B. Present contract price is $89.54 per dry ton for a minimum of 7,000 dry tons
(and a maximum of 11,000 dry tons) for the one year contract.
C. Price fluctuation Der dry ton of sludge is based on the Consumer Price Index
(CPI). The present contract is as follows:
June 1997 CPI was 160.3 and the dry ton cost for 1997-1998 was ~89.54.
June 1998 CPI is 163.0.
June 1998 163.0 - June 1997 160.3 = 2.7
2.7 .-' 160.1 = 1.68% increase
$89.54 x 1.68% increase = $91.05 per dry ton for 1998-1999
This would be the per ton cost of the fifth year of the five (5) year agreement.
D. Option was taken for five years because of the time required to have land
parcels approved for sludge application.
II.
Current situation is as follows:
Fifth year contract with Wheelabrator Clean Water Systems, Inc.. would be a
~lnit orice of $91.05 per dry ton with a minimum of 7,000 dry tons, or
$637,350, and a maximum of 11,000 dry tons, or $1,001,550.
Honorable Mayor and Members of City Council
FIFTH YEAR CONTRACT
REMOVE, TRANSPORT AND DISPOSE OF DIGESTED, LAGOONED
SLUDGE FROM THE WATER POLLUTION CONTROL PLANT
1402 BENNINGTON STREET, S.E.
ROANOKE, VIRGINIA
August 3, 1998
Page 2
The base contract would be for the 7.000 dry tons with additional tonnage
being approved monthly by administrative change order.
III.
Issues in order of importance are as follows:
ADDroval or re!ection of fifth year contract
Time
Fundin_o
IV.
Alternatives in order of feasibility are as follows:
Ao
Authorize the Cit_v Manager to enter into a contractual agreement for the fifth
_year of a five year option, with Wheelabrator Clean Water Systems, Inc., to
remove and properly dispose of digested, lagooned sludge at the rate of $91.05
per dry ton. Contract shall not exceed 11,000 dry tons for the amount of
$1.001.550 for the one year contract.
Approval of the fifth year contract would be at the rate of ~)1.05 per
dry ton, not to exceed 11,000 dry tons, or $1.001.550.
2. Time of the contract is for one (1) year.
Fundin~o is available in account number 003-056-3150-2010 and prior
years retained earnings. The other jurisdictions who contract for sewage
treatment services will pay their prorated share through reimbursement
to the City of Roanoke with the monthly sewage treatment charge to
those jurisdictions.
Reiect the renewal of the contract.
Re!ection of the fifth year contract would mean the accumulating sludge
would not be disposed of in a timely manner. Lagoons would fill and
possibly overflow before another contractor could get permits approved
for land application.
Honorable Mayor and Members of City Council
FIFTH YEAR CONTRACT
REMOVE, TRANSPORT AND DISPOSE OF DIGESTED, LAGOONED
SLUDGE FROM THE WATER POLLUTION CONTROL PLANT
1402 BENNINGTON STREET, S.E.
ROANOKE, VIRGINIA
August 3, 1998
Page 3
Time would not be a factor for the fifth year renewal of the contract.
Fundin_o would not be encumbered at this time.
Mo
Recommendation is as follows:
City Council concur in alternative "A" and take the following action:
Ao
Authorize the City Manager to renew the contract with Wheelabrator Clean
Water Systems, Inc., for the fifth year to remove, transport, and dispose of
sludge at the rate of $91.05 per dry ton, not to exceed 11,000 dry tons, for an
amount not to exceed $1.001.550. Time of contract is one year, and funding
is available in the Sewage Treatment Fund.
Respectfully submitted,
.W~Robert Herbert
City Manager
WRH/LBC/bs
C:
City Attorney
City Clerk
Director of Finance
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
Budget Administrator
Manager, Office of Supply Management
Manager, Water Pollution Control Plant
Mary F. Parker, CMC/AAE
C~y Cbrk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File #5-60-249
Sandra H. Eakin
Deputy City Clerk
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 33955-080398 amending and reordaining certain
sections of the 1998-99 Capital Projects Fund Appropriations, providing for appropriation
of $222,300.00, in connection with a contract with Martin & Associates, P. C., to provide
architectural and engineering services necessary for the Police Annex Building. The
abovereferenced measure was adopted by the Council of the City of Roanoke at a regular
meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
W. Robert Herbert, City Manager
William F. Clark, Director, Public Works
George C. Snead, Jr., Director, Public Safety
A. L. Gaskins, Chief of Police
Charles M. Huffine, City Engineer
James D. Grisso
August 6, 1998
Page 2
pc:
Delores C. Daniels, Assistant to the City Manager for Community Relations
Diane S. Akers, Budget Administrator, Office of Management and Budget
Alicia F. Stone, Accountant, Contracts and Fixed Assets
Ellen S. Evans, Construction Cost Technician
H:~AGENDA~8~AUG~.WF~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 3rd day of August, 1998.
No. 33955-080398.
AN ORDINANCE to amend and reordain certain sections of the 1998-99 Capital
Projects Fund Appropriations, and providing for an emergency.
VVHEREAS, 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 1998-99 Capital Projects Fund Appropriations, be, and the same
are hereby, amended and reordained to read as follows, in part:
Am3ropriations
General Government $ 15,688,108
Police Building Construction (1) .............................. 1,117,300
Capital Improvement Reserve $ 2,541,612
Public Improvement Bonds - Series 2000 (2) .................... (3,015,836)
1) Appropriated from
Bond Funds (008-052-9564-9001) $ 222,300
2) Buildings (008-052-9709-9183) (222,300)
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
Mary F. Parker, CMC/AAE
Cay Ck, rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File ft5-60-249
8andra H. F. akin
Deputy cay Ck~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 33956-080398 authorizing the execution of a
contract with Martin & Associates, P. C., (with McClaren, Wilson & Lawrie, Inc., as prime
police facilities subconsultant), in the amount of $296,800.00, for architectural and
engineering services needed for the Police Annex Building. The abovereferenced
measure was adopted by the Council of the City of Roanoke at a regular meeting which
was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
Martin & Associates, P. C., 5007 Carriage Drive, S. W., Roanoke, Virginia 24018
James D. Grisso, Director of Finance
William F. Clark, Director, Public Works
George C. Snead, Jr., Director, Public Safety
A. L. Gaskins, Chief of Police
Charles M. Huffine, City Engineer
C:ILANELLIAUG~
W. Robert Herbert
August 6, 1998
Page 2
pc:
Delores C. Daniels, Assistant to the City Manager for Community Relations
Diane S. Akers, Budget Administrator, Office of Management and Budget
Alicia F. Stone, Accountant, Contracts and Fixed Assets
Ellen So Evans, Construction Cost Technician
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33956-080398.
A RESOLUTION authorizing acontra~ with Martin &Associaes, P.C.(with McClare%
Wilson & Lawfie, Inc. as prime police facilities subconsultant), for arcNtecmral and engineering
services needed for the Police Annex Building.
TttEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City Manager or the Assistant City Manager and the City Clerk are hereby
authorized to execute and attest, respectively, a contract with Martin & Associates, P.C. (with
McClaren, Wilson & Lawrie, Inc. as prime police facilities subconsultant), in the amount of $296,800
for the preparation of plans and architectural and engineering services for the Police Annex Building
as described in the City Manager's report to this Council dated August 3, 1998.
2. The form of the contract shall be approved by the City Attorney, all as more
particularly set forth in the City Manager's report to this Council dated August 3, 1998.
ATTEST:
City Clerk.
Mary F. Parker, CMC/AAE
c~ c~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File #5-60-249
~ndra H. Eakin
Deputy c~y Cbrk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 33957-080398 declaring the City's intent to
reimburse itself in the amount of $222,300.00, from the proceeds of its general obligation
public improvement bonds authorized to be issued pursuant to Ordinance No. 33497-
072197, adopted July 21, 1997, for certain expenditures to be made in connection with
architectural and engineering consulting services for the proposed police annex building;
and providing for an effective date. The abovereferenced measure was adopted by the
Council of the City of Roanoke at a regular meeting which was held on Monday, August
3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
James D. Gris$o, Director of Finance
William F. Clark, Director, Public Works
GeOrge C. Snead, Jr., Director, Public Safety
W. Robert Herbert
August 6, 1998
Page 2
pc:
A. L. Gaskins, Chief of Police
Charles M. Huffine, City Engineer
Delores C. Daniels, Assistant to the City Manager for Community Relations
Diane S. Akers, Budget Administrator, Office of Management and Budget
Alicia F. Stone, Accountant, Contracts and Fixed Assets
Ellen S. Evans, Construction Cost Technician
H:~AGENDAG~'~UG~WI::~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33957-080398.
A RESOLUTION declaring the City's intent to reimburse itself from the proceeds of its
general obligation public improvement bonds authorized to be issued pursuant to Ordinance No.
33497-072197, adopted July 21, 1997, for certain expenditures to be made in connection with
architectural and engineering consulting services for the proposed police annex building; and
providing for an effective date.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. In accordance with U. S. Treasury Regulations, Section 1.150-2, the City hereby
declares that it reasonably expects and intends to reimburse $222,300 appropriated by an ordinance
simultaneously adopted by the City Council on August 3, 1998, for certain expenditures to be made
in connection with the architectural and engineering consulting services for the proposed police annex
building from proceeds of its general obligation public improvement bonds authorized to be issued
pursuant to Ordinance No. 33497-072197, adopted by the City Council on July 21, 1997, in the
principal amount of $39,030,000 for the purpose of providing funds to defray the cost of needed
permanent public improvements of and to public bridges, public buildings, economic development,
parks, public schools, storm drains, streets and sidewalks, and acquisition of real property for the
foregoing. Ordinance No. 33498-072197, also adopted by City Council on July 21, 1997, provided
for the holding of an election to determine whether the qualified voters of the City of Roanoke would
approve Ordinance No. 33497-072197, and, at an election held on November 4, 1997, the qualified
voters of the City approved Ordinance No. 33497-072197. The maximum principal amount of debt
expected to be issued for the proposed police annex building is $ 3,840,000 all as is more fully set
forth in the August 3, 1998 report to this Council.
2. This is a declaration of official intent adopted pursuant to U. S. Treasury Regulations,
Section 1.150-2. This official intent is being declared not later than sixty days after the payment of
the expenditures authorized by Paragraph 1 of this Resolution.
3. The City Clerk is directed to file this Resolution among the permanent papers of the
City and hold it available for public inspection pursuant to the V'u'ginia Freedom of Information Act,
{}2.1-340 et seq., Code of Virginia (1950), as amended.
4. This Resolution shall be effective on and after the date of its adoption.
ATTEST:
City Clerk.
RECEi'v F.{'~
f.:ITY CL~~::, ~.~; -'?: ;iii
"98 JlJL31 A9:38
August 3, 1998
Council Report No. 98-162
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
SUBJECT:
ARCHITECTURAL & ENGINEERING CONSUL TING SERVICES
PROPOSED POLICE ANNEX BUILDING
Proposal No 98-05-43
I. Background on the subject in chronological order is as follows:
City Council authorized preparation of a Long-Range Facilities Master Plan by the
Vitetta Group Incorporated (Alexandria, Virginia) and its subsidiary, Daniel C. Smith
& Associates, i.D November 1995. Included as part of that study was the Roanoke
City Police Department and its current facility, the Third Street Annex. The existing
building provides approximately 29,600 square feet of gross floor space to the
department.
Final recommendations of Long-Range Facilities Master Plan were presented to
Council in February 1997. The first priority recommended under the plan by the
consultant was to construct a public safety building, and in particular a new facility
for the police department. The report identified a need for nearly 60,000 square
feet of gross floor space for the department to meet current program needs and
staffing levels -- twice the floor space currently available in the department's Third
Street Annex.
City Council adopted the Five-Year Capital Improvement Pro.qram (CIP) for fiscal
years 1998-2002 in July 1997. Proposal for first phase of new police facility was
included under "Supplemental Capital Improvement Program - Priority I" in CIP. CIP
recommendation was made to purchase an existing building, renovate the two
existing floors and add a third floor to provide approximately 30,000 square feet of
gross floor space for police department.
Under Ordinance No. 33807-050498, City Council authorized acquisition of
property located at 348 Campbell Avenue, S.W. to house proposed police annex
facility. $820,000.00 of 1997 General Obligation Bond proceeds were appropriated
for the purchase of the facility, title reports, and related property acquisition costs.
Legal advertisement was placed in May 17, 1998 editions of Roanoke Times and
Richmond Times, and in May 21, 1998 edition of Roanoke Tribune, soliciting
proposals from qualified A&E consulting firms/teams to provide the required
professional services required to design the proposed police annex building.
Scope of services outlined in City's "Request for Proposals" (RFP) includes review
and revision of projected staff and space needs as enumerated in "Long-Range
Facilities Master Plan" for police department (pre-design/programming services);
preparation of schematic design documents, preliminary design (35%) documents,
and complete construction (bid) documents; provision of assistance during bidding
phase; and, provision of construction administration services.
Honorable Mayor and Members of City Council
ARCHITECTURAL & ENGINEERING CONSULTING SERVICES
PROPOSED POLICE ANNEX BUILDING
Council Report 98-162
August 3, 1998
Page 2
II.
Current situation is as follows:
Two (2) consultant design teams submitted replies to City's Request for Proposals,
and based on the quality of the consultants that comprised each design team,
interviews were scheduled with both teams to provide the desired services. (No
distinct basis could be determined as to why only two design teams responded,
over 20 copies of the RFP were sent out from the Office of City Engineer.) The two
respondents were:
Sherertz Franklin Crawford Shaffner, Inc.
(w/Daniel C. Smith and Associates and Phillips Swager Associates, specialists
in planning and design of police departments/facilities)
305 South Jefferson Street
Roanoke, Virginia 24011-2003
Ronald M. Martin & Associates, P.C. (t/a Martin & Associates, P.C.)
(w/McClaren, Wilson & Lawrie, Inc., specialists in planning and design of police
departments/facilities)
5007 Carriage Drive, S.W.
Roanoke, Virginia 24018
Following interviews with the two design teams, Ronald M. Martin & Associates,
P.C. (t/a Martin & Associates, P.C.) of Roanoke was selected to provide the needed
services.. The selection team noted that the police facility design specialists
(McClaren, Wilson & Lawrie, Inc.) have been involved in the planning and design of
nearly one hundred public safety facilities over the last decade.
III. Issues in order of importance are:
A. Competent architect and police facilities design consultant
B. Fundinq
C. Time
IV. Alternatives in order of feasibility are as follows:
Award a lump sum contract to Ronald M. Martin & Associates, P.C. (t/a Martin &
Associates, P.C.) of Roanoke, Virginia to provide planning, architectural and
engineering consulting services required to plan and design proposed police annex
building. Required services will be as generally described under Paragraph I.F
Honorable Mayor and Members of City Council
ARCHITECTURAL & ENGINEERING CONSULTING SERVICES
PROPOSED POLICE ANNEX BUILDING
Council Report 98-162
August 3, 1998
Page 3
above. These services will be furnished for an agreed to maximum lump sum
amount of $296,800.00. The consultant estimates that the pre-design phase will
require 10 weeks, the schematic phase six weeks, preliminary design phase eight
weeks, construction document phase 14 weeks, bid and contract phase 10 weeks,
and the construction phase about 12 months. (If drawings cannot be located,
consultant will require an additional three weeks to develop "as-built" drawings on
existing building.)
1. Competent architect and police facilities desiqn consultant would be retained
to perform needed planning and design services.
Funding in the amount of $3,840,000.00 was approved for project by voters
as part of November 1997 bond referendum, with fee for A&E services to be
appropriated from subsequent sale of those bonds. Funding of $820,000.00
for the building acquisition and $75,000.00 toward the A&E fees have been
appropriated thus far.
3. Timing would be met (see Paragraph under IV.A above); police department
would get much needed additional facilities.
B. Do not award a consulting services agreement at this time.
Competent architect and police facilities desiqn consultant would not be
retained at this time to perform needed planning and design services; ability to
attract same consultant team in future would be questionable.
2. Funding would not be encumbered at this time.
3. Timinq for project would be extended; police department would not get needed
additional facilities.
Recommendation is as follows:
A. City Council concur with "Alternative IV.A" and take the following actions:
Authorize the City Manager to enter into a contractual agreement with Ronald
M. Martin & Associates, P.C. (t/a Martin & Associates, P.C.), with McClaren,
Wilson & Lawrie, Inc. as prime police facilities subconsultant, to provide
architectural and engineering services necessary for Police Annex Building for
the lump sum amount of $296,800.00 and approximately 24 months to
complete the pre-design phase, to design new facility, prepare contract
documents and provide construction administration services.
Honorable Mayor and Members of City Council
ARCHITECTURAL & ENGINEERING CONSULTING SERVICES
PROPOSED POLICE ANNEX BUILDING
Council Report 98-162
August 3, 1998
Page 4
Appropriate $222,300.00 from proceeds from sale of Series 2000 bonds to
Capital Projects Fund account 008-052-9564-9001, "Police Building
Construction." The breakdown shown below includes the cost for basic A&E
services; reimbursable expenses related to travel, hotel, meals, reproduction of
five sets each of schematic, preliminary and bid (construction) documents, and
other such expenses; the cost to provide "as-built" drawings of existing building
(if such drawings cannot be obtained from former building owner); and, the
cost to advertise the Request for Proposals.
Fee for Basic A&E Services
Reimbursable Expenses (travel, hotel, meals, etc.)
Prepare "As-Built" Drawings
Advertise RFP
Appropriated Previously (33761-040698)
Net Amount Requested
280,000.00
11,000.00
5,800.00
500.00
(75,000.00)
222,300.00
Adopt a resolution indicating the City's intent to reimburse itself $222,300.00
upon the issuance of Series 2000 General Obligation bonds. The maximum
amount of bonds anticipated to be issued related to the police facility is
$3,840,000.00.
WRH/cma
C;
Respectfully submitted,
W. Robert Herbert
City Manager
City Attorney
City Clerk
Director of Finance
Director of Public Works
Director of Public Safety
Chief of Police
City Engineer
Manager, Supply Management
Assistant to the City Manager for Community Relations
Project Manager
Budget Administrator
Accountant, Contracts and Fixed Assets
Construction Cost Technician
Mary F. Parker, CMCIAAE
c~y Ck~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File ft5-68
· andra H. Ealdn
~pmy city Ck, rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 33958-080398 accepting the donation of the use of certain
motor vehicles for the police department and authorizing an agreement between the City and the.
owners of the motor vehicles. The abovereferenced measure was adopted by the Council of the City
of Roanoke at a regular meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
Woodson Pontiac, Inc., d/b/a Rick Woodson Honda, 3__~Y~_ w;".'ams~n R,-m,~. N. W., Roanoke;,
Virginia 24012
Berglund Chevrolet, Inc., 1824 Williamson Road, N. W., Roanoke, Virginia 24012
James D. Gdsso, Director of Finance
George C. Snead, Jr., Director, Public Safety
William F. Clark, Director, Public Works
A. L. Gaskins, Chief of Police
Barry L. Key, Manager, Office of Management and Budget
Glenn A. Asher, Risk Management Officer
D. Darwin Roupe, Manager, Supply Management
H:~AGEN~UG~.WI~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33958-080398.
A RESOLUTION accepting the donation of the use of certain motor vehicles for the police
department and authorizing an agreement between the City and the owners of the motor vehicles.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. This Council, pursuant to Section 2-263 of the Code of the City of Roanoke (1979),
as amended, hereby accepts the donation of two new Honda motor vehicles from Woodson Pontiac
Inc., d/b/a Rick Woodson Honda and two new motor vehicles from Berglund Chevrolet Incorporated,
upon certain terms and conditions.
2. The City Manager is authorized to enter into an agreement with said firms to provide
for use of the vehicles for $1.00 per vehicle as lease payment for calendar year 1998, and the
agreements shall be subject to renewal on a year-to-year basis. The agreements shall further provide
that the City will maintain the vehicles in good working order. The agreements shall be approved as
to form by the City Attorney.
3. Council hereby expresses its sincere gratitude to Woodson Pontiac Inc., d/b/a Rick
Woodson Honda and Berglund Chevrolet Incorporated, for their generosity in making these vehicles
available to the City for use in the police department.
4. The City Clerk is directed to send a certified copy of this resolution to the authorized
representatives of Woodson Pontiac Inc., d/b/a Rick Woodson Honda and Berglund Chevrolet
Incorporated.
ATTEST:
City Clerk.
August 3, 1998
98 - 411
Honorable David A. Bowers, Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
Subject:
DONATION OF VEHICLES TO BE USED IN COMMUNITY
ORIENTED POLICING EFFORT (C. O. P. E.)
II
Background:
Seven years ago, the Police Department created a specialized unit called C.O.P.E.
(Community Oriented Policing Effort) to bring community policing to the City.
The original design of the Unit called for two (2) eight (8) person teams to work
two individual neighborhood-s. This required the Unit to have two (2) van type
vehicles to accommodate both teams.
The Roanoke Ci _ty's C.O.P.E. Unit has been recognized throughout the
community for its very specialized police services that utilize community policing
and creative problem solving techniques.
To forward Council's Vision statement that "the Ci_ty of Roanoke will be a
communi _ty of stable, safe, caring, and friendly neighborhoods," the C.O.P.E. Unit
has expanded their services to all (4) quadrants of the city.
This C.O.P.E. Unit expansion results in the need for a minimum of four (4)
additional vehicles.
Current Situation:
In support of the City's mission to promote the development of public/private
partnerships and to assist our City government to operate more efficiently, two
local car dealerships have offered to donate the use of four (4) vehicles to the
C.O.P.E. Unit. With very few stipulations, these dealerships have offered to
continue to replace these vehicles on an annual basis.
B. City Code requires City Council approval for gifts of a value over $5,000.
The use of the following vehicles are being conditionally offered by the
following car dealerships:
III.
Do
Issues:
Members of Council
Page 2
Woodson Pontiac Inc., d/b/a/Rick Woodson Honda: Has offered the use of two
(2) new 1998 Honda, 4X4, CRV's, Sport Utility Vehicles, each valued at more
than $19,000.
Berglund Chev. Inc.: Has offered the use of a 1996 Jeep Cherokee 4X4 and a
1996 Chevrolet Lumina. Even though both are used, both are "Program Cars"
with very low mileage, and are in excellent condition The value of these
vehicles, if purchased, would be in excess of $25,000.
All vehicles mentioned above have all possible accessories that normally come
on police vehicles that are purchased.
The stipulations mentioned in II A, and agreed upon by both car
dealerships are as follows:
1)
Each vehicle would be marked the same as all other uniformed
police vehicles with the exception being that there would be no
emergency light bar placed on the roof of the vehicles. Instead,
emergency lights would be installed onto the dashboard inside
the vehicle, and inside the front grill portion of the vehicle.
2)
A decal reading "This Vehicle Donated by Rick Woodson
Honda", or "This Vehicle Donated by Berglund Chevrolet" in one
inch block letters on the rear of each vehicle as appropriate and
approved by the City.
3)
Each car dealership would sign a lease agreement with the City
of Roanoke, leasing the vehicles each for $1.00 per month, with
no established ending period.
4)
The City would indemnify both dealers as to liabilities as to the
maintenance, operation, and use of these vehicles by the City
and any of it's employees.
Expansion of C.O.P.E. Unit
Establishment of new public/private partnerships
Legal
D. Cost
IV.
Members of Council
Page 3
Alternatives:
City Council accept four (4) vehicles being offered for use by local car dealers as
described in Sections II. B. and II. C. pursuant to City Code Sec.2-263 and
authorize the City Manager to sign an agreement with the car dealerships
establishing terms and agreements for use and care of the vehicles.
The donated use of these vehicles will assist the Ci_ty to efficiently expand
the C.O.P.E. Unit into each quadrant of the City.
2. The City's efforts to develop public/private partnerships will be enhanced.
o
Legal issues will be addressed. The conditions and the lease agreements
with the dealerships will be approved by the City Attorney. The City
would indemnify both dealers as to liabilities regarding the maintenance,
operation, and the use of these vehicles by the City and City employees.
The Ci_ty will save up to $65,000. The vehicles will cost the city $48.
annually ($1 per month per vehicle) plus routine operations and
maintenance costs. The dealerships have offered to replace these vehicles
on an annual basis.
Do not accept four (4) vehicles being offered for use by local car dealers as
described in Sections II. B. and II. C. pursuant to City Code Sec.2-263 and do not
authorize the City Manger to sign an agreement with the car dealerships
establishing terms and agreements for use and care of the vehicles.
1. The C.O.P.E. Unit will still expand into each quadrant of the City.
The City's efforts to develop public/private partnerships would not be
enhanced.
3. Legal requirements would not be an issue.
The ci_ty would need to provide additional vehicles to the C.O.P.E. Unit at
a cost up to $65,000.
Vo
Members of Council
Page 4
Recommendation is that City Council:
mo
Approve Alternative "A" and accept four (4) vehicles being offered for use
by local car dealers as described in Sections II. B. and II. C. pursuant to
City Code Sec.2-263.
Bo
Authorize the City Manager to sign an agreement, approved by the City
Attorney, with the car dealerships establishing terms and agreements for
use and care of the vehicles.
WRH: ALG:CDA:rlr
CC;
City Attorney
Director of Finance
Director of Public Safety
Director of Public Works
Police Chief
Office of Management and Budget
Risk Management
Supply Management
Respectfully submitted,
City Manager
RECE~VF_C:
'98 JUI. 31 P5:02
Office of the City Manager
August 3, 1998
Honorable Mayor and Members of City Council
Roanoke, Virginia
Subject:
Donation of Vehicles to be used in Community Oriented Policing Effort
(C.O.P.E.)
Dear Mayor Bowers and Members of Council:
We would like to provide additional information on the Council Report requesting City
Council approval to enter into agreements with two local car dealerships to accept the donation
of four vehicles to be used by the City's Community Oriented Policing Effort (C.O.P.E.) Unit.
We are excited about the possibility to create this type of public/private partnership in our
community. As you know, finding ways to increase police presence in our neighborhoods and
enhancing community support for our police department is a top priority of this administration.
This arrangement, initiated by the Police Department, will help the department be more visible as
well as save money that can then be redirected to help us address other pressing community
needs.
The City Attomey has no legal objections to this partnership and this arrangement is
allowable under City Code Sec. 2-263. In addition, members of the Police Department
administration have talked directly with Woodson Pontiac Inc. d/b/a Rick Woodson Honda and
Berglund Chev. Inc. management and have assured me that the dealerships have no expectations
that would compromise the ethical values and high standards of our City.
I am continually impressed with the creativity of our police officers as we all work
together to find ways to assist our City to become "the community of excellence" as described in
Council's Vision. As outlined in the Council Report, I recommend that we enter into these
agreements with Woodson Pontiac, Inc. d/b/a/Rick Woodson Honda and Berglund Chev. Inc.
I trust that the additional information will assist you in the evaluation of the recommendation. I
would be happy to address any questions or concerns that you have.
Respectfully,
W. Robert Herbert
City Manager
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www, ci.roanoke.va,us
CC:
Mary Parker, City Clerk
W. C. Dibling, Jr. City Attorney
James D. Grisso, Director of Finance
George C. Snead, Director of Public Safety
Diane Akers, Budget Administrator
'98 ,IU[ 30 P3:52
98-411
Office of the City Manager
August3,1998
Honorable Mayor and Members of City Council
Roanoke, Virginia
Subject:
Donation of Vehicles to be used in Community Oriented Policing Effort
(C.O.P.E.)
Dear Mayor Bowers and Members of Council:
We would like to provide additional information on the Council Report requesting City
Council approval to enter into agreements with two local car dealerships to accept the donation
of four vehicles to be used by the City's Community Oriented Policing Effort (C.O.P.E.) Unit.
We are excited about the possibility to create this type of public/private parmership in our
community. As you know, finding ways to increase police presence in our neighborhoods and
enhancing community support for our police department is a top priority of this administration.
This arrangement, initiated by the Police Department, will help the department be more visible as
well as save money that can then be redirected to help us address other pressing community
needs.
The City Attomey has no legal objections to this partnership and this arrangement is
allowable under City Code Sec. 2-263. In addition, members of the Police Department
administration have talked directly with Woodson Pontiac Inc. d/b/a Rock Woodson Honda and
Berglund Chev. Inc. management and have assured me that the dealerships have no expectations
that would compromise the ethical values and high standards of our City.
I am continually impressed with the creativity of our police officers as we all work
together to find ways to assist our City to become "the community of excellence" as described in
Council's Vision. As outlined in the Council Report, I recommend that we enter into these
agreements with Woodson Pontiac, Inc. d/b/a/Rick Woodson Honda and Berglund Chev. Inc.
I trust that the additional information will assist you in the evaluation of the recommendation. I
would be happy to address any questions or concerns that you have.
W. Robert Herbert
City Manager
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www, ci.roanoke.va,us
CC:
Mary Parker, City Clerk
W. C. Dibling, Jr. City Attorney
James D. Grisso, Director of Finance
George C. Snead, Director of Public Safety
Diane Akers, Budget Administrator
Mary F. Parker, CMCIAAE
c~y Cbrk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File ~60-246
8andra H. Eakin
Oeputy c~ c~
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 33959-080398 amending and reordaining certain
sections of the 1998-99 Consortium Fund Appropriations, providing for appropriation of
additional funds in the amount of $862,062.00, for 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 Monday, August 3, 1998.
SHE:lo
Attachment
pc:
Sincerely,
Sandra H. Eakin
Deputy City Clerk
W. Robert Herbert, City Manager
Vickie L. Price, Administrator, Fifth District Employment Training Consortium
H:~AGEN~WI=O
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 3rd day of August, 1998.
No. 33959-080398.
AN ORDINANCE to amend and reordain certain sections of the 1998-99
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 1998-99 Consortium Fund Appropriations, be, and the same are
hereby, amended and reordained to read as follows, in part:
APPROPRIATIONS
Fifth District Employment & Training Consortium - FY99
Title II - A (1-25)
Title III - F (26-44)
Title II - C (45-62)
Opportunity Knocks (63-66)
CDBG - Business Training Initiative (67-72)
CDBG - Opportunity Knocks (73-78)
REVENUE
$ 862,062
364,907
266,529
49,786
127,840
38,000
15,000
Fifth District Employment & Training Consortium - FY99
Title II - A (79)
Title III - F (80)
Title II - C (81)
Opportunity Knocks (82)
CDBG - Business Training Initiative (83)
CDBG - Opportunity Knocks (84)
$ 862,062
364,907
266,529
49,786
127,840
38,000
15,000
1) Administrative
Wages
2) Administrative
Fringes
3) Administrative
Travel
4) Administrative
Communications
5) Administrative'
Supplies
6) Administrative
Insurance
7) Administrative
Equipment
8) Administrative
Miscellaneous
9) Training Wages
10) Training Fringes
11) Training Travel
12) Training
Communications
13) Training Supplies
14) Training
Equipment
15) Training
Miscellaneous
16) FDETC I/R
17) FDETC OJT
18) Services Wages
19) Services Fringes
20) Services Travel
21) Services
Communications
22) Services Supplies
23) Services Insurance
24) Services
Miscellaneous
25) Supportive Services
26) Administrative
Wages
27) Administrative
Fringes
28) Administrative
Travel
(034-054-9961-8350)
(034-054-9961-8351 )
(034-054-9961
(034-054-9961
(034-054-9961
(034-054-9961
(034-054-9961
(034-054-9961
(034-054-9961
(034-054-9961
(034-054-9961
(034-054-9961
(034-O54-9961
(034-054-9961
(034-054-9961
(034-054-9961
(034-054-9961-8501)
(034-054-9961-8030)
(034-054-9961-8031 )
(034-054-9961-8032)
( 034-O54-9961-8033)
(034-054-9961-8035)
(034-054-9961-8036)
(034-054-9961-8040)
(034-054-9961-8461)
(034-O54-9981-8350)
(034-054-9981-8351 )
(034-054-9981-8352)
-8352)
-8353)
-8355)
-8356)
-8359)
-8360)
-8050)
-8051 )
-8052)
-8053)
-8055)
-8059)
-806O)
-8500)
48,240
10,560
1,750
1,750
2,150
1,750
2,000
1,000
42,860
9,900
1,750
1,750
1,750
2,000
2,897
165,000
5,000
25,300
6,000
1,50O
1,000
1,000
1,000
2,000
25,000
30,150
7,500
2,000
29) Administrative
Communications
30) Administrative
Supplies
31) Administrative
Insurance
32) Administrative
Equipment
33) Administrative
Miscellaneous
34) BRS Wages
35) BRS Fringes
36) BRS Travel
37) BRS
Communications
38) BRS Supplies
39) BRS VEC
40) BRS Equipment
41) BRS Insurance
42) Training/FDETC I/R
43) Training/FDETC OJT
44) Supportive Services
45) Administrative
Wages
46) Administrative
Fringes
47) Administrative
Travel
48) Administrative
Communications
49) Administrative
Supplies
50) Training Wages
51) Training Fringes
52) Training Travel
53) Training
Communications
54) Training Supplies
55) FDETC I/R
56) Services Wages
57) Services Fringes
58) Services
Communications
59) Services Supplies
60) Service Insurance
(034-054-9981-8353)
(034-054-9981-8355)
(034-054-9981-8356)
(034-054-9981-8359)
(034-054-9981-8360)
(034-054-9981-8066)
(034-054-9981-8067)
(034-054-9981-8068)
(034-054-9981-8069)
(034-054-9981-8070)
(034-054-9981-8405)
(034-054-9981-8496)
(034-054-9981-8056)
(034-054-9981-8500)
(034-054-9981-8501 )
(034-054-9981-8461 )
(034-054-9963-8350)
(034-054-9963-8351 )
(034-054-9963-8352)
(034-054-9963-8353)
(034-054-9963-8355)
(034-054-9963-8050)
(034-054-9963-8051 )
(034-054-9963-8052)
(034-054-9963-8053)
(034-054-9963-8055)
(034-054-9963-8500)
(034-054-9963-8030)
(034-054-9963-8031)
(034-054-9963-8033)
(034-054-9963-8035)
(034-054-9963-8036)
75O
750
1,000
1,500
1,129
30,500
7,500
5O0
500
75O
12,000
5OO
1,000
150,000
3,000
15,500
7,400
1,800
250
250
250
12,000
2,750
250
250
500
12,000
7,500
2,000
100
250
150
61) Service
Miscellaneous
62) Supportive Services
63) Staff Wages
64) Staff Fringes
65) Participant Wages
66) Participant Fringes
67) Staff Wages
68) Staff Fringes
69) Communications
70) Supplies
71) Contractual Services
72) Support Services
73) Wages
74) Fringes
75) Communications
76) Supplies
77) Lease/Rentals
78) Support Services
79) Title II-A
80) Title III-F
81) Title II-C
82) Opportunity Knocks
83) CDBG Business
Training Incentive
84) CDBG Opportunity
Knocks
(034-054-9963-8040)
(034-054-9963-8461)
(034-054-9991-8050)
(034-054-9991-8051 )
(034-054-9991-8030 )
(034-054-9991-8031 )
(034-054-9987-8050)
(034-054-9987-8051)
(034-054-9987-8353)
(034-054-9987-8355)
(034-054-9987-8357)
(034-054-9987-8461 )
(034-054-9992-8350)
(034-054-9992-8351 )
(034-054-9992-8353)
(034-054-9992-8355)
(034-054-9992-8358)
(034-054-9992-8461 )
(034-054-9961-9961 )
(034-054-9981-9981 )
(034-054-9963-9963)
(034-054-9991-9991 )
(034-054-9987-9987)
(034-054-9992-9992)
$ 86
2 000
60 840
15 000
48 500
3 500
24 800
6 200
500
500
5,000
1,000
4,000
1,000
5O0
500
3 000
6 000
364 907
266 529
49 786
127 840
38,000
15,000
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be
in effect from its passage.
ATTEST:
City Clerk.
Mary F. Parker, CMCIAAE
c~y Ck~rk
CITY OF ROANOKE
Office of the City Clerk
August 7, 1998
File f~60-246
8andre H. Eakin
r~puty c~ Ck~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 3, 1998, Council Member Carroll E. Swain requested a status report at the August
17, 1998, Council meeting with regard to the City's on-the-job training program.
Sincerely,
SHE:lo
pc:
Sandra H. Eakin
Deputy City Clerk
James D. Grisso, Director of Finance
Rose M. Woodford, Executive Secretary to the City Manager
H:~GENDA96~UG3.WPO
August 3, 1998
# 98-720
'98 ~IIIL 28 1t9:54
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
.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 o
The FDETC serves eliqible residents in the counties of
Alleghany, Botetourt, Craig and Roanoke as well as the
cities of Clifton Forge, Covington, Roanoke and Salem.
C. This agency serves two primary client, populations:
dislocated workers who have been laid off from
employment through no fault of their own (unde~
Title III), and
the economically disadvantaged as determSned by
income guidelines set by the U.S. Dept. of Labor
(under Title II-A, II-C and the Summer Youth
Employment Program).
The City of Roanoke is the grant recipient for FDETC
fundinq. City Council must appropriate the funding for
all grants and other monies the FDETC receives.
Honorable Mayor and Members of City Council
Page 2
August 3, 1998
II. CURRENT SITUATION
Ao
Fifth District Employment and Training Consortium (FDETC)
has received Community Development Block Grant (CDBG)
funding for Roanoke Valley Youth Conservation Service
Corps - Opportunity Knocks, and the agency's Employment
Training Program.
CDBG funds were awarded to the FDETC for
transportation and associated costs of
Opportunity Knocks in the amount of $15,000.00.
(Opportunity Knocks: Roanoke Valley
Conservation Service Corps, a statewide
Governor's initiative, is a comprehensive youth
service project designed to enhance the
educational and employment options available to
Virginia's at risk youth).
o
CDBG funds were awarded to the FDETC for
project management and administration of the
Employment Training Program in the amount of
$38,000.00. (The Employment Training Program
is designed to assist low to moderate income
individuals in their efforts to obtain
employment).
B o
Governor's Employment and Training 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:
Opportunity Knocks
$127,840.00 Notice of Award - (0K-99-03-01)
Honorable Mayor and Members of City Council
Page 3
August 3, 1998
2.. Title II-A (Adults-Ages 22 and over)
$364,907.00. (Notice of Award - 99-03-01)
Title II-C (Youth-Ages 16 through 21)
$49,786.00 (Notice of Award - 99-03-04)
Title III (Dislocated Workers)
$266,529.00 (Notice of Award - E99-113-03)
III. Issues
Ao
Program Operations
Funding
C. Timing
IV. ALTERNATIVES
Ao
Appropriate the FDETC's additional funding totaling
$862,062.00. and increase the revenue estimate by
$862,062.00, in accounts to be established by the
Director of Finance.
o
o
Program Operations - Existing activities will
continue and planned programs will be implemented.
Funding - Funds are available from the resources
indicated, at no additional cost to the City.
Timing - Immediate action will allow programs to be
implemented and completed within planned time
frames, July 1, 1998 through June 30, 1999.
Honorable Mayor and Members of City Council
Page 4
August 3, 1998
m o
Do not appropriate the FDETC's funding
totaling $862,062.00.
Program Operations - Planned programs to
serve participants would be delayed or
never initiated.
o
Funding - Funds currently available to operate
these programs may be rescinded and
redistributed to other projects.
Timing - Delay will cause late or failed start-
up of programs and possible under expenditure
of available funds.
RECOMMENDATION
Approve Alternative A:
Appropriate the FDETC's funding totaling $862,062.00, and
increase the revenue estimate by $862,062.00, in accounts
to be established in the Consortium fund by the Director of
Finance.
Respectively submitted,
W. Robert Herbert
City Manager
WRH/VLP:wc
cc: Director of Finance
City Attorney
Mary F. Parker, CMC/AAE
C~y Ck~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File ff.323
Sandra H. F.~kin
D puty
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 33960-080398 authorizing execution of Amendment No. 2 to
the contract for the integrated automated library system to allow the Libranj Automation Coordinator-
to be a Roanoke County employee with the future option of being an employee of any of the
participating library systems; and to allow future changes to the Central Site Components definition
and location to be made upon action of the Library Automation and Advisory Committees with
approval of all participating libraries' City Managers or County Administrators. The abovereferenced
measure was adopted by the Council of the City of Roanoke at a regular meeting which was held
on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
Randolph M. Smith, City Manager, City of Salem, P. O. Box 869, Salem, Virginia 24153
Elmer C. Hodge, County Administrator, Roanoke County, P. O. Box 29800, Roanoke, Virginia
24018-0798
Gerald A. Burgess, county Administrator, Botetourt county, 1 West Main Street, Box 1,
Fincastle, Virginia 24090-2002
James D. Gdsso, Director of Finance
Glenn D. Radcliffe, Director, Human Development
Archie W. Harrington, Manager, City Information Systems
Beverly A. James, City Librarian
H:~AGENDAg6~AUG~
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33960-080398.
A RESOLUTION authorizing the execution of Amendment No. 2 to the contract for
the integrated automated library system to allow the Library Automation Coordinator to be
a Roanoke County employee with the future option of being an employee of any of the
participating library systems and to allow future changes to the Central Site Components
definition and location to be made upon action of the Library Automation and Advisory
Committees with approval of all participating libraries' City Managers or County
Administrators.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City Manager or the Assistant City Manager and the City Clerk are hereby
authorized, for and on behalf of the City, to execute and attest, respectively, Amendment No.
2, amending the contract dated January 26, 1990 with the City of Salem, and the County of
Roanoke, and Amendment No. I dated May 8, 1995 which amendment provided for the
County of Botetourt to be a full participating library in the integrated automated library
system, all in accordance with the recommendations contained in the report to this Council
dated August 3, 1998. Said Amendment No. 2 will allow the Library Automation
Coordinator to be a Roanoke County employee with the option of being an employee of any
of the participating library systems and to allow future changes to the Central Site
H:\TEMP~R-LIBAME.{
Components definition and location to be made upon action of the Library Automation and
Advisory Committees with approval of all participating libraries' City Managers or County
Administrators.
2. The form of the amendment shall be approved by the City Attorney.
ATTEST:
City Clerk.
H:\TEMI~R-LIBAME.I
Honorable Mayor David Bowers and
Members of City Council
Roanoke, Virginia
August 3,
#98-722
REC~iYE[~'
19981TY nj .......
'98 JUL 30 P3:52
Mayor and Members of Council:
SUBJECT: AMENDMENT TO CONTRACT - INTEGRATED AUTOMATED LIBRARY
SYSTEM
I. BACKGROUND
II.
The Roanoke City, Ro~anoke County and City of Salem Public
Libraries entered into a. contract in 19913 establishing an integrated
automated library system.
1. Botetourt County became a party to the contract in1995.
The four jurisdictions, by the contract, are full partners in the
ownership of the automated system.
Committees have been established, involving administrative
officers, data processing managers and library
administrators of the four jurisdictions to advise, manage,
evaluate and implement the functions and use of the shared
automated system.
Roanoke City's Department of City Information System (CIS) is the
host site for the shared components of the automated system and
oversees its daily operation.
The four library systems share the cost of a Library Automation
Coordinator position which is responsible for the application
modules of the automation system, including circulation,
cataloging, acquisitions and public access.
CURRENT SITUATION
The City of Roanoke Attorney's office has drawn up Amendment
No. 2 (Attachment A) to the original agreement and as amended by
Amendment No. 1. Amendment No. 2 provides as follows:
The Library Automation Coordinator position, which is
currently vacant, to be moved to Roanoke County Public
Library with the option of moving the position to any of the
participating library systems in the future, by action of the
Library Automation and Advisory Committees.
Future changes in the Central Site Components of the
library automation system and their location(s) to be made
by action of the Library Automation and Advisory
Committees with written approval of the City Managers of
the Cities of Roanoke and of Salem and the County
Administrators of the Counties of Roanoke and Botetourt.
The proper authorities in each of the four jurisdictions, including
members of the Library Automation Committee have agreed to the
terms of the amendment to the contract for the integrated
automated library system.
The Board of Supervisors of the County of Roanoke have approved
the amendment to the contract for the integrated automated library
system.
The City Council of Salem approved the amendment at their
meeting on July 13.
The Board of Supervisors of Botetourt County approved the
amendment at their meeting on July 21.
Library Administration recommends approval of Amendment #:2 to
the contract for the integrated automated library system.
III.
ISSUES
A. Fiscal impact.
IV.
ALTERNATIVES
Approve the amendment to the contract for the integrated
automated library system and authorize the City Manager or his
designee to execute the amendment, contingent on the formal
approval of the other participating jurisdictions.
1. Fiscal impact.
The City of Roanoke would reimburse the County of
Roanoke for its share of the Library Automation Coordinator
position which for FY 1998-99 will be 31.5%. The vacant
position would also be eliminated.
Do not approve the amendment to the agreement for the integrated
automated library system and do not authorize the City Manager or
his designee to execute the amendment to the agreement.
1. Fiscal Impact
The City of Roanoke will still have to pay its share of the
Library Automation Coordinator position regardless of which
jurisdiction "owns" the position.
RECOMMENDATION
City Council approve the amendment to the agreement for the
integrated automated library system and authorize the City
Manager or his designee to execute the amendment to the
agreement, contingent on the formal approval of the other
participating jurisdictions.
Respectfully submitted,
W. Robert Herbert
City Manager
WRHIGRIBJIj
CC~
Wilburn C. Dibling, City Attorney
James Grisso, Director of Finance
Glenn Radcliffe, Director of Human Development
Archie Harrington, Manager, CIS
Beverly James, City Librarian
MaW F. Parker, CMC/AAE
Cay Cbrk
CITY OF ROANOKE
Office of the City Clerk
August6,1998
8andra H. Eakin
D. puty Cay Cbrk
File ~17-79
Wilbum C. Dibling, Jr.
City Attorney
Roanoke, Virginia
Dear Mr. Dibling:
A report with regard to assessment of taxicabs for property tax purposes was before the
Council of the City of Roanoke at a regular meeting which was held on Monday, August
3, 1998.
On motion, duly seconded and adopted, the report was received and filed.
Sincerely,
SHE:lo
Sandra H. Eakin
Deputy City Clerk
pc:
William E. Roberts, General Manager, Yellow Cab Company, 200 Shenandoah
Avenue, N. W., Roanoke, Virginia 24016
The Honorable Sherman A. Holland, Commissioner of the Revenue
W. Robert Herbert, City Manager
H:~AGENDAOS~UC~WI~
WILBURN C. DIBLING, JR.
CITY ATrORNEY
CITY OF ROA~Nf} .1~_~ ~: ~i~ ....
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUIL,I~G ! ~
&[.29 P2:5~
215 CHURCH AVENUI~,'gW -
ROANOKE, VIRGINIA 24011-1595
TELEPHONE: 540-853-2431
FACSIMILE: 540-853-1221
E-MAIL:cityatty @ ci.roanoke.va.us
August 3, 1998
WILLIAM X PARSONS
STEVEN J. TALEVI
GLADYS L. YATES
GARY E. TEGENKAMP
ASSISTANT CITY A'VfORNEYS
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Assessment of taxicabs for property_ tax purposes
Dear Mayor Bowers and Council Members:
On Monday, May 4, 1998, William E. Roberts, General Manager, Yellow Cab
Company, raised two issues before Council regarding taxicab assessments. First, Mr.
Roberts stated that the City is required to have a separate category for taxicabs for tax
purposes. Second, he contended that the current method for assessing taxicabs does not
accurately determine their fair market value. Council referred the first issue to me for
resolution and the second issue to the Commissioner of Revenue. Council specifically
referred the first matter to me to address the contention that there was a conflict between the
Code of Virginia and the Code of the City of Roanoke.
Mr. Roberts is correct that the City is required by the State Code to have a separate
category for taxicabs for valuation purposes. It is important to distinguish between having
a separate category for valuation purposes and for rate purposes. Pursuant to the State Code
taxicabs are not considered to be a separate class for rate purposes only for valuation
purposes. See §58.1-3503 of the Code of Virginia 1950, as amended. Since taxicabs are in
a separate category for valuation purposes, the method of valuing a taxicab may differ from
the method used to value other automobiles. See §58.1-3503(B) of the Code of Virginia
(1950), as amended. Of course any method of valuation must be consistent within each
category and should be reasonably expected to determine the actual fair market value. See
§58.1-3503 of the State Code.
I am pleased to report that the Code of the City of Roanoke does provide for a separate
category for taxicabs for valuation purposes. See §§32-104 of the Code of the City of
Roanoke (1979), as amended. Therefore, the Commissioner of Revenue may use a different
valuation method for taxicabs than is used for other vehicles provided the valuation method
is consistent for all taxicabs and provided the method is reasonably expected to determine
actual fair market value.
The Honorable Mayor and Members
of City Council
August 3, 1998
Page 2
The issue still to be determined by the Commissioner of Revenue in this matter is
whether the assessment method currently used for taxicabs accurately determines their fair
market value. Mr. Holland and Mr. Roberts are continuing to work together on this matter.
With kindest personal regards, I am
Sincerely yours,
Wilburn C. Dibling, Jr.
City Attorney
The Honorable Sherman A. Holland, Commissioner of Revenue
William E. Roberts, General Manager, Yellow Cab Company
H:\COUNCIL\L-HikfrAXI, I
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMCIAAE
C~y Ck~rk
August7,1998
S~ndm H. Eakin
r~puty c~ Ck~rk
File #399
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,_
August 3, 1998, residents and representatives of Habitat for Humanity in the Roanoke
Valley appeared before Council relating to a proposal of Habitat for Humanity to construct
approximately 34 houses in the Westview Terrace section of the City.
On motion, duly seconded and adopted, the matter was referred to you to initiate
negotiations with Habitat for Humanity to purchase the property for development of a City
park or greenway space, and for a report to Council with regard to the water drainage
problems in the area.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
Gregory Feldmann, President, Habitat for Humanity in the Roanoke Valley, 1701
Cleveland Avenue, $. W., Roanoke, Virginia 24016
Mr. Kermit Plummet, 1652 Garstland Drive, N. W., Roanoke, Virginia 24017
Mr. Darrell R. Boles, 1623 Shamrock Avenue, N. W., Roanoke, Virginia 24017
Mr. W. J. Garst, 4512 Broadlawn Road, N. W., Roanoke, Virginia 24017
Ms. Melva Jelfries, 4351 Woodbridge Avenue, N. W., Roanoke, Virginia 24017
W. Robert Herbert
August 7, 1998
Page 2
pc:
Ms. Terry T. Smith, 4640 Rosecrest Road, S. W., Roanoke, Virginia 24018
The Reverend Johnny Stone, 1801 Lynn Street, N. W., Roanoke, Virginia 24017
Ms. Anita Reed, 4123 Guernsey Lane, N. W., Roanoke, Virginia 24017
Mr. Lloyd Hampton, 4001 Guernsey Lane, N. W., Roanoke, Virginia 24017
The Reverend Samuel Robinson, Member, NAACP, P. O. Box 12362, Roanoke,
Virginia 24025
Mr. Mac A. Chambers, 618 Colorado Street, Salem, Virginia 24153
Ms. Susan Hall, 2237 Ranch Road, N. W., Roanoke, Virginia 24017
Mr. Thomas J. Dalzell, 2529 Rosalind Avenue, S. W., Roanoke, Virginia 24014
Ms. Martha Quarles, 1917 Angus Road, N. W., Roanoke, Virginia 24017
Mr. Robert Gravely, 1412 Moorman Avenue, N. W., Roanoke, Virginia 24017
Wilburn C. Dibling, Jr., City Attorney
Steven J. Talevi, Assistant City Attorney
William F. Clark, Director, Public Works
Evelyn S. Lander, Acting Chief of Planning and Community Development
Mary F. Parker, CMC/AAE
c~y C~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File ft399
8andre H. Eakin
Deputy City Clerk
Steven J. Talevi
Assistant City Attorney
Roanoke, Virginia
Dear Mr. Talevi:
A report relating to the Westview Terrace Section 6 - Habitat for Humanity, Inc., Project
was before the Council of the City of Roanoke at a regular meeting which was held on
Monday, August 3, 1998.
On motion, duly seconded and adopted, the report was received and filed.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
Wilbum C. Dibling, Jr., City Attorney
W. Robert Herbert, City Manager
William F. Clark, Director, Public Works
Evelyn S. Lander, Acting Chief of Planning and Community Development
WILBURN C. DIBLING, JR.
CITY ATI~ORN Ey
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 24011-1595
TELEPHONE: 540-853-2431
FACSIMILE: 540-853-1221
E-MAIL:cityatty@ci.roanoke. va.us
August 3, 1998
R~:_CEIv £D
'98 .~IIt ':In P_4'21
STEYEN J. TALE¥!
GLADYS L. YATES
GARY E. TEGENKAMP
ASSISTANT CITY A'rTORNEYS
The Honorable Mayor and Members
of Roanoke City Council
Roanoke, Virginia
Re;
Westview Terrace, Section 6
(Habitat for Humani _ry. Inc.. Project)
Dear Mayor Bowers and Members of Council:
At the meeting of July 20, 1998, the above-captioned matter was referred to the City
Manager and the City Attorney for investigation and report back to Council. Specifically,
you asked the City Attorney to determine whether there was any action the City Council
could take regarding the above-referenced development. As you know, by letter dated July
20, 1998, Mr. Dibling disqualified himself from the consideration of this matter.
Accordingly, he has requested that I respond to Council's inquiry, and I am very pleased to
do so.
I understand that Habitat for Humanity, Inc. ("Habitat"), has resubdivided a parcel
located in the vicinity of Woodbridge Road, N.W., and Kay Street, N.W. To do so, Habitat
was required by Chapter 31 of the Code of the City of Roanoke (1979), as amended ("City
Code"), to have prepared and to file with the Clerk for the Circuit Court for the City of
Roanoke a subdivision plat. I further understand that Habitat has prepared a comprehensive
plan of development (''development plan"). The development plan is required by Chapter
36.1 of the City Code. Approval of such a plan involves consideration of storm water
management, landscaping and similar issues. Approval of a subdivision plat involves
consideration of lot line changes, and construction of drainage facilities and erosion and
sediment control measures. As of July 30, 1998, the. subdivision plat, but not the
development plan, has been approved by the City Administration. Finally, I understand that
no rezoning, street closure, variance or special exception is needed for the project.
I know of no legal requirement that the City become involved in any aspect of
Habitat's project, other than through the perfunctory issuance of permits upon the receipt of
The Honorable Mayor and Members
of City Council
August 3, 1998
Page 2
appropriate plans and documents; if Habitat supplies the legally required information, City
officials have no discretion and are duty-bound to issue the permits being sought.
Furthermore, you should know that the City Code does not contain provisions by which a
development plan can be brought before City Council for consideration.
I sincerely hope that this correspondence is responsive to Council's inquiry. If any
elaboration is necessary, please do not hesitate to contact me.
My kindest regards,
SJT:snf
Very truly yours,
Steven J. Talevi
Assistant City Attorney
cc: W. Robert Herbert, City Manager
William F. Clark, Director of Public Works
Evie S. Lander, Acting Chief, Planning & Community Development
H:\COUNCIL~L-HMWEST. I
CITY 0 F ROANOKE
Office of the City Clerk
Mary F. I~rker, CMC/AAE
c~y C~rk
July 24, 199~
· andra H. F. akin
File #178
W. Robert Herbert
Roanoke, Virgini~
V~11bum C. Dibiing, Jr.
cay Attomey
Rom'~3ke, Virgir~
Dear Mr. Herbert and Mr. Dibling:
property in the ama, and the propo~KI Habitat houses will not be coml~tJble with ottmr hou~e~ Jn
the neighborhood. The m~tter w~t referred to you for report to Council ~ ~, ~ 3, ~
follows:
MFP:Io
pc: Mr. Kem~ E. Plummet, 1~2 Garatlan¢l ~ N. W., Reltel~ ~ 24017
Orlg~y Fek:lmarm, ~ ~ for Hulllaldly, 170t Cllvlilrld Avlttue, 8. W.,
Romtake, ~ 24016
JUL.-21' 9gffUE) 18:20 CITY MANAGERS OFFICE
TEL:540 855 1158
'98 JIJL 22 A9:50
Office of ~ City IVlonoOer
July 21, 1998
The Honorable David A. Bpwers, Mayor
and Members of City CoUncil
Roanoke, Virl~nia ;
Dear Mayor Bowers and M~mbe~s of City Couucil:
Suhjgt: Habitat for Humanity
Afl~r couside, rable {bought and consu{talion, I have con~act~ th~ Conflict Resolmion
Center (C.R.C.) to determi~ it'th~y could serve as mediator~ between ttabitai for Humanity and
residents of the Wcstview ,Terrace neighborhood.
I have spoken witbiMr. Kc. trait Plummet .and. in addition, 1 have contacted Habitat
members David Feldmanniand David Camp~ (using voic~ mail). Mr. Plummet has informed me
that Habitat will hold an cjceculiv¢ board m~-tin~ on Wcdagsday, July 22, and will inform thc
neighborhood of how thcy.,int~d to proc~d. Mr. Plumm. e~ also indicated that h~ did not slgak
for thc entire n~ighborhoo.a but saw my so~gestion as a positive move.
This ~oon, I am s~ndioo.. Mr. Feldmann, Mr. Camlx'r aad M~. Plumm~ a lctte, r to
r~quest a response to th~ city's off~ to acquire an outsid~ m~di~tor. I will notify you as soon as a
{ receive aa answ~ bom both parties. My hop~ is that both panics can prog~ as swiffiy as
possible to resolw this malt~. This is for your information only ami requires no aciion. Plcas~
contact mo if you have an, qaestioas.
W. Robert H~-be. rt
WlU-l:ap
Mary F. Parker, City Cledt
Wilbam C. I)ibli~, Jr.. City Attorney
James D. Orimao, .I)imcao~ of Fimmc~
William F. Clark, ~ircctor of Public Works
Room
215Ct'~Mnui. SW I~oi~.Vl~o 2~0{I-15~1
I
(5ao)
FAX (5~O) S53-113e
Mary F. Parker, CMCIAAE
city c~erk
CITY OF ROANOKE
Office of the City Clerk
August 7, 1998
File #10-60
~andra H. Eakin
r~puty c~y Ck~r~
W. Robert Herbert
City Manager
Roanoke, Virginia
James D. Grisso
Director of Finance
Roanoke, Virginia
Gentlemen:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 3, 1998, it was the consensus of Council that the matter of a two cent reduction in
the real estate tax rate, and the matter of equipment replacement and unfunded projects,
be referred to 1999-2000 budget study.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
Barry L. Key, Manager, Office of Management and Budget
Diane S. Akers, Budget Administrator, Office of Management and Budget
JAMES D. GRISSO
Director of Finance
August 3, 1998
CITY OF ROANOKE
DEPARTMENT OF FINANCE
215 Church Avenue, S.W., Room 461
R O. Box 1220
Roanoke, Virginia 24006-1220
Telephone: (540) 853-2821
Fax: (540) 853-2940
JESSE A. HALL
Deputy Director
Honorable Mayor and Members
City Council
Roanoke, Virginia
Subject: Fiscal Year 1998 Unaudited Financial Report
Dear Mayor Bowers and Council Members:
The General Fund revenues for fiscal year 1998 total $162,793,039. Collections exceeded
the revenue estimate by .a,a,% or $709,996. Total General Fund revenues increased
2.72% over FY 1997. The major revenue sources in our adopted estimates are:
Amount Over % Over % Growth
(Under) Revised (Under) Over
Estimate Estimate FY 1997
Real Estate Taxes $
Personal Property
Sales Tax
Utility Taxes
Recordation & Probate Tax
Business and Professional License Tax
Transient Room Tax
Franchise Taxes
Prepared Food & Beverage Tax
All Other Revenues
Total General Fund Revenue $
420,517 1.03% 3.07%
(543,283) (2.63%) 1.37%
(434,812) (2.66%) .47%
103,762 .95% 4.53%
177,860 51.11% 20.09%
318,581 3.42% .70%
112,811 8.68% 5.06%
165.405 22.12% 13.16%
175,419 3.02% 2.54%
213,736 .38% 3.28%
709,996 .a.a.% 2.72%
General Fund expenditures and encumbrances totaled $168,502,072. Unencumbered
appropriations were $3,010,396 or 1.76% of the General Fund budget.
Two of our major taxes exhibited a disturbing trend for fiscal year 1998; a significant
reduction in growth in comparison to previous years. Sales tax revenues have exceeded
Honorable Mayor and Members
of City Council
August 3, 1998
Page 2
4% growth in the two previous years. This revenue source grew 0.47% for fiscal year
1998. We believe this is primarily attributable to surrounding localities developing their
own regional shopping areas and super-retail stores. Discussions with Finance officials
in Montgomery, Roanoke, Franklin and Botetourt Counties indicate sales tax growth in
their localities ranging from approximately 8% to 13%.
Growth in personal property revenue totaled 1.37%. The revenue estimate for fiscal year
1998 was established anticipating slightly less than 5% growth, based on recent years'
performance. In FY 1998, the Commissioner of the Revenue changed assessment books
from the "Red Book" to the "NADA" book. This was an appropriate change to be
consistent with other localities throughout the region and state and to implement the
"No Car Tax" program mandated by the state. Statistical analyses indicate that the
average assessment values are 2% less when using the NADA book, thus having a
similar impact on this year's revenue. Another factor impacting the personal property
revenues is the decline in machinery and tools assessment values by businesses.
Businesses pay tax based on the depreciated value of their equipment. Our review
indicates that the overall value of equipment is depreciating at a faster rate than the
purchase of new equipment. Machinery and tools assessments for fiscal year 1998 were
$68,744,940 compared to $84,267,488 for fiscal year 1997, a 22.58% reduction. This
is the type of trend that improves when a large corporation with a significant investment
in equipment expands or relocates to Roanoke.
We will continue our analyses of these and other revenues in comparison with the
estimates for fiscal year 1999 and advise City Council upon the completion of our
annual external audit as to whether revenue estimates should be adjusted.
The School Fund revenues for fiscal year 1998 total $88,104,376. Collections exceeded
the revenue estimate by 0.36% or $311,882.
School expenditures and encumbrances totaled $89,204,527. Unencumbered
appropriations were $1,235,584 or 1.37% of the School Fund budget.
The FY 1998 year end designated fund balances for Capital Maintenance and Equipment
Replacement (CMERP) for the General Fund and School Fund per the requirements of
Ordinance 26292 are as shown on the following page.
Honorable Mayor and Members
of City Council
August 3, 1998
Page 3
General Fund
Local Tax Revenues Over Estimate
Non-Local Tax Revenues Over Estimate
Unexpended Appropriations
113,112
532,091
3,010,396
School
Operations
$ 64,793
School Fund
Revenues Over Estimate
Unexpended Appropriations
$ 379,134
1,235,584
Fund Balance Transfers
Reserve for Uninsured Claims
Adjustment to Reserve for Workers' Comp Claims
Trigon Stock Proceeds Reserved for Employee
Medical Insurance
CSA Program Transfer Adjustment
$ ( 250,000)
10,113
( 178,024)
64,793 ( 132,045)
Capital Maintenance and Equipment
Replacement Funding Available
$ 3.470,392 $ 1.379.555
The amounts shown above for FY 1998 are Unaudited and are subject to change during
the course of our annual external audit. They are being reported to you for
informational and planning purposes. All expenditures of the year end designated fund
balances of the School Fund and General Fund are subject to approval by City Council
through the adoption of an appropriation ordinance. We look forward to prioritizing and
recommending to Council the most critical maintenance and equipment replacement
needs during fiscal year 1999.
I would like to thank City Council, the administration and especially the Finance Staff
for their support throughout fiscal year 1998. I would be pleased to address questions
that Council may have regarding the financial report.
Sincerely,
Director of Finance
JDG/aha/ps
DEPARTMrNT OF
CITY OF ROANOKE. VA.
August 3, 1998
TO:
FROM:
SUBJECT:
Honorable Mayor and Members of City Council
James D. Grisso, Director of Finance
Unaudited Year End Financials - Fiscal Year 1998
Fiscal year 1998 has come to a close, and with it a year in which the City of Roanoke had the
challenge of reacting mid-year to concerns that revenue from personal property and sales taxes would fail
to meet their estimates. Fommately, however, due to teamwork regarding the management of expenditures,
the fiscal year ended on a positive note with better-than-anticipated year end balances for both the City and
the Schools, despite shortfalls from both of these significant revenues sources. Again this year, the City of
Roanoke strived to improve the level of municipal services to its citizens within a balanced, conservative
budget. The City continues to maintain and improve its capital facilities and infrastructure with on-going
projects such as the sewage treatment plant expansion, middle school modernization project, highway
improvements, storm drainage, and economic development activities. The City exhibits a conservative debt
posture which is reflected in our continuing AA bond rating. During the year, the City was also able to take
advantage of the strong bond market to refinance approximately $46 million of existing indebtedness and
issue $13,010,000 of new bonds. This transaction provides long term savings through reduced interest
costs.
Real Estate tax revenues grew approximately 3%, and they exceeded their estimate by
approximately 1%. Personal property taxes, producing growth of only 1.4% since last year, fell below
estimate by $543,000, as expected. Sales tax grew a mere .47% or $74,000. In recent months, sales tax
Honorable Mayor and Members
City Council
August 3, 1998
has declined as retail sales in Roanoke have been lost to some of our surrounding localities with new
construction of stores and other businesses. Other local taxes providing growth included the E911 tax,
utility taxes, Business and Professional Occupational License (BPOL) tax, and recordation taxes.
Municipalities such as ours will constantly face new challenges in the years to come as we provide
for sodal service needs, unfunded state and federal mandates, and additional service needs of our citizens,
all within limitations as to new sources of revenues to provide for these needs. We will engage more
efficient and effective operating methods as we seek to meet these challenges. We will continue to strive
for a conservative and sound financial position for the City as we continue to plan for our future.
The unaudited financial statements are provided to you for planning purposes. The amounts
reported herein may change during the course of our annual external audit.
A discussion of the City's General Fund operations for fiscal year 1998 follows. Our revenue
estimate t~om all sources was $162,083,043, while actual collections totaled $162,793,039. Total General
Fund revenues collected exceeded the estimate by only .44%.
Listed below is a five year history of our General Fund revenue estimates compared to actual
revenues.
GENERAL FUND
Fiscal Revenue Actual Percent of
Year Estimate Collections Estimate Collected
1998 $162,083,043 $162,793,039 100.44%
1997 155,523,885 158,485,416 101.90%
1996 147,602,175 150,539,146 101.99%
1995 137,189,315 141,255,592 102.96%
1994 131,792,839 135,511,618 102.82%
Honorable Mayor and Members
City Council
August 3, 1998
Some of the most anxiously awaited information at year end is the mount of designated funding
for the Capital Maintenance and Equipment Replacement Program (CMERP). Council adopted Ordinance
number 26292 on December 6, 1982, establishing a reserve of General Fund balance for CMERP.
Computed per the requirements of Ordinance 26292, CMERP for fiscal year 1998 for the City is
$3,470,392 or 2.02% of General Fund appropriations. The School Fund was not entitled to a portion of
General Fund CMERP because the School CSA expenditure settlement was greater than the School portion
of local taxes exceeding their estimates (see page 13). The following allocation has been calculated based
on the Revenue Allocation Model used for the adopted budget (see page 12 for details).
General Fund Designated FY 1998 CMERP
City Operations $ 3.470.__~392
School Operations $ N/A
School Board operations are accounted for in a separate fund. The amount of CMERP designated
in the School Fund totals $1,379,555 or 1.53% of School Fund Appropriations.
General Fund Statement of Revenues
A summary of unaudited revenues by category and the variances between actual collections and the
budgetary estimates may be found on page 17. The following narrative discusses significant revenue trends
for the year.
General Property Taxes
This category includes taxes on Real Estate, Personal Property and Public Service Corporations as
Honorable Mayor and Members
City Council
August 3, 1998
well as Penalties and Interest. Estimated revenues for this category were $65,860,500 while actual
collections were $65,673,172, achieving 99.72% of the budget. Real Estate taxes increased by $1,230,597
since FY97 providing growth of 3.07%, and they were just over the budgeted amount. Personal Property
taxes achieved 97.37% of the budget amount, and were in excess of the FY97 total by $272,494. Public
Service Corporation taxes rose a modest $32,771, but they fell short of the budgeted amount by
approximately $255,000. Penalties and Interest increased $44,116 from FY97, well in excess of the
budgeted level.
Other Local Taxes
This category includes Sales Tax, Utility Tax, Cigarette Tax, Business, Professional, and
Occupational License Tax, Transient Room Tax, Franchise Tax, Prepared Food and Beverage Tax and
other miscellaneous local taxes. This category of taxes serves as one of the best indicators of the strength
of the local economy. The total estimate for this category was $50,179,922, while actual collections were
$50,560,909. Collections slightly exceeded the budget, and they grew approximately 2.0% since FY97.
Sales Tax showed minimal growth of $74,297 or .47% over FY97 and achieved 97.34% of the
budget. Utility Tax rose $478,487 or 4.53%, partly due to revenue of approximately $193,000 generated
by the cellular telephone tax, which became effective September 1, 1997. Prepared food and beverage tax
grew almost $148,000 since FY97 and was up 3.02% from the budgeted amount. Franchise and
recordation tax also grew, while cigarette tax and bank stock tax have declined.
Permits, Fees and Licenses
This revenue category includes dog licenses, building related fees, various inspection fees and street
4
Honorable Mayor and Members
City Council
August 3, 1998
opening permits. Revenues for this category totaled $722,222, increasing $42,122 from FY97, and
exceeding the budget of $590,977 by over 20%. The increase is due to higher revenues from electrical,
plumbing, building, and heating inspection fees.
Fines and Forfeitures
This category consists of parking tickets and fines collected by various courts. Revenue in this
category was $943,559, a decline of $47,348 since the prior year. This decline is due to a decrease in
general district court fines. The category exceeded its budget of $925,000 by 2.01%.
Revenue from Use of Money and Property
This revenue category consists of interest earnings and various property rentals. Revenue in this
category was $1,205,854, an increase of 16.25% since the prior year. The increase is due to growth in
interest revenue resulting from higher average daily cash balances in the General Fund.
Grants-In-Aid Commonwealth
This category is comprised of non-categorical aid (State recordation tax, ABC, wine, rolling stock
and rental car tax), shared expenses for Constitutional Offices, Social Services funding (foster care, day
care, welfare payments, employment services, and the Comprehensive Services Act Programs), and other
categorical aid (street maintenance, City Jail Block Grant, Juvenile Facilities Block Grant, Law Enforcement
and Library Grant). Revenues in this category totaled $37,996,834, exceeding the FY97 total by
$1,413,700. The increase in the current year is largely due to revenue gains in Social Services which
provided growth of $846,000 since FY97. Revenues from employment services, foster care, day care and
Honorable Mayor and Members
City Council
August 3, 1998
general administration of Sodal Services programs increased. Shared expenses for the Sheriffs department
grew by nearly $237,000 due to an increased level of funding from the State Compensation Board. Street
Maintenance revenue also rose. These increases are partially offset by a decrease of $164,000 in City Jail
Block Grant revenue from FY97.
Grants-in-Aid Federal Government
This category consists of funding from the Federal Emergency Management Association (FEMA).
Revenue in this category was $42,608 compared to $43,490 for FY97.
Cha~es for Current Services
This category includes court fees, refuse collection, weed cutting, emergency medical service, police
fees, fire safety fees, and central service charges. Collections totaled $3,458,478 resulting in growth of
6.29% over that of FY97. The increased revenue in this category is due to growth in court costs, sanitation
charges and EMS revenues. Central Services charges, which are charges to the Enterprise Funds for
administrative services provided by the General Fund, declined by 7.76%, because no charges were made
to the Nursing Home Fund which was discontinued during FY98.
Miscellaneous Revenue
Revenues included in this category are payments in lieu of taxes from Roanoke Redevelopment and
Housing Authority, sales of surplus property, and other nonrecurring revenues. Revenue in this category
was $278,198, down $209,220 since FY97. The decline in miscellaneous revenue is mainly due to the
receipt of nearly $194,000 in FY97 in connection with Tfigon's settlement regarding discounts not properly
6
Honorable Mayor and Members
City Council
August 3, 1998
deducted from employer claim costs. Sales of surplus property have increased slightly, while there have
been decreases in other miscellaneous revenues.
Internal Services
This category represents payments from Enterprise, Internal Service, and Agency Funds for services
provided by the General Fund departments. Services provided include fire safety for the Airport, billings
and collections services for the Water and Sewage Treatment Funds, engineering services and various other
public works services. The category totaled $1,911,205 achieving 99.96% of the budget and exceeding last
year's revenue by $156,027. This increase was primarily due to a billing of $134,000 by Occupational
Health Services to the Risk Management Fund to help fund the operation of the employee health clinic.
FY98 is the first year for such billings. Engineering billings also increased, while billings by building
maintenance and street maintenance declined.
Expenditures
Total expenditures and encumbrances for FY 1998 were $168,502,072 which were $3,010,396 or
1.76% less than City Council had authorized (see page 17). The authorized expenditure budget includes
appropriations of CMERP funds during the year. General Fund expenditures and encumbrances are up
5.50°/3 overall compared to last fiscal year. The majority of this increase is due to personnel costs, but there
are some other variances worthy of comment.
Judicial Administration expenditures are up 7.99% due to equipment purchases and increased
binding expenses by the Clerk of' Court, in addition to personnel cost increases of the Sheriff and
Commonwealth Attorney.
Honorable Mayor and Members
City Council
August 3, 1998
Public Works expenditures rose 7.72% due to increased landfill disposal fees and the purchase of
approximately 36,000 automated waste containers.
Parks, Recreation and Cultural expenditures reflect an increase of 7.34% due to increased cultural
contributions and increases in all categories of Recreation department expenditures.
Transfer to the School Fund is up 4.11%, consistent with the budgeted increase in funding for the
School Board.
Nondepartmental expenditures are up 27.14%, primarily reflecting increased transfers of CMERP
funding appropriated for capital needs to other funds.
School Fund
School Board operations are accounted for as a separate fund. The revenues included in this
discussion do not include the multi-year Grant Funds, but only those that comprise the annual (adopted)
budget. School Fund revenues totaled $88,104,376, exceeding the estimate of $87,792,494 by $311,882
or .36%.
A recent history of School Fund revenue estimates compared to actual revenues follows.
SCHOOL FUND
Fiscal Revenue Actual Percent of
Year Estimate Collections Estimate Collected
1998 $87,792,494 $ 88,104,376 100.36%
1997 84,588,513 84,956,609 100.39%
1996 79,217,171 79,699,461 100.61%
1995 75,243,077 75,839,281 100.79%
1994 69,410,080 69,563,387 100.22%
The amounts shown for FY98 are unaudited and may change slightly in the course of our external
8
Honorable Mayor and Members
City Council
August 3, 1998
audit. They are being reported to you for informational and planning purposes.
The School Board will retain the CMERP generated in the School Fund (see page 14). It will not
receive a portion of the General Fund CMERP, per the requirements established in Ordinance No. 26292,
due to the fact that the Schools' settle up for its share of CSA funding exceeded the excess local taxes
allocated to the Schools (see page 13). This is consistent with the method of allocating CMERP between
the City and School Administration in prior years.
Designated CMERP for FY98
School Share of General Fund CMERP $ N/A
School Fund CMERP 1,379,555
Total School CMERP
$ 1:379,555
School Fund Statement of Revenues
Shown on page 18 is a summary of the major categories of revenues and the specific variances
between actual (unaudited) and estimated. Following are some brief comments on the variances in major
revenue categories.
State Sales Tax
State sales tax totaled $7,857,364, which was over its estimate of $7,740,411 by $116,953 or
1.51%.
Grants-In-Aid Commonwealth
This category includes Basic State Aid, Special Education, Summer Schools, Vocational Education,
9
Honorable Mayor and Members
City Council
August 3, 1998
At-Risk Children, Fringe Benefit Reimbursement, Disparity Incentive and several smaller revenue sources.
Revenues in this category totaled $32,757,917, falling short of the estimate by $108,258 or .33%. Disparity
incentive funding was $44,224 over budget at $1,942,498. Basic State Aid revenue was below estimate
by $51,449, and Foster Home Children revenues were under by $132,524, due to a decline in school
children placed in foster homes this year. The other major revenues in this category were generally close
to the estimates.
Grants-InLAid Federal Government
The largest revenue source in this category is School Food Aid.
category was $2,692,226, exceeding the estimate by 1.66%.
Total revenue collected in this
Cha~es for Services
Major sources of revenue in this category are tuition, cafeteria receipts, and reimbursement for
transportation for special trips. Revenues for the category totaled $3,321,191, and were 10.90% over the
estimate. Funding for transportation and cafeteria receipts provided the most to this positive variance.
Transfers from General Fund
Local funding from the General Fund totaled $41,475,678 and included transfers of the School
portion of FY97 General Fund CMERP as well as the School share of local taxes. This fell short of the
budgeted $41,542,930 by $67,252 due to the settlement of CSA expenditures over those budgeted as part
of the School Fund, as mentioned previously. Funding from the General Fund increased $1,635,538, or
4.11% since FY97.
10
Honorable Mayor and Members
City Council
August 3, 1998
Expenditures
Expenditures and encumbrances in the School Fund (excluding special purpose grants) totaled
$89,204,527, leaving an unobligated balance of $1,235,584. It is important to note that the authorized
expenditure budget includes appropriations from CMERP during the fiscal year. CMERP appropriations
and budgeted revenue provide sufficient funding in total for expenditures and encumbrances during the year.
Detailed financial statements of the Proprietary Funds will be included with the annual financial
report. All of these funds operated within the budget guidelines established by Roanoke City Council.
We would like to reiterate that the General and School Fund figures discussed above are unaudited
and subject to change during the audit. We would also like to thank City Council, the administration, and
especially the dedicated staff of the Department of Finance for their support throughout fiscal year 1998.
We would be pleased to answer any questions that Council may have.
JDG:s
Attachments
CCi
W. Robert Herbert, City Manager
James D. Ritchie, Assistant City Manager
Wilbum C. Dibling, Jr., City Attorney
Mary F. Parker, City Clerk
~Director of Finance
George C. Snead, Director, Administration and Public Safety
Kit B. Kiser, Director, Utilities and Operations
William F. Clark, Director, Public Works
Glenn D. Radcliffe, Director, Human Resources
E. Wayne Harris, Superintendent, Roanoke City Schools
Richard Kelley, Assistant Superintendent for Operations
Barry L. Key, Manager, Management and Budget
Diane Akers, Administrator, Management and Budget
11
City of Roanoke, Virginia
Allocation of CMERP to the General Fund
June 30, 1998
Unaudited
General Fund CMERP Allocation
General Fund Revenues In Excess of Budgeted Amounts
General Fund Unobligated Appropriations
Less: Reserve for Uninsured Claims
Total General Fund CMERP Allocation
School Fund CMERP Allocation, see page 13
Total General Fund CMERP
709,996
3,010,396
(250,000)
3,470,392
3,470,392
12
City of Roanoke, Virginia
Allocation of General Fund Revenues to School CMERP
June 30, 1998
Unaudited
Local Taxes
General Property Taxes
Other Local Taxes
Total Local Taxes
65,673,172
50,560,909
116,234,081
Less: Local Taxes Dedicated for Specific Purposes
Current Downtown District Real Estate Tax
Delinquent Downtown District Real Estate Tax
Current Williamson Road District Real Estate Tax
Delinquent Williamson Road District Real Estate Tax
Downtown District Public Service Tax
Utility Consumer Tax Dedicated to Roanoke River Flood Reduction
Telephone Surcharge (E911) Taxes
Cable TV Franchise Tax Dedicated to Local Government Access Channel
Cigarette Tax to Support Debt Service of Bonds Issued for
Jail and Juvenile Detention Home
Motor Vehicle License Tax to Support Debt Service of Bonds Issued for
Jail and Juvenile Detention Home
Cigarette Tax for COPE Team and Convention and Visitor's Bureau
Transient Room Tax to Support Convention and Visitors Bureau
Delinquent Real Estate Taxes Dedicated to Support Tax Sale
Net Local Taxes
School Percentage Share of Local Taxes
School Share of Local Taxes
Other Adjustments:
Deduct School Portion of CSA Program
Deduct Interest Earnings
Add Funding for Pre-School Initiative
Net School Transfer
Less: FY98 Local Funding of School Board
Allocation of CMERP to School Board
(199,346)
(1,753)
(53,389)
(1,695)
(30,852)
(808,000)
(942,525)
(157,711)
(305,000)
(325,000)
(501,429)
(200,000)
(40,000)
112,667,381
36.42%
41,033,460
(599,338)
(200,000)
204,755
40,438,877
(40,438,877)
Note: Percentage share based on Revenue Allocation Model developed by the
Office of Management and Budget for FY98.
13
City of Roanoke, Virginia
Summary of School Board CMERP
June 30, 1998
Unaudited
School Fund CMERP Allocation
School Fund Revenues In Excess of Budgeted Amounts
School Fund Unexpended Appropriations
Less: Trigon Stock Proceeds Reserved for Employee
Medical Insurance Premiums
Add: Decrease in Workers' Comp Trust Fund
Total School Fund CMERP Allocation
General Fund CMERP Allocation, see page 13
Total School CMERP
311,882
1,235,584
(178,024)
10,113
1,379,555
1,379,555
14
City of Roanoke, Virginia
Capital Maintenance and Equipment Replacement Reserve (CMERP)
Per Ordinance 26292
Total General Fund Budget FY98
Less: General Fund Transfer to Debt Service
Maximum Designated CMERP Reserve
$171,512,468
10%
17,151,247
(9,510,800)
$7,640,447
Amount Designated as FY98 CMERP
City Portion - General Fund
School Portion - General Fund
$3,470,392
$3,470,392
15
Balance July 1,1997
Ordinance
Number Department
CMT004 Recreation
33556
CMT006
CMT008
CMT014
CMT027
CMT028
33661
CMT036
CMT038
CMT042
CMT083
CMT045
CMT047
CMT051
CMT053
CMT055
CMT146
33763
CMT061
33842
CMT065
CMT069
CMT200
CMT206
CMT223
CMT293
33860
33861
33879
TB54
CMT100
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
CONTINGENCY BALANCE
JUNE 30, 1998
Transfer to Grant Fund
Virginia Cooperative Extension Service
Recreation
City Clerk
Human Development
City Attorney
City Treasurer
Office of Grants Compliance
City Council
Engineering
City Manager
Office of Management and Budget
Building Inspections
Community Planning
Juvenile Detention Home
City Manager
City Manager
Snow Removal
City Clerk
Nursing Home Fund
Commission of the Revenue
Director of Human Development
City Manager
Memberships and Affiliations
Personnel
City Manager
Various
Various
Solid Waste Management
Memberships and Affiliations
Various
Balance June 30, 1998
Purpose
Music for Americans and Blues and
Jazz Festival
Local Funding of Office on Youth
Local Share of Funding
Boxing Program Supplies
Advertising for Public Hearing on
Modified Election District System
Repair Single Room Occupancy
External Counsel Expenses
Additional Bonding for City Treasurer
Funding for Roanoke Neighborhood
Development Corporation
Equipment for Mayor's Office
Asbestos Survey for Coyner Springs
Funding for School Sports Program
Funding for 1997 United Way Campaign
Equipment for New Building Inspector
Purchase of Historical Marker -
McClanahan Cemetery
Purchase of Equipment
Training and Development Expenditures
Contribution to 1998 City Art Show
Additional funding for Snow Emergency
Operations
Purchase of Computer Hardware for
Mayor's Office
Residual Equity Resulting from
Discontinuance of Nursing Home
Operation
Professional Fees for NADA Assessment
Copying Nursing Home Files
Sponsorship of First Regional Conference
on Community Relations
Downtown and Williamson Road
Service District Payments
Funding for Extended Internship Period
Operating Costs
Reallocate Funding for Internal
Service Charges
Allocate Funding for Fringe Benefits
Refuse Disposal Costs
Downtown and Williamson Road
Service District Payments
Funding for Operating Costs
$367,576
(5,000)
(4,642)
(1,657)
(2,213)
(6,700)
(5,000)
(15,000)
(14,700)
(5,000)
(1,550)
(6,080)
(3,000)
(2,421)
(7,670)
(1,893)
(1,700)
(2,000)
(1,400)
(62,918)
(1,500)
11,518
(6,000)
(7,900)
(6,250)
(10,541)
(4,134)
(3,000)
72,189
(72,189)
(110,000)
(6,893)
(72,332)
16
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
STATEMENT OF REVENUE
Revenue Source
General Property Taxes
Other Local Taxes
Permits, Fees and Licenses
Fines and Forfeitures
Revenue from Use of Money and Property
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Miscellaneous Revenue
Internal Services
Total
Year to Date for the Period
July 1 - June 30 July 1 - June 30 Percentage
t996-97 1997-98 of Change
$64,087,189 $65,673,172 2.47 %
49,567,057 50,560,909 2.01%
680,100 722,222 6.19 %
990,907 943,559 (4.78) %
1,037,250 1,205,854 16.25 %
36,583,143 37,996,834 3.86 %
43,490 42,608 (2.03) %
3,253,684 3,458,478 6.29 %
487,418 278,198 (42.92) %
1,755,178 1,911,205 8.89 %
$158,485,416 $162,793,039 2.72 %
Current Fiscal Year
Percent of
Revised Revenue
Revenue Estimate
Estimates Received
$65,860,500 99.72%
50,179,922 100.76%
590,977 122.21%
925,000 102.01%
1,061,776 113.57%
37,929,678 100.18%
33,970 125.43%
3,287,020 105.22%
302,200 92.06%
1,912,000 99.96%
$162,083,043 100.44%
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Ex.Denditure$
General Government
Judicial Administration
Public Safety
Public Works
Health and Welfare
Parks, Recreation and
Cultural
Community Development
Transfer to Debt Service
Fund
Transfer to School Fund
Nondepartmental
Total
Year to Date for the Period
Current Fiscal Year
July 1 - June 30
1996-97
$10,213,312
4,013,524
36,660,452
24,342,107
20,990,341
4,045,477
2,796,780
9,310,800
39,840,140
7,506,337
$159,719,270
July 1-June 30
1997-98
$10,581,073
4,334,188
37,908,389
26,222,317
21,720,793
4,342,547
2,862,787
9,510,800
41,475,678
9,543,500
$168,502,072
Percentage
of Change
3.60 %
7.99 %
3.40 %
7.72 %
3.48 %
7.34 %
2.36 %
2.15 %
4.11%
27.14 %
5.50 %
Unencumbered
Balance
$388,246
100,681
742,523
230,469
1,370,659
39,100
10,513
67,252
60,953
$3,010,396
Revised
Appropriations
$10,969,319
4,434,869
38,650,912
26,452,786
23,091,452
4,381,647
2,873,300
9,510,800
41,542,930
9,604,453
$t7t,512,468
Percent of
Budget
Obligated
96.46%
97.73%
98.08%
99.13%
94.06%
99.11%
99.63%
100.00%
99.84%
99.37%
98.24%
17
CITY OF ROANOKE, VIRGINIA
SCHOOL FUND
STATEMENT OF REVENUE
Revenue Source
State Sales Tax
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Transfer from General Fund
Special Purpose Grants
Total
Year to Date for the Period
July 1- June 30 July 1 - June 30 Percentage
1996-97 1997-98 of Change
$7,748,707 $7,857,364 1.40 %
31,431,577 32,757,917 4.22 %
2,517,942 2,692,226 6.92 %
3,418,243 3,321,191 (2.84) %
39,840,140 41,475,678 4.11%
10,926,348 9,615,364 (12.00) %
$95,882~957 $97,719,740 1.92 %
Current Fiscal Year
Percent of
Revised Revenue
Revenue Estimate
Estimates Received
$7,740,411 101.51%
32,866,175 99.67%
2,648,172 101.66%
2,994,806 110.90%
41,542,930 99.84%
9,615,364 N/A
$97,407,858 100.32%
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Year to Date for the Period
Current Fiscal Year
July 1-June 30 July 1-June 30 Percentage Unencumbered Revised
Expenditu res 1996-97 1997-98 of Change Balance Appropriations
Instruction $61,972,199 $63,892,506 3.10 %
General Support 2,863,945 2,919,661 1.95 %
Transportation 2,806,427 3,004,637 7.06 %
Operation and
Maintenance of Plant 9,197,080 9,219,700 0.25 %
Food Services 3,796,859 3,829,667 0.86 %
Facilities 2,837,342 2,648,139 (6.67) %
Other Uses of Funds 3,326,924 3,690,217 10.92 %
Special Purpose Grants 10,926,348 9,615,364 (12.00) %
Total $97,727,124 $98,819,891 1.12 %
$391,018
219,191
16,196
330,642
159,486
119,051
$1,235,585
$64,283,524
3,138,852
3,020,833
9,550,342
3,989,153
2,767,190
3,690,217
9,615,364
$100,055,475
Percent of
Budget
Obligated
99.39%
93.02%
99.46%
96.54%
96.00%
95.70%
100.00%
N/A
98.77%
18
CITY OF ROANOKE, VIRGINIA
CAPITAL PROJECTS FUND
STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND
UNENCUMBERED APPROPRIATIONS SUMMARY AS OF JUNE 30, 1998
Expenditures Unexpended Outstanding Unobligated
Budget To Date Balance Encumbrances Balance
General Government $15,465,808 $9,361,603 $6,104,205 $483,077 $5,621,128
Public Safety 362,350 18,588 343,762 49,500 294,262
Education 38,601,601 24,283,717 14,317,884 13,374,567 943,317
Community Development 1,081,000 82,269 998,731 958,731 49,000
Recreation 1,085,375 494,924 590,451 193,441 397,010
Streets and Bridges 22,841,793 14,007,870 8,833,923 5,258,835 3,575,088
Sanitation Projects 1,362,308 950,705 411,603 19,890 391,713
Traffic Engineering & Communications 2,383,764 1,681,1 71 702,593 410,465 292,128
Other Infrastructure Projects 29,446,684 6,265,066 14,181,61 8 3,836,177 10,345,441
Capital Improvement Reserve 3,462,460 3,462,460 3,462,460
Total
$107,093,143 $57,145,913 $49,947,230 $24,584,683
$25,362,547
19
CITY OF ROANOKE, VIRGINIA
WATER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 12 MONTHS ENDING JUNE 30, 1998
Operating Revenues
Commercial Sales
Domestic Sales
Industrial Sales
Town of Vinton
County of Roanoke
City of Salem
Customer Services
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Interest on Investments
Rent
Miscellaneous Revenue
Interest and Fiscal Charges
Miscellaneous Expense
Transfer to ClS Fund
Transfer to Capital Projects Fund
Net Nonoperating Expenses
Net Income
1998
$3,025,421
2,806,057
228,078
21,983
1,420,150
3,633
540,308
8,045,630
1,425,809
3,359,864
1,388,472
6,174,145
1,871,485
416,242
25,681
51,007
(1,066,592)
(172,371)
(233,446)
(979,479)
$892,006
1997
$3,141,605
2,777,950
235,981
23,658
1,809,958
15,736
399,145
8,404,033
1,407,877
3,509,242
853,732
5,770,851
2,633,182
295,057
7,856
86,470
(1,547,093)
(8,530)
( 1,166,240)
$1,466,942
2O
CITY OF ROANOKE, VIRGINIA
SEWAGE TREATMENT FUND
COMPARATIVE INCOME STATEMENT
FOR THE 12 MONTHS ENDING JUNE 30, 1998
Operating Revenues
Sewage Charges - City
Sewage Charges - Roanoke County
Sewage Charges - Vinton
Sewage Charges - Salem
Sewage Charges - Botetourt County
Customer Services
Interfund Services
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Interest on Investments
Miscellaneous Revenue
Miscellaneous Expense
Transfer to ClS Fund
Transfer to Capital Projects Fund
Net Nonoperating Revenues
Net Income
1998
$6,988,997
966,481
164,918
911,719
119,107
229,868
54,923
9,436,013
1,716,407
4,633,081
961,666
7,311,154
2,124,859
580,417
22,271
(197)
(172,371 )
(37,071)
393,049
$2,517,908
1997
$7,165 027
876 345
228 317
821 081
107 956
154 967
95 981
9,449,674
1,684,064
4,712,683
1,019,639
7,416,386
2,033,288
445,213
24,610
(3,692)
466,131
$2,499,419
21
CITY OF ROANOKE, VIRGINIA
CiViC CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 12 MONTHS ENDING JUNE 30, 1998
Operating Revenues
Rentals
Parking Fees
Event Expenses
AdverlJsing
Admissions Tax
Commissions
Novelty Fees
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Loss
Nonoperating Revenues
Transfer from General Fund
Interest on Investments
Miscellaneous
Total Nonoperating Revenues
Net Income/Loss
1998
$684,596
277,571
250,335
9,213
304,724
362,684
113,668
2,002,791
1,089,454
1,143,929
394,879
2,628,262
(625,471)
1,087,162
56,811
14,060
1,158,033
$532,562
1997
$625,762
233,404
199,541
2,535
250,249
269,970
83,836
1,665,297
1,150,115
1,304,870
430,148
2,885,133
(1,219,836)
1,027,798
38,750
13,615
1,080,163
($139,673)
22
CITY OF ROANOKE, VIRGINIA
TRANSPORTATION FUND
COMPARATIVE INCOME STATEMENT
FOR THE 12 MONTHS ENDING JUNE 30, 1998
Operating Revenues
Century Station Parking Garage
Williamson Road Parking Garage
Market Square Parking Garage
Church Avenue Parking Garage
Tower Parking Garage
Surface Parking Lots
Total Operating Revenues
Operating Expenses
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Transfer from General Fund
Operating Subsidy for GRTC
Transfer to Capital Projects Fund
Interest on Investments
Interest and Fiscal Charges
Miscellaneous
Net Nonoperating Expenses
Net Income(Loss)
1998
$262,919
408,030
164,707
385,285
232,333
94,160
1,547,434
702,656
539,820
1,242,476
304,958
1,097,773
(859,211)
(29,682)
36,476
(461,467)
3,978
(212,133)
$92,825
1997
$282,808
425,482
153,935
399,777
207,944
90,951
1,560,897
750,556
523,504
1,274,060
286,837
1,001,133
(773,628)
(636,451)
7,764
(401,182)
($114,34s)
23
CITY OF ROANOKE, VIRGINIA
NURSING HOME FUND
COMPARATIVE INCOME STATEMENT
FOR THE 12 MONTHS ENDING JUNE 30, 1998
Operating Revenues
Private Patient Fees
Medicaid Patient Fees
Medicaid Reimbursements
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Loss
Nonoperating Revenues
Transfer from General Fund
Gain on Sale of Nursing Home
Interest on Investments
Miscellaneous Revenue
Total Nonoperating Revenues
Net Income (Loss)
1998
26,201
150,903
177,104
221,106
55,115
3,936
280,157
(103,053)
7,280
7,280
{$95,773)
1997
$3,296
310,636
962,167
1,276,099
1,445,201
508,375
14,581
1,968,157
(692,058)
545,022
414,240
39,408
9,760
1,008,430
$316,372
24
CITY OF ROANOKE, VIRGINIA
HOTEL ROANOKE CONFERENCE CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 12 MONTHS ENDING JUNE 30, 1998
Operating Revenues
Commission
Conference Center
Total Operating Revenues
FY 1998
CONFERENCE
COMMISSION (1) CENTER (2)
TOTAL
-
2,799,107
2,799,107
2,799,107
2,799,107
FY1997
2,336,979
2,336,979
Operating Expenses
Commission
Conference Center
Total Operating Expenses
95,594 95,594 77,276
2,466,786 2,466,786 2,019,681
95,594 2,466,786 2,562,380 2,096,957
(95,594) 332,321 236,727 240,022
Net Operating Income (Loss)
Nonoperating Revenues (Expenses)
City ContdbutJon
Virginia Tech Contribution
Proceeds from Brick Sales
Interest on Investments
Conference Center
175,000 175,000 175,000
175,000 175,000 175,000
572 572 225
31,935 31,935 11,842
(113,137) (113,137) (82,247)
382,507 (113,137) 269,370 279,820
Net Nonoperating Revenues (Expenses)
Net Income Before Depreciation
286,913 219,184 506,097 519,842
Depreciation Expense/Replacement Reserve
464,988 55,978
520,966 511,727
($14,869) $8,115
Net Income (Loss)
($178,075) $163,206
Notes to Financial Statement:
(1) The column entitled "Commission" represents Commission activity in the City's financial records.
(2) The column entitled "Conference Center" represents actual revenue and expenses of the Conference Center,
as provided by Doubletree Management.
25
CITY OF ROANOKE, VIRGINIA
INTERNAL SERVICE FUNDS
COMPARATIVE INCOME STATEMENT
FOR THE 12 MONTHS ENDING JUNE 30, 1998
Operating Revenues
Charges for Services
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income (Loss)
Nonoperating Revenues (Expenses)
TOTALS
City
Information Materials Management Utility Line Fleet Risk
Systems Control Services Services Management Management 1998 1997
$2,811,264 $177,497 $179,852 $3,086,072 $3,122,188 $6,512,190 $15,889,063 $21,456,884
2,811,264 177,497 179,852 3,086,072 3,122,t88 6,512,190 15,889,063 21,456,884
1,464,246 104,569 25,294 2,275,477 1,207,878 170,915 5,248,379 5,188,414
689,049 28,013 100,937 501,009 900,347 6,661,773 8,881,128 14,841,259
612,325 1,828 30,103 178,950 1,549,441 2,372,647 1,239,297
2,765,620 134,410 156,334 2,955,436 3,657,666 6,832,688 16,502,154 21,268,970
45,644 43,087 23,518 130,636 (535,478) (320,498) (6t3,091) 187,914
interest Revenue 130,930 12,709 83,972 82,029 515,211 824,851 766,394
Gain on Sale of Trigon Common Stock 276,713 276,713 301,054
Miscellaneous Expense (14,494)
Transfer from Other Funds 1,853,867 830,007 250,000 2,933,874 1,768,469
Transfer to Other Funds (13,471) (386,219) (69,478) (4,804) (473,972)
Net Nonoperating Revenues (Expenses) 1,984,797 (762) (302,247) 842,558 1,037,120 3,561,466 2,821,423
Net Income (Loss) $2,030,441 $43,087 $22,756 ($171,611) $307,080 $716,622 $2,948,375 $3,009,337
26
CITY OF ROANOKE, VIRGINIA
CITY TREASURER'S OFFICE
GENERAL STATEMENT OF ACCOUNTABILITY
FOR THE MONTH ENDED JUNE 30, 1998
TO THE DIRECTOR OF FINANCE:
GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR
THE FUNDS OF SAID CITY FOR THE MONTH ENDED JUNE 30, 1998.
! BALANCE AT BALANCE AT BALANCE AT
i __ FUND MAY 31, 1998 RECEIPTS DISBURSEMENTS JUNE 30, 1998. _ JUNE 30, 1997
GENERAL $10,026,204.50 $14,262,347.87 $14,452,607.26 $9,835,945.11 $6,715,676.40!
~ WATER 6,778,721.75 566,608.22 250,902.35 7,094,427.62 7,213,279.11
!SEWAGE 16,399,740.57 1,831,728.72 3,995,911.16 14,235,558.13 22,235,508.63
CIVIC CENTER 1,033,735.43 519,231.97 119,384.16 1,433,583.24 698,376.08
TRANSPORTATION 89,314.44 133,421.72 43,802.42 178,933.74 (236,286.07)
~ CAPITAL PROJECTS 42,170,876.95 1,708,569.20 1,449,754.79 42,429,691.36 34,787,223.98
NURSING HOME 98,227.32 0.00 98,227.32 0.00 628,803.49
;CONFERENCE CENTER 914,851.82 2,882.37 8,887.56 908,846.63 324,573.63
DEBT SERVICE 11,241,993.76 51,225.28 6,750.00 11,286,469.04 9,107,653.65
CITY INFORMATION SYSTEMS 3,663,381.59 563,951.06 373,551.52 3,853,781.13 2,257,479.39
MATERIALS CONTROL (73,841.34) 83,568.28 94,011.25 (84,284.31) (5,959.53',
!MANAGEMENT SERVICES 216,102.97 19,467.40 6,806.55 228,763.82 233,315.95
i UTILITY LINES SERV 1,683,096.77 33,913.44 108,379.00 1,608,631.2t 1,447,044.18
FLEET MANAGEMENT 792,550.26 108,322.14 303,861.65 597,010.75 1,696,333.52!
PAYROLL (6,969,092.12) 13,578,023.26 12,570,747.68 (5,961,816.54) 2,259,204.75
RISK MANAGEMENT 9,560,877.87 535,263.99 450,567.06 9,645,574.80 9,753,509.241
PENSION (460,117.54) 2,512,002.66 1,498,712.69 553,172.43 478,202.151
SCHOOL FUND 7,870,099.92 7,073,906.27 5,449,642.90 9,494,363.29 7,639,849.351
FDETC 113,440.78 152,560.66 142,149.76 123,851.68 140,530.241
GRANT 16,755.73 1,206,551.34 419,439.70 803,867.37 477,283.04
TOTAL $105,166,921.43 $44,943,545.85 $41,844,096.78 $108,266,370.50 $107,851,601.181
CERTIFICATE
HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY
OF ROANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED
JUNE 30, 1998. THAT SAID FOREGOING:
CASH:
CASH IN HAND
CASH IN BANK
INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS:
OVERNIGHT INVESTMENT
COMMERCIAL PAPER
REPURCHASE AGREEMENTS
U. S. TREASURY NOTES
VIRGINIA AIM PROGRAM (U. S. SECURITIES)
TOTAL
$349,710.35
2,466,578.04
6,395,000.00
7,965,466.67
52,000,000.00
9,462,005.56
29,627,609.88
$108,266,370.50
DATE: JULY 14, 1998
~'DAVID C. A-~DERSON, TREASUPTEI~ ~
27
CiTY OF ROANOKE PENSION PLAN
STATEMENT OF REVENUE AND EXPENSES
FOR THE 12 MONTHS ENDING JUNE 30, 1998
Reven u ·
Contributions
Investment Income
Gain on Sale of Investments
Bond Discount Amortization
Total Revenue
1998
$6,081,036
8,030,971
12,618,683
13,124
$26,743,814
1997
$6,526,826
7,848,341
32,552,132
195,234
$47,122,533
Expenses
Pension Payments
Fees for Professional Sewices
Bond Premium Amortization
Active Service Death Benefits
Administrative Expense
Total Expenses
Net Income
$8,920,237
900,634
289,931
21,621
218,594
10,351,017
$16,392,797
$8,228,669
890,892
458,342
239,034
9,816,937
$37,305,596
28
CITY OF ROANOKE PENSION PLAN
BALANCE SHEET
JUNE 30, 1998
Assets
Cash
Investments:
(market value:
1998 $305,645,240
1997 $255,137,782)
Due from Other Funds
Due from Other Governments
Accured Investment Income
Other Assets
Total Assets
1998
$537,585
225,182,467
234,629
7,538
1,126,608
18,000
$227,106,827
1997
$478,009
208,790,254
215,596
7,026
1,202,117
18,000
$210,711,002
Liabilities and Fund Balance
Liabilities:
Accounts Payable
Total Liabilities
Fund Balance:
Fund Balance, July 1
Net Income - Year to Date
Total Fund Balance
Total Liabilities and Fund Balance
$210,173
210,173
210,503,857
16,392,797
226,896,654
$227,106,827
$192,445
192,445
173,212,961
37,305,596
210,518,557
$210,711,002
29
· CITY OF ROANOKE
Office of the City Clerk
Miry F. Parker, CMC/AAE
city Ck rk
August6,1998
~ndm H. F. akin
Deputy C~ Ckll~
File f~212-468
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Ordinance No. 33962-080398 authorizing an agreement with the County of
Roanoke to provide for construction of a police training facility on property owned by the County. The-
aboverefemnced measure was adopted by the Council of the City of Roanoke at a regular meeting
which was held on Monday, August 3, 1998.
Sincerely,
Sandm H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
Elmer C. Hodge, County Administrator, Roanoke County, P. O. Box 29800, Roanoke, Virginia
24018-0798
James D. Grisso, Director of Finance
Kit B. Kiser, Director, Utilities and Operations
George C. Snead, Jr., Director, Public Safety
A. L. Gaskins, Chief of Police
George M. McMillan, Shedff
Chades M. Huffine, City Engineer
Sarah E. Fitton, Engineering Coordinator
Delores C. Daniels, Assistant to the City Manager for Community Relations
Glenn A. Asher, Manager, Risk Management
Diane S. Akers, Budget Administrator, Office of Management and Budget
H:~AGENOAg~AUG~.WI:~
IN THECOUNC]LOFTHECITY OF ROANOKE, VIRGINIA
The 3rd day of August, 1998.
No. 33962-080398.
AN ORDINANCE authorizing an agreement with the County of Roanoke to provide for
construction of a police training facility on property owned by the County upon certain terms and
conditions; 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, an agreement with the County of Roanoke, Virginia (County) whereby City and County
agree to establish a jointly owned police training facility on property owned by County and located
in the County of Roanoke.
2. The agreement which shall provide that the facility will be for the use of City and
County law enforcement officers may be terminated upon 90 days notice and shall contain such other
terms and conditions deemed necessary by the City Manager... The form of the agreement shall be
approved by the City Attorney and will be substantially as set forth in the attachment to the City
Manager's report dated August 3, 1998.
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.
RECEI'vED
(:ITY C;':~' :'':
August 3, 1998
Report No. 98-354
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Police Training Facility - Dixie Caverns
Landfill Site in Roanoke County
The attached staff report was considered by the Water Resources Committee at its regular
meeting on July 20, 1998. The Committee recommends that Council authorize the City Manager
or the Assistant City Manager and the City Clerk to execute and attest, respectively, the necessary
documents, in a form approved by the City Attorney, to establish a joint Firearms Training Range
at the Dixie Caverns site, in accordance with conditions stated in the attached report.
Respectfully submitted,
(inCa F. Wyatt, C h~a~lrpers ~~"~n~~'g>'
Water Resources Committee
LFW:KBK:afm
Attachment
CC:
Wilbum C. Dibling, Jr., City Attorney
James D. Grisso, Director of Finance
Kit B. Kiser, Director of Utilities & Operations
George C. Snead, Director of Public Safety
A. L. Gaskins, Chief of Police
G. M. McMillan, City Sheriff
Charles M. Huffine, City Engineer
Sarah Fitton, Engineering Coordinator
Delores D. Daniels, Assistant to City Manager for Community Relations
Glenn A. Asher, Risk Manager
Diane S. Akers, Budget Administrator
Report No. 98-354
CITY OF ROANOKE
INTERDEPARTMENTAL COMMUNICATION
DATE:
July 20, 1998
TO:
FROM:
SUBJECT:
~ ~.embers, j/Vater Resources Committee
~ecj~0.r, Utilities and Operations thru
'~-I~obert Herbe' ,rt~City Manager
Police Training Facility - Dixie Caverns
Landfill Site in Roanoke County
Background in chronological order is as follows:
Training of police officers is mandated by the Comonwealth of Virginia.
Police officers must meet certain minimum standards annually.
Previously, property leased from Norfolk Southern has been utilized to
conduct training for City of Roanoke police officers.
Negotiations for continued use of the Norfolk Southern property have
failed, creating the need to locate a new facility.
Earlier proposed Carvins Cove location was not acted upon due to
opposition to the site by area residents.
II.
Current Situation is as follows:
Ap
County-owned property at the Dixie Caverns Landfill site has been
identified as suitable for development of a joint Roanoke City and
Roanoke County (the "County") law enforcement training facility. An
exhaustive search of the Roanoke Valley has not produced a viable
alternative site.
Property. is located in Roanoke County, with a Special Use Permit having
been issued for its use as a Firearms Training Range.
Members, Water Resources Committee
July 20, 1998
Police Training Facility - Dixie Caverns
Landfill Site in Roanoke County
Page 2
Co
The pro.Dosed agreement with the County_ (see attached draft) provides
for establishment of a firearms range governing committee ("Committee")
consisting of both City and County representatives. Capital, operational,
and maintenance costs will be shared equally. The County will receive
a credit of $30,000 for the value of the land and retain ownership thereof,
which is acceptable due to environmental concerns related to the
proposed site. Either party may terminate with ninety days written notice,
subject to certain provisions.
Do
Environmental issues are present since the site of the firing range is
partially located on the Dixie Caverns landfill. Care has been taken to
situate the proposed building outside of the area where the landfill "cap"
was established. ,As further protection for the City, the administration, with
the assistance of the City Attorney's office, is working on language to be
inserted into the final agreement whereby the City would not bear any
liability for site conditions which preceded the City's involvement in this
project. The final language will be agreed to before the contract with the
County is presented to Council for action.
III.
Issues in order of importance are:
A. Need
B. Timing
C. Cost
IV.
Alternatives in order of feasibility are:
Water Resources Committee recommends that City Council authorize the
City Manager to execute the appropriate documents between the City
and the County to establish a joint Firearms Training Range at the
Dixie Cavern (landfill) site.
Need for a training facility in order to conduct the required training
of law enforcement officers will be met. The facility will serve four
departments, i.e., City Police, City Sheriff, County Police, and
County Sheriff.
Members, Water Resources Committee
July 20, 1998
Police Training Facility - Dixie Caverns
Landfill Site in Roanoke County
Page 3
Timing is critical to ensure continuity of the police training program.
Current facility is being utilized on a month-to-month basis, which
could be canceled with thirty days notice. In addition, grading and
construction work required for the new facility may be obtained by
requesting assistance of the Marine Reserves. The acceptance of
this project by the Marine Reserves is directly related to submission
of required paperwork on a "first request" basis. The Cooperative
Agreement is a portion of the required paperwork.
Cost of the project will be shared between the City and the County
Police and Sheriff's departments. The County has $50,000 available
in addition to their contribution of the site. Funding of $157,000 for
the City share of construction is available in Capital Fund Account
No. 008-052-9676-9065, which is sufficient to match the County's
contribution of $80,000 ($50,000 cash; $30,000 land) and leave a
balance of $77,000. Scope of project will be determined by the
amount of available funding.
Water Resources Committee does not recommend that City Council
authorize the City Manager to execute the appropriate documents
between the City and the County to establish a joint Firearms Training
Range at the Dixie Cavern (landfill) site.
Need for a training facility in order to conduct the required training
of police officers will be met.
Timing to ensure continuity of the police training program may be
jeopardized. Use of current facility could be canceled with thirty
days notice. The Marine Reserves could reject the request for
assistance due to other projects.
Cost of the project will be borne by the County, with a scaled back
version of a training facility being built. The County has stated that
a range will be built on the site whether the City participates or not.
Funding for the City share of construction will remain in Capital Fund
Account No. 008-052-9676-9065.
Water Resources Committee's Recommendation is that City Council approve
Alternative "A", and take the following actions:
Members, Water Resources Committee
July 20, 1998
Police Training Facility - Dixie Caverns
Landfill Site in Roanoke County
Page 4
Authorize the City Manager or the Assistant City Manager and the City
Clerk to execute and attest, respectively, the necessary documents, in a
form approved by the City Attorney, to establish a joint Firearms Training
Range at the Dixie Cavern site.
WRH/KBK/BSL/SEF
Attachments
CC:
City Attorney
Director of Finance
Director of Public Safety
Director of Utilities and Operations
Chief of Police
City Sheriff
Assistant to City Manager for Community Relations
City Engineer
Risk Manager
Engineering Coordinator
Budget Administrator
MEMORANDUM OF AGREEMENT
This Memorandum of Agreement which is made and entered into by and between
Roanoke County ("County") and City of Roanoke ("City") is dated the 3rd day of August, 1998,
for identification.
Whereas, the undersigned political subdivisions which are parties to the Agreement are
desirous of maximizing the training of police officers in the use of firearms by combining resources
and making the most efficient use of possible law enforcement firearms personnel; and
Whereas, it is desirable that each of the parties hereto should voluntarily aid and assist
each other in the firearms training of police personnel; and
Whereas, neither of the parties hereto currently has a long term commitment to land
suitable for the development of a police firearms training range; and
Whereas, both parties hereto desire to combine potential resources which could be used
to construct a police firearms training range for the use and good of both parties; and
Whereas, County owns appropriate land identified in the attached plat in west Roanoke
County suitable for the development of a cooperative police firearms training facility; and
Whereas, both jurisdictions have capital funds available to begin development of a
cooperative police firearms training facility.
Now, therefore it is hereby agreed by and between the parties hereto as follows:
1. The term "cooperative firearms facility" or "Range" shall mean land, designated
roadways leading immediately thereto, utilities, target mechanisms, or other
physical structures and facilities used for the purpose of providing a police
firearms training facility on property heretofore identified.
The Range shall be under the joint direction and supervision of a firearms range
governing committee ("Committee"), consisting of representatives appointed by
the Chiefs of Police of the City and County, and Sheriffs of the City and
County.
SPECIFIC PROVISIONS - COUNTY
County shall make available approximately 14.9 acres of suitable land heretofore
identified in west Roanoke County to be developed as a firearms range. County
shall retain ownership of the land throughout the term of this Agreement. The
City hereby authorizes the County to make all applications on its behalf related
to zoning or permits for this project.
County will have prepared a site plan that details the dimensions of the Range,
and includes proposed topographic grading and necessary soil erosion control.
The site plan shall be incorporated into and made a part of this agreement.
Costs of utilities service and installation shall be borne by the Committee which
shall provide for such costs in its annual operations budget.
County will, as expeditiously as possible, take all actions necessary to obtain all
required zoning, special use and building permits. Any costs necessary to obtain
such permits shall be borne by the County.
5. County will provide daily security inspections of the Range area.
6. County will perform routine trash removal at the county's expense.
To the extent permitted by the laws of the Commonwealth of Virginia, the
County will be responsible for the acts or failures to act of its officers, agents and
employees which may result in any claim for liability or monetary penalty under
either state or federal law related to any alleged activity or violation of any
environmental law or regulation and/or which causes or allegedly causes injury
to persons or property occurring at or near or arising out of the Dixie Caverns
landfill site, including all adjoining properties, owned by the County In so far as
permitted by law, each party agrees that, as between the parties, it shall be
responsible for its agents' and employees' acts and omissions within the scope of
their duties which cause injury to persons or property directly resulting from their
use of the Dixie Caverns landfill site. Notwithstanding the above, neither party
shall be responsible for punitive damages assessed against its employees or
agents, or for its employees' or agents' criminal conduct. Nothing herein shall be
deemed as a waiver of sovereign immunity or any other defense available to the
County or City. In addition, the County agrees that the prior uses for landfill
purposes of the area on which the firing range will be located or any adjoining
properties thereto and any and all ramifications resulting from such prior uses,
including but not limited to any future clean up, penalties, fines, etc., shall be the
sole responsibility of County and not City as between those parties.
Furthermore, the County agrees that it will take all reasonable and necessary
steps to assert coverage under any public liability insurance, currently the VA
RISK 2 Public Officials Liability coverage, which may be applicable to the
Extraterritorial Agreement between the City and County dated March 4, 1996,
as authorized by § 15.2-1736, Code of Virginia, 1950, as amended, to cover any
claim or liability alleged to arise out of or covered by this Agreement. The
County shall provide to the City evidence of its liability insurance coverage.
The provisions of this agreement are for the sole benefit of the parties, and no
other person or entity shall be entitled to enforcement of any parts of this
agreement.
MUTUAL OBLIGATIONS
County and City agree to provide contributions of assets or funds of equal value
for the construction of and improvements to the Range. Once the Range is
initially completed the County and City will contribute funds in equal parts
toward the operating expenses of the Range. The County's initial contribution
toward the cost of the construction of the Range shall be the fair market value
of the site as identified in paragraph 1 above. A joint assessment will be
conducted by the County and City Assessor's Office to determine the current
assessed value of the property being provided by the County. The assessed value
of the site will be considered as the initial portion of the County's funding
contribution for construction of and improvements to the Range. (See Attached
Assessment).
The initial Range improvements shall include the following:
Classroom structure, groomed shooting areas, control
tower(s), mechanical targets, storage building(s) and
3
associated equipment, lighting, electrical service,
classroom furniture and equipment, plumbing and fixtures,
free-standing covered instructional and shooting areas and
any other expenditures jointly approved by the
Committee.
o
The County and the City agree that all construction of and improvements to the
Range will comply with all state laws and county code provisions and the
directions of the Committee. The Roanoke County Purchasing Department will
handle the procurement of all materials and supplies for the construction of and
improvements to the Range upon written direction of the Committee by its Chair
as provided in paragraph 5 below.
The Roanoke County Finance Department will process all invoices for payment
for these materials and supplies and will bill the County and City on a monthly
basis in accordance with the terms of this agreement for all expenses, services and
operating costs associated with the Range as approved by the Committee. It is
the agreement of the parties that the County will be billed for an equal share of
the costs of construction and improvement of the Range only after the City has
been billed for an amount equal to the agreed assessed value of the site
contributed by the County as established in paragraph 1 of this Section above.
o
The Range will be under the jurisdiction and supervision of the Committee. The
Committee will consist of 5 members, appointed as follows:
CHAIR: The Chair shall have all rights of membership
including the fight to vote. The chair shall rotate each
calendar year between the jurisdictions in the
following order (County Police - City Police - County
Sheriff- City Sheriff).
The Committee shall adopt and be governed by Bylaws which shall be subject to
approval by the Chiefs of both the City and County. Such Bylaws shall include
the following components:
A. Quorum:
Four, which can be made up of
members from any of the four
departments. In order for the
4
committee to approve any formal
action, if fewer than four affirmative
votes are received, there must be at
least one affirmative vote from each
jurisdiction.
Schedule of Meetings:
To be held at least quarterly.
Notice of Meetings:
Five working days unless waived in
writing by all members.
D. Scheduling/Use:
To be determined by the Committee
and incorporated in the Bylaws or
published rules.
E. Range Masters:
Appointed from each Police and
Sheriff Department to administer the
Committee's policy; Range Master
shall not be a voting member of the
Committee.
With the objective of insuring safe operation of the Range, the Committee shall
govern the use of the Range. Subject to the terms and conditions of this
Memorandum of Agreement, the Committee shall have absolute discretion to
refuse permission for the use of the Range or to establish such conditions for its
use as the Committee shall deem necessary.
o
Off-duty police officers from the County and City Police and County and City
Sheriffs Departments will have access to use the Range subject to any terms and
conditions established by the Committee.
No alcohol, controlled substances or other contraband shall be in the actual or
constructive possession of an individual at the Range site except for training
purposes in accordance with written authorization by the division commander of
the persons engaged in the training.
5
10.
11.
12.
13.
This Agreement shall not be construed to impair or affect any sovereign or
governmental or official immunities that may otherwise be available to the City
and County of Roanoke, any of its officers, agents or employees. Any legal
liability which may be imposed upon either party by a court of competent
jurisdiction or by duly authorized settlement of any legal claim against either
jurisdiction shall be retained by each party hereto for the conduct of its own
employees and for such invitees as each may authorize to use or be present on the
premises of the Range. In the event of a third party liability claim not covered
by this paragraph, both the City and County shall equally share in all costs of
defense and in any monetary judgment or settlement of such claim, unless
otherwise mutually agreed to between the parties.
Both the City and County shall be responsible for worker's compensation liability
for their respective employees who may suffer compensable injuries arising out
of their use of or authorized presence at the Range.
Snow removal decisions shall be made by the Committee and necessary costs for
such will be shared by the parties hereto.
Annual operating costs and maintenance of the Range:
A. The Committee shall adopt an annual operating and maintenance
budget for the Range and shall submit such budget to the City and
County budget offices by December 15th of each year. The City and
County shall equally share the annual costs of operating and
maintaining the Range. If either the City or the County should fail to
appropriate sufficient funds for the operation and maintenance of the
Range, that jurisdiction shall be in default and therefore ineligible to
use the Range for the balance of that fiscal year or until such time as
it shall make funds available to meet its proportionate budget
responsibilities.
Bo
The Chief of Police of the County or his designee will prepare an
itemized invoice and forward to the Chief of Police of the City a
quarterly billing (September 30, December 31, March 31, and June
30) for the actual cost of operating and maintaining the Range.
Within 30 days of approval by the Chief of Police, the City shall
promptly remit to the County full payment for its proportionate share
(50%) of these costs.
14.
Either party shall indicate its desire to terminate this agreement by providing
written notice to the chief governing officer of the other party at least ninety (90)
days in advance of such termination. Within thirty (30) days of receipt of such
written notice to terminate, the receiving jurisdiction may request the initiation
of mediation or other nonbiding alternative dispute resolution (ADR)
proceedings. Such a request for ADR proceedings shall operate as a stay of any
termination until the completion of any such proceedings pursued in good faith.
In the event of termination, the City will be reimbursed for the value of the
improvements and equipment for which the City has been invoiced and has paid
under paragraph 4 above but reduced in value on a straight line depreciation
calculation, but not to exceed a ten (10) year calculation period. Ownership of
any City personal property which has not been formally transferred to the
Committee shall be retained by the City and may be removed from the Range site
at termination. The County shall retain ownership of the site and shall have and
receive ownership of all fixtures, personal property and equipment and other
assets of the Committee. The Committee shall execute any deeds, bills of sale or
conveyances reasonably requested by the County to evidence the County's
ownership of all assets formerly owned or controlled by the Committee.
15.
The County shall pay to the City any amount established in accordance with
paragraph 14 above within ninety (90) days from the termination date of this
agreement.
ATTEST:
Mary Allen, Clerk of Board
COUNTY OF ROANOKE
By
Elmer C. Hodge, County Administrator
Approved as to Form:
Approved as to Execution:
County Attorney
County Attorney
ATTEST:
Mary F. Parker, City Clerk
CITY OF ROANOKE
By.
W. Robert Herbert, City Manager
Approved as to Form:
Approved as to Execution:
City Attorney
City Attorney
Appropriation and Funds Required for
this Contract Certified
Director of Finance
Date
Acct. #
Mary F. Parker, CMC/AAE
cay Ck~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File f~60-67
· andra H. F. akin
Deputy cay Ck, rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 33965-080398 declaring the City's intent to reimburse itself'
from the proceeds of its general obligation public improvement bonds authorized to be issued
pursuant to Ordinance No. 33497-072197, adopted July 21, 1997, for certain expenditures to be
made in connection with the construction of new comfort stations at Eureka Park and Lakewood
Park. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular
meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc
James D. Gdsso, Director of Finance
William F. Clark, Director, Public Works
John W. Coates, Manager, Parks and Recreation
D. Darwin Roupe, Manager, Supply Management
Chades M. Huffine, City Engineer
Delores C. Daniels, Assistant to the City Manager for Community Relations
Diane S. Akers, Budget Administrator, Office of Management and Budget
Ellen $. Evans, Construction Cost Technician
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33965-080398.
A RESOLUTION declaring the City's intent to reimburse itself from the proceeds of its
general obligation public improvement bonds authorized to be issued pursuant to Ordinance No.
33497-072197, adopted July 21, 1997, for certain expenditures to be made in connection with the
construction of new comfort stations at Eureka Park and Lakewood Park; and providing for an
effective date. ' '
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. In accordance with U. S. Treasury Regulations, Section 1.150-2, the City hereby
declares that it reasonably expects and intends to reimburse $8,548 appropriated by an ordinance
simultaneously adopted by the City Council on August 3, 1998, for certain expenditures to be made
in connection with the construction of new comfort stations at Eureka Park and Lakewood Park from
proceeds of its general obligation public improvement bonds authorized to be issued pursuant to
Ordinance No. 33497-072197, adopted by the City Council on July 21, 1997, in the principal amount
of $39,030,000 for the purpose of providing funds to defray the cost of needed permanent public
improvements of and to public bridges, public buildings, economic development, parks, public
schools, storm drains, streets and sidewalks, and acquisition of real property for the foregoing.
Ordinance No. 33498-072197, also adopted by City Council on July 21, 1997, provided for the
holding of an election to determine whether the qualified voters of the City of Roanoke would
approve Ordinance No. 33497-072197, and, at an election held on November 4, 1997, the qualified
voters of the City approved Ordinance No. 33497-072197. The maximum principal amount of debt
expected to be issued for the Neighborhood Park Improvement Program of which construction of
new comfort stations at Eureka Park and Lakewood Park is a part, is $3,900,000 all as is more fully
set forth in the August 3, 1998 report to this Council.
2. This is a declaration of official intent adopted pursuant to U. S. Treasury Regulations,
Section 1.150-2. This official intent is being declared not later than sixty days after the payment of
the expenditures authorized by Paragraph 1 of this Resolution.
3. The City Clerk is directed to file this Resolution among the permanent papers of the
City and hold it available for public inspection pursuant to the Virginia Freedom of'Information Act,
§2.1-340 et seq., Code of'Virginia (1950), as amended.
4. This Resolution shall be effective on and after the date of its adoption.
ATTEST:
City Clerk.
MARY F. PARKER, CMC/AAE
City Clerk
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
SANDRA H. EAKIN
Deputy City Clerk
August 6, 1998
File f~60-67
Gene D. Lucas, Sales
U. S. Construction Co. of Roanoke, Inc.
8201 Williamson Road, N. W., Suite C
Roanoke, Virginia 24019
Dear Mr. Lucas:
I am enclosing copy of Ordinance No. 33964-080398 accepting the bid of U. S. Construction Co.,'
of Roanoke in the amount of $114,548.00, for the construction of new comfort stations at Eureka
Park and Lakewood Park; and rejecting all other bids made to the City for the work. The
abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting
which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Enclosure
pc:
W. Robert Herbert, City Manager
William F. Clark, Director, Public Works
John W. Coates, Manager, Parks and Recreation
D. Darwin Roupe, Manager, Supply Management
Chades M. Huffine, City Engineer
Delores C. Daniels, Assistant to the City Manager for Community Relations
Diane S. Akers, Budget Administrator, Office of Management and Budget
Ellen S. Evans, Construction Cost Technician
H:~GIENDAg~klJ~.WlaO
MARY F. PARKER, CMC/AAE
City Clerk
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
August 6, 1998
File ~60-67
SANDRA H. EAKIN
Deputy City Clerk
Lawrence D. Johnson, Jr., President
Construction Services of Roanoke, Inc.
3812 Concord Place
Roanoke, Virginia 24018
George H. Williams, Jr., President
Williams Painting & Remodeling, Inc.
2314 Ridgefield Street, N. E.
Roanoke, Virginia 24012
Betty A. Hauser, Corporate Secretary
Breakell, Inc.
P. O. Box 6414
Roanoke, Virginia 24017
Dear Ms. Hauser and Gentlemen:
I am enclosing copy of Ordinance No. 33964-080398 accepting the bid of U. S.
Construction Co., of Roanoke in the amount of $114,548.00, for the construction of new
comfort stations at Eureka Park and Lakewood Park; and rejecting all other bids made to
the City for the work. The abovereferenced measure was adopted by the Council of the
City of Roanoke at a regular meeting which was held on Monday, August 3, 1998.
On behalf of the City of Roanoke, I would like to express appreciation for submitting your
bid on the abovedescribed project.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Enclosure
H:~AGENDAg6~AUC.-~.WPD
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33964-080398.
AN ORDINANCE accepting the bid of U.S. Construction Co. of Roanoke for the
construction of new comfort stations at Eureka Park and Lakewood Park, upon certain terms and
conditions, and awarding a contract therefor; 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.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The bid ofU. S. Construction Co. of Roanoke in the total amount orS114,548 (which
includes the Base Bid and Additive Bid Item No. 2) for the construction of new comfort stations at
Eureka Park and Lakewood Park, as is more particularly set forth in the City Manager's report dated
August 3, 1998, to this Council, such bid being in full compliance with the City's plans and
specifications made therefor and as provided in the contract documents offered said bidder, which
bid is on file in the Office of Supply Management, be and is hereby ACCEPTED.
2. The City Manager or the Assistant City Manager and the City Clerk are hereby
authorized on behalf of the City to execute and attest, respectively, the requisite contract with the
successful bidder, based on its proposal made therefor and the City's specifications made therefor,
said contract to be in such form as is approved by the City Attorney, and the cost of said work to be
paid for out. of funds heretofore or simultaneously appropriated by Council.
3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED,
and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation
for such bid.
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.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMCIAAE
cay Ck, rk
August6,1998
Sandra H. Eakin
Deputy cay cterk
File ~60-67
James D. Grisso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 33963-080398 amending and reordaining certain sections of
the 1998-99 General and Capital Projects Funds Appropriations, providing for appropriation of
$115,000.00, in connection with award of a contract to U. S. Construction Co. of Roanoke for the
construction of new comfort stations at Eureka Park and Lakewood Park. The abovereferenced
measure was adopted by the Council of the City of Roanoke at a regular meeting which was held
on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
W. Robert Herbert, City Manager
William F. Clark, Director, Public Works
John W. Coates, Manager, Parks and Recreation
D. Darwin Roupe, Manager, Supply Management
Chades M. Huffine, City Engineer
Delores C. Daniels, Assistant to the City Manager for Community Relations
Diane S. Akers, Budget Administrator, Office of Management and Budget
Ellen S. Evans, Construction Cost Technician
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 3rd day of August, 1998.
No. 33963-080398.
AN ORDINANCE to amend and reordain certain sections of the 1998-99 General and
Capital Projects Funds 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 1998-99 General and Capital Projects Funds Appropriations, be, and the same
are hereby, amended and reordained to read as follows, in part:
General Fund
Appropriations
Nondepartmental
Transfers to Other Funds (1) ...................................
Fund Balance
Reserved for CMERP - City (2) .................................
Capital Proiects Fund
Appropriations
Recreation
Comfort Stations for Eureka & Lakewood Parks (3-4) ................
Capital Improvement Reserve
Public Improvement Bonds - Series 2000 (5) ......................
1) Transfers to
Other Funds (001-004-9310-9508) $ 115,000
2) Reserved for
CMERP - City (001-3323) (115,000)
$ 59,305,294
3,064,780
$ 716,359
$ 1,708,923
123,548
$ 2,878,912
(2,678,536)
3) Appropriated from
General Revenue (008-052-9712-9003) $115,000
4) Appropriated from
Bond Funds ' (008-052-9712-9001) 8,548
5) Parks (008-052-9709-9180) (8,548)
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
CITY CL[~! .... ~ .... "~
August 3, 1998
Council Report No. 98-161
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
SUBJECT:
BID COMMITTEE REPORT
NEW COMFORT STATIONS FOR EUREKA AND LAKEWOOD PARKS, AND
BRECKINRIDGE MIDDLE SCHOOL
Bid No. 98-04-73
We, the undersigned Bid Committee, hereby submit the attached report for your consideration.
Respectfully submitted,
W. Alvin Hudson, Jr.
William F. Clark
C ~. S/CMA/ca
Attachment: Bid Committee Report
C;
City Attorney
City Clerk
Director of Finance
Director of Public Works
Manager, Parks & Recreation
Manager, Supply Management
City Engineer
Project Manager
Assistant to the City Manager for Community Relations
Budget Administrator
Construction Cost Technician
August 3, 1998
Council Report No. 98-161
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
SUBJECT:
BID COMMITTEE REPORT
NEW COMFORT STATIONS FOR EUREKA AND LAKEWOOD PARKS, AND
BRECKINRIDGE MIDDLE SCHOOL
Bid No. 98-04-73
I concur with the Bid Committee recommendation relative to the above project and
recommend it to you for appropriate action.
Respectfully submitted,
W. Robert Herbert
City Manager
WRH/CMA/ca
Attachment: Bid Committee Report
C'
City Attorney
City Clerk
Director of Finance
Director of Public Works
Manager, Parks & Recreation
Manager, Supply Management
City Engineer
Project Manager
Assistant to the City Manager for Community Relations
Budget Administrator
Construction Cost Technician
August 3, 1998
Council Report No. 98-161
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of City Council:
SUBJECT:
BID COMMITTEE REPORT
NEW COMFORT STATIONS FOR EUREKA AND LAKEWOOD PARKS, AND
BRECKINRIDGE MIDDLE SCHOOL
Bid No. 98-04-73
I. Background on the subject in chronological order is as follows:
Existing comfort stations (restroom buildings) at Eureka and Lakewood Parks and at
Breckinrid.qe Middle School are structures constructed with steel frames with a steel
plate "skin." These buildings present a very utilitarian, almost "penal," appearance
and thus are no longer appropriate to Parks & Recreation's pro-active plan to
rejuvenate the City's park facilities.
Funding, in the amount of $115,000.00, to replace such structures was identified as
part of the FY 1997-98 Capital Maintenance and Equipment Replacement Program
(CMERP).
II. Current Situation:
Office of City En.qineer prepared bid documents to construct new comfort stations
for Eureka and Lakewood Parks and Breckinridge Middle School, and publicly
advertised the project in the Roanoke Times on May 3, 1998 and the Roanoke
Tribune on May 4, 1998.
Two additive bid items were included in bid documents, the first to provide a
trowel-applied epoxy-type flooring system in each building, the second to insulate
the walls and roof structure of each building.
2. A non-mandatory pre-bid conference was held on May 19, 1998.
The scope of work for the proiect includes the construction of residential scale
masonry (concrete masonry unit) buildings with wood framed roofing system.
Exterior of new facilities for Eureka Park and Breckinridge Middle School will utilize
coated "split-faced" concrete masonry units and the exterior for Lakewood facility
cedar siding. (Masonry facade for Eureka and Breckinridge will better match the brick
faced structures which are located nearby, and the cedar siding on the building at
Lakewood will better match the small pump house which is contiguous to that site.)
Both buildings will receive fiberglass-type shingle roofing systems and painted trim.
The interior of each structure will include painted masonry unit walls, seamless
BID COMMITTEE REPORT
NEW COMFORT STATIONS FOR EUREKA AND LAKEWOOD PARKS, AND
BRECKINRIDGE MIDDLE SCHOOL
Bid No. 98-04-73
August 3, 1998
Page 2
epoxy-type "terrazzo" flooring system and polymer resin toilet partitions and counter
tops. The new toilet buildings will be furnished with porcelain plumbing fixtures and
will also be equipped with artificial (fluorescent) lighting for overcast days or for use
during evening hours.
Four (4) bids to construct the three new comfort stations were publicly opened and
read aloud before the Manager of Supply Management on June 2, 1998.
1. Bids were submitted from the following bidders:
U. S. Construction Co. of Roanoke
Construction Services of Roanoke, Incorporated
Williams Painting & Remodeling, Inc.
Breakell, Inc.
Roanoke, Virginia
Roanoke, Virginia
Roanoke, Virginia
Roanoke, Virginia
U. S. Construction Co. of Roanoke, Suite C, 8201 Williamson Road, N.W.,
Roanoke, Virginia 24019, submitted the lowest responsive and responsible bid
in the amount of $154,012.00 for Base Bid, $7,620.00 for Additive Bid No. 1,
and $7,250.00 for Additive Bid No. 2.
3. Contractor indicated a completion time of 150 consecutive calendar days to build
all three buildings.
Parks & Recreation made the decision to construct only two comfort stations given
the difference between the amount indicated in the bids for three facilities and the
amount identified under CMERP program for the project. The two new buildings will
be built at Eureka at Lakewood Parks. In negotiating the cost to build only two
buildings, the Iow bidder, U. S. Construction Co. of Roanoke, reduced the Base Bid
cost to $109,473.00, the cost for Additive Bid Item No. 1 to $5,334.00, and the
cost for Additive Bid Item No. 2 to $5,075.00. Again, given the difference in cost
to construct two buildings and the amount available from CMERP, the decision was
made to accept the Base Bid and Additive Bid Item No. 2; Additive Bid Item No. 1 will
not be accepted. The Iow bidder indicated that a completion time of 100 consecutive
calendar days will be needed to construct the two structures.
III. Issues in order of importance are as follows:
A. Need to replace existing comfort stations with a more aesthetically pleasing
structure.
B. Total amount of the Iow bid.
C. Funding for the project.
BID COMMITTEE REPORT
NEW COMFORT STATIONS FOR EUREKA AND LAKEWOOD PARKS, AND
BRECKINRIDGE MIDDLE SCHOOL
Bid No. 98-04-73
August 3, 1998
Page 3
D. Time of completion.
IV. Alternatives in order of feasibility are as follows:
A. Award a contract to construct two new comfort stations for Eureka and Lakewood
Parks to U. S. Construction Co. of Roanoke, in accordance with Base Bid and
Additive Bid No. 2 as stipulated in contract documents.
1. Need to replace existing comfort stations will be satisfied.
2. Total amount of the Base Bid and Additive Bid No. 2 can be funded.
3. Funding for project has been identified under FY 1997-98 Capital Maintenance
& Equipment Replacement Program (CMERP), and remainder from 1997
Neighborhood Parks Improvements Bond Referendum.
4. Time of completion to construct the two new buildings is established at 100
days.
B. Reject all bids and do not award a contract at this time.
1, Need to replace existing comfort stations will not be fulfilled; City's commitment
to improve the "quality of life" for its citizens, in particular for those who use the
facilities in the two parks would be denied.
2. Total amount to construct two new comfort stations at these parks will in all
likelihood increase if rebid at a later date.
3. Funding would not be encumbered at this time.
4. Time to complete the project would be extended.
Recommendation is as follows:
A. City Council concur with "Alternative IV.A" and take the following action:
1. Authorize the City Manager to enter into a contractual agreement, in a form
acceptable to the City Attorney, with U. S. Construction Co. of Roanoke, in the
amount of $114,548.00 (which includes the Base Bid and Additive Bid Item No.
2) and one hundred (100) consecutive calendar days to construct new comfort
stations at Eureka and Lakewood Parks in accordance with the contract
documents.
BID COMMITTEE REPORT
NEW COMFORT STATIONS FOR EUREKA AND LAKEWOOD PARKS, AND
BRECKINRIDGE MIDDLE SCHOOL
Bid No. 98-04-73
August 3, 1998
Page 4
Appropriate 9115,000.00 from General Fund Reserved for CMERP to a Capital
Projects Fund Account to be established by the Director of Finance entitled
"Comfort Stations for Eureka and Lakewood Parks." Appropriate 98,548.00
from sale of Series 2000 bonds to same Capital Projects Fund. In addition to the
cost of construction, the breakdown provided below includes the cost to
advertise the project for bids, to reproduce the bid documents, and for a contract
contingency to cover the work required of the electrical utility (AEP) to extend
underground electrical service to each building and for unexpected site work and
other conditions unforeseen at the time project was designed.
Contract Amount
Reproduction of Documents
Advertisement
Contingency
Total Project Cost
9 114,548.00
750.00
250.00
8,000.00
9 123,548.00
Adopt a resolution declaring the City's intent to reimburse itself 98,548.00 from
the sale of the Series 2000 bonds as authorized by Ordinance No.
33497-072197 in the principal amount of 939,030,000. The maximum amount
of bonds anticipated to be issued relating to the entire Neighborhood Parks
Improvement Project is 93,900,000.
B. Reject all other bids received.
CMA/ca
Attachment: Bid Tabulation
O'
City Attorney
City Clerk
Director of Finance
Director of Public Works
Manager, Parks & Recreation
Manager, Supply Management
City Engineer
Project Manager
Assistant to the City Manager for Community Relations
Budget Administrator
Construction Cost Technician
BID TABULATION
IVEW COMFORT STA TIOAIS FOR
EUREKA AIVD LAKEWOOD PARKS, AND
8RECKIA/R/DGE MIDDLE SCHOOL
Bid No. 98-04-73
Bids Received: 2:00 p.m., Tuesday, June 2, 1998
BIDDER BASE BID ADD. BID ADD. BID COMPL. ADD. ADD.
NO. 1 NO. 2 TIME NO. 1 NO. 2
U. S. Construction Co. of $ 154,012 $ 7,620 $ 7,250 150 Yes Yes
Roanoke
Construction Services of $ 168,800 $ 7,100 $ 5,700 125 Yes Yes
Roanoke, Incorporated
Williams Painting & Remodeling, Inc. $ 173,901 $ 6,010 ~ 3,661 150 Yes Yes
Breakell, Inc. $ 182,755 $ 6,685 $ 5,575 150 Yes Yes
Additive Bid Item No. 1: Provide TROWEL-APPLIED FLOORING for Men's and Women's Toilets of ALL Comfort Stations.
Additive Bid Item No. 2: Provide INSULATION for walls and roof area of ALL comfort stations.
Estimated Cost (Base Bid):
50,000
Office of the City Engineer
Roanoke, Virginia
Mary F. Parker, CMCIAAE
city Clerk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File f/60-468
~ndm H. E~kin
r~puty cay Ck~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Ordinance No. 33967-080398 providing for the acquisition of certain
reel estate located in Falling Creek Estates in Vinton, Virginia to provide safer access to
the Falling Creek Filter Plant. The abovereferenced measure was adopted by the Council
of the City of Roanoke at a regular meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
James D. Grisso, Director of Finance
Kit B. Kiser, Director, Utilities and Operations
Jesse H. Perdue, Manager, Water Department
Charles M. Huffine, City Engineer
Sarah E. Fitton, Engineering Coordinator
Alicia F. Stone, Accountant, Contracts and Fixed Assets, Department of Finance
Diane S. Akers, Budget Administrator, Office of Management and Budget
H:~AGENOA~UG~.WPO
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33967-080398.
AN ORDINANCE providing for the acquisition of certain real estate located in
Falling Creek Estates in Vinton, Virginia, identified by Tax Map No. 51.03-2-20, and Tax
No. 4495 Falling Creek Estates, upon certain terms and conditions; and providing for an
emergency.
BE IT ORDAINED by the Council of the City of Roanoke that: -
1. In order to provide for a safer and easier access to the Falling Creek Treatment
Plant over a State maintained hard surface road, the City wants and needs fee simple rifle to
the real estate located in Falling Creek Estates at the end of Toddsbury Drive in Vinton,
Virginia, and identified by Tax Map No. 51.03-2-20, and Tax No. 4495 Falling Creek
Estates, as more specifically set forth in the Water Resources Committee report and
attachment thereto dated August 3, 1998. The City Manager and City Clerk are authorized
to execute and attest, respectively, the necessary documents to acquire the fee simple rifle
to said real estate for a consideration of $40,000.00, in form approved by the City Attorney.
2. Upon delivery to the City of a deed, approved as to form and execution by the
City Attorney, the Director of Finance is directed to pay the consideration to the owner,
certified by the City Attorney to be entitled to the same.
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..
Mary F. Parker, CMC/AAE
cay Ck~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File f,60-468
8andra H. Eakin
Deputy c~ c~rk
James D. Gdsso
Director of Finance
Roanoke, Virginia
Dear Mr. Grisso:
I am attaching copy of Ordinance No. 33966-080398 amending and reordaining certain sections of-
the 1998-99 Water Fund Appropriations, providing for appropriation of $42,000.00, for the acquisition
of certain real estate located in Falling Creek Estates in Vinton Virginia, to provide safer access to
the Falling Creek Filter Plant. The abovereferenced measure was adopted by the Council of the City
of Roanoke at a regular meeting which was held on Monday, August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
W. Robert Herbert, City Manager
Kit B. Kiser, Director, Utilities and Operations
Jesse H. Perdue, Manager, Water Department
Chades M. Huffine, City Engineer
Sarah E. Fitton, Engineering Coordinator
Alicia F. Stone, Accountant, Contracts and Fixed Assets, Department of Finance
Diane S. Akers, Budget Administrator, Office of Management and Budget
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 3rd day of August, 1998.
No. 33966-080398.
AN ORDINANCE to amend and reordain certain sections of the 1998-99 Water
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 1998-99 Water Fund Appropriations, be, and the same are hereby,
amended and reordained to read as follows, in part:
Am3roDriations
Capital Outlay $ 3,983,780
Falling Creek Estates - Property (1) ............................ 42,000
Retained Earninqs
Retained Earnings - Unrestricted (2) ........................... $29,836,753
1) Appropriated from
General Revenue (002-056-8389-9003) $ 42,000
2) Retained Earnings (002-3336) (42,000)
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
'98 ,JiJl. 23 /~ 8:5~ugust 3, 1998
Report No. 98-348
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Acquisition of Property - Falling Creek Estates
The attached staff report was considered by the Water Resources Committee at its regular
meeting on July 20, 1998. The Committee recommends that Council take the following action in
accordance with conditions stated in the attached report:
Authorize the City Manager and the City Clerk to execute and attest,
respectively, the necessary documents in a form approved by the City
Attorney to purchase Lot 20, Section 8, Tax Map #51.03-2-20, Tax//4495
Falling Creek Estates for a total amount not to exceed $40,000.
Authorize the appropriation of $42,000 from previous years' retained
earnings to an account to be established by the Director of Finance for the
acquisition and closing costs.
Respectfully submitted,
Chairp~
~Li~nda F. Wyatt,/
Water Resources Committee
LFW:KBK:afm
Attachment
CC:
Wilburn C. Dibling, Jr., City Attorney
James D. Grisso, Director of Finance
Kit B. Kiser, Director of Utilities & Operations
Charles M. Huffine, City Engineer
Sarah Fitton, Engineering Coordinator
Accountant, Contracts and Fixed Assets
Diane S. Akers, Budget Administrator
Report No. 98-348
CITY OF ROANOKE
INTERDEPARTMENTAL COMMUNICATION
DATE:
TO:
FROM:
THRU:
SUBJECT:
July 20, 1998
Members, YVater Resources Committee
~'Kit B. Kiser, Dir~tor, U. tilities and Operations
W. Robert Herbert, City Manager
Acquisition of Property - Falling Creek Estates
I1.
III.
Background on the subject in chronological order is as follows:
Falling Creek Filter Plant is a 1.9 MGD treatment plant located in Bedford
County, Virginia, owned and operated by the City of Roanoke Water
Department.
The City utilizes the Falling Creek Reservoir Road for access to the Falling
Creek Reservoir by virtue of a right-of-way acquired with the reservoir
property.
Access road is a steep, winding, gravel roadway approximately 1.5 miles
long that requires continuous maintenance and is extremely difficult to
traverse during winter months and wet conditions.
Current situation is as follows:
Falling Creek Estates, Section 8 is being developed and has been approved
and platted by Roanoke County (See Attachment A).
The owner of the property, Lot 20, Section 8, Tax Map #51.03-2-20, Tax
#4495 an extension of Toddsbury Drive has indicated a willingness to sell
Lot 20 to the City of Roanoke Water Department for the amount of
$40,000.00. (See attached letter). Lots in the development are priced at
$46,000.00.
Issues in order of importance:
A. Need
B. Timing
C. Funding
Members, Water Resources Committee
ACQUISITION OF PROPERTY - FALLING CREEK ESTATES
July 20, 1998
Page 2
IV. Alternatives in the order of feasibility are:
Committee recommends that City Council authorize the purchase of Lot
20, Section 8, Tax Map #51.03-2-20, Tax #4495 Falling Creek Estates as
shown on Attachment "A" for a total amount not to exceed 940,000.
Need to provide safer and easier access to Falling Creek Treatment
Plant over a State maintained hard surface road will be met.
2. Timing is urgent to purchase lot prior to sale to others.
Funding is available in the Water Fund previous years' retained
earnings to cover the purchase price of 940,000 and estimated
closing costs of 92,000 for a total of 942,000.
Committee does not recommend that City Council authorize the purchase
of Lot 20, Section 8, Falling Creek Estates.
Need to provide safer, easier and less costly access to Falling Creek
Treatment Plant will not be met.
Timing would not be met and the opportunity to provide a better
access would be lost forever.
3. Funding for the purchase would not be expended.
V. Committee recommend the following to City Council:
Approve Alternative "A" and authorize the City Manager and the
City Clerk to execute and attest, respectively, the necessary
documents in a form approved by the City Attorney, to purchase
the property.
Authorize the aoDropriation of 942,000 from previous years'
retained earnings to an account to be established by the Director of
Finance for the acquisition and closing costs.
WRH/KBK/JHP/je
CC:
City Attorney
City Clerk
Director of Finance
Director of Utilities and Operations
City Engineer
Engineering Coordinator
Accountant, Contracts and Fixed Assets
Budget Administrator
Date:
October 29, 1996
Re:
Falling Creek Estates
Section 8
Lot 20
Falling Creek Development, L.C. hereby offers and agrees to sell the
above referenced property to the City of Roanoke Water Department for
the sum of Forty Thousand Dollars ($40,000.00).
4J u~,~ /~ ~ ~,~--~
Jdliar~ B. Fergu~on/
Falling Creek Development, L.C.
O~net
Date:
Attachment "A"
PLA I' SHOWING
SECt/ON 8
OWNER: FALLING CREEK DEVELOPMENt. i. C.
SOURCE: 0.8. 14~7 PG I732
TOTAL 4REA r~i/S SHEET 16. OJZ ACRES
VINTON OlSrn/cr
ROANOKE COUNTY
VIRGINI~
SCALE' / ' - /00'
DZrE: MAY ~.
Lor
Gate to
Falling Creek
Plant
Mary F. Parker, CMCIAAE
city C~rk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File #202-301-373-468-515
Sandra H. Eakin
Deputy C~y C~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Ordinance No. 33969-080398 authorizing you to enter into an agreement with
Greater Roanoke Transit Company for the leasing of office space within the Campbell Court
Transportation Center at a monthly rate of $700.00 the first year and $756.00 for the second year,
to house the Personnel Management and CIS training facilities. The abovereferenced measure was
adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday,
August 3, 1998.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
Attachment
pc:
James D. Grisso, Director of Finance
Kit B. Kiser, Director, Utilities and Operations
Chades M. Huffine, City Engineer
Delores C. Daniels, Assistant to the City Manager for Community Relations
Archie S. Hardngton, Manager, City Information Systems
Kenneth S. Cronin, Manager, Personnel
Sarah E. Fitton, Coordinator, Engineering
Diane S. Akers, Budget Administrator, Office of Management and Budget
H:~3ENI:)AgS~M.K~.WPO
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 3rd day of August, 1998.
No. 33969-080398.
AN ORDINANCE authorizing the City Manager to enter into an agreement with
Greater Roanoke Transit Company for the leasing of office space within the Campbell Court
Transportation Center to house the Personnel Management and CIS training facilities? upon
certain terms and conditions; and providing for an emergency.
BE'IT ORDAINED by the Council oft he City of Roanoke that:
1. The City Manager and the City Clerk are authorized to execute and attest,
respectively, in form approved by the City Attorney, an appropriate lease agreement with the
Greater Roanoke Transit Company for the lease of 2,843 square feet of space within the
Campbell Court Transportation Center on Campbell Avenue, S.W., for use by the
Department of Personnel Management and CIS for training facilities; said lease shall be for
a one-year term, with up to twelve (12) one-month renewals; the monthly lease rate for the
fu'st year is $700.00, and $756.00 for the second year; said lease shall be upon the terms and
conditions as more particularly described in the report to this Council from the Water
Resources Committee dated August 3, 1998.
2. 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:
H:\ORD-GEN~ORD~O-CISLE2.WPD
City Clerk.
AugUst 3, 1998
Report No. 98-355
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Campbell Court Transportation Center Lease Agreement
Personnel Management and CIS Training Facility
The attached staff report was considered by the Water Resources Committee at its regular
meeting on July 20, 1998. The Committee recommends that Council authorize the execution of a
lease agreement, as summarized in the attached report, and in form approved by the City
Attorney.
LFW:KBK:afm
Attachment
Respectfully submitted,
L]'~'~.lni~Chatrperson'~ ~'
Water Resources Committee
CCi
Wilburn C. Dibling, Jr., City Attorney
James D. Grisso, Director of Finance
Kit B. Kiser, Director of Utilities & Operations
Charles M. Huffine, City Engineer
Delores D. Daniels, Assistant to City Manager for Community Relations
Archie Harrington, Manager, City Information Systems
Kenneth S. Cronin, Manager, Personnel Management
Sarah Fitton, Engineering Coordinator
Diane S. Akers, Budget Administrator
Report No. 98-355
CITY OF ROANOKE
INTERDEPARTMENTAL COMMUNICATION
DATE:
TO:
FROM:
SUBJECT:
July 20, 1998
lylember~, Water Resources Committee
W~. R.ob~KieSr~r~eDr~;~t~Sa;;rd Operations thru
Campbell Court Transportation Center Lease Agreement
Personnel Management and CIS Training Facility
Background on the subject in chronological order is as follows:
Various in-house training programs for city employees are conducted as
required by the Departments of Personnel Management and City
Information Systems (CIS).
Office and classroom sDace are required to accommodate the City's need
for training facilities.
II.
Current situation is as follows:
A. Suitable s_Dace containing 2.843 sauare feet within Greater Roanoke
Transit Company's Campbell Court Transportation Center is available.
B. The terms of a lease agreement were negotiated as follows'
o
Number of Square Feet
Term of Lease
Monthly Lease Rate
4. Intended Use
2,843
One year, with up to 12 one
month renewals for an
additional year
$700.00 per month - year 1
$756.00 per month - year 2
Office & training facility
Members, Water Resources Committee
Campbell Court Transportation Center Lease Agreement
Personnel Management and CIS Training Facility
July 20, 1998
Page 2
5. Location
Third floor, 31 K Campbell
Avenue
6. Utilities
Provided by GRTC
Janitorial and Maintenance
Provided by GRTC for common
areas only - not within leased
premises
Proposed rent for the first year will be at a rate of $700 per month, which
calculates to be $2.95 per square foot per year including utilities and
custodial service. Essentially, we are obtaining the space free of charge, the
rental fee is a reimbursement of utility costs.
Lease agreement between the City and Greater Roanoke Transit
Company (GRTC) must be approved by City Council. (See attached
draft.)
III.
Issues in order of importance are as follows:
A. Need
B. Timing
C. Cost
IV.
Alternativ(~ in order of feasibility are as follows:
Water Resources Committee recommends that Cit_v Council authorize, the
execution of a Lease Agreement, as summarized above and in form
approved by the City Attorney.
Need for a suitable location to conduct in-house training will be
met.
Timing to allow use of the facility as soon as possible will be met.
Cost of the lease will be $700.00 per month, or $8.400.00 per
year for the first year, and $756.00 per month for the second
Members, Water Resources Committee
Campbell Court Transportation Center Lease Agreement
Personnel Management and CIS Training Facility
July 20, 1998
Page 3
year. Current year funding is available in the Personnel and CIS
Departments budgets.
Water Resources Committee does not recommend that City Council
~ the execution of a Lease Agreement as summarized above and
in form approved by the City Attorney.
Need for a suitable location to conduct in-house training will not
be met.
Timing to allow use of the facility as soon as possible will not be
met.
3. Cost will not be an issue.
Water Resources Committee recommends that City Council authorize the
execution of a Lease Agreement, as summarized above and in form approved
by the City Attorney, in accordance with Alternative "A".
WRH/KBK/SEF
CC:
City Attorney
City Clerk
Director of Finance
Director of Public Works
Director of Utilities and Operations
Assistant to City Manager for Community Relations
City Engineer
Engineering Coordinator
Manager, City Information Systems
Manager, Personnel Management
Budget Administrator
_LEASE AGREEMENT
cOPY
THIS LEASE AGREEMENT, dated this 20_~~ day of Ju_d_E~
1998, by and between GREATER ROANOKE TRANSIT COMPANy, hereinafter
referred to as "Lessor," and the CITY OF ROANOKE, VIRGINIA, hereinafter referred
to as Lessee.
WHEREAS, the Lessor owns certain properties on Campbell Avenue, S.W., in
the City of Roanoke, Virginia, commonly referred to as the Campbell Court
Transportation Center, hereinafter referred to as the "Center"; and
WHEREAS, the Lessee desires to lease a portion of the Center and enjoy the use
of other common areas incident thereto for the purpose of conducting training.
NOW, THEREFORE, IN CONSIDERATION of the recitals and mutual
covenants contained herein, the parties hereto agree as follows:
1. Lessor hereby leases to Lessee and Lessee hereby leases from Lessor,
subject to and upon the terms and conditions hereinafter set forth, that certain premises in
the Center described as follows:
A total of 2,843 square feet of finished office space at 31-K and 31-J
Campbell Avenue, S.W., Roanoke, Virginia 24011, hereinafter referred to
as "Leased Premises" and more particularly identified as such on Exhibit
"A" which is attached to and made a part of this Lease Agreement.
2. Lessor further covenants to Lessee that for the term of its lease of the
Leased Premises, Lessee, its employees, visitors, invitees, agents and licensees shall have
the right of ingress and egress over and through the common use areas of the Center
during the normal business hours of operation of the Center as determined in the sole
discretion of Lessor. Additionally, the Lessor will provide to the Lessee the keys
necessary for access to the Center's common areas twenty-four hours a day and Lessee
may have access to the Center's common areas at all times.
3. Lessee shall have and hold the Leased Premises for a term of one
(1) year commencing on August I , 1998. Subject to the mutual agreement of the
parties, at least sixty (60) days prior to the expiration of the initial one (1) year term or
any subsequent renewals, this Lease Agreement may be extended from month to month
for up to one additional year upon such terms and conditions as set forth herein.
4. Lessee shall pay to Lessor, as rent, for the use of the Leased
Premises described above, the following:
Year I $700.00/month x 12 months = $8400.00
Year 2 Months 1-12 $756.00/month x 12 months = $9072.00/year
Said rent shall be payable in equal monthly installments in advance on the first day of
each month, to start on the first day of the first month of the initial t¢im of this Lease.
5. Lessee may make improvements as approved in writing by Lessor. All
improvements shall be at Lessee's sole cost and expense.
6. Lessor shall provide the following for the common use areas:
snow and ice removal, water and sewage, electricity, lighting, heating and air-
conditioning, public toilets, janitorial services, and repairs and replacements to the
common areas of the building and grounds during the term of the Lease Agreement.
7. Lessor, or its assignee, will service and maintain the common area
centralized heating, air-conditioning, gas and electrical systems, but not the individual
components of such systems contained within the Leased Premises. Lessor shall render
the individual systems of the Leased Premises in operable condition upon execution of
this Agreement. Thereafter, and during the entire lease period, Lessee, at its sole cost and
expense, shall be responsible for maintaining all such individual systems of components
within the Leased Premises.
8. Lessor at its sole cost and expense shall provide to the Leased Premises
during the term of this Lease Agreement all heat, water, sewage, electricity, lighting, air-
conditioning and other utility services deemed necessary as determined by the sole
discretion of the Lessor provided that Lessee will maintain in good working order the
systems and equipment necessary for such utilities. However, Lessee agrees that Lessor
shall not be liable to Lessee or Lessee's business resulting in whole or in part from any
lack of such utilities as set forth herein. Additionally, Lessee shall be responsible and
pay for all telephone and data or other communication lines which may be desired by the
Lessee.
9. Lessee hereby covenants and agrees that the Leased Premises will be used
solely for office use and training classes and no other purpose.
10. (A) Lessee, at its sole cost and expense, will service and maintain the
Leased Premises in good repair, condition, and appemance during the term of this Lease,
ordinary wear and tear excepted, and Lessee shall make all non-structural changes of
every kind or nature which may be required to be made for any reason in connection with
Lessee's USe of the Leased Premises, only after approval by Lessor of such changes.
(B) Lessee, at is sole cost and expense, shall keep in good running order
within the Leased Premises all electric wiring, toilets, water pipes, water, gas and electric
fixtures, replace all locks, trimmings, glass and plate glass broken during the tenancy.
Lessee shall not make any alterations of, additions to or changes in the Leased Premises
or equipment without the prior written consent of Lessor. Lessee further covenants and
3
agrees that all signage and the general appearance of the Leased Premises shall comply
with the Lessor's design requirements and shall be subject to the prior approval of the
Lessor. Lessee shall remove any signage or other materials which negatively affect the
general appearance of the Leased Premises in the sole and exclusive discretion of Lessor.
All fixtures, permanent alterations, changes, and improvements, by whomsoever made,
shall be the property of Lessor.
11. Lessee shall permit Lessor or its authorized agents to enter the Leased
Premises for the purpose of inspection at any reasonable time or times during the term of
this Lease, provided, however, thht such inspections shall not unreasonably interfere with
Lessee's use and occupancy of the Leased Premises.
12. Lessor shall maintain insurance against fire and all perils customarily
covered by extended coverage endorsement in an amount adequate to protect the Lessor
for the replacement value of the Leased Premises and against any and all loss from
damage to the building and improvements of which the Leased Premises is a part. Such
insurance may be obtained by endorsement to blanket insurance policies, provided that
such policies are written by companies of reco~c~ni?~i standing and authorized to do
business in Virginia.
13. Lessee shall, at its cost and expense, obtain and maintain during the term o
this Lease commercial general liability insurance with companies of recognized standing,
including protection against bodily injury or death liability and property damage liability,
providing no less than $1,000,000.00 combined single limit of liability per occurrence,
which policies shall name the Greater Roanoke Transit Company and their officers,
agents, and employees as additional insureds. The Levee shall furnish Lessor with a
4
certificate or certificates showing the type, amount, effective dates and date of expiration
of the required insurance policy or policies prior to and for the duration of the occupancy
of the Leased Premises. The certi'ficate shall contain substantially the following
statement: "The insurance covered by this certificate shall not be cancelled or materially
altered, except after thirty (30) days written notice has been provided to the Greater
Roanoke Transit Company." In place of the above insurance, the Lessee may provide at
its option evidence of self-insurance in the amounts set forth above.
14. Lessee shall be responsible for insuring all personal property, equipment,
and trade fixtures, and Lessee shall hold Lessor harmless for said items if destroyed or
damaged by fire or otherwise.
15. If the Leased Premises are damaged or destroyed in whole or in part by
fire or other casualty, and in the event that Lessor shall determine that repair of the
Leased Premises is not feasible, this Lease shall teiminate, and rent shall abate in
proportion to the extent Lessee is unable to conduct its business in a normal manner from
the date of such damage or destruction.
16. Lessee shall not assign or transfer this Lease in whole or in part, sublet or
license the Leased Premises or any part thereof without the prior written ~onsent of
Lessor. Lessee acknowledges and agrees that Lessor shall be authorized to assign
Lessor's rights, duties, and obligations under this Lease to a third party.
17. The obligations of the parties hereunder shall be subject to force majeure
(which shall include lawful strikes, riots, floods, accidents, Acts of God, and other causes
or circumstances beyond the control of the party claiming such force majeure as an
excuse) for nonperformance of such obligation.
18. Lessee agrees to conform to and not to violate the laws, ordinances, roles,
regulations, and requirements of federal, state, county, municipal, or other governmental
authorities and the various departments thereof now existing or hereinafter created
affecting Lessee's use and occupancy of the Leased Premises.
19. Lessee shall, upon the expiration or termination of this Lease in whole or
in part, peaceably quit and deliver to Lessor possession of the Leased Premises or any
portion thereof to which such termination applies in the same condition as of the date of
commencement, normal wear and tear excepted, and shall promptly clean up and remove
all personal property and nonfixture items on the Leased Premises.
20. (A) All fixtures, equipment, improvements, and appurtenances attached to
built into the Leased Premises, whether or not by or at the expense of thc Lessee, and an
personal property of the Lessor or installed by the Lessor in the Leased Premises shall be
and remain a part of the Leased Premises and shall be deemed property of the Lessor and
shall not be removed by Lessee.
(B) All movable partitions, other business and trade fixtures, furnishings,
furniture, machinery and equipment, communications equipment, and other personal
property located in the Leased Premises and acquired by or for the account of Lessee
without expense to Lessor may be removed by Lessee at any time during the term hereof,
provided that Lessee shall repair, to the satisfaction of Lessor, any damage to the Leased
Premises resulting from such removal.
21. Notices given under the terms of this Lease shall be deemed properly
served if such notice is mailed by Certified United States Mail, Return Receipt Requested
Or hand delivered; if to Lessor addressed to General Manager, Greater Roanoke Transit
Company, 1108 Campbell Avenue, S.E., P.O. Box 13247, Roanoke, Virginia 24032, and
if to Lessee addressed to City Manager, City of Roanoke, 215 Church Avenue, S.W.,
Room 364, Roanoke, Virginia 24011. Notice mailed in accordance with the provisions
hereof shall be deemed to have been given as of the date of receipt or the third business
day following the date of such mailing, whichever date is earlier. Notice hand delivered
in accordance with the provisions hereof shall be deemed to have been given as of the
date of delivery.
22. Each provision of this Lease shall be deemed to be both a covenant and a
condition running with the land unless otherwise provided.
23. If Lessor sells, conveys or passes title to the Leased Premises, the Lessee
shall be bound by the terms and conditions herein to the new owner of the Leased
Premises, and the new owner shall take title subject to this leasehold interest.
24. If any clause or provision of this Lease is or becomes illegal or
unenforceable because of present or future laws or rules or regulations of any
governmental body or entity, effective during the term of this Lease, the intention of the
parties hereto is that the remaining parts of this Lease shall not be affected thereby unless
such clause or provision is, in the reasonable determination of both Lessee and Lessor,
essential and material to their respective fights, in which event either party shall have the
right to terminate this Lease upon thirty (30) days' written notice to the other party.
25. This Lease Agreement shall be binding upon the parties and their
successors and assigns.
26.
(A)
During the performance of this Lease:
Lessee will not discriminate against any subcontractor, employee
or applicant for employment because of race, religion, color, sex, or national origin,
except where religion, sex, or national origin is a bona fide occupational qualification
reasonably necessary to the normal operation of the Lessee. Lessee agrees to post in a
conspicuous place, available to employees and applicants for employment, notices setting
forth the provision of this nondiscrimination clause.
(B) Lessee, in all solicitations or advertisements for employees placed by or
on behalf of the Lessee, will state that such Lessee is an equal employment opportunity
employer.
(C) Notices, advertisements, and solicitations placed in ac, cord~ce with
federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the
requirements of this section.
27. (A) Each of the following shall constitute an event of default: (1) Lessee
fails to pay rent within five (5) days after such rent becomes due and payable; (2) Lessee
or Lessor fails to observe or perform any term, condition, or covenant in this Lease; (3)
Lessee abandons or vacates the Leased Premises; (4) Lessee or Lessor or any guarantor
makes or consents to a general assignment for the benefit of creditors or a common 1aw
composition of creditors, or a receiver of the Leased Premises or all or substantially all
of Lessee's or Lessor's or guarantor's assets is appointed; or (5) Lessee or Lessor or
guarantor files a voluntary petition in any bankruptcy or insolvency proceeding, or an
involuntary petition in any bankruptcy or insolvency proceeding is filed against Lessee or
Lessor or guarantor and is not discharged by Lessee or Lessor or guarantor within sixty
(60) days after such filing.
(B) It is understood and agreed by and between the Lessor and Lessee that in the
event of breach by Lessor or Lessee of any of the covenants and agreements herein
contained or in the event of a default by Lessee or Lessor as set forth above, the
aggrieved party must serve a written notice of default specifying such default or breach
on the defaulting or breaching party.
(C) If such default or breach is not remedied within thirty (30) days after such
notice is given, the nondefaulting or nonbreaching party, at its option, without further
notice or demand to the defaulting or breaching party, may in addition to all other rights
and remedies provided in this Leaise Agreement or at law or in equity, terminate this
Lease and Lessee's right of possession of the Leased Premises in the event said party is
the Lessor or Lessor's right to collect additional rent in the event said party is the Lessee,
and recover all damages to which it is entitled under law.
(D) If Lessor takes possession pursuant to this Lease, with or without terminating
this Lease, Lessor may, at its option, enter into the Leased Premised, remove Lessee's
alterations, signs, personal property, equipment, and other evidences of tenancy, and store
them at Lessee's sole risk and expense or dispose of them as Lessor may see fit, and take
and hold possession of the Leased Premises.
28. This Lease Agreement shall be governed by and construed in accordance
with the laws of the Commonwealth of Virginia.
29. This document, together with Exhibit "A" that is attached hereto and made
part hereof, constitutes the entire agreement between the parties and supersedes any prior
understanding or written or oral agreements between the parties respecting the within
9
subject matter. No changes or modifications of any of the covenants, terms or
conditions hereof shall be valid unless in writing and signed by authorized officers of the
parties hereto.
30. This Lease Agreement may be executed in duplicate, each of which may be
considered an original.
Remainder Of This Page Intentionally Left Blank
Signatures Follow On The Next Page
10
IN WITNESS WHEREOF, the parties hereto have affixed their signatures by
their authorized representatives.
GREATER ROANOKE TRANSIT COMPANY
(LESSOR)
ATTEST:
By:
ATTEST:
CITY OF ROANOKE, VIRGINIA
(LESSEE)
By:
APPROVED AS TO FORM:
APPROVED AS TO EXECUTION:
City Attorney
City Attorney
APPROPRIATION AND FLINDS REQUIRED
FOR THIS CONTRACT CERTIFIED:
By:
Director of Finance
Date
Account Number
11
Io'Io
!1
I
I
I
I.
3/-L
Mary F. Parker, CMC/AAE
C~y Cbrk
CITY OF ROANOKE
Office of the City Clerk
August 6, 1998
File #18-184
· andra H. Eakin
~puty c~ c~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 3, 1998, Council Member Wyatt requested that you provide a status report with
regard to the employee pay scale and fringe benefits study.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
H:~AGENDAg~NJG3.~
Mary F. Parker, CMCIAAE
c~y Ck~rk
CITY OF ROANOKE
Office of the City Clerk
August6,1998
File #27
~ndm H. F. akin
Deputy City C~rk
W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
August 3, 1998, Council Member Swain advised that he has received several complaints
concerning drainage problems throughout the City, and requested a list of areas in the City
with only sanitary sewer lines to handle drainage, which areas may be "trouble spots' for
sewage and drainage back-ups.
Sincerely,
Sandra H. Eakin
Deputy City Clerk
SHE:lo
pc:
Kit B. Kiser, Director, Utilities and Operations
William F. Clark, Director, Public Works
H:~AGENOAG~AUG3.WpO