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Home My WebLink AboutCouncil Actions 03-16-98SWAIN 33739 ROANOKE CITY CO UNCIL REGULAR SESSION March 16, 1998 12:lSp. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order -= Roll Call. All Present. A briefing with regard to the Highway Improvement Program. (15 minutes) File #77 At 12:55 p.m., the meeting was declared in recess until 2:00 p.m. ROANOKE CITY CO UNCIL REGULAR SESSION March 16, 1~8 2:00p. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order-- Roll Call. All Present. The Invocation was delivered by The Reverend George R. Pruitt, Jr., Supply Priest, St. Elizabeth's Episcopal Church. 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, March 19, 1998, at 7:00 p.m. 2 0 ANNOUNCEMENTS: THE PUBLIC IS ADVISED THAT MEMBERS OF COUNCIL RECEIVE THE CITY COUNCIL AGENDA AND RELATED COMMUNICATIONS, REPORTS, ORDINANCES AND RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED IN OBTAINING A COPY OF ANY ITEM LISTED ON THE AGENDA MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456, MUNICIPAL BUILDING, OR CALL 853-2541. CONSENT AGENDA C-1 (Approved 7-0.) 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. A communication from Mayor David A. Bowers requesting an Executive Session to discuss vacancies on various authorities, boards, commissions and commiRees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in File #110-132 Executive Session. C-2 Qualification of the following persons: Ann J. Francis as a City representative to the Blue Ridge Community Services Board of Directors for a term ending December 31, 2000; and File #1~-110-335 3 S. Deborah Oyler as a Director of the Industrial Development Authority of the City of Roanoke for a term ending October 20, 2001. File #15-110-207 RECOMlVIENDED ACTION: Receive and file. REGULAR AGENDA o HEARING OF CITIZENS UPON PUBLIC MATTERS: None. 4. PETITIONS AND COMMUNICATIONS: A communication from the Roanoke City School Board requesting appropriation of $360,000.00 from the Capital Maintenance and Equipment Replacement Fund to be used for classroom/library furniture for Woodrow Wilson Middle School; appropriation of funds to certain school grant accounts; and a report of the Director of Finance recommending that Council concur in the request. Adopted Ordinance No. 33739-031698. (7-0) File 060-467 A communication from Jacqueline L. Shuck, Executive Director, Roanoke Regional Airport, requesting approval of the Airport Commission's 1998- 99 proposed Operating and Capital Purchases budget, as well as a listing of proposed capital expen~es which are expected to exceed $100,000.00. Adopted Resolution No. 33740-031698. (7-0) File #9-60 4 $. REPORTS OF OFFICERS: a. CITY MANAGER: BR~FINGS: None. ITEMS RECOMMENDED FOR ACTION: A report recommending execution of an amendment to the agreement between the City of Roanoke and the Roanoke Redevelopment and Housing Authority, to provide and enhance Roanoke City Police C.O.P.E. activities on property managed by the Housing Authority. Adopted Resolution No. 33741-031698. (7-0) File #5-178 Council Member Swain requested a progress report on when the new Police Chief will submit hin recommendation regarding police sub-stations. Vice-Mayor Wyatt requested that City staff investigate the feasibility of purchasing a police mobile unit, similar to a unit which is used by the City of Philadelphia. A report recommending fund appropriations bom the Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings Account, to provide for acquisition of priority technology needs and enhancements. Adopted Ordinance No. 33742-031698. (7-0) File ~60-270-472 5 o A report recommending adoption of measures requesting that the Virginia Department of Transportation authorize two railroad grade crossing safety projects as urban highway projects to be included in this year's update of VDOT's Six-Year Improvement Program. Adopted Resolution Nos. 33743-031698 and 33744-031698. (7-0) File #77 A report recommending execution of a City-State Agreement between the City and the Virginia Department of Transportation, and appropriation of ISTEA funds in the amount of $40,000.00 for improvements to the Virginia Museum of Transportation. Adopted Ordinance No. 33745-031698 and Resolution No. 33746-031698. (7-0) File 060-229-422 e A report recommending execution of an architecturaVengineefing contract with LMW, PC, in association with DJG, Inc., for design, development and construction documents, contract administration and project inspection for construction of a new fire station for the Peters Creek Road Corridor; and appropriation of funds in connection therewith. Adopted Ordinance 33748-031698. (7-0) File ~60-70-405 NO. 33747-031698 and Resolution No. A report recommending fund appropriations from the Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings Account, to provide funds for acquisition of certain operational items for various City departments. Adopted Ordinance No. 33749-031698. (7-0) File #270-472 The Mayor suggested that information be included on the City. Page of the Roanoke Times with regard to proposed CMERP projects. A report recommending adoption of a Resolution endorsing the membership of Franklin County in the Fifth Planning District Regional Alliance. Adopted Resolution No. 33750-031698. (7.0) File #326 b. DIRECTOR OF FINANCE: A report with regard to procurement of software and hardware for a Utility Billing System, and procurement of meter reading hand held devices. Adopted Ordinance Nos. 33751-031698 and 33752-031698. (7.0) File #1-111-468-472 Council Member Swain requested information on addresses of successful bidders. e A report with regard to judicial sale of real property for delinquent taxes. Adopted Ordinance No. 33753-031698. (7-0) File #2-79 7 A report recommending authorization for the re'tu'ement administration to calculate pensions under the Employees' Retirement System (ERS) and the Employees' Supplemental Retirement System (ESRS) for members of the ESRS who have 42 years or more of creditable service, and allowing the member to select the most favorable option. Adopted Ordinance No. 33754-031698. (7-0) File #184-429 The question of hiring a consultant to study alleged inequities in the City's Pay Plan was referred to 1998-99 budget study. 6. REPORTS OF COMMITTEES: ae A report of the Bid Committee recommending execution of a unit price contract with Casper Colosimo & Son, Inc., in the amount of $12,931,078.00, for construction of the Roanoke River Interceptor Sewer Replacement, Contracts C, D and E; and appropriation of funds in connection therewith. Council Member John H. Parrott, Chairperson. Adopted Ordinance Nos. 33755-031698 and 33756-031698. (7-0) File 027-60-468 A report of the Water Resources Committee recommending authorization for abandonment of a certain unused public easement for water and sewer located across property on Speedwell Avenue, N. W., identified as Official Tax No. 2270808. Vice-Mayor Linda F. Wyatt, Chairperson. Adopted Ordinance No. 3:}757 on first reading. (7-0) File #27-28-468 7. UNFINISHED BUSINESS: None. 0 INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: ao Ordinance No. 33733, on second reading, mending and reordaining certain sections of the 1997-98 Capital Projects Fund Appropriations, relating to Salem Avenue streetscape improvements. Adopted Ordinance No. 33733-031698 on second reading. (Mayor Bowers voted no.) File #46-57-60-246-369 (6-1) be Ordinance No. 33738, on second reading, authorizing the renewal of a lease agreement between the City, the'School Board of the City of Roanoke, and the Young Men's Christian Association of Roanoke, Virginia, for use of the Jefferson High School gymnasium~ upon certain terms and conditions. Co Adopted Ordinance No. 33738-031698 on second reading. (7-0) File #100-337.373-467 A Resolution changing the t/me and place of commencement of the regular mee6ng of City Council scheduled to be held at 12:15 p.m., on Monday, April 6, 1998. Adopted Resolution No. 33758-031698. (7-0) File #132-304 9. MOTIONS AND MISCELLANEOUS BUSINESS: Inquiries and/or comments by the Mayor and Members of City Council. With regard to the fiscal year 1998-99 budget process, Council Member Swain spok~ in support of disseminating information to the citizens of Roanoke regarding the inflation rate, salary and fringe benefits improvements for City employees, equipment replacement, improvements to and updating of certain aspects of the City's 9 infrastructure, sustaining and expanding quality of life facilities/programs such as libraries, recreation centers, etc. Council Member White requested that citizens be advised that delivery of City services is driven by the tax base. File #60 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 THE CITIZENS' TIME TO SPEAK AND COUNCIL'S TIME TO LISTEN. MATTERS REQUIRING REFERRAL TO THE CITY MANAGER WILL BE REFERRED, WITHOUT OBJECTION, IMMEDIATELY FOR ANY NECESSARY AND APPROPRIATE RESPONSE, RECOMMENDATION OR REPORT TO COUNCIL. CERTIFICATION OF EXECUTIVE SESSION. Wanda English was appointed as a member Committee for a term ending June 30, 1998. File #15-110-317 (7-0) of the Special Events E. L. Noell was appointed as a member of the Flood Plain Committee for a term ending June 30, 1998. File #15-110-237 Claude N. Smith was reappointed as a member of the Roanoke Regional Airport Commission for a term ending March 9, 2002. File #9-15-110 l0 The following persons were appointed to the Citizens Advisory Committee - Carvins Cove Reservoir: Elizabeth T. Bowles, Chair lan Webb ]VI. Rupert Cutler ,lames K. Cowan, ,lt. William H. Lamson Wesley Best Chauncey L. Logan File #110-405-468 At 3:35 p.m., the meeting was declared in recess until 7:00 p.m. ROANOKE CITY CO UNCIL REGULAR SESSION March 16, 1998 7:00p. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order- Roll Call. All Present. The Invocation was delivered by Mayor David A. Bowers. The Pledge of Allegiance to the Flag of the United States of America was led by the V~ginia Skyline Girl Scouts Council Association #~. Welcome. Mayor Bowers. Review and consideration of the following candidates for the position of School Trustee: David W. Davis Harry F. Davis 12 Daniel G. Oakey Melinda J. Payne Ruth C. Willson Received and filed. File #467 Ae PUBLIC HEARINGS: Continuation of a public hearing on the request of Southern Lane Group, LLC, that ten tracts of land located on Southern Lane, Southern Hills Drive and Griffin Road, S. W., identified as Official Tax Nos. 5470108- 5470115, inclusive, 5480701 and 5480704, be rezoned from RS-3, Residential Single-family District, to C-2, General Commercial District, subject to certain conditions proffered by the petitioner. Maryellen F. Goodlatte, Attorney. Adopted Ordinance No. 33759 on first reading. members White, Wyatt and Harris voted no.) File #~1 (4-3). (Council Public hearing to consider a proposed amendment to Roanoke Vision, Comprehensive Development Plan for Roanoke Virginia, 1985-2005, to include the Roanoke Valley Regional Stormwater Management Plan, dated October, 1997. W. Robert Herbert, City Manager. Adopted Resolution No. 33760-031698. (7-0) File #27-200-424-468 B. OTHER HEARING OF CITIZENS: CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR CITIZENS TO BE HEARD. IT IS THE CITIZENS' TIME TO SPEAK AND COUNCIL'S TIME 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. Mr. Robert Gravely, 1521 Hanover Avenue, N. W., addressed Council with regard to pay increases for certain City employees, crime prevention, creation of job opportunities, and infrastructure improvements. Council voted to convene in Executive Session to discuss a matter with regard to actual litigation pending against the City of Roanoke in a Circuit Court of the Commonwealth of Virginia, pursuant to Section 2.1-344 (A) (7), Code of Virginia (1950) as amended. File #132 CERTIFICATION OF EXECUTIVE SESSION. (7-0) (;ITY..,,"'~ F"::'~S ?FSi ?S March 16, 1998 No. 98-115 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Council Members: SUBJECT: Briefing - Highway Improvement Program Background: At Roanoke City Council's meeting on January 5, 1998, Councilman Trout requested a review of roadway improvements to Liberty Road and Burrell Street, N.W., from Williamson Road to Orange Avenue. Councilman Trout indicated that enhancements to these roads would provide an extension of the improvements recently completed on Gainsboro Road. It is believed that this would require a major roadway improvement project. In an effort to respond to this matter, it becomes necessary to provide an overview of the highway improvement program including the process by which Roanoke is able to add major roadway improvements in the Virginia Department of Transportation's Six-Year Improvement Program. Project Initiation: Before a major roadway improvement project can be considered for State and Federal funding, the Virginia Department of Transportation (VDOT) requires that a formal resolution for the project be adopted by City Council. This resolution needs to: Request that VDOT review and approve the project for funding in the Six- Year Improvement Program. Indicate that the City agrees to pay its two (2) percent sharo of the total costs of preliminary engineering, right-of-way and construction. Indicate that, in the event the project is subsequently canceled by the City, the City agrees to reimburse VDOT for the total amount of all costs expended by VDOT to date of cancellation. Verify that the project is reflected in an approved transportation plan (such as the Roanoke Valley Area Long Range Transportation Plan). Such resolution should take into consideration VDOT's pre-allocation headngs held each year in March and April and be submitted to VDOT by the first of May. Projects so requested and accepted by VDOT may be included in the Six-Year Improvement Program. Briefing-Highway Improvement Program No. 98-115 Page 2 March 16, 1998 Six-Year Improvement Program: The Six-Year Improvement Program is VDOT's plan for identifying funds anticipated to be available for ports, airports, public transit and highway construction for this year and each of the next five years. All projects that are accepted by VDOT and included in the Six-Year Improvement Program are considered to be "programmed" projects. Such projects are divided into two categories: Active, when a project has had previous funding or has an allocation in the first fiscal year of the six-year program. According to the Six-Year Improvement Program, the City of Roanoke's current projects and their status include: Brandon Avenue Widening - Spring, 1998 completion Peters Creek Road Extension - Summer, 1998 completion Franklin Road Intersection Improvement at Elm Avenue - Complete 10th Street, N.W., Reconstruction - Recommendation Pending 13th Street, S.E./Hollins Road, N.E. Connection Preliminary Engineering Phase 2nd Street/Gainsboro Road - Complete Market Square Walkway (Pedestrian Bridge) - Complete Proposed, when a project has had no previous funding and has no allocation in the first fiscal year of the six-year program. According to the current Six- Year Improvement Program, there are no "proposed" projects in the City of Roanoke. However, projects which have been requested and have not been included in the Six-Year Improvement program are considered to be "unprogrammed" projects. In Roanoke this presently includes: Wonju Street Extension (Colonial Avenue to Brandon Avenue) Orange Avenue Widening (11th Street, N.E., to east City Limits) King Street (Orange Avenue to Gus Nicks Boulevard) The Six-Year Improvement Program is annually updated by VDOT to include eligible new projects that are requested by municipalities. Each annual update makes the actual allocations for the current fiscal year and adjusts the projected allocations for the five remaining years as funding allows. In addition to the project description and the actual and projected allocations, the program includes the estimated costs, previous funding, additional funding required and balance to complete each project. An important feature Briefing-Highway Improvement Program No. 98-115 Page 3 March 16, 1998 of the program is the horizontal activity lines which indicate the approximate time frames for starting and completion of preliminary engineering, right-of-way acquisition and construction. These features can be seen on Attachment A which is the portion of the current Six-Year Improvement Program that includes Roanoke's urban construction projects. Funding is allocated to the City of Roanoke based on our proportion of population to the total population of all cities and towns in Virginia. The current year's allocation is $6.893,000. Projections for the next five (5) years range from ~ to $6.827,000. Planning Process Roanoke City Thoroughfare Plan is an element of Roanoke Vision, the City's official comprehensive plan as adopted by City Council on January 10, 1994. This plan, which was prepared with input from the community, was developed to serve as a guideline for prioritizing the order in which new projects should be built, regardless of the source of funding. In determining which projects to include in the plan, all major roadways are evaluated with respect to their ability to meet the demands of future traffic volumes. Additionally, locations already known to be congested, hazardous or structurally deficient are included in the study. At the time of its approval, projects such as Peters Creek Road Extension, Brandon Avenue Widening and 2nd Street/Gainsboro Road were already being developed and were therefore not included. The highest priority projects identified in the Roanoke City Thoroughfare Plan that have since been completed include the widening of U.S. Route 220 (Roy L. Webber Expressway) and the replacement of the Walnut Avenue bridge over the Roanoke River. Another priority, the reconstruction of the Williamson Road portion of the Hunter Viaduct, is expected to begin by the middle of this year. Other high priority projects, Wonju Street Extension and the widening of Orange Avenue, N.E., await programming by VDOT, while improvements to Elm Avenue at 1-581 are on hold pending the outcome of the 1-73 corridor location study presently being developed by VDOT. Roanoke Valley Area Long Range Transportation Plan (1995- 2015)is developed by State and local agencies as part of a "continuing, comprehensive, and cooperative (3-C) transportation planning process" as required by the Federal Highway Act of 1962 for urban areas of 50,000 or more in population. This plan includes Roanoke City, Salem City, Vinton, and the urbanized portions of Roanoke County and Botetourt County. The plan includes a "fiscally-constrained" list of projects that are either in progress or have the potential to be constructed within twenty (20) years. The plan is to be updated every five (5) years, but can be amended at any time. As stated earlier in this report, highway projects which are being requested for State and Federal funding must be contained in this transportation plan before they can be included in the Six-Year Improvement Program. On November 28, 1994, Council adopted a resolution concurring in a list of roadway projects (See Attachment B) to be included for further study in the Roanoke Valley Area Long- Briefing-Highway Improvement Program No. 98-115 Page 4 March 16, 1998 Range Transportation Plan (1995 - 2015). These projects were selected based upon priorities in the Roanoke City Thoroughfare Plan. Next Steps Six-Year Improvement Program funding is presently allocated for the completion of several ongoing projects and for the work to be done on the 10th and 13th Street/Hollins Road projects. However, VDOT is currently examining the possibility of including the Wonju Street Extension project in this year's update of the Six-Year Improvement Program. Beyond that, projects such as the widening of Orange Avenue, N.E., and other priority projects are not expected to be included in this year's update. The next update of the Roanoke City Transportation Plan is being proposed for the Fifth Planning District's annual work program. This will likely be a two-year process. The goal is to reassess the current highway needs and thereby create a revised listing of projects which will serve as a guideline for future roadway improvements. Consideration will be given to improvement of all heavily traveled roadways including the improvement of Liberty Road and Burrell Street from Williamson Road to Orange Avenue. Respectfully submitted, W. Robed Herbert City Manager WRH/RKB/gpe Attachments copy: City Attorney Director of Finance Director of Public Works Manager, Office of Management & Budget City Engineer Traffic Engineer Attachment A (1 of 2 ) As of July, 1997 URBAN SYSTEH # Denotes New Project IMPROVEMENT PROGRAM SALEM DISTRICT · (In Thousands of Dotters) URBAN SYSTEH FY 98 THRU FY 03 NUHZCIPALITY AOO*L /STREET OESCR]PT]ON ESTIMATED PREVIOUS FUHDING ACTUAL PROJECTEO ALLOCATIONS BALANCE COST FUNDING ~EQUIREO ALLOCATION TO TYPE IMPROVE PROJECT NUMBER /FUND COI~OLETE LENGTH SOURCE 1997-98 1998-99 1999-00 2000-01 2001-02 2002-03 R~adfor~-'''-'-'~ t-Je~,~.s~n ~t _ Tyter Ave.~'G~oveAv~ ~ CH 800 ~ ~ ~ 4 Lane TO 1o000__..~~ 169 -'"~~ 169 164 0 0 0 0177-126-104, ~-/ ~ ~.._~~ 0.8 km/O.5 M Egg~4~-eS~'~--- 13446 S Radf~ St. Rock Rd. ~~ ~ ~ 2 Lane on CH 3,460 4-Lane Rg ~TO 5~.._A;,..LB.r~--'---TT6T7~ 393 ~..-.---~ 347 ~80 0 0 2.~ ~km/l'4 H~__._.. 3928 $ ~ ~- ~ · Radford~~~.F._.. 250 defferson St. . !Extension R~ ~ -~.~~ ~ ~ CH 1,766 -- -- 3 Lane TO ~ ~---tT~O~- ~ ~ ~36 179 4~ 0 0 0.6 kin/0.4 ~ . 13083 S Roanoke Edge~x~l St. to Brendon Ave. UCL PE 950 R~ 2,163 (Under Construction) CH 5,402 5 Lane TO 8,515 5,864 2,651 900 900 851 0 0 0 0 0011-128oF02, PEI01 1.3 Mites R~01, C~01 10576 STP Roanoke Hetroee Ave. to Peters Creek Shenandoah Ave. PE 2,897 Rd. Extension R~ 5,342 (Under Construction) CH 11,906 4 Lane 0117-128-F01, PEIO2, TO 20,145 18,018 2,127 415 63~ 579 500 0 0 0 Rg201, C501, 8603, 2.3 Mites 8604, 8605 913 & 15243 STP Roanoke Shenandoah Ave. to Petere Creek Brandon Ave. PE 0 Rd. Extension R~ 0 (Under Cmmtructlon) CH 9,757 4 Lane TO 9,757 2,714 7,043 1,396 2,470 2,098 1,079 0 0 0 0117-128-101, C502, 8601, 8602 15680 S 195 Attachment A (2of2) As of July, 1997 URBAN SYSTEM # Denotea New Project IMPROVEMENT PROGRAH SALEM DISTRICT (In Thousands of DoLLars) URBAN SYSTEM FY 98 THRU FY 03 HUg~CIPALITY ADD'L /STREET DESC~IPTIOt~ ' EST~HATED IPREVIOUS FUNDING ACTUAL PROJECT£D ALLOCATIONS BALANCE COST FUHDINC REQUIRED ALLOCATIO~ TYPE IMPROVE PROJECT IK~NBER /FUND TO LENGTH SOURCE 1997-98 1998-99 1999-00 2000o01 :>001-02 2002-03 COHPLETE: Romloke at ELm Ave. Frank[ in Road PE 56 Rg 312 (Under Construction) ! nter=ect ! on C~ 391 Improve=ant , TO 759 759 0 0 0 0 0 0 0 0Z21-128-102, PEI01, 0 0.1 Mite RU'Z01, C501 15967 $ Roanoke Gitmer Ave. to loth St. Andre~ Road PE 650 Ri/ 3,175 C~ 3,~50 Reconstruct J on TO 7,275 5,890 1,385 25 175 416 UO00-128-V12, PEI02; 394 375 1.3 kin/0.8 H RU20Z, C503 709 S Roanoke Andre~ Road to loth St. Ui t L tmon Road PE ;RU 3,880 ~ 3,069 ReconstnJct i on TO 7,113 50 7,063 50 125 605 1,876 2,&09 1,998 0 !UO00o 128-VlZ, PEI03, 1.5 km/0.9 M RU203, C504 11908 S Roanoke Oate Ave. to 13th St. & Orange Ave. PE 539 HoL L ins Rd. RU CN 8,735 & Lane TO 13,274 200 13,07~ 0 0 1,656 2,526 3,808 4,829 255 (NFO) U000-128-113, 1.3 knt/0.8 M PEIO:~, RU20?, C502, B608 688 STP Roanoke SaLem Ave. to 2nd st.- Orange Ave. PE 2,2&6 I Ga j nsboro Rd. R~ 3,773 (Under Cons truct i on) :Bridge CN 10,150 RepLacement TO 16,169 12,~71 3,698 1,819 1,879 0 0 0 0 ~ Lane U000-128-116, PEI01, 0 0.7' Mite RU201, c501, 8610 &678 s Roanoke NorfoLk Ave. to Shenandoah Ave. PE 320 RV 0 (Constructi )n CompLete) P edes t r i an C~ 6,533 Br|dge TO 6,853 4,565 Z,288 2,288 0 0 0 0 0 0 Over ~SRR UOOO-128oV20, PEI01 Rkr~01, C501, B615 11342~ STP 196 Attachment B 6 YR PLAN PROJECT RTE Brandon Peters Ck Ext 10th St 1 Otb St 1 3th/Hollins 2nd/Gains Wells 5th St Pad. Br 101 (Hershberger Rd.) 115 (Plantation Rd.) 221 (Brambleton Ave.) 221 (Brandon Ave.) 460 (Orange Ave.) Colonial Hershberger King Wonju Plantation Rd Plantation Rd ROANOKE- URBAN (as of November, 1994 ) TERMINI WCL - Edgewood Melrose-Brandon Giimer- Andrews Andrews-Williamson Dale/Orange Salem-Orange Williamson'-I st (UC) Gilmer-Salem (UC) Rte 117-Cove Liberty-Wing field SCL-Brandon Brambleton-EIm/Main 11th St-ECL SCL-23rd St Williamson-ECL Gus Nicks-460 Brandon-Colonial Liberty Rd-.3 S Liberty .3 S Liberty-indiana COST {in thousands) 8,414 25,339 12,512 6,375 12,674 13,590 5,821 3,131 6,533 9,900 2,736 11,798 1. 200 36,645 9.633 4,275 3,128 1.425 1,700 1,376 PREVIOUS FUNDING 2,707 16.355 5,323 2OO 9,528 3,645 3.001 1.168 Proiected Funding FUNDING REQUIRED 5,617 8,984 7,189 6.375 12.474 4.062 2.186 130 5.365 9,900 2.736 11.798 1,200 36.645 9,633 4,275 3.128 1,425 1.700 1,376 136.198 136,586 DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 CHURCH AVENUE S.W. - ROOM 452 ROANOKE, VIRGINIA 24011-1594 TELEPHONE: (540) 853-2444 FAX: (540) 853-1145 March 16,1998 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 THE CITY CLERK 215 Church Avenue, S. W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 Mary F. Parker, CMCIAAE City Clerk March 17, 1998 File #15-110-335 Sandra H. Eakin Deputy City Clerk Susan J. Cloeter, Chair Blue Ridge Community Services 3633 Larson Oaks Drive Roanoke, Virginia 24018 Dear Ms. Cloeter: This is to advise you that on February 26, 1998, Ann J. Francis qualified as a member of the Blue Ridge Community Services Board of Directors for a term ending December 31, 2000. MFP:Io Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk pc; Dr. Fred P. Roesell, III, 1136 Welch Road, S. W., Roanoke, Virginia 24015 Sandra H. Eakin, Deputy City Clerk H:\CO RRESPO~03-16-98.WPD RECEI' ~ CITY CL~.R ..... ¢~Pi~i;~ '98 FEB 2d P3:4d Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Ann J. Francis, do solemnly swear (or affirm) that I will support the Constitution of the United States 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 City Representative to the Blue Ridge Community Services Board of Directors for a term ending December 31, 2000, according to the best of my ability. So help me God. Subscribed and sworn to before me this,..?(~ day of /~_,/')/"~'~c9'9~/. ARTHUR B, CRUSH, III, CLERK , DEPUTY CLERK H:~GENDA,g71~X3WE.WPD MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 17, 1998 File #15-110-207 SANDRA H. EAKIN Deputy City Clerk Lynn D. Avis, Chair Industrial Development Authority of the City of Roanoke 3848 Bosworth Drive, S. W. Roanoke, Virginia 24014 Dear Mr. Avis: This is to advise you that on March 10, 1998, S. Deborah Oyler qualified as a Director of the Industrial Development Authority of the City of Roanoke for a term ending October 20, 2001. Sincerely, Mary F. Parker, CMClAAE City Clerk MFP:Io pc: Margaret R. Baker, Secretary, Industrial Development Authority of the City of Roanoke, 2140 Windsor Avenue, S. W., Roanoke, Virginia 24015 Sandra H. Eakin, Deputy City Clerk HN~3F.N~16.WI~O RECEtVF~O IlAR 10 All :51 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, S. Deborah Oyler, do solemnly swear (or affirm) that I will support the Constitution of the United States 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 Director of the Industrial Development Authority of the City of Roanoke for a term ending October 20, 2001, according to the best of my ability. So help me God. Subscribed and sworn to before me this~.(~'~'ay o~'~)d,~:2~,.1998. ARTHUR B. CRUSH, III, 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 Mary F. Parker, CMCIAAE City Clerk March 17, 1998 File #60-467 Sandra H. Eakin Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: lam enclosing copy of Ordinance No. 33739-031698, amending and reordaining certain sections of the 1997-98 School and General Fund Appropriations, providing for appropriation of $360,000.00 from the Capital Maintenance and Equipment Replacement Fund to be used for classroom/library furniture for Woodrow Wilson Middle School; and appropriating funds to certain school grant accounts. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Enclosure pc: Marsha VV. Ellison, Chair Roanoke City School Board, 2030 Knollwood Road, S. VV., Roanoke, Virginia 24018 Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools H:\CORRESPO~03-16-98.WPD James D. Grisso March 17, 1998 Page 2 Richard L. Kelly, Assistant Superintendent for Operations, Roanoke City Public Schools Kenneth F. Mundy, Controller, Roanoke City Public Schools William L. Murray, Jr., Director of Bus Services, Roanoke City Public Schools W. Robert Herbert, City Manager H:~d3ENI3A~I~tAR le. W1=O IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33739-031698. 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: SchoolFund ADorooriations Education Eisenhower Title II Professional Development 97-98 (1-8) ........... Perkins Act Fund 97-98 (9) .................................... Arts Incentive -Jackson 97-98 (10) .............................. Chess Program 97-98 (11-12) .................................. Goals 2000 Technology 96 (13) ................................ Goals 2000 Technology 97 (14) ................................ Goals 2000 Technology Support 96 (15~ ......................... Facilities (16) ............................................... $112,869,509 80,308 327,793 295 5,000 163,066 225,753 2,152 2,352,479 Revenue Education Eisenhower Title II Professional Development 97-98 (17) ............ Perkins Act Fund 97-98 (18) ................................... Arts Incentive - Jackson 97-98 (19) .............................. Chess Program 97-98 (20) .................................... Goals 2000 Technology 96 (21) ................................ Goals 2000 Technology 97 (22) ................................ Goals 2000 Technology Support 96 (23) ......................... Non-Operating (24.) .......................................... $110,221,892 80,308 327,793 295 5,000 163,066 225,753 2,152 87,165,093 General Fund Ar~r>rooriations Nondepartmental Transfers to Other Funds (25) ................................. Fund Balance Capital Maintenance and Equipment Replacement Program - School Unappropriated (26) ................................... $ $ 58,616,741 57,894,727 412,401 1) Professional Development (030-060-6246-6000-0129) $ 40,130 2) Substitute Teachers (030-060-6246-6000-0021) 3,000 3) Social Security (030-O60-6246-6000-0201) 3,070 4) Tuition Assistance - Private School (030-060-6246-6000-0312) 753 5) Consultant Services (030-060-6246-6000-0313) 6,000 6) Tuition Assistance (030-060-6246-6000-0382) 4,400 7) Conference Attendance (030-060-6246-6000-0554) 20,660 8) Materials and Supplies (030-060-6246-6000-0614) 2,295 9) Trades Equipment (030-060-6796-6138-0821) 14,039 10) Instructional Supplies (030-060-6825-6100-0614) 295 11 ) Tournament Fees (030-060-6974-6102-0332) 1,000 12) Tournament Attendance (030-060-6974-6102-0554) 4,000 13) Technology Equipment (030-060-6975-6102-0826) 163,066 14) Technology Equipment (030-060-6976-6102-0826) 225,753 15) Technology Support and Training (030-060-6977-6102-0126) 2,152 16) Classroom/Library Furniture - W. Wilson (030-060-6006-6100-0822) 360,000 17) Federal Grant Receipts (030-060-6246-1102) 80,308 18) Federal Grant Receipts 14,039 (030-060-6796-1102) 19) Federal Grant Receipts (030-060-6825-1102) $ 295 20) Donations (030-060-6974-1103) 5,000 21) Federal Grant Receipts (030-060-6975-1102) 163,066 22) Federal Grant Receipts (030-060-6976-1102) 225,753 23) Federal Grant Receipts (030-060-6977-1102) 2,152 24) Transfer from General Funds (030-060-6000-1037) 360,000 25) Transfer to School Fund (001-004-9310-9530) 360,000 26) CMERP - School (001-3324) (360,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. , ATTEST: City Clerk. '~~t Marsha W. Ellison, Chairman Melinda J. Payne, Vice Chairman Harry F. Davis /-Roanoke City School Board Charles W. Day F. B. Webster Day Sherman P. Lea P.O. Box 13145, Roanoke, Virginia 24031 Brian J. Wishneff Dr. E. Wayne Harris, Superintendent Cindy H. Ramsuer, Clerk of the Board · 540-853-2381 · Fax: 540-853-2951 The Honorable David A. Bowers, Mayor and Members of Roanoke City Council Roanoke, VA 24011 Dear Members of Council: March 4, 1998 As a result of official action at its March 3 meeting, the School Board requests the appropriation of $360,000.00 from the Capital Maintenance and Equipment Replacement Fund. The funds will be used for classroom/library furniture for Woodrow Wilson Middle School. The Board further requests the appropriation of funds to the following: Grant No. 6246 - $80,308.00 for the Eisenhower Title II Professional Development Program to provide funds for innovative math, science and technology education program strategies to be developed to improve the teaching and learning of Virginia's Standards of Learning. This new program will be one hundred percent reimbursed by federal funds. Grant No. 6796 - $14,039.00 for the Perkins Act Program to provide funds for vocational instructors and equipment. This continuing program will be one hundred percent reimbursed by federal funds. Grant No. 6825 - $295.00 for the Arts Incentive Grant for Jackson Middle School. The funds will be used to help strengthen the arts program and to encourage innovative arts programs at the school. This new program was funded by federal funds. Grant No. 6974 - $5,000.00 for the Chess Program to pay for chess materials and tournament participation costs. This continuing program was funded by a private donation. Grant No. 6975 - $1 63,066.00 for the 1996 Goals 2000 Technology Program. The funds will be used to purchase classroom computers and related technologies at the middle school level. This new program will be one hundred percent reimbursed by federal funds. " Excellence in Education ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Capital Maintenance and Equipment Replacement Funds Request V 030-060-6006-6100-0822 Appropriation Unit ZD1 Classroom/Library Furniture - W. Wilson $ 360.000.00 100.0% The above appropriation represents the fifth 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 $412,401. March 3, 1998 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Eisenhower Title II Professional Development 97-98 6246 030-060-6246-6000-0129 030-060-6246-6000-0021 030-060-6246-6000-0201 030-060-6246-6000-0312 030-060-6246-6000-0313 030-060-6248-6000-0382 030-060-6246-6000-0554 030-060-6246-6000-0614 Appropriation Unit X2M 030-060-6246-1102 Professional Development Substitute Teachers Social Security Tuition Assistance - Private School Consultant Services Tuition Assistance Conference Attendance Materials and Supplies Federal Grant Receipts $ 40,130.00 50.0% 3,000.00 3.7% 3,070.00 3.8% 753.00 0.9% 6,000.00 7.5% 4,400.00 5.5% 20,660.00 25.7% 2,295.00 2.9% $ 80,308.00 100.0% $ 80,308.00 100.0% The 1997-98 Eisenhower T'~le II Professional Development program will provide funds for innovative math, science and technology education program strategies to be developed to improve the teaching and learning of Virginia's Standards of Learning, The program will be reimbursed one hundred percent by federal funds and will end September 30, 1999. This is a new program. March 3, 1998 ROANOKE CITY SCHOOl. BOARD Roanoke, Virginia APPROPRIATION REQUEST Perkins Act Funds 97-98 6796 030-060-6796-6138-0821 Appropriation Unit X71 Trades Equipment $ 14,039.00 100.0% 030-060-6796-1102 Federal Grant Receipts 14.039.00 100.0% The 1997-98 Perkins Act program will provide funds for vocational instructors and equipment. The above appropriation to the existing grant will provide additional funds for equipment. One hundred pement of expenditures will be reimbursed by federal funds. The program will end June 30, 1998. This is a continuing program. March 3, 1998 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Arts lncenfive-Jackson 97-98 6825 030-060-6825-6100-0614 Appropriation Unit X8S Instructional Supplies $ 295.00 100.00 % 030-060-6825-1102 Federal Grant Receipts 295.00 100.00 % The 1997-98 Arts Incentive Grant for Stonewall Jackson Middle School will use federal funds in the amount of $295 to help strengthen the arts program at Stonewall Jackson Middle School and to encourage innovative arts programs at the school. The grant pedod will end June 30, 1998. This is a new grant program. March 3, 1998 ROANOKE CITY SCHOOL BOARD Roanoka, Virginia APPROPRIATION REQUEST Chess Program 97-98 6974 030-060-6974-6102-0332 030-060-6974-6102-0554 Appropriation Unit X9V Tournament Fees Tournament Attendance $ 1,000.00 20.0% 4,000.00 80.0% $ 5,000.00 1000% 030-060-6974-1103 Donations $ 5,000.00 100.0% The FY 1998 Chess Program will pay for chess materials and toumament participation costs. A pnvata donation has been received. The program will end December 31, 1998. This is a continuing grant program. March 3, 1998 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION RECIUEST Goals 2000 Technology 96 697~ 030-060-6975-6102-0826 Appropriation Unit X9W Technology Equipment $ 163,066.00 100.0% 030-060-6975-1102 Federal Grant Receipts $ 163,066.00 100.0% The Goals 2000 Technology grant for FY 1996 will provide funds for the purchase of classroom computers and related technologies at the middle school level. One hundred percent of expenditures will be reimbursed by federal funds. The program will end September 30, 1998. This is a new grant program. March 3, 1998 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Goals 2000 Technology 97 6976 030-060-6976-6102-0826 Appropriation Unit X9X Technology Equipment $ 225,753.00 100.0% 030-060-6976-1102 Federal Grant Receipts $ 225,753.00 100.0% The Goals 2000 Technology grant for FY 1997 will provide funds for the purchase of classroom computers and related technologies at the middle school level. One hundred percent of expenditures will be reimbursed by federal funds. The program will end September 30, 1999. This is a new grant program. March 3, 1998 ROANOKE CITY SCHOOL BOARD Roanoke, Virginia APPROPRIATION REQUEST Goals 2000 Technology Support 96 6977 030-060-6977-6102-0126 Appropriation Unit X9Y Technology Support and Training $ 2,152.00 100.0% 030-060-6977-1102 Federal Grant Receipts $ 2,152.00 100.0% The Goals 2000 Tecl~nology Support grant for FY 1996 will provide funds for the training in support of efforts to improve education in the school division through the provision of computers and related technology. One hundred pement of expenditures will be reimbursed by federal funds. The program will end September 30, 1998. This is a new grant program. March 3, 1998 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 17, 1998 File #9-60 SANDRA H. EAKIN Deputy City Clerk Jacqueline L. Shuck Executive Director Roanoke Regional Airport 5202 Aviation Drive, N. W. Roanoke, Virginia 24012-1148 Dear Ms. Shuck: I am enclosing copy of Resolution No. 33740-031698, approving the Roanoke Regional Airport Commission's 1998-99 proposed Operating and Capital budget, upon certain terms and conditions as more particularly set forth in a report dated March 11, 1998. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 18, 1998. Sincerely, Ma~ F. Parker, CMC/AAE Crty C~k MFP:Io Enclosure pc: Bob L. Johnson, Chair, Roanoke Rega3nal Airport Commission, 6628 Northway Drive, N. W., Roanoke, Virginia 24019 Claude N. Smith, Member, Roanoke Reg.3nai Airport Commission, 2306 Liberty Road, N. W., Roanoke, Virginia 24012 Arthur M. Whittaker, Sr., Member, Roanoke Regional Airport Commission, 4169 Woodridge Drive, S. W., Roanoke, Virginia 24018 H:\C ORRESPO~03-16-98.WPD Jacqueline L. Shuck March 17, 1998 Page 2 pc: James M. Turner, Jr., Member, Roanoke Regional Airport Commission, 2405 Wycliffe Avenue, S. W., Roanoke, Virginia 24014 J. Granger Macfarlane, Member, Roanoke Regional Airport Commission, 2402 Woodcliff Road, S. E., Roanoke, Virginia 24014 Mark A. Williams, General Counsel, Roanoke Regional Airport Commission, 5202 Aviation Drive, N. W., Roanoke, Virginia 24012-1148 Cathy Pendleton, Secretary, Roanoke Regional Airport Commission, 5202 Aviation Drive, N. W., Roanoke, Virginia 24012-1148 Kit B. Kiser, Vice-Chair, Roanoke Regional Airport Commission H:~CORRES PO~03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33740-031698. A RESOLUTION approving the Roanoke Regional Airport Commission's 1998-1999 proposed operating and capital budget upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that in accordance with the requirements of the Roanoke Regional Airport Commission Act, as amended by the General Assembly of Virginia, Chapter 385, 1996 Acts of Assembly, and the Roanoke Regional Airport Commission Contract dated January 28, 1987, as amended by First Amendmen,t, dated December 6, 1996, the City of Roanoke hereby approves the Airport Commission's 1998-1999 proposed operating and capital budget, as well as a separate listing of certain proposed capital expenditures, as more particularly set forth in a report from the Commission to this Council, dated March 11, 1998. ATTEST: City Clerk. Bo, b L. Johnson, Chairman Arb .ur M. Whittaker, Sr., Vice-Chairman J. Granger Macfarlane Claude N. Smith James M. Turner, Jr. RECEiYE[';~ CiTY CLE~':.!! ~:' ~i ' '98 MAR 12 / 8:53 5202 Aviation Drive Roanoke, Virginia 24012-1148 (540) 362-1999 FAX (540) 563-4838 Jacqueline L. Shuck, Executive Director March 11, 1998 Honorable Mayor and Members Roanoke City Council 215 Church Avenue, SW Roanoke, Virginia 24011 Re: Roanoke Regional Airport Commission Fiscal Year 1998-99 Budget and Proposed Capital Expenditures Dear Mayor Bowers and Members of Council: In accordance with the requirements of the Roanoke Regional Airport Commission Act, and the Roanoke Regional Airport Commission Contract dated January 28, 1987, as amended, submitted for your approval is the Airport Commission's 1998-99 proposed Operating and Capital Purchase Budget (Attachment I), as well as a separate listing of a proposed capital expenditure (Attachment ID which is expected to exceed $100,000 and is intended to benefit five or more future accounting periods. This budget was adopted by the Commission at its March 11, 1998 meeting. The Commission has been advised by bond counsel that formal approval of the budget by resolution of each of the participating political subdivisions would be appropriate. The capital expenditure list also requires formal approval. I will be pleased to respond to any questions or comments that you may have with regard to this matter. On behalf of the Commission, thank you very much for your help and cooperation. Jacqueline L. Shuck Executive Director Enclosures CC: Chairman and Members, Roanoke Regional Airport Commission Mark Allan Williams, General Counsel, Roanoke Regional Airport Wilburn C. Dibling, Roanoke City Attorney Mary F. Parker, Clerk, Roanoke City Council csp030498.h Comm\98councn.ltr Commission 23-Feb-98 ATTACHMENT I ROANOKE REGIONAL AIRPORT COMMISSION FOR YEAR 1998-99 BUDGET CommBudg98-99 1997-98 Budgeted 1998-99 Budgeted EXPENSE BUDGET Expenditures Expenditures 1. Operations and Maintenance Expenses A. Salaries, Wages and Benefits $1,755,390 $1,825,253 B. Operating Expenditures 1,995,760 2,076,009 C. Other Projects 70,000 126,100 Total Operations and Maintenance 3,821,150 4,027,362 2. Non-Operatin~l Expenses A. Interest 527,225 503,511 B. Debt Service 317,581 339,032 Total Non-Operating 844,806 842,543 3. Capital Expenses A. Capital Projects and Purchases 160,530 101,390 B. Multi -Year Projects 0 168,500 Total Capital Expenses 160,530 269,890 Total Budgeted Expenditures $4,826,486 $5,139,795 1997-98 Budgeted 1998-99 Budgeted REVENUE PROJECTIONS Proiected Revenues Proiected Revenues 1. Operatin~l Revenues A. Airfield $1,003,897 $1,127,324 B. GeneralAviation 112,194 132,195 C. Terminal Related 3,333,031 3,949,914 D. Other Revenues 225,313 228,023 Total Projected Operating Revenues 4,674,435 5,437,456 2. Non-Operating Revenues A. Interest from Debt Service 46,000 48,000 B. Interest on Investments 400,000 370,000 Total Projected Non-Operating Revenues 446,000 418,000 Total Projected Revenue $5,120,435 $5,855,456 ATTACHMENT II Proposed Capital Expenditures (For projects expected to exceed $100,000 in cost and intended to benefit five or more accounting periods) 1. Construct Overflow Parking Lot a.) Description: Construct 300-350 vehicle overflow, surface parking lot across Aviation Drive from airport terminal building. b.) Justification: During holidays, spring break and other heavy travel times, the current public parking lots are filled and some cars are required to park in the grass field across the street. The new overflow lot is proposed in order to avoid losing customers and to delay the need to expend funds for the construction of a parking deck. Estimated Cost: $400,000.00 Be Funding Sources Federal AIP Grant Funds State Aviation Grant Funds Commission Funds City and County Funds Estimated Total Project Funding -0- -0- $400,000.00 cspO30598.h Comm\attachlI.bgt RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION Adopted this llth day of March 1998 No. 03-031198 A RESOLUTION approving and adopting the Commission's Operating and Capital Purchase Budget for fiscal year 1998-99. BE IT RESOLVED by the Roanoke Regional Airport Commission that the fiscal year 1998-99 Operating and Capital Purchase Budget for the Commission as set forth in the report and accompanying attachment by the Executive Director dated March 11, 1998, is hereby approved; BE IT FINALLY RESOLVED that the Executive Director is authorized on behalf of the Commission to submit the fiscal year 1998-99 Operating and Capital Purchase Budget, as well as a list of Proposed Capital Expenditures, to the Roanoke City Council and the Roanoke County Board of Supervisors for approval pursuant to the contract between the Commission, Roanoke City and Roanoke County dated January 28, 1987, as amended. ATTEST: AYES: NAYS: ABSENT: Macfarlane, Smith, Turner, Whittaker, Johnson None None · MAR-II-1998 16~00 ROA REGIONAL AIRPORT COMM Bob L Johnson, Chairman .Arthur M. Whittaker, Sr., Vice-Chairman ,~. Granger Macfarlone Clauae N. Smith James M. Turner, Jr. .......................... Jocqueline L. Shuck, Executive Director 5405634535 P. 02/05 5202 Aviation Drive Roanoke, Virginia 24012-1148 (54O) 362-1999 FAX (540) 563-4838 March 11, 1998 Honorable Mayor and Members Roanoke City Council 215 Church Avenue, SW Roanoke, Virginia 24011 Re: Roanoke Regional Airport Commission Fiscal Year t998-99 Budget and Proposed Capital Expenditures Dear Mayor Bowers a~d Members of Council: In accordance with thc requirements of the Roanoke Regional Airport Commission Act, and the Roanoke Regional Airport Commission Contract dated January 28, 1987, as amendS, submitted for your approval is the Airport Commission' s 1998-99 proposed Operating and Capital Purchase Budget (Attachment 1), as well as a sqaarate listing of a proposed capital expenditure (Attachment IT) which is expected to exceed $100,000 and is intended to benefit five or more future accounting periods. This budget was adopted by the Commission at its Mar~h 11, 1998 meeting. The Commission has been advised by bond counsel that formal approval of u~ budget by resolution of each of thc part/c/pating political subdivisions would be appropriate. The capital expenditure list also requires formal approval. I will be pleased to respond to any questions or comments that you may have with regard to this matter. On behalf of the Commission, thank you very much for your help and ~tion. Executive Direcwr Enclosures Cc: Chairman and Members, Roanoke Regional Airport Commission Mark Allan Williams, General Counsel, Roanoke Regional Wilburn C. Dibling, Roanoke City Attorney Mary F. Parker, Clerk, Roanoke City Council Commission MAR-ii-1998 16:01 ROA RESIONAL AIRPORT COMM 5405634858 P.03×~5 ~,,~1,-I"~1.~-~0 ~ I I/,~,MMi~I~I I I ROANOKE REGIONAL AIRPORT C;OMMI$~ION FOR YEAR 1998-99 BUDGET tortoise,gsa.g9 ............. 1997-98 Budgeted 1998-99 Budgeted .... EXPEN.S..E..BUDGE.T. Expenditures, , Expenditures 1. __Operations and Maintenance Expenses A. Salaries, Wages and Benefits $1,755,390 $1,825.253 B. Operating Expenditures 1,995,760 2,076,009 C. Other Projects 70,000 126.100 Total Operations and Maintenance 3~821,150- ' - 4,027,362 2. Non-Operating Ex~ses. .... A. Interest 527,225 503,511 B. Debt Service 317,581 339,032 Total Non-Operating 844,806 842,543 3. Capital ExPenses A. Capital Projects am:115t~r~heses 160,530 101,390 B. Multi -Year Projects 0 168,500 Total Capital ExPenses 160,530 .......... 269,890 Total Bu~jeted Expem:fltures $4,826,486 $5,139,795 1997-98 Budgeted 1998-99 Budgeted REVENUE PROJECTIONS Projected Revenues Projectecl Re...v..enues 1. Operating Revenues A. Airfield $1,003,897 $1,127.324 B. General Aviation 112,194 132,195 C. Terminal Related 3,333,031 3,949,914 D. Other Revenues 225,313 228,023 Total Projected Operating Revenues 4,674,435 5,437,456 2. Non-Operating Revenues A. Interest from Debt Service 46,000 48,000 B. Interest on Investments 400,000 370,000 Total Projected Non-Operating Revenues 446,000 418,000 Total Projected Revenue $5,120,435 $5,855,456 MAR-ii-1998 16:05 5405654858 95Z P.03 MAR-II-1998 16:01 ROA REGIONAL AIRPORT COMM 5405654858 P.04×05 ATTACHMENT II Proposed Capital Exp~ditm'es (For projects expected to exceed $100,000 in cost and intended to benefit five or more a~ouating periods) l. Construct Overflow Parking Lot, a.) Description: Construct 300-3~0 vchiclc overflow, surfac~ parking lot across Aviation Drive from airport tcrrnin~{ building. b.) Justification: During holidays, spring break and other heavy travel times, the current public parki_n_g lots are filled and some cars are requir~ to park in the grass field across the street. Thc new overflow lot is proposed in order to avoid losing customers and to delay the need to expend funds for the construction of a parking deck. Estimai~d Cost: $400,000.00 Federal AIP Grant Funds State Aviation Grant Funds Commission Funds City and County Funds Estimated Total Project Funding MAR-II-1998 16:03 5405634838 95~ P.04 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 March 18, 1998 File #5-178 SANDRA H. EAKIN Deputy City Clerk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33741-031698, authorizing you to execute an amendment to the agreement between the City of Roanoke and the Roanoke Redevelopment and Housing Authority, to provide and enhance Roanoke City Police C.O.P.E. activities on property managed by the Housing Authority. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc; John D. Baker, Executive Director, City of Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 James D. Grisso, Director of Finance George C. Snead, Jr., Director, Public Safety Major James L. Viar, Acting Chief of Police Major Robert D. Shields, Police Department Major Robert W. Helm, Police Department H:\C ORRESPO~03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRG~ The 16th day of March, 1998. No. 33741-031698. A RESOLUTION authorizing an amendment to an agreement between the City of Roanoke and the City of Roanoke Redevelopment and Housing Authority to provide and enhance Roanoke City Police C.O.P.E. activities on property managed by the Authority. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager and the City Clerk are authorized and empowered to execute and attest, respectively, for and on behalf of the City, upon form approved & by the City Attorney, a written amendment to an agreement between the City and the City of Roanoke Redevelopment and Housing Authority ("Authority"), to provide and enhance Roanoke City Police Community Oriented Policing Effort ("C.O.P.E.") activities on property managed by the Authority as more particularly set forth in the City Manager's report to this Council dated March 16, 1998. 2. Said amendment shall be effective through June 30, 1998, unless sooner terminated in accordance with the terms of the agreement. The form of the amendment shall be approved by the City Attorney. ATTEST: City Clerk. Honorable Mayor and City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Contract between and the City of Roanoke and the Roanoke Redevelopment and Housing Authority to Provide Certain Police Services I. Background on the subject in chronological order is as follows: Grant monies totaling $80,000 were allocated and disbursed in the past two (2) years by the Roanoke Redevelopment and Housing Authority (hereafter referred to as the "Authority) to enhance Roanoke City Police C.O.P.E. (Community Oriented Policing Effort) activities on property managed by the Authority. This money was disbursed at $10,000 per quarter for the years 1995-96 and 1996-97. Supplemental police service contract has been negotiated between the City and the Authority to furnish police services in addition to baseline police services at selected Authority locations. Co Purpose is to create a drug-and crime-free environment and to provide for the safety and protection of the residents in its public housing developments. D° Services in the Contract are already being performed by C.O.P.E. officers. Additional services include acting as legal agents for the Authority in the enforcement of Authority rules and regulations for tenants and to assist or advise in the planning and implementation of other grant-funded security programs within the Authority. II. Current Situation is as follows: mo City Council Approval is required to authorize the City to extend this contract with the Authority for a period of one (1) year, to expire on June 30, 1998. An additional $40,000 of Housing Authority grant funds have been budgeted as both recovered costs and expenditures concerning this contract extension. March 16, 1998 Page 2 Members of Council III. IV. Issues in order of importance are as follows: A. Funding B. Customer Service C. Legal Issues D. Contract Time Frame Alternatives in order of feasibility are as follows: mo Authorized the CiW Manager to execute the Contract between the City and the Authority, and accept the grant funding. Funding for C.O.P.E. activities within Authority properties would be enhanced by $40,000 over a one (1) year period to be paid quarterly upon receipt of performance of proposed activities and authorized expenditures. Customer Service would be enhanced in Authority areas but would not be reduced in other areas. o Legal Issues involving the Contract have been reviewed and approved by the City Attorney and the attorney for the Authority. Contract Time Frame will be made retroactive to July 1, 1997 and will be in effect for 12 months. After this period, the grant will expire. Bo Do not authorize the City Manager to execute the Contract between the City and the Authority and do not accept grant funding. 1. Funding for C.O.P.E. activities would not be received. March 16, 1998 Page 3 Members of Council 2. Customer Service would remain at the present level. 3. Legal Issues would be of no concern. 4. Contract would be invalid. V. Recommendation is as follows: City Council concur in Alternative "A" and take the following action: mo Authorize the City Manager to execute the service contract in form approved by the City Attorney. Respectfully submitted, W. Robert Herbert City Manager WRH:cda Attachments: CC: Final Draft of contract between the City and the Authority Amendment to Contract by Authority City Attorney City Clerk Director of Finance Director of Public Safety Major J.L. Viar - Acting Chief of Police Major R.D. Shields - Police Department Major R.L. Helm - Police Department COPY CONTRACT Whereas, the Authority and the City have entered into a contract dated July 1, 1995, for the provision of additional police services to create a drug and crime-free environment in its public housing developments, and Whereas, said contract has a term of two (2) years, which term ends on June 30, 1997; and Whereas, the Authority has found such services to be in all respects acceptable and is desirous to continue these additional police services. Now therefore the Authority and the City agree as follows: To amend Article V, Terms of Contract, to provide for one additional year of services, which shall begin on July 1, 1997, and end on June 30, 1998. o Ail other terms and conditions of said contract shall remain in effect, including but not limited to, Article VI, Compensation to City, which provides for reimbursement to the City in a total amount not to exceed forty thousand dollars ($40,000.00) per twelve (12) month period. ATTEST: D'I~ECTOR'OF HOUSING CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY: ATTEST: CITY OF ROANOKE: BY: ITS: BY: ITS: cOPY CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY CONTRACT FOR THE PROVISION OF SUPPLEMENTAL POLICE SERVICES This Contract, made and entered into this /~. day of ~, 190~-~, by and between the City of Roanoke Redevelopment and Hou~ing~Authority (hereinafter called the "Authority") and the City of Roanoke (hereinafter called the "City") is for the provision of specific police services associated with the Authority's security programs. WHEREAS, the Authority desires to contract with the City for additional police services to create a drug- and crime-free environment and to provide for the safety and protection of the residents in its public housing developments; and WHEREAS, the City, by and through its police department, desires to assist in the effort by providing effective police services at selected Authority locations as agreed upon by the Authority and the City of Roanoke; NOW, THEREFORE, the Authority and the City agree as follows: ARTICLE I Scope of Services SECTION ONE: SERVICES PROVIDED BY THE CITY "The City agrees to furnish services to the Authority pursuant to this agreement, which services are in addition to baseline police services, and which will provided by the City through police department personnel, both police and civilian, hereafter referred to as "Assigned Personnel" The City agrees that it will not reduce its current level of police services to the public housing developments, particularly in the areas of community policing, patrol, criminal investigations, records, dispatch and special operations during the term o~ this Contract. The manner a~ method of performance of services is specified in Article pla -o.i- The duties a~d extent of services of the Assigned. Personnel shall include, b~.,~ s~a~l ~ot be limited to: A. The City, by and through its police department, will provide a minimum of 15 police officers to perform specialized patrols to enforce all state and local laws and the Housing Authority Rules specified in this contract, sworn officers shall at all times remain part of, subject to and in direct relationships with the police department's chain of co~{~and and under police department rules, regulations and standard operation procedures. SERVICES BROVIDE~D BY T~ CITY (Continued) The City agrees to assign police officers to the targeted areas during specific periods of time identified by research conducted by the COPE Unit and agreed upon by the Authority as high crime or high workload pe,='ie~s in t~e des~nated areas. The City agrees that the police department will employ a community policing concept and that the police department's Crime Prevention Unit . (or other unit whose primary responsibility is to develop and maintain communications with residents) will assist in developing or enhancing crime preventions programs in the public housing con~nunities. The City agrees to collect and provide workload data in the Authority's public housing, developments. It is further agreed that to the extent necessary, the Assigned Personnel will appear as witnesses in the Authority's administrative grievance procedure, civil dispossessory hearings, or other civil or criminal court proceedings where the issue includes criminal or quasi- criminal conduct in or near public housing developments involving any resident, member or a resident's household, or any guest or guests of a resident or h~usehol~ member. Without limiting any of the foregoing, the City agrees that with respect to the services to be performed by any police personnel in accordance with this Contract, the appropriate police department Patrol Commander or Supervisor will meet with resident leadership and management representatives of the Authority on a routine basis for the purposes of reviewing the enforcement and prevention efforts and planning for future changes or modifications anticipated by this Contract. These meetings sha~,l o~cu.r a~ le~s~.quarterly. The City agrees that a policy and procedures manual exists to regulate police officers' conduct and activities and all officers assigned to Authority areas have met the Department's mandated training in the The City ag=ees that it will provide the Assigned Personnel with such basic equipment as may be necessary and reasonable in order to allow the police officers to carry out the duties anticipated under this Contract. Any additional automobiles, motor vehicles, bicycles or other equipment requested by the Authority will be furnished at the expense of and shall remain the property of the Authority. The Authority and City may e%k~a~y., a~xee to lease equipment or vehicles. The police department will provide at a minimum sixteen (16) hours of training on co~,~unity relations and interpersonal coe~nunications skills to all assi~ed officers. 2 ARTICLE I (Continued) S~.RVICW. S PROVID~D BY TH.m. CITY (Continued) The p~lice department shall designate a command officer as the AdmiRistrative Liaison Officer, who will work in condert with the Executive Director of the Authority or that official's designee. The Administrative Liaison Officer will perfor~ the following duties: Coordinate the dissemination and processing of police and security reports, provide supervisory assistance, and coordinate in resolving problems or in carrying out the provisions of this Contract; Establish and maintain an ongoing line of communications with Beat/Zone Commanders and other police personnel; Prepare quarterly progress reports and evaluations of services requested and provided under this Contract for review by the Executive Director, the Police Chief, appropriate Deputy Chiefs and Beat/Zone Commanders and identified community rep~resen~atives; Initiate and monitor ongoing lines of communication, with resident leaders to effectively employ the community policing concept and to address in a timely manner concerns raised by co~,~%~unity leaders; Coordinate security workshops and training seminars for identified residents; 6~ Assist or advise the planning and implementation of other grant-funded security programs within .the Authority; and Establish a clearly defined process for reporting non- emergency criminal activities. The City wilI at all times provide supervision, control and direction of work activities an4 assignments of police personnel, including disciplinary actions. It is expressly understood that the police department shall be responsible for the compensation of the officers and all employee benefits, as well as any injury to officers, their property, or the City's property while on the Authority's property. The assigned personnel shall possess and maintain certification with the Department of Criminal Justice Services (DCJS) of the Commonwealth of Virginia ARTICLE SERVICES ~OVID,~D BY THE CITY (Continued) M. The city will provide copies of citizen complaint forms to be utilized by any resident wishing to complain about police actions. SECTION TWO: A. Be Do SERVICES PROVIDED BY THE AUTHORITY The Authority will provide training of residents, Authority on-site ' management staff and the Assigned Personnel with workshops on community policing and crime prevention issues associated with public housing. This shall include, but not be limited to, training in the following: 1. Crime prevention and security responsibilities; 2. Community organization/mobilization against the causes of and precursors to crime; 3. Drug awareness and control; 4. Orientation and familiarization with the public housing con~nunities for the assigned officers; and 5. Orientation to the lease contract, and lease compliance enforcement procedures and policies. Accommodations - The Authority will provide suitable space to be used at each site targeted for additional police services as needed. The Authority shall provide a quarterly assessment of the results achieved, as measured against the performance objectives specified in the Plan of Operations listed in Article IV of this Contract. The Authority shall refer complaints concerning assigned police personnel in regards to their performance, conduct or actions to the designated department representative. The Authority shall provide a written enumeration of the complaint including documentation and witnesses The Authority will provide the City with the applicable Authority rules and r~u!a=ions for co~liance with this Contract. The Authority will work with police department to subsidize housing or rent costs for police officers who volunteer to reside in a public housing development selected by the Authority. ARTICLE II Enforcement of Rules and Regulations Ce The City, through its police officers, is hereby empowered as the agent of the Authority to enforce the following Authority rules and regulations: 1. Unauthorized visitors in unoccupied structures of the Authority shall be removed. 2. Unauthorized visitors creating disturbance or otherwise interfering - with the peaceful enjoyment of lessees on Authority property shall be removed. 3. Unauthorized visitors destroying, defacing or removing Authority property shall be removed and/or criminal enforcement actions shall be taksn. With regard to =he f'oregoing rules and regulations, the City's police officers are hereby authorized =o give criminal trespass warnings to any persons found in violation of said rules or regulations, i.e., to give notice to any violators that their entry on the property or premises is forbidden, and to arrest or cause the arrest and prosecution of any vi.o~a,~rs, w~en app~=~a=e. The City, through its police officers, is hereby empowered as the agent of the Authority to enforce the following Authority rule or regulation: The tenant and any visitors to Authority property and premises shall refrain from, and shall cause their households to refrain from parking vehicles in any area other than legal parking areas designated by Authority management. with regard to the forgoing rule or regulation, the City's police officers are hereby authorized to have removed any and all vehicles found parked in violation of said rule or regulation, pursuant to established City precedure for impounding vehicles. The City, through its police officers, is hereby empowered as the agent of the Authority to enforce such additional Authority rules and regulations and perfo~, such other duties as shall be specified in any addenda a~taghed hereto or incorporated herein now or in the future. Nothing herein contained shall be construed as permitting or authorizing police officers to use any method or to act in any manner in violation of law or of their sworn.obligation as police officers. ARTICLE III C~mm~,nica~ions, Reporting and Evaluation A. C~.ications A=cess t.o Information The City agrees that the Authority will have access to all public information which in any way deals with criminal activity in any of the housing units under the Authority's control. It is further agreed that the City police department will provide to the Authority information of such incident reports, arrest reports or other public documents which substantiate actual or potential criminal activity in or connected with the public housing developments. This information will be provided at no cost by the city police department on a regular basis in accordance with specific procedures that have been or will be established. Reports concerning arrests of juveniles shall only be reported to the Authority on the basis of an existing court order allowing such release. Co The Authority shall be given access to review cumulative figures of the daily work logs which are completed by each assigned officer at =.he ~n4 of each s~ift. The police department will promptly relay to the Executive Director or her ~esip~ee inf~ormation related to any major crime or incident that occurs, on Au.t~ity property, preferably before the media is informed, The City an4thm Authority agree that any evaluation shall include: ~om~sw®~.4~¥~lice officers for: b-. Bicycle p&~rol c. Mo=orize4patrol COMMUN,IC~>~IONZ,~ R~P~RqIN~AED'E~LUATION (Continued) 2. Comparison of crime and workload in the targeted communities for~a period of 3 years should be made available. The time period specified includes the grant year. 3. Arrests (to include drug violations) 4.. Vehicles towe~ 5.' P~,s.itive citizen contacts 6. Referrals Tre,s,D;~s~s,e~s All UCR Calls f~r se,z~wbce 11. 12. It is information for the City as a include what proportion of pr~rty; HGapon. s s,e'~i~e~ Property s~l~em/re.oovered C~m~unity fee~,ack further agreed that the City whole will provide comparable crime to facilitate the evaluation to activities City-wide occur on Authority ARTICLE IV Plan of Operations The City and the Am-~hority shall prepare a de=ailed plan of operations for use in elimination of drug-related crime. The purpose of the plan is to specify =he manner and method of performance by which each of the serv~e,~e i~~k~ie~to be administereo. The Plan? o{)~e'r~ions will minimally specify the following: 1. Service goals and minimum performance criteria (e.g., definition of what is to be achieved and the expected benefits or outcomes than will be derived); S~affing ievels; Re,e~nsibilities of key personnel; 7 ARTICLe. IH (C~n~in, ued:) PLAN 4. Orgamiza'tion and resources, to include personnel, equipment, in- ~in~ suD~r=~, e~c.; 5. Hours of operation, to encompass schedules of major tasks and activi,t-~e,s; and 6. Community interface to evidence :he methodology by which resident involvemea.t will be gained and maintained during the term of this B. The plam operations will be prepared for review and acceptance within thirty (30) days from the date of execution of this Contract by both par:ies. It is understood that the Authority may request reasonable modification to the initial plan of operations as it deems appropriate. The Authority must approve the plan in order for payment to begin. C. If during the term of the Contract either party desires to amend the scope of the plan of operations, either party may request such an amendment via written notification to the other. The Executive Director of the Authority and/or the Chief of Police shall provide final determinations regarding the establishment of an amendment to the plan ARTICLE V Term of Contract The term of this Contract shall be for two (2) years beginning on the date o.f ~his Contra¢~t. ARTICLE VI Compensation to the City Ail compensation =o ~he City will be made on a cos~ reimbursement basis. The Authority will reimburse the City for services specified in this Contract in a total amount not to exceed forty thousand dollars ($40,000.0~), per twelve (12) month period in the following expense 1. Assigned Personnel.Salaries and Fringe Benefits 2. Administrative Liaxson Officer Prorated Salary and Benefits 8 COMiPEN~AT'I0,N T~ T~E CITY B. Do (Continued) The Authority shall reimburse the police department on a quarterly basis, upon receipt of performance of the proposed services and evidence of authorized expenditures. The billing period will be retroactive to April 1, 1996. The City shall provide the following documentation in requesting reimbursement: 1. Copies of Certified Payroll Time Reports documenting names, employee identification, hours worked in public housing developments, supervisory approval of the report, and supervisory verifica~i~m of the necessity for any overtime worked. 2. Copies of receipts for other allowable con~nunications and other miscellaneous expenses shall be subject to pre-approval, and shall be accompanied, at the time of reimbursement request, by a brief explana.ti~n of the expense incurred. Ail requests for reimbursmment are subject to the approval of the Executive Director, or that official's designee, and the Authority shall ther~eafter make payment of the approved amount within thirty days of receip~ of ~e req~es= for reimbursement. ARTICLE VII Termina=ion This agreement may be terminated, at any time and for any reason by either party hereto, SUuPcOhn the g. iving of thirty (30) days written notice to the other party, notice shall be deemed to be given if sent by certified mail, return receip~ requested, to the address specified in Article VIII. The termination shall become effective upon the expiration of thirty days from ~e. da~e of ~e sa-id ~i.ce. ~ ~.~ .... ARTICLE VIII ~ .~..t..~ ~.~ Notices Any notices required pursuan= to the terms of this Contract shall be sent by United States Cer=ified Mail, return receip= requested, to the principal place of business of each of the parties hereto, as specified below: 9 City: ~xe¢~tive Director City of Roanoke Redevelopment and Housing Authority 2624 Salem Turnpike ~e:a~e~e, Virginia 24017 ~ Chief of Police Roanoke City Police Department 30.9 Third Street S.W. R®anoke, Virginia 24011 ARTICLE IX Choice of Law Any dispute arising pursuant to the terms of this Contract shall be de,teaunine~ in a~¢~r~a~ace with the laws of the Coum~onwealth of Virginia. ..... ' ARTICLE X Entire Contract This Contract represents the entire integrated agreement between the parties and supersedes all prior negotiations, representations or ag. reem~.nts, either written or oral. This Contract may be amended only ATTEST: CITY OF ROANOKE REDEVELOPMENT AND HOU-SING A%~,£HORITY: CITY OF ROANOKE: 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 18, 1998 File #60-270-472 SANDRA H. EAKIN Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33742-031698, amending and reordaining certain sections of the 1997-98 General, Utility Line Services, and City Information Systems Fund Appropriations, providing for appropriation of $1,395,425.00 from the Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings Account, to provide funds for acquisition of priority technology needs and enhancements. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc.' W. Robert Herbert, City Manager Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works ^rchie VV. Harrington, Manager, City Information Systems D. Darwin Roupe, Manager, Supply Management Barry L. Key, Manager, Office of Management and Budget H:\C ORRE S PO~03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33742-031698. AN ORDINANCE to amend and reordain certain sections of the 1997-98 General, Utility Line Services, and City Information Systems Fund Appropriations, and providing for an emergency. VVHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1997-98 General, Utility Line Services and City Information Systems Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund Appropriations Nondepartmental $ 59,056,646 Transfers to Other Funds (1) ................................. 58,334,632 Fund Balance Reserved for CMERP - City (2) ............................... Utility Line Services Fund Appropriations Operations (3) ............................................ $ 3,244,891 Retained Eamin.qs Retained Earnings - Unrestricted (4) .......................... $ 2,617,660 $ 2,104,333 City Information Systems Fund Appropriations Operations (5) ......................................... E-mail System (6) ...................................... GIS Study (7~ ......................................... Client Server (8) ....................................... Customer Service System (9) ............................. Wide Area Network Expansion (10) ........................ Workstation Requests (11 ) ............................... Event Management System (12) ........................... Trust Fund Accounting (13~ .............................. HUD Planning and Mapping Systems (14) ................... Real Estate Systems Study (15) ........................... Meals/Business Tax Systems (16) ......................... Year 2000 Software Tools (17) ............................ Imaging Project (18) .................................... Central CD Tower (19) .................................. ClS Training Room (20) ................................. CIS Help Desk Software (21) ............................. Document Distribution, Print & Retrieval Systems (22) .......... City Server Upgrades (23) ............................... Staff, Contractors & Consultants (24) ....................... Revenues Nonoperating (25-26) ................................... Retained Earnings Retained Earnings - Unrestricted (27~ ...................... 1) Transfers to CIS Fund 2) Reserved for CMERP - City 3) Transfers to .CIS Fund 4) Retained Earnings- Unrestricted 5) Training and Development 6) ApPropriated from General Revenue 7) Appropriated from General Revenue (001-004-9310-9513) (001-3323) (016-056-2625-9513) (016-3336) (013-052-1601-2044) (013-052-9803-9003) (013-052-9804-9003) $ 799,905 (799,905) 16,020 (16,020) 10,000 15,000 300,000 $ 2,430,029 115 000 360 000 36000 166000 194530 272 145 55 500 10 000 11 120 35 000 50 000 20 000 60,000 10 00(3 33 500 15 000 65 000 20 000 136 000 $ 1,041,754 $ 2,545,185 8) Appropriated from General Revenue 9) ApprOpriated from General Revenue 10) Appropnated from General Revenue 11 ) Appropriated from General Revenue 12) Appropriated from General Revenue 13) Appropriated from General Revenue 14) Appropriated from General Revenue 15) Appropriated from General Revenue 16) Appropriated from General Revenue 17) Appropriated from General Revenue 18) Appropriated from General Revenue 19) Appropriated from General Revenue 20) App.ropriated from General Revenue 21 ) Appropriated from General Revenue 22) Appropriated from General' Revenue 23) Appropriated from General Revenue 24) ApproPriated from General Revenue 25) Transfer fi;om General. Fund 26) Transfer'from Utility Line Services 27) Retained Earnings (013-052-9808-9003) (013-052-9810-9003) (013-052-9811-9003) (013-052-9815-9003) (013-052-9816-9003) (013-052-9817-9003) (013-052-9818-9003) (013-052-9819-9003) (013-052-9820-9003) (013-052-9821-9003) (013-052-9822-9003) (013-052-9823-9003) (013-052-9824-9003) (013-052-9825-9003) (013-052-9826-9003) (013-052-9827-9003) (013-052-9828-9003) (013-020-1234-1032) (013-020-1234-1188) (013-3336) $ 20,000 126,000 131,160 272,145 55,500 10,000 11 120 35,000 50,000 20,000 60,000 10,000 33,500 15,000 65,000 20,000 136,000 799,905 16,020 (579,500) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. '93 12 ,ml :34 Roanoke, ¥irginia March 16, 1998 98-316 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Fund Appropriations from Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings I. Background on the subject in chronological order is: mo Capital Maintenance and Equipment Replacement Program (CMERP) and Prior Year Retained Earnings Account have identified Funding sources for technology needs and enhancements. Bo The City Manager's Informatign Technology Committee has identified the priority technology projects that require Funding in order to proceed. Items and Projects identified are those deemed necessary to continue assigned duties and projects in the most efficient and effective manner. D. A listing of those items and projects are shown on Attachment "A" of this report. The City Manager. by authority designated by City Council, may approve expenditures of Funds up to $75,000 provided those Funds have been appropriated by Council to operating accounts. Items or prqiects identified on Attachment "A" either have been bid or will be bid in accordance with the procurement section of the Code of the City of Roanoke. II. Current Situation is: It is necessary_ for City Council to appropriate Funds from CMERP and Prior Year Retained Earnings to provide for the acquisition of items listed on Attachment "A" of this report. Fund Appropriations Page 2 me Ve Issues in order of importance are: A. Need B. Funding C. Timing Alternatives in order of feasibility are: A. City Council appropriate $1.395.425 to various accounts to provide for the items and projects listed on Attachment "A" of this report. 1. Need for identified items and projects have been justified as essential. 2. Funding is available in current year CMERP and Prior Year Retained Earnings from Utility Line Services or City Information Services. 3. Timing will allow for the requested acquisitions to be completed in the most efficient manner. B. City Council not appropriate requested funds to various accounts. 1. Need for the acquisition of necessary items and projects would not be addressed by this alternative. 2. Funding designated for the purchase of the requested items and projects would not be expended at this time with this alternative. 3. Timing for the acquisition of requested items and projects would not be accomplished in the most expedient manner. Recommendation is for City Council to concur with Alternative "A", to appropriate $1,395,425 to accounts to be established by the Director of Finance. Accounts to be appropriated as follows: A. $799,905 from current year Capital Maintenance and Equipment Replacement Program. B. $16,020 from Utility Line Services Prior Year Retained Earnings. Fund Appropriations Page 3 CCZ C. $579,500 from City Information Systems Prior Year Retained Earnings. Respectfully Submitted, W. Robert Herbert City Manager City Attorney City Clerk Director of Finance Director of Utilities & Operations Director of Public Works Manager, City Information Systems Manager, Supply Management Management & Budget Attachment "A" Funds designated from current year Capital Maintenance & Equipment Replacement Program (CMERP). Ao Workstation requests: ...................................... $272,145 Includes 41 replacement workstations and 20 new workstations including hardware & software to operate in a Windows 95 environment. Event Management System ................................... $55,500 Implement an Event Management System for the Civic Center to automate booking, scheduling, room setup, accounting, and event tracking. Trust Fund Accounting System ............................... $10,000 Replace existing system used by the Circuit Court to manage Trust Fund accounts with a system capable of supporting the year 2000. Do HUD Planning & Mapping System ............................ $11,120 Implement a planning and mapping software system developed by the US Department of Housing and Urban Development to assist in preparing a 3 million dollar grant. Eo Citizen Service Tracking System (Phases I & II) ................ $126,000 Implementation of the first two phases of a city-wide Citizen Service Tracking System to manage and track complaints, requests for service, and requests for information. The system initially will operate in the municipal building, the Public Works Center and at Parks and Recreation building on Reserve Avenue. Fo Real Estate System Study .................................... $35,000 Conduct an in-depth study of Real Estate practices and procedures used throughout the city, including the Courts, Assessor, Treasurer, Commission of the Revenue, Planning & Zoning, and other departments, and make recommendations for process improvements and develop requirements for a comprehensive Real Estate system. Meals Tax & Business Tax System ............................. $50,000 Implement a comprehensive tax system for the administration and collection of meals tax and other business taxes (cellular, transient occupancy, utility, etc.) managed by the Office of Billings and Collections. Currently there are two systems which support these taxes and both are in need of major enhancements and do not support the year 2000. Attachment "A" page 2 Ko Lo Mo Wide Area Network (WAN) ................................. The first phase of thc Enterprise Network has been completed in the downtown complex and three of the remote locations (Public Works, Parks & Recreation, and Real Estate Assessor) are in thc process of being connected. This next phase will add additional remote locations to the Enterprise network at Utility Lines, thc Jefferson Center, and thc Main Library. $115,140 Client-Server Technology .................................... $20,000 Technology solutions in today's market require knowledge of a wide variety of client-server concepts and tools. A Client Server Team in CIS has researched alternative approaches and has recommended implementation of SQL Server relational database management system to support client-server application solutions. Year 2000 Software Tools .................................... $20,000 Acquire software tools to assist in the conversion and testing of existing computer programs for year 2000 compliance. Imaging Project ............................................ $60,000 Conduct a study of imaging needs throughout the city and implement a small-scale imaging application as a starter project. Central CD Tower .......................................... $10,000 Add a CD tower to thc enterprise network to provide city wide access to CD's that can be utilized by multiple departments. Help Desk Software ................................. ........ $15,000 Implement a software system to manage help desk calls, manage workstation inventory, and provide end-user support assistance. TOTAL: $799~905 Attachment "A" page 3 II. Funds designated from Prior Year Retained Earnings Account. City Information Systems Ao GIS - Phase II ............................................................................. Phase I (Assessment and Planning-consultant study) is complete and the City is ready to proceed with the procurement and implementation of the system (software and hardware). Bo Training Room ........................................................................... Establish a computer classroom at the Campbell Court location dedicated to PC education for City employees. Includes 6 laptops and cost to furnish room. Co E-Mail Licensing ....................................................................... Acquire additional licenses for phase II of E-mail implementation. Do Enterprise Document Print/Retrieval System ......................... Facility to provide viewing/archiving of computer-generated reports which are currently printed and stored in hard-copy form. Also a central laser printing facility to generate W2s. Eo Server Upgrades ....................................................................... Upgrade enterprise servers (disk space, memory) to support the growth in existing and future information system needs. Fo CIS Training ............................................................................ Training CIS staff for new technology initiatives: Client-Server, Help Desk, Internet, etc. Consultants and Temporary Staff. ......................................... Funding to support additional temporary staffing needed to maintain and enhance existing systems and implement approved technology projects. Utility_ Line Services Utility Line Services' portion of Wide Area Network ........... $300,000 $ 33,500 $15,000 $ 65,000 $ 20,000 $10,000 $136,000 $16,020 Total $595,520 Office of the City Manager March 16, 1998 The Honorable Mayor and Members of Roanoke City Council Roanoke, VA 24011 RE: Capital Maintenance and Equipment Replacement Program Information Technology Dear Mayor Bowers and Members of Council: Each year as a part of our Capital Maintenance and Equipment Replacement Program (CMERP), we ask city departments to submit their requests for information technology needs. This year over fifty requests were made totaling over 3 3/4 million dollars. These request as usual were forwarded to our Information Technology Committee (ITC) for their review and recommendations. The ITC spent a great deal of time and energy in a detailed analysis of these requests. Information was provided by departmental staffs including a number of project teams. CIS staff helped gather, assimilate and organize the information and made detailed reports to the ITC. With consideration of costs of the individual requests and benefits to be derived and also considering consistency with long term technology directions, the ITC developed priorities and funding strategies and made recommendations to the City Manager. The attached report requests that City Council appropriate funds for those projects recommended by the ITC and approved by the City Manager. These projects along with a description and costs are outlined on Attachment A to that report. Two projects approved but are not included on the list to be funded at this time include the Utility Billing System Project and the Public Safety Project. Funding requests for these projects will be made with separate reports and at a time when more specific project costs and funding sources are developed. The ITC has done a great job again this year and I would like to thank them for their work. Members include: James Ritchie, chairman, David Anderson, Robert Bird, Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-159t (540) 853-2333 FAX (540) 853-1138 CityWeb:www. ci.roanoke.va.us The Honorable Mayor and Members of Roanoke City Council Page Two William Clark, Carolyn Glover, James Grisso, ^rchie Harrington, Beverly James, Barry Key, and George Snead. Respectfully submitted, W. Robert Herbert City Manager CC; Wilburn Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director of Public Works Archie Harrington, Manager of City Information Systems 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 18, 1998 File #77 SANDRA H. EAKIN Deputy City Clerk M. S. Hollis State Urban Engineer 1401 East Broad Street Richmond, Virginia 23219 Dear Mr. Hollis: I am enclosing copy of Resolution No. 33744-031698, requesting that the Virgima Department of Transportation authorize a railroad grade crossing, to install gates and flashing lights south of Campbell Avenue and 18th Street, S. VV., as an urban highway project. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager James D. Grisso, Director of Finance William F. Clark, Director, Public Works Barry L. Key, Manager, Office of Management and Budget Charles M. Huffine, City Engineer Robert K. Bengtson, Traffic Engineer Ellen S. Evans, Construction Cost Technician H:~CORRE SPO~,O3-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33744-031698. A RESOLUTION requesting the Virginia Department of Transportation to program a safety project, 18th Street, S.W., railroad grade crossing, as an urban highway project. WHEREAS, it is necessary that a request by Council resolution be made in order that the Virginia Department of Transportation ("VDOT") program the safety project known as 18th Street, S.W., railroad grade crossing, to install gates and flashing lights south of Campbell Avenue, S.W., as an urban highway project. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke, Virginia.that: 1. The City requests that VDOT program the safety project known as 18th Street, S.W., railroad grade crossing, to install gates and flashing lights south of Campbell Avenue, S.W., as an urban highway project. 2. The City agrees to pay .2% of the total cost for project design, right-of-way acquisition, and construction of this project, and the City agrees that if the City cancels this project in the future for any reason, the City will pay 100% of all costs associated with any work completed on the canceled project between time of programming and the cancellation notice. 3. The City Clerk is directed to forward a copy of this resolution to the appropriate persons at VDOT. ATTEST: tI:\RE~SAF-IllTII. I City Clerk. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 18, 1998 File #77 SANDRA H. EAKIN Deputy City Clerk M. S. Hollis State Urban Engineer 1401 East Broad Street Richmond, Virginia 23219 Dear Mr. Hollis: I am enclosing copy of Resolution No. 33743-031698, requesting that the Virginia Department of Transportation authorize a railroad grade crossing, to install gates and flashing lights east of 18th Street, S. W., as an urban highway project. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F P~arker, CMC/AAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager James D. Grisso, Director of Finance William F. Clark, Director, Public Works Barry L. Key, Manager, Office of Management and Budget Charles M. Huffine, City Engineer Robert K. Bengtson, Traffic Engineer Ellen S. Evans, Construction Cost Technician H:~C ORRE SPO~3-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33743-031698. A RESOLUTION requesting the Virginia Department of Transportation to program a safety project, Cleveland Avenue, S.W., railroad grade crossing, as an urban highway project. WHEREAS, it is necessary that a request by Council resolution be made in order that the Virginia Department of Transportation ("VDOT") program the safety project known as Cleveland Avenue, S.W., railroad grade crossing, to install gates and flashing lights east of 18th Street, S.W., as an urban highway project. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke, Virginia that: 1. The City requests that VDOT program the safety project known as Cleveland Avenue, S.W., railroad grade crossing, to install gates and flashing lights east of 18th Street, S.W., as an urban highway project. 2. The City agrees to pay .2% of the total cost for project design, right-of-way acquisition, and construction of this project, and the City agrees that if the City cancels this project in the future for any reason, the City will pay 100% of all costs associated with any work completed on the canceled project between time of programming and the cancellation notice. 3. The City Clerk is directed to forward a copy of this resolution to the appropriate persons at VDOT. ATTEST: H:\RES~$AF-CI.EV. 1 City Clerk. March 16, 1998 No. 98-116 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Council Members: SUBJECT: Virginia Department of Transportation Safety Improvement Program - Project Resolutions I. Background: Intermodal Surface Transportation Efficiency Act (ISTEA) was signed into federal law in December, 1991. ISTEA requires state departments for transportation to set aside a minimum of 10 percent of the Surface Transportation Program (STP) allocation each year to be used for "hazard elimination" and "rail/highway grade crossings". Funding participation for approved projects is 90 percent federal and 10 percent local. Regular urban highway allocations may be used to provide 98 percent of the 10 percent local matching funds, with the locality providing the other 2 percent. This effectively means that the locality only needs to provide 0.2 percent in local funding. Co Virginia Department of Transportation (VDOT) project applications were submitted in June, 1997. Applications for two (2) railroad grade crossing projects were submitted to VDOT by the City. Projects were selected by staff based upon site review and citizen complaints. These applications are for the installation of gates and flashing lights at the railroad crossings on Cleveland Avenue (east of 18th Street, S.W.) and on 18th Street, S.W. (south of Campbell Avenue) as located on Attachment I. These crossings are presently marked only with signage. II. Current Situation: VDOT has approved both Roanoke City project applications. These projects will be authorized by VDOT upon receipt of resolutions from City Council and will be included in this year's update of VDOT's Six-Year Improvement Program. VDOT Safety Improvement Program No. 98-116 Page 2 March 16, 1998 III. IV. B. Local share of project cost is estimated at a total of $400 for these two (2) projects as described in Attachment I. Issues: A. Safety_ B. Funding C. Timing Alternatives: A. City_ Council request by two separate resolutions that VDOT program the safety projects as urban highway projects, as described in Attachment II. 1. Safety of each project location will improve. 2. Funding in the amount of $400 is available in the Roadway Safety Improvement Program account 008-052-9606-9001. 3. Timing for approval of resolutions is important to enable project authorization by VDOT. B. City Council not approve resolutions that VDOT program the two (2) safety projects as urban highway projects, as described in Attachment II. 1. Safety of each project location will not improve. 2. Funding is not needed at this time. 3. Timing is not an issue. Recommendation is that City Council approve Alternative "A" and: A. Re~.uest by two (2) separate resolutions that VDOT program the two (2) safety projects as urban highway projects, as described in Attachment II. VDOT Safety Improvement Program No. 98-116 Page 3 March 16, 1998 Indicate that, if the City cancels one or more of these projects in the future for any reason, the City would pay 100 percent of all costs associated with any work completed on the canceled project between time of programming and the cancellation notice. (This type of statement is usual and typical of all highway project programming requests made by municipalities throughout Virginia.) Respectfully submitted, W. Robert Herbert City Manager WRH/RKB/gpe Attachments copy: City Attorney Director of Finance Director of Public Works Manager, Office of Management & Budget City Engineer Traffic Engineer Construction Cost Technician ATTACHMENT II ESTIMATED COSTS FOR APPROVED SAFETY PROJECTS Funding Cleveland Avenue,S.W. 18th Street, S.W. TOTAL Federal Funding 90% $90,000 $90,000 $180,000 Local Match using Urban Allocation $9,800 $9,800 $19,600 (9.8%) Local Match using Local Funds (0.2%) $200 $200 $400 TOTAL $100,000 $100,000 $200,000 MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk March 18, 1998 File #60-229-422 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33746-031698, authorizing you to execute a CIty- State Agreement between the City and the Virginia Department of Transportation f(x renovation and construction improvements to the existing facade of the Virginia Museum of Transportation, Phase I, to provide for an increased Intermodal Surface Transportation Efficiency Act (ISTEA) award of $40,000.00. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday. March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: Katherine F. Houck, Executive Director, Virginia Museum of Transportation. 303 Norfolk Avenue, S. W., Roanoke, Virginia 24016 William F. Clark, Director, Public Works Barry L. Key, Manager, Office of Management and Budget Charles M. Huffine, City Engineer John R. Marlles, Chief, Planning and Community Development Phillip F. Sparks, Chief of Economic Development Robert K. Bengtson, Traffic Engineer H:~CORRESPO'~3-16**98.WPD IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33746-031698. A RESOLUTION authorizing execution of an agreement between the City and the Commonwealth of Virginia, Department of Transportation, said agreement relating to the renovation and construction improvements to the existing facade of the Virginia Museum of Transportation, Phase I - Project EN94-128-V20, C-501 and Federal Project TEA-5128(174); authorizing execution of amendments to prior agreements between the City and the Commonwealth of Virginia, Department of Transportation, and the City and Virginia Museum of Transportation, to provide for the increased ISTEA~ard~ to the Virginia Museum of Transportation; upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager is hereby authorized to execute, for and on behalf of the City, and the City Clerk is authorized to attest, the agreement between the City and the Commonwealth of Virginia, Department of Transportation, attached to the report to this Council dated March 16, 1998, in form approved by the City Attorney, said agreement establishing certain duties and obligations in connection with the renovation and construction improvements to the existing facade of the Virginia Museum of Transportation, Phase I - Project EN94-128-V20, C-501 and Federal Project TEA-5128(174), upon certain terms and conditions, as more specifically set forth in the report to this Council dated March 16, 1998. 2. The City Manager or Assistant City Manager is hereby authorized to execUte, for and on behalf of the City, and the City Clerk is authorized to attest, the amendments to prior agreements between the City and the Commonwealth of Virginia, Department of Transportation, and the City and Virginia Museum of Transportation, in form approved by the City Attorney, to provide for the increased Intermodal Surface Transportation Efficiency Act (ISTEA) award of $40,000.00 to the Virginia Museum of Transportation, upon certain terms and conditions, as more specifically set forth in the report to this Council dated March 16, 1998. ATTEST: City Clerk. H:q~.E S~'.-VD(Y]'-V. I 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 18, 1998 File #60-229-422 SANDRA H. EAKIN Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33745-031698, amending and reordaining certain sections of the 1997-98 Capital Projects Fund Appropriations, appropriating $40,000.00 in connection with a City-State Agreement between the City and the Virginia Department of Transportation for improvements to the Virginia Museum of Transportation. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 18, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works Barry L. Key, Manager, Office of Management and Budget Charles M. Huffine, City Engineer John R. Marlles, Chief, Planning and Community Development Phillip F. Sparks, Chief of Economic Development Robert K. Bengtson, Traffic Engineer H:'tC ORRESPO~03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33745-031698. 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: , Appropriations Community Development $1,081,000 Improvements to Virginia Museum of Transportation (1) ............ 1,081,000 Revenues Due from State Government (2) ................................ $ 268,000 1) Appropriated from State Grant Funds 2) VDOT-Virginia Museum of Transportation (008-052-9650-9007) $ 40,000 (008-1234) 40,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. March 16, 1998 No. 98-119 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Virginia Museum of Transportation City-State Agreement for ISTEA Funds I. Background' Ao Virginia Museum of Transportation (VMT) wishes to undertake certain renovations and construction improvements to the Museum. The project description was included in the approved Capital Improvement Program for Fiscal Years 1994-1998. Bo Total estimated cost of the renovation and construction project is $1.949.001 which includes the following three phases: Phase I - upgrading the front facade with paint and construction of a new front entry and installing two (2) signs on the Museum's roof. Phase II - building a cover/shed, with skylights, for the Museum's outside rail and road exhibits. 3. Phase III - building and amphitheater. Co By Resolution NO. 31900-031494 City Council requested funding from the Commonwealth Transportation Board in the Enhancement Program of the Virginia Department of Transportation (VDOT), pursuant to the Intermodal Surface Transportation Efficiency Act ("ISTEA") for Phase I of the Museum's renovations and construction project. VDOT included Phase I in the Enhancement Program in 1994 and awarded $228.000 of the $380.000 needed for Phase I. City commits to 20% of Phase I cost. An additional $40.000 was awarded by VDOT in 1997, bringing the total Federal funds available for this project to $268.000. Virginia Museum of Transportation No. 98-119 Page 2 March 16, 1998 II. A maximum of $813,000 of the 1996 General Obligation Bond Issues has been committed by the City for the total project. Bond funds must be matched by funding generated by the VMT to include cash, in-kinds goods and services and ISTEA funding. The City anticipates spending up to $152.000 for Phase I, $490.000 for Phase II and $171.000 for Phase III of the project. This sum of $813.000 represents the City's total financial support to VMT. City Council, at its meeting on November 13, 1995, authorized the City Manager to execute agreements with: 1. VDOT for development and administration of the Phase I project. VMT by which they shall fulfill all obligations undertaken by the City in its agreement with VDOT. Current Situation: Plans and specifications for the Phase I project were prepared for the VMT by Hayes, Seay, Mattern and Mattern. Plans have been reviewed and approved by VDOT and the Federal Highway Administration. Bids were publicly opened by the VMT on January 21, 1998, after having been advertised in accordance with the Virginia Public Procurement Act. Six (6) bids were received (see Attachment A), with the Iow bid submitted by Avis Construction Company, Inc., in the amount of $314.000. Bids were reviewed by VDOT and the Iow bid was approved by the Commonwealth Transportation Board at its meeting on February 19, 1998. City-State Agreement (Attachment B) describes the cost shadng breakdown for this project. Roanoke's share of $81.000 is available in the project account. This represents a portion of the $152.000 that the City is prepared to provide to the VMT for this Phase I project. Project construction will be monitored by City inspection. VMT will incur costs and seek reimbursement from VDOT through the City. The City will verify that all pay requests are accurate before forwarding to VDOT for reimbursement funds. Virginia Museum of Transportation No. 98-119 Page 3 March 16, 1998 III. Issues: A. Funding B. Construction plans C. Timing IV. Alternatives: Authorize the City Manager, in a form acceptable to the City Attorney, to execute the City-State Agreement on behalf of the City. Funding in the amount of $81.000 is available in the "Improvements to the Virginia Museum of Transportation" account (No. 008-052- 9650) for this Phase I project. An appropriation of $228.000 for ISTEA enhancement funds, to be reimbursed to the City by VDOT, needs to be increased by $40,000 to a new total of $268,000 to reflect the additional funds awarded to VMT in 1997. The accounts receivable from VDOT for this project will likewise need to be increased $40.000. Construction plans for Phase I can be implemented and comply with the VMT's need to enhance their facility. Timing for project to begin is next month. It is anticipated that the project should be completed within nine (9) months from the start of construction. Reject City-State Agreement and proceed to reimburse VDOT for 100% of all expenditures to date. Funding in the amount of $28.000 incurred to date by VMT for professional engineering and architectural services would need to be paid to VDOT. 2. Construction plans would not be built with ISTEA enhancement funds. 3. Timing to implement enhancements would be delayed. Virginia Museum of Transportation No. 98-119 Page 4 March 16, 1998 Recommendation is that City_ Council aD.Drove Alternative A and take the following actions: Authorize the City Manager, in a form acceptable to the City Attorney, to execute the City-State Agreement on behalf of the City. Bo Appropriate $40.000 of ISTEA funds (to be reimbursed by VDOT) to the "Improvements to Virginia Museum of Transportation" account #008-052- 9650-9007. Increase the receivable in account 008-1234 by the same. Authorize the City Manager to execute amendments to prior City-State and City-VMT agreements, in terms acceptable to the City Attorney, to provide for the increased ISTEA award of $40.000 to VMT. Respectfully submitted, W. Robert Herbert City Manager WRH/RKB/gpe Attachments: City-State Agreement Bid Listing copy: City Attorney Director of Finance Director of Public Works Manager, Office of Management & Budget City Engineer Chief, Economic Development Traffic Engineer VIRG MUSEUM OF TRANSP, QRT ON ATTACHME~A In accordance with the Virginia Museum of Transportation, Inc.'s plans for additions and ·alterations to the Museum a public opening of bids for the project was held at exactly 2:00PM, January 21 The Bids were as follows: Avis Construction Company, Inc. - $314,000 Breakell, Inc. - $344,794 Williams Painting & Remodeling, Inc. - $354,000 Acorn Construction, Ltd. - $365,950 U.S. Construction Co. of Roanoke - $372,836 Building Specialists, Inc. - $374,500 / ~atherine k- Houck · ~xecutive Director January 21, 1998 303 NORFOLK AVENUE · ROANOKE, VIRG:NIA 24016 · (5401 3~[2-567¢) · FAX: (540) .q424:;gf]g AGREEMENT BETWEEN TIlE CITY OF ROANOKE AND THE VIRGINIA DEPARTMENT OF TRANSPORTATION The City of Roanoke, Commonwealth of Virginia, hereinafter referred to as ROANOKE, and tho Commonwealth of Virginia, Department of Transportation, hereinafter referred to as the DEPARTMENT, hereby agr~ as follows: 1. o The DEPARTMENT approves the enhancement project for the renovation and construction improvements to ihe exis'ting fagade of the Virginia Muse,am of Transportation and designated as Project EN94-128-V20, C-501 and Federal Project TEA-5128(174). ROANOKE will prosecute the project as designed and requests the DEPARTMENT to submit the project with recommendation that it be approved by the Commonwealth Transportation Board/Federal Highway Administration. ROANOKE agrees to adjust utilities, and furnish all necessary fight-of- way/property, at no expense to the DEPARTMENT. ROANOKE agrees to comply with Title VI of the Civil Rights Act of 1964 and the Virginia Fair Employment Contracting Act, Sections 2.1-374 tlu'ough 2.1-376 of the Code of Virginia (1950), as amended. ROANOKE agrees to comply with all applicable federal, state and local niles, regulations and statutes when work is performed on this project wifl~ municipal forces or its agent at project expense. ROANOKE agrees that prison labor will not be used for any purpose whatsoever on this project. ROANOKE agrees to participate in the adtual cost of this project in accordance with the following tabulation, understanding that the costs shown are estimated and the basic federal/city ratio is 80Vd20% respectively, however, such ratio is subject to the limiting federal mount (*$268,000.00). PROJECT COST Preliminary Engineering Construction Total TOTAL FEDEIL,~L ROANOKE'S ESTIMATED COST * FUNDS SHARE $ 35,000.00 $ 28,000.00 $ 7,000.00 314,000.00 240,000.00 74,000.00 $349,000.00 *$268,000.00 $81,000.00 Maximum amount of Federal Funds available for eligible project expenditures ($268,000.00). IN WITNESS WHEREOF, the parties have hereunto affixed their signatures, for CITY of ROANOKE on the day of ., 1998, and the DEPARTMENT on the ~ day of ,1998. ATTEST: CITY OF ROANOKE BY BY CITY CLERK CITY MANAGER NOTE: The official signing for the municipality must attach a certified copy of the authority under which this Agreement is executed. This Agreement is executed in threo originals. APPROVED AS TO FORM CITY ATTORNEY COMMONWEALTH OF VIRGI~tA, DEPARTMENT OF TRANSPORTATION BY COMMISSIONER 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 18, 1998 File #60-70-405 SANDRA H. EAKIN Deputy City Clerk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33748-031698, authorizing you to execute an architectural/engineering contract with LMW, PC, for design, development and construction documents, contract administration and project inspection for construction of a new fire station for the Peters Creek Road Corridor, in the amount of $66,000.00. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 18, 1998. Sincerely, Mary F Parker, CMC/AAE MFP:Io Attachment pc: Doug Meredith, President, LMW, PC. 1401 2nd Street, S. W., Roanoke, Virginia 24016 VVilburn C. Dibling, Jr., City Attorney William F. Clark, Director of Public Wod~ George C. Snead, Jr., Director, Public Safety Diane S. ^kers, Budget Administrator, ofrme of Management and Budget James Grigsby, Fire-EMS Chief H:~CORRES PO~03-16-98.WPD W. Robert Herbert March 18, 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 D. Darwin Roupe, Manager, Supply Management The Honorable Sherman A. Holland, Commissioner of the Revenue H:~AGENDAg~MARI~.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33748-031698. A RESOLUTION authorizing a contract with LMW I~C, for design, development and construction documents, construction administration and project inspection for the fire station for the Peters Creek Road Corridor. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized to execute and attest, respectively, a contract with LMW I~C, for design, development and construction documents, construction administration and project inspection for the fire station for th~ Peters Creek Road Corridor. 2. The amount of the lump sum contract is $66,000 and the form of the contract shall be approved by the City Attorney, all as more particularly set forth in the City Manager's report to this Council dated March 16, 1998. ATTEST: City Clerk. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk March 18, 1998 File #60-70-405 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33747-031698, amending and reordaining certaen sections of the 1997-98 Capital Projects Fund Appropriations, providing for appropnalx)n of $72,000.00, in connection with an architectural/engineering contract with LMW, PC. ~n association with DJG, Inc., for design, development and construction documents, contract administration and project inspection for construction of a new fire station for the Peters Creek Road Corridor. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager William F. Clark, Director of Public Works George C. Snead, Jr., Director, Public Safety Diane S. Akers, Budget Administrator, Office of Management and Budget James Grigsby, Fire-EMS Chief H:~CORRESPOg)3-16-98.WPO James D. Grisso March 18, 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 D. Darwin Roupe, Manager, Supply Management The Honorable Sherman A. Holland, Commissioner of the Revenue H:~.GENDAg~J~AR1 e. WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33747-031698. AN ORDINANCE to amend and reordain certain sections of the 1997-98 Capital Projects Fund Appropriations, and providing for an emergency. VVHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1997-98 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ADDropHations Public Safety $ 362,350 Peters Creek Road Fire Station (1) ........................... 72,000 Capital Improvement Reserve $ 15,327,044 Public Improvement Bonds - Series 1996 (2) .................... 7,848,407 1) Appropriated from Bond Funds (008-052-9677-9001) $ 72,000 2) Buildings (008-052-9701-9183) (72,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. CITY _:i.r: ,:?: :? 'olr~ar_¢h 16, 1998 Council Report No. '98 -9 10:06 98-122 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City COuncil: Subject: AWARD ARCHITECTURAL/ENGINEERING FULL SERVICES CONTRACT FIRE STATION FOR PETERS CREEK ROAD CORRIDOR FOR CITY OF ROANOKE FIRE DEPARTMENT ROANOKE, VIRGINIA Backoround on the subject in chronological order is as follows: A oroDer advertisement seekinq architectural/enoineerina services for design, production of contract documents and contract administration was publicly advertised on Sunday, October 19, 1997. Reauests for DroDosals were reauested by ten (10) firm~ with their reply due on Friday, November 21, 1997. The Selection Committee narrowed the ten (10) submittals down to four (4) firms deemed most qualified. These four firms were interviewed by the committee on February 25, 1998. The four (4) firms interviewed were as follows: Martin Associates Roanoke, Virginia Hayes, Seay, Mattern & Mattern, Inc. Roanoke, Virginia The TAF Group Virginia Beach, Virginia LMW, PC and DJG, Inc. Roanoke and Williamsburg, Virginia The firms of LMW, PC in association with DJG, Inc. was chosen as the most qualified due to the number of fire stations they had designed and built. This fire station will be similar in plan and function to Fire Station No. 14 with added space for Emergency Medical Services (EMS). II. Current situation is as follows: A. Firms have been interviewed and the most aualified selected. The project needs to proceed. Honorable Mayor and Members of City Council AWARD ARCHITECTURAL/ENGINEERING FULL SERVICES CONTRACT FIRE STATION FOR PETERS CREEK ROAD CORRIDOR FOR CITY OF ROANOKE FIRE DEPARTMENT ROANOKE, VIRGINIA March 16, 1998 Page 2 III. Issues in order of importance are as follows: B. C. d. Qualification of the firm(s) Timing of the award Reasonableness of fee Availability of the funds IV. Alternatives in order of feasibility are as follows: Award a full services architectural/enc]ineerina contract to LMW, PC of 1401 Second Street, S.W., Roanoke, Virainia 24016, for the design, construction documents and contract administration, including periodic inspections of construction for the following lump sum fee: Full Service Contract $66,000 Contingency 6,000 * Total ~ Expenditure of these fee charges will be administratively approved. Qualification of the firm, along with their associate firm, has been established by the number of fire stations they have designed and constructed. Timing of the project has been delayed in the final site selection. Personnel are to be housed in this facility along with the vehicles. Work needs to progress without further delay. Reasonableness of fee has been established by negotiation and by use of the Commonwealth of Virginia Capital Outlay Manual. 4. Funding is available from the 1996 Bond Proceeds. Honorable Mayor and Members of City Council AWARD ARCHITECTURAL/ENGINEERING FULL SERVICES CONTRACT FIRE STATION FOR PETERS CREEK ROAD CORRIDOR FOR CITY OF ROANOKE FIRE DEPARTMENT ROANOKE, VIRGINIA March 16, 1998 Page 3 Do not award a contract at this time. ., Qualification of the firm will still have to be established prior to award of any architectural/engineering services contract. Timing of the award of a design contract would delay construction of this facility. Reasonablene~,~ of fee would have to be established for any architectural/engineering firm selected at a later date. Availability (~f funding would not be obligated at this time. Recommendi]ti~n is as follows: City Council concur in alternative "A" and take the following action: Authorize the City M~nager to execvte an architectural/enaineerino full services contract, in form acceptable to the City Attorney, with LMW, PC, in association with DJG, Inc., for design, development and construction documents, construction administration and project inspection for the fire station for the Peters Creek Road Corridor for the lump sum of $66,000. A~DroDriate the f~)ll~winq funding from the 1996 General Obligation Bond Proceeds to an account in the Capital Projects Fund to be entitled, "Peters Creek Road Fire Station." Architectural/Engineering Fee Contingency Total $66,000 6,000 Respectfully Submitted, W. Robert Herbert City Manager Honorable Mayor and Members of City Council AWARD ARCHITECTURAL/ENGINEERING FULL SERVICES CONTRACT FIRE STATION FOR PETERS CREEK ROAD CORRIDOR FOR CITY OF ROANOKE FIRE DEPARTMENT ROANOKE, VIRGINIA March 16, 1998 Page 4 WRH/LBC/bs C' City Attorney City Clerk Director of Finance Director of Public Works Director of Public Safety Budget Administrator Fire Chief Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Manager of Supply Management Commissioner of Revenue 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 18, 1998 File #60-270-472 SANDRA H. EAKIN Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33749-031698, amending and reordaining certain sections of the 1997-98 General, Management Services, and Utility Line Services Fund Appropriations, providing for appropriation of $566,507.00 from the Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings Account, to provide funds for acquisition of certain operational items for vadous City departments. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager Kit B. Kiser, Director, Utilities & Operations William F. Clark, Director, Public Works George C. Snead, Jr., Director, Public Safety Barry L. Key, Manager, Office of Management and Budget D. Darwin Roupe, Manager, Supply Management H:~CORRESPO~03-16-98.WPD James D. Grisso March 18, 1998 Page 2 pc: Nelson M. Jackson, Manager, Building Maintenance John W. Coates, Manager, Parks and Recreation James Grigsby, Fire-EMS M. Diane Smallwood, Budget Analyst Samuel Hayes, III, Manager, Utility Line Services H:~CORRESPO~3-16-98.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 2401 I- 1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 19, 1998 File #270-472 SANDRA H. EAKIN Deputy City Clerk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report recommending fund appropriations from the Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings Account, to provide funds for acquisition of certain operational items to be used by various City departments, was before the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. The Mayor suggested that information with regard to proposed CMERP projects be included on the City Page of The Roanoke Time-~. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io pc: Angelita Plemmer, Public Information Officer H:~CORRESPO~33-16-98,WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33749-031698. AN ORDINANCE to amend and reordain certain sections of the 1997-98 General, Management Services, and Utility Line Services 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, Management Services, and Utility Line Services' Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund Appropriations Public Works $25,716,640 Building Maintenance (1) ................................... 3,450,334 Parks and Grounds Maintenance (2) .......................... 4,333,147 Parks, Recreation and Cultural $ 4,362,392 Recreation (3-4) .......................................... 1,704,895 Public Safety $39,109,802 Emergency Medical Services (5) ............................. 1,812,881 Fund Balance Reserved for CMERP - City (6) .............................. $ 2,937,808 Mana.qement Services Fund Appror)riations Capital Outlay (7) ......................................... $ 108,689 Retained Eaminl:is Retained Eamings- Unrestricted (8) ........................... Utility Line Services Fund A~3oroDriations Capital Outlay (9) .......................................... Retained EarninRs Retained Earnings- Unrestricted (10) .......................... $ 243,140 $ 511,224 $ 2,058,603 1) Maintenance Third Party Contract 2) Other Equipment 3) Program Activities 4) Expendable Equipment 5) Fees for Professional Services 6) Reserved for CMERP - City 7) Vehicular Equipment 8) Retained Earnings 9) Vehicular Equipment 0) Retained Earnings (001-052-4330-3056) (001-052-4340-9015) (001-052-7110-2066) (001-052-7110-2035) (001-050-3521-2010) $162,000 264,122 24,000 25,000 4,635 (001-3323) (479,757) (015-002-1618-9010) 25,000 (015-3336) (25,000) (016-056-2626-9010) 61,750 (016-3336) (61,750) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia March 16, 1998 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: 98-318 '98 /1R 10 P 3:5,5 me SUBJECT: Fund Appropriations from Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings ~ on the subject in chronological order is: Capital Maintenance and Equipment Replacemenl~ Program (CMERP) and Prior Year Retained Earnings Accounts has identified operational needs for various departments. B City Council received the CMERP Report for FY '97 -'98 as a briefing on October 22, 1997. Items and Projects listed on Attachment "A" of this report has been determined to be necessary for the continued operation and performance of duties and assignments in the most efficient and effective manner. The City Manager, by authority designated by City Council, can approve expenditures of funds up to $75,000 providing the Funds have been appropriated or transferred by Council to an operating account. Items or Projects identified on Attachment "A", either have already been bid or will be bid in accordance with the procurement section of the Code of the City of Roanoke. Current Situation is: ~ for City Council to appropriate funds from CMERP and Prior Year Retained Earnings accounts to provide for the acquisition of items listed on Attachment "A" of this report. Issues in order of importance are: A. Need B. Funding Fund Appropriations Page 2 lYe Vo C. Timing Alternatives in order of feasibility are: A. City Council appropriate $566,507 to various accounts for the acquisition of items and funding of projects listed on Attachment "A" of this report. 1. Need for the requested items and projects have been justified as essential. 2. ~ is available in current year CMERP and Prior Year Retained Earnings Account to provide for the purchases. 3. Timing will allow for the requested items listed on Attachment "A" to be purchased in the most expedient manner. B. City Council not appropriate requested funding to various accounts. 1. Need for the acquisition of necessary items and funding of projects identified would not be addressed by this alternative. 2. Funding designated for the purchases would not be expended at this time with this alternative. 3. Timing for the acquisition of the items requested would not be accomplished in the most expedient manner. Recommendation is that City Council concur with Alternative "A" and appropriate .$566,507 as follows: $479,757 from CMERP to the following: 2. 3. 4. $162,000 to Building Maintenance Account 001-052-4330-3056. $24,000 to Recreation Account 001-052-7110-2066. $25,000 to Recreation Account 001-052-7110-2035. ~ to Parks and Grounds Maintenance Account 001-052-4340- 9015. Fund Appropriations Page 3 5. $4,635 to Fire-EMS Account 001-050-3521-2010. $25,000 from Management Services Prior Year Retained Earnings Account to 015-002-1618-9010. $61,750 from Utility Line Services Prior Year Retained Earnings Account 016- 056-2626-9010. Respectfully Submitted, CC~ City Attorney City Clerk Director of Finance Director of Utilities & Operations Director of Public Works Director of Public Safety Management & Budget Supply Management Building Maintenance Parks & Grounds Fire/EMS Management Services Utility Line Services W. Robert Herbert, City Manager Attachment "A" Funds designated in the Current Year Capital Maintenance and Equipment Replacement Program. Neighborhood Improvement/Parks and Grounds Maintenance Replace and upgrade Fencing or Backstops at various athletics Fields. Age and deterioration of fencing have created hazards and unsightly conditions at numerous Field locations around the City ............................... $15,000 Resurface Four (4) Basketball or Tennis Courts. This will address the resurfacing need of 4 of the 99 counts which exist in the City. Life span of a court surface is 7 to 8 years ....................................................... $14,000 Upgrade Sports Lighting Systems. Many of the sports Facility Lighting Systems throughout the City are obsolete, non repairable or work inadequately. This is the beginning of a 10 year program to upgrade these systems ............................................................................ $ 30,000 Chain-Link Fencing surrounding the City Cemetery_ on Tazewell Avenue. This will increase security and improve appearance of that area. The existing fence is old and in deplorable condition. It is unsightly and unsafe ...................................................................................... $ 30,000 Construction of Skateboard Facility at Wasena Park. This project is designated as a cooperative venture with Roanoke County Parks and Recreation and calls for matching Funds by both localities ............................................. $10,000 Repairs to Washington Park. This project includes the former caretaker's house and resurfacing one existing basketball court ....................................................................... $15,700 Neighborhood Park Equipment including bleachers, soccer goals, waste receptacles, benches and picnic tables. These items will replace existing deteriorated units ........................................................................................ $ 29,422 Attachment "A" Page 2 Neighborhood Park Playground Equipment for 4 sites. To replace playground equipment in Washington Park, Melrose Park, Golden Park and Morningside Park. Existing equipment is beyond repair and can not be brought into conformity with new U.S. Consumer Product Safety Commission guidelines ............................................................. Recreation $120,000 Roc Wood Adventure Center Expansion. Expansion needed to meet citizen demand for indoor ropes course area. This Facility will focus on youth-at-risk, teen populations and special needs youth and adults ........................ Games tables, sports recreational equipment and PA system. This equipment will enhance and improve the quality of center activities and create a better family atmosphere, thereby increasing participation and revenue ................................................................................... Operation Equipment for new Ambulances - Two (2) new oximeters, Two (2) Stretchers and carrying Pouches ......... Building Maintenance Replace Awnings Over Vendors' Tables at the City Market. Current awnings are worn out and cannot be repaired .............................................................. Paint Uprights and Framing for Awnings at the City Market. Existing Frames are rusted, dirty and cannot be cleaned. This procedure needs to be done every six (6) years in order to keep them in good condition .................................................................................. Paint Exterior of Public Works Service Center Building. The metal exterior is rusting and faded. This Facility was built in 1976 and has never been painted ..................................................................................... $ 24,000 $ 25,000 $ 4,635 $ 30,000 $15,000 $ 25,000 Attachment "A" Page $ Repair and paint garage and other outbuilding at Mountain View Recreation Center. Some of the wood is rotten, the paint is peeling and the roof and gutter is leaking ......................................................................... Remove storage tank, replace with Fiberglass tank at Municipal Building To meet Federal regulation, the underground metal Fuel tank, used for emergency generators, need to be replaced. Federal Law requires metal tanks to be removed by 1999. This will complete the removal of all of the City's metal tanks ................................ Cost associated with moving of the Rocket from Wasena. To move the Jupiter Rocket from Wasena Park to Public Works Service Center for painting and then to the Transportation Museum .......................................... Make alterations to existing administrative offices for Training Staff. This will provide offices for training staffofFire-EMS Department ..................................... Total Funds designated from Prior Year Retained Earnings Account. Manaeement Services Replacement of Van for City Courier. Existing unit is old, has high mileage and excessive downtime ............................ Utility Line Services One - 2 Ton Truck - To replace vehicles that is old and experiences high maintenance cost and excessive downtime ................................................................................. $ 25,000 $ 20,000 $ 35,000 $ 12,000 $479,757 $ 25,000 $ 61,750 Total $ 86,750 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 SANDRA H. EAKIN Deputy City Clerk March 18, 1998 File #326 Sharon K. Tudor, Clerk Franklin County Board of Supervisors 40 E. Court Street Rocky Mount, Virginia 24151 Wayne G. Strickland, Executive Director Fifth Planning District Commission 313 Luck Avenue, S. W. Roanoke, Virginia 24016 Dear Ms. Tudor and Mr. Strickland: I am enclosing copy of Resolution No. 33750-031698, endorsing the membership of Franklin County in the Fifth Planning District Regional Alliance. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F Parker, CMC/AAE C~V C~rk MFP:Io Attachment pc: W. Robert Herbert, City Manager James D. Grisso, Director of Finance Barry L. Key, Manager, Office of Management and Budget Deborah J. Moses, Assistant to the CW Manager for Special Projects H:\CORRESPO~O3-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33750-031698. A RESOLUTION supporting participation of Franklin County in the Fifth Planning District Regional Alliance. WHEREAS, the General Assembly has created an incentive fund under the Regional Competitiveness Act to encourage and reward regional strategic economic development planning and joint activities; WHEREAS, in order for a region to be eligible for incentive payments, a region~ partnership must exist, and the Fifth Planning District Regional Alliance is the partnership in which the City of Roanoke participates; and WHEREAS, Franklin County, which participates the West Piedmont Regional Alliance, has requested permission to also participate in the Fifth Planning District Regional Alliance with the understanding that Franklin County would assign fifbj percent of its population base to the Fifth Planning District Alliance and fifty percent of it population base to the West Piedmont Regional Alliance; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. This Council supports and endorses participation of Franklin County in the Fifth Planning District Regional Alliance. 2. The City Clerk is directed to forward an attested copy of this resolution to the Clerk of the Franklin County Board of Supervisors and to the Executive Director of the Fifth Planning District Commission. ATTEST: City Clerk. Il: \R- ~'1}~.. ~. March 16,1998 Report # 98-05 The Honorable David A. Bowers, Mayor and Members of Roanoke City Council Roanoke, Virginia SUBJECT: Resolution to Endorse the Membership of Franklin County in the Fifth Planning District Regional Alliance I. Background II. In 1996 the Regional Competitiveness Act was adopted by the Virginia General Assembly whereby counties, cities and towns within a planning district were permitted to establish regional partnerships for the purpose of encouraging local governments to work together for their mutual benefit and the benefit of the Commonwealth. On February 3, 1997, Roanoke City Council voted unanimously to join with the participating localities of the Fifth Planning District to establish an alliance under the Regional Competitiveness Act, known as the Fifth Planning District Regional Alliance. The Regional Competitiveness Act permits localities to participate in regional partnerships outside of their planning district provided that the governing body of that locality adopts a resolution of support and that all the participating local governments in the regional partnership agree to the addition. Current Situation On May 201 1997, the Franklin County Board of Supervisors adopted a resolution requesting permission to participate in both the West Piedmont Partnership and the Fifth Planning District Alliance. On February 4, 1998, the Fifth Planninq District Alliance contacted all participating localities to consider expanding membership to include Franklin County, Virginia. The Honorable David A. Bowers, Mayor and Members of City Council March 16, 1998 Page Two III. Regional Competitiveness Act incentive fundinq is distributed to qualifying regions on a per capita basis. Franklin County Board of Supervisors have aqreed to assign fifty percent of their population base to the Fifth Planning District Alliance increasing the funding potential to this region. In May, 1998, The Fifth Planning District Alliance will make application for Regional Competitiveness Act incentive funding which will be available July 1, 1998. Issues A. Timing B. Incentive Funds C. Legal IV. Alternatives City Council endorse the participation of Franklin County, Virginia in the Fifth Planning District Regional Alliance. Timing will allow the inclusion of this locality in the regional plan before application is made for incentive funding in May, 1998. 2. Incentive funding potential for this region will be increased. The legal requirements of the Regional Competitiveness Act will be met. City Council not endorse the participation of Franklin County, Virginia in the Fifth Planning District Regional Alliance. 1. Timing would not be an issue. The Honorable David A. Bowers, Mayor and Members of City Council March 16, 1998 Page Three Incentive funding potential would not be increased. The legal requirements of the Regional Competitiveness Act would not be an issue. Recommendation The Recommendation is that City Council approve Alternative "A" to endorse the participation of Franklin County, Virginia in the Fifth Planning District Alliance. Respectfully submitted, W. Robert Herbert City Manager WRH/DJM/dh Attachment cc: City Attorney Director of Finance Manager, Office of Management and Budget Assistant to the City Manager, Special Projects I:~FRANKLIN.WPD COUNTY ADMINISTRATOR (540) 772.2ooa, Mr. W. Robert Herbert, City Manager Roanoke Municipal Building. Room 364 215 Church ,avenue, S. W. Roanoke, Virginia 124011.1591 .P,O. BOX 29800 5204 BERNARD. DRIVE. ROANOKE, VIRGINIA 2AO18,.OTg8 FAX (SAO) ?72.21~3 February 4, 1998 FEB 0 5 1998 MANAGER'S 0FFP BOARD OF SUPERVISORS mOB L. JOHNSON, CHAIRMAN ~,,I~NS M~llrr~llAb HARRY C, NICKENa, VI¢~-CNAIR~N VI~N MA~I~BI~ FENTON F, *SPIK~ HARRISON, JR, JOSEPH MCNAMARA WlNDaO~ HI~ ~I~IA~ ~1~1~ H. ODE~ 'FUZZ~ MINNIX (5~) Dear Bob: The Executive Committee of the Fifth Planning District Regional Alliance has asked Craig County Administrator Steve Carter and me to contact each partioipatin~ locality oftlm Alliance to determine whether or not the Alliance should consider expanding its membership to include Franklin County. Franklin County adopted a resolution requesting permission to join our Resional Alliance. In order for Frapldln County to become a member of the Alliance, each participating local government must a~ree to allow Franklin County to become a member. The Executive Committee discussed at some length the ieactors which should be considered in expanding the membership of the Alliance, Franklin County participates in economic development activities in the Roanoke Valley and has taken a.lead role in promoting the development of the proposed Interstate 73 throush this region. Further, more than half of Franklin County's workers commute to the Fit~ Planning District for employment. There is a good possibility that Franklin will become part of the Roanoke Metropolitan Statistical Area following completion of the 2000 census. Finally, as you know, Franklin County adjoins Roanoke County, and Roanoke County has found Franklin County to be a $ood neighbor. One of the issues surrounding Franklin County's participation in the Alliance involves the distribution of funds from the Reiional Competitiveness Pro,'am. Ii'the Re/ional Alliance is funded in ]'uly of 1998, Franklin County would receive State funds based on their share of population in the Alliance. The issue of funding was presented to the Virginia Department of Housing and Community Development, and their response was as follows: "... the Regional Competitiveness Act calls for funds to be distributed to qualified regions on a per capita basis. By assii~xing a portion of the County's population to each relion, the population upon which funding is based will be correspondin$1y increased for the respective re/ions. This will mean that the funding base for Franklin County's population will be divided between the resio .ns the County particlpates in (the ltd*ali Planning District Regional Alliance and the West Piedmont Partnership)." Based on VDHCD's.response. Franklin County's participation in the Regional Alliance would increase the funding to this rogion- Mr. W. Robert Herbert Page 2 February 4, 1998 grave and I would like to obtain your opinion .about tho pom'oility of allowing Franklin County to participate in the Alliance. If you are supportive oi'this chan~e,, plaas~ taka this to.your governing body for approval. One or both o£us Is available to attend and speak in support. Please call ifw.~ can pro~da additional information. Very truly yours. Elmer C. Hedge County Administrator BC~m~ Bnolosures co - Mr. Stephen A. Caner, Craig County Administrator Mr. I. Lee E. Osborne, Chalrman; Fii~ Plannir~ District Commission :on C. Simmons, ,unty Admlniatmtor lone (S40) 483*3030 AX (940) 483.3025 COUNTY OF FRA Board of Supervisor Office of County Admlnlf 108 East Court Stroet Rocky Mount, VA 241.~ THE FRANKLIN COUNTY BOARD OF SUPERVISOR8 HB.D THEIR REGUL 1~7, AT 1 :~0 P.M. IN THE BOARD OF SUPERVISORS MEETING ROOM IN'l~ THERE WERE Oon Rldcb John Helm JeTS Lurntdf Gus Forty P,go Mat~ Hubert GuJ~ A) B) C) 8upport the eetaMehtrw~ of the Filth Rm'dng Dlstrk~ I:n'o~atnne of the 1mO Reglonll Ooopemffofl Ad In Dlstr~8 B& 12; end Be Ir~luded us · plrtkdptUng member of ti~ ~ Pkralng DMriot ~d Ihs~ Rf~ Phflnlng DiWfot Md tho Woof Pkdmad PMInO DMrlot md 88 sM lb Au~hof~e the I~h Planning ~ddot AIIIfnno sm W#t Plodmo~l Rlgbm wJ[h the 1~0 ReolMud Compolllfvfne# A~, to sim/out tho RogloM! Cm beha~, and D) Dbtffbut· my In·oilily· funds m~dvod Uuuugh the Reglmll OompeWveflem Fmnldln County'· furring through PIX~ 8 on itu beale of the Nt~liohod lb through PDC 12 mt a per ~aph basil with the WsM Piedmont Riming ~mlflh4mlvo eom In~n'~ In program Mrrdflle~mtlm, MOTION BY: 8EOONDHD BY:. ~ · . VOTING ON THE MOTION' By:~AYffB:~ Riddle, Hehy~, Lures 8hmn'K. Tudor -' Board of 8upervbom reglon.l ellbnee mso~a/2ofae "77ze Cand between the Cakes and f rKLIN w.w.,.. Bhokwstlr Diltriot Hubert L, Quluu Blue Rldp Dlstdnt I:l*AtOF Boone District Donnld L. Riddle, Gills Creek Die.at "Gus" O. Forty Rocky Mount Dia~cr hie A. MathsrI7 Snow Cuek DZsuior Jerre C. Lumsdon Union Hall MONTHLY MEETING OFf TUHaDAY, MAY 20, COUNTY COURTHOUSE. ~ OhfJmmfl Aoo-Clmlm for the County of ~nr~kln to booome e fuly ~otfng on IVley 20, 1007to: mci the Weat Pledllmnt Reginnsl Alllan~o unclm' the r IW~olpating member k:cal gowmm~ of Fi·fining I/Nt PlKImon~ Roglontl Ahn~ orpnlzed wllNn the ~llarm~ eee pmmend~p orgum In moo ~petltlmeee Prognm ~ emi pmvJsimu on ,~ to 0m plrtfoll~ling Ioul go'~tu with 8~ of Tnul~ ~ t~o Pl~ Ptrdng f:2Mmt AMine end 80% Dlsfflo~ Commlatlon rtotMfl~ up to m merd r~r JoN~ Here Page Idlmor~ VA8 A8 FOLLC)WI: eh, Fan% Mether~y, QuJrm & Angels Blue Ridge" :on C. Summons, Jr, ,uaw Administrator lone (540) 483.3030 ' - AX (540) 483.3035 COUNTY OF FRANKLIN Board ot Supervisors Office of County Administrator 108 l~ast Court Street ~,.oc~y Mount, VA, 2415! W, W~no Ansell Biackwntor Dls~flct Hubert L. Qulnn Blue Kldln Dhtfl=t 3ohn W. Helms Boone Distflm Donald L, Rlddls~ St, Gills Crank Dist4c~ Rocky Mount Dls~ric~ Page A. Mmthorly Snow ~eok Dlst~ct Jerre C. ~umaden THE FRANKLIN COUNTY BOARD. OF SUPERVISORS 'HELD THEIR REGULAR MONTHLY MEETING ON TUESDAY, JUNE 17, 1997, AT 1:30 P.M, IN THE BOARD OF SUPERVISORS MEETING ROOM IN THE COUNTY COURTHOUSE. · THERE WEREPRESENT: Wayne Angell, Chairman Don Riddle John Helms Jerre Lumsden Gus Ferry Page Matherly Hubert Quinn, Vice-Chairman OTHERS PRESENT: Macon C. Summons, Jr. County Administrator B. J. Jefferson County Attorney (RI~SOLI,ITION # 26-06-97) BE IT THEREFORE RESOLVED, by the Board to appoint Wayne and Macon Summons, Jr., County Admlnistrator to serw Piedmont Regional Alliance as representatives for Franklin County. MOTION BY: Gus Ferry SECONDED BY: Page Mathorly VOTING ON THE MOTION WAS AS FOLLO~ AYES: Riddle, Helms, Lumsdon, Ferry, Math~ Sharon K. Tudor Deputy Clerk Board of Supervisors = Angell, Chairman on the 6~h PDC and West rS; srly, Quinn & Angell "7~h~. Lanai between the Lake~ and the Blut Ridge" 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 19, 1998 File #1-60-111468-472 SANDRA H. EAKIN Deputy City Clerk HTE, Inc., 1000 Business Center Drive Lake Mary, Florida 32746 Blue Star Sytems, Inc. 602 North Roan Street, Suite 1 Johnson City, Tennessee 37601 Computer Applications Specialist cio IBM 9201 Arboreturm Parkway Richmond, Virginia 23236 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 33752-031698, awarding a contract to HTE, Inc. for utility billing software and associated services, in the amount of $302,185.00; and accepting the bids of Computer Applications Specialist, in the amount of $56,602.00, for an AS/400 hardware and operating system, and Blue Star Systems, Inc., in the amount of $86,700.00, for an AS/400 Central Processor and Laser printers. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations Dana D. Long, Chief, Billings and Collections H:\C O RRE SPO\03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33752-031698. AN ORDINANCE awarding a contract to HTE, Inc. for utility billing software and associated services, upon certain terms and conditions; authorizing the City Manager to execute the requisite contract; accepting the bids of Computer Application Specialist and Blue Star Systems, Inc. for the provision of certain other related equipment, upon certain terms and conditions; rejecting all other bids for said equipment; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. A contract for utility billing software and associated services in the amount of $302,185.00 is hereby awarded to HTE, Inc. upon the terms and conditions more particularly set forth in the Director of Finance's report dated March 16, 1998. 2. The City Manager, or his designee, and the City Clerk, are authorized, for and on behalf of the City, to execute and attest, respectively, the requisite contract, in form approved by the City Attorney, with HTE, Inc. 3. The bid of Computer furnishing and supplying to the Applications Specialist for City an AS/400 hardware and operating system, at a cost of $56,602.00, upon the terms and conditions more particularly set forth in the Director of Finance's report dated March 16, 1998, is hereby ACCEPTED. 4. The bid of Blue Star Systems, Inc. for furnishing and supplying to the City an AS/400 Central Processor at a cost of $75,100.00, and Laser printers at a cost of $11,600.00, for a total cost of $86,700.00, upon the terms and conditions more particularly set forth in the Director of Finance's report dated March 16, 1998, is hereby ACCEPTED. 5. Any and all other bids made to the City for the equipment identified above are hereby rejected, the City Clerk to so notify such other bidders and to express the City's appreciation for the submission of such bids. 6. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: ~ City Clerk. H:\ORD~.HTE.I B MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk March 19, 1998 File #1-60-111-468-472 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33751-031698, amending and reordaining certain sections of the 1997-98 Water, Sewage Treatment, City Information Systems and Utility Line Services Fund Appropriations, providing for appropriation of $517,113.00 for the procurement of software and hardware for a Utility Billing System, and procurement of meter reading hand held devices. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: W. Robert Herbert, City Manager Kit B. Kiser, Director, Utilities and Operations Dana D. Long, Chief, Billings and Collections H:~CORRESPO~03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33751-031698. AN ORDINANCE to amend and reordain certain sections of the 1997-98 Water, Sewage Treatment, City Information Systems and Utility Line Services 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, Sewage Treatment, City Information Systems and Utility Line Services Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, inpart: Water Fund Appropriation Operating (1) ................................................ Retained Earnin,qs Retained Earnings - Unrestricted (2) .............................. $ 2,765,446 $29,706,382 Sewage Treatment Fund Appropriation Administration (3) ............................................ Retained Earnin,qs Retained Earnings - Unrestricted (4) .............................. $ 2,508,209 $24,786,647 City Information SYstems Fund Aoorooriations Utility Billing System Project (5) .................................... $ Revenues Nonoperating (6-8) .............................................. $ 517,113 742,942 Utility Line Services Fund Appropriations Utility Line Services - Operations (9) ................................ $ 3,401,242 Retained Earninl:lS Retained Earnings - Unrestricted (10) ............................... 1 ) Transfers to CIS Fund 2) Retained Earnings 3) Transfers to CIS Fund 4) Retained Earnings 5) Appropriated from General 'Revenue 6) Transfers from Water Fund 7) Transfers from Sewer Fund 8) Transfers from Utility Line Services Fund 9) Transfers to CIS Fund 10) Retained Earnings (002-056-2160-9513) (002-3336) (003-056-3150-9513) (003-3336) (013-052-9829-9003) (013-020-1234-1182) (013-020-1234-1183) (013-020-1234-1188) (016-056-2625-9513) (016-3336) 172,371 (172,371) 172,371 (172,371) 517,113 172,371 172,371 172,371 172,371 (172,371) $ 1,947,982 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. MARY F. PARKER, CMC/AAE 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 25, 1998 File #1-60-111-468-472 SANDRA H. EAKIN Deputy City Clerk Sean E. McHale, Consulting Manager Johnston McLamb Case Solutions, Inc. 4443 Brookfield Corporate Drive, Suite 105 Chantilly, Virginia 20151 Kimberly Willimns, Regional Acco~ Manager Harris Computer Systems 2445 Hollywood Boulevard Hollywood, Florida 33020 'v~rflliam H. Willey, President Systems & Software, Inc. Griswold Industrial Park 46 Williston Road Williston, Vermont 35495 Dear Ms. Williams and Gentlemen: I am enclosing copy of Ordinanco No. 33752-031698, awarding a comract to HTE, Inc. for utility billing software and associated services, in the amount of $302,185.00; and accepting the bids of Computer Applications Specialist, in the amount of $56,602.00, for an AS/400 hardware and operating system, and Blue Star Systems, Inc., in the amount of $86,700.00, for an AS/400 Central Processor and Laser printers. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedescribed equipment. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:lo Enclosure N:'~CKLOI ~AGENOA~a, Rt 6.WPO DEPARTMENT OF FINANCE CITY OF ROANOKE, VA. March 16, 1998 '98 HAR 10 Alt: 6 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Council Members: SUBJECT: Procurement of software and hardware for a Utility Billing System and procurement of Meter Reading Handheld devices I. Background: In 1984, the City of Roanoke purchased a utility billing software system from Network Computing Corporation (NCC). This software company is no longer in business and no upgrades have been made to the system. This system is not year 2000 compliant and will not be able to calculate water and sewer bills after December 31, 1999. A parallel team, the Utility Information System Team, was formed to select a new software system and to evaluate and re-engineer business practices. It included representatives from the following City departments: Billings and Collections City Information Systems City Treasurer Finance Municipal Audit Utility Line Services Water Specifications were developed and requests for proposals were sent to approximately 30 vendors known to provide utility billing software. The request for proposals was also published on the City's web site. A public advertisement was also published in the Ro~moR¢ Times and Roat~oRe ~'~'bume. E. Three (3) responses were received. Proposals were received from: Honorable Mayor and Members of City Council March 16, 1998 Page 2 Lo Systems & Software, Inc. HTE, Inc. Harris Computer Systems, Inc. An alternative proposal was received from Roanoke Gas Company to provide the City with software billing services. All 4 proposals were evaluated in a thorough and consistent manner by representatives of the Utility Information System Team which unanimously ranked HTE, Inc. as the technology solution which best supports the needs of the city. The County of Roanoke has expressed an interest in partnering with the City with the HTE, Inc. software system. Such regional cooperation could provide numerous benefits such as consistency in customer service delivery. Talks are continuing as we explore this opportunity. The City purchased handheld meter reading devices to automate the meter reading process in 1990. An interface was written by City Information System staff to transmit data to and from the billing system. The handheld units were upgraded and replaced in 1995. The handheld units have since been plagued with problems and repairs. In December 1997, we were notified by the handheld unit vendor that the brand of the City's handhelds had been discontinued and that no maintenance contract will be offered. If any units are damaged or malfunction, it is unlikely that the units can be repaired. This increases the risk that without handheld units, the city cannot efficiently read water meters. Procurement of handheld units was not expected to exceed $30,000, therefore the formal bid process was not legally required. A request for proposals for hardware needed to run the utility billing software system was issued on January 12, 1998. On February 6, 1998, bids for hardware for the utility billing system were received from three (3) vendors: HTE, Inc.; Computer Applications Specialists; and Blue State Systems, Inc. and evaluated for final selection. Honorable Mayor and Members of City Council March 16, 1998 Page 3 II. CURRENT SITUATION: Contract negotiations have been completed with the top ranked utility billing software vendor. B. Hardware bids have been evaluated. C. Handheld meter reading equipment and corresponding software have been evaluated and ranked. III. ISSUES: Ao Utility billing and meter reading service delivery Compliance with specifications Funding IVo Alternatives in order of feasibility are: A. City Council authorize the award of a contract for $302,185 to HTE, Inc. for utility billing software and services; the award of a bid for the purchase of required AS/400 Hardware and Operating System to Computer Applications Specialists for $56,602; to Blue Star Systems, Inc. for the purchase of an AS/400 Central Processor at a cost of $75,100 and Laser printers at a cost of $! 1,600 for a total of $86,700, the lowest responsive bidders to the requirements of the specifications, at the bid price listed; appropriation of $1,200 for interface software; appropriation of $41,690 for software and hardware maintenance costs; and appropriation of $28,736 for handheld meter reading devices. Utility billing will continue past the year 2000 and meter reading will continue to operate in an automated manner. o The software and hardware selected meet all specifications which will allow enhanced automation and higher service delivery. Honorable Mayor and Members of City Council March 16, 1998 Page 4 Bo o Funding in the amount of $517,113 is available from prior year Retained Earnings in the Water Fund, Sewer Fund, and in the Utility Line Services Fund as follows: Water Fund Sewage Fund Utility Line Services Fund Total $172,371 172,371 172,371 $517.113 City Council not authorize the award of a contract software and hardware and not approve funding handheld meter reading devices. for utility billing for replacement Utility billings will be manually produced after December 31, 1999. Service delivery enhancements provided by new software and hardware will not be re~liTed. Meter reading and billing will revert to manual processes which will increase costs and inefficiencies. Automation will discontinue resulting in a reversion to manual processes which will increase costs and necessitate an increase in staffing. 3. Funding for procurement of new systems would not be required. Bo Authorize the City Manager to execute a contract in form approved by the City Attorney with HTE, Inc. for $302,185 for utility billing software and services; award bids to Computer Applications Specialist for an AS/400 hardware and operating system at a cost of $56,602; to Blue Star Systems, Inc. for the purchase of an AS/400 Central Processor at a cost of $75,100 and Laser printers at a cost of $11,600 for a total of $86,700; and appropriate funding for interface software; appropriate funding for hardware and software maintenance costs; and the purchase of handheld meter reading devices. Appropriate the following amounts of funding from prior year Retained Earnings to accounts to be established by the Director of Finance: Honorable Mayor and Members of City Council March 16, 1998 Page 5 Water Fund Sewage Fund Utility Lines Services Fund Total $172,371 172,371 172,371 Respectfully submitted, Director of Finance JDG/DDL/s Attachment C: W. Robert Herbert, City Manager Wllbum C. Dibling, Jr., City Attorney Kit B. Kiser, Director, Utilities and Operations Jesse A. Hall, Deputy Director of Finance Dana D. Long, Chief, Billings and Collections March 26, 1998 RECEt~Et3 t:ll ¥' [T~ E?:~., :~ City of'Roanoke Office of Billings & Collections · 98 27 P4:55 The Honorable Carroll E. Swain 3434 Kershaw Road, NW Roanoke, Virginia 24017 Re: Location of Utility Billing vendors Dear Mr. Swain: At the March 16, 1998 City Council meeting, the location of the vendors named in the report regarding the procurement of the new utility billing software system was requested. This information is as follows: HTE, Inc. (for software) Lake Mary, Florida (Near Orlando, Florida) Blue Star Systems, Inc. (for hardware) Johnson City, Tennessee Computer Applications Specialists (for hardware) Richmond, Virginia There were only three bidders each for software and hardware; none were local companies. Additionally, a City of Roanoke company was selected as the lowest bidder for the handheld meter reading devices: Ferguson Enterprises, Inc. 3535 Brandon Avenue, SW Roanoke, VA 24015 Please call if I may be of further service or provide additional information. Respectfully yours, Dana D. Long Chief, Billings and Collections Room 252 215 Church Avenue, S.W. Roanoke, Virginia 24011-1529 Phone (540) 853-2880 Fax (540) 853-2458 e-mail: obc@ci.roanoke.va.us Page 2 C~ Mayor David A. Bowers Vice Mayor Linda F. Wyatt Councilmember C. Nelson Harris Councilmember John H. "Jack" Parrott Councilmember James O. Trout Councilmember William White, Sr. W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Mary R. Parker, City Clerk Jesse A. Hall, Deputy Director of Finance 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 19, 1998 File #1-111-468-472 SANDRA H. EAKIN Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: Council Member Swain requested the addresses of HTE, Inc., Computer Applications Specialist, and Blue Star Systems, Inc., successful bidders in connection with procurement of software and hardware for a Utility Billing System and meter reading hand held devices. Sincerely, Mary F Parker, CMC/AAE C~ty C~erk MFP:Io H:\C O RRE S PO\03-16-98.WPD MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 19, 1998 File #2-60-79 SANDRA H. EAKIN Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33753-031698, amending and reordaining certain sections of the 1997-98 General Fund Appropriations; providing for appropriation of $40,000.00 for expenses related to conducting the judicial sale of real property for delinquent taxes. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F Parker, CMC/AAE C erk MFP:Io Attachment pc: W. Robert Herbert, City Manager VVilburn C. Dibling, Jr., City Attorney David C. Anderson, City Treasurer Dana D. Long, Chief, Billings and Cotleclx)ns H:~CORRESPOtO3-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33753-031698. AN ORDINANCE to amend and reordain certain sections of the 1997-98 General Fund Appropriations, and providing for an emergency. VVHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. certain THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that sections of the 1997-98 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Ar)r~ropdationa General Government Office of Billings and Collections (1) .......................... Revenue General Property Taxes Real Estate Tax (2) ....................................... 1) Tax Sale (001-004-1232-2162) $40,000 2) Delinquent Real Estate Tax (001-020-1234-0102) 40,000 $10,998,710 1,204,183 $ 65,860,500 40,863,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. JAMES D. GRISSO Director of Finance March 16, 1998 CITY OF ROANOKE¥ DEPARTMENT OF FINANCE 215 Church Avenue, S.W., Room 4¢98 R O. Box 1220 Roanoke, Virginia 24006-1220 Telephone: (540) 853-2821 Fax: (540) 853-2940 JESSE A. HALL Deputy Director Honorable Mayor and Members of City Council Roanoke, Virginia Re: Judicial Sale of real property for delinquent taxes Dear Mayor Bowers and Members of Council: In October 1997, City council approved the sale of certain real property for delinquent taxes and assessments by Judicial sale. As background, prior to the 1996 legislative session, real property could have been escheated to the Commonwealth and sold pursuant to the escheat process. However, the authority for a locality to escheat properties based upon nonpayment of taxes and other assessments was changed to effectively eliminate the escheat process. However, the laws providing for the Judicial sale of real property were enhanced to make this option viable and advantageous for localities. Upon the recommendation of the City Attorney, two law firms were selected from proposals by five firms to handle the judicial sale. In most cases, the legal fees will be paid by the property owner when the delinquent taxes or assessments are paid or the fees will be paid out of the sale proceeds at the time of the sale. It is possible that all of the city's delinquent taxes and assessments may not be paid in full and that the costs of conducting the sale may exceed the purchase price of the property. However, the primary benefit of conducting the tax sale is to sell the property to a responsible landowner who will properly maintain the property and pay future taxes. The City would then collect future real estate taxes and avoid incurring weed/trash abatement fees and demolition/board up fees. As a result, the neighborhoods would benefit by having responsible property owners. Fees including title searches, filing fees, advertising, service of process fees, and some attorney's fees for filirlg suits will be incurred and must be paid prior to the actual sale. Approximately 130 properties were turned over to outside legal counsel in January 1998. We anticipate that the first auctions will begin in June 1998 and the judicial sale process will continue into FY98/99. Honorable Mayor and Members of City Council March 16, 1998 Page 2 We recommend that City Council appropriate $40,000 to account number 001-004-1232 2162 for the expenses related to conducting the Judicial sale of real property. We also recommend a corresponding increase in the delinquent real estate revenue estimate, 001- 020-1234- 0102. We will be pleased to answer any questions that you might have with regard to this matter. Sincerely, James D. Grisso Director of Finance JDG/DDL:s C: W. Robert Herbert, City Manager ~[rflbum C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk David C. Anderson, City Treasurer Jesse Hall, Deputy Director of Finance Dana Long, Chief, Billings and Collections Gladys L. Yates, Assistant City Attorney 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 19, 1998 File #24-184-429 SANDRA H. EAKIN Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33754-031698, amending the Code of the City of Roanoke (1979), as amended, by enacting new [}22.1-4, Election of benefit under ERS or ESRS for members of ESRS having 42 or more years of creditable service, to provide that certain members of the City plan who attain 42 or more years of creditable service shall have the right to be paid benefits under either ERS or ESRS pursuant to the member's election. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMG/AAE City Clerk MFP:Io Attachment pc: The Honorable Clifford R. Weckstein, Chief Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Roy B. Willett, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Diane McQ. Strickland, Judge, Twenty-Third Judicial Circuit of Virginia H:~CORRE SPOt03-16-98.WPD James D. Grisso March 19, 1998 Page 2 pc: The Honorable Richard C. Pattisall, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Robert P. Doherty, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Jonathan M. Apgar, Judge, Twenty-Third Judicial Circuit of Virginia The Honorable Julian H. Raney, Jr., Chief Judge, General District Court The Honorable George W. Harris, Jr., Judge, General District Court The Honorable Vincent A. Lilley, Judge, General District Court The Honorable William D. Broadhurst, Judge, General District Court The Honorable Jacqueline F. Ward Talevi, Judge, General District Court The Honorable John B. Ferguson, Chief Judge, Juvenile and Domestic Relations District Court The Honorable Joseph M. Clarke, II, Judge, Juvenile and Domestic Relations District Court The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District Court The Honorable Joseph P. Bounds, Judge. Juvenile and Domestic Relations District Court Evelyn Jefferson, Vice-President - Supplements, Municipal Code Corporation, P. O. Box 2235, Tallahassee, Florida 32304 RaYmond F. Leven, Public Defender, Sure 4B, Southwest Virginia Building, Roanoke, Virginia 24011 Ronald S. Albright, Clerk, General D~stnct Court Patsy A. Bussey, Clerk, Juvenile and Domestic Relations District Court Bobby D. Casey, Office of the Magistrate W. Robert Herbert, City Manager Joyce L. Sparks, Retirement Admimstrat~ Slabaugh, Morgan, White & Associates. 7204 Glen Forest Drive, Suite 304, Richmond, Virginia 23226 F. Wiley Hubbell, Chairperson, Board of Trustees, City of Roanoke Pension Plan, 3712 Peakwood Drive, S. W., Roanoke. Virginia 24014 H:\C O RRE SPO~O3-16-98.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33754-031698. AN ORDINANCE amending the Code of the City of Roanoke (1979), as amended, by enacting new §22.1-4, Election of benefit under ERS or ESRS for members of ESRS having 42 or more years of creditable service, to provide that certain members of the city plan who attain 42 or more years of creditable service shall have the right to be paid pension benefits under either ERS or ESRS pursuant to the member's election; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Code of the City of Roanoke (1979), as amended, is amended and reordained by the addition of the following new section: §22.1-4. Election of benefit under ERS or ESRS for members of ESRS having 42 or more years of creditable scrvic-. Any member of the ERS on June 30, 1984, who subsequently elected to transfer to ESRS and who thereaf[er attains 42 or more years of creditable service shall have his accrued benefit at the time of retirement calculated pursuant to the terms of ERS and ESRS, and such member shall elect to be paid his accrued benefit under either ERS or ESRS prior to the commencement of payment of any benefits under the city plan. 2. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. JAMES D. GRISSO Director of Finance March 16, 1998 CITY OF DEPARTMENT' OF FiN,4N CE 215 Church Avenue, S.W. Room.461... Roanoke, Virginia 24006-1220 Telephone: (540) 853-2821 Fax: (540) 853-2940 JESSE A. HALL Deputy Director TO: Honorable Mayor and Members of City Council FROM: dames D. Grisso, Director of Finance SUBJE~: City of Roanoke Pension Plan Background The Council of the City of Roanoke adopted Ordinance No. 27061 establishing the Employees' Supplemental Retirement System (ESRS) effective July 1, 1984. The new system, ESRS, was established in addition to the existing Employees Retirement System (ERS) and is the only system available to employees hired or rehired on or after July 1, 1984. Employees who were members of ERS as of June 30, 1984 had an option of remaining a member of ERS (existing system) or transferring their membership to ESRS (new system). From July l, 1984 through December 31, 1984, 877 of the 1,989 employees exercised their option to transfer to the new system. In 1994, City Council adopted Ordinance No. 32271-121294 authorizing another "window" of opportunity for members of the ERS to transfer to the ESRS. This option was chosen by 128 of the remaining 565 members of the ERS. Current Situation There are a few employees with over 42 years of service who are members of ESRS. These employees have an extraordinary tenure with the City of Roanoke. Due to their long tenure, a more favorable pension benefit might be available to these employees under ERS. The pension calculation for members of ESRS is two percent (2%) for each year of creditable service with a maximum of sixty percent (60%) of their average final compensation (AFC). The AFC is the average annual compensation during the thirty-six (36) consecutive months yielding the highest average for members of ESRS. Honorable Mayor and Members of City Council March 16, 1998 Page 2 The pension calculation for members of ERS is one seventieth (1/70) of their AFC multiplied by years of creditable service with no maximum. The AFC for members of ERS is the annual compensation during the twelve (12) consecutive months yielding the highest average. A member in ERS with 42 years of service would receive sixty percent (60%) of their AFC. Recommendation We recommend all employees who were members of ERS on June 30, 1984 and who attain forty-two {42) or more years of creditable service at retirement receive their choice of the most favorable pension benefit under ERS or ESRS. The actuarial cost for this recommendation would have an immaterial financial impact on the trust fund. We recommend that City Council adopt the attached ordinance, effective March 16, 1998, authorizing the retirement administration to calculate pensions under ERS and ESRS for members of ESRS who have forty-two (42) years or more of creditable service and allowing the member to select the most favorable option. Jar~j~s D. Grisso Director of Finance JDG\JLS:s Attachment C: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk Jesse A. Hall, Deputy Director of Finance Joyce L. Sparks, Retirement Administrator MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk March 19, 1998 File #184-429 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, March 18, 1998, Vice-Mayor Wyatt requested that the matter of hiring a consultant to study alleged inequities in the City's Pay Plan be referred to 1998-99 budget study. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io pc: James D. Grisso, Director of Finance Barry L. Key, Manager, Management and Budget Diane S. Akers, Budget Administrator Kenneth S. Cronin, Manager, Personnel Management H:\C ORR E SPOt03-16-98.WPD MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 19, 1998 File #27-60-468 SANDRA H. EAKIN Deputy City Clerk Francis J. Casilli, President Casper Colosimo & Son, Inc. 5170 Campbell Run Road Pittsburgh, Pennsylvania 15205 Dear Mr. Casilli: I am enclosing copy of Ordinance No. 33756-031698, allowing the withdrawal of a bid submitted by Mendon Pipeline, Inc.; and accepting the bid of Casper Colosimo & Son, Inc., for the combined contract, C, D, and E for the Roanoke River Interceptor Sewer Replacement Project, in the total amount of $12.931,078.00, and rejecting all other bids made to the City for the work. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F Parker, CMC/AAE C~/C~erk MFP:Io Enclosure pc: Elmer C. Hodge, Roanoke County Administrator, Roanoke County Administration Center, 5204 Bernard Drive, S. VV.. Roanoke, Virginia 24018 Randolph M. Smith, City Manager, C~y of Salem, 114 N. Broad Street, Salem, Virginia 24153 W. Robert Herbert, City Manager VVilburn C. Dibling, Jr., City Attorney H:\CORRESPO~33-16-98.WPO Francis J. Casilli March 19, 1998 Page 2 pc: Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works Dolores Daniels, Assistant to 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 The Honorable Sherman A. Holland, Commissioner of the Revenue H:~CORRE SPO~03-16-98.WPD MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 19, 1998 File #27-60-468 SANDRA H. EAKIN Deputy City Clerk John Walker, Vice-President Mendon Pipeline, Inc. P. O. Box 429 Mendon, New York, 14506 David B. Holbrook, Treasurer R. S. James and Associates, Inc. P. O. Box 1655 Abingdon, Virginia 24212 J. Lyndon Wall, President Bryant Electric Company, Inc. P. O. Box 4819 Archdale, North Carolina 27263-4819 Gentlemen: I am enclosing copy of Ordinance No. 33756-031698, allowing the withdrawal of a bid submitted by Mendon Pipeline, Inc.; and accepting the bid of Casper Colosimo & Son, Inc., for the combined contract, C, D, and E for the Roanoke River Interceptor Sewer Replacement Project, in the total amount of $12,931,078.00, and rejecting all other bids made to the City for the work. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 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, CMC/AAE City Clerk MFP:Io Enclosure H:\CORRESPO~33-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33756-031698. AN ORDINANCE allowing the withdrawal of a bid by Mendon Pipeline, Inc.; accepting the bid of Casper Colosimo & Son, Inc., for the combined contract C, D, and E of the Roanoke River Interceptor Sewer 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 request of Mendon Pipeline, Inc. to withdraw its bid for contract E of the Roanoke River Interceptor Sewer Replacement Project due to an unintentional omission of work in its bid is hereby granted and the said bid is deemed withdrawn. 2. The bid of Casper Colosimo & Son in the total amount of $12,931,078 for the combined contract C, D, and E of the Roanoke River Interceptor Sewer Replacement Project, as is more particularly set forth in the City Manager's report dated March 16, 1998, to this Council, such bid being in flail compliance with the City's plans and specifications made therefor and as provided in the contract doomaents offered said bidder, which bid is on file in the Office of Supply Management, be and is hereby ACCEPTED. 3. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifications made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 4. 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. 5. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 240! 1-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 SANDRA H. EAKIN Deputy City Clerk March 19, 1998 File #27-60-468 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33755-031698, amending and reordaining certain sections of the 1997-98 Sewage Treatment Fund Appropriations, providing for appropriation of $5,157,316.00, in connection w~th award of a contract to Casper Colosimo & Son, Inc., for construction of the Roanoke River Interceptor Sewer Replacement, Contracts C, D and E. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which wa~ held on Monday, March 16, 1998. Mary F Parker, CMC/AAE C~y C~erk MFP:Io Attachment pc: W. Robert Herbert, City Manager Kit B. Kiser, Director, Utilities and Operatmns H:~CORRESPO~O3-16-98.WPD James D. Grisso March 19, 1998 Page 2 pc~ William F. Clark, Director, Public Works Dolores Daniels, Assistant to 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 The Honorable Sherman A. Holland, Commissioner of the Revenue H:\CORRE SPO~03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33755-031698. AN ORDINANCE to amend and reordain certain sections of the 1997-98 Sewage Treatment Fund Appropriations, and providing for an emergency. VVHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1997-98 Sewage Treatment Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Capital Outlay $68,095,810 Roanoke River Interceptor Contracts C, D and E (1-2) ............. 14,052,632 Revenue Due from Other Governments (3-4) ............................. $ 8,895,316 Retained Eamin.qs Retained Earnings (5) ....................................... 1 ) Appropriated from General Revenue 2) Appropriated from Other Governments 3) Due from City of Salem 4) Due from County of Roanoke 5) Retained Earnings (003-056-8485-9003) (003-056-8485-8999) (003-1071) (003-1072) (003-3336) 5,157,316 8,895,316 4,735,737 4,159,579 (5,157,316) $19,801,702 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. RECEIVED CITY ~ '~"',"~ .*'~?~"'"" ,..., ._. :'; .-. ~ March 16, 1998 Council Report No. 98-113 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT CONTRACTS C, D, and E PROJECT 6312 BID NO. 97-12-22 We, the undersigned Bid Committee, hereby submit the attached report for your consideration. ,ResPectfully submitte?~ Kit B. 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 Roanoke County Administrator City of Salem City Manager March 16, 1998 Council Report No. 98-113 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT CONTRACTS C, D, and E BID NO. 9712-22 I concur with the Bid Committee recommendation relative to the above recommend it to you for appropriate action. Sincerely, W. Robert Herbert City Manager 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 Roanoke County Administrator City of Salem City Manager March 16, 1998 Council Report No. 98-113 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT CONTRACTS C, D, and E BID NO. 97-12-22 Background on the subject in chronological order is as follows: Roanoke River Interceptor Sewer Replacement is part of the renovation and expansion of joint use sewer facilities considered by City Council at its meeting of December 13. 1993. Funding in the amount of $15.7 million was approved by Council action on December 13, 1993, to support the City's share of the $41.5 million project. The funding is from the proceeds of a general obligation bond issue. Current proiect cost in 1998 dollars is estimated at $66,090,790 with the City's share being $25,145,096. This increased cost reflects the increased design capacity at the Water Pollution Control Plant by 27 MGD, rather than the 7 MGD estimated in 1993, and the lowering of the sewer interceptors to avoid siphons at stream crossings. The Roanoke River Interceptor Sewer Replacement project replaces the existing interceptor sewer from the Water Pollution Control Plant to the Salem city limit. Contracts C, D, and E replaces the existing Roanoke River interceptor from Wasena Park at Winchester Street to the Salem city limit. These contracts represent a total of 20,245 feet (3.8 miles) of sewer replacement. This is 39.0 percent of the total project length of 51,870 feet (9.82 miles). Earlier contracts (A-l, ^-2, B-l, and B-2) replaces the interceptor from the Water Pollution Control Plant to Wasena Park. II. Current situation is as follows: The project was advertised for bids with three alternate pipe materials, of prestressed concrete cylinder pipe (PCCP), ductile iron pipe (DIP) and reinforced concrete pipe (RCP). The project was advertised for bids as three separate contracts; Contracts C, D, and E. Each contract included approximately the same amount of work. Bidders had the option of bidding each contract individually or all contracts together as a single contract. The allowable time for all contracts is 540 calendar days. Honorable Mayor and Members of City Council BID COMMITTEE REPORT ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT CONTRACTS C, D, and E BID NO. 97-12-22 March 16, 1998 Page 2 Proiect was advertised on Sunday, December 22, 1997, and bids were publicly opened and read aloud by D. Darwin Roupe, Manager of Supply Management, on Tuesday, February 3, 1998. Twelve (12) bids were received from five (5) contractors for the various project alternatives. The lowest bid for the project was submitted by Casper Colosimo & Son, Inc. for Contracts C and D, and Mendon Pipeline, Inc. for Contract F. Mendon Pipeline, Inc. has requested they be allowed to withdraw their bid due to an unintentional omission of work in their bid. This omission has been confirmed by documents submitted by Daniels Law Firm P.L.L.C., legal counsel to Mendon Pipeline, Inc. Casper Colosimo & Son, Inc., of 5170 Campbells Run Road, Pittsburgh, Pennsylvania. 15205, submitted the next lowest bid for the project with a bid in the amount of $12,931,078 for the combined Contract C, D, and F. The City of Salem and Roanoke County share the cost of the project with the City of Roanoke. Both have reviewed the project and bids and agree the project should be constructed. The proposed construction will require the relocation of approximately thirty-three (33) mobile homes located in the Hannah Court Trailer Park. The estimated cost of this relocation including the cost of easements, construction of replacement trailer pads and utilities, and relocation expenses is $400.000. The total construction cost of the project (Contracts C, D, and E) is estimated as follows: Construction Contract Contingency Mobile Home Relocation Railroad Flagging & Construction Total $12,931,078 646,554 4OO,O00 75,000 $14.052,632 The project cost is apportioned between the participating jurisdictions as follows: City of Roanoke 36.7% $ 5,157,316 City of Salem 33.7% 4,735,737 Roanoke County 29.6% 4,159,579 Honorable Mayor and Members of City Council BID COMMITTEE REPORT ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT CONTRACTS C, D, and E BID NO. 97-12-22 March 16, 1998 Page 3 Additional funding, in excess of the $15.7 million in bonds already committed to other projects, is necessary. Funds are available for appropriation in the Sewage Fund Retained Earnings. III. Issues in order of importance are as follows: A. Cost B. Funding IV. Alternatives in order of feasibility are as follows: Authorize the City Manager to execute a unit price contract for the combined contract, in a form approved by the City Attorney, with Casper Colosimo & Son, Inc., in the amount of $12.931,078, with 540 calendar days for completion, with a project contingency of $646,554, $400.000 for mobile home relocations, and $75.000 for charges by Norfolk Southern Corporation for flagman services. Cost is 11.7% below the Engineer's estimate of $14.642.220. The estimated construction cost for the entire project is $31,298,141. Funding for the City's share, $ 5,157,316, is available in Sewage Treatment Fund Retained Earnings. Funding in the amount of $8.895,316 will be provided by other localities participating in the project. B. Re_iect all bids and do not award a contract at this time. 1. Cost would be based on future bids. 2. Funding would not be required at this time. Recommendation is as follows: City Council concur in alternative "A" and take the following actions: A. Grant the request of Mendon Pipeline, Inc. to withdraw its bid. Authorize the City Manager to execute a unit price contract for the combined contract C, D, and E, in a form approved by the City Attorney, with Casper Colosimo & Son, Inc., in the amount of $12.931,078, with 540 calendar days for completion, with a Honorable Mayor and Members of City Council BID COMMITTEE REPORT ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT CONTRACTS C, D, and E BID NO. 97-12-22 March 16, 1998 Page 4 project contingency of $646.554, $400.000 for mobile home relocations, and $75,000 for charges by Norfolk Southern Corporation for flagman services. Appropriate funding of $5,157,316 from the Sewage Treatment Fund Retained Earnings to an account to be established by the Director of Finance titled, "Roanoke River Interceptor Contracts C, D, and E." Appropriate $8.895,316 to the same account from funds to be provided by other jurisdictions and establish accounts receivable in the same amount. WRH/PCS/bs Attachment: Bid Tabulation Black & Veatch Bid Recommendation 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 Roanoke County Administrator City of Salem City Manager TABULATION OF BIDS ROANOKE RIVER INTERCEPTOR SEWER REPLACEMENT CONTRACTS C, D, and E BID NO. 97-12-22 Bids were opened by D. Darwin Roupe, Manger of Supply Management, on Tuesday, February3, 1998 at 2:00 p.m. Contracts Bidder Contract C Contract D Contract E C, D, and E Casper Colosimo & Son, Inc. $4,932,742 $4,992,380 $3,140,875 $12,931,078 Bryant Electric Company, Inc. $5,973,242 $6,340,129 $3,292,156 $15,379,610 Mendon Pipeline, Inc. No Bid No Bid $2,165,975 No Bid R. S. Jones & Associates, Inc. No Bid $5,802,155 $3,575,435 No Bid Aaron J. Conner, General Contractor, Inc. No Bid No Bid $3,173,236 No Bid Estimated Cost: Contract C $ 5,266,113 Contract D $ 5,769,803 Contract E $ 3,628,154 Total $14,642,220 Office of the City Engineer Roanoke, Virginia March 16, 1998 BLACK & VEATCH 8604 Cliff Cameron Drive, Suite 164, Charlotte, North Carolina 28269, (704) 548-8461, Fax: (704) 548-8640 City of Roanoke, Virginia Roanoke River Interceptor Contracts C, D, and E Bid No. 97-12-22 B&V Project 26444.300 B&V File B February 16, 1998 Mr. Phil Schirmer City of Roanoke Room 350, Municipal Building 215 Church Avenue Roanoke, Virginia 24011-1587 Dear Phil: Bids for Contracts C, D, and E of the Roanoke River Interceptor were received and opened on February 3, 1998. Five bids were received and are summarized in the attached Bid Tabulation. Our opinion of probable construction cost is also included in the Bid Tabulation. We discovered several minor errors in the bids, as described below: The combination bid of Casper Colosimo & Son, Inc., contained an error for the 96-inch tunnel liner plate item as well as the bottom-line total for their base bid. The total price indicated on the bid form was $12,931,078. After a check of the math for all items and the bottom- line total, we determined their total base bid should be $12,931,928 (a difference of $850 from the indicated total). The combination bid of Bryant Electric Company, Inc., contained an error in the bottom-line total for their base bid. The total price indicated on the bid form was $15,379,610. After a check of the math for all items and the bottom-line total, we determined their total base bid price should be $15,515,917 (a difference of $136,307 from the indicated total). Mr. Phil Schirmer Page 2 B&V Project 26444.300 February 16, 1998 The Contract D bid of Casper Colosimo & Son, Inc., contained an error for the 96-inch tunnel liner plate item as well as the bottom-line total for their base bid. The total price indicated on the bid form was $4,992,380. After a check of the math for all items and the bottom- line total, we determined their total base bid for Contract D should be $4,993,180 (a difference of $800 from the indicated total as reflected in the multiplication error for the tunnel liner plate item). The Contract D bid of Bryant Electric Company, Inc., contained an error in the bottom-line total for their base bid. The total price indicated on the bid form was $6,340,120. After a check of the math for all items and the bottom-line total, we determined their total base bid for Contract D should be $6,465,120 (a difference of $125,000 from the indicated total). It appears they did not include Alternates A and B in the total base bid. Based on our review of the bids, Casper Colosimo & Son, Inc., and Mendon Pipeline, Inc., were the apparent low bidders for Contracts C and D, and Contract E, respectively. Mendon has limited experience with large diameter sewers, however, the references contacted felt comfortable with Mendon's ability to construct this project. Initially, Colosimo submitted references for projects primarily involving fiber optic and conduit installation. Later, they provided references for sewer projects, which the intended superintendent and foreman for the Roanoke project completed. After contacting these references, we feel Colosimo's experience is adequate for this project. Please contact me if you have any questions regarding this information. Very truly yours, BLACK & VEATCH LLP RRI2/jhb Enclosure cc: Jennifer Boe, B&V (w/enclosure) Project No. 6312 Bid No. 97-12-22 CITY OF ROANOKE, VIRGINIA ROANOKE RIVER INTERCEPTOR CONTRACTS C, D, & E BID TABULATION February 3, 1998 Page 1 of I Contracts Bid Add. Contract C Contract D Contract E C, D, & E Name of Bidder Bond No. 1 Total Bid Total Bid Total Bid Total Bid Casper Colosimo & Son, Inc. ,~ ,( Base Bid: $4,932,742 Base Bid: $4,992,380 Base Bid: $3,140,875 Base Bid: $12,931,078 Pittsburgh, PA Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 3: No Bid Alt No. 3: No Bid Alt No. 4: No Bid Alt No. 4: No Bid Bryant Electric Co., Inc. ,/' / Base Bid: $5,973,242 Base Bid: $6,340,120 Base Bid: $3,292,156 Base Bid: $15,379,610 Archdale, NC Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 3: No Bid Alt No. 3: No Bid Alt No. 4: No Bid Alt No. 4: No Bid Mendon Pipeline, Inc. ~' ,/' Base Bid: No Bid Base Bid: No Bid Base Bid: $2,165,975 Base Bid: No Bid Ghent, WV Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 2: Add $130,000 Alt No. 2: No Bid Alt No. 3: No Bid Alt No. 3: No Bid Alt No. 4: No Bid Alt No. 4: No Bid IL S. Jones & Associates, Inc. ~' / Base Bid: No Bid Base Bid: $5,802,155 Base Bid: $3,575,435 Base Bid: No Bid Abingdon, VA Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 3: No Bid Alt No. 3: No Bid Alt No. 4: No Bid Alt No. 4: No Bid Aaron J. Conner GC, Inc. ,~ ~ Base Bid: No Bid Base Bid: No Bid Base Bid: $3,173,236 Base Bid: No Bid Salem, VA Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 1: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No. 2: No Bid Alt No; 2: No Bid Alt No. 3: No Bid Alt No. 3: No Bid Alt No. 4: No Bid Alt No.' 4: No Bid Black & Veatch - Opinion of N/A ,~ $5,266,113 $5,769,803 $3,628,154 $14,642,220 Probable Construction Cost 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 March 19, 1998 File ~46-57-60-246-369 SANDRA H. EAKIN Deputy City Clerk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso. I am attaching copy of Ordinance No. 33733-031698, amending and reordaining certain sections of the 1997-98 Capital Projects Fund Appropriations, providing for appropriation of $85,739.00 to be designated for Salem Avenue streetscape improvements, in connection with receipt of a one-time revenue source from First Union National Bank. The abovereferenced measure was adopted by the Council of the City of Roanoke on its first reading on Monday,March 2, 1998, also adopted on its second reading on Monday, March 16, 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 MFP:Io Attachment pc: W. Robert Herbert, City Manager Willard N. Claytor, Director, Real Estate Valuation Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works John W. Coates, Manager, Parks and Recreation H:\CORRESPO~03-16-98.WPD James D. Grisso March 19, 1998 Page 2 pc: William L. Stuart, Manager, Streets and Traffic Robert K. Bengtson, Traffic Engineer Diane S. Akers, Budget Administrator, Office of Management and Budget Vickie L. Price, Administrator, Fifth District Employment & Training Consortium H:~AGENDAg6~IAR16.WPO IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 16th day of March, 1998. No. 33733-031698. AN ORDINANCE to amend and reordain certain sections of the 1997-98 Capital Projects Fund Appropriations. 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: ADDropdation Streets and BridGes Salem Avenue Streetscape Improvements (1) ................... Revenue First Union Penalty Payment (2) ............................. 1) Appropriation from Third Party (008-052-9710-9004) $ 85,739 2) First Union - Penalty Payment (008-1264) 85,739 $ 21,599,513 85,739' 85,739 ATTEST: City Clerk. RECEtvE{t' March 2, 1998 :.~eport Number: 98-04 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Council Members: Subject: Appropriation of funds from First Union National Bank I. BACKGROUND: First Union received $3371335.50 in traininq funds from the City of Roanoke through the Enterprise Zone One Training Incentive Program in December 1994. An agreement between the city of Roanoke, First Union, and the Fifth District Employment and Training Consortium (FDETC) stated that these funds were contingent upon First Union maintaining 566 positions in Enterprise Zone One for a period of five years. A new a.qreement between the City of Roanoke, First Union, and the FDETC was entered into on August 26, 1997, stating that First Union would have to pay a penalty for reducing the number of jobs in Enterprise Zone One. First Union reduced the number of jobs in Enterprise Zone One by 25 percent, and now has 427 employees in Enterprise Zone One. The City of Roanoke will be receivinq a check from First Union for $85,738.94 by February 27, 1998. I1. CURRENT SITUATION Salem Avenue's streetscape is in need of repair. The sidewalks from Wall to Jefferson Streets on the south side of Salem Avenue are estimated to cost $52,950. This figure includes sidewalks and bricking around eight planted trees. Six street lights need to be installed. The lighting, wiring, and excavation of pavement to install conduit for the lights is estimated to cost $32,788.94. Salem Avenue is a front door for the Roanoke Hotel and Conference Center and the downtown market area. III. ISSUES A. Economic development in Enterprise Zone One B. Funding Honorable Mayor and Members of City Council March 2, 1998 Page 2 IV. A. ALTERNATIVES City Council appropriate upon receipt the one-time revenue source from First Union of $85,739 to a capital improvement account to be set up by the Department of Finance and designated for Salem Avenue streetscape improvements. Economic development in Enterprise Zone One would be enhanced as citizens, visitors and businesses will benefit from improvements to Salem Avenue. Fundin.q received from First Union will be utilized for Salem Avenue streetscape improvements. City Council not authorize the appropriation of the one-time revenue source from First Union or $85,739 to a capital improvement account to be set up by the Department of Finance and designated for Salem Avenue streetscape improvements. Economic development in Enterprise Zone One would be negatively impacted in that the streetscape improvements to Salem Avenue can not be done without funding and citizens, visitors, and businesses will not see a change in the area. 2. Fundin,q would not be needed. V. RECOMMENDATION: It is recommended the City Council adopt Alternative A to: City Council appropriate the one-time revenue source from First Union of $85,739 to a capital improvement account to be set up by the Department of Finance and designated for Salem Avenue streetscape improvements. CCZ Respectfully submitted, W. Robert Herbert City Manager Diane Akers, Management & Budget Bob Bengtson, Streets and Traffic John Coates, Parks and Recreation jDan Henry, Parks and Grounds Bill Clark, Public Works Will Claytor, Real Estate Valuation Wil Dibling, City Attorney's Office z~Jim Grisso, Finance Kit Kiser, Utilities and Operations Bill Stuart, Streets and Traffic Vickie Price, Fifth District Employment and Training Consortium Jim Ritchie, City Manager's Office MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 2401 l- 1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 19, 1998 File #100-337-373-467 SANDRA H. EAKIN Deputy City Clerk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33738-031698, authorizing you to renew a lease agreement between the City, the School Board of the City of Roanoke, and the Young Men's Christian Association of Roanoke, Virginia, for use of the Jefferson High School gymnasium, upon certain terms and conditions. The abovereferenced measure was adopted by the Council of the City of Roanoke on its first reading on Monday, March 2, 1998, also adopted on its second reading on Monday, March 16, 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 MFP:Io Attachment pc: VVilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities and Operations Charles M. Huffine, City Engineer Delores D. Daniels, Assistant to the City Manager for Community Relations Glenn A. Asher, Risk Management Officer Dana Long, Chief, Billings and Collections E. Wayne Harris, Superintendent, Roanoke City Public Schools, 40 Douglass Avenue, S. VV., Roanoke, Virginia 24012 H:\CORRES PO~03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33738-031698. AN ORDINANCE authorizing the renewal of a lease agreement between the City, the School Board of the City of Roanoke, and the Young Men's Christian Association of Roanoke, Virginia, for use of the Jefferson High School gymnasium, upon certain terms and conditions. BE IT ORDAINED by the Council of the City of Roanoke that the City Manager and City Clerk are hereby authorized to execute and attest, respectively, on behalf of the City, a lease, in for~ approved by the City Attorney, providing for the use and occupancy of the Jefferson High School gymnasium, by the Young Men's Christian Association of Roanoke, Virginia. The School Board of the City of Roanoke shall also be a party to such lease. The lease shall provide for a one-year lease, renewable on a year-to-year basis for four additional one-year terms, with the consent of the lessor, for a total lease term not to exceed five years in exchange for nominal rent and payment of utilities and janitorial services by the lessee. Such lease shall commence January 19, 1998, and shall contain such other terms and conditions as are approved by the City Manager, and as more fully set out in the report to this Council dated March 2, 1998. ATTEST: H:\ORD',O-EXLE- Y. 1 City Clerk. RECEIVED FEB 23 A9:32 March 2, 1998 Report No. 98-315 Attorney, Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Extension of Lease - Jefferson High School Gymnasium to the Young Men's Christian Association (YMCA) The attached staff report was considered by the Water Resources Committee at its regular meeting on February 17, 1998. The Committee recommends that Council authorize the extension of the lease with the YMCA for the property known as the Jefferson High School Gymnasium as shown on the attached map and designated as Official Tax No. 1113414, for a one-year term, with provision for renewal for up to four additional one-year terms, provided Lessee gives Lessor written notice at least sixty days prior to expiration of the lease, and Lessor agrees, at the rate of $1.00 per year, in a form acceptable to the City in accordance with conditions stated in the attached report. Re~ecffull~ submitted, William White, Sr., Acting Chairperson Water Resources Committee WW:KBK:afm Attachment CC: Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities & Operations Charles M. Huffine, City Engineer Delores D. Daniels, Assistant to City Manager for Community Relations Glenn A. Asher, Risk Management Officer Patrick Leach, Lease Administrator, Billings & Collections Richard L. Kelley, Assistant Superintendent for Operations, Roanoke City Schools Report No. 98-315 CITY OFROANOKE INTERDEPARTMENTALCOMMUNICATION DATE: TO: FROM: SUBJECT: February 17, 1998 Members, Water Resources Committee /l~i-t ~]. 'Kis~r,'~)ire~l~,~ Ut~ities and Operations thru W. Robert He~ Manager Extension of Lease - Jefferson High School Gymnasium to the Young Men's Christian Association (YMCA) Background in chronological order is as follows: Jefferson High School Gymnasium has been leased to the YMCA since 1983. The lease was renewed for a term of five years by Ord. No. 28902, adopted December 21, 1987; and for an additional term of five years by Ordinance No. 31331-020893, adopted February 8, 1993. Lease is subject to uses by the School Board's Alternative Education Program, by the Roanoke City School basketball teams, and for public voting activities. Lease contained a provision for renewal on a year-to-year basis for four additional one year terms, subject to Lessor's concurrence, for a total of five years. State law provides for public advertisement of any lease granted for a period of more than five years. II. Current Situation is as follows: A. The Roanoke City School Board has approved the extension of the leash, for an additional one year term, at the current rate of $1.00 per year. Water Resources Committee February 17, 1998 Extension of Lease - Jefferson High School Gymnasium to the Young Men's Christian Association (YMCA) Page 2 Lease provides for renewal for up to four additional one-year terms provided Lessee gives Lessor written notice at least sixty days prior to expiration of the lease, and Lessor agrees. All other provisions of the original lease shall remain in effect. III. Issues in order of importance are: A. Need B. Timing IV. AIternative._____~s in order of feasibility are: Water Resources Committee recommends that City Council authorize the extension of the lease with the YMCA for the property known as the Jefferson High School Gymnasium as shown on the attached map and designated as Official Tax No. 1113414, for a one-year term, with provision for renewal for up to four additional one-year terms, provided Lessee gives Lessor written notice at least sixty days prior to expiration of the lease, and Lessor agrees, at the rate of $1.00 per year, in a form acceptable to the City Attorney. Need of Lessee for space to continue recreational programs will be met. Timing to renew lease as soon as possible will be met. Water Resources Committee does not recommend that City_ Council authorize the extension of the lease with the YMCA for the property known as the Jefferson High School Gymnasium as shown on the attached map and designated as Official Tax No. 111 3414, for a one- year term, with provision for renewal for up to four additional one-year Water Resources Committee February 17, 1998 Extension of Lease - Jefferson High School Gymnasium to the Young Men's Christian Association (YMCA) Page 3 terms, provided Lessee gives Lessor written notice at least sixty days prior to expiration of the lease, and Lessor agrees at the rate of $1.00 per year, in a form acceptable to the City Attorney. Need of Lessee for space to continue recreational programs will not be met. 2. Timing to renew lease as soon as possible will not be met. Water Resources Committee recommends that City Council authorize the extension of the lease with the YMCA for the property known as the Jefferson High School Gymnasium as shown on the attached map and designated as Official Tax No. 1113414, for a one-year term, with provision for renewal for up to four additional one-year terms, provided Lessee gives Lessor written notice at least sixty days prior to expiration of the lease, and Lessor agrees at the rate of $1.00 per year, in a form acceptable to the City Attorney. WRH/KBK/SEF/ Attachments CC; City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Risk Manager Lease Administrator, Billings & Collections Assistant Superintendent for Operations, Roanoke City Schools Roanoke City Public Schools Office of Assistant Superintendent for Operations Richard L. Kelley- (540) 853-2276 · Fa~ (540)853-1199 Mr. Kit Kizer, Director Utilities and Operations 215 Church Avenue, S. W., Room 354 Roanoke, VA 24011 Dear Kit: January 27, 1998 The School Board has approved the enclosed lease with the YMCA. I understand that this lease has to be approved by the Water Resources Committee and City Council in order that the City Manager can sign the lease. Please take the necessary action to obtain the approval of this lease. If you have any questions, please call me. re Sincerely, Richard L. Kelley Assistant Superintendent for Operations Enc. cc: Mr. X Parsons 5Z /7o.J /.3505 /7~.o~ ll~50& /71 .~ ~ /~/.~.S 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-I 145 March 19, 1998 File #132-304 SANDRA H. EAKIN Deputy City Clerk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33758-031698, changing the time and place of commencement of the regular meeting of City Council on Monday, April 6, 1998, from 12:15 p.m. in the City Council Chamber to 12:00 noon in the Roanoke Ballroom at the Hotel Roanoke and Conference Center. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io Attachment pc: VVilliam F. Clark, Director, Public Works Kit B. Kiser, Director, Utilities and Operations Glenn D. Radcliffe, Director, Human Development George C. Snead, Director, Public Safety James D. Grisso, Director of Finance Robert H. Bird, Municipal Auditor Willard N. Claytor, Director, Real Estate Valuation Marion A. Vaughn-Howard, Youth Planner H:~CORRESPO~03-16-98,WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33758-031698. A RESOLUTION changing the time and place of commencement of the regular meeting of City Council scheduled to be held at 12:15 p.m., on Monday, April 6, 1998. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The meeting of City Council regularly scheduled to be held at 12:15 p.m. on Monday, April 6, 1998, in City Council Chambers at 215 Church Avenue, S. W., is hereby rescheduled to be held at 12:00 Noon, Monday, April 6, 1998, in the Roanoke Ballroom, it the Hotel Roanoke & Conference Center, at 110 Shenandoah Avenue, N.W., in the City of Roanoke, with the 2:00 p.m. session on the same date to be held in City Council Chambers at 215 Church Avenue, S. W. 2. The City Clerk is hereby authorized to take whatever steps are deemed necessary to notify the public of the change in the time and place of such meeting. ATTEST: City Clerk. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 19, 1998 File #60 SANDRA H. EAKIN Deputy Cit3, 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, March 16, 1998, Council Member Swain spoke in support of disseminating fiscal year 1998-99 budget information to the citizens of Roanoke regarding the inflation rate, salary and fringe benefits improvements for City employees, equipment replacement, improvements to and updating of certain aspects of the City's infrastructure, and sustaining and expanding quality of life facilities/programs such as libraries, recreation centers, etc Council Member VVhite requested that citizens of Roanoke be advised that the delivery of City services is driven by the tax base. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io pc: James D. Grisso, Director of Finance Barry L. Key, Manager, Management and Budget Diane S. Akers, Budget Administrator H:\CORRESPO~3-16-98.WPD MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 March 20, 1998 File #27-200-424-468 SANDRA H. EAKIN Deputy City Clerk Gilbert E. Butler, Jr., Chair ) Barbara N. Duerk, Vice-Chair ) Melvin L. Hill ) D. Kent Chrisman ) Robert B. Manetta ) Richard A. Rife ) Alfred T. Dowe, Jr. ) City Planning Commission Dear Mrs. Duerk and Gentlemen: I am enclosing copy of Resolution No. 33760-031698, endorsing the Roanoke Valley Regional Stormwater Management Plan, and amending the City's Official Comprehensive Plan for Roanoke, an element of Roanoke Vision, to include such plan. The abovereferenced measure was adopted by the Council of the City of Roanoke at a regular meeting which was held on Monday, March 16, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:Io pc: Wayne G. Strickland, Executive Director, Fifth Planning District Commission. 313 Luck Avenue, S. W., Roanoke, Virginia 24016 W. Robert Herbert, City Manager William F. Clark, Director, Public Works Charles M. Huffine, City Engineer John R. Marlles, Chief of Planning and Community Development Martha P. Franklin, Secretary, City Planning Commission H:~C ORRESPO~03-16-98.WPD IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of March, 1998. No. 33760-031698. A RESOLUTION endorsing the Roanoke Valley Regional Stormwater Management Plan, and amending the City's Official Comprehensive Plan for Roanoke, an element of Roanoke Vision to include such plan. WHEREAS, the Roanoke Valley Regional Stormwater Management Plan was completed and dated October, 1997; WHEREAS, the Planning Commission held a public hearing on March 4, 1998, and endorsed adoption of such plan; and WHEREAS, in accordance with the provisions of S15.1-431, Cod~ of Virginia (1950), as amended, a public hearing was held before this Council on March 16, 1998, on the proposed amendment, at which hearing all citizens so desiring were given an opportunity to be heard and to present their views on such amendment. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That this Council hereby endorses the Roanoke Valley Regional Stormwater Management Plan and amends the City's Official Comprehensive Plan for Roanoke, an element of Roanoke Vision, to include the Roanoke Valley Regional Stormwater Management Plan. 2. That the City Clerk is directed to forthwith transmit attested copies of this resolution to the City Planning Commission. ATTEST: I I:\RE$\R-STWT-P. I City Clerk. RECEIV"" CITY ~'' c~'"~, ,~::.I:'-- L,L~-~* '. , ~,- . '~ HAR 10 A9:38Roanoke City Planning Commission March 16, 1998 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Proposed amendment to Roanoke Vision, Comprehensive Development Plan for Roanoke, Virginia 1985-2005, to include the Roanoke Valley Regional Stormwater Management Plan, dated October, 1997 I. Background: mo Roanoke Vision, City's official comprehensive plan, was adopted by Roanoke City Council in 1986. Comprehensive plan recommended the preparation of regional component plans to address such problems as flood control and storm water management. Roanoke Valley Regional Stormwater Management Plan was a cooperative effort between the City of Roanoke, Roanoke County, the City of Salem and the Town of Vinton acting through the Fifth Planning District Commission to study existing and future flooding problems throughout the Roanoke Valley. Overall focus of the plan is to implement policies and procedures which will reduce the danger and damage caused by flooding in the Roanoke Valley. Do Plan was funded by a 50% matching grant awarded in 1994 by the Federal Emergency Management Agency (FEMA) in cooperation with the Virginia Department of Emergency Services. The grant was the first of its type awarded by FEMA. Balance of funding was provided from the participating jurisdictions. Eo Following City watershed.q were included in the plan: Bamhardt Creek, Cravins Creek (main channel, west fork), Glade Creek, Lick Run, Mudlick Creek, Murray Run, Ore Branch, Peters Creek (main channel, tributaries A, B. and C), Tinker Creek and Trout Run. F° Plan includes mapping which shows which structures and roads which are currently in the flood plain and which ones will be in the flood plain following future development. Room 162 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (540) 853-2344 II. III. Go Plan also identifies specific projects which would reduce existing flooding problems including their costs, benefits and priority rankings. The structural projects identified in the plan include bridge replacements, elevating roadways and regional detention basins. Identified projects have an estimated cost of approximately $20 million. Ho City's current rating, in the Community Rating System (CRS) administered by FEMA could be jeopardized if proposed plan is not adopted. The CRS program provides certain benefits to City residents, such as a 5% reduction on all flood insurance benefits. Current Situation: mo Bo Roanoke Valley Regional Stormwater Management Pla. has been completed and is currently being considered by each of the participating jurisdictions. ..Planning Commission's Ordinance and Names Committee members were briefed at their November 5, 1997, meeting. Committee members expressed support for amending the City's comprehensive plan to incorporate the proposed Roanoke Valley Stormwater Management Plan. Co _Roanoke City Planning Commission held a public hearingon Wednesday, March 4, 1998. Mr. John Marlles, agent, summarized the proposed amendment to the comprehensive plan. He noted that the Commission had been previously briefed on the plan's recommendations and that the Commission's Ordinance and Names Subcommittee had recommended approval. Mr. Marlles noted that each of the participating jurisdictions were in the process of considering the dram plan. Finally, Mr. Marlles noted that failure to adopt the proposed plan could result in higher rates for those individuals who had flood insurance in the City. In response to a question from Mrs. Duerk, Mr. Marlles indicated that once the plan was adopted by the participating jurisdictions, an implementation strategy would have to be prepared. He noted that many of the recommendations, such as the model storm water management ordinance, do not have a significant cost to implement. Mrs. Duerk noted that storm water management issues should also be looked at by a number of City departments such as Parks and Recreation and that there were non-engineering solutions available. No one from the public spoke in support or of in opposition to the proposal. Recommendation: ..The Planning Commission, by a vote of 4-0 (Messrs. Dowe, Hill, and Manetta absent] recommended to City Council that Roanoke Vision, the City's comprehensive plan, b~- amended to incorporate the Roanoke Valley Regional Stormwater Management Plan. JRM:mpf cc: Assistant City Attorney Director, Public Works City Engineer Civil Engineer Executive Director, 5PDC Respectfully submitted, Gilbert E. Butler, Jr., Chairman Roanoke City Planning Commission Ad Number: 732735 Publisher's Fee: $156.40 OFFICE OF THE CITY ENGIN 215 CHURCH AVENUE, S.W. ROOM 350 ROANOKE, VA 24011-1587 The Roanoke Times '98 MAR16 A9:19 STATE of VIRGINIA CITY of ROANOKE AFFIDAVIT of PUBLICATION I, (the undersigned) an authorized representative of the Times-World Cor- poration, which corporation is publisher of The Roanoke Times, a daily newspaper published in Roanoke, in the State of Virginia, do certify that the annexed notice was published in said newspapers on the following dates: 02/26/98 FULL RUN - Thursday 03/05/98 FULL RUN - Thursday Witness, this 9th day of March 1998 Authorized Signature NOTICE OF PUBUC HEARING I TO WHOM IT MAY CONCERN: Notice ia hereby given pursuant to §15.1.431, of the Code of Virginia (1950), as amended ("State Code'), that the Roanoke Valley Regional Stmmwater Management Plan be edopted.into the City's Com- prehensive Plan fo~ Roanoke, m elemant of Roanoke Vision. Copies of the proposed ~oanoke' Valley Regional Stormwater Management Plan to be considered by City Coun- cil are on file in the Office of the City Engineer, Room 350 Municipal Building, 215 Church Avenue, S.W.; and the Office of Planning and Community Development, Room 162 Municipal Building, 215 Church Avenue, S,W., Roanoke, Virginia. A public bearing will be held before the Council of the City of Roanoke on Monday, March 16, 1998, at 7:00 p.m., or as soon thereafter as the matter may be heard in the Council Chambers, Mun clpa~ Building 215 Church Avenue, S.W., Roanoke, Virginia, at which tinge citizens of the City shall be given an opportunity to appear and be heard by Coun- cil on the subject of this proposal. GIVEN under my hand this 26th day of February, 1998. Ma~y F. Parker, City C!erk. (732735} HARTERED '98 l"l~l,[~ 10 A9:38Roanoke City Planning Commission March 16, 1998 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Proposed amendment to Roanoke Vision, Comprehensive Development Plan for Roanoke, Virginia 1985-2005, to include the Roanoke Valley Regional Stormwater Management Plan, dated October, 1997 I. Background: mo Roanoke Vision, City's official comprehensive plan, was adopted by Roanoke City Council in 1986. Comprehensive plan recommended the preparation of regional component plans to address such problems as flood control and storm water management. Roanoke Valley Regional Stormwater Management Plan was a cooperative effort between the City of Roanoke, Roanoke County, the City of Salem and the Town of Vinton acting through the Fifth Planning District Commission to study existing and future flooding problems throughout the Roanoke Valley. Co Overall focus of the plan is to implement policies and procedures which will reduce the danger and damage caused by flooding in the Roanoke Valley. Plan was funded by a 50% matching grant awarded in 1994 by the Federal Emergency Management Agency (FEMA) in cooperation with the Virginia Department of Emergency Services. The grant was the first of its type awarded by FEMA. Balance of funding was provided/'rom the participating jurisdictions. Eo Following City watershed~ were included in the plan: Barnhardt Creek, Cravins Creek (main channel, west fork), Glade Creek, Lick Run, Mudlick Creek, Murray Run, Ore Branch, Peters Creek (main channel, tributaries A, B. and C), Tinker Creek and Trout Run. Plan includes mapping which shows which structures and roads which are currently in the flood plain and which ones will be in the flood plain following future development. Room 162 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (540) 853-2344 II. III. Go Plan also identifies specific projects which would reduce existing flooding problems including their costs, benefits and priority rankings. The structural projects identified in the plan include bridge replacements, elevating roadways and regional detention basins. Identified projects have an estimated cost of approximately $20 million. City's current rating in the Community Rating System (CRS) administered by FEMA could be jeopardized if proposed plan is not adopted. The CRS program provides certain benefits to City residents, such as a 5% reduction on all flood insurance benefits. Current Situation: Roanoke Valley Regional Stormwater Management Plan has been completed and is currently being considered by each of the participating jurisdictions. Bo Planning Commission's Ordinance and Names Committee members were briefed at their November 5, 1997, meeting. Committee members expressed support for amending the City's comprehensive plan to incorporate the proposed Roanoke Valley Stormwater Management Plan. Co Roanoke City Planning Commission held a public hearing on Wednesday, March 4, 1998. Mr. John Marlles, agent, summarized the proposed amendment to the comprehensive plan. He noted that the Commission had been previously briefed on the plan's recommendations and that the Commission's Ordinance and Names Subcommittee had recommended approval. Mr. Marlles noted that each of the participating jurisdictions were in the process of considering the draft plan. Finally, Mr. Marlles noted that failure to adopt the proposed plan could result in higher rates for those individuals who had flood insurance in the City. In response to a question from Mrs. Duerk, Mr. Marlles indicated that once the plan was adopted by the participating jurisdictions, an implementation strategy would have to be prepared. He noted that many of the recommendations, such as the model storm water management ordinance, do not have a significant cost to implement. Mrs. Duerk noted that storm water management issues should also be looked at by a number of City departments such as Parks and Recreation and that there were non-engineering solutions available. No one from the public spoke in support or of in opposition to the proposal. Recommendation: The Planning Commission, by a vote of 4-0 (Messrs. Dowe, Hill, and Manetta absent) recommended to City Council that Roanoke Vision, the City's comprehensive plan, b~, amended to incorporate the Roanoke Valley Regional Stormwater Management Pla,,. JRM:mpf cc: Assistant City Attorney Director, Public Works City Engineer Civil Engineer Executive Director, 5PDC Respectfully submitted, Gilbert E. Butler, Jr., Chairman Roanoke City Planning Commission NOTICE OF PUBLIC HEARING TO WHOM IT MAY CONCERN: Notice is hereby given pursuant to §15.1-431, of the Code of Virginia (1950), as amended ("State Code"), that the Roanoke Valley Regional Stormwater Management Plan be adopted into the City's Comprehensive Plan for Roanoke, an element of Roanoke Vision. Copies of the proposed Roanoke Valley Regional Stormwater Management Plan to be considered by City Council are on file in the Office of the City Engineer, Room 350 Municipal Building, 215 Church Avenue, S.W.; and the Office of Planning and Community Development, Room 162 Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia. A public hearing will be held before the Council of the City of Roanoke on Monday, March 16, 1998, at 7:00 p.m., or as soon thereafter as the matter may be heard in the Council Chambers, Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia, at which time citizens of the City shall be given an opportunity to appear and be heard by Council on the subject of this proposal. GIVEN under my hand this 26thday of February , 1998. Mary F. Parker, City Clerk. H:\NOTICE\N-SWATER RECEt;/EO CITY CLER?t!"., ~;FFi!:F NOTICE OF P,I~BL~,~R~ .Q:;I~EFORE THE ROANOKE CITY PLANNING '" ' ....... 'COMMISSION TO WHOM IT MAY CONCERN: The Roanoke City Planning Commission will hold a public hearing on Wednesday, March 4, 1998, 1:30 p.m. or as soon as the matter may be heard, in the City Council Chamber, fourth floor, Municipal Building, 215 Church Avenue, S.W., in order to consider the following: Proposed amendment to Roanoke Vision, Comprehensive Development Plan for Roanoke, Virginia 1985-2005, to include the Roanoke Valley Regional Stormwater Management Plan, dated October, 1997. A copy 'of said application is available for review in the Department of Planning and Community Development, Room 162, Municipal Building. All parties in interest and citizens may appear on the above date and be heard on the matter. Martha P. Franklin, Secretary Roanoke City Planning Commission Please print in newspaper on Tuesday, February 17 and 24, 1998 Please bill: Greg Reed Roanoke City Engineering Department Room 350, Municipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 (S40) aS3-203S Please send affidavit to: Department of Planning and Community Development Room 162, Municipal Building 215 Church Avenue, S.W. Roanoke, VA 24011 (540) 853-1230 (fax) WILBURN C. DIBLING, JR. CITY ATFORNEY CITY OF ROANOKE OFFICE OF CITY ATTORNEY 464 MUNICIPAL BUILDING 215 CHURCH AVENUE, SW ROANOKE, VIRGINIA 24011-1595 TELEPHONE: 540-853-2431 FACSIMILE: 540-853-1221 E-MAlL:cityatty @ci.roanoke.va.us March 16, 1998 WILLIAM X PARSONS STEVEN J. TALEVI GLADYS L. YATES GARY E. TEGENKAMP ASSISTANT CITY A'~rORNEYS 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. With kindest personal regards, I am Sincerely yours, WCD:f urn C. Dibling, Jr. City Attorney cc: W. Robert Herbert, City Manager H: \COUNCIL\L-~a~XLI. 1