HomeMy WebLinkAboutCouncil Actions 07-01-02BESTPITCH
35956-070102
ROANOKE CITY CO UNCIL
REGULAR SESSION
JUL Y 1, 2002
12:15 P. M.
CITY COUNCIL CH,4MBER
,4 GEND,4 FOR THE COUNCIL
Call to Order--Roll Call.
(Council Member Wyatt was
absent.)
A communication from Mayor Ralph K. Smith requesting a Closed Meeting
to discuss vacancies on various authorities, boards, commissions and
committees appointed by Council, pursuant to Section 2.2-371 I(A)(1), Code
of Virginia (1950), as amended.
(Approved 6-0)
File #110-132
THE MEETING WAS DECLARED IN RECESS AT 12:19 P.M. TO BE
RECONVENED AT 12:25 P.M. IN THE EMERGENCY OPERATIONS
CENTER CONFERENCE ROOM, ROOM 159, FOR A BRIEFING ON
WATER ISSUES.
THE MEETING WAS DECLARED IN RECESS AT 1:58 P.M. TO BE
RECONVENED AT 2:00 P.M., IN THE CITY COUNCIL CHAMBER.
2
ROANOKE CITY CO UNCIL
OR GANIZA TIONAL MEE TING
JUL Y 1, 2002
2:00P. M.
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
1. Call to Order.
2. Roll Call.
(Council Member Wyatt was absent.)
3. Statement of Purpose. Mayor Ralph K. Smith.
A report of the City Clerk with regard to the qualification of M. Rupert Cutler,
Alfred T. Dowe, Jr., and C. Nelson Harris as Members of the Roanoke City
Council, for terms of four years, each, commencing July 1, 2002, and ending
June 30, 2006.
Received and filed.
File #132
o
A Resolution recognizing the Honorable C. Nelson Harris to be a member of
the City Council and Vice-Mayor of the City of Roanoke.
Adopted Resolution No. 35956-070102. (6-0.)
File #132
3
A Resolution recognizing the services of the Honorable William H. Carder as
Vice-Mayor of the City of Roanoke.
Adopted Resolution No. 35957-070102.
abstained from voting.)
File #132
(5-0, Council Member Carder
A Resolution establishing a meeting schedule for City Council for the Fiscal
Year commencing July 1, 2002, and terminating June 30, 2003.
Adopted Resolution No. 35958-070102. (6-0.)
File #132
A communication from Mayor Ralph K. Smith with regard to certain
committee assignments for the Members of City Council.
Concurred in a communication signed by six Members of Council under
date of June 20, 2002.
File #110-132
The meeting was adjourned at 2:40 p.m.
4
ROANOKE CITY CO UNCIL
REGULAR SESSION
JUL Y 1, 2002
2:45 P. M.
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
Call to Order- Roll Call.
(Council Member Wyatt was
absent.)
The Invocation was delivered by The Reverend David J. Fuller,
Missions Pastor, Church of the Holy Spirit.
The Pledge of Allegiance to the Flag of the United States of America
was led by Mayor Ralph K. Smith.
Welcome. Mayor Smith.
5
NOTICE:
Meetings of Roanoke City Council are televised live on RVTV Channel 3.
Today's meeting will be replayed on Channel 3 on Thursday, July 4, 2002, at
7:00 p.m., and Saturday, July 6, 2002, at 4:00 p.m. Council meetings are now
being offered with closed captioning for the hearing impaired.
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, NOEL C.
TAYLOR MUNICIPAL BUILDING, 215 CHURCH AVENUE, S. W., OR
CALL 853-2541.
THE CITY CLERK'S OFFICE NOW PROVIDES THE MAJORITY OF
THE CITY COUNCIL AGENDA ON THE INTERNET FOR VIEWING
AND RESEARCH PURPOSES. TO ACCESS AGENDA MATERIAL,
GO TO THE CITY'S HOMEPAGE AT WWW.ROANOKEGOV.COM,
CLICK ON THE ROANOKE CITY COUNCIL ICON, CLICK ON
MEETINGS AND AGENDAS, AND DOWNLOAD THE ADOBE
ACROBAT SOFTWARE TO ACCESS THE AGENDA.
ALL PERSONS WISHING TO ADDRESS COUNCIL ARE
REQUESTED TO REGISTER WITH THE STAFF ASSISTANT WHO
IS LOCATED AT THE ENTRANCE TO THE COUNCIL CHAMBER.
ON THE SAME AGENDA ITEM, ONE TO FOUR SPEAKERS WILL BE
ALLOTTED FIVE MINUTES EACH, HOWEVER, IF THERE ARE
MORE THAN FOUR SPEAKERS, EACH SPEAKER WILL BE
ALLOTTED THREE MINUTES.
ANY PERSON WHO IS INTERESTED IN SERVING ON A CITY
COUNCIL APPOINTED AUTHORITY, BOARD, COMMISSION OR
COMMITTEE IS REQUESTED TO CONTACT THE CITY CLERK'S
OFFICE AT 853-2541 TO OBTAIN AN APPLICATION.
2. PRESENTATIONS AND ACKNOWLEDGMENTS:
Proclamation declaring the month of July as National Parks and Recreation
Month.
File #3-67
e
CONSENT AGENDA
(APPROVED 6-0)
C-1
C-2
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.
Minutes of the work session of City Council held on Monday, April 29,
2002.
RECOMMENDED ACTION: Dispense with the reading thereof and
approve as recorded.
A communication from Sherman P. Lea tendering his resignation as a
Trustee of the Roanoke City School Board, effective August 15, 2002, or until
a new Trustee is appointed, whichever occurs first.
RECOMMENDED ACTION:
File #110-467
Receive and file the communication and
accept the resignation.
7
C-3
C-4
C-5
C-6
A communication from Robert J. Sparrow tendering his resignation as
a member of the Fair Housing Board.
RECOMMENDED ACTION:
File #110-178
Receive and file the
accept the resignation.
communication and
A communication from William E. Skeen tendering his resignation as
a member of the Board of Trustees, City of Roanoke Pension Plan, and the
Roanoke Neighborhood Parmership Steering Committee.
RECOMMENDED ACTION:
File #110-488
Receive and file the
accept the resignations.
communication and
A communication from the City Manager requesting that Council
schedule a public hearing for Monday, July 15, 2002, at 7:00 p.m., or as soon
thereafter as the matter may be heard, on the proposed conveyance of City-
owned property located at 1224 Rorer Avenue, S. W., and 719 Dale Avenue,
S. E., to the Blue Ridge Housing Development Corp.
RECOMMENDED ACTION: Concur in the request.
File #2-166-178
Minutes of the meeting of the Audit Committee held on Monday,
June 3, 2002.
RECOMMENDED ACTION: Receive and file.
File #10-110-300
C-7
Qualification of the following persons:
William E. Skeen and Robert J. Sparrow as Trustees of the
Roanoke City School Board, for terms of three years, each,
commencing July 1, 2002, and ending June 30, 2005;
Roland H. Macher as a member of the Roanoke Public
Library Board for a term ending June 30, 2005;
8
D. Duane Dixon as a member of the Board of Trustees,
City of Roanoke Pension Plan, for a term ending June 30,
2004;
Alfred C. Moore as a member of the War Memorial
Committee for a term ending June 30, 2003;
Brenda L. McDaniel as a member of the Roanoke Public
Library Board for a term ending June 30, 2004; and
I. B. Heinemann as a member of the Personnel and
Employment Practices Commission for a term ending
June 30, 2005.
RECOMMENDED ACTION: Receive and file.
File//15-110-202-323-429-467-518
REGULAR AGENDA
4. PUBLIC HEARINGS:
a.(1)
(2)
Bids for lease and renovation of certain City-owned buildings located
at 117 and 119 Norfolk Avenue, S. W.
The bid of Warehouse Row, L.P., was referred to the City Manager
for report to Council at the regular meeting on Monday,
July 15, 2002, at 2:00 p.m.
Public hearing with regard to the lease and renovation of certain City-
owned buildings located at 117 and 119 Norfolk Avenue, S. W., subject
to certain terms and conditions. Darlene L. Burcham, City Manager,
Spokesperson.
The public hearing was continued until the regular meeting of
Council on Monday, July 15, 2002.
File #166-207
5. PETITIONS AND COMMUNICATIONS:
A petition from the Virginia Museum of Transportation requesting
exemption from taxation of 1.4 acres of land adjacent to 303 Norfolk
Avenue, S. W., in the City of Roanoke, pursuant to Section 30-19.04(B),
Code of Virginia (1950), as amended.
The matter was referred to the City Manager for study, report and
recommendation to Council.
File #79-229
6. REPORTS OF OFFICERS:
a. CITY MANAGER:
BRIEFINGS: NONE.
ITEMS RECOMMENDED FOR ACTION:
A communication recommending a revocable license to John S.
Edwards, 3745 Forest Road, S. W., in connection with
encroachment of a basketball goal into the public fight-of-way.
Adopted Ordinance No. 35959-070102. (6-0.)
File #169-322
o
A communication recommending a revocable license to James V.
Revercomb, Jr., 2908 Carolina Avenue, S. W., to allow
encroachment of a retaining wall into the fight-of-way of Carolina
Avenue.
Adopted Ordinance No. 35960-070102. (6-0.)
File #169-322
l0
o
A communication recommending acquisition of property rights
with regard to the Lick Run Greenway Project; and appropriation
of funds in connection therewith.
Adopted Budget Ordinance No. 35961-070102 and Ordinance
No. 35962-070102. (6-0.)
File #2-60-379
o
o
A communication recommending amendment to the Downtown
Service District Services Agreement dated July 2, 2001.
Adopted Ordinance No. 35963-070102 and Resolution No.
35964-070102. (6-0.)
File #79-277
A communication recommending acceptance of a bid submitted
by Xerox Corporation to replace equipment in Municipal
Building South and the Human Resources Department, for 60
months, for a total cost of $601,460.00; and rejecting all other
bids received by the City.
Adopted Resolution No. 35965-070102. (6-0.)
File #202-209-472
A communication with regard to a contract for management and
operation services for all City of Roanoke owned and/or
controlled parking garages and surface parking lots.
Adopted Ordinance No. 35966-070102. (6-0.)
File #553
A communication with regard to the purchase of a hydraulic
excavator.
Adopted Resolution No. 35967-070102. (6-0.)
File #183-472
b. DIRECTOR OF FINANCE:
Financial report for the month of May 2002.
Received and filed.
File #1-10
Adopted Budget Ordinance No. 35968-070102 and Ordinance No.
35969-070102. (6-0.), in connection with obtaining certain designs,
services, lease and/or purchase of equipment and construction work for a
project to obtain additional sources of water to increase the City's water
supply and to help with the City's water supply emergency that was
declared on February 4, 2002.
File #373-468-472
7. REPORTS OF COMMITTEES: NONE.
8. UNFINISHED BUSINESS:
ao
A report of the City Attorney with regard to establishment of annual
salaries for the Mayor, Vice-Mayor and Members of Council for the fiscal
year beginning July 1, 2004. (The matter was tabled at the June 17, 2002
meeting of Council.)
Referred to Council's Budget and Planning Committee.
File #60-132
9. INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS: NONE.
10. MOTIONS AND MISCELLANEOUS BUSINESS:
a. Inquiries and/or comments by the Mayor, Vice-Mayor and Members of
City Council.
12
Council Member Bestpitch requested that the City Clerk summarize
information that will be placed on the Internet; i.e.: Commencing
July 1, 2002, five years of information will be available to citizens and
City departments with regard to City Council action agendas, reports,
communications, ordinances and resolutions, and the Clerk's
correspondence as a result of Council actions; information will be
updated with each Council meeting; and, as time permits, information
prior to July, 1997 will be posted on the Internet.
File #38-132-403
Council Member Bestpitch referred to the annual giving campaign for
the Mill Mountain Zoo, and encouraged Council Members to make
their individual contributions. He also referred to the Mill Mountain
Zoo's major fund raising event "Zoo Do 2002", which will be held on
Friday, July 26, from 6:30 p.m. until 10:30 p.m.
File #67
Council Member Bestpitch responded to remarks of the Mayor with
regard to the proposed salary increase for Members of Council. He
stated that he wished the Mayor demonstrated the same level of
concern on the revenue side of the budget as he seems to have over the
expenditure side. He further stated that on the revenue side of the
City's budget, while six Members of Council drive a vehicle for which
they purchase a City decal and pay 30 per cent of the car tax and the
City of Roanoke receives 70 per cent reimbursement for car tax from
the Commonwealth of Virginia, one Member of Council chooses to
excuse himself from the need to purchase a decal or to pay the 30 per
cent vehicle tax. He questioned the message that the Mayor may be
sending to the citizens of Roanoke.
The Mayor responded that Mr. Bestpitch was referring to the dealers
license tag on his personal vehicle. He stated that in the State of
Virginia, one must obtain an automobile dealers license in order to sell
automobiles or trailers, he is a trailer dealer, and having paid for an
automobile dealers license, he is permitted to display a dealers tag on
his personal automobile. He explained that a number of other vehicles
within his company display City decals, along with a State license,
which substantially contributes to the City's coffers. He advised that
he pays 100 per cent in taxes and receives zero rebate from the state.
File #60-79-132
The Mayor encouraged citizens to attend July 3 and July 4 activities
in the City of Roanoke, i.e.:
Old Fashioned Cruising Night on Williamson Road (July 3 at 7:00
p.m.)
Kiwanis Club River Clean Up at 9:00 a.m. (participants will meet
at the Wasena Park Picnic Pavilion)
Farmers' Market Car Show - 10:00 a.m. - 2:00 p.m.
Old Fashioned Neighborhood Parade on Williamson Road - 2:00
p.m. (Parade starts as Civic Mall)
Music for Americans at Victory Stadium - 7:00 p.m.
File #317
Council Member Dowe wished all citizens a happy Independence Day.
He stated that this is a day that Americans fought for several hundred
years ago, and a day that all citizens may enjoy the freedom that
comes from being an American.
b. Vacancies on various authorities, boards, commissions and committees
appointed by Council.
11. HEARING OF CITIZENS UPON PUBLIC MATTERS:
CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR CITIZENS
TO BE HEARD. MATTERS REQUIRING REFERRAL TO THE CITY
MANAGER WILL BE REFERRED IMMEDIATELY FOR ANY
NECESSARY AND APPROPRIATE RESPONSE, RECOMMENDATION
OR REPORT TO COUNCIL.
a. Request of Ms. Virgie Ayers to address Council with regard to public
swimming pools. (Was not present.)
14
Mr. Hume Powers, 2641 Nottingham Road, S. E., expressed concern
with regard to telephone service. He referred to a specific instance in
which it took approximately 30 minutes to place a long distance
telephone call from Roanoke to Richmond, after listening to over 30
recordings from the telephone company before his call was completed.
He asked that City Council inquire as to why the telephone monopoly
cannot perform in a more satisfactory manner.
Later during the meeting, the Mayor announced that his office had
received a telephone call from Senator George Allen's office in which
it was reported that any citizen with a concern should contact the
Senator's Office to obtain the name of the appropriate agency to
address service issues.
File #66-291
Mr. Robert Gravely, 617 Hanover Avenue, N. W., expressed concern
with regard to the water shortage, the high cost of housing in the City
of Roanoke, and low wages for City employees.
File #60-66-178-184-468
12. CITY MANAGER COMMENTS:
Council Member Cutler requested that the City Manager report on the
status of improvements to Booker T. Washington Park; whereupon, the
City Manager advised that approximately 12 - 18 months ago, the City, in
conjunction with residents of the Washington Park area, appointed a
committee to develop plans for improvements to Washington Park. She
stated that her commitment to the neighborhood was if a plan could be
developed that is supported by the neighborhood and City staff, she would
submit the plan to Council with a recommendation that it receive the
highest priority for park improvements. She advised that the plan has
been addressed for at least 12 - 18 months, an element of which calls for an
appropriate memorial to Booker T. Washington; the committee
recommended that the memorial be designed by a representative of the
minority community, however, there are procurement complications under
the Virginia Procurement Code, therefore, progress has been delayed on
that particular aspect, although the City continues to be willing to make
funds available to assist in the procurement of a design if certain issues are
resolved. She called attention to portions of the Booker T. Washington
Park that were previously used as a landfill site, and an engineer has been
engaged to evaluate proposed plans for the neighborhood versus landfill
conditions and to address potential reuse of some of the park areas before
a public meeting is held. She stated that the Director of the Department of
Parks and Recreation has met with the Washington Park Committee and
made certain commitments in terms of time lines; improvements are not
funded at this time, but it is her commitment to bring the matter forward
with a recommendation that it be funded out of the first set of monies that
have been placed in the capital improvements plan for parkimprovements.
She stated that improvements which were included in the first phase of the
parks and recreation master plan have been ongoing, although there have
been some delays inasmuch as a decision was made to design all rest room
facilities for all of the parks according to one design.
File #60-67
The City Manager advised that she appreciated the summary remarks of
Council Member Carder at the organizational meeting in which he
referenced many good and lasting decisions and improvements that have
been made in the Roanoke community over the past two years. She stated
that Roanokers have much to be proud of and much to celebrate on July
4th.
File #80-132-175
The City Manager advised that the 50th Anniversary of the Mill Mountain
Zoo will be celebrated on July 4th at a ceremony at 10:00 a.m., to be held
on Mill Mountain. She stated that there are a wealth of opportunities in
the City of Roanoke for citizens to participate in special events and
Roanoke is a community that offers many opportunities for its residents.
File #67-317
In regard to the remarks of Mr. Robert Gravely, the City Manager
advised that in 2002 Council agreed to make the minimum rate of pay in
the City of Roanoke $8.00 per hour, therefore, no employee in the City of
Roanoke earns less than $8.00 per hour. She stated that pay ranges have
been extended in the City's Pay and Classification Plan in order to provide
maximum opportunities.
File #60-184
The meeting was declared in recess for one Closed Session.
CERTIFICATION OF CLOSED SESSION. (Approved 6-0, Council
Member Wyatt was absent.)
The following persons were appointed/reappointed to various boards,
commissions and committees:
City Planning Commission
File #110-200
Fredrick Williams to fill the
unexpired term of Alfred T.
Dowe, Jr., resigned, ending
December 31, 2004.
Roanoke Valley Convention
and Visitors Bureau,
Board of Directors
File #110-293
Sunny Shah for a term ending
June 30, 2003.
Human Services Committee
File #72-110
Frank W. Feather and Pamela
Kestner-Chappelear for terms
ending June 30, 2003.
Flood Plain Committee
File #110-237
Bill Tanger for a term ending
June 30, 2002 (Council waived
the City residency
requirement).
War Memorial Committee
File #110-518
Robert O. Gray, Harold H.
Worrell, Sr., and Sloan H.
Hoopes for terms ending
June 30, 2003.
Mill Mountain Advisory
Committee
File #67-110
E. C. Pace, III, Carl H.
Kopitzke and William R.
Dandridge for terms ending
June 30, 2003.
Roanoke Arts Commission
File #110-230
Youth Services Citizen Board
File #110-304
Susan W. Jennings for a term
ending June 30, 2005.
Jamaal Jackson for a term
ending May 31, 2005.
RALPH K. SMITH
Mayor
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.W., ROOM 452
ROANOKE, VIRGINIA 24011-1594
TELEPHONE: 1540) 853-2444
FAX: 1540) 853-1145
July 1, 2002
The Honorable Vice-Mayor and
Members of the Roanoke .City Council
Roanoke, Virginia
Dear Members of Council:
I would like to request a Closed Meeting to discuss vacancies on various authorities,
boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711
(A)(1), Code of Virginia (1950), as amended.
Mayor
RKS:sm
N:~CKSMI~AGENDA.02\CLOSED SESSION ON VACANCIES.DOC
Office of the City Manager
July 1, 2002
Honorable Ralph K. Smith, Mayor, and Members of City Council
Roanoke, Virginia
Dear Mayor Smith and Members of Council:
Subject: Water Issues Briefing
This is to request space on Council's work session agenda for a 30-minute
briefing on the above referenced subject.
Respectfully submitted,
Dadene L. E~urcham
City Manager
DLB:sm
C:
City Attorney
Director of Finance
City Clerk
Room 364 Municipal South 215 Church Avenue, S,W Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
Update To Council
.luly l, 2002
Status Update
Phase 4 of Water Conservation Measures
Climate Forecast/Level Update
Production and Water Purchases
· Reduced Consumption to under ~.0 mgd at Cove
Other Jurisdictions On Water Restrictions
· Greensboro, ]ames City County, Amherst County,
Richmond Area, Henry County
Crystal Spring
· Micro-filtration Project ahead of
schedule
· Expect water production by October 1~t
eUV Treatment Option Opposed by EPA
~Temporary Filtration Option can be in
Place by August 1~t.
· Cost is $350,000
Other Projects
eMuse Spring Well (1 mgd) will be
Operational by August 10th
~Crystal Spring Area Well(s)
· Intended to Increase Capacity at Crystal
Spring Filtration Plant
~Two New Locations Have Been Made
Available for Citizens to Get Irrigation
Water
Long Range Water Supply Study
Black and Veatch Engineers have been
Selected
eWill look at Existing Sources and Demands,
and Project Future Demands
Will Also Look at Feasibility and Development
of Area Sources
· .]ames River, New River, Smith Mountain Lake,
Groundwater, Reservoir Optimization
Examination of a Regional Authority was
deleted from the Scope of Work by Mutual
Consent
Regional Authority
~Current City Needs
· Drought Protection / Infrastructure
Replacement
· Current County Needs
- Rate Relief / Infrastructure Expansion
~Significant Differences
· Rates
· Level of Debt
· Condition of Assets
Existing Regional Cooperation
1999 Water Agreement
· Allows for Trading of Water and Use of Water
Unes - Up to 3 mgd
· Current Trading is 1.5 mgd
· Allows the City to Purchase 4 mgd of Additional
Water from County
· Does Not Require Either .ludsdiction to Implement
Water Conservation Measures if the Other Does
WPC Plant / 1994 Agreement
System Comparisons
City Water System · Co. Water System
· Average Production of · Average Production of
15.5 mgd 7.5 mgd
· Serves Equivalent · Ser~es Equivalent
Population of 170,000 Population of 75,000
· Effective Residential Rate · Effective Residential Rate
of $2.20 based o~ usage of $4.45 based upon
of 5,000 gallons per usage of 5,000 gallons
month per month
· Revenues of Si. OM · Revenues of $10M
· Debt $30M · Debt >$80M
General Benefits of Authorities
· Economies of Scale Favorable for
Infrastructure Financing and Utilization
eVirginia Law is favorable to Formation
of Authorities
eMaximize Resources for Benefit of Host
Number of People
~Water Supply Development Requires
Regional Cooperation
Authority Types
Full Service
· Completely Separate Operating Unit with Own
Governing Board
Wholesale / Resource Management
· Controls Sources, Each Jurisdiction Haintains
Distribution and Billing
"Paper" Authority
· Exists to Support Bonding of .Joint Projects
· Systems Operate separately
Benefits to Roanoke
· Operational Savings due to Shared Use
of Equipment and Personnel
eOptimization of Area Reservoirs for
Drought Protection*
· Need to Develop Ability to Transfer 8 mgd
between Systems
· Could Utilize County's Permit to Fill Carvins
Cove with a New Pipeline
10
Benefits to Roanoke (cont.)
e[ncrease Customer Base and Access to
New Customers
eBenefits for Wastewater and Storm
Water Hanagement
~Note - Will Not Solve Current Drought
Condition!
Authority - Cost Impacts
· WJll Require Some Assumption of County's
Spring Hollow Reservoir Debt
Reduced Transfers to General Fund for
Support Services
· Reassignments or Additional Staff will be needed
]~n addition to Spring Hollow Costs, Additional
l~nfrastructure Costs are Needed
Differences in Connection Fees
Authority - Cost Impacts
· Net Impact will be to Inflate Rates
cRate Models
· Same Rate with Varying Base Charges
· Rate Schedule that Would Converge to a
Single Rate over Some Period of ~me (5,
8, 10 Years)
· A Combination of Wholesale and Retail
Rates by .]urisdiction
Alternatives To An Authority
· Continue with Existing System
· Carvins Cove has Good Operating History
· Crystal Spring is Returning to Service
· City's Population is Stable
· Could Still Participate in Future Regional
Projects
· Purchase Water When Needed
· Negative Impact on Service Delivery
Alternatives to an Authority
~Attempt to Buy a Portion of Spring
Hollow Directly from the County
· 4 mgd Capacity has been pdced at $10 to
$12 million plus operating costs
®Contract for a Portion of the Capacity at
the New Plant Being Constructed by the
City of Salem
Groundwater Development
· Resources are Available in the SW and SE
Parts of the City to Provide 5 to 6 mgd
· Most Sites Would Require Filtration
· Most Sites are Private
Groundwater Exploration is a Gamble
investment Could Be Compromised by
Droughts, Pollution, and Overuse
Could Supplement with Purchased Water
Summary
· Regional Authority provides
· Operational Savings
· Better Long Term Drought Protection
· Potential for Customer Growth
· Greatest Impact on Rates
· Options for ]Improvements in Wastewater
Operations and Storm Water Management
3
Summary
· Groundwater Development · Lesser impact on Rates
· Lesser Degree of Certainty to Solve
Drought Protection issue
· Unforeseen Projects Could invalidate
l~nvestment - Droughts, Pollution, "Mining"
· Could Make Future Regional Projects
Difficult
· Can Still Purchase Water as Needed
Summary
· Could Wait for a Future Regional Project /
Recognize the Current Drought Condition
· Set Aside Funds
· To Purchase Water
· To Hake a Future [nvest3r~nt when Available
· Minimal Zmpact on Rates
· Invest in Conservation Projects
· Home Fixture Replacements, Wastewater Reuse, Well
IrrkJat~on for City Parks and Other Large Users
· ]Invest in Aggressive Leak Detection / Repairs to
Minimize Losses
Next Steps - Authority
· Develop a MOU with County to Implement
and Authority
· Employ Third Party Consultants to Assist with
Legal, Asset, Debt and Rate Issues
· Set Out a Planned Schedule to Integrate
Systems - Examples:
· Legal - ,~ Months
· Operations / Employee - 9 Months
· Assets / Rates - 12 Months
· Billing - 18 Months
· Additional Interconnections - 36 Months
Next Steps - Ground Water
· Option Private Property with Good Potential
for Wells
· Procure Needed Geology and Engineering
Services
· Exploratory Drilling Program
· Health Department Approval of Productive
Sites
· Design and Construct Well Sites with
Treatment as Needed
· Project Time - 36 Months
Next Steps - Miscellaneous
~Return Crystal Spring to Service
· Complete Wells Currently Under
Consideration (Muse and Crystal)
~Explore Other Interconnections or Lease
Water Arrangements
~Develop Conservation Programs
· Set Aside Funds for Regional Water
Supply Projects
Questions?
Thank You
4
reclaimed water Page 1 of 3
Links
Navigation
Communication
Reclaimed Water
Tucson Water has one of the largest community reclaimed water systems in the
United States. We deliver reclaimed water to nearly 400 sites, including: 13 golf
courses; 32 parks; 35 schools (the University of Arizona and Pima Community
College included); and more than 300 single family homes. Our reclaimed water
production facilities at Roger Road near 1-10 have been filtering and disinfecting
treated wastewater for 18 years.
Using reclaimed water for irrigation saves groundwater for drinking. In 2001,
reclaimed customers saved 3.4 billion gallons of drinking water; enough for 31,000
families for a year.
To learn more about Tucson's reclaimed water program and how to become a
reclaimed water customer, check out the information below:
What is reclaimed water? Reclaimed water is highly treated wastewater that
excellent for turf and landscape irrigation and suitable for some industrial use
such as cooling towers.
Reclaimed water quality: Tucson Water's reclaimed water meets all the
Arizona Department of Environmental Quality's standards for Class A
reclaimed water.
Where are reclaimed water pipelines located? Look at the map to see if the
is a reclaimed water line near you.
Reclaimed .water rates: Reclaimed water costs less than drinking water. Clic
here to view reclaimed and potable water rates.
Reclaimed water meter cost: The prices for various sizes of reclaimed water
meters are listed. The monthly service charges for the various sizes of meters
are also listed.
Who uses reclaimed water? Reclaimed water is used on a growing number
City and County parks and school grounds. Check to see if the facilities you u
have reclaimed water service.
reclaimed water Page 2 of 3
~:~ Reclaimed water for residential irri~,ation: Today over 300 single family
homes use reclaimed water for outdoo~ irrigation. (Residential.pdf - 1,952 Kb)
Howdo I get reclaimed water? It's to for
easy
sign
up
reclaimed
water
service. Just follow the steps outlined here.
Is reclaimed water right for me? Learn about how reclaimed
water
use differs from potable water use.
Application for reclaimed water service: Completing the applicatio
is the first step in the process. You may print this application and
complete it at home; however you must bring it to Tucson Water,
:310 W. Alameda for processing. No mail, fax, or email applicatio
will be accepted. (RecApp.pdf- 51 Kb)
Reclaimed Water User Agreement: Every reclaimed water custome
must sign a contract (User Agreement) with Tucson Water. You may
print this agreement and complete it at home; however you must
bring it to Tucson Water, :310 W. Alameda for processing. No ma
fax, or email agreements will be accepted.
CUserAgreement.pdf - 204 Kb)
.,, Backflow permit: The Plumbing Code backflow
requires
a
prevente
: be installed on the potable water service to protect the drinking water
supply in the event there is ever a cross connection between the
reclaimed and drinking water systems. A permit is required to install
the backflow prevention device. You may print this sample permit
and complete it at home; however you must complete an original
permit at Tucson Water, 310 W. Alameda. No mail, fax, or email
permits will be accepted. (BFAPermit.pdf - 60 Kb)
QReclaimed water siens: Look for purple signs announcing the use of reclaim
water on sites throug~hoUt the community.
Annual : out our newsletter to
reclaimed
water
customer
newsletter
Check
see what's going on in the reclaimed water world. (Newsletter-W01.pdf- 425 Kb)
.~ Frequently asked questions
Thereclaimed water The fifth grade students
song:
at
Manzo
Elementary
School wrote a reclaimed water song with the help of their teacher Lizeth
Quijado Grijalva and their music teacher Lori Fraesdorf.
Who do I call for more information?
Public Information Section -- 791-43:31
(for general information on reclaimed water)
New Development Section -- 791-5164
(for information on availability of reclaimed service and cost of
connection)
· Backflow Section --- 791-2650
(for information on backflow prevention and reclaimed water situate)
reclaimed water Page 3 of 3
Source: City of Tueson
Last Revision: Tuesday, June 11, 2002
E-Services I City Calendar [ Visitors I Business-I Site Map I City Contacts
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: ¢lerk@ci.roanoke.vmus
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant City Clerk
July 1,2002
The Honorable Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Mayor Smith and Members of Council:
I am attaching copy of the Roanoke City Electoral Board Abstract of Votes cast in the
General Election held in the City of Roanoke on Tuesday, May 8, 2002, certifying that
C. Nelson Harris, M. Rupert Cutler, and Alfred T. Dowe, Jr., received the largest number
of votes for the Office of City Council Members.
Oaths of Office were administered on Thursday, June 2!, 2002, by the Honorable Judges
of the Twenty-Third Judicial Circuit, as follows:
C. Nelson Harris as a Member of Council commencing July 1, 2002 and
ending June 30, 2006; and a two year term as Vice-Mayor commencing
July 1, 2002 and ending June 30, 2004;
M. Rupert Cutler as a Member of Council for a four year term commencing
July 1, 2002 and ending June 30, 2006; and
Alfred T. Dowe, Jr., as a Member of Council for a four year term commencing
July 1, 2002 and ending June 30, 2006.
With kindest personal regards, I am
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:sm
Attachment
N:\cksml\Parker'~Certification of Oaths for Newty-Elected Council Mem~ers.w~
ABSTRACT OF VOTES
cast in the City of ROAN_____OKE
at the May 7, 2002 General Election· for:
· Virginia·
MEMBER
CITY COUNCIL
AT LARGE
ENTER AT LARGE OR APPROPRIATE DISTRICT OR WARD NAME
NAMES OF CANDIOATE$ AS SHOWN ON ~44ZOT
Mark H. Hurley
Steve J. Mabry
John H. "Jac.k" Parrott
RECEIVED
[IN
C. Nelson Harris
Don L. Hoqan
3,310
M. Rupert Cutler
...................... 4.335
Alfred T. Dowe, Jr.
...................... 4,506
3,016
4,227
4,905
445
Total Write-In Votes [S=E wnrr=.lns CERTIFICATION] ............ 7';4 ...
We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit
Court of the election held on May 7, 2002, do hereby certify that the above is a true and correct Abstract of Votes cast
at said election and do, therefore, determine and declare that the following Person(s) has (have) received the greatest
number of votes cast for the above office in said election:
C. Nelson Harris Alfred T. Dowe, Jr. M. Rupert Cutler
Given under our hands this
A copy tester
8 th day of May, 2002.
· Chairman
~t~, Vice Chairman
, Secretary
Secretary, Electoral Board
ROANOKE
~J TowWcou~rr~ ~] a'r,,,
MEMBER CITY COUNCIL
OFFICE TITLE
g~General
Special Election
May 7, 2002
DISTRICT NAME OR NUMBER, IF APPLICABLE
Page 1 of_ [
WR/TE-]N$ - SUMMARY
Invalid Write-Ins
Valid Write-Ins
Total Write-Ins
[ENTER TI'IlS FIGURE ON ..........................
LINE FOR TOTAL WRITE-IN VOTES ON ABSTRACT FOR THIS (~&l(~E.i
TOTAL VOTEs
RECEIVED
lin
4
ENTER TOTAL INVALID
77n
ENTER TOTAL VAUO
774
ADD LINES 'J AND 2
VALID WRITE-INS - DETAIL [REaU,.EO O.L,,F (ii TOTAL NUMBER OF WRITE-INS iS 5% OR MORE OF THE TOTAL NUMBER OF
VOTES CA~r FOR OFFICE OR Iii) A WRITE-IN CANDIDATE WAS ELECTED TO THE OFFICE.]
LIST VALID WRITE-INS IN ALPHABETICAL ORDER BELOW AND ON CONTINUATION PAGES,
AS NEEDED. ALL VAUD WRITE-INS WHEN ADDED TOGETHER MUST EQUAL TOTAL ENTERED
ON LINE 2 ABOVE.
Evelyn Bethel
Chris Craft
TOTAL VOTES
R~CBV~
fin
1
Bev Fitzpatrick
Angela M. Norman 765
Georgia C. Reeves 1
CONTINUED ON PAGES THROUGH,
We, the undersigned Electoral Board, upon exam/nat/on of the off/cia/records deposited with the Clerk of the
Circuit Court of the election held on May 7, 2002, do hereby cerHfy that, with the continuaEon pages indicated,
the above is a true and correct certification of the write-in votes cast at said election for the office indicated
above.
Given under our hands this
A copy teste:
8th
day of May, 2002.
~t/~-}-~ -~' "~_~_"~/~ ,Chairman
/~~~~ ~ Secretary, Electoral Board
City of_ ROANOKE
Member, City Council
AT LARGE
ENTER AT LARGE OR APPROPRIATE DISTRICT OR WARD NAME
May 7, 2002
General Election
Page 2 of 2
J~AME$ OF CANDIDATES ,45 SHOWN ON BALLOT
M. Doug Trout
TOT4~ VoTEs
RECEIVED
(I~v
916
VIRGINIA:
IN THE CIRCUIT COURT OF THE CITY OF ROANOKE
IN RE:
cQUALIFICATION OF MEMBERS OF THE
OUNCIL OF THE CITY OF ROANOKE
On this 20th day of June, 2002, M. Rupert Cutler, Alfred T. Dowe, Jr., and C.
Nelson Hams, having been duly elected as members of the Council of the City of
Roanoke, Virginia for a term of four years, commencing July 1, 2002, qualified as such by
taking and subscribing before the undersigned judges the oath prescribed by law; and C.
Nelson Hams, Jr., having been duly selected as vice mayor of the City of Roanoke,
Virginia, for a term of two years, commencing July 1, 2002, likewise qualified for that
office by taking and subscribing the oath prescribed by law.
The Clerk shall spread a copy of this Order upon the common law order book,
and transmit duly certified copies of this Order to Mary F. Parker, City Clerk, and to C.
Nelson Hams, Jr., Alfred T. Dowe, Jr., and M. Rupert Cutler.
20 y of une, 2002
Jarnles R. S~-'~son, Judg~
AOOPYTE~TE ARTI;IUR B~U, SH"III CLERK
By ~ ~ ,,~~Deputy Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, M. Rupert Cutler, do solemnly swear (or affirm) that I will support the Constitution
of the United States of America and the Constitution of the Commonwealth of Virginia, and
that I will faithfully and impartially discharge and perform all the duties incumbent upon me
as a Member of the Council of the City of Roanoke, Virginia, for a term of four years
commencing July 1,2002 and ending June 30, 2006, according to the best of my ability.
M. Rupert Cutler
Subscribed and sworn to before me this 20th day of June 2002.
Jut/ge of t~CircUit Court,
Twenty-Third Judicial Circuit of Virginia
H:~Investiturc\invcstiture oaths.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Alfred T. Dowe, Jr., do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a Member of the Council of the City of Roanoke, Virginia, for
a term of four years commencing July 1, 2002 and ending June 30, 2006, according
to the best of my ability.
Subscribed and sworn to before me this 20th day of June 2002.
Twenty-Third Judicial Circuit of Virginia
H:~-~vestiture\investiture oaths.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, C. Nelson Harris, do solemnly swear (or affirm) that I will support the Constitution
of the United States of America and the Constitution of the Commonwealth of Virginia, and
that I will faithfully and impartially discharge and perform all the duties incumbent upon me
as a Member of the Council of the City of Roanoke, Virginia, for a term of four years
commencing July 1, 2002 and ending June 30, 2006; and as Vice-Mayor of the City
of Roanoke, Virginia, for a term of two years commencing July 1, 2002 and ending
June 30, 2004, according to the best of my ability.
Subscribed and sworn to before me this 20th day of June 2002.
Ju~eof the Circuit Court,
Twenty-Third Judicial Circuit of Virginia
H:~Investiture\investiture oaths.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day Of July, 2002.
blo. 35956-070102.
A RESOLUTION recognizing the HONORABLE C. NELSON HARRIS to
be a member of the City Council and Vice-Mayor of the City of Roanoke.
WHEREAS, the Honorable C. Nelson Harris. received the largest number of
votes of any candidate rmming for City Council in the regular Councilmanic
election held on the first Tuesday in May, 2002, and was, therefore, elected Vice-
Mayor of the City for a two-year term, which will commence July 1, 2002, as
provided by §4 of the Charter of the City of Roanoke.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke
that the Honorable C. Nelson Harris be, and he is, hereby recognized to be a duly
elected member of the Council of said City for a term commencing on the 1 st day
of July, 2002, and continuing for a period of four years, and until his successor
shall have been elected and qualified, and to be the duly elected Vice-Mayor of the
City for a term commencing July 1, 2002, and continuing for a period of two years
and until his successor shall have been elected and qualified.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of July, 2002.
No. 35957-070102.
A RESOLUTION recognizing the services of the HONORABLE WILLIAM
H. CARDER as Vice-Mayor of the City of Roanoke.
WHEREAS, the Ho.norable William H. Carder was elected Vice-Mayor of
the City of Roanoke by virtue of receiving the largest number of votes in the
Councilmanic election held on the first Tuesday of May, 2000, and served in this
office from July 1, 2000, to June 30, 2002; and
WHEREAS, Mr. Carder has served diligently and with distinction as Vice-
Makor, performing many and varied responsibilities required of him as Vice-
Mayor in a selfless manner while also honorably discharging his other duties on
the City Council.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke
as follows: .~
1. The Mayor and Members of this body do hereby recognize and
commend the Honorable William H. Carder for his outstanding service as Vice-
Mayor of this City and assure him of their continued support as he continues to
serve as a Member of Council.
2. An attested copy of this Resolution, approved by the Mayor, shall be
presented to Mr. Carder.
ATTEST:
City Clerk.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
July 8, 2002
File #132
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Dadene L. Burcham, City Manager
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Troy A. Harmon, Municipal Auditor
Willard N. Claytor, Director, Real Estate Valuation
Dear Ms. Burcham and Gentlemen:
I am attaching copy of Resolution No. 35958-070102 establishing a meeting schedule for
City Council for the fiscal year commencing July 1,2002 and terminating on June 30, 2003.
The above referenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc'
Stephanie M. Moon, Deputy City Clerk
Christopher L. Slone, Public Information Officer
Melinda B. Mayo, Public Information Specialist
H:~Agenda.02~July 1, 2002 correspondencc.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of July, 2002.
No. 35958-070102.
A RESOLUTION establishing a meeting schedule for City Council for the Fiscal Year
commencing July 1, 2002, and terminating June 30, 2003.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. This resolution establishes a schedule of regular meetings for City Council for
the Fiscal Year commencing July 1, 2002, and terminating June 30, 2003.
2. For such fiscal year, except for the month of October, when regular meetings
shall be held on October 1 and on October 15, City Council shall hold regular meetings on
the first, third and fifth Mondays of each month, at the following times of commencement:.
(a) Unless otherwise provided by resolution of Council, each regular
meeting on the first Monday in each month and on October 1 shall commence
at 12:15 p.m. for the conduct of informal meetings, work sessions or closed
meetings. Thereafter Council shall take up the regular agenda at 2:00 p.m.
Council may recess between the 12:15 p.m. session and the 2:00 p.m. session.
(b) Unless otherwise provided by resolution of Council, each regular
meeting on the third Monday in each month and on October 15 shall
commence at 2:00 p.m for the conduct of regular business. The second
meeting of each month shall be recessed upon the completion of all business
except the conduct of public hearings, and such meeting shall be reconvened
at 7:00 p.m. on the same day for the conduct of public hearings.
H, \~4ASO~.~S\r-ne~meet:tngscheduleO203.1.1~d
(c) Unless otherwise provided by resolution of Council, the
meetings of Council held on each fifth Monday of a month shall commence at
12:15 p.m., for the purpose of receiving briefings by the City Manager, reports
of Council members serving in liaison capacities on various committees and
for planning purposes.
3. When any regularly scheduled Monday meeting shall fall on a holiday of the
City, such meeting shall be held -on Tuesday next following.
4. All meetings of City Council shall be automatically adjourned at 11:00 p.m.,
unless a motion setting a new time for adjournment be made, seconded and unanimously
carried.
5. All regular meetings of City Council shall be held in the Council Chambers,
Room 450, of the Municipal Building in this City, unless otherwise provided by resolution
of Council.
6. City Council may prescribe a day or time other than that established by this
resolution or a meeting place other than that established by this resolution by adoption of a
resolution establishing a new meeting day, place or time. City Council shall cause a copy of
such resolution to be posted adjacent to the door of the Council Chambers and inserted in a
newspaper having general circulation in the City at least seven days prior to the date of the
meeting at such amended day, time or place
7. This Resolution shall have no application to special meetings of City Council
called pursuant to § 10 of the City Charter.
ATTEST:
Hz \IIZASU~IS \z** neumoe ~:Lngs chedul e 0 2 0 3. L
City Clerk.
RALPH K. SMITH
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
July 1,2002
The Honorable Vice-Mayor and Members
of the Roanoke City Council
Roanoke, Virginia
Dear Members of Council:
I would like to reserve space for a communication with regard to
assignments for the Members of City Council.
Sincerely,
Mayor
RKS:sm
certain
committee'
N:\cksm lXAgenda.02\Reserve Space.wpd
RALPH K. SMITH
Mayor
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.W., ROOM 452
ROANOKE, VIRGINIA 2401 l- 1594
TELEPHONE: (540) 853-2444
FAX: (540) 853-1145
June 28,2002
The Honorable Vice-Mayor and Members of
Roanoke City Council
Dear Fellow Members of Council:
By tradition, the Mayor has assigned Members of Council to the various Committees of
the City of Roanoke. On May 28t~ of this year, the Mayor's Office sent a letter of
invitation to all Members, who would make uP the Council as of July 1, 2002, to indicate
their Committee preferences. All Members have responded by letter or voice as to the
committees on which they wish to serve. From compilation of the individual requests, I
am pleased to report that, just as was done two years ago, virtually all requests have
been honored.
There is one notable exception. I am sure you will all recall the General Assembly.
session of this past winter when the majority of Council could find no room for
compromise as we put forth our Legislative package. As a result, we all went to
Richmond and experienced a "train wreck". It is my sincere hope that this is not the
outcome at next year's General Assembly Session.
As you are probably aware, I have been building relationships with General Assembly
members for a number of years. I truly believe I can use these relationships as a great
benefit to the City of Roanoke, and also to the mutual satisfaction of all Members of
City Council.
We all realize that many of the friends that I have made in Richmond share the same
political philosophy as I have, and also this number currently makes up the majority in
the General Assembly. Just as they reach many compromises in the Legislature for the
benefit of Virginia, I seek to compromise with this Council, realizing that we, too, do not
all share the same political philosophies.
I would propose that all Members of Council serve on the Legislative Committee, with
the Mayor serving as Chair. In the spirit of compromise, to accomplish the best results,
both sides must be more flexible. '
Since I presently attend the majority of the Mill Mountain Advisory Committee meetings,
and Dr. Cutler will be serving with the Mill Mountain Zoo Board, the only other change I
wish to make from your individual requests is to have the Mayor serve as liaison to the
Mill Mountain Advisory Committee.
Fellow Members of Roanoke City Council
Page 2
June 28, 2002-
I would respectfully request your concurrence to the above assignments.
With best regards, I am
RKS:jj
ii.alph t~'. Smith
Mayor
Enclosure
pc:
Darlene L. Burcham, City Manager
William M. Hackworth, City Attorney
ROANOKE CITY COUNCIL
COMMITTEE ASSIGNMENTS
July 1, 2002 - June 30, 2004
Audit Committee - All Members of Council
Budget and Planning Committee - All Members of Council (Mr. Bestpitch - Chair)
Human Services Committee, No Council Members serve on this committee.
Personnel Committee - All Members of Council (Mr. Harris - Chair)
Legislative Committee - All Members of Council (Mayor Smith - Chair)
Roanoke Redevelopment and Housing AuthOrity - Mr. Hards
Mill Mountain Advisory Committee - Mayor Smith
Roanoke Valley-Alleghany Regional Commission - Mr. Bestpitch, Mr. Carder, Dr. Cutler
Total Action Against Poverty, Board of Directors - Mr. Bestpitch
War Memorial Committee - Mr. Bestpitch, Mr. Carder
Roanoke Valley Regional Cable Television Committee - Mr. Dowe
Roanoke Civic Center Commission - Ms. Wyatt
City of Roanoke Transportation Safety Commission, Board of Directors - Mr. Bestpitch
Roanoke Arts Commission - Dr. Cutler
Mill Mountain Zoo, Inc. - Dr. Cutler
Mayor's Committee for People with Disabilities - Ms. Wyatt
Virginia Museum of Transportation, Board of Directors - Ms. Wyatt
Virginia CARES Board of Directors - Ms. Wyatt
Roanoke Valley Convention and Visitors Bureau, Board of Directors - Mr. Carder
Roanoke Neighborhood Partnership Steering Committee - Mr. Bestpitch
Roanoke City Council
Committee Assignments
July 1, 2002 - June 30, 2004
Page 2
Virginia's First Regional Industrial Facility Authority - Mr. Bestpitch, Ms. Beth Neu
New River Valley Commerce Park Participation Committee - Mr. Bestpitch, Ms. Beth
Neu
Roanoke Valley Long-Range Water Supply Study Committee - Dr. Cutler
Roanoke Neighborhood Partnership Steering Committee Ad Hoc Study Committee -
Mr. Bestpitch, Mr. Carder . .
Special Events Committee - Mr. Carder
Roanoke Valley Area Metropolitan Planning Organization - Mr. Bestpitch, Mr. Sherman
Holland
Hotel Roanoke Conference Center Commission - Mayor Smith, Mr. William White, Sr.
Virginia Municipal League Policy Committees:
(1)
(2)
(3)
(4)
(5)
Environmental Quality - Dr. Cutler
Finance- Mr. Jesse A. Hall
General Laws - Mr. William M. Hackworth
Human Development and Education - Ms. Wyatt
Transportation - Mr. Carder
Virginia Municipal League Legislative Committee - Mr. Carder
Virginia Recreation Facilities Authority - Mr. Bestpitch
Revenue Practices Committee - Mr. Bestpitch
ROANOKE CITY COUNCIL
COMMITTEE ASSIGNMENTS
July 1, 2002 - June 30, 2004
REVISED PAGE 1:
Audit Committee - All Members of Council (Ms. Wyatt, Chair)
Budget and Planning Committee - All Members of Council (Mr. Bestpitch - Chair)
Human Services Committee - No Council Members serve on this committee.
Personnel Committee - All Members of Council (Mr. Harris - Chair)
Legislative Committee - All Members of Council (Mayor Smith - Chair)
Roanoke Redevelopment and Housing AuthOrity - Mr. Harris
Mill Mountain Advisory Committee - Mayor Smith
Roanoke Valley-Alleghany Regional Commission - Mr. Bestpitch, Mr. Carder, Dr. Cutler
Total Action Against Poverty, Board of Directors - Mr. Bestpitch
War Memorial Committee - Mr. Bestpitch, Mr. Carder
Roanoke Valley Regional Cable Television Committee - Mr. Dowe
Roanoke Civic Center Commission - Ms. Wyatt
City of Roanoke Transportation Safety Commission, Board of Directors - Mr. Bestpitch
Roanoke Arts Commission - Dr. Cutler
Mill Mountain Zoo, Inc. - Dr. Cutler
Mayor's Committee for People with Disabilities - Ms. Wyatt
Virginia Museum of Transportation, Board of Directors - Ms. Wyatt
Virginia CARES Board of Directors - Ms. Wyatt
Roanoke Valley Convention and Visitors Bureau, Board of Directors - Mr. Carder
Roanoke Neighborhood Partnership Steering Committee - Mr. Bestpitch
Mayor
The Honorable Ralph K. Smith
Mayor
Roanoke, Virginia
Re: Committee Assignments
Dear Mayor Smith:
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-t t45
June 20, 2002
Council Members:
William D. Bestpitch
William H. Carder
C. Nelson Harris
W. Alvin Hudson, Jr.
William White, Sr.
Linda R Wyatt
As.you know~ Council-wilt consider ap~in,.'anen~ to-vadous.cv, m:.,i,'tees at our Organizational
Meeting on Monday, July 1, 2002, at 2:00 p.m. Based on our individuatpreferences in response
to your letter of'May 28; we jointly request your concurrence wa'tli tile f6Howing proposed
committee assignments for the next two yeats:
Audit Committee - Mr. Bestpitch, Mr. Carder, Dr. Cutler, Mr. Dowe, Mr. Harris, Mayor Smith,
Ms: Wyatt (~
Budget and Planning Committee - Mr. Bestp~~); Mr, C-arder~ Dr~ Cutler, Mr. Dowe, Mr.
Harris, Mayor Smith, Ms. Wyatt
Human.Services. Committee--No-Coaaei~-Membees-s~v_e on the committee.
Personnel Committee - Mr. Bestpitch, Mr. Carder, Dr. Cutler, Mr. Dowe, Mr. Harris (Chair),
Mayor Smith,-Msc Wyalt'-
Legislative Comr'.~.'tee---Mr;.Bestpiteh; Mn. Carder (6-'hair); l}r~ ~ Mr. Dowe, Mr. Harris,
Mayor Smith, Ms. Wyatt
Roanoko.Redeve-lopm~.~.t and Housing Authority - Mr. Harris
Mill Mountain Advisory Committee - Dr. Cutler
Roanoke Valley-Atteghany Regioaat Commission--Mr. Bestpiteh, Mr. Carder, Dr. Curler
Total Action~Against Poverty, Board of Directors - Mr. Bestpitch
o
War Memorial-Com~,n..ittee --Mr, Bestpitch~ Mr; Carde~
The Honorable Ralph K. Smith
June 20, 2002
Page 2
Roanoke. Valley--Regional-Cable Television-Committee - Mr. Dowe
Roanoke Civic Center Commission - Ms. Wyatt
City of Roanoke Transportation Safety Commission, Board of Directors - Mr. Bestpitch
Roanoke Arts Commission - Dr. Cutler
Mill Mountai0 Zoo, Inc. - Dr. Cutler
Mayor's Committee for People with Disabilities - Ms. Wyatt
Virginia Museum of Transportation, Board of DireCtors - Ms. Wyatt
Virginia CARES Board.of Directors - Ms. Wyatt
Roanoke Valley Convention and Visitors Bureau, Board of Directors - Mr. Carder
Roanoke Neighbo~-~.'/.p-Steedag-Com~-,,./..'~.~-- Mr, l~stpi~h-
¥irgi~ia:sFirst-Regionat-industrial-~~-.Mr. l~estpitch, Ms. Beth Neu
New River Valley Commerce Park Participation Committee --Mr. Bestpitch, Ms. Beth Neu
Roanoke Valtey-~. Water. Suppl¥SmdyCommittee- Dr. Cutler
Roanoke Neighborhood Parmership Steering Committee Ad Hoc Study Committee - Mr.
Bestpitch, Mr. Carder
Special Events Committee- Mr. Carder
Roanoke Valley Area MetwpolitanPhnaing-O~g~i~m~o~--Mr~ Bestpitch, Mr. Sherman
Holland
Hotel Roanoke-Conference Center Comm:.ssioa--Mayo~ Smith~ Mr. William White, Sr.
Virginia Municipal League Policy Committees:
(1)
(2)
(3)
(4)
(5).
l~nvironmen~al Quality - Dr. Cutler
Finance - Mr. Jesse A. Hall
Ge~ral--lam-.Yr. William M. Hackworth
Human Development and Education - Ms. Wyatt
3:ran~ponation - Mr. Carder
The Honorable Ralph K. Smith
June 20, 2002
Page 3
VirginiaMunieipal--Ioeaffue I~egistafiw Committee- Mr. Carder
Virginia Recreation Facilities Authority - Mr. Bestpitch
Revenue Practices Committee - Mr. Bestpitch
With kindest regards, we are
Sincerely,
William D: Best'pitch
Council Member
M: Rupert Cutler
Council Member-FAeet
Vice. Mayor-Elect
William H. Carder
r-Elect
~il'Member
CITY OF ROANOKE
WHEREAS,
parks and recreation activities enhance the physical health and
mental well-being of individuals, work forces, and communities, and
participation in recreation programs builds self-esteem and provides
positive and constructive alternatives to anti-social behavior; and
WHEREAS,
parks and recreation opportunities and open space enhance the
desirability of communities as locations for business, industry, and
residential housing, and stimulates tourism revenues and the
economic development of communities; and
WHEREAS,
parks and open space are vital to the appearance and livability of
communities, protect our air and water, and balance our ecosystem;
and
WHEREAS,
it is the right of everyone, regardless of age, race, color, r~ligion,
gender, national origin, or ability, to participate in parks and
recreation programs and activities and enjoy parks and open space.
NOW, THEREFORE, I, Ralph K. Smith, Mayor of the City of Roanoke, Virginia,
do herebyproclaim the month o f July, 2002, throughout this great All-America City,
PARKS AND RECREATION MONTH.
Given under our hands and the Seal of the City of Roanoke this first day of .luly in
the year two thousand and two.
ATTEST:
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
WORK SESSION ..... ROANOKE CITY COUNCIL
April 29, 2002
12:15 p.m.
C-1
Pursuant to Resolution No. 35454-070201, adopted by Council on Monday, on
July 2, 2001, a work session of Roanoke City Council was called to order on Monday,
April 29, 2002, at 12:15 p.m., in the Emergency Operations Center Conference Room,
Room 159, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of
Roanoke, by Mayor Ralph K. Smith.
PRESENT: Council Members William D. Bestpitch, William H. Carder, Linda F.
Wyatt, W. Alvin Hudson, Jr., William White, Sr., and Mayor Ralph K. Smith ............. 6.
ABSENT: Council Member C. Nelson Harris ............................................. 1.
OFFICERS PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, City Attorney; Jesse A. Hall, Director of Finance; and Mary F. Parker, City
Clerk.
CITY ATTORNEY-COUNCIL: A communication from the City Attorney
requesting that Council convene in Closed Session to consult with legal counsel on
a matter of probable litigation, pursuant to Section 2.2-3711(A)(7), Code of Virginia
(1950), as amended, was before the body.
Mr. Hudson moved that Council concur in the request of the City Attorney to
convene in Closed Session to consult with legal counsel on a matter of probable
litigation, pursuant to Section 2.2-3711(A)(7), Code of Virginia (1950), as amended.
The motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Bestpitch, Carder, Hudson, White, Wyatt and Mayor
Smith ............................................................................................................... 6.
NAYS: None .......................................................................................... -0.
(Council Member Harris was absent)
At 12:20 p.m., the Mayor declared the meeting in recess.
COUNCIL: With respect to the Closed Session just concluded, Mr. Bestpitch
moved that each Member of City Council certify to the best of his or her knowledge
that: (1) only public business matters lawfully exempted from open meeting
requirements under the Virginia Freedom of Information Act; and (2) only such
public business matters as were identified in any motion by which any Closed
Session was convened were heard, discussed or considered by City Council. The
motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Bestpitch, Carder, Hudson, White, Wyatt and Mayor
Smith .............................................................................................................. -6.
NAYS: None .......................................................................................... -0.
(Council Member Harris was absent.)
REPORTS BY COUNCIL MEMBERS SERVING IN LIAISON CAPACITIES ON
VARIOUS COMMITTEES:
LEGISLATION-COMMITTEES: Council MemberWhite, Chairofthe Legislative
Committee, and Audit Committee, advised that the Audit Committee is in a good
position to do positive things in the future; and expressed appreciation for the
opportunity to serve on both Committees.
VIRGINIA'S FIRST REGIONAL INDUSTRIAL FACILITY AUTHORITY: Council
Member Bestpitch, Liaison to Virginia's First Regional Industrial Facilities Authority,
advised that an announcement will be made in the near future regarding the first
business to locate in the commerce park in Pulaski County.
PARKS AND RECREATION-ANIMALS/INSECTS-COMMITTEES: Council
Member Bestpitch, Liaison to the Mill Mountain Zoo Board of Directors, advised that
one issue which continues to impact the Zoo is water pressure and since water
pressure is important, the City should consider funds for an upgrade in the Capital
Improvements Plan.
MAYOR'S COMMITTEE ON HIGH TECHNOLOGY: The Mayor advised that the
Committee has not met in recent months; Roanoke had some setbacks from the
September 11 events as did the entire country; high tech centers were not the only
areas affected; and a strategy is still being sought to locate high tech companies to
the Roanoke area.
Ms. Wyatt called attention to outdated and antiquated computer technology
used in the school system, advising that students do not have the hardware and
technology to be computer literate in the technology sector; and suggested a
partnership with the technology community, the schools and the City of Roanoke.
Dr. Rita D. Bishop, Associate Superintendent for Instructional Services,
Roanoke City Schools, addressed the issue of technology in the Roanoke City Public
schools. There was discussion with regard to providing the schools with outdated
computers from City offices and businesses in the City of Roanoke which replace
their technology at a faster pace than City offices. She stated this is the first time
that the school system has had funds to begin a "refreshing" project which could
be as much as $200,000.00 for one elementary school, the school system has
allocated approximately $800,000.00 to the high schools, the State would like to do
on line testing for the Standards of Learning, and a considerable amount of funds
are needed when one takes into consideration that there are 29 education related
sites.
AIRPORT: The Mayor commented that at the last Leadership Summit meeting
which was hosted by Franklin County, the localities agreed to improve air service
to Roanoke Regional Airport, and he would keep Council abreast of progress.
BRIEFINGS BY THE CITY MANAGER:
GRANTS: The briefing with regard to the V-Stop Grant was deferred until the
next regular meeting of Council on Monday, May 6, 2002, at 2:00 p.m.
HUMAN SERVICES COMPREHENSIVE SERVICES ACT: Rolanda A. Johnson,
Assistant City Manager, introduced Vickie Price, Chief Social Work Supervisor, to
present a briefing with regard to the Comprehensive Services Act.
Ms. Price advised that in 1992, the Comprehensive Services Act for at-risk
youth and families was enacted by the Virginia General Assembly; the Act created
an interagency system of services and funding that is child-centered, family-focused,
and community-based; and the Act required consolidation of eight categorical
funding streams from the Departments of Social Services, Education, Youth and
Family Services, and Mental Health/Mental Retardation and Substance Abuse
Services into a State Funds Pool which is distributed to localities on a formula basis.
She further advised that the Act is designed to provide greater flexibility in the
use of funds to purchase services based on the strengths and needs of at-risk youth
and their families to place authority for making program and funding decisions at the
community level, which decisions are made by a community planning team
consisting of representatives from the City of Roanoke Social Services, the Roanoke
City Public Schools, Blue Ridge Behavioral Healthcare, Court Services Unit, and the
Public Health Department, based on recommendations from the interdisciplinary
Family Assessment and Planning Teams.
Ms. Price highlighted the following:
CSA Mandated Target Population
Children/Youth who are:
Placed for the purposes of receiving special education services in
approved private school educational programs;
Disabled and placed by local Social Services agencies in private
residential facilities; and
Receiving supportive services, as defined by Section 63.1-55.8, as a
means of preventing foster care placements.
CSA Referral Process
Referral is made by any community planning team member
organization; other public or private agency, a parent, or the
Comprehensive Services Act Coordinator. The Coordinator assigns the
referral to one of the Family Assessment and Planning Teams (FAPT)
which meet weekly.
FAPT develops an Individual Family Service Plan for the client which
may include services to be funded by the Comprehensive Services Act
State Funds Pool. Recommendations for the Act funding of services is
referred to the Community Planning Team or Roanoke Interagency
Council.
The Roanoke Interagency Council, which meets twice monthly, reviews
the recommendations submitted by each Family Assessment and
Planning Teams and, upon concurrence, authorizes expenditures of
Comprehensive Services Act funds.
CSA Funding Cateqories
Mandated Residential
Foster Care - children in therapeutic foster care, residential facilities or
family foster care placements.
Special Education - residential placements for children with serious
emotional disturbance or behaviors that prevent education in traditional
school settings.
4
Mandated Non-Residential
Foster Care Prevention - in-home services, mentoring, and/or clinical
services designed to prevent foster care placement.
Special Education (Private Day Facilities) - community-based special
education programs for children with serious emotional disturbance or
behavioral disturbance.
Special Education (Other Day Services) - mentoring, day treatment,
and/or tutoring which allow children to remain in public schools.
Non-Mandated Residential- residential placements for children referred
by organizations other than DSS or public schools.
Non-Mandated Non-Residential - mentoring, in-home services and/or
clinical services designed to stablize children within their homes.
Ms. Price cited several case studies, presented an overview of projected
funding for the City of Roanoke Comprehensive Services Act, and shared data from
2001 for comparison with other localities.
In closing, Ms. Price called attention to the following new services and
resources developed to address community-wide needs for Comprehensive Services
Act children:
Enhanced in-home and mentoring services to prevent both foster care
and private day placements.
Site-based day treatment programs at Roanoke City elementary and
middle schools.
Day treatment for "Headstart" children.
Recruitment of therapeutic foster care homes.
A full-time substance abuse counselor in the Court Services Unit.
Virtual Residential Program through Family Preservation to prevent out
of home placements.
Enhanced reading programs at the Achievement Center and Minnick
Education Center to promote children's return to public school.
Pilot program at R/vermont School for after-school reading and
tutoring.
Council Member Wyatt requested that the matter with regard to a regional
facility be placed on the agenda for discussion at an upcoming summit meetings.
Council Member Hudson expressed concern with regard to an individual who
demonstrates serious emotional and sexual behaviors being returned to the
community just because of age maturity; whereupon, the City Manager advised that
there are limited conditions under which the City can keep children in foster care
past the age of maturity.
At 2:00 p.m., Mr. White left the meeting.
PERCENT FOR ARTS PROGRAM: The City Manager submitted a
communication advising that during the Financial and Planning Session held in
March, 2002, an item was requested for inclusion in the Capital Improvements
budget as requested by the Roanoke Arts Commission for the Percent for Arts
Program; and the purpose of the briefing is to allow for further discussion and to
receive direction from City Council, and to give specific direction to the Arts
Commission. She further advised that the Capital Improvement budget proposed
for 2002- 2003 does not include funds for the Percent for the Arts Program, nor other
requests received from other agencies.
Council Member Wyatt commented that it was her understanding that one
percent of the Capital budget was to be designated for the arts, and it was never
intended to be site specific.
Vice-Mayor Carder pointed out that the guidelines state" .... of the construction
cost of a designated capital improvement project, .... "and the intent is clear that one
percent of the Capital budget is to be set aside for the Sewage Treatment Plant, one
percent for the schools, etc.; and he supports one percent of the capital budget
being designated for the arts.
Council Member Bestpitch suggested that the Roanoke Arts Commission
and/or the Percent for Arts Committee present a proposed plan identifying locations
for art, types of art, etc., to Council because he is not in favor of giving a certain
percentage of funds to the Arts Commission to spend without prior approval by
Council.
Mayor Smith voiced concern with regard to the Percent for Art funds being
spent on a pet project that may not be in the overall best interest of the City.
The City Manager commented that she would meet with the City Attorney to
discuss document changes, and submit a report to Council for action, and
thereafter, meet with the Roanoke Arts Commission to request that a plan be
formulated with suggested locations for art, descriptions of art, etc., that the City
may wish to obtain in the future.
Following discussion, the City Manager advised that a report would be
submitted to Council for review within 30 days.
Mr. Hudson left the meeting.
OUTLOOK ROANOKE PLAN: The City Manager introduced Ray Gendros,
Urban Design Associates, to respond to questions or concerns by Members of
Council with regard to the Outlook Roanoke Plan.
The following items were highlighted:
Options for Library Location
Revitalization of the Park - Library be located on the high land close to
Elm Avenue, thereby opening the rest of the park to both Jefferson
Street and Bullitt Avenue.
Jefferson and Church - Heironimus Building: former department store
has the high ceilings and large bay structure that make it ideal for a
number of uses including: loft apartments, high tech offices and
"accelerator" office space, retail uses, or public facilities such as a
Library. Its large windows provide visual access from the street, which
could create an open, accessible environment for the Library.
Bullitt Avenue Extension
The consultants recommended extending Bullitt Avenue to Williamson
Road, thereby further defining the park and connecting it to the
downtown network. Once the park and its relationship to streets is
improved, the sites on its north and eastern edges will become prime
development pads. While in the greater interest of developing a world-
class park, the design of the Bullitt Avenue extension should be
sensitive to the impact, which it will have upon the existing Magnolia
Walk and could be sealed off to through traffic during performances or
festivals.
First Street Bridge
The bridge, with its symbolic significance as a cultural link between
historic Gainsboro and downtown is in great need of repair. Without
through traffic, commercial development on Henry Street is not viable,
and the role of the bridge in uniting diverse cultures will be diminished.
Consultants recommend that the proposed elevator be constructed at
the south end of the bridge to address accessibility issues, but the
bridge also continue to allow vehicular traffic.
Council Member Bestpitch noted that there was previous discussion
regarding other redesigns of Elmwood Park, and inquired as to how the proposed
new Library at the corner of Jefferson Street and Elm Avenue facilitate or mitigate
against other ideas for redesigning the Park, specifically how would it impact the
rock outcropping on the hill.
It was explained that several alternatives were considered, i.e., page 32 of the
Outlook Roanoke Plan describes the Library along the eastern part of the Park and
designed to be south of the rock outcropping, which will locate the Library to where
it originally was -- above the rock outcropping. He further advised that the rock
outcropping would become an overlook point from reading terraces from the Library
looking down over the City which would give a greater sense of activity in and
around the Park; the main activity area would be between the outcropping and the
Magnolia Walk; the design would need to be carefully worked out; it is hoped to keep
the monument on the axis of Magnolia Walk; and there should be sufficient space
to accommodate a Library building based on the program the Library now has.
Council Member Wyatt inquired as to whether the Library will be located
somewhere other than in Elmwood Park, and how would the Park be envisioned;
whereupon, the consultant advised that Urban Design Associates envisions the Park
as needing something, and suggested that a facility be constructed.
Vice-Mayor Carder noted that there was opposition to the Bullitt Avenue
extension, and asked for an explanation as to how to get the Park back since the
idea is to open Bullitt Avenue. He called attention to the vagrant situation in the Park
and asked for elaboration concerning security; whereupon, the consultant advised
that Elmwood Park is especially problematic because of the tall trees along
Williamson Road which blocks the view, closes offthe Park, and makes the City less
understandable.
With regard to the First Street Bridge, the consultant stated that it is a
complicated and difficult area physically to work out; it represents the connection
between the Gainsboro community and downtown, and one of the serious problems
with the closing of Jefferson Street is the main street does not connect across the
tracks. He further stated that the success of the Higher Education Center and the
residential section adjacent to First Street is progressing; and the consultants would
like to ensure that whatever happens, the design will support the Henry Street
initiative and the vitality of development.
Mayor Smith noted increased activity on the north side of the tracks, and how
First Street Bridge serves the Higher Education Center and the downtown area; and
the historic significance of the Bridge was also noted and how it is becoming more
important to citizens.
Vice-Mayor Carder expressed his appreciation for a good street grid design
and also two-way traffic; he called attention to old photographs looking up Jefferson
Street into the Gainsboro area, and questioned why the City could not lobby the
railroad to not only have First Street Bridge open, but also to again open Jefferson
Street.
Vice-Mayor Carder raised a question with regard to the recommendation
concerning a two-way street; whereupon, the consultant advised that the
recommendation is to extend two-way traffic all the way to Williamson Road.
OTHER BUSINESS:
BUDGET: Council Member Wyatt suggested that the Fiscal Year 2002-03
Recommended Budget list departments and unfunded positions; whereupon, the
City Manager advised that there are 11unfunded positions and a list of affected
departments will be provided.
There being no further business, the Mayor declared the meeting adjourned
at 2:55 p.m.
ATTEST:
APPROVED
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File #110-467
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Mr. Sherman P. Lea
1638 Lonna Drive, N. W.
Roanoke, Virginia 24019
Dear Mr. Lea:
Your communication tendering your resignation as a member of the Roanoke City School
Board, effective August 15, 2002, or at such time as a new Trustee is appointed, was
before the Council of the City of Roanoke at a regular meeting which was held on Monday,
July 1,2002.
On motion, duly seconded and adopted, the communication was received and filed and
your resignation was accepted effective August 15, 2002, or at such time as a new Trustee
is appointed.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc:
Cindy H. Lee, Clerk, Roanoke City School Board
Stephanie M. Moon, Deputy City Clerk
H:'xAgenda.02~July 1,2002 correspondcnce.wpd
Sherman P. Lea, Chairman Marsha W. Ellison
Ruth C. Willson, Vice Chairman Gloria P. Manns
Charles W. Day Melinda J. Payne
/Roanoke
City School Board P.O. Box 13145, Roanoke, Virginia 24031 · 540-853-2381
Brian J. Wishneff
E. Wayne Harris, Ed.D., Superintendent
Cindy H. Lee, Clerk of the Board
· Fax: 540-853-2951
June 19,2002
The Honorable Ralph K. Smith
Mayor, City of Roanoke
Roanoke, VA 24011
Dear Mayor Smith:
As I have reflected on my original letter of resignation as a Trustee of the Roanoke City
School Board, I became concerned that my decision to resign at the end of June would
have a negative impact on the work of the School Board and the progress of the school
system. Therefore, I ask that my effective date of resignation be moved from June 30,
2002, to AUgust 15, 2002, or until a new trustee is appointed whichever comes first.
Your acceptance of my request will ensure that a "full" Board addresses the critical work
necessary during the Board's July organizational meeting, two upcoming employee
hearings, and discussion and development of the 2002-03 systemwide priorities.
Again, I appreciate the support you and members of Council have demonstrated
throughout my tenure on the Board on behalf of our City's children.
Sincerely,
Sherman P. Lea
Chairman
cl
pc:
Members of Council
Mary F. Parker, City Clerk
School Board Members
Preparing Students for Success
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 !-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File #110-178
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Mr. Robert J. Sparrow
3650 Partridge Lane, N. W..
Roanoke, Virginia 24017
Dear Mr. Sparrow:
Your communication tendering your resig~ation as a member of the Fair Housing Board,
was before the Council of the City of Roanoke at a regular meeting which was held on
Monday, July 1, 2002.
On motion, duly seconded and adopted, the communication was received and filed and
your resignation was accepted.
The Members of City Council requested that I express sincere appreciation for your
willingness to serve the City of Roanoke as a member of the Fair Housing Board from
February 5, 2001 to July 1, 2002. Please find enclosed a Certificate of Appreciation and
an aerial view photograph of the Roanoke Valley which was issued by the Mayor on behalf
of the Members of the Roanoke City Council.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Dolores C. Daniels, Secretary, Fair Housing Board
Stephanie M. Moon, Deputy City Clerk
HSAgenda.02Lluly i, 2002 correspondence.wpd
June 15, 2002
City of Roanoke
Office of City Clerk
215 Church Avenue SW -Room 456
Roanoke, Virginia 24011-1536
Dear Mary F. Parker, CMC; Honorable Members of Council, City of Roanoke
Through my involvement with the Fair Housing Board and particularly its
members and friends of the board I have learned a lot about the commitment of the
citizens to our city and their love for the City of Roanoke. ! am proud to say that I
share in this passion. Also, with my involvement I have a greater appreciation and
awareness of the work done by council, employees of the City of Roanoke and work
of the various boards. ! would like to thank the members of council for allowing me
to serve on the Fair Housing Board.
It is in this spirit and with mixed emotions, that I offer my resignation to City of
Roanoke Fair Housing Board.
I am very excited about the works of the Fair Housing Board and I would like to
thank the board members for embracing me so openly. I would also like to thank
Deloris Daniels for her support during my tenure on the board.
Robert J. Sparrow
Cc: Fair Housing Board
Deloris Daniels
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va, us
July 8, 2002
File #110-488
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Mr. William E. Skeen
1938 Avon ROad, S. W.
Roanoke,' Virginia 24015
Dear Mr. Skeen:
Your communication tendering your resignation as a member of the Board of Trustees, City
of Roanoke Pension Plan, was before the Council of the City of Roanoke at a regular
meeting which was held on Monday, July 1, 2002.
On motion, duly seconded and adopted, the communication was received and filed and
your resignation was accepted.
The Members of City Council requested that I express sincere appreciation for your
willingness to serve as a member of the Board of Trustees, City of Roanoke Pension Plan,
from July 2, 2001 to July 1, 2002. PleaSe find enclosed a Certificate of Appreciation and
an aerial view photograph of the Roanoke Valley which was issued by the Mayor on behalf
of the Members of the Roanoke City Council.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Jesse A. Hall, Secretary, Board of Trustees, City of Roanoke Pension Plan
Stephanie M. Moon, Deputy City Clerk
H:'~Agenda.02XJuly l, 2002 correspondence.wpd
06/20/02 THU 08:04 FA.T. ~002/002
William E. Skeen
2525 Robin Hood Road, S.E., RoaNoke. Yirginia 24014
Cell No. (540) 520-2929, Work No. (540) 344-5151, Home No. (540) 345-4960. Fax No. (540) 343-.9892
June 15, 2002
Members of Roanoke City Council
c/o Mrs. Mary Parker, City Clerk
The City of Roanoke
215 Church Street
Roanoke, Virginia 24011
Dear Members of Roanoke City Council:
Please consider this letter as my formal resignation as a Trustee on the Roanoke
City Pension Board, as well as a Steering Committee Member of the Roanoke
Neighborhood Partnership.
I have enjoyed the opportunity to serve on these important endeavors and look
forward to continuing my service to the City of Roanoke as a new School Board
Trustee.
Very truly yours,
Office of the Ci~ Manager
July 1,2002
Honorable Ralph K. smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable William H. Carder, Council Member
Honorable Dr. M. Rupert Cutler, CounCil Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Public Hearing to Consider
Conveyance of City Owned
Property
Property located at 1224 Rorer Avenue, S.W., and 719 Dale Avenue, S. E., was
acquired by the City to establish a housing assistance program for city employees.
Pursuant to the requirements of the Virginia Code, the City of Roanoke is required to
hold a public hearing on the proposed conveyance of property rights to the Blue Ridge
Housing Development Corporation, who will renovate the two properties using CDBG
funds and oversee the housing assistance program. This is to request that a public
hearing be advertised on the above matter for Council's regular meeting to be held on
Monday, July 15, 2002. A full report will be included in the July 15, 2002, agenda
material for your consideration.
Respectfully submitted,
Darler~i~ L. Burcham
City Manager
DLB/mds
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Rolanda A. Johnson, ACM for Community Development
F. Mike Etienne, Housing Development Administrator
Frank E. Baratta, Budget Team Leader
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
MINUTES OF ROANOKE CITY AUDIT COMMITTEE
JUNE 3, 2002
1. CALL TO ORDER:
The meeting of the Roanoke City Audit Committee was called to order at 11:00 a.m. on
Monday, June 3, 2002, with Chairman, William White, Sr., presiding.
The roll was called by Mrs. Powers
Audit Committee
Members Present:
William White, Sr., Chairman
Mayor Ralph K. Smith
William H. Carder
C. Nelson Harris
W. Alvin Hudson
Linda F. Wyatt
Others Present:
William Bestpitch, Council Member
Alfred Dowe, Council Member Elect
Drew Harmon, Municipal Auditor
Darlene L. Burcham, City Manager
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
George C. Snead, Jr., Assistant City Manager for Operations
Rolanda Johnson, Asst. City Manager for Community Development
Ann Shawver, Deputy Director of Finance
Cindy Loar, Accounts Payable Supervisor
Chris Slone, Public Information Officer
Mike Tuck, Senior Auditor
Pamela C. Mosdell, Senior Auditor
Brian M. Garber, Auditor
Evelyn W. Powers, Administrative Assistant
Todd Jackson, Roanoke Times Reporter
2. INTERNAL AUDIT REPORTS:
Ao
Fleet Management - Parts
Purchasing Cards
Retirement
Mr. White ordered that the financial related audits be received and filed. There were no
objections to the order. Mr. White recognized Mr. Harmon for comments.
Audit Committee Minutes Page 2
Mr. Harmon briefed the Committee on the Fleet Management- Parts audit report. Mr.
Carder asked what are we doing to make positive improvements. The City Manager
reported that the report reflected problems with the prior manager. She reported that as
soon as this manager resigned a new acting manager was hired. The current acting
manager has a number of years experience in the fleet management area and that all of
the problems that were addressed in the December audit report and the current audit
report have been addressed and that significant changes have already been made. Mr.
Carder asked if someone was going to continue some type of follow-up to make sure
the recommendations are being taken care of. Mr. Harmon explained that all of the
findings are recorded in a database and that the Committee would be briefed in
October. Mr. Carder said that he thought there was some discussion regarding
outsourcing some of the functions in the fleet area and where did this fit into the
recommendations of the audit. Mr. White said that outsourcing was an issue for
management and that he thought they were looking at a plan to report on all of the
issues. Mr. Carder said that he did not want to wait a year to get an update on this
area. The City Manager said that she would prepare a special report to address the
day-to-day operations and provide this information in a quarterly report from
management's perspective to report on things that are not audit findings. She said that
when they fill the new Fleet Manager position all of these issues would be addressed
with the new person. Mr. Carder said that type of regular reporting would be fine with
him. Mr. Harris said that the report speaks for itself and that he felt the audit function is
working well to stay on top of allegations and to follow up and give the Audit Committee
guidance to make necessary decisions. Ms. Wyatt said that she agreed with Mr. Harris.
Mr. Harmon briefed the Committee on the Purchasing Cards audit report. Ms. Wyatt
said that the report had good things in it, but she felt that if someone continually used
the credit card to split purchases there should be consequences in place to deal with
that person. She also said that if a purchase had to be split for a good reason that there
needs to be written justification as to why the purchase was split. Mr. Hall said that a
great deal of time had gone into the design and implementation of the purchasing card
system. He said that the Finance department personnel do look very closely at the
purchasing card statements and that they will continue to do so. Mr. Hall said that the
purchasing card system has reduced purchase orders by 68% and the issuance of
checks for payment by 14%. Overtime for accounts payable has also been reduced.
Mr. Hall said that he will follow-up on all audit recommendations. The City Manager
said that she would also bring these issues, as she does all audit related issues, to the
Leadership Team meeting. She said that by bringing audit findings to the Leadership
Team she is able to go beyond people who are on the distribution list to receive audit
reports. Mr. Bestpitch asked if the City held continual training that referenced the
purchasing card program employee agreement. He said that he felt people needed
continued training to remind them about consequences if the purchasing card was used
inappropriately. He said that people who were splitting purchases knew what they were
doing and that they were trying to find a way to get around the system. He felt that
when this continues to happen that management should take care of it immediately.
Mr. Harmon briefed the Committee on the Retirement audit report. Mr. Bestpitch said
that he had real concerns with this report because the pension money should be used
Audit Committee Minutes Page 3
to pay for the retirement of city employees and not for parties. He said that if the
Pension Board Chairman thought that the $1,300 expenditure was an appropriate
expense, then what would be an inappropriate expense. Mr. Bestpitch said that the
former Director of Finance should have held himself to higher standards. Mr. Bestpitch
said that he thinks the City should use more specific language in the City Code for
expenditures that the Pension Board can and cannot approve without Council's
approval. Mr. White asked Mr. Hall to have the Pension Board look at the language and
give some flexibility, but tighten the controls to make sure expenditures are
appropriately approved. Mr. White asked to receive a written report from the Pension
Board Committee. Mr. White said that he sends a message to the six appointed
officials that they are to be held to higher standards. Mr. Harris agreed with the
comments made by Mr. Bestpitch and asked if there was any in-service training given to
the Pension Board trustees on City policies. Mr. Hall said that there is no training on
administrative matters, but there is on pension matters. Mr. Hall said that he would
review the language and make sure it is tightened up. Mr. Hall said that at the time the
Pension Board Chairman was questioned about the expense, the expense had already
been approved by the prior Secretary/Treasurer of the Pension Board. Mr. Hall said
that he felt if this type of expense had come before the Pension Board Chairman before
hand that it may not have been approved to be paid from the Retirement account.
UNFINISHED BUSINESS:
There was no unfinished business to come before the Committee.
4. NEW BUSINESS:
A. KPMG External Audit for year ending June 30, 2002
B. Status Report - Roanoke City Public Schools
C. Report of Peer Review on Municipal Auditing Department
D. Management Assistance Audit - Solid Waste Management
E. Request for 30 minute Audit Committee Meeting - June 17, 2002
Mr. Harmon briefed the Committee on the KPMG External Audit for the period ending
June 30, 2002. Mr. Harmon referred to Mr. Hall to discuss the GASB 34 issues. Mr.
Hall said that the GASB 34 issues were large enough that he has had two accountants
working for the last six months. Mr. Hall said that GASB 34 is the largest change in
accounting standards during his career. He said that he would keep the Council
informed regarding the ramifications of GASB 34. There were no questions from the
Committee.
Mr. Harmon briefed the Committee on the audits of the Roanoke City Public Schools.
Mr. Harmon told the Committee that the reports of the school audit were on the
department's website and that a copy of the minutes of the School Audit Committee
meeting would be forwarded to them as the Board approved them.
Audit Committee Minutes Page 4
Mr. Harmon briefed the Committee on the department's Peer Review audit. Mr.
Harmon said that this review was the department's 4th peer review and that the
department continued to be in full compliance with government auditing standards. He
said that there were some management comments and that a copy of his response was
attached. Ms. Wyatt complimented the department and said how much she appreciated
the work of the audit department. Mr. Harmon said that the Peer Review Team had
complimented the City's Audit Committee and their active involvement in the audit
process.
Mr. Harmon briefed the Committee on the Management Assistance Audit of the Solid
Waste department. Mr. Harmon said that the department was helping Mr. Decker with
cost accounting issues to be able to present more informative reports to the Council.
There were no questions from the Committee.
Mr. Harmon asked to have a 30-minute Audit Committee meeting on June 17, 2002, to
discuss audit department issues. The Committee agreed to have an Audit Committee
meeting on June 17.
Ms. Wyatt thanked Mr. White for his continued years of dedicated service to the Audit
Committee.
5. ADJOURNMENT:
There being no further business, the meeting was adjourned at 11:53 a.m.
William White, Sr., Chairman
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File #15-110-467
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Cindy H. Lee, Clerk
Roanoke City School Board
P. O. Box 13145
Roanoke, Virginia 24031
Dear Ms. Lee:
This is to advise you that William E. Skeen and Robert J. Sparrow have qualified as
Trustees of the Roanoke City School Board for terms of three years, each, commencing
July 1,2002, and ending June 30, 2005.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc: Stephanie M. Moon, Deputy City Clerk
H:LAgenda.02~July 1, 2002 correspondence.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, William E. Skeen, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the
Commonwealth of Virginia, and that I will faithfully and impartially discharge and
perform all the duties incumbent upon me as a Trustee of the Roanoke City School
Board for a term of three years, commencing July 1,2002, and ending June 30, 2005,
according to the best of my ability.
William E. Skeen
Subscribed and sworn to before me this ~'(~ ~day of ~ 2002.
Judge, Twenty-Third Judicial Circuit
H:'~Agenda.02qVIay 6, 2002 correspondence.wpd
By~ '~~ Deputy Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Robert J. Sparrow, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the
Commonwealth of Virginia, and that I will faithfully and impartially discharge and
perform all the duties incumbent upon me as a Trustee of the Roanoke City School
Board for a term of three years, commencing July 1,2002, and ending June 30, 2005,
according to the best of my ability.
Subscribed and sworn to before me this ~-~'~day of ~ 2002.
~cuit
A C 0 P~ T.~__~/~H U .~,,,~ S H
Ill CLERK
Deputy Clerk
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
July 8, 2002
File #15-110-323
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Wlodek A. Zaryczny, Secretary
Roanoke Public Library Board
Roanoke, Virginia
Dear Mr. Zaryczny:
This is to advise you that Roland H. Macher has qualified for a term ending June 30, 2005,
and Brenda L. McDaniel has qualified for a term ending June 30, 2004, as members of the
Roanoke Public Library Board.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc: Stephanie M. Moon, Deputy City Clerk
H:XAgenda.02XJuly 1, 2002 correspondencc.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Roland H. Macher, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Roanoke Public Library Board, for a term ending
June 30, 2005, according to the best of my ability.
Subscribed and sworn to before me th'~5~day of~l~.~2002.
ARTHUR B. CRUSH, III, CLERK
, DEPUTY CLERK
CITY OF R OANO
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
July 8, 2002
File #15-110-429
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Jesse A. Hall, Secretary
Board of Trustees, City of Roanoke Pension Plan
Roanoke, Virginia
Dear Mr. Hall:
This is to advise you that D. Duane Dixon has qualified as a member of the Board of
Trustees, City of Roanoke Pension Plan, for a term ending June 30, 2004.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc: Stephanie M. Moon, Deputy City Clerk
H:LAgenda.02XJuly 1,2002 correspondence.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, D. Duane Dixon, do solemnly swear (or affirm) that I will support the Constitution
of the United States of America and the Constitution of the Commonwealth of Virginia, and
that I will faithfully and impartially discharge and perform all the duties incumbent upon me
as a member of the City of Roanoke Pension Plan, Board of Trustees, for a term ending
June 30, 2004, according to the best of my ability.
Subscribed and sworn to before me thi~::~ day ~ ~002.
ARTHUR B. CRUSH, III, CLERK
, DEPUTY CLERK
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File #15-110-518
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Sloan H. Hoopes, Chair
War Memorial Committee
2003 Maiden Lane, S. W.
Roanoke, Virginia 24015
Dear Mr. Hoopes:
This is to advise you that Alfred C. Moore has qualified as a member of the War Memorial
Committee for a term ending June 30, 2003.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc:
Stephanie M. Moon, Secretary, War Memorial Committee
H:~Agenda.02~luly 1,2002 correspondence.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Alfred C. Moore, do solemnly swear (or affirm) that I will support the Constitution
of the United States of America and the Constitution of the Commonwealth of Virginia, and
that I will faithfully and impartially discharge and perform all the duties incumbent upon me
as a member of the War Memorial Committee, for a term ending June 30, 2003, according
to the best of my ability.
Subscribed and sworn to before me this ~ day of '~-b,~ ~--.--2002.
ARTHUR B. CRUSH, III, CLERK
BY ,DEPUTYCLERK
Mary F. Parker, CMC
City Clerk
CITY OF R O NOKE
Office of the City Clerk
July 8, 2002
File #15-110~202
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Kenneth S. Cronin, Secretary
Personnel and Employment Practices Commission
Roanoke, Virginia
Dear Mr. Cronin:
This is to advise you that I. B. Heinemann has qualified as a member of the Personnel and
Employment Practices Commission for a term ending June 30, 2005.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc: Stephanie M. Moon, Deputy City Clerk
HSAgenda.02XJuly 1,2002 correspondence.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, I. B. Heinemann, do solemnly swear (or affirm) that I will support the Constitution
of the United States of America and the Constitution of the Commonwealth of Virginia, and
that I will faithfully and impartially discharge and perform all the duties incumbent upon me
as a member of the Personnel and Employment Practices Commission for a term ending
June 30, 2005, according to the best of my ability.
Subscribed and sworn to before me this %~ day of ~-~d ~,~2002.
ARTHUR B. CRUSH, III, CLERK
~EPUTYCLERK
/
SHNEFF ]-kssoclates
July 1, 2002
Honorable Mayor and Members of Roanoke City Council
City of Roanoke
213 Church Avenue, SW., Room 456
Roanoke, VA 24011
RE: Lease - 117 and 119 Norfolk Avenue S.W.
Dear Mayor and Members of Council:
The following is our bid to lease the above referenced property. This bid is
contingent upon Warehouse Row, L.P. being able to sell the buildings without prior City
Council consent or approval. If the City Council finds that it is unable to perform under
this condition, we would urge that the City of Roanoke use its Industrial Development
Authority to enter into this agreement.
Offeror:
Warehouse Row, L.P. A for-profit historic development Partnership.
Architect:
Spectrum Design, 10 Church Avenue, S.E., Plaza Suite 1
Roanoke, VA 24011
Contractor: to be determined
Project:
Renovation of the 26,000 square foot property for sublease to private
companies. These renovations will be made following Secretary of the
Interior historic guidelines.
Investment:
Estimated at $1.7 million including interior renovation and equipping,
exterior improvements and tenant up-fits. Please see attached estimate
from J. M. Turner Construction.
Timetable for Improvements:
Design
Construction Bids out
Start Construction
Completion
July- September
October 6, 2002
December 2, 2002
June 1, 2003
Annual Lease Payments: $1
213 S. Jefferson St., Suite 1010 · Roanoke, VA24011 · P: 540-982-1317 · F: 540-982-1568 ° E: brian@wishneff, com
Financial Capability:
Financing shall be provided by Carilion Health System, Greater Roanoke Valley
Development Corporation (two private investors) and through an equity infusion
as part of historic tax credit program. See attached budget.
Business Terms and Lease Form:
The business terms are attached. It is critical to our proposal that we be in control
of when and for what price the building is sold and we must, as a part of our
rental capability, have access to the city-owned parking lot in front of the
building.
Other:
Benefits to the City include job creation through growth of private firms, retention
of Roanoke firms. Renewed real estate taxes on the property.
We hereby request your prompt action and review of the issue of whether City
Council can agree to allowing the L.P. to make the decision about the future sale of the
buildings.
Sincerely,
Brian J. Wishneff, Manager
Warehouse Row, L.P.
BJW/kdb
attachments
-~;~' 02(MON) 08:06 GENTRY, LOCKE, RAKES&M
~;irginia state Corporation Commission
TEL:540 983 9468
P. O02
Page 1 of 1
Commonwealth
of Virginia
State
Corooration
2;,~,mmissfo,q
WEB#457 tis 07/0
'~C~OOOZ~ CXS~a220 ~IM~TED PARTNERSHIP DATA INQUIRY 09~0
L/P ID: ]L01746§I 2 STATUS: 00 ACTIVE STATUS DATE:
DATE OF FZLIN6: 06/23/2002 PERIOD 0~ D~TIO~: &2/3Z/50 II~DUSTRY CO
STAT~ O~ FILING: VA VZR~I~Z& NERG~R ZI~DZC~TOR:
SPECIFIED OFFICE ADDRESS
RTREET: 119 NORF0~K AVE SW
CITY: ROANOKE
REGISTERED
R/A NAME: DOUGLAS R BANGHART
GENTRY LOCKE ET AL
STATE: VA ZIP: 24011-0000
AGENT INFORMATION
STREET: lfl FRA~TKLINRD
PO BOX 40013
CITY: ROANOKE STATE: VA ZIP: 24022-0013
R/A STATUS: 4 MEMBER OP VIRGI EFF DATE: 06/27/02 LOC: 2~7 ROANOKE
¥~%R FEES P~NALTY INTEREST BALANCE
00
COMMAND: ~ ..... ' ,
NOTE: Function Koy usage varies depending on the Application Screen,
For specifies, refer to Function Key Docu.,m. entation.
htt~://ditmvs3.statc.va.us: 8080/servleffrc.qqportal/resqportal 7/1/02
Warehouse Row Project
1/28/02
Capital Budget
USES
SOURCES
Acquisition $636,000
Renovations $1,222,066
JM Turner estimate
500' demising walls
Tenant upfit (75% occupancy)
$15/SF $227,677
Site Work $0
Technology $16,500
FF&E $20,000
A&E $100,000
Prof. Fees $30,000
Const. Int. $40,000
Project Cont. $75,000
City of Roanoke $636,000
Caxilion $605,621
Roanoke Valley Dev.
Corp.
$605,621
Sub-total: $1,211,243(Loan)
Downtown Inc.
$20,000 A&E
Tax credits (net) $500,000
Total $2,367,243 Total $2,367,243
Operating Budget
34,500 Gross SF, 22,261 leasable SF ( Plus 10% added for common areas)
Building operations
Utilities, Ins.,
Bldg. Mgmt
USES
$4.72/SF x 26,568 SF
SOURCES
Rental income:
16,692 SF ~ $12.00/SF
(75% occupancy)
Total (.Annual)
$125,400
$200,352
Return on Investment
Gross Income
Operating costs
NOI
$200,352
($125,400)
$74,952
ROI
$74,952
$1,211,243
= 6%
Summary Operating and Development Pro-forma
5/6/02
Estimated Development Cost
$1,731,243 (cost of renovating and equipping building)
Proposed Funding Scenario for Development Cost
$521,243
$1,210,000
$1,731,243
(net equity investment for historic tax credits)
(Carilion & Roanoke Valley Development Corp.)
(funds for renovating and equipping building)
Estimated Annual Operating Costs
$125,400
Estimated Annual OPerating Revenue
$200,352 (assumes $12 sq. ft. rent and 75% occupancy)
Net Operating Income (NOI)
$74,952
Percent Occupancy needed to cover Annual Operating Costs
47% occupancy or 10,500 sq. ft.
Business Points.for a lease between City of Roanoke and Carilion and the Roanoke
DeveloPment Corporation.
5/6102
City will lease the buildings at 117 and 119 Norfolk Avenue for 40 years at $1 per year
to a Partnership involving Cadlion Health Systems and Roanoke Valley Development
Corporation
2. The Partnership will spend approximately $1.7M to renovate and equip the buildings of
which $500,000 shall be funded through Historic Tax credits.
3. The City does not intend to participate in operating shortfalls or operating profits
4. The newly renovated facility shall be designed and marketed by the City and the
Partnership to growing technology companies.
5. The buildings will be open and operated for at least 5 years by the Partnership
6. After 5 years the project shall be reviewed, whereby one or more of the
participating parties (Carilion, City of Roanoke, Roanoke Development
Corporation) could buy another's share. Following the 5 years and after the
review of the project, the Partnership may call for the sale of the building. The
participating parties (Carilion, City of Roanoke, Roanoke Development
Corporation) would first have an option to buy any "Partnership investment"
remaining in the buildings for which the Partnership has not recouped from operating
revenues. If the participating parties (Carilion, City of Roanoke, Roanoke
Development Corporation) decide not to buy the remaining "Partnership investment",
the building will be put up for sale for the average of 2 appraisals, one obtained by the
City and one by the Partnership. If the building is put up for sale, the Partnership will
determine what offer will be accepted.
Any sales proceeds go first to payback "Partnership investment", then remaining City
investment, and then a 3 way split
"Partnership investment" is defined as odginal capital investment plus future capital
investments plus the amount of net operating revenue, if any, not equal to an average
of a 6% return on the original capital investment less any historic tax credits.
Parking spaces owned by the City located in front of the building along Salem Ave. will
be made available through a lease. Such spaces will be available at a rate consistent
with other City-owned surface parking spaces downtown
., . F~roposed Warehouse Row Project and Arrangement 5/6/02
Below is a description of the Partnership's proposal conceming the Warehouse Row project:
1. The City of Roanoke has purchased two warehouses along Warehouse /
Technology Row to stimulate technology activity,
2. Cadlion Health System and the Roanoke Valley Development Corporation will form a
new Partnership in which they will be equal partners.
3. The new Partnership proposes to renovate the City's buildings at 117 and 119 Norfolk
Ave. in a first class manner with the intent to attract technology companies.
4. In order for this project to meet expectations, the buildings will be renovated in a
quality manner, with the latest communications technology on-site and with hassle-
free, short-term leases (6 months+) available to meet the changing space needs of
businesses.
5. The Partnership will invest an estimated $1,700,000 to renovate and equip the
buildings. Given the relatively Iow office rental rates in the area ($12 sq. ft.+), the
short-term nature of the leases, and the unproven market, it is not feasible to view this
project as a typical business investment.
6. The Partnership is also prepared to make-up any annual operating shortfalls in the
project and pay for any facility maintenance and repairs.
7. At 75% occupancy, rental income from the building pays for the operation of the
building and produces a 6% return on the Partnership's investment. This is not a
return of their investment but on their investment, making it equivalent to eaming 6%
in a bank account but with significantly more dsk.
8. The revenue from operations of the facility will not pay back the investors for their
original investment. They can only get their money back if the building is sold at some
future date.
9. The Partnership will make the approximately 22,200 square feet of rentable space
available at $12 per square foot, full service.
10. The Roanoke Valley Development Foundation in cooperation with the Roanoke Valley
Chamber of Commerce and Cadlion Biomedical Institute will manage and lease the
building.
11. The Partnership has negotiated a contract with a local architect and is prepared to
move quickly toward renovation. Renovation will be accomplished in a manner that
meets the Secretary of Interior's Standards for renovation of histodc buildings.
12. The Partnership has collected several letters of intent from prospective tenants for the
building and would like to have the building ready for occupancy sometime in the next
9-10 months.
13. Attached is an outline of the business points that will constitute the lease with the City.
REVISED
ADVERTISEMENT FOR INVITATION FOR BIDS
AND
NOTICE OF PUBLIC HEARING
Before The Council of the City of Roanoke For Execution of an Agreement to Lease and
Renovate certain City owned buildings located at 117 and 119 Norfolk Avenue, SW
The City of Roanoke (City) hereby gives notice that it is seeking bids from qualified bidders to enter
into an agreement with the City for the successful bidder to lease and renovate the City owned
buildings located downtown at 117 and 119 Norfolk Avenue, SW, Roanoke, Virginia (Buildings).
The lease period will be for a period of up to 40 years, but may provide for an exit or buyout
procedure after an initial 5 year period which may include a required sale. Each bidder must c~mmit
to e.xpend approximately $1.7 million dollars to renovate and equip the Buildings so that such
Buildings may be used for subleases by tenants (Project) which will create tax revenues for the City
and enhance economic development of the area. Renovations to the Buildings should be completed
and the Buildings ready for occupancy by tenants within 24 months after the date of the lease. The
other terms and conditions of the lease and/or agreement will be subject to negotiation and
agreement between the City and the successful bidder.
If the City elects to award a lease and/or agreement for the Project, City Council will be requested to
adopt an ordinance granting such an award which will provide in substance for the above
requirements. A copy of the full text of the proposed ordinance is on file and may be reviewed in the
Office of the City Clerk, Room 456, Noel C. Taylor Municipal Building, 215 Church Avenue, SW,
Roanoke, Virginia, 24011.
1
H:~MM1S~-PHEARING NOTICE 117 119 NORFOLK AVEN. DOC
Any interested party is invited to submit a written bid for the lease and/or agreement as set forth
above. Each bidder shall submit at a minimum the following information:
1. The amount of investment the bidder proposes to make in renovations to the Buildings
and the time period within which such renovations will be made.
2. The annual lease payment proposed to be made to the City.
3. The financial ability of the bidder to accomplish the Project.
4. The bidder's proposed terms for the proposed lease and/or agreement, including the term
of the lease.
5. Such other information as the bidder deems appropriate.
Bids are to be submitted in sealed envelopes or containers to the City Clerk at the address noted
above on or before 1:30 p.m., local time, Monday, July 1, 2002. The outside of the bid envelope
should be marked as follows: "BID FOR EXECUTION OF AN AGREEMENT TO LEASE AND
RENOVATE CERTAIN CITY OWNED BUILDINGS LOCATED AT 117 AND 119 NORFOLK
AVENUE, SW. TO BE OPENED AT CITY COUNCIL MEETING AT 2:00 P.M. ON MONDAY,
JULY 1, 2002." The bid shall be addressed to the City Council of Roanoke, c/o Office of the City
Clerk, Room 456, Noel C. Taylor Municipal Building, 215 Church Avenue, SW, Roanoke, Virginia,
24011. All bids received will be held by the City Clerk, unopened, until 2:00 p.m., local time, on
Monday July 1, 2002, at which time they will be delivered to the Council Chambers, Room 450,
Noel C. Taylor Municipal Building, 215 Church Avenue, SW, Roanoke, Virginia, 24011, and
thereafter be publicly opened and read aloud in accordance with Section 15.2-2102, Code of Virginia
(1950), as amended.
The City reserves the right to reject any and all bids, to waive any informality or irregularity in the
bids received, and to accept the bid which is deemed to be in the best interest of the City.
2
H:kAMISChN-PHEARING NOTICE 117 119 NORFOLK AVEN. DOC
Pursuant to the requirements of Sections 15.2-1800 and 1813, Code of Virginia (1950), as amended,
notice is hereby given that the Council of the City of Roanoke will hold a public heating on the
above matter on Monday, July 1, 2002, at 2:00 p.m., local time, or as soon thereafter as Council is
available, in the Council Chambers, Room 450, Noel C. Taylor Municipal Building, 215 Church
Avenue, SW, Roanoke, Virginia. For further information on this matter, you may contact the Office
of the City Clerk at (540)853-2541' or Mr. Chris Whitlow, Economic Development, at (540)853-
1698.
All parties and interested citizens may appear on the above date and be heard on the matter. If you
are a person who needs accommodations for this heating, please contact the City Clerk's Office at
(540)853-2541 before 12:00 noon on the Wednesday before the date of the heating listed above.
GIVEN under my hand this ~ day of
,2002.
MaryF. Parker, CityClerk.
Note to Publisher:
Please publish twice in .The Roanoke Times, Legal Notices once on Monday, June 17, 2002, and
once on Monday, June 24, 2002.
Send Publisher's Affidavit to:
Send Bill to:
Mary F. Parker, City Clerk
456 Municipal Building
215 Church Avenue, SW
Roanoke, VA 24011
Elizabeth A. Neu, Director of Economic Development
111 Franklin Plaza, Suite 200
Roanoke, VA 24011
3
H:~,IISON-PHEARING NOTICE I 17 I 19 NORFOLK AVEN. DOC
The Roanoke Times
Roanoke, Virginia
Affidavit of Publication
The Roanoke Times
....................................................
OFFICE OF ECONOMIC
SUITE 200
111 FRANKLIN PLAZA
ROANOKE VA 24011
DEVELOPMENT
REFERENCE: 80084300
01926493
Norfolk Avenue
State of Virginia
City of Roanoke
I, (the undersigned) an authorized representative
of the Times-World Corporation, 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 followin~
dates:
City/County of Roanoke, Commonwealth/State of
Virginia.
Sworn and subscribed before me this ~44h day
of June 2~my hand and official
seal.~ , Notary Public
My commission expires
PUBLISHED ON: 06/17 06/24
TOTAL COST: 781.66
FILED ON: 06/24/02
huild~ ~ ut 117 smJ
119 No~Mk Avenue, 5%%'.
Roanoke, Vlrg~m
PeHed of up to 40 yearn, but
out pro~ atte~ ~m initial 5
must commlt~ to expend
appfoxlmate~ $1.7 million dol-
by tenants (Project) vadch wan
and enlmnce economic devel-
completed a~d the Buildln~
subject to rmgotlation and
mm~ ~nm~g ~m:h m mwmd
for me ahoy. redalremem~ A
copy o~ tl~ full text of ttm pro.
tony be rm4ewed In tim Of Bce
Noe4 C. ~edor Municipm Bu#d-
ing, 2/5 Church Avenue, SW,
Roanoke, Vir~lnia, 24011.
mow~ anfom~mo~=
tho bidber prolx~ to maim in
and tim time peded within
msds.
2. 11~ annual laa~ imynmnt
3. The financial ability of the
bidder to a¢oompllsh the
tho bidder beams appropdato.
Bids are to be submitted in
sealed en~lobes or containers
to trw City Clerk at tbe eddr~=,s
noted Mm~m o~ or befom 1:30
p.m., local time, Mondsy, July
1, 2002. The outMbe of the bid
OF AN AGREEMENT TO LEASE
AND RENOVATE CERTAIN CITY
OWNED BUILDINGS LOCATED
AT 117 AND 119 NORFOLK
AVENUE, SW. TO BE OPENED
AT CITY COUI~IL MEEI1NG AT
2:00 P.M. ON MONDAY, JULY
of Roanoke, c/o Offioe of the
Tailor Municipal Buildin& 2~5
Church Av~tue, SW, Roanoke,
Virginia, 24011. All bids
received will be held by the City
Clen~ unopened, until 2:00
p.m., local lime, On Monday
,July :I, 2002, at which Ume
they Mil be delivered to the
Coun~ Cbembem, Room 450,
Noel C. Taylor Municii~l Build-
in~, 215 Church Avenue, SW,
a~d read ~do~d In acco~lance
w~l Seo~on ~5.2-2102, Code
of Virginia (1950), as
The Cay resen~es the dght to
reject mW mid mil bids, to walve
any iofomtality o~ ine~ulmity in
the bids received, and to
to be in the best Intemut of the
City. Pursumt to the require-
me~ts of Sec'dons 15.2-1800
and 1813, Code of Virginia
(1950), ~s ameeded, m~ce is
hereby giwn b'mt the Council
a public be~dng on the above
matter on Mondmy, July 1,
2002, at 2:00 p.m., local ~lme,
Chambers, Room 450, Noel C.
Taylor Municilmi Building, 215
at (540) 853-2541 or Mr. Chds
Whitlow, Economic Develop.
meat, at (540) 853-1698.
All parUes and Interested clu-
zeno may appear on the above
date and be beard on the mat.
ter. If you are a bemm who
L~ ~~~
hem'ia& please ~mtaut *me
Chy cmm's Om~e at (54O)
date of ~ hearing listed
above.
GIVEN under my h~thl. 13th
day of June, 2002.T' '
Ms~ F. Pm~er, City
(~926493)
Billin9 Services Representative
IN THE COUNCIL OF THE CITY OF ROA]NOKE, VIRGINIA
AN ORDINANCE acceptiog the bid of ' , to execute an agreement to lease
and to renovate and equip certain City owned buildings located at 117 and 119 Norfolk Avenue, SW,
for a term of up to 40 years; authorizing the execution of such lease and/or agreement; authorizing
the City Manager to take such further action and/or execute such further documents as may be
necessary to implement and administer such lease and/or agreement; rejecting all other bids; and
dispensing with the second reading of this ordinance.
WHEREAS, the City has, by advertisement published once a week for two successive weeks
in a paper of general circulation published in the City, publicly invited bids for the execution of an
agreement to lease and to renovate and equip certain City owned buildings located at 117 and 119
Norfolk Avenue, SW (Buildings); and
WHEREAS, the City desires to enter into an agreement to lease and to renovate and equip the
Buildings so that such Buildings may be used for subleases by tenants which will create tax revenue
for the City and enhance economic development of the area; and
WHEREAS, bid(s) for the execution of an agreement to lease and to renovate
and equip such Buildings was received pursuant to such advertisement and was publicly opened at
the Council meeting held on Monday, July 1, 2002; and
1
H:X, MEASURES\O-LEASE 117119NORFOLK AVENUE.DOC
WHEREAS, Council held a public heating on this matter at its meeting on Monday, July 1,
2002, at which all persons were accorded a full and fair opportunity to comment with respect to the
proposed agreement and/or lease for such Buildings; and
WHEREAS, City Council determined that the bid of to execute an
agreement to lease and to renovate and equip the Buildings, upon certain terms and conditions, was
the most responsive and responsible bid received by the City and Council is desirous of accepting
such bid.
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The bid of to execute an agreement to lease and to renovate and equip the
City owned buildings located at 117 and 119 Norfolk Avenue, SW, for a period of __ years, with a
provision for an exit or buyout procedure after an initial 5 year period which may include a required
sale, and upon 's commitment to expend to renovate and
equip the Buildings so that such Buildings may be used for subleases by tenants in order to create tax
revenue for the City and enhance economic development of the area, and upon such other terms and
conditions as the City Manager may deem appropriate and agree to, is hereby ACCEPTED.
3. Any and all other bids made to the City for the above matter are hereby REJECTED,
and the City Clerk is directed to notify each such bidder and to express to each the City's
appreciation for such bid.
4. The City Manager and the City Clerk are authorized to execute and attest,
respectively, an agreement between the City and to lease and to renovate and equip
the City owned Buildings located at 117 and 119 Norfolk Avenue, SW, upon the terms set forth
2
H:'xMEASURES\O-LEASE 117119NORFOLK AVENUE.DOC
above and upon such other terms and conditions as the City Manager deems appropriate and may
agree to with ., as further set forth in the City Manager's letter to this Council
dated July 1, 2002.
5. The City Manager is further authorized to take such further action and/or execute such
further documents as may be necessary to implement and administer such agreement.
6. Pursuant to the provision of Section 12 of the City Charter, the second reading of this
ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
3
H:LMEASURES\O-LEASE 117119NORFOLK AVENUE.DOC
WILLIAM M. HACKWORTH
CITY ATTORNEY
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
2 ! 5 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 24011-1595
TELEPHONE: 540-853-2431
FAX: 540-853-1221
E-MAIL: cityall3'~ci.roanoke.va.us
July 19, 2002
ELIZABETH K. DILLON
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L. COLLINS
CAROLYN H. FURROW
ASSISTANT CITY ATTOKNEYS
Maryellen F. Goodlatte, Esquire
Glenn, Feldmann, Darby & Goodlatte
P. O. Box 2887
Roanoke, Virginia 24001
Re: Virginia Museum of Transportation, Inc.
Dear Maryellen:
By letter dated June 14, 2002, you sent to the City Clerk a petition on behalf of the
Virginia Museum of Transportation, requesting Roanoke City Council to adopt a resolution
supporting its request for tax exempt status for property to be donated to it by the Norfolk
Southern Corporation. In reviewing the action taken by the General Assembly in 1997, found in
the 1997 Acts of Assembly, Chapter 373, it appears to me that the General Assembly has already
designated the real property owned by the Museum as tax exempt. This designation would apply
to property obtained by the Museum after 1997, as well as any property that the Museum owned
at the time of the General Assembly's action. I have conferred with the City's Commissioner of
Rex;enue, Sherman Holland, and he concurs that no further action by either City Council or the
General Assembly is necessary for the property described in the Museum's recent petition to be
tax exempt.
Unless there is some particular reason why the Museum wants to pursue this petition,
there appears to be no need to do so. If you have any questions, I would appreciate it if you
would let me know.
With kindest personal regards, I am
Sincerely yours,
William M. Hackworth
City Attorney
WMH:
cc: The Honorable Sherman Holland, Commissioner of Revenue
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
(_..,Mat~. Parker, City Clerk
H:\LETTERXl-goodlattevmttaxstatus. 1 .doc
CITY OF RO INOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
July 8, 2002
File #79-229
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of a petition from the Virginia Museum of Transportation requesting
exemption from taxation of 1.4 acres of land adjacent to 303 Norfolk Avenue, S. W., in the
City of Roanoke, pursuant to Section 30-19.04(B), Code of Virginia (1950), as amended,
which petition was before the Council of the City of Roanoke at a regular meeting held on
Monday, July 1,2002.
On motion, duly seconded and adopted, the petition was referred to the City Manager for
study, report and recommendation to Council.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Maryellen F. Goodlatte, Attorney, Glenn, Feldmann, Darby & Goodlatte, P. O. Box
2887, Roanoke, Virginia 24001-2887
Elizabeth A. Neu, Director of Economic Development
HSAgenda.02XJuly 1,2002 correspondence.wpd
Office of the City Manager
July 1,2002
The Honorable Mayor
and Members of City Council
Roanoke, Virginia
Dear Mayor and Members of Council:
I would like to sponsor a request from MaryEIlen Goodlatte of the Virginia
Museum of Trasportation in which they are requesting exemption from taxation at
the regular meeting of City Council on Monday, July 1, 2002.
Sincerely,
Darlene L?Burcham
City Manager
DLB:sm
C:
City Attorney
Director of Finance
City Clerk
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci,roanoke.va.us
VIRGINIA:
IN THE COUNCIL OF THE CITY OF ROANOKE
RE: PETITION FOR A RESOLUTION SUPPORTING THE EXEMPTION
FROM TAXATION OF CERTAIN PROPERTY PURSUANT TO
ARTICLE X, SECTION 6(a)(6) OF THE CONSTITUTION OF
VIRGINIA
TO THE HONORABLE MAYOR AND MEMBERS OF COUNCIL OF THE CITY
OF ROANOKE:
1. Your Petitioner, Virginia Museum of Transportation, Inc., 303 Norfolk
Avenue, Roanoke, Virginia 24016, a Virginia, non-stock, nor for profit corporation has
been offered a gift of certain real property consisting of approximately 1.4 acres
adjacent to the property of the Petitioner at 303 Norfolk Avenue, Roanoke, Virginia,
which property is currently owned by Norfolk Southern Corporation and is not
currently taxed by the City of Roanoke, Virginia. A plat showing said parcel is
attached hereto as Exhibit A.
2. Your Petitioner desires to be an organization designated by a section
within Article 4, Section 58.1-3650 et seq. of the 1950 Code of Virginia, as amended,
in order that the referenced real estate, to be used exclusively for cultural, educational
and historical purposes related to the transportation history of the Commonwealth of
Virginia, be exempt from taxation under the provisions of Article X, Section 6(a)(6) of
the Constitution of Virginia so long as your Petitioner is operated not for profit and the
property so exempted is used in accordance with the purpose for which your Petition is
classified.
3. If required by the City of Roanoke, your Petitioner agrees to pay to the
City of Roanoke an annual service charge in an amount equal to twenty percent (20%)
of the City of Roanoke tax levy, which would be applicable to this real estate, were our
organization not tax exempt, for so long as this tax exemption continues.
4. Your Petitioner respectfully requests that the Council of the City of
Roanoke adopt a resolution in accordance with the requirements of Section
30-19.04(B) of the 1950 Code of Virginia, as amended, after holding a public hearing
with respect thereto where citizens shall have an opportunity to be heard in order that
legislation involving the designation of property to be exempted from taxation pursuant
to Article X, Section 6(a)(6) of the Constitution of Virginia may be presented to the
General Assembly of Virginia.
In compliance with Section 30-19.04(B) the following questions are submitted
for consideration:
1.
Whether the organization is exempt from taxation pursuant to
Section 501 (c)(3) of the Internal Revenue Code of 1954.
(A) Your Petitioner is exempt from taxation pursuant to
Section 501 (e)(3) of the Internal Revenue Code of 1954.
Whether a current annual alcoholic beverage license for serving
alcoholic beverages has been issued by the Alcohol Beverage
Control Board to such organization for such use on such property.
(B)
No annual alcoholic beverage license has been or will be
requested or issued for use on the referenced property.
Whether any director or officer of the organization has been paid
compensation in excess of reasonable allowances for salaries or
2
other compensation for personal services which such director or
officer actually renders.
(A)
No officers or directors of your Petitioner are paid
compensation in excess of reasonable allowances for
salaries or other compensation for personal services
actually rendered. Your Petitioner has four (4) salaried
employees none of whom are officers and only one of
whom is a director.
Whether any part of the net earnings of such organization inures
to the benefit of any individual and whether any significant
portion of the services provided by such organization is generated
by funds received by donations, contributions or local, state or
federal grants. As used in this subsection donations shall include
the providing of personal services or the contribution of in kind or
other material services.
No part of the net earnings of your Petitioner inures to the
benefit of any individual. A significant portion of the
services provided by your Petitioner has been generated by
local, state or federal grants, including grants by the City
of Roanoke, Roanoke County, City of Salem, City of
Covington and the Commonwealth of Virginia.
Whether the organization provides services for the common good
of the public.
Your Petitioner provides services for the common good of
the public in as much as it provides educational and
cultural opportunities to leam about the rich transportation
history of Virginia. In addition to on-site learning,
specific programs tailored to the Standards of Learning are
designed for school-aged children and offered to all
surrounding schools. Our mission is to preserve and
interpret the transportation heritage of the Commonwealth
by collecting, restoring and exhibiting significant artifacts
in order to serve and educate the citizens of Virginia. The
Museum has 52 pieces of rolling stock, automobiles,
trucks, carriages, and air artifacts as well as a Resource
Library and Archives. We are the repository for the
Association of American Railroad's entire collection of
photographs and slides.
o
Whether a substantial part of the activities of the organization
involves carrying on propaganda, or otherwise attempting, to
influence legislation and whether the organization participates in,
or intervenes in, any political campaign on behalf of any
candidate for public office.
Your Petitioner is not involved in propaganda, influencing
legislation or any political campaign on behalf of any
candidate for public office.
No rule, regulation, policy or practice of the organization
discriminates on the basis of religious conviction, race, color, sex
or national origin.
No rule, regulation, policy or practice of your Petitioner
discriminates on the basis of religious conviction, race,
color, sex or national origin.
The revenue impact to the locality and its taxpayers of exempting
the property.
(A) No significant impact is anticipated as a result of the
exemption, as the property is not currently on the Roanoke
City tax roles, being owned by Norfolk Southern
Corporation. In fact, we anticipate that the additional
acreage will provide much needed space for the Museum's
restoration work, enhancing the tax revenue of the City of
Roanoke by promoting and encouraging tourism and
economic development opportunities along Norfolk
Avenue.
Any other criteria, facts and circumstances which the governing
body deems pertinent to the adoption of such resolution.
The preservation and maintenance of the Museum's
significant rolling stock collection including two City
owned historic steam locomotives, the N&W 611 and
N&W 1218, has been our greatest challenge. This
collection has not been under cover in the Museum's
4
railyard and is rapidly deteriorating. To preserve this
collection, the Museum will accomplish one of two
objectives in July. The Museum will complete the
Robert B. Claytor and W. Graham Claytor, Jr. Pavilion
which will cover 3 railroad tracks and provide a protection
for the majority of the Museum's railside collection. This
Pavilion was built with funds from a 1994 Roanoke City
Bond Referendum matched by funds from a TEA-21 grant
provided by the Virginia Department of Transportation's
Enhancement Funds. The second objective is to build a
restoration facility separate from the Museum's main
facility which would give the Museum's Restoration
Department a safe, protective environment to restore,
preserve, and maintain its rail collection. The additional
land in this petition gives the Museum the land necessary
to build this facility. Within the past five years, City
government officials and downtown development
organizations have encouraged revitalization of this
previously bleak three block distance to the Museum by
building a linear, landscaped "Railwalk" between the
Museum and the City Market which features fountains,
public art an~d benches along its path. Previously empty
warehouses are being renovated, and landscaping around
public parking lots is providing an improved "visitor
friendly" landscape. We believe that the Virginia Museum
of Transportation will play a prominent role in the City's
continuing effort to improve its Norfolk Avenue
neighborhood. We believe that our efforts will not only
improve the quality of life for Roanoke City residents, but
will add to the tax revenues of the City by serving as a
destination for visitors to the Valley.
WHEREFORE, your Petitioner, Virginia Museum of Transportation, Inc.,
respectfully requests the Council of the City of Roanoke (1) that a resolution be
adopted pursuant to Section 30-19.04 of the Code of Virginia stating the provisions of
subsection B of that Code section have been examined and considered in conjunction
with this petition seeking the designation of property to be exempted from taxation
pursuant to Article X, Section 6(a)(6) of the Constitution of Virginia at a public hearing
at which citizens have had an opportunity to be heard and (2) that a recommendation be
made to the General Assembly that this real property of your Petitioner be designated
by a Section within Article IV, Section 58.1-3650 et seq. exempting this real property
of your Petitioner from taxation so long as your Petitioner is operated not for profit and
the property so exempt is used for the particular purposes of providing cultural,
educational and historical opportunities to the public relating to the transportation
history of the Commonwealth of Virginia.
Respectfully Submitted this ]c,~ day of June,
2002.
6
25'
SALE AREA: 1.4 AC.+
PROPOSED AREA FOR SALE
PROPOSED AREA FOR LEASE
EX/STING FENCE AREA
PROPOSED AREA TO BE REUNOUISHED BY VMT
PROPOSED PROPERTY UNE
...... NS PROPERTY UNE
'. 20' '1' 3~ I0~' _ __
- I T
NS i ~Z4CK 6' c~ rock
RETAWW6 WAa ~' I I I ~
SECTION A-A
50' 0
PRELIMINARY
FOR STUDY PUt'POSES ONLY
-: NORFOLK
i-''- . SOUTHERN
oFF,c~ oF T.,= ^'~ ,,,,~,U~',~. ~,~,o,.,~,,,'r - ^~,r~^, o~-
ROANOKE, VIRGINIA
PROPOSED CONVEYANCE OF I. AND TO
VIRGINIA MUSEUM OF TRANSPORTATION
" ' "VIR61NIA DMSlON J~' N-258
GLENN
FELDMANN
DARBY
GOODLA
210 1st Street S.W.
Suite 200
Post Office Box 2887
Roanoke, Virginia 24001
540.224.8000
Fax 540.224.8050
gfdg~gfdg.com
June 14, 2002
MARYELLEN F. G~IitJEI~E
Direct Dial (540) 224-8018
E-~il mgoodla~e~dg.com
J 14 P3:32
HAND DELIVERED
Ms. Mary F. Parker
Roanoke City Clerk
Roanoke City Council
215 Church Avenue, S.W.
Municipal Building, Room 456
Roanoke, Virginia 24011
Re:
Virginia Museum of Transportation: Petition for tax-exempt status for
1.4 acres adjacent to facility to be donated by Norfolk Southern
Corporation
Dear Mary:
I am enclosing an original and five copies of the Petition of the Virginia
Museum of Transportation, Inc. pertaining to its request to have property which
will be given to it by Norfolk Southern Corporation, be declared tax exempt.
Thank you very much for your assistance. By copy of this letter to Bill Carder,
Darlene Burcham and Bill Hackworth, I am forwarding each of them a copy of
the enclosed Petition.
Very truly yours,
Maryellen F. Goodlatte
MFG: lnh: 1432004
Enclosures
CC:
Virginia Museum of Transportation (w/enc.)
The Honorable William Carder (w/enc.)
Ms. Darlene L. Burcham (w/enc.)
William M. Hackworth, Esq. (w/eno.)
Date:
To:
From:
Subject:
July 17, 2002
Memorandum
! ClTY NIIGER,S nm = I
Darlene Burch~,~,~,i~ Manager
Vickie Tregub~'g, Budget/Management Analyst
Virginia Museum of Transportation (VMOT) - Tax Exempt Request
for 1.4 acre parcel of land donated by Norfolk Southern Corp.
Per the City Attorney, in 1997, VMOT sought City Council support of its petition
to the Virginia General Assembly. In the 1997 Acts of Assembly, Chapter 373,
the Virginia General Assembly designated that corporation as a cultural,
educational and historical organization and declared its real estate exempt from
local property taxation.
Both the City Attorney and the Commissioner of the Revenue concur that any
additional property acquired by the Museum would be covered by the 1997
action of the General Assembly. Therefore, there is no necessity for either the
City or the General Assembly to take further action with regard to additional
property acquired by the Museum.
I will contact the City Clerk's office regarding the petition submitted by VMOT on
June 12, 2002, and any necessary steps to be taken as a result of this
information.
Please feel free to contact me at 6403 if you have any questions or if you'd like
additional information.
C:
Barry Key, Director of Management and Budget
Alicia Stone, Budget Administrator
Building community and serving our customers with a commitment to our values
Honesty Respect Responsibility Teamwork
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File #169-322
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Mr. and Mrs. John S. Edwards
3745 Forest Road, S. W.
Roanoke, Virginia 24015
Dear Mr. and Mrs. Edwards:
I am enclosing two copies of Ordinance No. 35959-070102 granting a conditional permit
to allow for encroachment of a basketball goal approximately three feet into the public
right-of-way in front of the property located at 3745 Forest Road, S. W., and bearing
Official Tax No. 1390514; designating a play area pursuant to the provisions of
§46.2-932.A, Code of Virginia (1950), as amended, upon certain terms and conditions; and
dispensing with the second reading by title of this ordinance. Please note provisions
regarding insurance coverage and ordinance recordation on pages 2 and 3.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
· Sarah E. Fitton, Engineering Coordinator
H:V~genda.02XJuly 1,2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of July, 2002.
No. 35959-070102.
AN ORDINANCE granting a conditional permit to allow for the encroachment of a
basketball goal approximately three feet into the public right-of-way in front of the property
located at 3745 Forest Road, S. W., and bearing Official Tax No. 1390514; designating a
play area pursuant to the provisions of §46.2-932.A, Code of Virginia (1950), as amended,
upon certain terms and conditions; and dispensing with the second reading by title of this
ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. Permission is hereby granted the current owners, John S. and Catherihe D.
Edwards ("Permittee") and their grantees, assignees, or successors in interest, of the property
bearing Official Tax No. 1390514, otherwise known as 3745 Forest Road, S. W., within the
City of Roanoke, to permit an encroachment of a basketball goal approximately three feet
into the public right-of-way of Forest Road, S. W., as more fully described in a report of the
City Manager dated July 1, 2002.
2. Such license, granted pursuant to § 15.2-2011, Code of Virginia (1950), as
amended, shall be revocable at the pleasure of the Council of the City of Roanoke and subject
to all the limitations contained in the aforesaid § 15.2-2011.
3. It shall be agreed by the Permittee that, in maintaining such encroachment, the
Permittee and their grantees, assignees, or successOrs in interest shall agree to indemnify and
save harmless the City of Roanoke, its officials, officers and employees from all claims for
injuries or damages to persons or property that may arise by reason of the above-described
encroachment in the public right-of-way.
4. Permittee, their grantors, assigns or successor in interest shall for the duration
of this license maintain on file with the City Clerk's Office evidence of insurance coverage
in an amount not less than $300,000.00. This insurance requirement may be met by either
homeowner's insurance or commercial general liability insurance. The certificate of
insurance must list the City of Roanoke, its officers, employees, agents and volunteers as
additional insureds. Such certificate shall state that insurance may not be canceled or
materially altered without 30 days written advance notice of such cancellation or alteration
being provided to the City's Risk Manager.
5. Pursuant to the provisions of §46.2-932.A, Code of Virginia, the following
described portion of Forest Road is hereby designated as a play area, provided that such use
is limited to daylight hours and a minimum of four temporary traffic cones shall be in place
delineating the play area from adjacent right-of-way while in use as a play area:
Beginning on a point at the location of the basketball goal,
extending with a radius of thirty feet within the right-of-way of
Forest Road, S. W., and terminating at the property line of
Official Tax No. 1390514.
6. The City Clerk shall transmit an attested copy of this ordinance to John S. and
Catherine D. Edwards, 3745 Forest Road, S. W., Roanoke, Virginia 24015.
7. This ordinance shall be in full force and effect at such time as a copy, duly
signed, sealed, and acknowledged by John S. and Catherine D. Edwards has been admitted
to record, at the cost of the Permittee, in the Office of the Clerk of the Circuit Court of the
City of Roanoke and shall remain in effect only so long as a valid, current certificate
evidencing the insurance required in Paragraph 4 above is on file in the office of the City
Clerk.
8. Pursuant to § 12 of the Roanoke City Charter, the second reading by title of this
ordinance is hereby dispensed with.
ATTEST:
City Clerk.
ACCEPTED and EXECUTED by the undersigned this day of
,2002. '
John S. Edwards
Catherine D. Edwards
COMMONWEALTH OF VIRGINIA §
§ To-Wit:
CITY OF ROANOKE §
this
The foregoing instrument was acknowledged before me in my jurisdiction aforesaid
day of ., 2002, by John S. Edwards and Catherine D. Edwards.
My Commission expires:
Notary Public
Office of the City Manager
July 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable William H. Carder, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Encroachment into Public
Right-of-Way- Basketball
Goal at 3745 Forest Road, SW
Tax No. 1390514
The property owner at 3745 Forest Road, SW, John S. Edwards, has requested
permission to retain in place a basketball goal, which encroaches into the public right-
of-way.' See Attachment #1. The owner has also requested that Council designate a
portion of Forest Road as an area where play is permitted in the right-of-way, pursuant
to the provisions of Sec. 46.2-932A, Code of Virginia.
The encroachment extends approximately three (3') feet into the right-of-way of Forest
Road, and is approximately twelve (12') in height. The right-of-way of Forest Road at
this location is approximately fifty (50) feet in width. Liability insurance and indemnifica-
tion of City by the property owner shall be provided by the property owner as specified
in the attached exhibit. Evidence of such coverage shall be approved by the City's
Risk Manager. See Attachment #2.
Recommended Action(s):
Council adopt an ordinance, to be executed by the property owners, John S. and
Catherine D. Edwards, and recorded in the Clerk's office of the Circuit Court for the City
of Roanoke, granting a revocable license to the property owners at 3745 Forest Road,
SW, to allow the basketball goal that encroaches into the right-of-way of Forest Road,
SW, to remain, and designating a portion of Forest Road as a play area, restricted to
usage during daylight hours, and defined by a minimum of four temporary traffic cones.
Room 364 Municipal South 215 Church Avenue, S,W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
The Honorable Mayor and Members of Council
July 1,2002
Page 2
Said play area shall be described as an area beginning on a point at the location of the
basketball goal, extending with a radius of thirty feet within the right-of-way of Forest
Road, SW, and terminating at the property line of Tax No. 1390514.
Respectfully submitted,
City Manager
DLB/SEF
Attachments
C:
William M. Hackworth, City Attorney
Mary F. Parker, City Clerk
Jesse A. Hall, Director of Finance
Sarah E. Fitton, Engineering Coordinator
CM02-00147
Attachment #1
M.~v 23,"
Darlene L. Burcharn
· Manal~cr, (.'iq' efReanok~
Church Ave~
R~m 364
Ro~o~e, VA 2461 [.159]
R.k;: Your [c~tcr ¢~t$.a.~uary, I$, 2002
Dear Mu. Butchmn:
This ,~itl
~r,e to ~ply Io )'our letter *l('3anuarv [g, 2~2 ~s~nding to my rorer to L~'
Mtmix. Censr~tron ['eclmical gu~[~or, da~ J~ 2, 2~2 md aim lo Lar~' A. Minnix'~
letter of May La, 2~2 rcq~sting ~ovaJ of my ~LI g~[ or a~licadon to Ciw Courtt-[]
~)r t~ ~ to ~m~n. ' '
As [ have p~¥i.usly holed, the b~ketl~l[ goaL in q~sd~]n h~ bc~ a beelHit
~i~horhood for alme~ twe]v¢ ~ now ~d is located ~ t~ dc~ cad oflhe mad. Th~,nly
far play ~ d~e neigh~rhood for m~y ye~. It ts. ia r~t. a BOOd I~adofl tbr chiL~n
~kethal[. Given ~h~ limited r~c~atio~ ~ponu~t~es available, L~ ci~' should encou[age,
AK ~.c11.1 welL know. tttere h~,'¢ Ix'ca absolutely no complaints h~ th= aJm~l.~t two-lye year~
ti'om my,me coaching d)is b~ll g~L. [du no[ ~ti¢,~ tMt :t c~ b~ comid~d "an
obs~ctiun" of a~), strte~, ~[ey or ~idc~lk oft~ city in any ordi~' ~en~ ui'~c ~. Nor
tt locate4 un the ~r¢¢:, bu~ rMher on thc ~a which ~ mainuin. [ mmam p~ted [bar
wott[~ o~er city employs to ~nd v~uabic time "c~v~iag" the city I~kJag f¢~
goaJ~ to take down nbs<at a pmicular comp[ajar.
~inc'c you i~r~i~[ m IhJs matTsr, please consider this letter m~ petition [o L'itv Council ][rr
whatc~r ¢oa~kiunul ~it may ~ ~ui~d under ~ ] 5.2-2011 of the Ct~e of Vi~tma. as
~cndcd, to "~lJ1}it vxisring cncr~c~ertts". ~d ~a~nt to ~46 2-932A ol'[hc C,ldc of
Vi~inia. &~ amended, to designate this a:ca oY Forest Road as one where play is pe~ifled.
rear y~ur cih' ¢~ew.~ will not misT~crt[.~ ~m~]¥e thc basketbuJl I?,1 ~r od)¢rwise
W'c would i~t~'[[e any mcntl~r oY Cuua,-~l m vicw lhe Jocmio~ ~1: r.~rs baske[ba]J ~o'aJ
should an,~. member wJ3h [o LI.{~ .~o. "
[ )ook fbrw'ard ro Itcarmg t~om ;'ou concerning th~ pc[~tiL)n I0 £',:~' C~Ur&C'i] pur.~uani In
Lhc ah(wc ,'¢t~;~'c]3ced pn3¥L~i~ns of the C~xLe hr' ¥irE. inia,
JSF:~rb
~ob~t 5. Edwal-ds
W*ilbam M. ] lack we)nil,,
Mayer and I~'~ember~ o~'Roanoke (.'i~y
C'iry Council ~¢mbers Elect
Lan?. A. Mirmix
Attachment #2
INSURANCE REQUIREMENTS
FOR ENCROACHMENTS IN RIGHT-OF-WAY
RESIDENTIAL
Owner shall obtain liability insurance coverage with respect to claims arising out of the
encroachment into the right-of-way. The amount of such insurance shall not be less than
$300,000. This insurance requirement may be met by either homeowner's insurance or
commercial general liability insurance.
Owner shall name the City, its officers, agents, employees, and volunteers as additional
insured as its interests may appear on the above policy. Such coverage shall not be
canceled or materially altered except after thirty (30) days prior written notice of such
cancellation or material alteration to the City Engineer of the City of Roanoke.
Owner shall indemnify and save harmless the City of Roanoke, its officials, officers and
employees, from all claims for injuries or damages to persons or property that may arise by
reason of the encroachment over public right-of-way.
I:~WPDOCS~REPORTS~I ENC-RES.ATT
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va, us
July 8, 2002
File #169-322
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Mr. and Mrs. James V. Revercomb, Jr.
2908 Carolina Avenue, S. W.
Roanoke; Virginia 24014
Dear Mr. and Mrs. Revercomb:
I am enclosing two copies of Ordinance No. 35960-070102 granting a revocable license
to permit an encroachment of a retaining wall approximately twenty-four (24) feet into the
public right-of-way in front of the property located at 2908 Carolina Avenue, S. W., and
bearing Official Tax No. 1070502, upon certain terms and conditions; and dispensing with
the second reading of this ordinance by title. Please note provisions regarding insurance
coverage and ordinance recordation on pages 2 and 3.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Sarah E. Fitton, Engineering Coordinator
H:X, Agenda.02XJuly 1, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The ist day Of July, 2002.
No. 35960-070102.
AN ORDINANCE granting a revocable license to permit an encroachment of a
retaining wall approximately twenty-four (24) feet into the public fight-of-way in front of the
property located at 2908 Carolina Avenue, S.W., and bearing Official Tax No. 1070502,
upon certain terms and conditions; and dispensing with the second reading of this ordinance
by title.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. Permission is hereby granted the current owners, James V. Revercomb, Jr. and
Denise C. Revercomb ("Licensee") and their grantees, assignees, or successors in interest, of
the property bearing Official Tax No. 1070502, otherwise known as 2908 Carolina Avenue,
S.W., within the City of Roanoke, to permit an encroachment of a retaining wall between
twelve (12) inches and forty-eight (48) inches in height and approximately twenty-four (24)
feet into the public fight-of-way of Carolina Avenue, S.W., as more fully described in the
City Manager's letter to Council dated July 1, 2002
2. Said license, granted pursuant to {}15.2-2010, Code of Virginia (1950), as
amended, shall be revocable at the pleasure of the Council of the City of Roanoke and subject
to all the limitations contained in the aforesaid {} 15.2-2010.
3. It shall be agreed by the Licensee that, in constructing and maintaining such
encroachment, the Licensee and their grantees, assignees, or successors in interest shall agree
to indemnify and save harmless the City of Roanoke, its officials, officers and employees
from all claims for injuries or damages to persons or property that may arise by reason of the
above-described encroachment in the public right-of-way.
4. Licensee, their grantors, assigns or successor in interest shall for the duration of
this license, maintain on file with the City Clerk's Office evidence of insurance coverage in
amounts not less than $300,000.00. This insurance requirement may be met by either
homeowner's insurance or commercial general liability insurance. Certificate of insurance
must list the City of Roanoke, its officers, employees, agents and volunteers as additional
insureds, Certificate shall state that insurance may not be canceled or materially altered
without 30 days written advance notice of such cancellation or alteration being provided to
the City Manager of the City of Roanoke.
5. The City Clerk shall transmit an attested copy of this ordinance to James V.
Revercomb, Jr. and Denise C. Revercomb, 2908 Carolina Avenue, S.W., Roanoke, Virginia
24014.
6. This ordinance shall be in full force and effect at such time as a copy, duly
signed, sealed, and acknowledged by James V. Revercomb, Jr. and Denise C. Revercomb,
has been admitted to record, at the cost of the Licensee, in the Office of the Clerk of the
Circuit Court of the City of Roanoke and shall remain in effect only so long as a valid,
current certificate evidencing the insurance required in Paragraph 4 above is on file in the
office of the City Clerk.
ATTEST:
City Clerk.
ACCEPTED and
,2O
EXECUTED by the
undersigned this
day
of
James V. Revercomb, Jr.
Denise C. Revercomb
COMMONWEALTH OF VIRGINIA
§ To-Wit:
The foregoing instrument was acknowledged before me in my jurisdiction afo~;esaid
this day of ,20 by James V. Revercomb, Jr. and Denise C.
Revercomb. '
My Commission expires:
Notary Public
Client#: 525038 32REVERJAM1
PRODUCER
CERTIFICATE OF LIAB
BB&T - Chaney Thomas
305 First Street Suite 200
PO Box 1600
Roanoke, VA 24007
INSURED
James V. Revercomb Jr& Denise Revercomb
2908 Carolina Avenue
Roanoke, VA 24014
COVERAGES
LITY INSURANCE I08121102DATE M D Y'
THIS CERTIFICATE IS ISSUED AS A MA3'I'ER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE
INSURER A: Cincinnati Insurance Company
INSURER B:
INSURER C:
INSURER D:
INSURER E:
THE POLICIES Of INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
NSR
POMCY EFFECTIVE POMCY EXPIRATION EACH OCCURRENCE
LTR TYPE OF INSURANCE POLICY NUMBER DATE (MM/DD/YY) DATE (MM/DD/YY) LIMITS
A GENERAL LIABILITY HR8266939 10/24/01 10/24/04 ~500,000
0M ERCIAL GENERAL LIABILITY ~ -
~.. ~.~ CLAIMS MADE ~ OCCUR , /FIRE DAMAGE (Any °ne fire)
X~P_ersonal Liab. J MED EXP (Any one person) $2,000
X~~~ PERSONAL & ADV INJURY S
GENERAL AGGREGATE
GEN'L AGGREGATE LIM IT APPLIES PER:/
~ POLICY ~JE(~TPRO- r~ LOC/ PRODUCTS-COMP/DP AGG $ __
AUTOMOBILE LIABILITY
COMBINED SINGLE LIMIT
__ J ANY AUTO (La accident) $
__ ALL OWNED AUTOS / -- --
BODILY INJURY
_ SCHEDULED AUTOS (Per person) $
HIRED AUTOS
BODILY INJURY
NON-OWNED AUTOS (Per accident) $
PROPERTY DAMAGE
(Per accident) $
GARAGE UABILITY
ANY AUTO i OTHER THAN E~A ACC $
AUTO ONLY:
AGG $
EXCESS LIA.ILITY
--7 OCCUR ~ CLAIMS MADE EACH OCCURR~E_NCE $
-- AGGREGATE $
DEDUCTIBLE $
RETENTION $ $
WORKE. COMPENSATION AND i i WDSTATU- $
EMPLOYERS' LIABILITY TORY LIMITS ,
II / E.L EACH A~.CIDENT , $
E.L. DISEASE - EA EMPLOYEE1 $
OTHERE.L. DISEASE - POLICY LIMIT / $
DESCRIPTION OF OPERATIIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS
CERTIFICATE HOLDER I r 'a'r)DmONALINSURED;INSURERLt-ITt:R: CANCel I ATION
I SHOULD .N~YOF TH E ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE TH E EXPIRATION
City of Roanoke It's Officers, DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TOMAIL'[{~ DAYSWRrI'FEN
Employees, Agents & Volunteers NOTICETOTHE CERTIFICATE HOLDERN.N~IED TOTHE LEFT, BUTFAJLURE TODOSOSHALL
215 Church Ave S.W. Room # 456 IM POSE NO OBLIGATION OR LIABILITY OF ANY KiND UPON TH E INSURER,ITS AGENTS OR
Roanoke, VA 24011-1536 REPRESENTATIVES.
AU.~SENT~ ~
ACORD 25-S (7/97) t nf ~
MDA e ACORD CORPORATION 198~
Office of the City Manager
July 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable William H. Carder, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Encroachment into Public
Right-of-Way- Retaining Wall
at 2908 Carolina Avenue, SW
Tax No. 1070502
The property owner at 2908 Carolina Avenue, SW, James V. Revercomb, Jr., has
requested permission to maintain a retaining wall currently under construction along his
driveway, which encroaches into the public right-of-way. See Attachment #1.
The encroachment extends approximately twenty-four feet into the right-of-way of
Carolina Avenue, and varies in height between 12" and 48". See Attachment #2 for
photograph. The right-of-way of Carolina Avenue at this location is approximately
eighty (80) feet in width. There are several similar retaining walls on this side of
Carolina Avenue. Liability insurance and indemnification of City by the property owner
shall be provided by the property owner as specified in the attached exhibit, subject to
approval of the City's Risk Manager. See Attachment #3.
Recommended Action(s):
Council adopt an ordinance, to be executed by the property owners, James V. and
Denise C. Revercomb, and recorded in the Clerk's office of the Circuit Court for the City
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
The Honorable Mayor and Members of Council
July 1,2002
Page 2
of Roanoke, granting a revocable license to the property owners at 2908 Carolina
Avenue, SW, to allow the retaining wall that encroaches into the right-of-way of Carolina
Avenue, SW, to remain.
DLB/SEF
Attachments
Respectfully submitted,
Darlene L. ~
City Manager
C:
William M. Hackworth, City Attorney
Mary F. Parker, City Clerk
Jesse A. Hall, Director of Finance
Sarah E. Fitton, Engineering Coordinator
CM02-00151
To: City of Roanoke, Sarah Fitton - Engineering Dept.
Subject: Encroachment Permit
Attachment 1
I would like to obtain an encroachment permit for a retaining wall
at 2908 Carolina Ave. which is built partly on the city right of
way. The wall is used to retain soil along a new driveway entrance.
The overall length of the wall is about 42 feet of which about 24
feet are on the city right of way. The height ranges from 18 inches
to 52 inches. If the permit is approved I would agree to provide the
required insurance and name the city as an additional insured as
well as provide any documents or signatures releasing the city of
any liability or maintenance responsibilities. Thank you for your
consideration. Please let me know if you need any additional
information.
Sincerely,
Jim Revercomb
Jim Revercomb
RevCar Fasteners, Inc.
A division of the W~rth Group
P.O. Box 345 Roanoke, VA 24003
Direct: (540) 561-6565 Fax: (540) 561-6577
Email: jrevercomb@revcar.com
Subject Retaining Wall
Attachment 2
Nearby Retaining Wall
ATTACHMENT 3
INSURANCE REQUIREMENTS
FOR ENCROACHMENTS IN RIGHT-OF-WAY
RESIDENTIAL
Owner shall obtain liability insurance coverage with respect to claims arising out of the
encroachment into the right-of-way. The amount of such insurance shall not be less than
$300,000. This insurance requirement may be met by either homeowner's insurance or
commercial general liability insurance.
Owner shall name the City, its officers, agents, employees, and volunteers as additional
insured as its interests may appear on the above policy. Such coverage shall not be
canceled or materially altered except after thirty (30) days prior written notice of such
cancellation or material alteration to the City Engineer of the City of Roanoke.
Owner shall indemnify and save harmless the City of Roanoke, its officials, officers and
employees, from all claims for injuries or damages to persons or property that may adse by
reason of the encroachment over public right-of-way.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
July 8, 2002
File #2-60-379
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Dadene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 35962-070102 providing for acquisition of certain
interests in property needed by the City for the final phase of the Lick Run Greenway
Project; setting a certain limit on acquisition costs of such property rights; providing for the
City's acquisition of such property rights by condemnation, under certain circumstances;
and authorizing the City to make motion for the award of a right of entry on the property for
the purpose of commencing the project, and dispensing with the second reading by title
of this ordinance.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc: Elizabeth H. Belcher, Greenway Coordinator, Roanoke
Commission, P. O. 29800, Roanoke, Virginia 24018
Jesse A. Hall, Director of Finance
Sarah E. Fitton, Engineering Coordinator
H:'xAgenda.02~uly 1, 2002 correspondence.wpd
Valley
Greenway
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of July, 2002.
No. 35962-070102.
AN ORDINANCE providing for the acquisition of certain interests in property needed by the
City for the final phase of the Lick Run Greenway Project; setting a certain limit on the acquisition
costs of such property fights; providing for the City's acquisition of such property fights by
condemnation, under certain circumstances; authorizing the City to make motion for the award of
a right of entry on the property for the purpose of commencing the project; all upon certain terms and
conditions; and dispensing with the second reading of this ordinance by title.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. To provide for the final phase of the Lick Run Greenway Project, the City wan.ts and
needs certain fee simple interests, permanent and temporary construction easements, and/or fights
ofif~gress, and licenses or permits, subject to a satisfactory environmental site inspection, as set forth
in the report and attachments thereto in the City Manager's letter to this Council dated July 1, 2002.
The proper City officials are authorized to take appropriate action to acquire the necessary property
rights for the City from the respective owner or owners for such consideration as the City Manager
deems appropriate, subject to certain limitations and subject to the applicable statutory guidelines.
All requisite documents shall be approved by the City Attorney.
2. A public necessity and use exists for the acquisition of said property and immediate
acquisition by purchase or condemnation is necessary and expedient.
3. The City Manager is directed to offer on behalf of the City to the owner of the
property such consideration as she deems appropriate; provided, however, the total consideration
offered or expended and any and all necessary closing costs, including but not limited to appraisal,
title reports, preparation of necessary documents and recordation costs, shall not exceed $100,000.00
without further authorization of Council. Upon the acceptance of an offer and upon delivery to the
City of deeds, approved as to form and execution by the City Attorney, the Director of Finance is
directed to pay the consideration to the owner or owners, certified by the City Attorney to be entitled
to the same.
4. Should the City be unable to agree with the owner or owners of the real estate
identified above, or should any owner or owners be a person under a disability and lacking capacity
to convey such interest or should the whereabouts of the owner or owners be unknown, the City
Att0mey is authorized and directed to institute condemnation or legal proceedings to acquire for the
City the property rights identified above.
5. In seeking or conducting any condemnation proceeding, the City Attorney is
authorized to make a motion on behalf of the City for entry of an order, pursuant to {}25-46.8 or
{}33.1-120, etseq, Code of Virginia (1950), as amended, granting to the City the right to enter upon
the property for the purpose of commencing the project. The Director of Finance, upon request of
the City Attorney, shall be authorized and directed to draw and pay into court the sums offered to
the respective owner or owners.
6. Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
H:\ORDINANC~\O-Acq- LickRunGreenway070102. wpd
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
July 8, 2002
File #2-60-379
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 35961-070102 amending and reordaining certain
sections of the 2002-03 Capital Projects Fund Appropriations, providing for appropriation
of $875,000.00, in connection with acquisition of property rights with regard to the Lick Run
Greenway Project, and dispensing with the second reading by title of this ordinance.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Dadene L. Burcham, City Manager
Sarah E. Fitton, Engineering Coordinator
Barry L. Key, Director, Office of Management and Budget
H:~Agenda.02XJuly 1, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of July, 2002.
No. 35961-070102.
AN ORDINANCE to amend and reordain certain sections of the 2002-2003
Capital Projects Fund Appropriations; and dispensing with the second reading by title of
this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that certain sections of
the 2002-2003 Capital Projects Fund Appropriations, be, and the same are hereby,
amended and reordained to 'read as follows, in part:
Appropriations
Recreation
Lick Run Greenway (1) .....................................
Revenues
$ 27,753,541
1,000,110
Intergovernmental
L. ick Run Greenway (2) .....................................
1 ) Appropriated from
State Grant Funds
2) Lick Run Greenway -
TEA21
(008-530-9754-9007)
(008-530-9754-9690)
$ 875,000
$875,OOO
$ 3,525,556
875,000
Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
Office of the City Manager
July 1,2002
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable William H. Carder, Council Member
Honorable M. Rupert Cutler, Council Member
Honorable Alfred T. Dowe, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Property Rights Acquisition for Lick
Run Greenway Project
The Lick Run Greenway is a part of the citywide greenway system which was identified in the City's
comprehensive plan, Roanoke Vision 2001, as a potential greenway corridor and is supported by the
citizens of Roanoke. Each portion is being constructed as funds become available. Two phases of
construction have been completed. The final phase will extend the Greenway from Court Street to Hotel
Roanoke. The design of the project is sufficiently complete to identify the property rights necessary for
construction.
Authorization is needed to move forward with procurement of title work, appraisals, and document
preparation related to acquisition of the necessary property rights. See Attachment 1 for a list of properties
affected.
The projected cost for acquisition of the necessary property rights is approximately $100,000, which will
be funded through two VDOT TEA-21 grants totaling $875,000.
Recommended Action:
Authorize the City Manager and City Attorney to take all steps necessary to acquire all property dghts as
shown on the attached list. Said property rights may be acquired by negotiation or eminent domain, and may
include fee simple, permanent easements, permanent access easements, temporary construction
easements, rights of way, licenses or permits, etc., subject to a satisfactory environmental site inspection.
Appropriate $875,000 to the Lick Run Greenway project account no. 008-530-9754, and establish a
revenue estimate in the amount of $875,000 for the VDOT TEA-21 grant funds.
DLB/sef
City Manager
Attachments
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Sarah E. Fitton, Engineering Coordinator
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591
CityWeb:www. ci.roanoke.va.us
#CM02-00134
(540) 853-2333 lAX (540) 853-1138
Attachment #1
5014010
AVENUE
3012904
WELLS
5012905
3015501
5015601
AVENUE
LICK RUN
GREENWAY
1 SCALE: 1"= 100'
Attachment #2
~2~01
-ON
AVENUE
Attachment #3
2022204
2022207
2022205
2022208
5022820
Attachment ~4
2~
DOUGL
2031801
Attachment #5
2031801
\
\ 2031801
2031801
705
Attachment #6
2050706
2050401
Attachment #7
2232222
2232229
I-r1
2030103
2030104
2030;03
7
2130418
2130~-18
Attachment #8
~'R3O6o~
S
2230611
22306
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
July 8, 2002
File #79-277
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 35964-070102 authorizing execution of an
amendment to the Downtown Service District Services Agreement between the City of
Roanoke, Virginia, and Downtown Roanoke, Inc., to provide for elimination of the City's
annual direct costs fee, which is currently $2,000; and authorizing the City Manager to take
such further action as is necessary to implement and administer the terms of the
amendment.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc: David A. Diaz, President, Downtown Roanoke, Inc., 213 Market Street, S. W.,
Roanoke, Virginia 24011
The Honorable Sherman A. Holland, Commissioner of the Revenue
Jesse A. Hall, Director of Finance
Elizabeth A. Neu, Director of Economic Development
Robert K. Bengtson, Director, Public Works
Frank W. Decker, III, Solid Waste Management Operations Superintendent
H:L~genda.02~July 1,2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The lsl: day of July, 2002.
bio. 35964-070102.
A RESOLUTION authorizing the execution of an .amendment to the Downtorm
Service District Services Agreement between the.. City of Roanoke, Virginia, and
Downtown Roanoke, Inc. (DRI), that will provide for the elimination of the City's annual
direct costs fee, which is currently $2,000; and authorizing the City Manager to take suck
further action as is. necessary to.implement and administer the terms of such amendment.
BE IT RESOLVED'by the Council.of the City of Roanoke as follows: .
1. The City Manager and the City Clerk are authorized to execute and to
attest, respectively, an amendment to the Downtown Service District Services Agreement
between the City and Downtown Roanoke, Inc., dated July 1, 2001, which will provide
for the elimination of the City's annual direct costs fee, which is currently $2,000.
2. The amendment shall be substantially similar to the one attached to the
City Manager's letter to this Council dated July 1, 2002, and shall be approved as to form
by the City Attorney.
3. The City Manager is also authorized to take such further action as maybe
necessary to implement and administer the terms of the amendment referred to above.
ATTEST:
City Clerk
H:~Measures~lowntown service clletrlct 2002-2003.doe
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
July 8, 2002
File #79-277
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 35963-070102 amending and reordaining subsection
(a) of §32-102.3, Purposes of tax, of Division 6, Downtown Service District, of Article II,
Real Estate Taxes Generally, of Chapter 32, Taxation, of the Code of the City of Roanoke
(1979), as amended, to eliminate the requirement of charging the costs of collecting,
accounting for and administering the tax against the revenues derived from such tax; and
dispensing with the second reading of this ordinance, effective retroactively to July 1,2001.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc:
The Honorable Richard C. Pattisall, Chief Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Diane McQ. Strickland, Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Clifford R. Weckstein, Judge, Twenty-Third Judicial Circuit of
Virginia
H:~Agenda.02XJuly 1,2002 correspondence.wpd
Darlene L. Burcham
July 8, 2002
Page 2
pc:
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
District Court
The Honorable
District Court
The Honorable
Court
Robert P. Doherty, Judge, Twenty-Third Judicial Circuit of Virginia
Jonathan M. Apgar, Judge, Twenty-Third Judicial Circuit of Virginia
James R. Swanson, Judge, Twenty-Third Judicial Circuit of Virginia
Julian H. Raney, Jr., Chief Judge, General District Court
George W. Harris, Jr., Judge, General District Court
Vincent A. Lilley, Judge, General District Court
William D. Broadhurst, 'Judge, General District Court
Jacqueline F. Ward Talevi, Judge, General District Court
John B. Ferguson, Chief Judge, Juvenile and Domestic Relations
Joseph M. Clarke, II, ;Judge, Juvenile and Domestic Relations
Philip Trompeter, Judge, Juvenile and Domestic Relations District
The Honorable Joseph P. Bounds, Judge, Juvenile and Domestic Relations District
Court
The Honorable Sherman A. Holland, Commissioner of the Revenue
Sheila N. Hartman, Assistant City Clerk, (For transmittal by electronic mail to
Municipal Code Corporation)
Raymond F. Leven, Public Defender, 210 First Street, S. W., Roanoke, Virginia
24011
Ronald S. Albright, Clerk, General District Court
David C. Wells, Clerk, Juvenile and Domestic Relations District Court
Peggy B. Stewart, Office of the Magistrate
Michael R. Meise, Law Librarian
David A. Diaz, President, Downtown Roanoke, Inc., 213 Market Street, S. W.,
Roanoke, Virginia 24011
Jesse A. Hall, Director of Finance
Elizabeth A. Neu, Director of Economic Development
Robert K. Bengtson, Director, Public Works
Frank W. Decker, III, Solid Waste Management Operations Superintendent
H:L&genda.02~July 1,2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of July, 2002.
No. 35963-070102.
AN ORDINANCE amending and reordaining subsection (a) of {}32-102.3,
of Division 6, Down. town Service District, of Article II, Real Estate Taxes Generally, of Chapter 32,
Taxation, of the Code of the City 0fRoanoke (1979), as amended, to eliminate the requirement of
charging the costs of collecting, accounting for and administering the tax against the revenues derived
from such tax; and dispensing with the second reading of this ordinance, effective retroactively to July
2001.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. Subsection (a) of Section 32-102.3, Purposes of tax, of Division 6, Downtown
Service District, of Article II, Real Estate Taxes Generally, of Chapter 32, Taxation, of the Code of
the City of Roanoke (1979), as amended, is hereby amended and reordained, effective retroactively to
Sulk. 1, 2001, to read and provide as follows:
§32-102..3.
(a)
Taxes collected pursuant to this division shall be levied for and used to
provide additional governmental services not .being offered uniformly
throughout the entire city, including, but not limited to, economic and
business development and promotional activities inteoded to foster
· business retention, business .recruitment and developer recruitment;
planning for the dovolopment or revitalization of downtown and for the
transportation and public facility and public space needs of downtown;
and those public purposes enumerated in section 15.2-2403, .Code of
V'~ginia (1950), as amended.
2. Pursuant to the provisions of Section 12 of the Ci.ty Charter, the second reading of
this ordinance.by title is hereby dispensed with.
ATTEST:
City Clerk.
2
Office of the Ci~ Manager
July 1,2002
The Honorable Ralph K. Smith, Mayor
The Honorable C. Nelson Harris, Vice Mayor
The Honorable William D. Bestpitch, Council Member
The Honorable William H. Carder, Council Member
The Honorable M. Rupert Cutler, Council Member
The Honorable Alfred T. Dowe, Council Member
The Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Amendment to Downtown
Service District Services
Agreement
On July 2, 2001, the City of Roanoke authorized the City Manager to execute a
Downtown Service District Services Agreement between the City of Roanoke and
Downtown Roanoke, Inc. for a period of five years. Paragraph 3.7,
Disbursements to DRI, states the net revenue collected from the additional
service district tax, less the City's annual direct costs, will be presented to DRI in
return for providing promotional services within the downtown district.
The proposed amendment will eliminate the City's annual direct costs fee, which
is currently $2,000, allowing additional funds for promotion and development.
Such amendment will be effective for the 2001-2002 fiscal year and in the future. ·
Section 32-102.3 (a) of the Code of the City of Roanoke (1979), as amended,
needs to be amended to eliminate the requirement that the "Costs of collecting,
accounting for and administering the tax provided for by this division shall be a
charge against revenues derived from such tax."
Recommendation:
Authorize the City Manager to execute an amendment to the Downtown Service
District Services Agreement between the City of Roanoke and DRI for a period
ending June 30, 2006, that is substantially similar to the one attached hereto;
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
Mayor Smith and Members of City Council
Page 2
July 1,2002
such amendment to be approved as to form by the City Attorney. Furthermore,
authorize the City Manager to take such further action as is necessary to
implement and administer such amendment.
Amend Section 32-102.3(a) of the Code of the City of Roanoke (1979), as
amended, by deleting the last sentence, which reads, "Costs of collecting,
accounting for and administering the tax provided for by this division shall be a
charge against revenues derived from such tax."
Dadene L. Burcham
City Manager
DLB:Isb
Attachments
C~
Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Mary F. Parker, City Clerk
Sherman Holland, Commissioner of the Revenue
Beth Neu, Director of Economic Development
CM02-0129
AMENDMENT NO. 1
TO
DOWNTOWN SERVICE DISTRICT
SERVICES AGREEMENT
THIS AMENDMENT No. 1 to the Downtown Service District Services
Agreement is made this ~ day of July, 2002, by and among the CITY OF
ROANOKE, a municipal corporation of the Commonwealth of Virginia (the "City")
and the Downtown Roanoke, Inc., a corporation organized and existing under
the laws of the Commonwealth of Virginia (the "DRI").
WITNESSETH:
WHEREAS by Agreement dated July 1, 2001, the City and the DRI
entered into the Downtown Service District Services Agreement relating to
promotion and development of the Downtown Service District, and to certain
services to be performed by the DRI in connection therewith; and
WHEREAS, the parties now desire to amend the July 1,2001, Agreement,
by deleting the words "...less the City's direct costs incurred in collecting and
administering such receipts as provided by § 32-102.3, Code of the City of
Roanoke, currently charged at $2000. It is contemplated that the $2000 charge
will not increase during the term of this Agreement," from Paragraph 3.7 (a),
Disbursements to DRI, to eliminate the fee charged by the City, as currently
contained in the Agreement.
THEREFORE, in consideration of the above premises, and other good
and valuable consideration, the receipt of which is hereby acknowledged, the
City and DRI agree as follows:
Paragraph 3.7. Disbursements to DRI (a), contained in the July 1,
2001, Agreement is hereby changed to read, "For purposes of this
section, the phrase "actual net revenues" shall mean actual tax
receipts to the City under § 32-102.1, Code of the City of Roanoke. In
no year shall total payments to DRI exceed actual net revenues for the
year. This amendment shall be effective for the City's 2001-2002 fiscal
year and in the future.
Except as changed or modified herein, the conditions, terms and
obligations of the July 1,2001, Agreement shall remain unchanged in
all other respects.
WITNESS the following signatures and seals:
ATTEST:
CITY OF ROANOKE
Mary F. Parker, City Clerk
By.
Darlene L. Burcham, City Manager
ATTEST:
DOWNTOWN ROANOKE, INC.
By.
Secretary
By
President
Appropriation and Funds Required
For this Agreement Certified:
APPROVED AS TO FORM
Director of Finance
City Attorney
Date Account Number
APPROVED AS TO EXECUTION
City Attorney
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File #202-209-472
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Bill Mitchell, Document Solutions Executive
XEROX Corp.
3800 Electric Road, S. W., Suite 406
Roanoke, Virginia 24018
Dear Mr. Mitchell:
I am enclosing copy of Resolution No. 35965-070102 accepting the bid of Xerox Corp., and
authorizing the City Manager to execute an agreement with Xerox Corp., for lease of multi-
functional printer/copiers to be placed throughout the municipal building over a five year
period, in the amount of $601,460.00; and rejecting all other bids received by the City.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Jeffrey H. Powell, Director, General Services
Robert H. Bird, Acting Purchasing Manager
Barry L. Key, Director, Management and Budget
Joe D. Slone, Director, Department of Technology
H:~,genda.02XJuly 1,2002 correspondenc, c.wpd
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 240 i 1-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va, us
July 8, 2002
File #202-209-472
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Donna Castleberry, Commercial Account Executive
Pitney Bowes Office Systems
2965 Colonnade Drive, Suit6 110
Roanoke, Virginia 24018
Dear Ms. Castleberry:
I am enclosing copy of Resolution No. 35965-070102 accepting the bid of Xerox Corp., and
authorizing the City Manager to execute an agreement with Xerox Corp., for lease of
multi-functional printer/copiers to be placed throughout the municipal building over a five
year period, in the amount of $601,460.00; and rejecting all other bids received by the City.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
On behalf of the City of Roanoke, thank you for submitting your bid on the abovedescribed
equipment.
MFP:mh
Enclosure
Sincerely,
Mary F. Parker, CMC
City Clerk
H:L4genda.02kluly 1, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of July, 2002.
No. 35965-070102.
A RESOLUTION accepting the bid of Xerox Corporation and authorizing the City Manager
to execute an agreement with Xerox Corporation for the lease of multi-functional printer/copiers to
be placed throughout the municipal building, upon certain terms and conditions; and rejecting all
other bids made for such items.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The bid submitted by the Xerox Corporation to lease multi-function printer/copiers
to the City over a five year period at a total cost of $601,460.00, is hereby ACCEPTED.
2. The City Manager and City Clerk are hereby authorized to execute and attest,
respectively, a lease agreement with the Xerox Corporation for the lease of multi-func'tional
prin. ter/copiers to be placed throughout the municipal building over a five year period at a total cost
of $601,460.00 and as further stated in the City Manager's letter to Council dated July 1, 2002. Such
lease agreement to be upon form approved by the City Attorney.
3. Any and all other bids made to the City for the aforesaid item 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.
ATTEST:
City Clerk.
H: \ORDINA-~C F.S\O-XEROX070102 DOC
approved by the City Attorney, and substantially similar to the one attached to the City
Manager's letter mentioned above.
3. Any and all other proposals made to the City for the aforesaid services are hereby
REJECTED, and the City Clerk is directed to notify each such offeror and to express to each the
City's appreciation for such proposal.
4. The City Manager is further authorized to take such further action and execute
such further documents as may be necessary to implement and administer such contract.
5. Pursuant to §12 of the Roanoke City Charter, the second reading by title
paragraph of this ordinance is hereby dispensed with.
ATTEST:'
City Clerk.
H 5AM ISCXo-lancorparking. 1 .doc
Office of the City Manager
July 1,2002
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Ralph K. Smith, Mayor
C. Nelson Harris, Vice Mayor
William D. Bestpitch, Council Member
William H. Carder, Council Member
Rupert M. Cutler. Council Member
Alfred T. Dowe, Council Member
Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Bid Award
Multi-Functional Printer/Copier
Department of Technology
#gM02-00152
Background:
This is a multi-phase project to replace copiers, desktop printers', and fax machines
throughout the Municipal Building and certain remote locations with digital multi-
functional devices. These devices will be capable of attaching to the City's network
infrastructure for distributive printing directly from the Department of Technology's data
center, print and fax from a desktop computer, and perform advanced functions for
copying and scanning. This solution provides the latest technology to the city
departments for increased functionality and efficiency of operations.
Phase one includes replacement of equipment in Municipal Building South along with
the Human Resources department. Additional phases of this project to replace
equipment in other departments will be implemented as funds become available.
After proper advertisement, two bids were received on November 19, 2001, with the
XEROX Corporation, 3800 Electric Road, SW, Roanoke, Virginia 24018, submitting the
Iow bid to lease the equipment over a five year (60 month) period at $10,024 per month
for a total of $601,460.
Funding has been included in the FY2002-2003 budget for the lease payment and initial
network setup for the devices. A justification study providing the validation of the cost
savings was made in the departments to be implemented.
Room 364 Municipal South 215 Church Avenue, S,W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb :www. ci,roanoke.va.us
Honorable Mayor and Members of Council
July 1, 2002
Page 2
Recommended Action:
Accept the above bid and authorize the City Manager to execute a contract for the
above equipment with the XEROX Corporation in the amount of $601,460 with the
contract date commencing on July 1,2002 for 60 months and reject the other bid.
DLB/js
Respectfully submitted,
City Manager
#CM02-0152
CC:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Robert Bird, Acting Purchasing Manager
Barry L. Key, Director, Department of Management and Budget
Joe D. Slone, Director, Department of Technology
MARY F. PARKER, CMC
City. Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue. S.W.. Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk~ci.roanoke.va.us
July 8, 2002
File #553
STEPHANIE M..MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy Cib' Clerk
M. Scott Diggs, President
Lancor Parking, L.L.C.
1319 CC Military Cut Off, PMB #214
Wilmington, North Carolina 28405
Dear Mr. Diggs:
I am enclosing copy of Ordinance No. 35966-070102 accepting the proposal of Lancor
Parking, L.L.C., to provide management and operation services for certain City of Roanoke
owned and/or controlled parking garages and surface parking lots, for a term of three years
with an option to renew for up to one additional year, upon certain terms and conditions;
rejecting all other bids received by the City; and dispensing with the second reading by title
of this ordinance.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Elizabeth A. Neu, Director of Economic DeveloPment
Jeffrey H. Powell, Director, General Services
Robert H. Bird, Acting Purchasing Manager
Barry L. Key, Director, Management and Budget
Deborah J. Moses, Director, Hotel Roanoke Conference Center
H:~Agenda.02kluly 1, 2002 correspondence.wpd
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File :/¢553
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Tim Milliron, General Manager
Central Parking System of Virginia, Inc.
d/b/a AIIright Roanoke Parking, Inc.
33 West Salem Avenue
Roanoke, Virginia 24011
Larry Gadand, Vice-President, Operations
Towne Park
275 West Street, Suite 110
Annapolis, Maryland 21401
Rick Dunning, Senior Vice-President,
Transit Management
First Transit, Inc.
705 Central Avenue, Suite 300
Cincinnati, Ohio 45202
Ladies and Gentlemen:
I am enclosing copy of Ordinance No. 35966-070102 accepting the proposal of Lancor
Parking, L.L.C., to provide management and operation services for certain City of Roanoke
owned and/or controlled parking garages and surface parking lots, for a term of three years
with an option to renew for up to one additional year, upon certain terms and conditions;
rejecting all other bids received by the City; and dispensing with the second reading by title
of this ordinance.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1,2002.
On behalf of the City of Roanoke, thank you for submitting your bid on the abovedescribed
services.
MFP:mh
Enclosure
Mary F. Parker, CMC
City Clerk
H:~Agenda.02XJuly 1, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of July, 2002.
No. 35966-070102.
AN ORDINANCE accepting the proposal of Lancor Parking, L.L.C., to provide
management and operation services for certain City of Roanoke owned and/or controlled parking
garages and surface parking lots for a term of three (3) years with an option to renew for up to
one additional year, upon certain terms and conditions; awarding a contract therefor, authorizing
the proper City officials to execute the requisite contract; rejecting all other proposals made to
the City; and dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The proposal of Lancor Parking, L.L.C. (Lancor), to provide management
operation services for certain City owned and/or controlled parking garages and surface parking
lots for a term of three (3) years with an option to renew for up to one additional year, with the
management fee for such services to be $584,029 for the first year, $584,225 for the second year,
$601,752 for the third year, and $52,792 per month for the option period, as more particularly
set forth in the City Manager's letter to this Council dated July 1, 2002, such proposal
complying with the City's specifications and as provided in the contract documents, which
proposal is on file in the Purchasing Division, be and is hereby ACCEPTED;
2. The City Manager and the City Clerk are hereby authorized on behalf of the City
to execute and attest, respectively, the requisite contract with Lancor, based upon its proposal
made therefor, and the City's specifications made therefor, such contract to be in such form as is
H:~M ISC~o-lancorparking. 1 .doc
approved by the City Attomey, and substantially similar to the one attached to the City
Manager's letter mentioned above.
3. Any and all other proposals made to the City for the aforesaid services are hereby
REJECTED, and the citY Clerk is directed to notify each such offeror and to express to each the
City's appreciation for such proposal.
4. The City Manager is further authorized to take such further action and execute
such further documents as may be necessary to implement and administer such contract.
5. Pursuant to §12 of the Roanoke City Cl~arter, the second reading by title
paragraph of this ordinance is hereby dispensed with.
ATTEST:
City Clerk.
H:~Pd~4 ISC~-lancorparking. 1 .doc
Office of the City Manager
July 1,2002
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Ralph K. Smith, Mayor
C. Nelson Harris, Vice-Mayor
William D. Bestpitch, Council Member
William H. Carder, Council Member
M. Rupert Cutler, Council Member
Alfred T. Dowe, Council Member
Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Background:
Subject:
Contract for Management
and Operation Services for
City of Roanoke Owned
and/or Controlled Parking
Garages and Surface
Parking Lots
The City currently contracts with Central Parking Systems of Virginia Inc. d/b/a
AIIright Roanoke Parking Inc. ( AIIright ) for management and operation services
for six (6) city owned and/or operated parking garages and four (4) surface
parking lots under a five (5) year contract which is effective until July 31,2002.
On April 9, 2002, A Request for Proposal was issued seeking qualified
management firms to operate these facilities for the next three (3) years
commencing on August 1,2002, with up to one additional year at the option of
the City. Four (4) responses were received on May 8, 2002. Each proposal was
carefully reviewed and each firm was granted an oral interview in the selection
process.
Considerations:
In order to provide for the professional management of these parking facilities,
the firm of LANCOR Parking, L.L.C. was selected to be the most qualified to
provide the management and operational services desired by the City. The
proposed contract contains additional requirements of the management firm as
compared to the current management contract including an increased
responsibility for preventative maintenance and general upkeep of each facility,
the development of an effective public relations and marketing plan, an
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci .roanoke.va .us
increased emphasis on customer service and revenue enhancement. A three
year management contract has been negotiated with LANCOR Parking, L.L.C.
with up to one additional year at the option of the City. The management fee
will be $584,029 for year one, $ $584,225 for year two, $601,752 for year three
and $52,792 per month for the option period. These fees are more costly than
the fees being paid to the operator under the current contract and are reflective
of the increased level of requirements and responsibilities being placed upon
the new operator. Funding is available in the operating accounts for the above
mentioned city owned and/or operated facilities in the Parking Fund to fund
these fees.
Recommended Action:
Accept the proposal of LANCOR, L.L.C. to provide management and operating
services for the above named ten (10) City owned and/or controlled parking
facilities and authorize the City Manager to enter into a contract with LANCOR
Parking, L.L.C. substantially similar to that which is attached to this report
(Attachment 1) for the provision of such management and operation services for
the above mentioned ten (10) city owned and / or controlled parking facilities, for
the fees set forth above. Furthermore, authorize the City Manager to take such
further action and execute such further documents as may be necessary to
implement and administer such contract.
Respectfully submitted,
City Manager
DLB:djm
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Barry L. Key, Director of Management and Budget
Elizabeth Neu, Director of Economic Development
CMO2-00153
CONTRACT FOR MANAGEMENT AND OPERATION SERVICES
FOR THE CITY OF ROANOKE OWNED AND/OR CONTROLLED PARKING
GARAGES AND SURFACE PARKING LOTS
This Contract for Management and Operation Services for the City of Roanoke owned and/or controlled Parking
Garages and Surface Parking Lots (Contract) is dated July ,2002, by and between the CITY OF ROANOKE,
Virginia, hereinafter referred to as the "City", and LANCOR Parking, L.L.C., hereinafter referred to as the ....
Operator".
WITNESSETH:
WHEREAS, the City is responsible for the management and operation of the City of Roanoke owned and/or
controlled Parking Garages and Surface Parking Lots and desires to contract for the management and operation of
such parking facilities for the purpose of vehicular parking; and
WHEREAS, the Operator desires to establish and implement a viable management and operating program for these
parking facilities under the terms herein provided.
NOW THEREFORE, in consideration of the promises and
contained, the City and Operator hereby agree as follows:
SECTION 1. Definitions.
the covenants herein
The following definitions apply to this Contract:
A. "Facility" and/or "Facilities" and/or "Parking Facilities" shall mean the following parking garages and lots.
1. Church Avenue Parking Garage, 121 West Church Avenue
2. Century Station Parking Garage, 25 Church Avenue SE
3. Gainsboro Parking Garage, 25 Shenandoah Avenue
4. Market Square Parking Garage, 15 East Campbell Ave
5. Tower Parking Garage, 10 South Jefferson Street
6. Williamson Road Parking Garage, 201 Tazewell Avenue
7. Gainsboro Surface Parking Lot
8. Salem Avenue (Warehouse Row) Parking Lot, Salem Avenue
9. Norfolk Avenue ("Viaduct") Parking Lot, Market Street and Norfolk Avenue
10. Williamson Road Parking Lot
"Gross revenue" shall mean all receipts (money) collected and/or paid to Operator and arising from its
operation of the Facilities, including without limitation, parking fees, rental fees, and special fee income
from the Facilities, and shall also include receiptsOperator may collect from Accounts Receivable that
weremmed over to Operator to collect.
"City Operating Expenses" shall mean all direct operation expenses excepting
the Operator's Operating Expenses defined below. These expenses may be
incurred directly by the City; or they may be incurred by the Operator with prior
City approval and paid by the City; or they may be incurred and paid by the
Operator with prior City approval and subsequent reimbursement by the City.
These expenses include:
Expenses incurred for utilities, operating supplies (excluding the Operator's
internal office supplies), expendable equipment, fuel and lubricants, maintenance
1
H:~ATTI~CONTRACT 062502.doc
equipment, maintenance repair by skilled labor such as, elevator repair, HVAC
repair or other licensed trades, and similar items normally incurred in the
operation of the Facilities except those items that are defined as Operator
Operating Expenses as set forth therein.
"Reimbursable Operating Expenses" shall mean City Operating Expenses that
are incurred and paid for by the Operator with prior City approval and subsequent
reimbursement by the City.
Eo
"Operator Operating Expenses" shall mean the expenses incurred by the
Operator for:
All managerial, supervisory, marketing, clerical, security personnel,
attendants, routine maintenance (including custodial) including labor for
hiring, training and securing adequately trained and skilled personnel to
accomplish, at a minimum, the duties and responsibilities contained in
Section 2 of this Contract. These expenses include wages, fringe
benefits, federal and state payroll taxes, and Workers' Compensation
insurance.
Garagekeeper's legal liability and commercial general liability insurance, a
performance bond and Workers' Compensation and Employer's Liability
Insurance as hereafter set forth.
3. Uniforms for all attendants, maintenance and custodial personnel.
All office supplies, postage, office machines, computer, computer
software, and other internal items needed by Operator to pay for and
maintain proper accounting of all Operator Operating Expenses.
5. All necessary licenses and permits.
6. Parking related consulting services on a no-fee basis to the City.
"Management Fee" shall mean the consideration the Operator shall receive from
the City in exchange for its service in the management and operation of all
Facilities as set forth herein, from which the Operator shall pay those items set
forth in E immediately above.
SECTION 2. Management and Operation of the Parking Facilities.
In consideration of the Management Fee, the Operator shall plan, market,
supervise, manage, provide security and routine maintenance (to include care of
landscaping) services, maintain and operate the Facilities in an efficient, effective
and professional manner throughout the term of this Contract, which includes the
items mentioned in Section I(E) above, in full compliance with all City
requirements and use its best efforts to maximize customer satisfaction and
gross revenues and minimize expenses thereby, to the end of establishing the
Facilities on a self sustaining basis, and shall charge and collect reasonable fees
2
H:~PATTECONTRACT 062502.doc
as approved by the City Council for the parking of automobiles and other motor
vehicles at the Facilities.
The Parking Facility business covered by this Contract shall be carried on for the
City under the name of City of Roanoke Parking and the individual Facilities
noted in Section I(A) above, or as otherwise designated by the City.
Co
The Operator shall prepare an annual operating budget of revenue and operating
expense projections for each fiscal year included in this Contract for each of the
individual Facilities and submit these described budgets to the City for approval,
all in conformance with the City of Roanoke's budgeting procedures.
Do
The Operator shall, on a daily basis, deposit all Gross Revenue received directly into the City's bank
account, using deposit tickets provided by the City, or as otherwise designated by the City. On a weekly
basis and on the last day of each month, the Operator shall prepare a summary of such revenues deposited
on a weekly Collection Report and submit it to the City of Roanoke Treasurer. The Operator shall submit a
statement of the Management Fee and any Reimbursable Operating Expenses on a monthly basis. The City
will pay such fees and expenses within 10 days of receipt and approval by the appropriate oversight
personnel.
The Operator shall submit statements denoted in D immediately above in a form
prescribed by the City and in accordance with City's revenue collections and
requisition for payment procedures. The Operator shall also be responsible for
processing all City Operating Expenses in accordance with the City's purchasing
and requisition for payment procedures.
It is understood that the City, upon written request from Operator, shall furnish to
Operator initial working capital in an amount equal to $3,000.00 for the purpose
of establishing a petty cash, change, and Reimbursable Operating Expense fund.
The entire $3,000.00 shall be returned to the City within 180 days from the start
of the term of the Contract.
The Operator shall be responsible at its own expense for recruiting, employing,
training and properly supervising the personnel employed for the management,
operation and maintenance of the Facilities, (provided that the City may
disapprove any Operator employee working at the Facilities, in which case
another Operator employee will be assigned to the City's Facility). Such
personnel shall be employees of the Operator or its assignee and shall not be
deemed City employees for any purposes. The Operator is and shall be deemed
an independent contractor for all services and items provided pursuant to this
Contract. The Operator agrees to abide by all state, local and federal laws
including those pertaining to employment matters and also the applicable
provisions of the National Fire Protection Association (NFPA) (including NFPA
88A-Standard for Parking Structures). The Operator recognizes the need for
experienced management in the operation, maintenance, and supervision of the
City's parking Facilities and agrees to provide the City with management,
supervisory, maintenance and attendant staff satisfactory to the City. The
Operator agrees to defend, indemnify and hold the City, its officers, agents and
3
H:'xPATTI~CONTRACT 062502.doc
Ho
employees harmless for any claims, suits, causes of action, settlements or
judgments against the City arising in any way out of the management,
maintenance, and/or operation of the Facilities by the Operator or its employees
or agents or arising out of or connected in any way with this Contract, including
employment matters.
The Operator shall provide courteous, efficient, prompt, and friendly service to
the patrons of the Facilities. The Operator acknowledges that the maintenance
and operation of the parking Facilities must be on a first class basis and that this
provision of excellent service and cleanliness of the Facilities is an essential
element of this Contract. The Operator will maintain daily the appearance of
these Facilities and at a minimum regular maintenance procedures shall include,
but not be limited to the following
a. keeping the windows and booths clean and uncluttered;
b. checking parking equipment, revenue controls and security systems;
c. sweeping floors and properly cleaning up oil spills and disposal thereof;
d. using garage sweepers on a regularly scheduled basis;
c. picking up trash using several small cans and emptying frequently;
maintaining and cleaning elevators;
f. removing graffiti from all surfaces; Should acts of vandalism damage the
facilities, the operator will take action within 24 hours of such incident to
remove such damage and to report such acts to law enforcement within
the same time frame;
g. restripping parking spaces; clean repair, and maintain signs; repainting
bollards, handrails, gate arms, barricade curbs and wheel stops painted
with safety yellow;
h. removing snow and ice from all garages, lots and entrances;
i. clean and relamp light fixtures to keep areas safe and bright;
j. checking fire extinguishers;
k. perform a wash down of each garage and surface lot twice a year flushing
with at least a one-and-a-quarter inch hose and seal any cracks;
1. repair any floor surfaces that show excessive wear;
m. inspect all joints and properly repair as needed; refrain from using metal
snow-plow blades that scrape the driving surface and cause damage to
surfaces and joints;
n. inspect and clean any rubbish or sediment from floor drains that could
cause ponding or clogging; maintenance and care of all landscaping
elements at the Gainsboro Parking Garage and the Gainsboro Surface
Parking lot. This would include at a minimum the watering of all plant
material, mowing and trimming of grass, and assuring that all beds are
weed free and maintained in an attractive manner.
o. Conduct quarterly joint meetings with the City to discuss issues related to
the maintenance and repairs of each garage and lot.
p. Work cooperatively with the public and departments within the City which
may be involved in any aspect of required maintenance tasks.
4
H:~PATTI~CONTRACT 062502.doc
All employees of Operator at the Facilities shall wear appropriate uniforms cleady
representing such employees to be representatives for "City of Roanoke
Parking". The cost to purchase, repair, maintain and clean such uniforms shall
be the Operator's Expense, but the design and quality of such uniforms shall be
subject to the approval of the City. Employees of the Operator when on the
premises of the Facilities will conduct themselves in a manner consistent with a
standard of high quality and at all times projecting a positive image in all daily
contacts whether in person, phone, etc. Employee customer relations skills
should at a minimum include the ability to provide a high level of customer
service to meet the City of Roanoke's Parking goal to provide the customer with
user friendly parking services by which the customer can expect to be greeted by
courteous, eager and informative staff members to assist them with their parking
needs by:
a. Smiling and sincerely greeting each customer;
b. Speaking to each customer in a friendly polite manner;
c. Being knowledgeable about City of Roanoke Parking matters;
d. Anticipating the needs of customer;
e. Taking seriously the customer's concerns;
f. Being neat and clean in both personal appearance and in the care of all
work areas.
The City may require the Operator to remove from work at the Facilities such
employees of Operator deemed incompetent, careless or otherwise
objectionable, or whose continued employment is contrary to the City's best
interest.
During all hours of operation, 24 hours a day and 7 days a week, of the Facilities,
the Operator shall have a supervisor available to the City and to the Operator's
employees. The Operator's supervision shall include procedures conducted by
the Operator to prevent and detect fraud and or misuse of funds. The City in its
sole discretion may request and administer a criminal history background check
of any employee of the Operator working at the Facilities. Such expenses will be
considered a Reimbursable Operating Expense.
The initial and subsequent hours of operation of the Facilities and the hours
during which an attendant shall be present at the Facilities shall be as set forth in
Attachments lA - 1H of this Contract, which are incorporated herein, or as
hereafter modified by mutual consent of the City and Operator. This could
include replacement of an attendant with collection equipment or vice versa and
an adjustment of the Management Fee.
The Operator agrees to present on the date of execution of this Contract the City
with, and keep in force during the term of the Contract, a Performance Bond in a
form acceptable to the City equal to the total Management Fees for the full term
of this Contract to guarantee the Operator's performance of the terms and
conditions of this Contract, and this includes any extensions.
5
H:~PATTI\CONTRACT 062502.doc
The Operator shall not display or post any lettering, signs or posting of any kind
in or about the Facilities without the prior written approval of the City, except in
case of emergencies. Any signs placed at the Facilities, including the wording,
shall be submitted to the City within 14 days from the date of this Contract and/or
before the sign(s) are used, except in case of emergencies. Any signs not
approved by the City will be modified by the Operator until approved by the City.
The Operator shall establish customer service procedures that are acceptable to
the City to ensure excellent customer relations. Such procedures will be
submitted in writing to the City within 14 days from the date of this Contract and
will be subject to approval by the City. Any procedures not approved will be
modified by Operator until approved by the City. Revisions of such procedures
may be submitted to the City as needed and will be subject to approval by the
City. Such procedures shall include, but are not limited to the following:
Uniforms for Operator's attendants shall be purchased at the expense of
the Operator to be worn by the staff at each Parking Garage and Surface
Parking Lot. The City must approve such uniforms as to quality, style,
color, etc. prior to purchase by the Operator. Uniform shirts, hats and
jackets shall be embroidered as "City of Roanoke Parking" and such
embroidery shall be approved by the City before purchase and application
to the uniforms. All Operator's employees staffing the Parking Garages
and Surface Parking Lots shall wear and clearly display a photo
identification tag as approved by the City.
All phone lines and or extensions that are used to communicate with the
public concerning Parking Garages and Parking Surface Lots shall be
answered with a greeting to include "City of Roanoke Parking." Reference
to the Operator's company name or similar terms is not authorized. Such
phone lines and extensions shall be staffed for every hour a parking
attendant is required at a parking Facility. No recorded messages are
acceptable during such hours, except a City approved message may be
used if an attendant is temporarily unavailable.
Operator employees shall receive customer service training from Operator
to deal with customers both in person, via phone, fax or e-mail.
Instructions shall also include the proper handling of emergency situations.
The City shall be provided with a written copy of all such training materials
as well as a copy of all policies and procedures being used to operate and
manage each Parking Garage and Surface Parking Lot. Such items will be
submitted in writing to the City within 14 days from the date of this
Contract and will be subject to approval by the City. Revisions of such
items may be submitted to the City as needed and will be subject to
approval by the City. Any items not approved will be modified by Operator
until approved by the City.
4. All written, faxed or e-mail communications issued by the Operator to
6
H:~PATTI\CONTRACT 062502.doc
persons or entities in connection with the Facilities shall be printed on
letterhead that shall reference "City of Roanoke Parking" and include the
appropriate address, phone number, fax number and or e-mail addresses
as requested by the City. Such letterhead or other printed items will be
submitted in writing to the City within 14 days from the date of this
Contract and will be subject to approval by the City. Revisions of such
items may be submitted to the City as needed and will be subject to
approval by the City. Any letterhead or other printed items not approved
will be modified by Operator until approved by the City.
SECTION 3. Accounting Records and Right to Inspect.
A. The Operator, for and on behalf of the City, shall maintain complete and accurate records, reports and other
records, including electronic data, reflecting all Gross Revenues and Reimbursable Operating Expenses with respect
to the Facilities. Such reports and other records shall be kept in accordance with generally accepted accounting
principles uniformly applied. The City and its duly authorized employees and agents shall have the right to inspect,
copy and audit such reports and records at all reasonable times during normal working hours.
B. The Operator shall keep and maintain detailed, legible, and accurate records for the following:
1. Collection of fees from patrons including the names, addresses and
vehicle license numbers for weekly and/or monthly patrons.
2. A system approved by the City to allow the City to accurately track
revenue for each individual Facility, including, but not limited to the proper
tracking of the use of hang tags, parking permits and daily tickets.
C. Upon written request of the City, and at no additional cost to the City, the Operator agrees to provide any
and all records and documents, including electronic data, to the City in a format acceptable to the City. Operator
agrees that such records and documents so provided to the City will become the property of the City and can be used
by the City without restriction on their use at no additional cost to the City.
SECTION 4. Term, Option to Extend, Management Fee, and Termination.
The term and Management Fee to be paid pursuant to this Contract shall be as
follows:
The term of this Contract will contain an initial interim transition period of
one (1) month before the Operator's commencement of services at the
Facilities, but no Management Fee will be paid to Operator during the
interim period. The term will be for three (3) years and one (1) month
commencing on July 1, 2002, and terminate on July 31, 2005, unless
extended as set forth below or terminated pursuant to the terms of this
Contract or by law. The Operator will commence provision of services at
the Facilities on August 1, 2002, during which time the Management Fee
(which will be prorated for any part of a month) to be paid to the Operator
by the City for all Facilities will be as follows:
Monthly Fee
08/01/02 to 07/31/03 $ 48,669.08
08/01/03 to 07/31/04 $ 48,685.42
08/01/04 to 07/31/05 $ 50,146.00
Yearly Fee
x 12 months = $584,029.00
x 12 months = $584,225.00
x 12 months = $601,752.00
7
H:~PATTECONTRACT 062502.doc
MANAGEMENT FEE for three (3) year period: $1,770,006.00
Option period08/01/05 to 7/31/06 $52,792.00 x 12 months= $633,504.00
While the City expects the specified Parking Facilities to be operating for
the period of time indicated, should the City decide not to operate one or
more of the Facilities, the Operator will be given 30 days written notice of
such and will not operate that Facility and thereafter the Management Fee
will only be paid for the Facilities actually operated by the Operator. Such
Fee will be determined by reducing the Management Fee by the costs to
the Operator for that Facility as shown on Attachment 2, which is made a
part hereof, for each Facility deleted.
The City may, during the term of this Contract, decide to contract with the
Operator to manage and operate additional City owned and/or controlled
parking garages or surface lots. The City reserves the right to negotiate
fees with the Operator for the operation and management of any such
additional garages and lots through amendments to this Contract.
The City and Operator agree that on or after February 1,2003, either party
may request a modification of the management fee set forth in section
4(A)(1) above based upon a written proposal from the requesting party to
the non-requesting party, which proposal may include proposed incentives
to the Operator for increasing the revenue to the City from parking
operations. If both the City (through City Council) and Operator agree to a
modification of the Management Fee, then an amendment to this Contract
may be executed by the parties setting forth such modified Management
Fee. Otherwise, the Management Fee will not be modified as requested by
the requesting party. This subsection shall not change the Management
Fee or how it may be altered as provided by the other terms and
provisions of this Contract unless an Amendment to this Contract is
executed by both parties as set forth herein.
This Contract will be for a period of three (3) years and one (1) month, unless
sooner terminated pursuant to the terms of this Contract or by law. However, this
Contract, at the sole discretion of the City, may be extended, including any
amendments, on a month-to-month basis for up to an additional twelve (12)
months from July 31, 2005, upon the same terms and conditions, including the
optional Management Fee. If the City elects to extend the Contract it shall give
written notice to the Operator of such election on or before July 1, 2005. The City
may terminate such month-to-month extension before the end of the additional
twelve (12) month period by giving the Operator 30 days written notice of such
termination.
Co
It is understood and agreed that the above Management Fee shall be subject to
increase or decrease in accordance with any changes in the total number of
hours that an attendant is required, as stated in Attachments lA through 1H
provided that such changes in the total number of hours an attendant is required
8
H:~PATTI~CONTRACT 062502.doc
and the corresponding adjustment of the Management Fee are mutually agreed
upon by the Operator and the City prior to any adjustment to such attendant
service hours. However, the City specifically reserves the right to modify or adjust
the hours that attendants may be required at each Facility and the Operator
agrees to comply with such modifications if the parties fail to mutually agree on
such after good faith negations.
During the interim period commencing July 1, 2002, when the Operator begins
on-site preparation for operating the Facilities up to, but not including the
commencement date of the services at the Facilities, the City shall have no
obligation to pay the Operator a Management Fee, but shall reimburse the
Operator for all Reimbursable Operating Expenses. The required transition plan
supplied by the Operator must be approved by the City and will be the basis of
the City's expectations of Operator's services to transition the operation and
management of all of the Facilities from the previous management company.
This Contract may be terminated without cause by the City at anytime upon 180
days written notice to the Operator. Furthermore, in the event one party should
default in the performance of an obligation contained in this Contract, the
non-defaulting party may terminate this Contract by giving ten (10) days written
notice of such default to the defaulting party and if such defaulting party does not
remedy such default within ten (10) days after receipt of such notice of default, or
if such default cannot be reasonably remedied within such ten (10) day period
and the defaulting party does not commence to remedy said default and diligently
proceed with the completion of such remedy within a reasonable period of time,
this Contract shall thereupon be terminated.
SECTION 5. Casualty Insurance and Termination in the Event of Casualty.
The City may at its expense procure and maintain fire and extended coverage,
vandalism and malicious mischief and all risk coverage for the Facilities or the
personal property of the City located therein. The City may provide to Operator,
prior to the commencement date of this Contract, evidence of the above
insurance coverage in the form of certificates of insurance or certified copies of
policies, which certificates or policies shall include thirty (30) days written notice
to Operator of cancellation, change in the name of the insured, or other material
change. At its option, however, the City may elect to self-insure against the
aforesaid risks and prior to the commencement date of this Contract, the City
shall advise the Operator in writing whether or not it elects this option of self
insurance.
In the event that, by casualty of whatever kind, other than by the actions or
neglect of the Operator, any of the Facilities referred to in this Contract shall be
sixty (60) percent or more damaged or destroyed to such extent that it cannot be
restored to full operating capacity within ninety (90) days, as certified by
competent engineers, the City and Operator may mutually agree to an
adjustment of the Management Fee for the management and operation of the
9
H:~PATTI~CONTRACT 062502.doc
affected Facility. If the parties cannot agree, the Management Fee will be
reduced by the costs to the Operator as shown on Attachment 2 for the affected
Facility.
If such damage or destruction is due to any action or neglect of the Operator, at
the option of the City, the Operator shall continue to manage and operate the
remaining Facilities and the Management Fee shall be adjusted by mutual
agreement of the parties or the City may terminate the Contract. In either event
the Operator shall remain liable to the City for any and all damages caused by
the Operator's actions or neglect in damaging or destroying any of the Facilities
referred to in the Contract.
SECTION 6. Insurance.
In addition to any other insurance required under this Contract, the Operator shall
procure and keep in force during the term of this Contract insurance for the
Facilities as follows:
Garagekeeper's legal liability insurance covering fire, explosion and theft
of an entire car, in a minimum limit of $2,000,000.00 per occurrence.
Commercial General Liability insurance with minimum limits of
$2,000,000.00 each occurrence, $2,000,000.00 aggregate. These limits
may be achieved through the use of an umbrella policy which states by
endorsement it follows the form of the primary coverage.
Automobile liability for any auto, hired auto and non-owned autos of
$1,000,000.00 minimum limit.
The above limit amounts may be met by an umbrella liability policy
following the form of the underlying coverage in a minimum amount of
$2,000,000.00.
5. Workers' Compensation and Employers Liability:
Worker's Compensation: Statutory coverage for Virginia, and shall contain a waiver
of subrogation in favor of the City of Roanoke, its officers, agents and employees,
and an endorsement from the insurer to this effect shall be received by City's Risk
Manager before the start of the interim transition activities by Operator.
Employer's Liability:
1. $100,000-Bodily injury by accident each occurrence.
2. $500,000-Bodily injury by Disease Policy Limit.
3. $100,000-Bodily Injury by Disease each employee.
SECTION 7. Evidence of Insurance.
10
H:~PATTI\CONTRACT 062502.doc
All Insurance shall meet the following requirements:
Operator shall furnish the City a certificate or certificates of insurance showing
the type, amount, effective dates and date of expiration of the policies.
Certificates of Insurance shall include any insurance deductibles.
The required certificate or certificates of insurance shall include substantially the
following statement: "The insurance covered by this certificate shall not be
canceled or materially altered, except after thirty (30) days of written notice has
been provided to the Risk Management Officer of the City of Roanoke."
C. The required certificate or certificates of insurance, except as to Workers' Compensation and Employer's
liability, shall name the City of Roanoke, its officers, employees, agents, volunteers and representatives as
additional insureds, and an endorsement from the insurer to this effect shall be received by the Risk Management
Officer of the City of Roanoke within thirty (30) days of the date of this Contract.
Where waiver of subrogation is required with respect to any policy of insurance
required under this Contract, such waiver shall be specified on the certificate of
insurance.
Insurance coverage shall on an occurrence basis unless otherwise permitted by
the City's Risk Manager and be in a form and with an insurance company
approved by the City, which approval shall not be unreasonably withheld. Any
insurance Company providing coverage under this Contract shall be authorized
to do business in the Commonwealth of Virginia.
SECTION 8. Indemnity.
Operator agrees to indemnify and hold harmless the City and its officers, agents, and employees against any and all
liability, losses, damages, claims, causes of action, suits of any nature, costs, and expenses, including reasonable
attorney's fees, resulting from or arising out of Operator or its employees, agents, or subcontractor's actions,
activities, or omissions, negligent or otherwise, on or near the Facilities, the City's property or easement, or arising
in any way out of or resulting from any of the work to be provided under this Contract, and this includes, without
limitation, any fines or penalties, violations of federal, state, or local laws or regulations, personal injury, wrongful
death, or property damage claims or suits.
SECTION 9. Nondiscrimination.
A. During the performance of this Contract, the Operator agrees as follows:
Operator will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state law relating to
discrimination in employment, except where there is a bona fide
occupational qualification reasonably necessary to the normal operation of
Operator. Operator agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the
provisions of this nondiscrimination clause.
11
H:~PATTECONTRACT 062502.doc
Operator in all solicitations or advertisements for employees placed by or
on behalf of the Operator will state that Operator is an equal opportunity
employer.
Notices, advertisements and solicitations placed in accordance with
federal law, rule or regulation shall be deemed sufficient for the purpose of
meeting the requirements of this section.
Operator will include the provisions of the foregoing Section 9(A) (1, 2, and 3) in
every subcontract or purchase order of over $10,000 so that the provisions will
be binding upon each subcontractor or vendor.
SECTION 10. Drug-Free Workplace.
A. During the performance of this Contract, Operator agrees to:
1. Provide a drug-free workplace for Operator's employees;
Post in conspicuous places, available to employees and applicants for
employment, a statement notifying employees that the unlawful
manufacture, sale, distribution, dispensation, possession, or use of a
controlled substance or marijuana is prohibited in the workplace and
specifying that actions that will be taken against employees for violation of
such prohibition;
State in all solicitations or advertisements for employees placed by or on
behalf of Operator that Operator maintains a drug-free workplace; and
Include the provisions of the foregoing clauses in every subcontract or
purchase order of over $10,000, so that the provisions will be binding upon
each subcontractor or vendor.
For the purposes of this section, "drug-free workplace" means a site for the
performance of work done in connection with a specific contract awarded to a
Contractor, the employees of whom are prohibited from engaging in the unlawful
manufacture, sale, distribution, dispensation, possession or use of any controlled
substance or marijuana during the performance of the Contract.
SECTION 11. Faith-Based Organizations.
Pursuant to Virqinia Code Section 2.2-4343.1, be advised that the City does not
discriminate against faith-based orqanizations.
SECTION 12. Assignment.
12
HAPATTI~CONTRACT 062502.doc
Operator may assign or transfer this Contract in whole or in part only with the written
consent of the City, which consent shall not be unreasonably withheld. If consent to
assign is given, no such assignment shall in any way release or relieve the Operator
from any of the covenants or undertakings contained in the Contract and the Operator
shall remain liable on this Contract during the entire term thereof.
SECTION 13. Cooperation.
Each party agrees to cooperate with the other in executing any documents necessary to
carry out the intent and purpose of this Contract. Operator also agrees Operator will
cooperate with and coordinate Operator's activities with the City and/or the City's
currentparking management company in connection with any actions and activities
required to transfer the operation of the City's Parking Facilities to Operator.
Furthermore, Operator further agrees that Operator will cooperate with and coordinate
with the City and/or any future parking management company the City may retain in
connection with the transfer of the operation of the City's Parking Facilities to the City
and/or any such future parking management company.
SECTION 14. Authority to Sign.
The persons who have executed this Contract represent and warrant that they are duly
authorized to execute this Contract in their representative capacities as indicated.
SECTION 15. Counterpart Copies.
The Contract may be executed in any number of counterpart copies, each of which shall
be deemed an original, but all of which together shall constitute a single document.
SECTION 16. Successors.
The terms, conditions, provisions and undertakings of this Contract shall be binding
upon and inure to the benefit of each of the parties hereto and their respective
successors and assigns.
SECTION 17. Severability.
If any provision of this Contract, or the application of any provision hereof to a particular
entity or circumstance, shall be held to be invalid or unenforceable by a court or
competent jurisdiction, the remaining provisions of the Contract shall not be affected
and all other terms and conditions of the Contract shall be valid and enforceable to the
fullest extent of the law.
SECTION 18. Captions and Headings.
The section captions and headings are for convenience and reference purposes only
and shall not affect in any way the meaning or interpretation of this Contract.
13
H:WATTECONTRACT 062502.doc
SECTION 19. Notice.
Any written notice or communication required to be given to or by, or served upon, the
respective parties hereto shall be deemed to be sufficiently given if served by mailing
the same, properly addressed and stamped to such party or parties by United States
registered or certified mail, return receipt requested, and sent to the following address(
or to any other address that the party to be notified may have designated to the sender
by like notice):
TO CITY:
City Manager
City of Roanoke
Municipal Building
215 Church Avenue S.W., Room 364
Roanoke, Virginia 24011
With copy to:
Parking Management Coordinator
106 Shenandoah Avenue NW
Roanoke, Virginia 24016
TO OPERATOR: LANCOR Parking, L.L.C.
730 Peachtree Street NW
Suite 1050
Atlanta, Georgia 30308
SECTION 20. Nonwaiver.
Each party agrees that any party's waiver or failure to enforce or require performance of
any term or condition of this Contract or any party's waiver of any particular breach of
this Contract by any other party extends to that instance only. Such waiver or failure is
not and shall not be a waiver of any of the terms and conditions of this Contract or a
waiver of any other breaches of the Contract by any party and does not bar the
nondefaulting party from requiring the defaulting party to comply with all the terms and
conditions of this Contract and does not bar the nondefaulting party from asserting any
and all rights and/or remedies it has or might have against the defaulting party under
this Contract or by law.
SECTION 21. Forum Selection and Choice of Law.
By virtue of entering into this Contract the Operator submits itself to a court of
competent jurisdiction in the City of Roanoke, Virginia, and further agrees that this
Contract is controlled by the laws of the Commonwealth of Virginia and that all claims,
disputes, and other matters shall only be decided by such a court according to the laws
of the Commonwealth of Virginia.
SECTION 22. Operator Responsibility.
The Operator shall be fully responsible to the City for all acts and omissions of its
14
H:~PATTI~CONTRACT 062502.doc
employees and any of its subcontractors, their agents, and subconsultants performing
or furnishing any of the work just as the Operator is responsible for its own acts and
omissions.
SECTION 23. Entire Contract.
This Contract constitutes the entire agreement between the Operator and the City and
may be amended only by written instrument signed by both the Operator and the City.
ATTEST:
IN WITNESS WHEREOF, the parties hereto have affixed their signatures.
CITY OF ROANOKE
By:
Mary Parker, City Clerk Darlene L. Burcham, City Manager
ATTEST OR WITNESS:
By:
LANCOR Parking, L.L.C.
By:
Printed Name and Title
Printed Name and Title
Approved as to Form:
Approved as to Execution:
Appropriation and Funds Required:
For this Contract:
Authorizing Measure No.
Director of Finance
Date
Acct. #
15
H:WATTIXCONTRACT 062502.doc
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File #183-472
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Mike Hastings, Sales Office Manager
Mitchell Distributing Co.
5731 Glenmary Drive
Salem, Virginia 24153
Dear Mr. Hastings:
I am enclosing copy of Resolution No. 35967-070102 accepting the bid of Mitchell
Distributing Co., for purchase of one new hydraulic excavator, in the amount of
$107,570.00, and rejecting all other bids received by the City.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Jeffrey H. Powell, Director, General Services
Robert H. Bird, Acting Purchasing Manager
Kenneth H. King, Jr., Manager, Streets and Traffic
Dick Bain, Acting Manager, Fleet Management
H:XAgenda.02XJuly 1, 2002 correspondence.wpd
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
July 8, 2002
File #183-472
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
J. W. Burress, Inc.
Briggs Construction Equipment, Inc.
White Oak Equipment, Inc. ·
Carter Machinery Co., Inc.
Scott-Gallagher, Inc.
James River Equipment, Inc.
Baker Brothers, Inc.
L. B. Smith, Inc.
L. & S. Plumbing and Excavating, Inc.
Prime Equipment
Ladies and Gentlemen:
I am enclosing copy of Resolution No. 35967-070102 accepting the bid of Mitchell
Distributing Co., for purchase of one new hydraulic excavator, in the amount of
$107,570.00, and rejecting all other bids received by the City.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
On behalf of the City of Roanoke, thank you for submitting your bid on the abovedescribed
equipment.
MFP:mh
Enclosure
Sincerely,
Mary F. Parker, CMC
City Clerk
H:~Agenda.02~July I, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of July, 2002.
No. 35967-070102.
A RESOLUTION accepting the bid of Mitchell Distributing Co., for the purchase of one (1)
new hydraulic excavator, upon certain terms and conditions; and rejecting all other bids made for
such items.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The bid submitted by Mitchell Distributing Co., to furnish one (1) new Komatsu
PC150LC-6 hydraulic excavator, at a total cost of $107,570.00, as set forth in the letter dated
July 1, 2002, from the City Manager to this Council, is hereby ACCEPTED.
2. The City's Manager of Supply Management is hereby authorized to issue the
requisdte purchase orders for the purchase of such equipment, and the City Manager is authorized
to execute, for and on behalf of the City, any required purchase agreements with respect to the
aforesaid equipment, such documents to be in form approved by the City Attorney.
3. Any and all other bids made to the City for the aforesaid items 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.
ATTEST:
City Clerk.
O-PURCHASE OF REFUSE TRK~
Office of the City Manager
July 1,2002
Honorable Ralph K. Smith, Mayor
Honorable C. Nelson Harris, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable, William H. Carder, Council Member
Honorable VV. Alvin Hudson, Jr., Council Member
Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Purchase of Hydraulic
Excavator, Bid No. 02-05-38
Background:
Capital Maintenance and Equipment Replacement Program (CMERP) has identified
the need to purchase one hydraulic excavator to replace two older excavators, one a
rubber tired machine that has already been sold and the other a track machine that
is about 30 years old. The item will be purchased from the proceeds of the 2002
Capital Lease Program.
Specifications were developed and, along with Invitation for Bids, were sent to
eleven (11) qualified providers. The bid was publicly advertised in accordance with
Chapter 23.1 of the Code of the City of Roanoke.
Considerations:
The lowest bid by J. W. Burress, Inc. for a Daewoo Solar 170LC-V did not meet
specifications. The Daewoo machine has only two forward and reverse travel
speeds instead of the three speeds required; and at 9 ft 2 in wide, it would require a
special over width permit to transport to job locations because it is 8 inches wider
than the maximum 8 ft 6 in. width allowed by Virginia Department of Motor Vehicle
Regulations.
The next two Iow bidders, Briggs Construction Equipment, Inc. and Carter Machinery
Company, Inc, did not meet specifications because the Case CX160 has only two
speed travel on the tracks instead of the three required. The Case CX160 has
28,776 lb drawbar pull, which is less than the 31,000 lb drawbar pull specified.
Room 364 Municipal South 215 Church Avenue, S.W, Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
C ityWeb :www. cl. roanoke.va, us
The Honorable Mayor and Members of Council
July 1,2002
Page 2
Mitchell Distributing Co.'s bid of $107,570.00 for a Komatsu PC150LC-6 is the
lowest bid that meets all specifications.
Funding in the amount of $107,570 is available in account 017-440-9852-9035.
Recommended Action:
Award the bid for one Komatsu PC150LC-6 hydraulic excavator to Mitchell
Distributing Co. at a total cost of $107,570.00, authorize the City's Manager of the
Purchasing Division to issue a purchase order, and reject all other bids.
Res. pectfully submitted,
City Manager
DLB: rhb
Attachment
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Kenneth King Jr., Manager, Streets and Traffic
Dick Bain, Acting Manager, Fleet Management
Robert H. Bird, Acting Manager, Purchasing
CM02-00146
Bid Tabulation
Bids were received, publicly opened and read at 2:00 p.m., May 31, 2002
For
Hydraulic Excavator
Bid Number 02-05-38
Vendor Make Model Unit Cost
J. W. Burress, Inc. Daewoo Solar 170LC-V 96,936.00
Briggs Construction Equipment, Inc. Case CX160 102,639.00
White Oak Equipment, Inc. Case CX160 105,672.00
Mitchell Distributing Co. Komatsu PC150LC-6 107,570.00
Carter Machinery Company, Inc. Catepillar 3046T 107,825.00
Scott-Gallagher, Inc. Kobelco SK1602C 108,434.00
James River Equipment, Inc. Deere 160LC 117,979.00
Baker Brothers, Inc. No response
L. B. Smith, Inc. No response
L&S Plumbing and Excavating, Inc. No response
Prime Equipment No response
Bold type indicates recommended vendor. See report for explanation of recommendation other than Iow bidder.
JESSE A. HALL
Director of Finance
email: jesse_hall~ci.roanoke.va.us
July 1, 2002
CITY OF ROANOKE
DEPARTMENT OF FINANCE
215 Church Avenue, S.W., Room 461
P.O. Box 1220
Roanoke, Virginia 24006-1220
Telephone: (540) 853-2821
Fax: (540) 853-6142
ANN H. SHAWVER
Deputy Director
email: ann_shawver~ci.roanoke.va.us
The Honorable Ralph K. Smith, Mayor
The Honorable C. Nelson Hams, Vice Mayor
The Honorable William D. Bestpitch, Council Member
The Honorable William H. Carder, Council Member
The Honorable M. Rupert Cutler, Council Member
The Honorable Alfred T. Dowe, Jr., Council Member
The Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
SUBJECT: May Financial Report
This financial report covers the first eleven months of the 2001-2002 fiscal year. The following narrative discusses
revenues and expenditures to date.
REVENUE
General Fund revenues reflect an increase of 2.28% or $3,798,000 compared to FY01. Variances in specific categories of
revenues are as follows:
General Property Taxes increased 2.12% or $1,403,000. Real estate tax, the largest tax collected by the City, is up 5.1%
or $2.3 million from the prior year and has exceeded budget estimates by approximately $.5 million. Personal property
taxes, the second largest tax, were due May 31st. AS anticipated, revenues from this tax have declined approximately 3%
from the prior year and are well under budget. Personal property taxes collected from property owners are reflected in
this local tax category. The portion of the personal property tax which is reimbursed by the State is recorded as Grants-in-
Aid Commonwealth. The decline in personal property tax is attributed to lower assessments for vehicles, business
personal property and machinery and tools. The public service tax has declined approximately 2.2% since FY01, but is
expected to exceed the estimate for the year. Penalties and interest are also lower than in FY01, but are again in excess of
the budgeted estimate.
Other Local Taxes are up 0.84% or $425,000. At May 31st, sales tax was down 1.53% or $226,000 from the prior year,
an improvement over recent months where the tax has been as much as 3% lower than the prior year level. Utility taxes
as a whole have declined slightly since the prior year, although the electric tax has risen and gas tax fallen. Business
license tax (BPOL) has performed at approximately the same level as in FY01, producing revenue slightly greater than the
budgeted amount. The bank stock tax has dropped, as expected, with revenues that are $300,000 lower than FY01
through May 31st. Cellular phone utility tax is also up due to the increasing number of subscribers, and prepared food and
beverage taxes continue to reflect growth at approximately 4% over the prior year. Rate increases took effect in FY02 to
the cigarette and transient room taxes. The cigarette tax revenue has grown 45%, not keeping pace with the 59% rate
increase imposed. The transient room tax growth has fared better, with revenue up 16% compared to a rate increase of
17%. The increased cigarette tax revenue is being dedicated to debt service for the series 2002 bonds. The increased
transient room tax revenues are being used to fund an additional contribution to the Roanoke Valley Convention and
Visitors Bureau.
Honorable Mayor and Members
Roanoke City Council Page 2
July 1, 2002
Permits, Fees and Licenses are up $229,000 or 29.63% due to increases in rates charged for building, electrical and
plumbing inspections as well as the establishment of new construction-related fees.
Fines and Forfeitures rose 30.32% or $246,000. General District Court fines are up 15% due to an increase in caseload.
Several fines also increased. Revenues from parking tickets rose 66% as compared to the prior year. Civilianizing of the
ticketing function combined with an increase in parking fines has led to an increase in parking ticket revenues.
Miscellaneous Revenue is up $73,000 or 21.37%. This growth is the result of the transfer of $105,000 to the General
Fund from the Transportation Fund and an increase in miscellaneous revenue. The Transportation Fund is providing
funding to the General Fund in FY02 to partially fund the subsidy to the Greater Roanoke Transit Company (GRTC). In
prior years, that subsidy was paid through the Transportation Fund. Increases are partially offset by a decline in the
payment in lieu of taxes received from Roanoke Redevelopment and Housing Authority and a decrease in proceeds from
the sale of surplus property. The payment in lieu of taxes is based on a percentage of rent collected less utility and
maintenance costs. The amount of rent collected has decreased, due in part to the Lincoln 2000 construction project,
while utility costs increased. Surplus property sales are down on a year-to-date basis due to the fact that an extra sale was
held in FY01 to remove surplus vehicular equipment.
EXPENDITURES AND ENCUMBRANCES
General fund expenditures and encumbrances have increased 4.14% or $7,118,000 since FY01. Variances in individual
expenditure categories are discussed as follows:
Health and Welfare expenditures rose $1,934,000 or 8.92%. Salary and client assistance costs in the Social Services
department are up as are expenditures under the Comprehensive Services Act. Payments to Blue Ridge Behavioral Health
Care have increased due to timing differences.
Community Development expenditures increased 22.13% or $840,000 due to the establishment of the Neighborhood
Partnership department as part of the General Fund. This department was included in the Grant Fund in prior years.
Memberships and Affiliations expenditures increased due to increased contributions to the Roanoke Valley Convention
and Visitors Bureau.
Nondepartmental expenditures increased 15.01% or $1,399,000. Transfers of CMERP funding to the Department of
Technology and Fleet Funds are larger in FY02 than FY01. The current fiscal year is the first year repayment of the
equipment lease is required and transfers were made to the Fleet and Department of Technology Funds for this repayment.
The transfer of the GRTC subsidy, which was previously paid through the Transportation Fund, also contributed to the
increase in this category.
I would be pleased to answer questions City Council may have regarding the monthly financial statements.
JAH/tht
Attachments
CITY OF ROANOKE, VIRGINIA
SUMMARY OF CITY MANAGER TRANSFERS
AND AVAILABLE CONTINGENCY
MAY 31, 2002
Transfer
Number
General Fund:
Date
CMT-1863 07/30/01
CMT-532 08/09/01
CMT-533 08/09/01
CMT-1176 08/28/01
CMT-1177 08/31/01
CMT-536 10/04/01
CMT-1195 10/04/01
CMT-544 11/20/01
CMT-1214 12/12/01
CMT-548 12/13/01
CMT-550 01116~02
CMT-1230 01/17102
CMT-554 01/31/02
CMT-556 02~08~02
CMT-558 02~08~02
CMT-561 02~08~02
CMT-562 02/22/02
CMT-568 03/19~02
CMT-570 03/19~02
CMT-572 03/25/02
CMT-578 04/24/02
CMT-580 04/24/02
CMT-589 05/21/02
Capital Projects Fund:
CMT-1180 09/05/01
CMT-1244 02/14/02
CMT-564 02/20/02
CMT-584 04/29/02
CMT-584 04/29/02
CMT-582 05/16/02
Explanation From
Donation to Brain Injury Association
Tipping Fees
Tipping Fees
Deficit in State and Local
Hospitalization Reimbursements
Fees Due to Downtown Roanoke
Inc. Related to Farmer's Market
Consultant Payment for Health
Care Renewal
Adoption Incentive Funds
Feasibility Study Related to
Proposed Art Center
Contribution to Greater
Raleigh Court Civic League
RRHA Property Reimbursement
Fund Professional Fees
Needed for Year
Additional Advertising Due to
Increase in IFBs and RFPs
Furnishings in Court
and Jury Rooms
Transfer Housing and Neighborhood
Services Coordinator Position
Transfer Executive Secretary
Position
Transfer Project Specialist
Position
Supplement Operating Expenses
Funding for 22 Transferred Employees
City Share of Electdc Service
Negotiations with AEP
Strategic Business Planning
Consultant
Additional Elections and Unexpected
Redistricting
Renovations to Belmont Community
Fire Station
Replace Judge Weckstein's Office
Furniture
Additional Project Expenses
Preston Tennis Court Renovations
Construction Cost of Fire-EMS
Regional Training Center
Consultant Contract for Update to
Zoning Ordinance
Consultant Contract for Update to
Zoning Ordinance
Consultant Fees for Church Avenue
West Parking Study
Jail
Solid Waste Management
Solid Waste Management
Human Services Support
Contingency*
Residual Fringe Benefits
Income Maintenance
Residual Fdnge Benefits
Pay Raise/Supplemental
Budget
Juvenile and Domestic
Relations Court Services
Residual Fringe Benefits
General Services
Jail
City Manager
Planning and Code
Enforcement
Housing and Neighbor-
hood Services
Management and Budget
Parks
Building Maintenance
Outreach Detention
Miscellaneous
Housing and Neighbor-
hood Services
Jail
Broadway Street Bridge
Special Park Project
Grants
Fire EMS Facility
Improvement Program
Downtown Plan Update
Comprehensive Plan
Church Street Garage
Rehabilitation
T_.~o Amount
Membership and Affiliations $ 5,000
Engineering 568
Building Maintenance 2,270
Hospitalization Program 995
Memberships and Affiliations 15,856
Human Resources 13,000
Social Services-Services 15,089
City Manager 75,000
Memberships and Affiliations 25,000
Housing and Neighborhood
Services 53,700
City Attorney 20,000
Purchasing 5,000
Circuit Court Judges 55,000
Housing and Neighborhood
Services 38,255
Housing and Neighborhood
Services 22,036
Director of Public Works
42,958
Director of Public Works 2,000
Streets and Traffic 50,595
Memberships and Affiliations 44,750
Human Services Support 9,313
Electoral Board 22,294
Building Maintenance 10,500
Circuit Court Judges 19,000
Total General Fund $548,179
First Street Bridge $ 23,550
Athletic Court Improvements 522
Regional Fire EMS Training
Center
Updating Zoning Ordinance
Updating Zoning Ordinance
Downtown Parking Study
8,800
693
10,789
20,000
CITY OF ROANOKE, VIRGINIA
SUMMARY OF CITY MANAGER TRANSFERS
AND AVAILABLE CONTINGENCY
MAY 31, 2002
(CONTINUED)
Transfer
Number Date
Capital Projects Fund:
CMT-591 05/30102
CMT-591 05/30/02
Explanation From T._9o
Anti-Icing Distribution System
Anti-Icing Distribution System
Greenway Maintenance Anti-Icing Distribution System
Equipment
Thermal Imaging Cameras Anti-Icing Distribution System
Total Capital Projects Fund
Amount
200
200
$ 64,754
Available Contin!:lency
Balance of Contingency at July 1, 2001
*Contingency Appropriations From Above
Contingency Appropriations Through Budget Ordinances:
BO 35515 08/20/01 Drug Prosecutor
BO 35544 09/04/01 Zoning Inspector Positions
BO 35782 04/01/02 Virginia Exile Grant Local Match
Available Contingency at May 31, 2002
Contingency
Contingency
Contingency
Transfer to Grant Fund
Transfer to Grant Fund
Transfer to Grant Fund
$500,000
(15,856)
(8,170)
(80,996)
(17,401)
$377,577
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
STATEMENT OF REVENUE
Revenue Source
General Property Taxes
Other Local Taxes
Permits, Fees and Licenses
Fines and Forfeitures
Revenue from Use of Money and Property
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Miscellaneous Revenue
Internal Services
Total
Year to Data tor the Period
Current Fiscal Year
Percent of
Revised Revenue
July I - May 31 July I - May 31 Percentage Revenue Estimate
2000-2001 2001-2002 of Change Estimates Received
$ 66,334,806 $ 67,738,149
50,928,236 51,353,569
773,294 1,002,420
809,719 1,055,264
895,214 914,077
41,238,358 42,543,980
3,220,178 3,30O,835
340,715 413,531
1,696,035 1,713,165
2.12
0.84
29.63 %
30.32 %
2.11%
3.17 %
0.00 %
2.50 %
21.37 %
1.01%
2.28 %
% $
77,105,366
58,016,878
957,150
1,014,600
1,118,330
46,446,072
34,300
3,888,997
2,330,692
$ 166~270~914 $ 170fOGgr348
$ 191~472t621
87.65%
88.51%
104.73%
104.01%
81.74%
91 .~:~)%
100.17%
84.88%
73.81%
73.50%
88.82%
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Expenditures
General Government
Judicial Administration
Public Safety
Public Works
Health and Welfare
Parks, Recreation and
Cultural
Community Development
Transfer to Debt Service
Fund
Transfer to School Fund
Nondepartmental
Total
Year to I~te for tbe Period
Current Fiscal Year
July I - May 31 July I - May 31 Percentage Unencumbered Revised
2000-2001 2001-2002 of Change Balance Appropriations
$ 10,637,170 2.56 % $ 1,440,964
5,284,654 3.09 % 766,005
42,173,151 4.36 % 4,717,572
22,548,630 0.51% 2,821,163
23,609,828 8.92 % 3,746,485
$ 10,371,831
5,126,024
40,411,274
22,433,515
21,675,724
4,446,624 4.69 % 510,146
4,637,265 22.13 % 622,495
4,247,546
3,797,118
12,147,755 0.31% 119,144
42,969,566 0.96 % 3,832,306
10,719,521 15.01% 2,709,164
12,109,799
42,562,837
9,320,913
$ 172r056t581 $ 179;174;364 4.14 % $ 21~285~463
$ 12,078,134
6,050,659
46,890,723
25,370,013
27,356,313
4,956,769
5,259,760
12,266,899
46,801,872
13,428,685
$ 200t459;827
Percent of
Budget
Obligated
88.07%
87.34%
89.94%
88.88%
86.30%
89.71%
88.16%
99.03%
91.81%
79.83%
89.38%
CITY OF ROANOKE, VIRGINIA
SCHOOL FUND STATEMENT OF REVENUE
Revenue Source
State Sales Tax
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Transfer from General Fund
Special Purpose Grants
Total
Year to Date for the Period
Current Fiscal Year
Percent of
Revised Revenue
July 1 - May 31 July 1 - May 31 Percentage Revenue Estimate
2000-2001 2001-2002 of Change Estimates Received
$ 7,357,234 $ 7,358,204 0.01 % $ 9,492,986
38,304,624 37,029,092 -3.33 % 41,656,787
102,831 97,518 -5.17 % 115,390
1,285,665 1,468,904 14.25 % 1,971,820
42,562,837 42,969,566 0.96 % 46,801,872
9,046,597 10,438,657 15.39 % 12,483,513
$ 98,689,788 $ 99,361,941 0.71 % $ 112,522,368
77.51 %
88.89 %
84.51%
74.49 %
91.81 %
NA
88.30 %
SCHOOL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Expenditures
instruction
General Support
Transportation
Operation and
Maintenance of Plant
Facilities
Other Uses of Funds
Special Purpose Grants
Total
Year to Date for the Period
Current Fiscal Year
Percent of
July 1 - May 3t July 1 - May 31 Percentage Unencumbered Revised Budget
2000-2001 2001-2002 of Change Balance Appropriations Obligated
-2.03 % $ 9,222,422 $ 74,653,449
-17.92 % 840,366 3,843,159
8.26 % 360,383 3,912,846
87.65 %
78.13 %
90.79 %
-4.38 % 1,752,104 10,331,465 83.04 %
-22.92 % 616,575 2,418,360 74.50 %
14.25 % 418,048 6,607,501 93.67 %
0.19 % 12,483,513 NA
$ 66,783,738 $ 65,431,027
3,658,306 3,002,793
3,281,546 3,552,463
8,972,212 8,579,361
2,337,545 1,801,785
5,417,355 6,189,453
12,459,283 12,483,513
$ 102,909,985 $ 101,040,395
-1.82 % $ 13,209,898 $ 114,250,293
88.44 %
CITY OF ROANOKE, VIRGINIA
SCHOOL FOOD SERVICE FUND STATEMENT OF REVENUE
Year to Date for the Period
Current Fiscal Year
Revised
July 1 - May 31 July 1 - May 31 Percentage Revenue
Revenue Source 2000-2001 2001-2002 of Change Estimates
Grants-in-Aid Commonwealth $ 85,762 $ 84,483 -1.49 % $ 84,464
Grants-in-Aid Federal Government 2,371,772 2,579,944 8.78 % 2,891,594
Charges for Services 1,281,835 1,357,464 5.90 % 1,545,256
Total $ 3,739,369 $ 4,021,891 7.56 % $ 4,521,314
Percent of
Revenue
Estimate
Received
100.02 %
89.22 %
87.85 %
88.95 %
SCHOOL FOOD SERVICE FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Expenditures
Food Services
Facilities
Total
Year to Date for the Period
Current Fiscal Year
July 1 - May 31 July 1 - May 31 Percentage Unencumbered Revised
2000-2001 2001-2002 of Change Balance Appropriations
$ 3,962,834 -1.68 % $ 583,175 $ 4,546,009
17,099 100.00 % 16,978 86,218
$ 3,979,933 -1.26 % $ 600,153 $ 4,632,227
$ 4,030,748
$ 4,030,748
Percent of
Budget
Obligated
87.17 %
19.83 %
85.92 %
CITY OF ROANOKE, VIRGINIA
CAPITAL PROJECTS FUND
STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND
UNENCUMBERED APPROPRIATIONS SUMMARY AS OF MAY 31, 2002
General Government
Flood Reduction
Economic Development
Community Development
Public Safety
Recreation
Streets and Bridges
Storm Drains
Traffic Engineering
Nondepartmental
Capital Improvement Reserve
Total
Expenditures Unexpended Outstanding Unobligated
Budget To Date Balance Encumbrances Balance
$ 12,846,523 $ 11,041,577 $ 1,804,946 $ 132,448
14,332,065 8,458,048 5,874,017 245,115
24,908,040 21,867,311 3,040,729 200,128
6,016,143 3,672,950 2,343,193 794,274
8,251,926 7,203,908 1,048,018 221,226
26,878,541 6,276,203 20,602,338 870,446
25,336,497 20,988,619 4,347,878 2,632,610
2,652,131 1,675,723 976,408 578,564
5,270,780 3,955,125 1,315,655 1,172,274
410,000 410,000 _
23,186,139 23,186,139
$ 150,088,785 $ 85,549,464 $ 64,539,321 $ 6,847,085
$ 1,672,498
5,628,902
2,840,601
1,548,919
826,792
19,731,892
1,715,268
397,844
143,381
23,186,139
$ 57,692,236
CITY OF ROANOKE, VIRGINIA
SCHOOL CAPITAL PROJECTS FUND
STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND
UNENCUMBERED APPROPRIATIONS SUMMARY AS OF MAY 31, 2002
Elementary Schools Renovation
Middle Schools Renovation
High Schools Renovation
Interest Expense
Capital Improvement Reserve
Total
Expenditures Unexpended Outstanding Unobligated
Budget To Date Balance Encumbrances Balance
$ 17,484,240 $ 12,553,741 $ 4,930,499
2,751,455 2,725,893 25,562
3,500,000 3,461,670 38,330
262,929 254,550 8,379
1,051,271 1,051,271
$ 25,049,895 $ 18,995,854 $ 6,054,041
$ 253,101
153
$ 4,677,398
25,562
38,177
8,379
1,051,271
$ 253,254 $ 5,800,787
6
CITY OF ROANOKE, VIRGINIA
CAPITAL PROJECTS FUND
COMPARATIVE STATEMENT OF REVENUES
FOR THE 11 MONTHS ENDING MAY 31, 2002
Interest Revenue:
Interest on Bond Proceeds
Interest on SunTrust Lease
Interest on Idle Working Capital
Total Interest Revenue
Multi Year Revenues:
Intergovernmental Revenue:
Federal Government:
FEMA - Garden City
FEMA- Regional Mitigation Project
Commonwealth:
VDES - Garden City Mitigation Project
Virginia Transportation Museum - ISTEA
VDES - 1998 Regional Mitigation
Passenger Station Enhancement - TEA-21
Total Intergovernmental Revenue
Revenue from Third Parties:
Verizon - Brambleton Avenue Signals
Mill Mountain Visitors Center - Private Donations
Victory Stadium - Private Donations
First Union Penalty Payment
First Union Job Grant Repayment
Times-World Corporation - Land Sale
Trigon Insurance - Land Sale
Bill and Melinda Gates Foundation
Westview Terrace - Land Sale
Roanoke Times Air Rights Lease
Sale of Nelms Lane Property
Advance Stores GOF Agreement
Total Revenue from Third Parties
Other Revenue:
Transfers from General Fund
Transfers from Water Fund
Transfers from Sewage Fund
Transfers from Management Services Fund
General Obligation Bond Proceeds - Series 2002
Total Other Revenue
Total
$ 687,138
11,838
445,599
1,144,575
19,223
10,143
23,064
118,989
171,419
44,400
3,100
100
8,500
500
500,000
556,600
4,438,517
375,000
41,530,000
46,343,517
$ 48,216,111
$1,379,048
7,129
1,044,664
2,430,841
259,932
243,142
18,368
3,733
525,175
36,055
10,000
7
34,000
137,445
125,110
342,617
5,524,318
2,900
12,600
100,000
5,639,818
$ 8,938,451
CITY OF ROANOKE, VIRGINIA
WATER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 2002
Operating Revenues
Commercial Sales
Domestic Sales
Industrial Sales
Town of Vinton
City of Salem
County of Botetourt
County of Bedford
Customer Services
Charges for Services
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Interest on Investments
Rent
Sale of Land
Miscellaneous Revenue
Interest and Fiscal Charges
Transfer to Capital Projects Fund
Net Nonoperating Expenses
Net Income
FY 2002
$4,120,209
3,476 093
629 775
25 502
27 726
214 690
20 553
544 948
2,738,329
,797,825
3,833,265
4,191,652
1,539,729
9,564,646
2,233,179
184,776
69,592
375,000
58,104
(947,605)
(375,000)
(635,133)
$1,598,O46
FY2001
$3,591 023
3,271 437
233 468
13 836
29 455
212667
12706
448,420
3,036,475
10,849,487
3,633,143
3,804,235
1,536,730
8,974,108
1,875,379
387,164
61,519
14,747
(1,033,662)
(2,900)
(573,132)
$1,302,247
8
CITY OF ROANOKE, VIRGINIA
SEWAGE TREATMENT FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 2002
Operating Revenues
Sewage Charges - City
Sewage Charges - Roanoke County
Sewage Charges - Vinton
Sewage Charges - Salem
Sewage Charges - Botetourt County
Customer Services
Interfund Services
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Interest on Investments
Interest and Fiscal Charges
Capital Contributions - Other Jurisdictions
Miscellaneous Revenue
Transfer to Capital Projects Fund
Net Nonoperating Expenses
Net Income
FY2002
$6,567,350
709,868
209,068
772,185
143,334
198,904
147,057
8,747,766
1,914,272
5,159,740
1,282,153
8,356,165
391,601
160,786
(696,278)
930,095
136
394,739
$786,34O
FY 2001
$6,614,021
845085
224494
879 353
136 791
230 357
174 843
9,104,944
1,718,871
4,944,291
1,079,325
7,742,487
1,362,457
353,858
(709,993)
558,190
(12,600)
189,455
$1,551,912
9
CITY OF ROANOKE, VIRGINIA
CiViC CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 2002
Operating Revenues
Rentals
Event Expenses
Display Advertising
Admissions Tax
Electrical Fees
Novelty Fees
Facility Surcharge
Charge Card Fees
Commissions
Catering/Concessions
Other
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Loss
Nonoperating Revenues
Transfer from General Fund Operating
Transfer from General Fund - Nonoperating
Transfer from General Fund - Victory Stadium
Transfer from Capital Projects Fund
Interest on Investments
Miscellaneous
Total Nonoperating Revenues
Net Income (Loss)
FY 2002
$527 392
275 070
105 700
207 420
13 831
40 534
248 361
61 341
7 336
1,222 349
23 580
2,732,914
1,798,236
1,847,876
297,797
3,943,909
(1,210,995)
712,565
830,000
102,278
385,000
28,652
3,908
2,062,403
$851,408
FY2001
$432,502
128,324
81,000
141,613
22,739
39,288
206,321
13,444
1,003,132
14,155
2,082,518
1,179,065
1,877,400
406,959
3,463,424
(1,380,906)
878,703
61,066
4,007
943,776
($437,130)
10
CITY OF ROANOKE, VIRGINIA
TRANSPORTATION FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 2002
Operating Revenues
Century Station Parking Garage
Williamson Road Parking Garage
Market Square Parking Garage
Church Avenue Parking Garage
Tower Parking Garage
Gainsboro Parking Garage
Williamson Road Surface Lots
Norfolk Avenue Surface Lot
Gainsboro Surface Lot
Total Operating Revenues
Operating Expenses
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Interest on Investments
Miscellaneous
Transfer from General Fund
Transfer from Capital Projects Fund
Transfer to General Fund
Transfer to GRTC - Operating
Transfer to GRTC - Capital
Transfer to GRTC - Shuttle Service
Interest and Fiscal Charges
Net Nonoperating Expenses
Net Income
FY 2002
$353,394
403,666
198,977
433,384
364,027
6,475
98,068
23,454
12,590
1,894,035
808,957
497,114
1,306,071
587,964
26,733
1,947
32,000
108,608
(104,918)
(430,428)
(366,O58)
$221,906
FY 2001
$330,725
397,370
191,014
419,636
370,290
62,416
1,771,451
734,501
496,059
1,230,560
540,891
24,082
10,360
761,358
(637,637)
(49,000)
(65,000)
(478,269)
(434,106)
$106,785
11
CITY OF ROANOKE, VIRGINIA
HOTEL ROANOKE CONFERENCE CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 2002
FY 2002 FY 2001
CONFERENCE
COMMISSION (1) CENTER (2) TOTAL
Operating Revenues
Conference Center
Total Operating Revenues
$ $
2,737,424 $ 2,737,424 $ 2,504,158
2,737,424 2,737,424 2,504,158
Operating Expenses
Personal Services
Fees for Professional Services
Administrative Expenses
Conference Center
Total Operating Expenses
49,189 49,189 82,107
73,299 73,299 39,000
33,335 33,335 1,176
2,338,849 2,338,849 2,334,692
155,823 2,338,849 2,494,672 2,456,975
(155,823) 398,575 242,752 47,183
Net Operating Income (Loss)
Nonoperating Revenues (Expenses)
Contributions from City of Roanoke
Contributions from Virginia Tech
HRCCC Settlement Proceeds
Construction Repairs
Interest on Investments
Rent, Taxes, Insurance, and Other
175,000 175,000 175,000
175,000 175,000 175,000
- 8,000,000
(57,428) - (57,428) (3,968,083)
96,397 - 96,397 220,255
(118,027) (118,027) (145,115)
Net Nonoperating Revenues (Expenses)
388,969 (118,027) 270,942 4,457,057
Net Income Before Depreciation
233,146 280,548 513,694 4,504,240
Depreciation Expense/Replacement Reserve
(468,633) (136,801) (605,434) (542,379)
Net Income (Loss) $ (2357487) $ 143~747 $ (91~740) $ 3~961~861
Notes to Financial Statement:
(1) The column entitled "Commission" represents Commission activity in the City's financial records.
(2) The column entitled "Conference Center" represents actual revenue and expenses of the Conference Center, as
provided by Doubletree Management.
12
CITY OF ROANOKE, VIRGINIA
INTERNAL SERVICE FUNDS
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 2002
Operating Revenues
TOTALS
Department
of Materials Fleet Risk
Technology Control Management Management FY 2002 FY 2001
$3,840,314 $928,515 $3,464,655 $9,076,184 $17,309,668 $14,620,557
3,840,314 928,919 3,464,699 9,076,184 17,309,668 14,620,557
Charges for Services
Total Operating Revenues
Operating Expenses
Personal Services 1,955,683 61,374 1,151,272 150,563 3,318,892 3,283,669
Operating Expenses 1,203,232 980,964 1,009,869 9,506,897 12,700,962 10,039,479
Depreciation 465,508 1,847,532 2,313,040 2,160,449
Total Operating Expenses 3,624,423 1,642,338 4,008,673 9,697,460 18,332,894 15,483,$97
Operating Incon~ (Loss) 215,991 (113,823) (944,018) (681,276) (1,023,226) (863,040)
Nonoperating Revenues (Expenses)
Interest Revenue
Interest Expense
Transfers To Other Funds
Loss on Disposal of Fixed Assets
Transfers From Other Funds
Other Revenue
Net Nonoperating Revenues
Net Income (Loss)
(13,998)
(41,350)
2,582,247
319,431
5,377
30,250 270,288 426,349 900,012
(55,734) (69,732)
(41,350) (104,000)
(44,034) (44,034) (21,768)
573,639 250,000 3,405,886 1,470,864
319,431
2,966,764 6,377 904,121 920,288 3,996,550 2,245,108
$3,182,665 ($108A46) ($39,897) ($60,988) $2,973,324 $1,382,068
13
CITY OF ROANOKE, VIRGINIA
CITY TREASURER'S OFFICE
GENERAL STATEMENT OF ACCOUNTABILITY
FOR THE MONTH ENDED MAY 31, 2002
to THE DIRECTOR Of FINANCE:
GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR
THE FUNDS OF SAID CITY FOR THE MONTH ENDED MAY 31, 2002,
BALANCE AT BALANCE AT BALANCE AT
FUND APRIL 30, 2002 RECEIPTS DISBURSEMENTS MAY 31, 2002 MAY 31, 2001
GENERAL ($14,949.48) $27,674,060.98 $14,126,664.21 $13,532,447.29 $7,555,624.65
WATER 11,499,612.67 631,689.27 124,799.52 12,006,502.42 7,699,609.87
SEWAGE 7,671,678.23 3,568,910.84 1,618,674.66 9,621,914.41 7,080,472.09
CIVIC CENTER 4,313,075.75 163,971.53 384,936.79 4,092,110.49 1,065,381.31
TRANSPORTATION 374,367.10 182,369.77 152,671.27 404,065.60 580,493.23
CAPITAL PROJECTS 65,166,367.86 238,555.89 1,421,352.86 63,983,570.89 36,980,560.15
CONFERENCE CENTER 4,260,259.41 43,805.21 14,008.51 4,290,056.11 5,349,569.60
RKE VALLEY DETENTION COMM 2,525,805.26 2,636,104.46 2,530,831.20 2,631,078.52 2,606,936.51
DEBT SERVICE 14,058,309.13 26,543.01 13,226.89 14,071,625.25 13,683,942.28
DEPT OF TECHNOLOGY 5,758,093.42 225,291.09 178,279.21 5,805,105.30 5,043,616.89
MATERIALS CONTROL 291,724.77 97,720.29 73,872.01 315,573.05 196,781.65
MANAGEMENT SERVICES 0.00 0.00 0.00 0.00 178,776.72
FLEET MANAGEMENT 1,122,225.83 97,427.65 238,610.09 981,043.39 981,616.48
PAYROLL (11,892,765.61) 14,039,056.25 15,147,751.50 (13,001,460.86) (8,617,274.43)
RISK MANAGEMENT 11,922,113.58 658,403.31 50,598.25 12,529,918.64 11,828,903.42
PENSION 966,830.46 327,014.55 1,305,307.18 (11,462.17) 520,853.34
SCHOOL FUND 5,569,636.15 8,900,655.39 4,779,078.76 9,691,212.76 7,607,872.85
SCHOOL CAPITAL PROJECTS 6,802,061.19 372,053.39 109,281.81 7,064,832.77 751,880.58
SCHOOL FOOD SERVICE 299,003.06 392,413.62 338,627.06 352,789.62 705,066.52
FD ETC 120,116.93 146,515.00 188,405.99 78,225.94 82,853.35
GRANT 647,041.54 278,441.48 428,625.77 496,857.25 727,164.89
TOTAL
$131,460,607.25 $60,701,002.98 $43,225,603.56 $148,936,006.67 $102,610,701.95
CERTIFICATE
I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE,
VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED MAY 31, 2002.
THAT SAID FOREGOING:
CASH:
CASH IN HAND
CASH IN BANK
INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS:
COMMERCIAL HIGH PERFORMANCE MONEY MARKET
COMMERCIAL PAPER
LOCAL GOVERNMENT INVESTMENT POOL
MONEY MANAGEMENT ACCOUNT
REPURCHASE AGREEMENTS
U. S. AGENCIES
VIRGINIA AIM PROGRAM (U. S. SECURITIES)
TOTAL
$1,489,338.93
8,014,266.42
12,863,381.50
19,097,594.44
26,891,702.99
10,149,928.24
5,000,000.00
9,856,361.11
55,573,433.04
$148,936,006.67
DATE: JUNE 11, 2002
DAVID C. ANDERSON, TREASURER
14
CITY OF ROANOKE PENSION PLAN
STATEMENT OF CHANGES IN PLAN NET ASSETS
FOR THE 11 MONTHS ENDED MAY 31, 2002
Additions:
FY 2002
FY 2001
Employer Contributions
Investment Income
Net Appreciation (Depreciation) in Fair Value of Investments
Interest and Dividend Income
Total Investment Income (Loss)
Less Investment Expense
Net Investment Income (Loss)
Total Additions (Deductions)
$ 3,724,334
(17,202,503)
4,834,438
(12,368,065)
113,339
(12,481,404)
$ (8,757,070)
$ 3,656,548
(17,154,743)
5,788,914
(11,365,829)
599,317
(11,965,146)
$ (8,308,598)
Deductions
Benefits Paid to Participants
Administrative Expenses
Total Deductions
Net Increase (Decrease)
Net Assets Held in Trust for Pension Benefits:
Fund Balance July 1
Fund Balance May 31
$ 13,669,315
313,758
13,983,073
(22,740,143)
326,337,98O
$303r597r837
$ 11,923,662
294,070
12,217,732
(20,526,330)
350,929,145
$330~402r815
15
CITY OF ROANOKE PENSION PLAN
BALANCE SHEET
MAY 31, 2002
Assets
Cash
Investments, at Fair Value
Due from Other Funds
Other Assets
Total Assets
FY 2002
$ (11,565)
304,875,672
1,843
5,434
$ 304~87%384
FY 2001
$ 520,853
330,991,027
2,511
5,097
$ 331r519r488
Liabilities and Fund Balance
Liabilities:
Due to Other Funds
Accounts Payable
Total Liabilities
Fund Balance:
Fund Balance, July 1
Net Gain(Loss) -Yearto Date
Total Fund Balance
Total Liabilities and Fund Balance
$ 1,269,239
4,308
1,273,547
326,337,980
(22,740,143)
303,597,837
$ 304~871,384
$ 1,116,048
625
1,116,673
350,929,145
(20,526,330)
330,402,815
$ 331~519,488
16
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
July 8, 2002
File #373-468-472
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 35968-070102 amending and reordaining certain
sections of the 2002-03 Water Fund Appropriations, in connection with obtaining certain
designs, services, lease and/or purchase of equipment and construction work for a project
to obtain additional sources of water to increase the City's water supply and to help with
the City's water supply emergency that was declared on February 4, 2002, and dispensing
with the second reading by title of this ordinance.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1, 2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc:
Darlene L. Burcham, City Manager
Barry L. Key, Director, Office of Management and Budget
Michael McEvoy, Director of Utilities
Jesse H. Perdue, Jr., Manager, Water Department
H:'~Agenda.02XJuly 1, 2002 correspondence.wpd
IN THE COUNCIL Of THE CITY Of ROANOKE, VIRGINIA
The 1st day of July, 2002.
No. 35968-070102.
AN ORDINANCE to amend and reordain certain sections of the 2002-2003 Water
Fund Appropriations; and dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke that certain sections of
the 2002-2003 Water Fund Appropriations, be, and the same are hereby, amended and
reordained to read as follows, in part:
Appropriations
Capital Outlay
Ultraviolet Treatment at Crystal Spring (1) ....................
Temporary Filtration System for Crystal Spring (2) ..............
8,234,193
350,000
Retained Earnings
Retained Earnings - Available for Appropriation (3) ............... $ 2,878,494
1 ) Appropriated from
General Revenue
2) Appropriated from
General Revenue
3) Retained Earnings-
Available for
Appropriation
(002-530-8407-9003)
(002-530-8413-9.003)
(250,000)
350,000
(002-3348) (100,000)
Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
July 8, 2002
File ¢f416
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 35969-070102 declaring the existence of an
emergency, in connection with obtaining certain design services, the lease and/or purchase
of equipment, and construction work for a certain project to try and obtain additional
sources of water to increase the City's water supply in order to help with the City's water
supply emergency that was declared on February 4, 2002, pursuant to Ordinance No.
35741-020402; providing that due to the need to expedite such projects, the normal
procurement method of advertising, conducting competitive' negotiations, and/or
competitive sealed bidding be dispensed with to the extent reasonably necessary;
authorizing the City Manager to take such further action or to execute such documents as
may be necessary to implement and administer such projects; and dispensing with the
second reading by title of this ordinance.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, July 1,2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc: Jesse A. Hall, Director of Finance
Michael McEvoy, Director of Utilities
Jesse H. Perdue, Jr., Manager, Water Department
HAAgenda.02Uuly I, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The lsl: day of July, 2002.
No. 35969-070102.
AN ORDINANCE declaring the existence of an emergency in connection with obtaining
certain design services, the lease and/or purchase of equipment, and constru~ion work for a
certain project to try to obtain additional sources of water to try to increase the City's water
supply to help with the City's water supply emergency that was declared on February 4, 2002,
Ordinance No. 35741-020402; providing that due to the need to expedite such projects, the
normal procurement method' of advertising, conducting competitive negotiations, and/or
competitive sealed bidding be dispensed with to the extent reasonably necessary; authorizing the
City Manager to take such further action or to execute such documents as may be necessary to
implement and administer such projects; and dispensing with the second reading by title of this
ordinance.
WHEREAS, §41 of the City Charter authorizes the City Manager to make emergency
improvements without the necessity of advertising and receiving bids, and such section further
requires the City Manager to report the facts and circumstances relating to such improvements to
Council at its next regular meeting; and
WHEREAS, on February 4, 2002, this Council declared that a water supply emergency
existed and there was a need for water conservation measures to be taken within the City of
Roanoke, Ordinance No. 35741-020402; and
WHEREAS, the water supply emergency continues to exist and the City Manager has had
City staff'conduct studies to determine if any projects may be available to try to provide additional
sources of water to try to increase the City's water supply to assist in dealing with the City's
water supply emergency; and
WHEREAS, City staff previously determined that there were three projects that could be
technically feasible that would have a reasonable chance of being allowed by the appropriate
regulatory agencies and that could be completed in a reasonable period time that might provide
additional sources for water to the City [such projects consisting of.' 1) completion of the Muse
Spring well; 2) ultraviolet treatment at Crystal Spring; and 3) well(s) to supplement Crystal
Spring], which projects were set forth in the City Manager's Letter to Council dated April 15,
2002, and approved by Counci~ by Ordinance No. 35815-041502. In seeking to accomplish these
projects, it was determined that the ultraviolet treatment at Crystal Spring was not available due
to lack of approval by appropriate regulatory agencies. However, it appears that an alternative
project using a temporary filtration system at Crystal Spring may be feasible and acceptable to the
appropriate regulatory agencies, but it is imperative that such project be expedited which m~y not
allo.w for the normal procurement methods to be utilized.; and
WHEREAS, Council believes that it is important to allow the City Manager to undertake
such project mentioned in her verbal report to Council on July 1, 2002, on an expedited time
schedule in order to try provide additional sources of water to the City.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. Council hereby declares that an emergency exists within the meaning of §41 of the
City Charter which allows the City Manager to make emergency improvements without the
necessity of advertising or receiving bids or following the other normal procurement methods to
the extent reasonably necessary.
2. Council hereby authorizes the City Manager to obtain certain design services, the
lease and/or purchase of equipment, and construction work for a certain project, a temporary
filtration system at Crystal Spring, as set forth in the City Manager's verbal report to Council on
July 1, 2002, to try to obtain additional sources of water to try to increase the City's water supply
to assist in dealing with the City's water supply emergency that was declared on February 4,
2002, Ordinance No. 35741-020402.
3. Council further declares that the City Manager may expedite the procurement of
such design services, the lease and/or purchase of equipment, and construction work for the
above mentioned project by dispensing with the normal procurement methods of advertising,
conducting competitive negotiations, and/or competitive sealed bidding to the extent reasonably
necessary; provided, however, that such procurement shall be made with such competition as is
practicable under the circumstances.
4. The City Manager is further authorized to take such further action and to execute
such documents as may be necessary to implement and administer the above mentioned project.
5. Pursuant to the provisions of Section 12 of the City Charter, the second reading of
this ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clcrk@ci.roanokc.va, us
July 8, 2002
File #60-132
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
The Honorable William D. Bestpitch, Chair
City Council's Budget and Planning Committee
381 Washington Avenue, S.'W.
Roanoke, Virginia 24016
Dear Mr. Bestpitch:
I am enclosing copy of a report of the City Attorney and an ordinance with regard to
establishment of annual salaries for the Mayor, Vice-Mayor and Members of Council for
the fiscal year beginning July 1, 2004, which report was before the Council of the City of
Roanoke at a regular meeting held on Monday, July 1, 2002.
It was the consensus of Council to refer the matter to Council's Budget and Planning
Committee.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Dadene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Office of Management and Budget
H:~kgenda.02~July 1, 2002 correspondence.wpd
WILLIAM M. HACK'WORTH
CITY ATTORNEY
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 2401 l- 1595
TELEPHONE: 540-853-243!
FAX: 540-853-1221
E-MAlL: cityatty~ci.roanoke.va.us
June 17, 2002
ELIZABETH K. DILLON
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L. COLLINS
CAROLYN H. FURROW
ASSISTANT CITY ATTORNEYS
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Council salaries
Dear Mayor Smith and Members of Council:
At the request of Councilman Bestpitch, I have prepared the attached ordinance which
would establish annual salaries for the Mayor, Vice-Mayor and Council members for the fiscal
years beginning July 1, 2004. Mr. Bestpitch requested that the ordinance provide that the Mayor
would receive an annual salary of $19,189.00, and that the Vice-Mayor and members of Council
would receive $14,925.00.
As you may recall, Council adopted an ordinance on November 19, 2001, effective July
1, 2002, establishing the salary of the Mayor at $18,000.00 a year and the salaries of the Vice-
Mayor and members of Council $14,490.00 a year. Section 15.2-1414.6, Code of Virginia,
permits Council to establish the annual salaries of members of Council, but provides that any
increase in such salaries must be adopted at least four months prior to the date of the next
municipal election, and no increase can take effect until July 1st after such election. The next
regularly scheduled general election of council members is in May of 2004, thus any ordinance
adopted by Council at this time increasing the salaries of members of Council can not take effect
until July 1, 2004.
Please let me know if you have any questions about the attached ordinance.
With kindest personal regards, I am
WMH:f
Attachment
cc: Mary F. Parker, City Clerk
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Sincerely yours,
William M. Hackworth
City Attorney
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
AN ORDINANCE establishing the annual salaries of the Mayor, Vice-Mayor and
Council Members for the fiscal year beginning July 1,2004; and dispensing with the second
reading by title of this ordinance.
WHEREAS, §15.2-1414.6, Code of Virginia (1950), as amended, authorizes this
Council, notwithstanding any contrary provision of law, general or special, to set annual
salaries by ordinance for the Mayor, Vice-Mayor and each member of Council within certain
limits, and this Council is desirous of exercising this authority.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. For the fiscal year beginning July 1, 2004, and ending June 30, 2005, and for
succeeding fiscal years unless modified by action of this Council, the annual salaries of the
Mayor, Vice-Mayor and each member of Council shall be as follows:
Mayor $19,189.00
Vice-Mayor and Council
Members - $14,925.00
2. This ordinance shall remain in effect until amended or repealed by ordinance
duly adopted by City Council.
3. The Mayor and members of Council shall continue to receive such other
benefits as have previously been authorized by Council.
4. Pursuant to the provisions of § 12 of the City Charter, the second reading of this
ordinance by title is hereby dispensed with.
ATTEST:
City Clerk.
H~\~ASUR~S\o-cous&l.0602proposed.~pd