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Home My WebLink AboutCouncil Actions 05-18-98Parrott 33833 ROANOKE CITY CO UNCIL REGULAR SESSION May 18, 1998 12:lSp. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order-- Roll Call. Council Member Trout was absent. The Members of Council will meet with Congressman Robert W. Goodlatte in the Social Services Conference Room, Room 306, Municipal North. ROANOKE CITY CO UNCIL REGULAR SESSION May 18, 1998 12:20p. m. SOCIAL SER VICES CONFERENCE ROOM ROOM 306, MUNICIPAL NORTH AGENDA 1. Blessing. 2. Lunch. 3. Remarks by Congressman Goodlatte. Remarks by the Members of Council and City Manager. At 1:15 p.m., the meeting was declared in recess until 2:00 p.m., in the City Council Chamber. 2 ROANOKE CITY CO UNCIL REGULAR SESSION May 18, 1998 2:00p. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order =- Roll Call. Council Member Trout was absent. The Invocation was delivered by The Reverend Carl T. Tinsley, Pastor, First Baptist Church of Buena Vista. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. Meetings of Roanoke City Council are televised live on RVTV Channel 3. Today's meeting will be replayed on Channel 3 on Thursday, May 21, 1998, at 7:00 p.m. 3 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 85:}-2541. PRESENTATIONS The Mayor recognized students from the Odyssey of the Mind team, Crystal Spring Elementary School, who placed first in the State Competition, and will represent the Commonwealth of Virginia in the Odyssey of the Mind World Competition to be held at Wait Disney Resort in late May, 1998. File #80-467 o 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 Mayor David A. Bowers 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 V~ginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File # 110-1:}2 Executive Session. 4 C-2 A report of the City Attorney requesting an Executive Session to discuss actual litigation pending against the City in a Circuit Court of the Commonwealth, pursuant to Section 2.1-344 (A)(7), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #83-132 Executive Session. C-3 A report of the City Manager with regard to an evaluation of the effectiveness of the City's enforcement of the Building Code. RECOMMENDED ACTION: Receive and file. File #32 C-4 A communication from Gilbert E. Butler, Jr., Secretary, Roanoke City Electoral Board, transmitting an Abstract of Votes cast in the General Election held in the City of Roanoke on May 5, 1998. RECOMMENDED ACTION: Receive and file. File #40-132 C-5 Qualification of the following persons: Brenda A. Powell as a member of the Fair Housing Board for a term ending March 31,2001; and File #15-110-178 Alison S. Blanton as a member of the Architectural Review Board for a term ending October 1,2001. File #15-110-249 RECOMMENDED ACTION: Receive and file. 5 C-6 A report of the City Manager requesting that Council convene /n Executive Session to discuss expansion of an existing business where no previous announcement has been made of the businesses' interest in expanding in the community, specifically to discuss inducements that may be offered to such business to expand in the community, pursuant to Section 2.1-344 (A) (5), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #132-207 Executive Session. REGULAR AGENDA HEARING OF CITIZENS UPON PUBLIC MATTERS: None. 4. PETITIONS AND COMMUNICATIONS: A communication from the Roanoke City School Board requesting appropriation of $199,901.00 from the 1997-98 Capital Maintenance and Equipment Replacement Fund for site-based technology, roof design at Westside Elementary School, and facility maintenance; and a report of the Director of Finance recommending that Council concur in the request. Adopted Ordinance No. 33833-051898. (6-0) File #60-467 5. REPORTS OF OFFICERS: a. CITY MANAGER: None. ITEMS RECOMMENDED FOR ACTION: A report recommending appropriation of funds in connection with the Roanoke River Flood Reduction Project. Adopted Ordinance No. 33834-051898. (6-0) Council Member Swain requested a briefing on actions taken by those jurisdictions upstream from the Roanoke River with regard to flood reduction. File 0600237-468 A report recommending appropriation of $65,000.00 fi.om 1997 Bond Proceeds, to provide funds for an engineering design contract with Mattern & Craig, Inc., and acquisition of property rights in connection with the Mm'dock Creek Drainage Project. Adopted Ordinance No. 33835-051898. (6-0) File 027-53-600405-468 o A report recommending transfer of $310,000.00 to the Capital Improvement Reserve Account for Streets and Bridges. Adopted Ordinance No. 33836-051898. (6-0) File #200-53-600102-217-514 7 A report recommending adoption of a Resolution in support of a Regional Commission to renovate, expand and operate a Juvenile Detention Center. Adopted Resolution No. 33837-051898 and Ordinance No. 33838 on first reading. (6-0) The Mayor requested that former Council Member Mary C. Pickett be invited to attend special activities establishing the Regional Juvenile Detention Center. File #132-305 A report recommending adoption of proposed additions and revisions to the City Code to ensure that public swimming pools in the City of Roanoke are constructed, operated and maintained in a manner that protects the public welfare, health and safety. Adopted Ordinance No. 33839 on first reading. (6-0) File #24-256-289 A report recommending authorization to transfer unexpended state funds and appropriate additional state revenue relating to programs funded through the Virginia Juvenile Community Crime Control Act of 1995. Adopted Ordinance No. 33840-051898. (6-0) File #60-236-304 A j o/nt report of the City Manager and the Director of Finance recommending transfer of funds in connection with the fourth quarter personnel lapse for fiscal year 1997-98. Adopted Ordinance No. 33841-051898. (6-0) File 060-184-385 b. DIRECTOR OF FINANCE: A report recommending closure of the Nursing Home Enterprise Fund, and transfer of the remaining equity to the General Fund, effective June 30, 1998. Adopted Ordinance No. 33842-051898. (6-0) File #44-60-72 A report recommending adoption of certain measures relating to enhancements to the City of Roanoke Pension Plan for the Employee Supplemental Retirement System (ESRS) and Employees Retirement System (ERS). Adopted Ordinance Nos. 33843 and 33844 on first reading and Resolution No. 33845-051898. (6-0) File #60-184-429 6. REPORTS OF COMMITTEES: A report of the Bid Committee recommending execution of a contract with J. P. Turner and Brothers, Incorporated, in the amount of $595,140.00, for construction of the Franklin Road Water Main Replacement Project; and appropriation of funds in connection therewith. Council Member John H. Parrott, Chairperson. Adopted Ordinance Nos. 33846-051898 and 33847-051898. (6-0) File #60-468 7. UNFINISHED BUSINESS: None. 9 0 INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: Ordinance No. 33798, on second reading, author/z/ng the proper City officials to enter into a lease agreement between the City and the Commonwealth of Virginia, Department of Historic Resources, for office and laboratory space at the Buena Vista Recreation Center, upon certain terms and conditions. Adopted Ordinance No. 33798-051898 on second reading. (6-0) File #67-216-373 bo Ordinance No. 33805, on second reading, authorizing the lease of certain City-owned property to the State Department of Health, upon certain terms and conditions. Adopted Ordinance No. 33805-051898 on second reading. (6-0) File #22-373 Co Ordinance No. 33811, on second reading, declaring a certain structure located at Mill Mountain Park to be surplus and authorizing its sale, removal or demolition. Adopted Ordinance No. 33811-051898 on second reading. (6-0) File #2-67-166 de Ordinance No. 33831, on second reading, establishing a rate schedule for certain water and sewage rates and related charges for services provided by the City, effective August 1, 1998, and July 1, 1999; and directing amendment of the Fee Compendium. Adopted Ordinance No. 33831-051898 on second reading. (6-0) File #27-60-79-289-468 l0 9. MOTIONS AND MISCELLANEOUS BUSINESS: ao Inquiries and/or comments by the Mayor and Members of City Council. Council Member Harris expressed appreciation to Council Members and City staffwho participated in the first of the neighborhood tours, specifically the Belmont community, on Monday, May 11. File #132-165.488 bo The Mayor advised that the City is saddened by the loss of lives, injury and loss of property as a result of the fire that occurred in the 500 block of Church Avenue, S. W., in the early morning hours of May 18. 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. Council Member White left the meeting prior to the convening of the Executive Session. CERTIFICATION OF EXECUTIVE SESSION: (5-0) (Council Members White and Trout were absent) Adopted Resolution No. 33848-051898 authorizing the City to make a voluntary contribution in lieu of taxes to Botetourt County, subject to certain terms and conditions. (5-0) (Council Members White and Trout were absent.) File #305 At 3:45 p.m., the meeting was declared in recess until 7:00 p.m. ROANOKE CITY CO UNCIL REGULAR SESSION May 18, 1998 7:00p. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order == Roll Call. Mayor Bowers and Council Members Trout and White were absent. The Invocation was delivered by Council Member C. Nelson Harris. The Pledge of Allegiance to the Flag of the United States of America was led by Vice-Mayor Wyatt. Welcome. Vice-Mayor Wyatt. A. PUBLIC HEARINGS: Public hearing on the request ofMichelle Powell that an alley connecting properties located at 1911 and 1909 East Gate Avenue, N. E., identified as Official Tax Nos. 3341103 and 3341104, be permanently vacated, discontinued and closed. Michelle Powell, Spokesperson. Adopted Ordinance No. 33849 on first reading. (4-0)) File 0514 Public hearing on the request of the City of Roanoke that a portion of Pineland Road, S. W., located adjacent to Official Tax Nos. 5010507 and 5010317, be permanently vacated, discontinued and closed. W. Robert Herbert, City Manager. Adopted Ordinance No. 33850 on first reading. (4-0) File #514 o Public hearing on the request of the City Planning Commission to amend Section 36.1-710, Zoning, Code of the City of Roanoke, (1979), as amended, by adding a new subsection c, to provide for reimbursement or refund of certain fees and charges under certain conditions. Evelyn S. Lander, Agent, City Planning Commission. Adopted Ordinance No. 33851 on first reading. (4-0) File #24-51 Public hearing on the request of Mark Firebaugh and Rocky Ridge Properties, L. L. C., that a 2.82-acre tract of land located at 2013 Peters Creek Road, N. W., identified as Official Tax No. 6370306, be rezoned from RS-3, Residential Single-Family District, to C-2, General Commercial District, subject to certain conditions proffered by the petitioners. Edward A. Natt, Attorney. Adopted Ordinance No. 33852 on first reading. (4-0) File 051 14 Be OTHER HEARING OF CITIZENS: CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR CITIZENS TO BE HEARD. IT IS A TIME FOR CITIZENS TO SPEAK AND A TIME FOR COUNCIL TO LISTEN. MATTERS REQUIRING REFERRAL TO THE CITY MANAGER WILL BE REFERRED, WITHOUT OBJECTION, IMMEDIATELY FOR ANY NECESSARY AND APPROPRIATE RESPONSE, RECOMMENDATION OR REPORT TO COUNCIL. 15 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 March 9, 1998 SANDRA H. EAKIN Deputy City Clerk The Honorable Robert W. Goodlatte Congressman 540 Crestar Plaza 10 Franklin Road, S. W. Roanoke, Virginia 24011 Attn: Jeanne S. Moomaw Dear Congressman Goodlatte: The Members of the Roanoke City Council look forward to meeting with you on Monday, May 18, 1998, at 12:15 p.m., in the Emergency Operations Center Conference Room, Room 159, 215 Church Avenue, S. W. Lunch will be served at 12:15 p.m., followed by the business meeting at approximately 12:45 p.m. With kindest regards, I am Sincerely, CMC/AAE Cay C~rk MFP:Io H :Y=A R KER.g81G(3OOLA'I-r. wPo Issues Pending with the Federal Government 1. Highway Pro|ec~: Status of widening of Interstate 81 Status of 1-73 Project Empowerment Zone - The City of Roanoke is planning to apply for Round 2 funding with the Department of Housing & Urban Development within the next few months, to designate our inner city neighborhoods as an empowerment zone. Status of Re-authorization of the Airport Improvement Progran, - Legislation to fund this program is pending. There are attempts to reduce the funding. This funding is basic to airport operations and includes such things as maintenance to runways. It is crucial that it be re-authorized at current funding levels. 4. ,Mass Transit: Federal Operating Subsidy - Funding for Valley Metro has decreased. We request that full funding and inflation increases be restored. 1998-99 708,455 865,000 1,028,260 1997-98 514,147 991,277 859,211 1996-97 574,147 855,329 833,628 1995-96 764,604 770,592 588,6~.~ 1994-95 954,624 764,104 348,9~. d CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE $.W. ~ ROOM 452 ROANOKE, VIRGINIA 2401! ~ 1594 TELEPHONE: (540) 853~2444 FAX: (540) 853-1145 May 18, 1998 The Honorable Vice-Mayor and 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. DAB:se Sincerely, David A. Bowers Mayor " ~ CITY OF ROANOKE OFFICE OF CITY ATTORNEY 464 MUNICIPAL BUILDING 215 CHURCH AVENUE, SW ROANOKE, VIRGINIA 24011-1595 TELEPHONE: 540-853-2431 WILBURN C. DIBLING, JR. FACSIMILE: 540-853-1221 CITY ATI'ORN EY E-MAlL:cityatty @ ci.roanoke.va.us May 18, 1998 RECEi:¥'E[~ i.:tT Y CL~i-':? ..... '98 1 ~ViLfl~I~IQX6PARSONS STEVEN J. TALEVI GLADYS L. YATES GARY E. TEGENKAMP ASSISTANT CITY ATI'ORNEYS The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Request for Executive Session Dear Mayor Bowers and Council Members: This is to request that City Council convene in Executive Session to discuss actual litigation pending against the City in a circuit court of the Commonwealth pursuant to §2.1- 344(A)(7), Code of Virginia (1950), as amended. WCD:f With kindest personal regards, I am Sincerely yours, Wilb~ C. I~ibling, jr.~~ City Attorney cc: W. Robert Herbert, City Manager H: \COUN¢IL\L-~XL!. 2 Roanoke, Virginia May 18, 1998 98-112 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Briefing on Evaluation of Effectiveness of Enforcement of the Building Code I. Background: Property insurance rates are affected by the general risk of damage or loss of the property. Bo Insurance Services Office, Inc. (ISO) is a private organization, supported by insurance companies, that provides insurers with risk and underwriting information which insurers may use to set insurance rates. Local fire departments have been evaluated by ISO as to their effectiveness for many years, which have affected insurance rates for residential and commercial properties. Effectiveness of local application of the Building Code has begun to be evaluated by ISO, particularly as applied to new construction to reduce property damage caused by natural disasters (e.g. earthquakes, hurricanes, floods). Co "Building Code Effectiveness Grading Schedule" (BCEGS) is a 100-point scale developed by ISO to evaluate administration of the Building Code to new construction only. The BCEGS measures three components of Building Code enforcement: ° Administration of Codes, including such elements as: ao Administrative staffing levels Qualifications of administrators and enforcement personnel Contractor licensing requirements Public awareness programs Administrative policies and procedures Review of Building Plans, including such elements as: a. Staffing levels b. Experience of plans reviewers c. Detail of plans review Honorable Mayor and Members of City Council Page 2 Field Inspections~ including such elements as: a. Staffing levels b. Experience of field enforcement staff c. Inspections required and performed An "Effectiveness Classification" is assigned to each jurisdiction evaluated with BCEGS. This classification is on a scale from 1 (highest rating) to 10 (lowest rating). The higher the rating (i.e. lower the classification number), the more likely insurers are to reduce the insurance rates for new buildings. II. Current Situation: Roanoke's Building Department was evaluated by ISO using the BCEGS in September 1997. The Building Department's rating was 78.84 on the 100-point scale, equal to an Effectiveness Classification of 3 both for 1- and 2-family residential and commercial and industrial construction (Attachment A). The ratings on the three separate components of enforcement were: 1. Administration of Codes 41.75 (ora possible 54.0, or 77.3%) 2. Plans Review 17.24 (of a possible 23.0, or 75.0%) 3. Field Inspections 19.85 (ofa possible 23.0, or 86.3%) 78.84 100.0 78.84% The Effectiveness Classification of 3 places Roanoke in the highest ranking groul, of Virginia localities evaluated by ISO. As best the administration has been able to determine, no other locality in the state has received an Effectiveness Classification higher than 3. See Attachment B for illustrative listing of scores from other localities throughout the Commonwealth. III. Conclusion: The high rating of the Ci_ty Building Department indicates the quali_ty of its operations and may result in insurance savings to the owners of newly constructed buildings in the City. Congratulations are in order to all the Building Department staff for its excellent service to the community. Honorable Mayor and Members of City Council Page 3 WRH/RHM/hdp Attachment CC: Assistant City Manager City Attorney Director of Finance Director of Public Works Building Commissioner Respectfully submitted, W. Robert Herbert City Manager ATTACHMENT A April 1, 1998 INSURANCE SERVICES OFFICE, INC. 4 B EVES DRIVE SUITE 200 MARLTON, NJ 08053 (609) 985-5600 FAX (609) 985-6464 .i JAN 1 19 8 p, ~, ~ITY MANAGER'S OFFIC Mr. W. Robert Herbert, City Manager City of Roanoke 215 Church Avenue Room 364 Roanoke, VA 24018 Dear Mr. Herbert: We wish to thank you and Ronald H. Miller for the cooperation given to our representative, Eric W. Kimpfler, during our recent survey. We have completed our analysis of the building codes adopted by your community and the efforts put forth to properly enforce those codes. The resulting Building Code Effectiveness Grading Classification is 3 for 1 and 2 family residential property and 3 for commercial and industrial property. The Insurance Services Office, Inc. (ISO) is an insurer-supported organization with the primary mission of providing advisory insurance underwriting and rating information to insurers. There is no requirement that insurers use our advisory material. Insurers may have adopted, or may be in the process of adopting, an ISO insurance rating program that will provide rating credits to individual property insurance policies in recognition of community efforts to mitigate property damage due to natural disasters. These insurers may use the Building Code Effectiveness Grading Classification we have recently developed for your community as a basis for the credits used. While individual insurers may use different credits or different effective dates, the ISO program will apply credits to new construction within the City of Roanoke, that has been issued a Certificate of Occupancy in the year 1997 and forward. We have attached a copy of our report which will provide you additional information about our classification process and how we have graded various aspects of your community's building codes and their enforcement. We want to highlight the fact that the Building Code Effectiveness Grading Schedule is an insurance underwriting and information tool. It is not intended to analyze all aspects of a comprehensive building code enforcement program. It is not for purposes of determining compliance with any state or local law nor is it for making property/casualty loss prevention or loss safety recommendations. If you have any questions about the Classification that was developed, please let us know. Additionally, if you are planning on any future changes in your building codes or their enforcement, please advise us as these changes may affect our analysis and your community's grading classification. Sincerely, JeffHowe Techmcal Consultant (609)-985-5600 Ext. 440 JH/jd Enclosure cc: Ronald H. Miller w/enclosure ATTACHMENT B I.S.O. GRADES IN OTHER VIRGINIA LOCALITIES LOCALITIES 1 & 2 FAMILY SCORES ALL OTHER SCORES Arlington County Blacksburg Chesapeake Fairfax County Fauquier County Franklin City Gloucester County Hampton Herndon Isle of Wight County James City County Loudon County Newport News Portsmouth Richmond Stafford County Virginia Beach York County 3 6 3 3 3 4 3 3 3 3 4 3 4 5 3 4 4 4 3 6 3 3 3 4 3 3 3 3 4 3 4 5 3 4 4 4 CITY '98 I"lAY-8 P5:17 May 7, 1998 Roanoke City Electoral Board Charles T. Green, Chairman Frances V. Garland, Vice Chairman Gilbert E. Butler, Secretary Mrs. Mary F. Parker City Clerk Room 454, Municipal Building Roanoke, VA 24011 Dear Mrs. Parker: Pursuant to Section 24.2-675 of the Virginia Election Laws, attached is a certified copy of the abstract of votes cast in the General Election held in the City of Roanoke on May 5, 1998. You~ ~ very truly, G~lbert E. Bu~r, Jr. Secretary Roanoke City Electoral Board GEB, JR./lct. Attachment Room 109, Municipal North 215 Church Avenue, $. W, Roanoke, Virginia 24011 P. O. Box 1095, Roanoke, Virginia 24005 (703) 981-2281 Fax (703) 224-3025 .,4 RSTRACT OF VOTES cast ~n the ROA~0K~, at the May 5, 1998 General Election· for: · Virginia, MEMBER CITY COUNCIL AT T,ARR'~ ENTER AT LARGE OR APP~TE DISTRICT OR WARD NAME 1~,44~$ OF C,4NDIDA T~ ON TOTAt VOTES t~C~V~O C. Nelson Harris ....................... 4.947 .,, W. A~vin Hudson~ Jr. ...................... Will,nm White, Sr. C. G. "Chris" John H. "Jack" Parrott ...................... 4,351 W. 9. "Bill" Bestpitch ...................... 2.73~ _Tn~,~ph F. ".Toe" Nash ...................... ?.ARq CON~Z~'~ c,e~m,t~a ,oro/o,~ ~-m ~~o~ o~ ~ ~ We, ~e unde~igned ~e~o~ Bo~ u~n ex~in~n of ~e offid~ r~r~ deposited ~th ~e Cle~ of the Cir~ ~ of the el~bn held on May 5, 1998, do hereby ~ ~t the ~ove is a tme ~d ~rre~ Abs~a~ of Vot~ ~ ~ ~d ele~ion ~d do, themfore, dete~ine and d~e ~ the follo~ng pe~on(s) h~ (have) received the ~ate~ ~er of vot~ ~t for ~e above offi~ in ~d ei~n: C_ Nelson Harris Alvin Hudson, Jr. William White, Sr. Given under our hands this 6th A copy teste: day of May, 1998. /~~ Secretary, Electoral Board City Co--cfi At Large ENTER AT LARG~ OR APFROF~IAT£ OISTRICT OFI WARO NAJ~ May 5, 1998 General Election Page 2 of 2 NA~S o; Owom~ frs o# ~or H~rk Oliver Hart TOTA~ VOTES 1 Total Write-In Votes ~EECERTIRCA~ON] ................... 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 May 20, 1998 File #15-110-178 SANDRA H. EAKIN Deputy City Clerk G. David Nixon, Chair Fair Housing Board 920 Welton Avenue, S. W. Roanoke, Virginia 24015 Dear Mr. Nixon: This is to advise you that on May 8, 1998, Brenda A. Powell qualified as a member of the Fair Housing Board for a term ending March 31, 2001. Sincerely, Mary F. Parker, CMClAAE City Clerk MFP:Io pc: Delores C. Daniels, Secretary, Fair Housing Board Sandra H. Eakin, Deputy City Clerk N:~CKLOl~IAYIS.WPO RECEI V glTY CLE,~ ',:, r'} .,!" t' IL P5:14 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Brenda A. Powell, 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 Fair Housing Board for a term ending March 31, 2001, according to the best of my ability. So help me God. Subscribed and sworn to before me this oc/day of ~~ 1998. ARTHUR B. CRUSH, III, CLERK , DEPUTY CLERK H:~,(3ENDAgS~APRe. 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 May 20, 1998 File #15-110-249 SANDRA H. EAKIN Deputy City Clerk Robert B. Manetta, Chair Architectural Review Board 2831 Stephenson Avenue, S. W. Roanoke, Virginia 24014 Dear Mr. Manetta: This is to advise you that on May 12, 1998, Alison S. Blanton qualified as a member of the Architectural Review Board for a term ending October 1, 2001. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io pc: Evelyn S. Lander, Secretary, Architectural Review Board Sandra H. Eakin, Deputy City Clerk N:~CKLOl~¥1AY18.WI3D Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Alison $. Blanton, 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 Architectural Review Board for a term ending October 1, 2001, according to the best of my ability. So help me God. Subscribed and sworn to before me this /~7-~lay of ,//~~ 1998. ARTHUR B C_~~H, III, CLERK H:~AGENDAgS~APR20.WPD MAY 18 PI?:O3 Office of the City Manager May 18, 1998 The Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Re: Request for Executive Session Dear Mayor Bowers and Members of Council: This letter 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 GET/Isc cc: Wilburn C. Dibling, Jr., City Attomey James D. Grisso, Director of Finance Phillip F. Sparks, Chief of Economic Development Mary F. Parker, City Clerk Room 364 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 2401 t (703) 981-2333 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 May 20,1998 File ~60-467 SANDRA H. EAKIN Deputy City Clerk Marsha W. Ellison, Chair Roanoke City School Board 2030 Knollwood Road, S. W. Roanoke, Virginia 24018 Dear Ms. Ellison: I am enclosing copy of Ordinance No. 33833-051898 amending and reordaining certain sections of the 1997-98 School and General Fund Appropriations, providing for appropriation of $199,901.00, for site-based technology, roof design at Westside Elementary School, and facility maintenance. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, Mary F. Parker, CMClAAE City Clerk MFP:Io Enclosure pc: Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools Richard L. Kelly, Assistant Superintendent for Operations, Roanoke City Public Schools Cindy H. Lee, Clerk, Roanoke City School Board W. Robert Herbert, City Manager James D. Grisso, Director of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget N:tCKLOI~IAY18.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33833-051898. AN ORDINANCE to amend and reordain certain sections of the 1997-98 School and General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1997-98 School and General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: School Fund. Education Facilities (1-3). Revenue $113,469,269 2,766,680 Education Non-Operating (4) ...................................... $110,648,655 41,742,930 General Fund Appropriations Nondepartmental Transfer to Other Funds (5) Fund Balance $ 60,633,186 59,982,583 Capital Maintenance and Equipment Replacement Program - School Unappropriated (6) .............................. -0- 1) Site - Based Technology 2) Roof Design - Westside 3) Facility Maintenance 4) Transfer from General Fund 5) Transfer to School Fund 6) CMERP - School (030-060-6006..6000_0826) (030-060-6006-6896_0809) (030-060-6006-6896.0809) (003-060-6000.1037) (001-004-9310-9530) (001-3324) 132,500 22,500 44,901 199,901 199,901 (199,901) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. DEPARTMENT OF FINANCE CITY OF ROANOKE, VA. May 18, 1998 '98 14 P 4:27 TO: FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Grisso, Director of Finance School Board Request for the Appropriation of School CMERP Funds We have reviewed the attached request to appropriate funding for the School Board. This report will appropriate $199,901 from the School portion of the Capital Maintenance and Equipment Replacement Program. The CMERP funds will be used for site-based technology, roof design for Westside Elementary and facility maintenance. This is the seventh and final appropriation of the School Board's FY97 CMERP funding of $1,877,074. We recommend that you concur with this request of the School Board. JDG/ICF/pac Attachments c: Ila Farris, Senior Accountant ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Capital Maintenance and Equipment Replacement Funds Request VII 030-060-6006-6000-0826 030-060-6006-6896-0809 030-060-6006-6896-0809 Appropriation Unit ZD1 Site-Based Technology Roof Design - Westside Facility Maintenance $ 132,500.00 66.3% 22,500.00 11.2% 44,901.00 22.5% $ 199,901.00 100.0% The above appropriation represents the seventh and final request for proceeds from the 1997-98 Capital Maintenance and Equipment Replacement Fund. The total of the Capital Maintenance and Equipment Replacement Fund for 1997-98 is $1,877,074. The unappropriated balance of the fund after the above appropriation is $0. May 12, 1998 oke Marsha W. Ellison, Chairman Melinda J. Payne, Vice Chairman Harry F. Davis Charles W. Day F. B. Webster Day Sherman P. Lea Brian J. Wishneff Dr. E. Wayne Harris, Superintendent Cindy H. Ramsuer, Clerk of the Board City School Board P.O. Box 13145, Roanoke, Virginia24031 · 540-853-2381 · Fax: 540-853-2951 May 1 3, 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 May 12 meeting, the School Board requests the appropriation of $199,901.00 from the 1997-98 Capital Maintenance and Equipment Replacement Fund for site-based technology, roof design at Westside, and facility maintenance. re The Board appreciates the approval of this request. Sincerely, Cindy H. Lee, Clerk cc: Mrs. Marsha W. Ellison Dr. E. Wayne Harris Mr. Richard L. Kelley Mr. William L. Murray, Jr. Mr. Kenneth F. Mundy Mr. W. Robert Herbert Mr. Wilburn C. Dibling Mr. James D. Grisso Mrs. Ila Farris (with accounting details) Excellence in Education Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk May 20, 1998 File ~0-237-468 · andra H. Eakin Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33834-051898 amending and reordaining certain sections of the 1997-98 Capital Projects Fund Appropriations, providing for appropriation of $808,000.00, in connection with the Roanoke River Flood Reduction Project. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: The Honorable Sherman A. Holland, Commissioner of the Revenue W. Robert Herbert, City Manager William F. Clark, Director, Public Works Kit B. Kiser, Director, Utilities and Operations Delores C. Daniels, Assistant to the City Manager for Community Relations N:~CKLO1~d.~Y18.WI=O James D. Grisso May 20, 1998 Page 2 pc: Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Alicia F. Stone, Accountant, Contracts and Fixed Assests, Department of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget D. Darwin Roupe, Manager, Office of Supply Management N:~CKLOt~IAY18.WPO Mary F. Parker, CMCIAAE C~ Ck~rk CITY OF ROANOKE Office of the City Clerk May 20, 1998 File ~60-237-468 Sandra H. Eakin Deputy City Clerk 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, May 18, 1998, Council Member Swain requested a briefing on actions taken by those jurisdictions upstream from the Roanoke River with regard to flood reduction/control. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io pc: Kit B. Kiser, Director, Utilities and Operations N:tCKLO1~IAY18.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33834-051898. AN ORDINANCE to amend and reordain certain sections of the 1997-98 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 1997-98 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: A~3~3ropriations Other Infrastructure $15,294,590 Roanoke River Flood Reduction (1) .......................... 3,851,139 1) Appropriated from General Revenue (008-052-9620-9003) $ 808,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. May 18, 1998 Council Report No. 98-136 HAY I4 Honorable Mayor and Members of City Council Roanoke, Virginia P 2:55 Dear Mayor Bowers and Members of City Council: Subject: APPROPRIATION OF BUDGETED AMOUNT TO ROANOKE RIVER FLOOD REDUCTION PROJECT Background on the subject in chronological order is as follows: A. Local Cooperation ARreement (LCA) was execute~l with the Army Corps of Engineers on June 25,,1990. B. Commitment to fund under the LCA was 5% local cash match for project and construction costs, 100% for lands and easements, 100% for relocation costs, and 50% for the recreation trail. $808,000 was included in transfers to Capital Projects Fund as part of tho approved General Fund budget for fiscal year 1998 in support of this project. II. Current situation is as follows: Bud.qeted funding of $808,000, needs to be transferred to the Capital Projects Fund and appropriate in the proper Capital Projects Fund account. III. Issues in order of importance are as follows: A. Costs B. Fundin.q available C. Project accounting IV. Alternative____~s in order of feasibility are as follows: Council approve the transfer and appropriation of $808,000 from General Fund account number 001-004-9310-9508, to Capital Projects Fund account number 008-056-9620-9003, Roanoke River Flood Reduction. Costs for the local share of this project are estimated to be in excess of $14 000 000. At the appropriate time, as major construction starts, the previously approved bond issue of $7,500,000 will be issued. Funding available in the adopted FY98 General Fund Budget as previously identified, will be placed in the proper account to provide H:\USER\ENGGJR\COUNCIL\RRFRP.WPD Honorable Mayor and Members of City Council APPROPRIATION OF BUDGETED AMOUNT TO ROANOKE RIVER FLOOD REDUCTION PROJECT May 18, 1998 Page 2 o funds for preliminary project expenses until such time as major construction begins and bonds are issued. Proiect accounting requires that available funds be placed in the proper account. Council choose not to transfer the available fund.,; to the appropriate project account. Costs will not (~hange. Funding available will remain in the General Fund until some disposition is approved by Council. Project accounting is a moot issue. Mo Recommendation is that City Council concur in Alternative A, and take the following specific actions: Ac Transfer $808,000 from General Fund account number 001-004-9310-9508 to the Capital Projects Fund, and appropriate the same in Capital Projects Fund account number 008-056-9620-9003, Roanoke River Flood Reduction. WRH/JGR/jgr C; Respectfully submitted, W. Robert Herbert City Manager 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 Commissioner of Revenue H:\USER\ENGGJR\COUNCIL\RRFRP.WPD MaW F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk May 20, 1998 File #27-53-60-405-468 Sandra H. Eakin Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33835-051898 amending and reordaining certain sections of the 1997-98 Capital Projects Fund Appropriations, providing for appropriation of $65,000.00, to provide funds for an engineering design contract with Mattem & Craig, Inc., in connection with the Murdock Creek Drainage Project. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, p~ Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: The Honorable Sherman A. Holland, Commissioner of the Revenue W. Robert Herbert, City Manager William F. Clark, Director, Public Works Kit B. Kiser, Director, Utilities and Operations N:~CI(LO1~aAY18.WI~O James D. Grisso May 20, 1998 Page 2 pc: Delores C. Daniels, Assistant to the City Manager for Community Relations Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Alicia F. Stone, Accountant, Contracts and Fixed Assests, Department of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget D. Darwin Roupe, Manager, Office of Supply Management N:~CKLOI~GAY1 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33835-051898. AN ORDINANCE to amend and reordain certain sections of the 1997-98 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 1997-98 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADDroofiations Sanitation $1,398,427 Murdock Creek Drainage Project (1) ........................... 65,000 Capital Improvement Reserve $14,110,776 Public Improvement Bonds - Series 1997 (2) ..................... 4,509,350 1) Appropriated from Bond Funds (008-025-9691-9001) $ 65,000 2) Storm Drains (008-028-9706-9176) (65,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Honorable Mayor and Members of City Council Roanoke, Vir0inia Dear Mayor Bowers and Members of City Council: SUBdECT: MURDOCK CREEK DRAINAGE PROJECT May 18, 1998 Council Report No. 98-137 Back~ on the subject in chronological order is as follows: Ao Several significant drainage problems have existed for~ many years alon:~ Murdock Creek which is located in the Greater Deyerle Neighborhood, SW. The projects included in this design will replace the undersized street culverts on Clara Avenue and Knollwood Road and construct a storm drain system along Deyerle Road near Valentine Avenue. The Murdock Creek Drainage Projects are included in the Capital Improvemenl Program (CIP), approved by City Council on July 21, 1997. These projects received a high priority rating and funding was established in the 1997 Bond Referendum. II. Current situation is as follows: City Council is requested to appropriate fund,-, for the Murdock Creek Drainage Project design. Bo An advertisement for consultant services for the Design for Various Stormwate, Management Projects was published in the January 4, 1998, issue of The Roanoke Times and in the January 8, 1998, issue of The Roanoke Tribune. Co Eleven firms responded to the request for proposals and Mattern & Crai.q, Inc., was selected to perform design services for the Murdock Creek Drainage Project. The OroDosed contract with Mattern & Crai.q, Inc., provides for an engineerinu design of the Murdock Creek Drainage Projects to stay within the construction and property rights acquisition budget of $588,100. The engineering design will replace the undersized street culverts on Clara Avenue and Knollwood Road and construct a storm drain system along Deyerle Road near Valentine Avenue, as allowed within budgetary constraints. The proposal from Mattern & Criag, Inc. for the professional design services necessary for this project is $61,900. Adding a 5% contingency for potential scope of work changes in project design, would bring the total fee to $65,000. H:\USE R~ENGGJR\COUNCIL\MURDOCK2 Honorable Mayor and Members of City Council MURDOCK CREEK DRAINAGE PROJECT May 18, 1997 Page 2 III. Issues in order of importance are as follows: A. Public Safety B. Funding C. Schedules IV. Alternatives in order of feasibility are as follows: City Council appropriate $65,000 to an account entitled "Murdock Creek Drainage Proiect" for engineering design. Public safety will be improved with construction of the proposed drainage improvements. Fundin.q is available from the Storm Drain Category of the 1997 Bond Proceeds and may be appropriated to an account to be entitled "Murdock Creek Drainage Project." Bo Schedules for the construction of the proposed improvements will be expedited by having a consultant perform the design and by providing authorization for staff to acquire the necessary property rights. City Council does not appropriate $65,000 to an account entitled "Murdock Creek Draina.qe Project" for engineering design. Public safety will not be improved with construction of the proposed drainage improvements. 2. Funding will remain available from the 1997 Bond Proceeds. o Schedules for the construction of the proposed improvements will be delayed. Mo Recommendation is that City Council concur in Alternative A, and take the following specific action: Ao Appropriate $65,000 from the 1997 Bond Proceeds to an account entitled "Murdock Creek Drainage Project" to fund an engineering design contract with Mattern & Craig, Inc. H:\ USE R\ENGGJR\COUNCi L\M URDOCK2 Honorable Mayor and Members of City Council MURDOCK CREEK DRAINAGE PROJECT May 18, 1997 Page 3 Respectfully submitted, WRH/JGR/jgr W. Robert Herbert City Manager Attach: Location Map C; City Attorney City Clerk Director of Finance Director of Public Works -J 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 Commissioner of Revenue H:\USER\ENGGJR\COLrNCiL\MURDOC K2 MURDOCK CREEK DRAINAGE PROJECT I LOCATION MAP LEE-~I ~DPPINE ?ENTE£ STRATFDR~ PLACE POPLA~ HILL Project Location CU ~[Nl)SDR RI) Mary F. Parker, CMCIAAE c~y c~r~ CITY OF ROANOKE Office of the City Clerk May 20, 1998 File #20-53-60-102-217-514 Sandra H. Eakin Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33836-051898 amending and reordaining certain sections of the 1997-98 Capital Projects Fund Appropriations, providing for transfer of $310,000.00 to Capital Improvement Reserve for streets and bridges and installation of new traffic signals. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works Diane S. Akers, Budget Administrator, Office of Management and Budget Charles M. Hurfine, City Engineer Robert K. Bengtson, Traffic Engineer N:~CKLO1~I~IAY18.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33836-051898. AN ORDINANCE to amend and reordain certain sections of the 1997-98 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 1997-98 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADoropHations Traffic Engineering Traffic Signals (1). $ Capital Improvement Reserve Capital Improvement Reserve (2) $ 1) Appropriated from General Revenue (008-052-9561-9003) ,I; 60,000 2) Streets and Bridges (008-052-9575-9181) 250,000 2,383,764 328,502 14,675,776 550,498 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. A'I-rEST: City Clerk. '98 H~'~' 14 AIO :50 May 18, 1998 No. 98-138 III IV The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia SUBJECT: Transfer of Capital Funds Dear Mayor Bowers and Members of City Council: .Background: The Transfer to Capital Projects Fund account in the General Fund includes $310,000 budgeted 'for the Transportation Projects in FY 1997-1998. II Current Situation: Ao This amount has not been appropriated in accounts in the Capital Projects Fund. This needs to be done in order to properly reserve these funds for the transportation projects they were intended to finance. Capital Improvement Program Droject~ related to transportation would ultimately have up to .$310,000 available as a supplement to funding previously made available from the past two (2) bond referendums. Issues: A. Timing B. Transportation projects Alternatives: City Council appropriate $310,000 from the Transfer from General Fund in Capital Projects Fund accounts as follows: $250,000 into the Capital Improvement Reserve for Streets and Bridges. $60,000 into the Traffic Signals - Install New Signals account No. 008- 052-9561-9003. Timing is important for funds to be appropriated prior to the end of the fiscal year, thereby placing the funds in an account for their intended use. Council Report #98-138 Page 2 May 18, 1998 V Transportation projects previously funded from the past two (2) bond referendums can be supplemented, as needed, with these funds. Specifically, the $60,000 recommended for the Traffic Signals - Install New Signals account will be used for purchase of traffic signal poles, mast arms, signals, controllers and miscellaneous expenditures for the Elm Avenue/Main Street/Ferdinand Avenue intersection to be signalized later this year. These items will be ordered through the Office of Supply Management. Do not authorize the Director of Finance to appropriate $310,000 from the Transfer from General Fund to Capital Projects Fund accounts Capital Improvement Reserve for Streets and Bridges, or other transportation-related capital accounts. Timing needs are not met and funds may not be designated for transportation purposes. Transportation projects that require supplemental funding would need to be funded from other sources. City Council appropriate $310,000 from the Transfer from General Fund in Capital Projects Fund accounts as follows: $250,000 into the Capital Improvement Reserve for Streets and Bridges. $60,000 into the Traffic Signals - Install New Signals account No. 008- 052-9561-9003. WRH/RKB/gpe copy: City Attorney Director of Finance Director of Public Works Office of Management & Budget City Engineer Traffic Engineer Respectfully submitted, W. Robert Herbert City Manager Miry F. Parker, CMC/AAE c~ cbr~ CITY OF ROANOKE Office of the City Clerk May 20, 1998 File #132-305 5andra H. Eakin D. pmy c~ c~rk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33837-051898 indicating the City of Roanoke's intention to participate with the City of Salem, and the Counties of Franklin, Roanoke, and Botetourt, should Botetourt County choose to participate, in the Roanoke Valley Detention Commission, requesting the Commonwealth of Virginia to reimburse the Commission for eligible construction costs of the Juvenile Detention Center, and requesting the Board of Juvenile Justice to approve the revised Program Design and Planning Study. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, City Clerk CMC/AAE MFP:Io Attachment pc: Rebecca S. Camache, Regional Administrator, Department of Juvenile Justice, 5427 Peters Creek Road, Suite 300, Roanoke, Virginia 24019-3889 N:~CK~.O1~IAY18.WPO W. Robert Herbert May 20, 1998 Page 2 pc: Elmer C. Hodge, Administrator, Roanoke County, Roanoke County Administration Center, 5204 Bernard Drive, S. W., Roanoke, Virginia 24018 Macon C. Sammons, Jr., County Administrator, Franklin County, 40 East Court Street, Rocky Mount, Virginia 24151 Randolph M. Smith, City Manager, City of Salem, P. O. Box 869, Salem, Virginia 24153 Gerald A. Burgess, County Administrator, Botetourt County, Courthouse Complex, Main and Roanoke Streets, Fincastle, Virginia 24090 James D. Grisso, Director of Finance George C. Snead, Jr., Director, Public Safety Glenn D. Radcliffe, Director, Human Development Jack E. Trent, Superintendent, Youth Haven I N:~Ki. OI~MAY18.W~) Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk May 20, 1998 File #32-305 Sandm H. Eakin Deputy C~y 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, May 18, 1998, the Mayor requested that former Council Member Mary C. Pickett be invited to attend special activities establishing the Regional Juvenile Detention Center. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io pc: Glenn D. Radcliffe, Director, Human Development Jack E. Trent, Superintendent, Youth Haven I N:~:K[.OI~,AY18.W1:~0 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 18th day of May, 1998. No. 33837-051898. A RESOLUTION indicating the City of Roanoke's intention to participate with the City of Salem, and the Counties of Franklin, Roanoke, and Botetourt, should Botetourt County choose to participate, in the Roanoke Valley Detention Commission (the "Commission"), requesting the Commonwealth of Virginia to reimburse the Commission for eligible construction costs of the Juvenile Detention Center, and requesting the Board of Juvenile Justice to approve the revised Program Design and Planning Study. WHEREAS, four jurisdictions in the Twenty-Third and Twenty- Second Judicial Districts, specifically the City of Roanoke, the City of Salem, and the Counties of Franklin and Roanoke (the "Participating Jurisdictions"), have determined that the need for an expanded and renovated secure juvenile detention facility exists in those jurisdictions; and WHEREAS, the need for the expansion of the Roanoke Juvenile Detention Center was further identified in the Roanoke City Needs Assessment, approVed by the Board of Juvenile Justice in A~ril of 1996, and the Needs Assessment of the Counties of Roanoke and Franklin and the City of Salem, approved by the Board in November of 1997; and WHEREAS, the Participating Jurisdictions, and the County of Botetourt, should it choose to participate, (the "Member Jurisdictions"), are in the process of forming the Commission, and are planning to renovate and expand the present Roanoke Juvenile Detention Center to a capacity of 81 beds; and WHEREAS, the Member Jurisdictions are anticipating that the Juvenile Detention Center will be fully operational on or before June 30, 2000; and WHEREAS, the Member Jurisdictions are requesting reimbursement for one half of the eligible construction costs of the Juvenile Detention Center from the Commonwealth of Virginia and will submit to the Board of Juvenile Justice for approval the revised Program Design and Planning Study required by the Board for such purpose. NOW, BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City intends to become a member of the Commission as provided by the Code of Virginia and subject to specific language, intends to enter into an agreement to renovate, expand and use the Juvenile Detention Center for its secure juvenile detention needs. 2. The City, along with the remaining Member Jurisdictions, requests the Commonwealth of Virginia, subject to applicable regulations and other laws, to reimburse the Commission for one half of the eligible project and construction costs of the Juvenile Detention Center. 3. The City requests the Board of Juvenile Justice to approve the revised Program Design and Planning Study which will be submitted to the Board as a prerequisite to receiving approval for such reimbursement. ATTEST: City Clerk. II RI!,~ R.JlX'-('O I (:ITY '98 May 18, 1998 Report # 98-706 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: REGIONAL COMMISSION TO RENOVATE, EXPAND AND OPERATE THE JUVENILE DETENTION CENTER I. BACKGROUND The City of Roanoke owns and operates the Juvenile Detention Center located in Botetourt County. The State Department of Juvenile Justice partiallly funds the operation of the Juvenile Detention Center. For Fiscal Year 1998-99, the total operating cost of the Center is projected to be $1,163,411, with the local cost of operations projected to be $549,885. The original structure was built in 1960 and expanded in 1979. It does not meet current bed space needs or building codes/regulations for secure detention centers. The current licensed capacity of the Center is 21 beds. However, the State Board of Juvenile Justice approved a Needs Assessment Study in April 1996 for expansion of the Center to forty-three (43) beds to accommodate the needs of Roanoke City and Botetourt County. Under State regulations, the Center must provide space for Botetourt County juveniles because the Center is sited there. The Center had operated as a reqional facility until Fall 1996, providing bed space on a per diem reimbursement basis to other regional jurisdictions, including Botetourt, Franklin, and Roanoke Counties, and the City of Salem. At that time, however, the City restricted access to other jurisdictions because of overcrowding and the possible loss of licensure from the State. Other jurisdictions would be allowed bed space only if the population was under the licensed capacity of twenty-one (21). Fo The State Board of Juvenile Justice approved a Planning Study in July 1997 for renovating and expanding the Center from a twenty-one (21) bed facility to a forty-three (43) bed facility. Page 2 II. The State Department of Juvenile Justice approved preliminary construction plans in January 1998 for expanding and renovating the Center to the forty- three (43) bed capacity. $2,187,000 in general obligation bonds have been approved by City voters in previous bond referendums to help finance the local share of the total cost of expanding and renovating the Center. CURRENT SITUATION Ao The City of Salem and Counties of Franklin and Roanoke secured approval of a Needs Assessment Study by the State Board of Juvenile Justice in November 1997. The approved study acknowledged the need for thirty-eight (38) additional detention beds in the region, allocated as follows: County of Roanoke - 20 beds City of Salem - 10 beds County of Franklin - 8 beds The three localities were authorized to initiate a Planning Study to determine the best option for constructing thirty-eight (38) additional detention beds in the region. The Department of Juvenile Justice encouraged negotiations by all jurisdictions to develop a regional facility, citing Code of Virginia Section 16.1-309.5C that states that "priority funding shall be given to multi- jurisdictional initiatives" regarding detention center construction reimbursement. All jurisdictions involved expressed a desire to enter into some kind of arrangement for the development of a regional juvenile detention center. The City of Salem and Counties of Franklin and Roanoke hired Hayes, Seay, Mattern and Mattern (HSMM) to develop feasibility and design plans for adding thirty-eight (38) beds to Roanoke City's proposed forty-three (43) bed facility. A revised Planning Study prepared by HSMM was submitted to the State Department of Juvenile Justice for review in February 1998 based on an eighty-one (81) bed regional facility. The State Department of Juvenile Justice gave preliminary approval to the revised regional Planning Study to avoid further delays in Roanoke City's expansion project, however, approval must be secured from the State Board of Juvenile Justice. In order to secure Board approval, all participating jurisdictions must submit resolutions of their governing bodies expressing the intent to participate in a regional facility with the revised Planning Study Page 3 when presented to the State Board of Juvenile Justice for approval. F The Planning Study must be considered and approved by the State Board of Juvenile Justice at its regularly scheduled meeting on July 8'h if the project is to be considered for funding in the next budgetary planning cycle by the State. The Planning Study and joint resolutions from all participating jurisdictions must be submitted to the Regional Office of the Department of Juvenile Justice for processing and inclusion on the Board's July 8'h agenda no later than May 26t~. The City Manager appointed a team in March 1998 to rapidly re-evaluate all options available to Roanoke City for fast-tracking the renovation and expansion of the Center to meet our bed space requirements. The team is chaired by the Director of Public Safety and includes representatives from the City Attorney's Office, Department of Finance, Director of Human Development, Engineering Department, Juvenile Detention Center, Office of Management and Budget, Regional Office of the Department of Juvenile Justice, and HSMM. The team evaluated three primary options for meeting the detention bed space needs of Roanoke City: Forty-three (43) bed facility owned, operated and constructed by Roanoke City at the existing site in Botetourt County that would provide bed space only to Roanoke City and to others, including Botetourt County, on a per diem reimbursement basis; Eight-one (81) bed facility owned, operated, and constructed by Roanoke City at the existing site in Botetourt County that would provide bed space to the Cities of Roanoke and Salem and Counties of Botetourt, Franklin and Roanoke on a contractual per diem reimbursement basis; and Eighty-one (81) bed facility owned, operated and constructed by a regional commission at the existing site in Botetourt County that would provide bed space to the Cities of Roanoke and Salem and Counties of Botetourt, Franklin and Roanoke on a contractual per diem reimbursement basis. I. Issues considered in evaluating the options available included: Administrative and operational responsibility and control; Asset ownership responsibilities; Capital investment required; Page 4 City Council's vision of Regional Cooperation; Debt issuance for construction financing; Ease of implementation; Flexibility for future growth; Liability; Meeting current bed space needs; Operational cost; Regulatory issues at the state and local levels; State funding; and Timing. The team concluded that the third option1 an eighty-one (81) bed facility owned, operated and constructed by a regional commission at the existing site in Botetourt County, is in the best interests of the City after a thorough evaluation of all issues as they relate to each of the three options, and recommended that option to the City Manager. The City Manager authorized the team to negotiate that option with the other participating jurisdictions. A draft agreement to create a Roanoke Valley Detention Commission is in the final staqes of negotiation by a team consisting of staff representatives from the City of Salem and Counties of Botetourt, Franklin, and Roanoke, the Chief Judge of the Juvenile and Domestic Relations Court, and staff representatives from the Regional Office of the Department of Juvenile Justice. A copy of the draft agreement is attached to this report. Key features of the draft agreement include: Fair representation for all member jurisdictions on the Commission Board; Equitable compensation to the City of Roanoke for purchase of existing Center real and personal property by the Commission; Financing of the cost of purchasing existing Center assets and construction/ renovation costs for the eighty-one (81) bed facility by the Commission; Adequate allocation of bed space to member jurisdictions to meet bed space needs identified in the Needs Assessment and Planning Study documents; Operation and maintenance of the new facility by the Commission and its staff; Fair treatment of existing employees at the Center through continuation of employment and provision for equivalent salaries and fringe benefits after the transition date; Payment of the same per diem rate by all member jurisdictions for operating costs related to bed space utilized; Payment of a per diem rate by non-member jurisdictions that is higher than the rate paid by members; and Reimbursement by the Commission for any services provided by member jurisdiction to the Commission, such as Emergency Medical Services. Page 5 III. IV. The new center is expected by be in operation by July 1, 2000. The General Assembly has passed legislation to allow creation of tho Roanoke Valley Detention Commission, and the Governor has now signed that legislation. The governing bodies of the City of Salem and Counties of Franklin and Roanoke have previously adopted resolutions in support of the creation of a regional detention commission, and are scheduled to consider the draft agreement at their next regularly scheduled meeting based on the following schedule: City of Salem - May 25th County of Franklin - May 19th County of Roanoke - May 26th County of Botetourt - May 19th ISSUES A. Detention Bed Space Needs for Roanoke City B. City Council's Vision of Regional Cooperation C. Financial Impact D. Fair Treatment of Employees E. Timing ALTERNATIVES City Council approve the joint resolution authorizing the creation of and the, City's participation in the Roanoke Valley Detention Commission; authorize; the City Manager to execute an aqreement with other member jurisdictions and the Commission in a form approved by the City Attorney to allow construction and operation of an eighty-one (81) bed regional juvenile detention center; and authorize the sale of the building known as tho Roanoke City Juvenile Detention Center in Botetourt County, approximately 8.5 acres of land surrounding the Center, and the personal property used at the Center. Detention Bed Space Needs for Roanoke City for the immediate future would be met with the creation of an eighty-one (81) bed regional juvenile detention center. The City will be guaranteed forty- Page 6 o one (41) beds, and the commission will have the flexibility to expand the facility at a later date should eighty-one (81) beds prove inadequate. City Council's Vision of Regional Cooperation would be advanced with the creation of this regional facility. The creation of the Roanoke Valley Detention Commission to operate the facility is not only regional cooperation, but a form of regional government since the commission is a separate political subdivision of the Commonwealth, with all powers granted under the Code of Virginia, 1950, as amended. Financial Impact - Regardless of the option selected, the City's local cost for housing city juveniles will increase over time because of the financing of construction/renovation costs and increased operational costs for the expanded facility (twenty-one (21) beds to a minimum of forty-one (41) beds). In this particular option, based on the pro forma budget included in the Planning Study, it is estimated that the City's proportionate share of operating costs will increase approximately $400,000 annually (in Fiscal Year 2000-01 dollars) when fully utilizing all bed spaces allocated. Regarding the capital cost of the project, the Director of Finance will recommend a funding scenario for the City's share of the construction/renovation project. One option would be for the City to use existing cash in the capital project account plus proceeds from the sale of personal and real property assets to the Commission to fund the city share of the capital project cost. This action would reduce the per diem cost ultimately paid to the Commission for housing city juveniles, and minimize future budgetary impacts to the General Fund. Fair Treatment of Employees would be achieved since all existing city employees would have the opportunity to become employees of the commission with salaries and fringe benefits equivalent to those received as of the date of transition. Employees will have the right to remain as employee members of the Roanoke City Pension Plan. The Commission would also assume extended leave, paid leave, sick leave, and vacation leave balances for such employees. Timing -All other member jurisdictions, with the exception of Botetourt County, have approved the joint resolution for creation of the Commission. City Council approval of the same resolution will help to expedite the construction/renovation project, with anticipated Page 7 V completion and star/up in July 2000. Selection of another option may slow down the project since it will require reconsideration by the other member jurisdictions. City Council not approve the joint resolution authorizing the creation of and the City's participation in the Roanoke Valley Detention Commission; nor authorize the City Manager to execute an agreement with other member jurisdictions and the Commission in a form approved by the City Attorney to allow construction and operation of an eighty-one (81) bed regional juvenile detention center; nor authorize the sale of the building known as tho Roanoke City Juvenile Detention Center in Botetourt County, approximately 8.5 acres of land surrounding the Center, and the personal property used al the Center; but, instead provide guidance to the city administration as to which other option(s) should be pursued to meet the critical bed space needs of the City. Detention Bed Space Needs for Roanoke City would be addressed under any of the three options considered. The City would have a minimum of forty-one (41) beds allocated under any option considered. City Council's Vision of Regional Cooperation would be advanced under all options except the option for the City to own, operate, and construct a for/y-three (43) bed facility at the existing site in Botetourt County. 3. Financial Impact would be dependent upon the option selected. Fair Treatment of Employees would likely be guaranteed under any option selected. 5. Timing would be dependent upon the option selected. RECOMMENDATION City Council approve the joint resolution authorizing the creation of and the _City's participation in the Roanoke Valley Detention Commission; authorizo .the City Manager to execute an agreement with other member jurisdictions and the Commission in a form approved by the City Attorney to allow construction and operation of an eighty-one (81) bed regional juvenile detention center; and authorize the sale of the buildinq known as thn Roanoke City Juvenile Detention Center in Botetourt County, approximately 8.5 acres of land surrounding the Center, and the personal property used al the Center. Page 8 Respectfully submitted, Wilburn C. Dibling~'r. City Attorney Jam~es D. Grisso Director of Finance W. Robert Herbert City Manager Attachment CC~ Wilburn C. Dibling, City Attorney Mary F. Parker, City Clerk James D. Grisso, Director of Finance George C. Snead, Director of Public Safety Glenn D. Radcliffe, Director of Human Development Jack E. Trent, Superintendent, Roanoke Juvenile Detention Center ~. Elmer C. Hodge, Roanoke County Administrator ---' Macon C. Sammons, Franklin County Administrator -Randolph M. Smith, Salem City Manager Mary F. Parker, CMC/AAE c~y C~.rk CITY OF ROANOKE Office of the City Clerk May 20, 1998 File ~0-236-304 Sandra H. Eakin r~puty c~y Ck~rk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33840-051898 amending and reordaining certain sections of the 1997-98 General and Grant Fund Appropriations, providing for transfer of unexpended funds in the amount of $138,389.00; and appropriation of $23,556.00 from fiscal year 1998-97 year end fund balance and $2,330.00 in additional revenue, in connection with programs funded through the Virginia Juvenile Community Crime Control Act of 1995. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: The Honorable John B. Ferguson, Chief Judge, Juvenile and Domestic Relations District Court W. Robert Herbert, City Manager N:tCKLO1~IAY18.W~O James D. Grisso May 20, 1998 Page 2 pc: Glenn D. Radcliffe, Director, Human Development Diane S. Akers, Budget Administrator, Office of Management and Budget Gary L. Conway, Director, Court Services Jack E. Trent, Superintendent, Youth Haven I Richard D. Weekly, Coordinator, Outreach Detention Andrea B. Krochalis, Manager, Crisis Intervention Center Marion Vaughn-Howard, Youth Planner, Office on Youth N:~CKLO1~IAY18.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33840-051898. AN ORDINANCE to amend and reordain certain sections of the 1997-98 General and Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1997-98 General and Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: GeneralFund Appropriations Public Safety Outreach Detention (1) ..................................... Youth Haven 1(2-6) ....................................... Crisis Intervention Center (7-17) ............................. $39,203,492 190,672 486,143 540,853 Nondepartmental Transfers to Other Funds (18) ............................... $60,352,581 59,701,978 Grants-in-Aid Commonwealth Virginia Juvenile Community Crime Control Act (19) .............. $38,178,926 1,120,584 Fund Balance Reserved for CMERP - City (20) ............................. $ 1,181,359 Grant Fund AooroDriations Health and Welfare Youth Haven I - FY97 (21) .................................. Outreach Detention - FY97 (22) .............................. Juvenile Court Services - Enhanced Community Service FY97 (23).. 3,382,119 48,726 28,339 32,242 Juvenile Court Services - Street Law FY97 (24) ................... Juvenile Court Services - Intensive Supervision FY97 (25) .......... Juvenile Court Services - Substance Abuse Counseling FY97 (26) .... Crisis Intervention - Assaultive Youth Program FY97 (27) .......... Crisis Intervention - FOGH FY97 (28) .......................... Probation Officer- FY97 (29) ................................. Restitution Program - FY97 (30) ............................... Emergency Diagnostic Services - Court Services Unit (31) .......... Program Evaluation - Court Services Unit (32) .................... Its Your Choice - Office on Youth (33) .......................... Youth Haven I - FY98 (34-35) ................................. Outreach Detention - Electronic Monitoring FY98 (36) ............. Juvenile Court Services - Enhanced Community Services (37-46) .... Juvenile Court Services - Intensive Supervision FY98 (47) .......... Juvenile Court Services - Substance Abuse Counseling FY98 (48-54). Restitution Program - FY98 (55-61) ............................ Crisis Intervention - Assaultive Youth FY98 (62-66) ................ Probation Officer- FY98 (67-73) .............................. Revenue Virginia Juvenile Community Crime Control Act - FY98 (74) ......... 1 ) Temporary Wages 2) Temporary Wages 3) Administrative Supplies 4) Food 5) Purchased Services 6) Program Activities 7) Temporary Wages 8) Maintenance Contract 9) Gas 10) Water/Sewer 11) Subscriptions 12) Dues/Memberships 13) Training 14) Mileage 15) Equipment Maintenance 16) Food 17) Program Activities 18) Transfer to Grant Fund (001-054-3330-1004) (001-054-3350-1004) (001-054-3350-2030) (001-054-3350-2060) (001-054-3350-3160) (001-054-3350-2066) (001-054-3360-1004) (001-054-3360-2005) (001-054-3360-2024) (001-054-3360-2026) (001-054-3360-2040) (001-054-3360-2042) (001-054-3360-2044) (001-054-3360-2046) (001-054-3360-2048) (001-054-3360-2060) (001-054-3360-2066) (001-004-9310-9535) $ ( 1,224) 7,401 1,570 14,080 12,370 5,000 40,925 315 1,400 1,600 300 303 4,500 1,000 800 16,000 250 (8O,7O4) 1,767 90,160 39,860 62,597 104 8,916 3,784 17,974 11,244 30,692 71,072 48,462 64,220 117,233 64,464 20,722 94,794 39,626 477,683 19) Virginia Juvenile Community Crime Control Act 20) Reserved for CMERP - City 21) Regular Employee Salaries 22) Equipment Rental 23) Motor Fuels 24) Temporary Wages 25) Regular Employee Salaries 26) Regular Employee Salaries 27) Regular Employee Salaries 28) Purchased Services 29) Regular Employee Salaries 30) Regular Employee Salaries 31) Residential Detention 32) Fees for Professional Services 33) Purchased Services 34) Temporary Wages 35) Purchased Services 36) Regular Employee Salaries 37) Regular Employee Salaries 38) Temporary Wages 39) ICMA Retirement 4O) FICA 41) Life Insurance 42) Disability Insurance 43) Telephone - Cellular 44) Administrative Supplies 45) Training and Development 46) Local Mileage 47) Regular Employee Salaries (001-020-1234-0723) (001-3323) (035-054-5060-1002) (035-054-5061-3070) (035-054-5062-2038) (035-054-5063-1004) (035-054-5064-1002) (035-054-5065-1002) (035-054-5067-1002) (035-054-5068-3160) (035-054-5069-1002) (035-054-5070-1002) (035-054-5090-2008) (035-054-5091-2010) (035-054-5092-3160) (035-054-5080-1004) (035-054-5080-3160) (035-054-5081-1002) (035-054-5082-1002) (035-054-5082-1004) (035-054-5082-1115) (035-054-5082-1120) (035-054-5082-1130) (035-054-5082-1131 ) (035-054-5082-2021 ) (035-054-5082-2030) (035-054-5082-2044) (035-054-5082-2046) (035-054-5084-1002) 2,330 23,556) (13,408) (18,049) (3,544) (1,783) (26,676) (6,193) (23,420) (31,855) (9,207) (4,254) 17,974 11,244 30,692 (7,337) (1,603) 918 2,247 3,366 203 43O 8 6 24O 47 1,500 972 (16,457) 48) Temporary Wages 49) FICA 50) Fees for Professional Services 51 ) Administrative Supplies 52) Expendable Equipment 53) Training and Development 54) Local Mileage 55) Regular Employee Salaries 56) ICMA Retirement 57) FICA 58) Life Insurance 59) Disability Insurance 60) Training and Development 61) Local Mileage 62) Regular Employee Salaries 63) Retirement 64) FICA 65) Life Insurance 66) Disability Insurance 67) Regular Employee Salaries 68) ICMA Retirement 69) FICA 70) Life Insurance 71) Disability Insurance 72) Administrative Supplies 73) Local Mileage 74) Virginia Juvenile Community Crime Control Act - FY98 (035-054-5085-1004) (035-054-5085-1120) (035-054-5085-2010) (035-054-5085-2030) (035-054-5085-2035) (035-054-5085-2044) (035-054-5085-2046) (035-054-5086-1002) (035-054-5086-1115) (035-054-5086-1120) (035-054-5086-1130) (035-054-5086-1131) (035-054-5086-2044) (035-054-5086-2046) (035-054-5087-1002) (035-054-5087-1105) (035-054-5087-1120) (035-054-5087-1130) (035-054-5087-1131 ) (035-054-5089-1002) (035-054-5089-1115) (035-054-5089-1120) (035-054-5089-1130) (035-054-5089-1131 ) (035-054-5089-2030) (035-054-5089-2046) (035-035-1234-7255) $ 9,464 724 1,000 5OO 2,794 1,275 3O9 2,247 203 172 8 6 1,434 12 (7,726) ( 747) ( 252) ( 30) ( 21) 1,344 122 103 5 3 262 24 (80,704) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. May 18, 1998 Report # 98-710 RLCLt~,' ~_O Honorable Mayor David A. Bowers and Members of City Council Roanoke, VA Dear Mayor and Members of Council: SUBJECT: VIRGINIA JUVENILE COMMUNITY CRIME CONTROL ACT OF 1995 I. BACKGROUND mo Ci_ty of Roanoke receives funding from the State Department of Juvenile Justice to administer and operate twelve Juvenile Justice programs. These programs are funded through the Virginia Juvenile Community Control Act (VJCCCA). 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Youth Haven I - post dispositional group home Sanctuary/Crisis Intervention Center Outreach Detention Program Sanctuary - Family Oriented Group Home Program (FOGH) Substance Abuse Counselor - Court Service Unit Family Counselor - Youth Haven I Electronic Monitoring - Outreach Detention Purchase of Substance Abuse Services - Youth Haven I Intensive Supervision Program - Court Services Unit Outreach Counselor -Assaultive Youth - Sanctuary Street Law Program - Court Services Unit Enhanced Community Service - Court Services Unit Aftercare Counselor for Youth Haven I Specialized Probation Officer for the Court Service Unit Juvenile Restitution Program - Court Services Unit Bo The City of Roanoke has budgeted $1,118,254 in VJCCCA funding for Fiscal Year 1997-98. II. CURRENT SITUATION mo The 1995 Virginia General Assembly enacted the Virginia Juvenile Community Crime Control Act (VJCCCA) with an effective date of January 1, 1996. VJCCCA replaced the block grant system for all community -based programs and services except secure detention homes. The purpose of the act is to establish a balanced community-based system of sanctioned programs and services for juvenile offenders. Honorable Mayor David A. Bowers and Members of City Council Page 2 May 18, 1998 Bo VJCCCA allows localities to use unexpended state funds between biennial years. The city has $182,595 in unexpended state funds from FY 1996-97 for use in FY 1997-98. This is comprised of $23,556 of CMERP funding which arose from unexpended VJCCCA funds in the general fund as well as $138,389 ofunexpended grant funds. Funding in the amount of $20,650 from the unexpended VJCCCA funds pool was previously re- appropriated as a part of the FY 1997-98 VJCCCA program plan approved by the Department of Juvenile Justice. The City of Roanoke will receive an additional $2,330 in VJCCCA revenue as a result of the re-application of the funding formula City Council approved the local revised plan on October 22, 1997 which was submitted to the State Department of Juvenile Justice for review and approval of the Board of Juvenile Justice on March 9, 1998. VJCCCA requires the ci_ty to maintain its funding level based on the amount of local dollars supporting block grant programs as of the fiscal year ending June 30, 1995. The City of Roanoke expended $501,935 as its local contribution to the operation of the block grant programs for the 1994-95 fiscal year. This will be the maintenance of effort level matching the VJCCCA funding from the Department of Juvenile Justice. No additional local match will be required. The unexpended state funds and new revenue will be used to supplement existing programs and to provide three new service programs for the juvenile justice population in Roanoke City. The continued and expanded programs to be funded with the unexpended state funds through the VJCCCA and local funds are: g. h. i. Youth Haven I - post dispositional group home Sanctuary/Crisis Intervention Center Outreach Detention Program Sanctuary - Family Oriented Group Home Program (FOGH) Substance Abuse Counselor - Court Service Unit Family Counselor - Youth Haven I Electronic Monitoring - Outreach Detention Purchase of Substance Abuse Services - Youth Haven I Intensive Supervision Program - Court Services Unit Honorable Mayor David A. Bowers and Members of City Council Page 3 May 18, 1998 Outreach Counselor -Assaultive Youth - Sanctuary Street Law Program - Court Services Unit Enhanced Community Service - Court Services Unit Aftercare Counselor for Youth Haven I Specialized Probation Officer for the Court Service Unit Juvenile Restitution Program - Court Services Unit 2. New programs to be established include: Emergency diagnostic services It's Your Choice diversion/purchase of services Program evaluation The establishment of these services will enhance and add to the public safety programming for the Juvenile Justice System and provide for rehabilitation, community supervision and family preservation efforts. These services will provide sanctions, progressive treatment to juvenile offenders, and/or their families in a community-based system of programs and services. III. ISSUES Need for additional services continue to be documented for the past three to four years and a waiting list for services exists in our present Juvenile Justice programs. Bo Funding fi.om the State of Virginia to create new and/or enhance current services is available through the Virginia Juvenile Community Crime Control Act of 1995. ALTERNATIVES Ci_ty Council to authorize the Director of Finance to transfer the unexpended state funds to new accounts as detailed on Exhibit B as well as $23,556 in CMERP funding and appropriate the additional state revenue. 1. Service Capacity ao Addition of the new programs and services will increase the numbers of youth and/or their families who could be served. Honorable Mayor David A. Bowers and Members of City Council Page 4 May 18, 1998 bo Addition of these programs will allow for the provision of services in areas not previously addressed by the City's Juvenile Justice programs. Co Program evaluation of the present VJCCCA programs will provide planning information for the next bi-annual plan. 2. Funding. ao Unexpended and additional state funding will be appropriated to supplement present services and establish additional services as proposed. Bo City Council not transfer the unexpended state funds and appropriate the additional state revenue or CMERP funding. Capacity. Programs and services will not be adequate and at the number of youth and families served will not reach the level of need. Funding. The level of fimding will remain at the current level and the city will forfeit the use of the unexpended and additional state funds. C. RECOMMENDATION City Council concur with Altemative A and transfer the unexpended state funds and appropriate the additional state revenue and CMERP and take the following specific actions. a° Increase VJCCCA revenue (001-020-1234-0723) in the amount of $2,330. Transfer $138,389 in unexpended state funds from FY 1996-97 from the grant fund accounts listed in Exhibit A, appropriate $23,556 from the FY 1996-97 year end fund balance (CMERP), and appropriate $2,330 in additional revenue to the accounts listed in Exhibit B. Co Adjust the following revenue accounts to reflect the reclassifications in the original VJCCCA program budgets between the General and Grant Funds: Honorable Mayor David A. Bowers and Members of City Council Page 5 May 18, 1998 (1) Decrease Transfers to Grant Fund (001-004-9310-9535) (2) Decrease VJCCCA FY98 Revenue (035-035-1234-7255) (80,704) ($80,704) WRH/GDR:gr Respectfully submitted, W. Robert Herbert City Manager cc: Glenn D. Radcliffe, Director of Human Development Honorable John Ferguson, Judge, 23rd J & D Court Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Diane Akers, Budget Administrator Gary Conway, Director, 23A Court Services Unit Jack Trent, Manager, Youth Haven I Rick Weekly, Coordinator, Outreach Detention Andrea Krochalis, manager, Sanctuary Marion Vaughn-Howard, Youth Planner EXHIBIT A Reappropriate funding from the following sources: Unexpended FY 1996-97 Year End Fund Balance (CMERP) Youth Haven - Regular Salaries (035-054-5060-1002) Outreach Detemion - Equipment Rental/Lease (035-054-5061-3070) Juvenile Court Services - Motor Fuels (035-054-5062-2038) Juvenile Court Services - Temporary Wages (035-054-5063-1004) Juvenile Court Services - Regular Salaries (035-054-5064-1002) Juvenile Court Services - Regular Salaries (035-054-5065-1002) Crisis Intervention - Regular Salaries (035-054-5067-1002 Crisis Intervemion - Purchased Services (035-054-5068-3160) Juvenile Court Services - Regular Salaries (035-054-5069-1002) Juvenile Court Services - Regular Salaries (035-054-5070-1002) (23,556) (13,408) (18,049) (3,544) (1,783) (26,676) (6,193) (23,420) (31,855) (9,207) (4,254) $161,945 EXItIBIT B VJCCCA Programs & New Programs Emergency Diagnostic Services - Court Services Unit (Grant Fund) Organization Object Code Department Amount New 2008 Residential Detention $17,974.00 TOTAL $17,974.00 Program Evaluation - Court Services Unit (Grant Fund) Organization Object Code Department Amount New 2010 Fees for Professional Services $11,244.00 TOTAL $11,244.00 Its Your Choice - Office on Youth (Grant Fund) Organization Object Department Amount New 3160 Purchased Services $30,692.00 TOTAL $30,692.00 Youth Haven I Family Counselor/Aftercare Counselor 035-054-5080 Organization Object Code Description Amount 5060 1004 Temporary Wages ($7,337) 3160 Purchased Services ($1,603) TOTAL ($8,940) Outreach Detention - Electronic Monitoring 035-054-5081 Organization Object Code Description Amount 5081 1002 Regular Salaries $918 TOTAL $918 Enhanced Community Service (Court Services Unit) 035-054-5082 Organization Object Code Amount Description 5082 1002 Reg. Employee Salaries $ 2,247 1004 Temp. Emp. Salaries 3,366 1115 ICMA Retirement 203 1120 FICA 430 1130 Life Insurance 8 1131 Disability Insurance 6 2021 Telephone-Cellular 240 2030 Adm. Supplies 47 2044 Training & Development 1,500 2046 Local Mileage 972 TOTAL $9,019 Intensive Supervision 'Court Services Unit) 035-054-5084 Organization Object Code Description Amount 5084 1002 Reg. Employee Salaries $(16,457) TOTAL $(16,457) Substance Abuse Counseling (Court Services Unit) 035-054-5085 Organization Object Code Description Amount 5085 1014 Temporary Employee Wages 9,464 1120 FICA 724 2010 Fees for Professional Services 1,000 2030 Administrative Supplies 500 2035 Expendable Equipment 2,794 2044 Training & Development 1,275 2046 Local Mileage 309 TOTAL $16,066 Restitution Program (Court Services Unit) 035-054-5086 Organization Object Code Description Amount 5086 1002 Regular Employee Salary $2,247 1115 ICMA Retirement 203 1120 FICA 172 1130 Life Insurance 8 1131 Disability Insurance 6 2044 Training & Development 1,434 2056 Local Mileage 12 TOTAL $4,082 Assaultive Youth Program - Crisis Intervention Center 035-054-5087 Organization Object Code Description Amount 5087 1002 Regular Employee Salary ($ 7,726) 1105 Retirement (-747) 1120 FICA (-252) 1130 Life Insurance (-30) 1131 Long Term Disability (-21) TOTAL ($ 8,776) S ~ecialized Probation Court Services Unit) 035-054-5089 Organization Object Code Description Amount 5089 1002 Regular Employee Salaries $1,344 1115 ICMA Retirement 122 1120 FICA 103 1130 Life Insurance 5 1131 Disability Insurance 3 2030 Administrative Supplies 262 2046 Local Mileage 24 TOTAL $1,863 Outreach Detention - 001-054-3330 Organization Object Code Description Amount 5061 1004 Temporary Wages ($1,224) TOTAL ($1,224) Youth Haven I - 001-054-3350 Organization Object Code Description Amount 3350 1004 Temporary Wages $7,401 2030 Administrative Supplies 1,570 2060 Food 14,080 3160 Purchased Services 12,370 2066 Program Activities 5,000 TOTAL 40,421 Crisis Intervention Center - 001-054-3360 Organization Object Code Description Amount 3360 1004 Temporary Wages $40,925 2005 Maintenance Contract 315 2024 Gas 1,400 2026 Water/Sewage 1,600 2040 Subscriptions 300 2042 Dues/Memberships 303 2044 Training 4,500 2046 Mileage 1,000 2048 Maintenance Equipment 800 2060 Food 16,000 2066 Program Activities 250 TOTAL 67,393 PROGRAM TOTAL $164,275 Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk May 21, 1998 File f~60-144-184-192-385 Sandra H. Eakin Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33841-051898 amending and reordaining certain sections of the 1997-98 General Fund and Civic Center Fund Appropriations, providing for transfer of $825,000.00 from departmental accounts to personnel lapse account, $335,000.00 to Solid Waste Management and $50,000.00 to the Civic Center Fund. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, f&i~,~. Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment W. Robert Herbert, City Manager William F. Clark, Director, Public Works Kit B. Kiser, Director, Utilities and Operations Glenn D. Radcliffe, Director, Human Development N:~CKLOIWIAY18.WPO James D. Grisso May 21, 1998 Page 2 pc: George C. Snead, Jr., Director, Public Safety Barry L. Key, Manager, Office of Management and Budget Diane S. Akers, Budget Administrator, Office of Management and Budget James M. Evans, Manager, Civic Center N:~CKLO1~IAY18.W~O IN THE COUNCIL OF THE CiTY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33841-051898. AN ORDINANCE to amend and reordain certain sections of the 1997-98 General Fund and Civic Center 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 1997-98 General Fund and Civic Center Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund Appropriations General Fund (1-60) ...................................... Revenue General Fund (61-69) ..................................... Civic Center Fund Appropriations Virginia Municipal League Conference (70) ................... Revenue Nonoperating (71) ....................................... 1) Regular Employee Salaries (001-001-1110-1002) $ (17,002) 2) Regular Employee Salaries (001-001-1120-1002) (13,356) 3) Regular Employee Salaries (001-002-1211-1002) (11,770) $ 170,662,663 $ 162,080,713 $ 50,000 $ 1,127,162 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) 14) 15) 16) 17) 18) 19) 2O) 21) 22) 23) 24) 25) 26) 27) Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salarie~ Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries (001-002-1212-1002) (001-002-1261-1002) (001-002-1263-1002) (001-002-8120-1002) (001-003-1220-1002) (001-004-1231-1002) (001-004-1232-1002) (001-005-1240-1002) (001-010-1310-1002) (001-020-1234-1002) (001-022-1233-1002) (001-023-1235-1002) (001-024-2140-1002) (001-024-3310-1002) (001-026-2210-1002) (001-026-2211-1002) (001-028-2111-1002) (001-050-1260-1002) (001-050-3111-1002) (001-050-3112-1002) (001-050-3113-1002) (001-050-3114-1002) (001-050-3115-1002) (001-050-3211-1002) (3,298) 2,990 5,287 5 25,155 (68,468) (31,049) (6,004) (6,626) 686 (53,200) (93,241) 16,057 (197,185) (16,572) 4 1,836 8 (43,196) 10,596 (259,169) (36,586) 5,520 887 28) 29) 30) 31) 32) 33) 34) 35) 36) 37) 38) 39) 4O) 41) 42) 43) 44) 45) 46) 47) 48) 49) Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries (001-050-3212-1002) (001-050-3213-1002) (001-050-3520-1002) (001-050-3521-1002) (001-050-3530-1002) (001-050-4130-1002) (001-052-1280-1002) (001-052-3410-1002) (001-052-4110-1002) (001-052-4160-1002) (001-052-4210-1002) (001-052-4211-1002) (001-052-4220-1002) (001-052-4310-1002) ( 001-052 -4330-1002) (001-052-4340-1002) ( 001-052-7110-1002) (001-052-8110-1002) (001-054-1270-1002) (001-054-2150-1002) (001-054-5311-1002) (001-054-5312-1002) $ 23,614 (97,642) ( 5) (13,394) (3,033) (41,694) 1 6,671 (67,866) (26,718) (94,301) (41,328) (48,016) (16,267) (52,474) (115,492) 42,510 ( 864) (2,423) ( 11) (11,182) 8 5o) 51) 52) 53) 54) 55) 56) 57) 58) 59) 6O) 61) 62) 63) 64) 65) 66) 67) 68) 69) 7O) 71) Regular Employee Salanes Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Regular Employee Salaries Salary Lapse Fees for Professional Services Transfer to Civic Center Fund Treasurer Commissioner of the Revenue Sheriff Commonwealth's Attorney General Administration Direct Social Services - Administration Employment Services Foster Care Fees for Professional Services Transfer from General Fund ( 001-054-5313-1002) ( 001-054-5314-1002) ( 001-054-5316-1002) ( 001-054-5317-1002) (001-054-7310-1002) (001-054-8170-1002) (001-056-1237-1002) (001-056-1250-1002) (001-072-2110-1002) (001-002-9410-1090) (001-052-4210-2010) (001-004-9310-9505) (001-020-1234-0613) (001-020-1234-0612) (001-020-1234-0611 ) (001-020-1234-0610) (001-020-1234-0676) (001-020-1234-0685) (001-020-1234-0681 ) (001-020-1234-0675) (005-056-8600-2010) (005-020-1234-0951) (45,686) (71,230) 77,517 ( 9) (79,897) 633 (5,662) ( 29) 12,712 825,000 335,000 50,000 343 (26,600) (181,128) (16,572) (28,430) (35,615) 38,759 ( 5) 50,000 50,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. May 18, 1998 '98 H/ Y 14 9:J3 Honorable Mayor and Members of City Council Roanoke, Virginia Subject: Fund Appropriations - Personnel Lapse Report Dear Mayor Bowers and Members of City Council: I. Background on the subject is as follows: Personnel lapse is generated due to employee turnover and vacancies in City departments. For the current Fiscal Year, salary savings of $825,000 are projected as a result of these vacancies. II. Current Situation is as follows: To provide timely information to City Council and increase administrative efficiency, the status of lapse was reported quarterly to City Council for the first 2 quarters as a Consent Agenda item. This quarterly report will provide a budget ordinance that encompasses all quarters, eliminates the budgeted lapse amount and adjusts affected departmental operating budgets. Be Total estimated personnel lapse generated for Fiscal Year 1997-98 is $1,210,000. This funding is allocated as shown on Attachment "A" of this report. Personnel lapse generated exceeds the estimate of $825,000 by $385,000. This excess lapse will be used as follows: Solid Waste Management/Refuse - $335,000 will be transferred to fees for professional services account to cover costs associated with startup of Phase I and II of automated/semi-automated residential refuse collection program. Civic Center - $50,000 will be transferred to fees for professional services account to cover costs associated with hosting the Virginia Municipal League Annual Conference in the fall of 1998. Honorable Mayor and Members of City Council Office of Management and Budget Fund Appropriation - Personnel Lapse Report Page 2 me IV. Vo Issues in order of importance are as follows: A. Funding B. Timing Alternatives in order of feasibility are as follows: A. Authorize the transfer of personnel lapse funds from departmental accounts to personnel lapse account 001-002-9410-1090 and others as listed on Attachment "A" of this report. 1. Funding is available in the salary accounts due to turnover and vacancies in City departments. 2. Timing is important since funds need to be transferred prior to June 30, 1998. B. Do not authorize the transfer of personnel lapse funds from departmental accounts to personnel lapse account 001-002-9410-1090 and others as listed on Attachment "A" of this report. 1. Funding would remain in departmental budgets and salary lapse savings would not be transferred to salary lapse account 001-002-9410-1090, nor used to cover costs associated with automated refuse or the Virginia Municipal League 1998 conference. 2. Timing is not an issue. Recommendation: City Council concur in Alternative A and authorize the transfer of $825,000 funding from departmental accounts to personnel lapse account 001-002-9410-1090 as listed on Attachment A, $335,000 to Solid Waste Management and $50,000 to the Civic Center Fund. Honorable Mayor and Members of City Council Office of Management and Budget Fund Appropriation - Personnel Lapse Report Page 3 Respectfully Submitted, W. Robert Herbert Director of Finance Attachment CC2 Mary Parker, City Clerk Wilburn C. Dibling, Jr., City Attorney William F. Clark, Director of Public Works Kit B. Kiser, Director of Utilities and Operations Glenn D. Radcliffe, Director of Human Development George C. Snead, Director of Public Safety Barry L. Key, Manager, Management and Budget Diane S. Akers, Budget Administrator Jim Evans, Civic Center Manager SALARY LAPSE REPORT - JULY, 1997 THRU JUNE, 1998 ATTACHMENT A 001-1110 CITY COUNCIL (17,002 ($17,002; 001-1120 CITY CLERK (13,356) (13,356 002-1211 CITY MANAGER (11,770 (11,770; 002-1212 OMB (3,298) (3,298; 002-1261 PERSONNEL MANAGEMENT 2,990 2,990 002-1263 OCCUPATIONAL HEALTH 5,287 5,287 002-8120 ECONOMIC DEVELOPMENT 5 5 003-1220 CITY ATTORNEY 25,155 25,155 004-1231 DIRECTOR OF FINANCE (68,468) (68,468) 004-1232 BILLINGS&COLLECTIONS (31,O49) (31,049)i 005-1240 MUNICIPAL AUDITING (6,004) (6,004; 010-1310 REGISTRAR (6,626) (6,626) 020-1234 CITY TREASURER 686 343 343 022-1233 COMMISSIONER REVENUE (53,200 (26,600) (26,600; 023-1235 REAL ESTATE VALUATION (93,241) (93,241'~ 024-2140 SHERIFF 16,057 16,057 0 024-3310 JAIL (197,185) (197,185) 0 026-2210 COMMONWEALTH'S ATTORNEY (16,572) (16,572) 0 026-2211 COST COLLECTIONS UNIT 4 4 028- 2111 CLERK OF CIRCUIT COURT 1,836 1,836 050-1260 DIRECTOR OF PUBLIC SAFETY 8 8 050-3111 POLICE- ADMINISTRATION (43,196) (43,196'~ 050-3112 POLICE -INVESTIGATION 10,596 10,596 050- 3113 POLICE - PATROL (259,169) (259,169'~ 050-3114 POLICE- SERVICES (36,586) (36,586; 050-3115 POLICE-TRAINING 5,520 5,520 050-3211 FIRE-ADMINISTRATION 887 887 050-3212 FIRE- SUPPORT 23,614 23,614 050-3213 FIRE - OPERATIONS (97,642) (97,6421~ 050-3520 EMERGENCY SERVICES (5) (5~ 050-3521 EMERGENCY MEDICAL SERVICES (13,394) (13,3941~ 050- 3530 ANIMAL CONTROL (3,033) (3,033 050-4130 COMMUNICATIONS (41,694 (41,694 052-1280 DIRECTOR OF PUBLIC WORKS 1 1 052-3410 BUILDING INSPECTIONS 6,671 6,671 052-4110 STREETS & TRAFFIC (67,868) (67,866~ 052-4160 TRAFFIC ENGINEERING (26,718 (26,718~, 052-4210 SOLIDWASTE MGMNT/REFUSE (94,301) (94,301~ 052-4211 SOLID WASTE MGMNT/RECYCLING (41,328) (41,328~ 052- 4220 CUSTODIAL SERVICES (48,016) (48,016~ 052-4310 ENGINEERING (16,267 (16,267~ 052-4330 BUILDING MAINTENANCE (52,474) (52,474~ 052- 4340 PARKS MAINTENANCE (115,492 (115,492; 052- 7110 RECREATION 42,510 42,510 052-8110 DEPT. OF PLANNING & COMM. DEVPT. (864) (864; 054-1270 DIR OF HUMAN DEVELOPMENT (2,423) (2,423 054-2150 LAW LIBRARY (11) (11~ 054-3320 JUVENILE DETENTION HOME 0 0 054-3330 OUTREACH DETENTION 0 0 054-3350 YOUTH HAVEN I 0 0 054-3360 CRISIS INTERVENTION 0 0 054-5311 SOCIAL SVCS - ADMIN (11,182) (5,591; (5,5911 054-5312 ENHANCED FRAUD CONTROL 8 4 4 054- 5313 SOCIAL SVCS - I NCOM E M NT (45,686) (22,8431 (22,8431 054-5314 ~SOClAL SVCS - SERVICES (71,230) (35,6151 (35,6151 054-5316 SOClALSVCS- EMPLOYMENT 77,517 38,759 38,758 054- 5317 FOSTER PARENT TRAINING (9) (5; (41 054-7310 LIBRARIES (79,897) (79,8971 054-8170 COMMUNITY EDUCATION 633 633 056-1237 SUPPLY MANAGEMENT (5,662) (5,662] 056-1250 DIR UTILITIES & OPERATIONS (29) (291 072-2110 CIRCUIT COURT 12,712 12,712 $UB~TA~:.:.~:.~PSE GENE~TED ~1.459!2~t :.:: ~2~9:248i ($~:210~000~ 002-9410 PERSONNEL LAPSE 825,000 825,000 SUB~TAL : ($249~248!, RECOMMENDED USE OF REMAINING PERSONNE/ LAPSE 056-8600 VIRGINIA MUNICIPAL LEAGUE MEETING 50,000 50,000 052-4210 SOLIDWASTE MGMNT/REFUSE 335,000 335,000 :. (248~248) (249~248_ .... ~ Mary F. Parker, CMCIAAE cay Cbrk CITY OF ROANOKE Office of the City Clerk May 21, 1998 File ~t4-60-72 Sandra H. Eakin Deputy C~y C~rk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33842-051898 amending and reordaining certain sections of the 1997-98 General Fund Appropriations, transferring $50,000.00 to an account to be paid to the National D-Day Memorial Foundation and appropriating $11,518.00 to the General Fund Contingency, in connection with the closure of the Nursing Home Enterprise Fund. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager Glenn D. Radcliffe, Director, Human Development Ann H. Allen, Manager, Accounting Services Deborah L. Glossbrenner, Financial Systems Accountant, Department of Finance N:~CK[.Ol~Y18.WrPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33842-051898. AN ORDINANCE to amend and reordain certain sections of the 1997-98 General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1997-98 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Community Development Memberships and Affiliations (1) ............................ Nondepartmental Contingency - General Fund (2) ............................ Fund Balance Residual Equity from Nursing Home (3) ........................ 1) D-Day Memorial (001-002-7220-3704) 2) Contingency (001-002-9410-2199) 3) Residual Equity from Nursing Home (001-3339) $ 50,000 11,518 (61,518) $ 2,861,908 1,414,384 $ 60,444,803 (597,950) $ 321,518 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. CITY OF ROANOKE May 18, 1998 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: City Council authorized the transfer of the City Nursing Home operation to Smith/Packett Med-Com, Inc. on August 14, 1995 (Ordinance No. 32590). This privately-owned company agreed to build a new facility and relocate all residents, as well as offer employment to those employees who elected to transfer. The contract was executed, and Smith/Packett constructed a new facility in the City of Roanoke. The remuneration of $425,000 included equipment, goodwill, and the right to relocate bed capacity, records and files. The closing culminated on July 15, 1997. All employees of the Nursing Home either retired, voluntarily transferred to Smith/Packett or were placed in other positions within the City. No employees were terminated as a result of discontinuing the Nursing Home operation. The City accounted for the operation of the Nursing Home as an enterprise fund, supported by patient fees and an annual operating subsidy from the General Fund of approximately $500,000. Discontinuing the operation of the Nursing Home allows the annual operating subsidy to be redirected to fund other projects. The amount of the operating subsidy has been used in the current year to help finance the 800 MHZ Regional Radio Project, and the FY99 recommended budget proposes the same. In future years, the operating subsidy will be used to repay bonds issued to finance the 1998-2002 Capital Improvement Program. Discontinuing the Nursing Home operation necessitates closure of the Nursing Home Enterprise Fund and transfer of the remaining equity back to the General fund. After discontinuance of operation, the remaining equity totaled $321,518. Of this amount, $260,000 was appropriated to help fund the 800 MHZ Regional Radio Project (Ordinance 33673), leaving a balance of $61,518. During the fiscal year 1996-97 budget study process, City Council made a commitment to provide funding up to $250,000 for the National D-Day Memorial Foundation over a five-year period. Currently, $100,000 of this commitment has been paid. The remaining equity in the Nursing Home Fund provides an opportunity to make the third $50,000 contribution toward City Council's $250,000 commitment. Honorable Mayor and Members of City Council May 18, 1998 Page 2 We recommend City Council approval of the attached budget ordinance transferring the remaining residual equity to the General Fund, $50,000 of which is to be appropriated to an account to be paid to the National D-Day Memorial Foundation and the remaining $11,518 to be appropriated to the General Fund Contingency. We also recommend closure of the Nursing Home Fund effective June 30, 1998. Sincerely, W. Robert Herbert City Manager James D. Grisso Director of Finance WRH/JDG/DLG:s Attachment C: Wilburn C. Dibling, Jr., City Attorney Glenn D. Radcliffe, Director of Human Development Mary F. Parker, City Clerk Jesse A. Hall, Deputy Director of Finance Ann H. Allen, Manager of Accounting Services Deborah L. Glossbrenner, Financial Systems Accountant Mary F. Parker, CMCIAAE CKy Ck, rk CITY OF ROANOKE Office of the City Clerk May 21, 1998 File fi60-184-429 Sandra H. Eakin Deputy C~y C~rk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Resolution No. 33845-051898 providing for payment of a monetary supplement to certain members of the City of Roanoke Pension Plan who retire prior to attaining age 65, effective Suly 1, 1998, by providing for a monthly supplement of $159.00 commencing with the first month of retirement and terminating with the month in which the member attains age 65. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely,A,~ ~. Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc; William M. Dowd, Principal, Slabaugh, Morgan, White and Associates, 7204 Glen Forest Drive, Suite 304, Richmond, Virginia 23226 W. Robert Herbert, City Manager $oyce L. Sparks, Retirement Administrator, Department of Finance Kenneth S. Cronin, Manager, Personnel N:~C~.OI'IMAYI~,WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 18th day of May, 1998. No. 33845-051898. A RESOLUTION providing for payment of a monetary supplement to certain members of the City of Roanoke Pension Plan who retire prior to attaining age sixty-five. WHEREAS, City Council is concerned with the high cost of health insurance for employees of the City who retire prior to attaining the age of sixty-five; and WHEREAS, City Council desires to provide a monetary supplement to such employees of the City, who have earned twenty (20) or more years of creditable service with the City, which supplement may be used by such retired employees to partially defray the cost of health insurance; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. Any member of the City of Roanoke Pension Plan who is an employee of the City of Roanoke (not including employees of the City of Roanoke School Board) and who, on or after July 1, 1998, retires after earning twenty or more years of creditable service, but prior to attaining age sixty-five, shall be paid a monthly supplement of $159 commencing with the first month of retirement and terminating with the month in which the member attains age sixty-five. 2. The supplemental benefit provided for by this resolution shall not be considered a pension benefit subject to any cost of living adjustment which may be provided by City Council to any beneficiaries under the City of Roanoke Pension Plan in the future. 3. The supplemental benefit provided for by this resolution shall be a personal benefit applicable to an eligible member only without any right of survivorship. Upon the death of a member who is receiving such benefit, the monthly payment shall be made for the month of such member's death and shall terminate with the next succeeding month. 4. The terms "beneficiary", "City of Roanoke Pension Plan", "creditable service", "member", and "pension" shall have the meanings ascribed to them by §22.1-2, Code of the City of Roanoke (1979), as amended. The word "employee" shall have the meaning ascribed to it by §22.1-2 except as to persons employed by the City of Roanoke School Board who are not eligible for the monthly supplement provided for by this Resolution. 5. The benefit provided by this resolution shall not be considered permanent, and City Council reserves the right to amend the terms and conditions of this Resolution or to repeal this benefit. 6. This Resolution shall be in full force and effect on and after July 1, 1998. ATTEST: City Clerk. JAMES D. GRISSO Director of Finance May l8, 1998 CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, S.W., Room 461 P. O. Box 1220 Roanoke, Virginia 24006-1220 Telephone: (540) 853-2821 Fax: (540) 853-2940 '98 I"I¢ ,Y 14 P 4:04 JESSE A. HALL Deputy Director Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: City Council, on Monday, May 11, 1998, tentatively approved the following enhancements to the City of Roanoke Pension Plan for the Employee Supplemental Retirement System (ESRS): 1. Calculate the basic benefit by applying the Rule of 70 for public safety employees with a minimum age of 45, and the Rule of 80 for general employees with a minimum age of 50. (This new definition of normal retirement age for public safety employees woUld be any combination of age and years of service equal 70 and for general employees would be any combination of age and years of service equal 80.) The effective date is July 1, 1998. 2. A period of two months be available for members of the Employees Retirement System (ERS) to have the opportunity to transfer to the ESRS (July i - August 31, 1998). Employees of the City of Roanoke and members of the City of Roanoke Pension Plan who retire on or after July I with twenty (20) years of creditable service will receive a $159 a month supplement. This benefit would cease upon the retiree attaining age 65. Employees of the ERS and ESRS are eligible for this benefit. The attached ordinances and resolution are recommended for your approval. Sincerely, Director of Finance JDG:s Attachments Honorable Mayor and Members of City Council May 18, 1998 Page 2 W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk Joyce Sparks, Retirement Administrator MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 240 l 1-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 May 21, 1998 File ~60-648 SANDRA H. EAKIN Deputy City Clerk Donald Dye, Vice-President J. P. Turner & Brothers, Inc. P. O. Box 20041 Roanoke, Virginia 24018 Dear Mr. Dye: I am enclosing copy of Ordinance No. 33847-051898 accepting the bid of J. P. Turner & Brothers, Inc., for construction of the Franklin Road Water Main Replacement Project, in the amount of $595,140.00; and rejecting all other bids made to the City. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io Enclosure pc; The Honorable Sherman A. Holland, Commissioner of the Revenue W. Robert Herbert, City Manager William F. Clark, Director, Public Works Kit B. Kiser, Director, Utilities and Operations Delores C. Daniels, Assistant to the City Manager for Community Relations Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Diane S. Akers, Budget Administrator, Office of Management and Budget D. Darwin Roupe, Manager, Supply Management N:~CKLOl~IAY18.Wl=O 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 May 21, 1998 File ~60-648 SANDRA H. EAKIN Deputy City Clerk E. C. Pace, III, President E. C. Pace Company, Inc. P. O. Box 12685 Roanoke, Virginia 24047 Larry G. Conner, Sr., President Aaron J. Conner General Contractor, Inc. P. O. Box 6068 Roanoke, Virginia 24017 Phillip V. Prillaman, President/CEO Prillaman & Pace, Inc. P. O. Drawer 4667 Martinsville, Virginia 24112 Wayne A. Dixon, President Dixon Contracting, Inc. P. O. Box 108 Fincastle, Virginia 24090 Gentlemen: I am enclosing copy of Ordinance No. 33847-051898 accepting the bid of J. P. Turner & Brothers, Inc., for construction of the Franklin Road Water Main Replacement Project, in the amount of $595,140.00; and rejecting all other bids made to the City. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io Enclosure N:~...KLO1 ~JI4AY18.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINI& The 18th day of May, 1998. No. 33847-051898. AN ORDINANCE accepting the bid of J. P. Turner and Brothers Incorporated for the Franklin Road Water Main Replacement Project, 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 ofJ'. P. Turner and Brothers Incorporated in the total amount of $595,140 for the Franklin Road Water Main Replacement Project, as is more particularly set forth in the City Manager's report dated May 18, 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 bo 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. M~ry F. P~rkm', CMC/AAE City Ck~rk CITY OF ROANOKE Office of the City Clerk May 21, 1998 File t~60-468 Sandra H. Eakin D. puty city C~erk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33846-051898 amending and reordaining certain sections of the 1997-98 Water Fund Appropriations, providing for appropriation of $572,640.00, in connection with a contract with J. P. Turner and Brothers, Incorporated, for construction of the Franklin Road Water Main Replacement Project. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io Attachment pc: The Honorable Sherman A. Holland, Commissioner of the Revenue W. Robert Herbert, City Manager William F. Clark, Director, Public Works Kit B. Kiser, Director, Utilities and Operations N:~CKLOtq~AY18.WPO James D. Grisso May 21, 1998 Page 2 pc: Delores C. Daniels, Assistant to the City Manager for Community Relations Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Diane S. Akers, Budget Administrator, Office of Management and Budget D. Darwin Roupe, Manager, Supply Management N:~CKLOt~VlAYI&Wl=O IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33846-051898. AN ORDINANCE to amend and reordain certain sections of the 1997-98 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 1997-98 Water Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADoropHations Capital Outlay Franklin Road Water Main Replacement (1) ...................... Retained Eaminqs Retained Earnings (2) 1) Appropriated from General Revenue 2) Retained Earnings $ 3,765,780 572,64O ........................................ $29,306,113 (002-056-8387-9003) (002-3336) $ 572,640 (572,640) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. R£CEi'vED '98 t4 P 2:55 May 18, 1998 Council Report No. 98-135 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT FRANKLIN ROAD WATER MAIN REPLACEMENT PROJECT NUMBER 6366 BID NUMBER 98-4-16 We, the consideration. undersigned Bid Committee, hereby submit the attached report for your ~n'~H. Parrott, ChaTrman Soil E. Swain/ K~it ~.~Kiser~ ~'-'' JHP/PCS/bs Attachment: Bid Committee Report C: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to the City Manager for Community Relations City Engineer Construction Cost Technician Budget Administrator Manager, Office of Supply Management Commissioner of the Revenue May 18, 1998 Council Report No. 98-135 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Su~e~: BID COMMITTEE REPORT FRANKLIN ROAD WATER MAIN REPLACEMENT PROJECT NUMBER 6366 BID NUMBER 98-4-15 I concur with the Bid Committee recommendation relative recommend it to you for appropriate action. Sincerely, W. Robert Herbert City Manager to the above project and WRH/PCS/bs Attachment: Bid Committee Report 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 Budget Administrator Manager, Office of Supply Management Commissioner of Revenue May 18, 1998 Council Report No. 98-135 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT FRANKLIN ROAD WATER MAIN REPLACEMENT PROJECT NUMBER 6366 BID NUMBER 98-4-'15 Background on the subject in chronological order is as follows: Bo The 12 inch diameter water main located in Franklin Road between McClanahan Street and Beechwood Road has had a history of breaks and leakage. The existing water main was installed in the late 1940s and was constructed with cast iron pipe that was prevalent in the post war era. The type and age of the pipe now require that it be replaced. The existing line is proposed to be replaced with a new 12 inch diameter main of ductile iron. The 12 inch main is of sufficient capacity for the existing and anticipated future land use in the corridor. II. Current situation is as follows: Project for the water main replacement was advertised on Sunday, April 5. 1998, and bids were publicly opened and read aloud by D. Darwin Roupe. Manager of SUp_Ply Management, on Tuesday, April 21, 1998. Five (5) bids were received for the project with J.P. Turner and Brothers, Incorporated. 3862 Buck Mountain Road. P.O. Box 20041, Roanoke. Virginia 24018, submitting the Iow bid in the amount of $595.140 for the contract. Co Franklin Road will be completely resurfaced by the contractor at the completion of the water main construction. One half of the paving cost will be paid by the paving program. This is estimated to be approximately $90,000. D. The total construction cost of the project is estimated as follows: Construction Contract Contingency City Engineering $595,140 60,000 7.500 Total $662.640 Honorable Mayor and Members of City Council BID COMMITTEE REPORT FRANKLIN ROAD WATER MAIN REPLACEMENT PROJECT NUMBER 6366 BID NUMBER 98-4-15 May 18, 1998 Page 2 III. Issues in order of importance are as follows: A. Cost B. Funding C. Schedule IV. Alternatives in order of feasibility are as follows: Authorize the City Manager to execute a unit price contract, in a form approved by the City Attorney, with J.P. Turner and Brothers, Incorporated, in the amount of $595.140, with 180 calendar days for completion, with a project contingency of $60,000, and an allowance to pay in house cost to City Engineering of $7.500. 1. Cost is 7.6% below the Engineer's estimate of $644,512. Funding of $572,640 is available in Water Fund Retained Earnings and may be appropriated in an account to be established by the Director of Finance. Funding of $90,000 is available through the annual paving program to fund costs of resurfacing Franklin Road. Schedule for the project will be satisfied. The project will be completed by the fall of 1998. Do not authorize the City Manager to execute a contract with J.P. Turner and Brothers, Incorporated. 1. Cost would be based on future bids. Funding would remain in the Water Fund Retained Earnings and Paving Program as specified above. 3. Schedule for the project will be delayed. Recommendation is as follows: City Council concur in alternative "A" and take the following: Authorize the City Manager to execute a unit price contract, in a form approved by the City Attorney, with J.P. Turner and Brothers, Incorporated, in the amount of $595.140, with 180 calendar days for completion, with a project contingency of $60,000, and an allowance to pay in house cost to City Engineering of $7.500. Honorable Mayor and Members of City Council BID COMMITTEE REPORT FRANKLIN ROAD WATER MAIN REPLACEMENT PROJECT NUMBER 6366 BID NUMBER 98-4-15 May 18, 1998 Page 3 Appropriate $572,640 from Water Fund Retained Earnings to an account to be established by the Director of Finance entitled "Franklin Road Water Main Replacement." PCS/bs Attachment: Bid Tabulation 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 Budget Administrator Manager, Office of Supply Management Commissioner of Revenue TABULATION OF BIDS FRANKLIN ROAD WATER MAIN REPLACEMENT PROJECT NUMBER 6366 BID NUMBER 98-4-15 Bids were opened by D. Darwin Roupe, Manger, Office of Supply Management, on Tuesday, April 21, 1998, at 2:00 p.m. J.P. Turner and Brothers, Incorporated $595,140.00 E.C. Pace Company, Inc. $671,057.50 Aaron J. Conner, General Contractor, Inc. $693,648.00 Prillaman & Pace, Inc. $851,602.00 Dixon Contracting, Inc. $866,825.00 Estimated Cost: $644,512.00 Office of the City Engineer Roanoke, Virginia May 18, 1998 Mary F. Parker, CMCIAAE cay C~rk CITY OF ROANOKE Office of the City Clerk May 22, 1998 File ~67-216-373 · andra H. Eakin Deputy city C~.rk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 337984351898 authorizing the proper City officials to enter into a lease agreement between the City and the Commonwealth of Virginia, Department of Historic Resources, for office and laboratory space at the Buena Vista Recreation Center, for a one year period with the option to renew for four additional one year periods, upon certain terms and conditions. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, May 4, 1998, also adopted by the Council on second reading on Monday May 18, 1998, and will be in full force and effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io Attachment pc: H. Alexander Wise, Jr., Director, Department of Historic Resources, 2801 Kensington Avenue, Richmond, Virginia 23221 N:~.~4I.OI~,~AY18.W1~O W. Robert Herbert May 22, 1998 Page 2 pc: Dr. John R. Kern, Director, Roanoke Regional Preservation Office, 1030 Penmar Avenue, S. E., Roanoke, Virginia 24013 James D. Grisso, Director of Finance William F. Clark, Director, Public Works John W. Coates, Manager, Parks and Recreation Glenn A. Asher, Risk Management Officer N:~CKt. OIU~.Y18.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 18th day of May, 1998. No. 33798-051898. AN ORDINANCE authorizing the proper City officials to enter into a lease agreement between the City and Commonwealth of Virginia, Department of Historic Resources, for office and laboratory space at the Buena Vista Recreation Center, upon certain terms and conditions. BE IT ORDAINED by the Council of the City of Roanoke that the City Manager and City Clerk are authorized to execute and attest, respectively, on behalf of the City of Roanoke, in form approved by the City Attorney, the appropriate lease agreement with the Commonwealth of Virginia, Department of Historic Resources, for office and laboratory space at the Buena Vista Recreation Center, for a one (1) year period, with the option to renew for four (4) additional one (1) year periods, and upon such other terms and conditions as are deemed appropriate and as more particularly set forth in the report to this Council dated May 4, 1998. ATTEST: City Clerk. II:\ORD\O-I,E-IIIS. I CITY '98 APR 29 A8:lO May 4, 1998 Council Report ~98-128 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: SUBJECT: Lease Agreement for use of Buena Vista Recreation Center by Commonwealth of Virginia Department of Historic Resources BACKGROUND: ae Initial lease executed on March 1, 1989 between the City of Roanoke and the Commonwealth of Virginia Department of Conservation and Historic Resources. Term was for one year at no ¢$0) fee and covered office space as well as laboratory space. Be Two subsequent lease~ covering the period March 1, 1990 thru February 28, 1993 were approved by City Council. Ce The most recent lease renewal covering the period March 1, 1993 through February 28, 1998 was approved by Council on March 8, 1993, but was never executed. Virginia Department of Historic Resources remained at Buena Vista during this time as a tenant at will. II. CURRENT SITUATION: A® Request for a lease for the period beginning March 1, 1998 has been received (see attached letter). Bo Virqinia Department of Historic Resources continues to occupy approximately 900 square feet of second floor office space and approximately 1,100 square feet of basement laboratory space at Buena Vista. Ce The proposed Lease Aqreement (attached) has been drafted by City Attorney with input from Parks and Recreation department staff and agreed to by Virginia Department of Historic Resources. Honorable Mayor and Council Members Department of Historic Resources Lease at Buena Vista Recreation Center May 4, 1998 Council Report #98-128, Page 2 De The proposed Lease Agreement is for one (1) year with the option to renew for four (4) additional one (1) year periods if mutually agreeable to both parties. Rental fee remains at no dollars rS0). III. ISSUES: A. Need B. Legal C. Asset Utilization IV. ALTERNATIVES: ae City Council authorize the Lease Agreement to b~ approved as to form by City Attorney and signed by City Manager. 1. Need for office space by Department of Historic Resources will be met. Legal authority is vested in Council to enter into an Agreement with Department of Historic Resources. Utilization of spac- which otherwise would be vacant will occur and Roanoke City residents may better experience benefits of Department of Historic Resources services. City Council not authorize the Lease Agreement to be approved as to form by City Attorney and signed by City Manager. Need for office space by Department of Historic Resources will not be met. Legal authority vested in Council to enter into a Lease Agreement is moot. Honorable Mayor and Council Members Department of Historic Resources Lease at Buena Vista Recreation Center May 4, 1998 Council Report #98-128, Page 3 Space currently occupied by Department of Historic Resources will probably go unused, and City residents may experience reduced Department of Historic Resources services. RECOI~I~ENDATION is that City Council concur with Alternative "A", and Authorize the City Manager to execute a Lease Agreement with the Commonwealth of Virginia Department of Historic Resources for office and laboratory space at Buena Vista recreation center in form approved by the City Attorney. WRH/j jn Attachment Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works Manager, Parks & Recreation Business Coordinator, Parks & Recreation Recreation Superintendent, Parks & Recreation City Risk Management Officer Director, Department of Historic Resources Director, Roanoke Regional Preservation Office II. Alexander Wise, Jr., Director John R. Kern, Director Roanoke Regional Office COMMONWEALTH of VIRG I ;s ;:: ,_, Departm~ht df lt[stOric Resour~ks,.. ,;/ 221 Governor Street bl/l)?~i~ Richmond. Virginia 23219 ;~ ~., ~.~; ~- ~ ' Phone: (804) 786-3143 J~uary 23 r~.} 9.9:8 '"' '''~~ 1030 Penmar Ave., S.E. Roanoke. Virginia 24013 Phone: {703) 857-7585 Mr. John W. Coates, Manager Roanoke City Parks & Recreation 210 Rese~rve Ave., SW Roanol~:e, VA. 24016 Dear Mr. Coates: The Department of Historic Resources has initiated communication with the Department of General Services to submit a Notice of Lease Intent for renewal of the original lease between the City of Roanoke and DHR for office and laboratory space for the Roanoke Regional Preservation Office in the Buena Vista Recreation Center, the handsome antebellum residence owned by Roanoke City and administered by Roanoke City Parks and Recreation. The Roanoke Regional Preservation'Office presently occupies space in Buena Vista Recreation Center under a four year lease,agreement with the City of Roanoke, which expires February 28, 1998. This present agreement is a renewal of the original lease between DHR and the City of Roanoke for a term that began March 1, 1989. Thank you for your attention to this lease renewal. Please accept our thanks for Roanoke City's generous hospitality, which has enabled the Roanoke Regional Preservation Office to establish a strong preservation partnership with Roanoke City and tN'oughout Southwest Virginia. Please call me ifI can be of any assistance in this matter. Sincerely, hn R. Kern, Ph.D. Director, RRPO CC: Nina Pierce Deborah Roddenberry Ft. Alexander Wise, .Ir An Equal Opportum'ty Agency 84-18-98 81:49PH TO 98531ZB? · B8 P.Z/8 THIS LEASE ACREEMENT, made this day of 1998, by and between the CITY OF ROANOKE (the "Lessor") and the CON~ONWEALTH OF VIRGINIA, by the Depar~aent of Historical Resources (the "Lessee"), pursuant to S10.1-104 A2 of the Code of Virginia (1950), as amended. W I T N E S S E T H: FOR AND IN CONSIDERATION of the terms, conditions, covenants, promises and agreements herein made, Lessor hereby leases and demises unto Lessee those portions of Buena V£sta Recreation Center ("Recreation Center") outlined £n red on Attachment Nos. 2 and 3, consisting of approximately 900 square feet of office space and 1100 square feet of laboratory space ("Premises"). 1. INITIAL TERM OF LEASE: The Premises are leased to Lessee for a period of one (1) year, beginning on the day of , 19 , and terminating on the day of , 19 (the "Initial Term"). 2. RENT: Lessee covenants to pay Lessor the sum of NO DOL?.~RS and NO CENTS ($0.00] as rent. 3. PURPOSE AND USE OF PR~.MISES: The Premises are leased to be used and occupied by the Lessee, and its agents and employees, for a pilot Regional Preservation Center Program, offices and archaeology labora=ory. ACCESSIBILITY BY THE HANDICAPPE~: (A) Lessor agrees that, when the Recreation Center is open to the public, the Recreation Center leader will notify Lessee's employees on the Premises of the arrival of physically handicapped and aged ~nd~viduals needing information or assistance from the Lessee. Whenever required by Lessee to meet the needs of phys~cally~ handicapped individuals, the Recreation Center~~ will provide suitable meeLlng space on the ~a~n floor to the aecreation Center, if such space is available. Access for the handicapped during hours when the Recreation Center is ~]ot open to the public will not be available and other arrangements will be made by Lessee's employees. FROH B4-1B-g8 BI:§BPH TO 9B§31ZB? mBB P.3/B (s) Lessee shall comply with Lessor's requirements, including means of access to the Premises and parking. It is agreed that public access to the office space assigned to the Lessee on the second floor (see attachment) will be through the front entrance of the building when the Recreation Center is open to the public. DELIVERY OF POSSESSION: (A) LeSSOr covenants to deliver quiet possession of the Premises at the commencement of the initial term. Lessor covenants to deliver the Premises to Lessee upon the commencement of the initial term in good repair and condition, suitable for the purposes and uses for which the Premises are leased. Lessor warrants that all plumbing, heating, air conditioning, electrical and mechanical devices and appliances of every kind or nature located upon or serving the Premises are, or will be, in good repair, condition and working order as of the commencement of the initial term. MAINTENANCE: Lessor covenants to keep, repair and maintain, at Lessor's expense, the Premises and all plumbing, heating, air conditioning, electrical and mechanical devices, appliances and equipment located upon or serving the Premises at the commencement of occupancy of this Lease Agreement in good repair, condition and working order suitable to the purposes and uses for which Lessee has leased the same, during the initial term and any renewal terms. As used herein, the word "repair" shall be deemed to mean and include replacement of broken or cracked glass. Lessee agrees and consents that Lessor shall have the right to enter the Premises at all reasonable times for the purpose of inspecting or making any repairs or routine maintenance that Lessor may deem necessary or appropriate. UTILITIES: Lessor shall provide, at Lessor's expense, electricity, water, sewage and trash disposal, to and for the Premises during the initial term and any renewal terms. In the event that any one or more such utilities are not provided or are reduced, other than due to causes beyond the reasonable control of Lessor, and the failure to provide or reduction of same renders the Premises unsuitable for the purpose and use for which same are leased, then Lessee, in addition to any other remedy available under the law, shall be entitled to deduct from the total rent, or any installment thereof, the per diem rental, for each day that the Premises are rendered unsuitable due to the failure to provide or reduction of such utilities. Lessee shall provide, at Lessee's expense, telephone and supplemental heating and air conditioning, with the approval of the Lessor. FROM 84-18-98 Bi:SBPM TO 98531Z87 aSB P.4/B e 10. ALTERATIONS BY LESSEE: With the consent of Lessor, Lessee may make such alterations, modifications, additions and/or improvements upon or to the Premises and may install or remove such fixtures and partitions as Lessee may deem proper; provided, however, that any structural alterations of the roof, foundation or exterior walls shall require the prior written consent of Lessor. All materials used in such alterations, modifications, additions or improvements, and fixtures and partitions made and/or installed by Lessee shall remain the property of the Lessee and, upon termination of this Lease Agreement, shall, at Lessor's request, be removed. DAMAGE OR DESTRUCTION OF PREMISES: (A) If the Premises are damaged by fire or other casualty so as to render same, in the opinion of Lesse~, untenantable for the purposes or uses for which Lessee has leased same, this Lease Agreement, and all obligations hereunder, shall immediately terminate upon Lessee's giving notice of that fact to Lessor by certified or registered mail, return receipt requested, as hereinafter provided. (B) Under no circumstances of destruction of the Premises, in part of in whole, by fire or other casualty shall the Lessor be required to repair or restore the Premises. As used herein, the words "repair" and "restore" shall be deemed to mean and include replacement of broken, cracked or damaged glass or windows. (C) Any property or equipment placed or stored in the Premises by Lessee shall be at the risk of the Lessee. Nothing herein shall affect the Lessor's liability, if any, for property damage caused by the negligence of its officers, agents, or employees. Lessee shall be responsible for damage to, or loss of, real or personal property of Lessor caused by the negligence of Lessee or its officers, agents or employees. At the termination of this Lease Agreement, Lessee shall deliver peacefully the Premises to Lessor. RENEWAL OF LEASE: With written approval of the City Manager, Lessee shall have the option to renew this Lease Agreement for an additional term of one year upon such terms and conditions as may be mutually agreed to by the parties. This Lease Agreement may be renewed for up to four (4) additional one- year terms. 11. TERMINATION: (A) This Lease Agreement and any renewal term of this Lease Agreement may be terminated by either party only upon 3 FROH B4-1B-58 Bl:51PM TO 58531ZB? mBB P.5/B 12. written notice to the other party by certified or registered m~il, return receipt requested, at least three (3) months prior to December '31 of any year in which the Lease Agreement is in force; otherwise, this Lease Agreement may be renewed and continued as provided in Paragraph No. 10. In addition, during any renewal term, Lessee, at its option, may terminate this Lease Agreement at any time upon at least three (3) ~onths written notice to Lessor by cert~fied or registered ma~l, return receipt requested. (B) (c) Notwithstanding any provision in this Lease Agreement to the contrary, if any session of the Virginia General Assembly falls to appropria~e funds for the continuance of this Lease Agreement or the federal government fails to appropriate or allocate sufficient funds for the purpose of continuation of this Lease Agreement, it shall automatically terminate upon depletion of the then currently allocated funds. Notwithstanding any provision to the contrary, if, by operation of flaw, the leasing agency designated An Paragraph No. 3 shall cease to exist or ~ts powers and authority are limited so as not to permit the continued use of the Premises for the purpose and use for which same is leased, then this Lease .Agreement and all obligations of Lessee hereunder shall terminate. (D) This Lease Agreement shall not be assigned and the property or any portion thereof shall not be sublet without Lessor's prior written consent, which consent shall not be unreasonably withheld. NOTICE: (A) Any and all notices affecting this Lease Agreement may be served by the parties hereto, or by their duly authorized agents, as effectively as if the same were served by any officer authorized by law to serve such notices. The return of such party, or its duly authorized agent, showing the time, place and manner of service of such not$ce shall have the same force and effect in any legal proceedings based thereon as a return of service by any officer authorized by law to serve such notice. All notices requzred by law to be served upon, and all notices permitted by this Lease Agreement to be mailed to, a party to this LeaSe Agreement shall be served upon or mailed to, as the case may be, the following agents for each party who are hereby appointed and designated as such for the purpose of receiving all such notices: 4 84-1B-gB B1:51PN TO 98531287 · BB P.6/B 13. 14. (c) (2) Lessor's agent shall be: Manager of Parks and Recreation 210 Reserve Avenue, S.W. Roanoke, Virginia 24016 Lessee's agent shall be: Director, Division of Historic Landmarks 221 Governor Street Richmond, Virginia 23219. Each party shall immediately notify the other party, in writing, of any change of agents, and no change of agents shall be effective until such notice Is given. Where, under ~he terms of this Lease Agreement, a notice is required or permitted to be sent by certified or registered mail, return receipt requested, and such notice is not mailed in such manner, the notice shall be effective if actually received by the party, or its appointed agent, to whom the notice is directed. BINDING UPON SUCCESSORS= This Lease Agreement shall be binding upon the heirs, successors in interest and assigns of the parties hereto. ENTIRE AGREEMENT: Thls Lease Agreement constitutes the entire, full and complete understanding and agreement of the parties, and all representations, conditions, statements, warranties, covenants, promises or agreements previously made or given by either party to the other are hereby expressly merged into this Lease Agreement and shall be null, void and without legal effect. 15. MODIFICATION: This Lease Agreement shall not be modified, altered or amended except by written agreement executed by the parties hereto, with the same formality as this Lease Agreement. 16. PARAGRAPH ~ADINGfi: Headings to the paragraphs are mere catchwords and are illustrative only; they do not form a part of this Lease Agreement nor are they intended to be used in construing the same. 17. ADDITIONAL PROVISIONS: This Lease Agreement is subject to the terms, conditions, modifications, additions and/or deletions provided in the following designated attachments which are incorporated herein by reference: See-Attachment 1. FROH B4-1B-gB B1:52PH TO 98531ZB? ~88 P.7/B IN WITNESS WHEREOF, the parties have affixed their signatures and seals, as of the date first hereinabove written. ATTEST: CITY OF ROANOKE Mary F. Parker, City Clerk By: W. Robert Herbert, City Manager ATTEST: COMMONWEALTH OF VIRGINIA, by the Department of Historical Resources By: Title: COMMONWEALTH OF VIRGINIA CITY OF ROANOKE To-wit: The foregoing instrument was acknowledged before me this day of , 1998, by W. Robert Herbert, City Manager, for and on behalf of Said municipal corporation. My Commission expires: Notary Public Approved as to form: Approved as to execution: 6 FROH B4-1B-gB Bh52PH TO 98531ZB? =B8 P.B/8 COMMONWEALTH OF VIRGINIA CITY OF RICHMOND To-wit .' The foregoing instrument was acknowledged before me this day of , 1998, by , the of .., for and on behalf of the Commonwealth of Virginia. My Commission expires: Notary Public Recommend Approval: Division of Engineering and Buildings Recommend Approval: Department of General Services By: , By: Director Director APPROVED BY THE GOVERNOR: Pursuant to S of the Code of Virginia (1950), as amended, as the offlclaZ designee of the Governor o£ Virglnla, as authorized and designated by Executive Order , dated · 19__, I hereby approve the acquisitio~ of the Premises pursuant to this Lease Agreement and the execution of this Instrument for, on behalf of, and In the stead o~ the Governor of Virginia. Secretary o£ AdmInistration Date: I I.~I,~'%^-IX'I IR.l(.' 7 At ta~..'.,l~t. No. 3 Att~cm~mt I~o. 2 Mary F. Parker, CMC/AAE C~ Clerk CITY OF ROANOKE Office of the City Clerk May 22, 1998 File #22-373 ~ndm H. Eakin Deputy C~y C~rk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33805-051898 authorizing the lease of City-owned property to the State Department of Health, located on the southwest corner of Campbell Avenue and Eighth Street, S. W., commonly known as 530 Eighth Street, S. W., for a three year term beginning July 1, 1998 and ending June 30, 2001, at a total lease fee of $28,800.00, upon certain terms and conditions. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, May 4, 1998, also adopted by the Council on second reading on Monday May 18, 1998, and will be in full force and effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io Attachment pc: James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities and Operations N:~..,KLOI~MAY18.WPO W. Robert Herbert May 22, 1998 Page 2 pc: 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 Patrick Leach, Lease Administrator, Billings and Collections Glenn A. Asher, Risk Management Officer Milton W. Carter, Business Manager, Health Department Sarah E. Fitton, Engineering Coordinator IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 18th day of May, 1998. No. 33805-051898. AN ORDINANCE authorizing the lease of certain City-owned property to the State Department of Health, upon certain terms and conditions. BE IT ORDAINED by the Council of the City of Roanoke that 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 State Department of Health for the Health Center located on the southwest corner of Campbell Avenue, S.W., and Eighth Street, S.W., commonly known as 530 Eighth Street, S.W., for a three-year term beginning July 1, 1998 and ending June 30, 2001, at a total lease fee of $28,800.00, upon such terms and conditions as more particularly described in the report to this Council from the Water Resources Committee dated May 4, 1998. ATTEST: City Clerk. H:\ORD\O-HEALTIt.g8 '98 P, PR 24 :l 4 May 4, 1998 Report No. 98-328 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Health Department Annex Lease Renewal (Old DMV Building) The attached staff report was considered by the Water Resources Committee at its regular meeting on April 20, 1998. The Committee recommends that Council authorize the execution of a new lease with the State Department of Health for the property located at 530 Eighth Street, S.W., for a term of three (3) years, in a form acceptable to the City Attorney, in accordance with conditions stated in the attached report. Respectfully submitted, Linda F. Wyatt, Chairperson 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 D. D. Daniels, Assistant to the City Manager for Community Relations Diane S. Akers, Budget Administrator Patrick Leach, Lease Administrator, Billings & Collections Glenn A. Asher, Risk Manager Milton W. Carter, Business Manager, Health Department Sarah E. Fitton, Engineering Coordinator Report No. 98-328 CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: April 20, 1998 TO: FROM: I~embers, V~ater Resources Committee Kit B. Kiser, Djre~;~',~L~ilities and Operations thru W. Robert He~N'~CIt~ Manager SUBJECT: Health Department Annex Lease Renewal (Old DMV Building) Background in chronological order is as follows: Lease Agreement with the State Department of Health for use of City property at 530 Eighth Street (Tax No. 1113210) known as the Health Center Annex was entered into July 1, 1979. B. State law limits leases to terms of five years unless publicly advertised. I1. Current Situation is as follows: A. Current lease will expire June 30, 1998 Lessee has requested a new lease, for a term of three years ending June 30, 2001, and has agreed to a total lease fee of $28,800. (See "Attachment A" for quarterly breakdown of lease fee.) Lessee has also requested that the City indemnify Lessee against claims resulting from the presence of friable asbestos or other environmental conditions deemed hazardous to the health or safety of persons entering the building. Members, Water Resources Committee April 20, 1998 Health Department Annex Lease Renewal (Old DMV Building) Page 3 Timing to provide new lease prior to expiration of current term is not met. Income to City_ will be zero. Cost to City_ will be the cost of annual maintenance. Average for the last three fiscal years is $4,023 per year. Mo Water Resources Committee's recommendation is that City Council authorize execution of a new lease with the State Department of Health for the property located at 530 Eighth Street, SW, for a term of three (3) years, in a form acceptable to the City Attorney in accordance with Alternative "A". WRH/KBK/SEF Attachment CC; City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Budget Administrator Lease Administrator, Billings and Collections Risk Manager Business Manager, Health Department Members, Water Resources Committee April 20, 1998 Health Department Annex Lease Renewal (Old DMV Building) Page 2 III. IV. Issues in order of importance are: A. Need B. Timing C. Income to City D. Cost to City Alternatives in order of feasibility are: Water Resources Committee recommends that City Council authorize execution of a new lease with the State Department of Health for the property located at 530 Eighth Street, SW, for a term of three (3) years, in a form acceptable to the City Attorney. Need of State Department of Health for space to continue health services programs is met. Timing to provide new lease prior to expiration of current term is met. Income to City will be $28.800 over the three (3) year term of the lease. Cost to City will be the cost of annual maintenance. Average for the last four fiscal years is $4,023 per year. Water Resources Committee does not recommend that City Council authorize execution of a new lease with the State Department of Health for the property located at 530 Eighth Street, SW, for a term of three (3) years, in a form acceptable to the City Attorney. Need of State Department of Health for space to continue health services programs is not met. DGs/DEB L1-A R~d 11/1/93 Attachment A Schedule of Payments July 1, 1998-September 30, 1998 October 1, 1998-December 31, 1998 January 1, 1999-March 31, 1999 April 1, 1999-June 30, 1999 July 1, 1999-September 30, 1999 October 1, 1999-December 31, 1999 January 1, 2000-March 31, 2000 April 1, 2000-June 30, 2000 July 1, 2000-September 30, 2000 October 1, 2000-December 31, 2000 January 1, 2001-March 31, 2001 April 1, 2001-June 30, 2001 TOTAL OF PAYMENTS $ 2,100 2,100 2,100 2,100 $ 2,400 2,400 2,400 2,400 $ 2,700 2,700 2,700 2,700 28~800 Mary F. Parker, CMCIAAE C~y C~rk CITY OF ROANOKE Office of the City Clerk May 22, 1998 File #2-67-166 Sandra H. Eakin r~puty c~ c~rk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33811-051898 declaring the former "Caretaker's House' located at 1902 Prospect Road, S. E., in Mill Mountain Park to be surplus and authorizing its sale, removal or demolition. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, May 4, 1998, also adopted by the Council on second reading on Monday May 18, 1998, and will be in full force and effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:Io Attachment pc: James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations N:~CKLO1 ~MAY18.WPO W. Robert Herbert May 22, 1998 Page 2 pc: Charles M. Huffine, City Engineer John W. Coates, Manager, Parks and Recreation D. Darwin Roupe, Manager, Supply Management Glenn A. Asher, Risk Management Officer Diane S. Akers, Budget Administrator, Office of Management and Budget Henry E. Culp, Project Coordinator, Public Works Sarah E. Fitton, Engineering Coordinator N:~K~.O1 V~tA. Y1 IN THECOUNCILOFTHECITY OF ROANOKE, VIRGINIA The 18th day of May, 1998. No. 33811-051898. AN ORDINANCE declaring a certain structure located at Mill Mountain Park surplus and authorizing its sale, removal or demolition. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The former "Caretaker's House" owned by the City and located at 1902 Prospect Road, SE, Roanoke, Virginia in Mill Mountain Park is hereby declared to be surplus to the City's needs. 2. The City Manager or his designee is authorized to provide for the sale of the house structure only (not the real property) to House Movers of Roanoke Valley, Inc., or if such sale is not concluded, to sell, remove or demolish the above described structure, as more particularly set forth in the report to this Council dated May 4, 1998. ATTEST: City Clerk. CITY r.! r-~ ...... '98 / PR 24 :14 May 4, 1998 Report No. 98-335 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Surplus City-owned Property Mill Mountain Caretaker's House The attached staff report was considered by the Water Resources Committee at its regular meeting on April 20, 1998. The Committee recommends that Council declare the house (not real property) as surplus and authorize the sale of the Caretaker's House to House Movers of Roanoke Valley, Inc. for $100.00, or otherwise be sold or demolished, in accordance with conditions stated in the attached report. Respectfully submitted, --' Chairp~ (inCa 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 John W. Coates, Manager, Parks & Recreation D. D. Roupe, Manager, Supply Management Glenn A. Asher, Manager, Risk Management Diane S. Akers, Budget Administrator Henry E. Culp, Public Works Project Coordinator Sarah E. Fitton, Engineering Coordinator Report No. 98-335 CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: TO: FROM: SUBJECT: April 20, 1998 Members, Water Resources Committee "Kit B. Kiser, Director. Utilities and Operations thru W. Robert Herb~anager Surplus City-owned Property Mill Mountain Caretaker's House Background in chronological order is as follows: Ao Caretaker's House for Mill Mountain Park was erected in 1973 for the use of the full time resident Caretaker. Bo House is of modular construction and was purchased for $14,950. It is approximately 900 square feet with two bedrooms, one bath, kitchen and dining area, and living room. C. House has been vacant and is in need of extensive maintenance. II. Current Situation is as follows: House is no longer needed by the City as we no longer have a resident Caretaker for Mill Mountain Park. It may be sold or otherwise disposed of as surplus property. The real property will remain City property. House has become a potential liability and maintenance issue for the City. Also, the appearance of the house detracts from the rest of the Park. Quotes were solicited from qualified house movers. House Movers of Roanoke Valley, Inc. has offered the City $100.00 for the house. Members, Water Resources Committee Surplus City-Owned Property Mill Mountain Caretaker's House April 20, 1998 Page 2 III. Issues in order of importance are: A. Need B. Cost to City C. Income to City D. Environmental Concern IV. Alternatives in order of feasibility are: Water Resources Committee recommends that City Council declare the house structure (not the real property) as surplus property and authorize the sale of the Caretaker's House (not real property) to House Movers of Roanoke Valley, Inc. for $100.00. Purchaser to be responsible for removing the house, at purchaser's cost, from City property. If the house cannot be sold and removed, to authorize the house to be sold to another entity or demolished, as may be deemed appropriate by the City Manager or his designee. 1. Need no longer exists for a Caretaker's house on Mill Mountain. 2. Cost to City will be zero. 3. Income to City will be $100.00. Environmental Concern is that houses of this period may contain asbestos. The house can be removed from the site intact, thus eliminating the need for abatement. Water Resources Committee does not recommend that City Council declare the house as surplus and authorize the sale of the Caretaker's House to House Movers of Roanoke Valley, Inc. for $100.00, or in the alternative that the house be sold to another entity or demolished. Members, Water Resources Committee Surplus City-Owned Property Mill Mountain Caretaker's House April 20, 1998 Page 3 Need to remove the house still exists. Cost to City will be the cost of demolition and removal of debris, estimated at $2,000.00. Income to City will be zero. Environmental Concern relating to asbestos would have to be resolved prior to demolition, requiring the additional expense of testing and abatement, if necessary. Mo Water Resources Committee's Recommendation is that City Council declare the house (not real property) as surplus and authorize the sale of the Caretaker's House to House Movers of Roanoke Valley, Inc. for $100.00, or otherwise be sold or demolished, in accordance with Alternative "^". WRH/KBK/SEF CC: City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Manager, Parks and Recreation Manager, Office of Supply Management Manager, Risk Management Budget Administrator Public Works Projects Coordinator Engineering Coordinator Mary F. Parker, CMCIAAE C~ty Clerk CITY OF ROANOKE Office of the City Clerk May 22, 1998 File #27-60-79-289-468 ~andm H. Eakin Deputy C~y Ck~rk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33831-051898 establishing a rate schedule for certain water and sewage rates and related charges for services provided by the City, effective August 1, 1998, and July 1, 1999; and directing amendment of the Fee Compendium. The abovereferenced measure was adopted by the Council of the City of Roanoke on first reading on Monday, May 4, 1998, also adopted by the Council on second readin8 on Monday May 18, 1998, and will be in full force and effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMC/AAE City Clerk Ml~:lo Attachment lames D. Gri~o, Director of Finance Kit B. Kiser, Director, Utilities and Operations Dana D. Long, Chie~ Billings and Collections ~esse H. Perdue, Ir., Manager, Water Department Steven L. Walker, Manager, Water Pollution Control Plant Diane S. Akers, Budget Administrator, Office of Management and Budget N:W.,KLO1~dAY18.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 18th day of May, 1998. No. 33831-051898. AN ORDINANCE establishing a rate schedule for certain water and sewage rates and related charges for services provided by the City effective August 1, 1998, and July 1, 1999; and directing amendment of the Fee Compendium. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The water and sewage rates and other related rates and charges for services provided by the City of Roanoke shall be as set forth in Exhibit A, attached hereto, and which Exhibit is also a part of the report of the City Manager and Director of Finance, dated May 6, 1998, which report is incorporated by reference herein, such rates and charges to be effective for all water, sewage, fire service and related services and statements rendered on or after August 1, 1998, and July 1, 1999, as set forth in Exhibit A. 2. The Fee Compendium of the City, maintained by the Director of Finance and authorized and approved by City Council by Resolution No. 32412-032795, adopted March 27, 1995, effective as of that date, shall be amended to reflect the amended rates and charges established by this Ordinance. 3. Ratea and charges established by this Ordinance shall remain in effect until amended by this Council. ATTEST: City Clerk. EXHIBIT "A" WATER RATES Rate Schedule to be Effective with all Service Billings On and After Date Shown Meter Size 5/8" Meter 3/4" Meter 1" Meter I 1/2" Meter 2" Meter 3" Meter 4" Meter 6" Meter 8" Meter 1 O" Meter 12" Meter Next 2,800 cu. ft. All over 3,000 cu. ft. Notes: 1. 11 6" 8" 10" 12" Minimum Charges Based on Allowance of 200 Cu. Ft. Per Month Effective August 1, 1998 $ 2.16 6.35 8.47 21.18 33.86 84.65 135.42 338.58 541.71 866.73 1,354.33 Effective July 1, 1999 $ 2.27 6.67 8.89 22.24 35.55 88.88 142.19 355.51 568.80 910.07 1,422.05 · 89/1 O0 · 75/1 O0 .93/100 .79/100 For retail water service sold outside the City limits, the minimum charge is 100% greater than City rates. Minimum charges and quantity allowances are three times greater for consumers billed quarterly. Cost for water rates and service outside the City limits in excess of the minimum quantity will be: $1.78/100 cu. ft. beginning August 1, 1998 $1.86/100 cu. ft. beginning July 1, 1999 Fire Services - Minimum Monthly Charges August 1, 1998 $ 82.19 185.65 292.91 519.26 739.21 July 1, 1999 $ 86.30 194.93 307.56 545.22 776.17 Cost per 100 cu. ft. of water used SEWAGE RATES August 1, 1998 $1.54 July 1, 1999 $1.62 EXHIBIT "a" - PG. 2 NEW SERVICE AND SPECIAL CHARGES Water Service Connection and Meter Fees Service Connection Char.qe Meter Charge Size Au¢l. 1. 1998 July 1, 1999 3/4" $ 935.00 $ 981.00 5/8" 3~4" 945.00 992.00 3~4" 1" 979.00 1,028.00 1" 1 1/2" 4,685.00 4,919.00 1 1/2" 2" 4,774.00 5,013.00 2" 3" 6,951.00 7,299.00 3" 4" 7,308.00 7,673.00 4" 6" 7,371.00 7,740.00 6" 8" 8,416.00 8,837.00 8" 10" 8,610.00 9,041.00 10" Meter Charqe Au.q. 1, 1998 $ 79.00 121.00 150.00 250.00 318.00 1,024.00 1,596.00 3,129.00 5,119.00 6,300.00 July 1, 1999 $ 83.00 127.00 158.00 263.00 334.00 1,075.00 1,676.00 3,285.00 5,375.00 6,615.00 Special Charges Request for new water service, new contract, or name change Each request for service beyond initial contract Recheck reading (no charge if misread) Investigation of exterior leak (no intedor leak investigation will be performed) Meter test - removable meter (no charge if found defective) Meter test - stationary meter (no charge if found defective) Each service tdp for non-payment Bad check charge Overtime charge - additional charge for work other than 8:00 a.m. to 5:00 p.m., Mon.- Fd. Septic tank truck discharge up to 1,500 gallons over 1,500 gallons Auaust 1. 1998 $ 0.00 20.00 15.00 30.00 30.00 75.00 30.00 20.00 25.00 31.75 47.50 July 1, 1999 $ 0.00 25.00 20.00 35.00 35.00 100.00 35.00 20.00 30.00 33.50 50.00 EXHIBIT "a" - PG. 3 Special Industrial Sewage Treatment Charges Over 900,000 gallons per month Over 1,875 lbs. BOD per month Over 135 lbs. TKN per month Over 112.5 lbs. Phosphorus per month Over 1,875 lbs. Suspended Solids per month Au,qust 1, 1998 · 17/1000 gals. 72.24/1000 lbs. 614.75/1000 lbs. 522.34/1000 lbs. 57.35/1000 lbs. July 1, 1999 · 18/1000 gals. 75.85/1000 lbs. 645.49/1000 lbs. 548.46/1000 lbs, 60.22/1000 lbs. Mary F. Parker, C¥ClAAE cay Ck.k CITY OF ROANOKE Office of the City Clerk May 22, 1998 File//305 Sandm H. Eakin Deputy c~y c~rk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33848-051898 authorizing the City to make a voluntary contribution in lieu of taxes to Botetourt County, subject to certain terms and conditions. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, May 18, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io pc: Gerald A. Burgeaa, County Administrator, Botetourt County, Courthouse Complex, Main and Roanoke Streets, Fincastle, Viriinia 24090 W"flbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director, Human Development lack E. Trent, Superintendent, Youth Haven I Diane S. Akers, Budget Administrator, Office of Management and Budget N:~,KL01 ~I~.AY 18.W1~0 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 18th day of May, 1998. No. 33848-051898. A RESOLUTION authorizing the City to make a voluntary contribution in lieu of taxes to Botetourt County, subject to certain terms and conditions. WHEREAS, the City of Roanoke has three facilities located in Botetourt County, specifically the Coyner Springs Juvenile Detention Home, Sanctuary and Carvins Cove; and WHEREAS, the City of Roanoke desires to make a fair contribution toward the expenses of Botetourt County which results from these facilities being located in Botetourt County; and WHEREAS, Roanoke City Council desires to resolve all issues between the jurisdictions, including the case of The County of Botetourt v. The City of Roanoke, CH 97000225, pending in the Circuit Court for the County of Botetourt. NOW, BE IT RESOLVED by the Council of the City of Roanoke as follows: /1. Beginning January 1999, the City agrees to make a voluntary contribution in lieu of taxes to Botetourt County in the amount of $33,000 per year for fifteen (15) years in exchange for Botetourt County agreeing to forego taxation of City-owned property in Botetourt County for fifteen (15) years. Said voluntary contribution will be made in the month of January each year. On and after January 1, 2000, the City's voluntary contribution will be adjusted up or down by the most recently published Consumer Price Index. No such adjustment either up or down will exceed five percent (5%). 2. The City agrees that it shall transport or cause to be transported all juveniles between the Juvenile Detention Home at Coyner Springs and the courts in Fincastle, except for those juveniles who were initially placed in the Juvenile Detention Home at Coyner Springs as a result of an offense committed in Botetourt County. ATTEST: City Clerk. I{:~,R E~XR-IK)'I'I': I A