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HomeMy WebLinkAboutMins. 1/17/77 - 12/19/77COUNCIL, FINANCIAL AND PLANNING S ESS ION, Monday, Jarmary 17, 1977. The Council met in Financial and Planning Session on Monday, January 17, 1977, at 3:00 p.m., in the Executive Session Room, with Mayor Noel C. Taylor presiding. PRESENT: Council members Elizabeth T. Bowles, Robert A. Garland, Lucian Y. Grove~ Will,am S. Hubard, Hampton lq. Thomas and Mayor Noel C. Taylor. OFFICERS PRESENT: Mr. Byron E. Haner, City Manager; Mr. Sam H. McGhee, III, Assistant City Manager; Mr. James E. Buchholtz, Assistant City Attorney; Mr. John H. Mitchell, Assistant Director of Finance; and Mrs. Mary F. Parker, City Clerk. OTHERS PRESENT: Mr. lq. Bolling Izard and Mr. Bert Ely representing the Citi- zens' Long Range Planning and Goal Setting Comnz{ttee; Mr. lqill~am Murray and Mr. James lq. Eavey represem~ring the Roanoke City School Board; and Mr. Kit B. Ii{set, Di- rector of Utilities and Operations for the City of Roanoke. Mr. W. Bolling Izard, Chairman of the Citizens' Long Range Planning and Goal Setting Cornn%{ttee, reported that assignments have been made to committee members to work ~ith the Police Departrment, Schools, P~bl{clqorks and Refuse Collection Depar~-rnents. Mr. Bert Ely, Co-Chairman of the Cornr~ittee, gave a 20 minute presentation on taxable sales sum- mary - 1967 - 1976. (For full text, see cassette tape on ffle in the City Clerk's Office.) SElqERS AND STORM DRAINS-ANNEXATION: Mr. Grove presented a commurdcation in reference to taxation of c.{t~zens who are supplied water and sewer service by the Roa- noke County Public Service Authority and private water companies, proposing a reduction of the utility tax on tk{s specific group of citizens from the present level of twenty per cent to a ne~ level of ten per cent which would closely approximate the tax they would pay at City of Roanoke water rates. (For ~ text, see communication as filed in the City Clerk's Off~ce.) Mr. Grove moved that the commurdcat~on be referred to the City Manager and the City Attorney for reviow and report to the Council. The motion was seconded by Mr. Gar- land and adopted. TAXES: Mr. Grove presented a conzmun~cat~on in connection with correcting the equity caused by the limitation on utility tax on those homes heated electrically or with natural gas~ proposing that the matter be referred to the City Taxes Committee for study and recom/nendatlon to the Council. (For full text, see communication as filed in the C~ty Clerk's Office.) Mr. Grove moved that the communication be referred to the City Taxes Committee for study, report and recommendation to Council. The motion was seconded by Mrs. Bowles and adopted. -2- SCHOOLS: A communication from the Roanoke City School Board requesting an appropriation of $378,000.00 for the purchase of thirty 66-passenger school buses, was before Council. (For ~ text, see communication as filed in the City Clerk's Office.) After a discussion of the matter, Mr. Thomas moved that the school administra- tion be requested to explore their budget to ascertain if the $378,000.00 can be found within the confines of their capital budget and that they be requested to report this in- formation to the Council at its meeting on Monday, February 7, 1977. The motion was seconded by Mr. Garland and adopted. PUBLIC WELFARE: The City Manager submitted a written report requesting appropriation of certain funds for the third quarter of fiscal year 1976-77 for purchase of certain required services by the Department of Human Services. (For full text, see report as in/ed in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for prepara- tion of the proper measure. The motion was seconded by Mr. Garland and adopted. CETA: The City Manager submitted a written report requesting appropriation of certain fllnds in connection with CETA grants. (For full text, see report as filed in the City Clerk's Office.) Mr. Thomas moved that the report be referred to the City Attorney for prepara- tion of the proper measure. The motion was seconded by Mr. Hubard and adopted. SEWERS AND STORM DRAINS: The City Manager submitted a written report re- questing that certain compensation be paid to Blain Supply Company, Incorporated, in connection with certain work being done relating to the Trout Run Interceptor. (For f-tllI text, see report as f~led in the City Clerk's Office.) Mr. Garland moved that Council concur in the report and referred same to the City Attorney for preparation of the proper measure authorizing payment. The motion was seconded by Mr. Grove and adopted. PUBLIC WORKS-EQUIPMENT: The City Manager submitted a written report con- cutting irt a report of the Bid Coml/littee recommending that the bid of Municipal Sales Company, Incorporated, be accepted, for supplying a Bituminous Mixer and Portable As- phalt Storage Unit-Maintainer. (For full text, see report as filed in the City Clerk's Office.) Mr. Thomas moved that Council concur in the report and refer same to the City Attorney for preparation of the proper measure. The motion was seconded by 1VIz. Hubard and adopted. -3- PLANNING: The City Manager submitted a written repoz°c recommending adoption of the Citizen Participation Plan in connection with the Community Development Block Grant. (For full text, see report as filed in the City Clerk's Office.) Mr. Hubard moved that Councf[ concur in the report and referred same to the City Attorney for preparation of the proper meastzre. The motion was seconded by Mr. Grove and adopted. BUDGET-COMMISSIONER OF REVENUE: The City Manager verbally advised of a communication from the Commissioner of the Revenue advising that his Supplies and Materials account is depleted and requesting that an additional $8,474.00 be appropriated. Mr. Garland moved that the matter be referred to the City Attorney for prepara- tion of the proper measure with the request that the Commissioner of Revenue be present at the Council meeting on January 24th to answer certain questions. The motion was seconded by Mr. Hubard and adopted. GARBAGE REMOVAL: The City Manager verbally advised that when the regional landf~ll plans were established three or four years ago, the irt{rial contract se~ out a tonage rate of $2.50 as the fee to be charged each m%tnicipality per ton, that this was pre- dicated on f~gures presented by the consulting engineers at that t~ne, that the amount of revenues going to the localities have not been as high as it was anticipated and, as a resu/t, the Regional Landfill Board feels the necessity to increase the tonage rate to $4.00 ef-~ec- rive 3anuary 1, 1977. He stated that this will cost the city approximately $170~000.00 more during this current year than was budgeted for. He went on to add that the city has received $I06,000.00 in anti-recession funds and will be due another $30,000.00 in April that could be used for this purpose, that somewhere we are going to have to come up with another $40,000.00 and he requested Council's authorization to ut~l~-e the anti-recession funds and the city's share for operation of the landfill. Mr. Thomas moved that Council concur in the request. The motion was seconded by Mr. Hubard and adopted. CELEBRATIONS-CITY GOVERNMENT: The Acting City Attorney submitted a writ- ten report as to whether or not Council wishes to proceed with a requested measure of appreciation to all persons involved in %Aronj~ Day celebrations due to the tardiness irt the preparation of such a measure. (For f-ull text, see report as filed in the City Clerk's Office.) Mr. Garland moved that the measure be prepared and that it make reference to the fact that a street in the City of Roanoke has been recently named in honor of Wonju. The motion was seconded by Mr. Hubard and adopted. BUSES: The Assistant Director of Finance submitted a written report in connection with the operating subsidy for Valley Metro, requesting that Ccuncil appropriate $ 547,880.00 to be totally offset by an UMTA operating subsidy grant. -4- (For f-rtl/text, see report as fn/ed in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for prepara- tion of the proper measure. The motion was seconded by Mr. Grove and adopted. AUDITS: The Assistant Director of Finance submitted a financial report for the month of December, 1976. (For ~ text, see report as filed in the City Clerk's O.~f~ce.) Mr. Thomas moved that the report be received and filed. The motion was seconded by Mr. Hubard and adopted. COMMONWEALTH'S ATTORNEY-GRANTS: A communication from the Common- wealth's Attorney requesting an appropriation of $2,061.00 to cover expected expenses of two Assistants in his office while attending a Trial Techniques Seminar, advising that a D.J.C.P. Grant has been applied for and the city's local share w~ll be $103.05, was before Council. (For full text, see communication as filed in the City Clerk's Office.) Mr. Thomas moved that Council concur in the request with a net cost to the city of $103.05 and that the communication be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and adopted. WATER DEPARTMENT: A cornrr~ttee appointed to study bids received for a new 20-inch water line, Contract A, and a new altitude valve, Contract B~ to serve Statesman Park Pumping Station, submitted a written report recommending that the bids of E. C. Pace & Company and Flow Industries, Incorporated, for Contracts A and B, respect~vely, be accepted, and that necessary ~unds be appropriated therefor. (For full text, see report as f-z/ed in the City Clerk's Office.) Mr. Hubard moved that Council concur in the recommendation of the committee and that the report be referred to the City Attorney for prepara~on of the proper measure. The motion was seconded by Mr. Grove and adopted. REAL ESTATE ASSESSOR: For the February Financial Session, Mr. Hubard request- ed that the Real Estate Assessor be inv~ted to attend and present a thirty minute briefing on the _~unc~rions of that office and anticipated work for the next year. CITY EMPLOYEES: In view of the fact that the Council does not know exactly what the General Assembly will do in the way of financial relief for the localities, lV[r. Garland moved that the City ~anager be instructed to establish a hiring freeze on person- nel in which he is respons~bl~+at tk{s time. The motion was seconded by Mr. Grove. In a discussion of the motion, it was suggested by the Mayor that the matter should be held in abeyance for a period of one week in order for Council members to give the matter serious thought and after that time the Cotmcil should meet in Executive Session since personnel and individual departments may be discussed. -5- Messrs. Garland and Grove agreed to withdraw their mo~ion with the undersfand- ing that the item w~ll be carried on the January 24, 1977, Council agenda calling for an Exectltlve Session to discllss a personnel matter. BUDGET: Mr. Thomas moved that the City Manager and the Director of Finance be requested to provide the Council at its next Financial and Planning Session in February~ with a brief general statement of the budget as to where the city stands as of that time along with any recornrnendat~ons they might care to submit itt l~ght of what has trans- pired at the 1977 Session of the General Assembly. The mo~rion was seconded by Mr. Htlbard and adopted. City There being no ftlrtherbus~ess~the Mayor dec, red the sess~n a~ourned. (Note: Cassette tapes of this meeting will be kept on file in the Clerk's Office for a period of one year from the date of these minutes.) Respectfully City C I e rm~k submitted COUNCIL, FINANCIAL AND PLANNING SESSION, Tuesday, February 22, 1977. The Council met in Financial and Planning Session on Tuesday, February 22, 1977, at 3:40 p.m., in the Executive Session Room, with Mayor Noel C. Taylor presiding. PRESENT: Council members Elizabeth T. Bowles, Robert A. Garland, Lucian Y. Grove, William S. Hubard, Nicholas F. Taubman and Mayor Noel C. Taylor. OFFICERS PRESENT: Mr. Byron E. Haner, City Manager; Mr. Sam H. McGhee, III, Assistant City Manager; Mr. W~lburn C. Dibling, Jr., Acting City Attorney; Mr. James E. Buchholtz, Assistant City Attorney; Mr. Joel M. Schlanger, Director of Finance; Mr. John H. Mitchell, Assistant Director of Finance; and Mrs. Mary F. Parker, City Clerk. OTHERS PRESENT: Mr. William G. Kuthy, Mr. Kit B. Kiser, Mr. Milton E. Showal- ter, Mr. Barry Key, Mr. Howard C. Turpin and Mr. Jens Appel. MISCELLANEOUS: The Mayor advised that some t~me ago representatives of Sing Out Roanoke Valley, Incorporated, appeared before Council and requested that Council assign to them a project that might be undertaken for the good of the Roanoke Valley. He stated that he talked with Mrs. G. L. Lemon and it was agreed, subject to concurrence of Council, that the Council would request the group to give a performance at the Juvenile Detention Home for the benefit of the young people. Mr. Garland moved that Council concur in the Mayor's recommendation and that the matter be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and adopted. REAL ESTATE ASSESSOR: Mr. Howard C. Turpin, Real Estate Assessor, appeared before Council and gave a presentation relative to the operation of his office. (For full text, see statement on file in the City Clerk's Of-~ce.) BUDGET-REAL ESTATE ASSESSOR: The Real Estate Assessor also presented a communication requesting an appropriation of $ 6,000.00 to provide sufficient funds to con- timue field appraisal work for the remainder of the fiscal year. (For full text, see communication on file in the City Clerk's Off~ce.) The City 1VIanagor expressed concern over the amount requested; whereupon, Mr. Hubard moved that the matter be referred to the City Attorney for preparation of the proper measure appropriating sufficient funds, it to be understood that the Real Estate Assessor and the City Manager would con, er on the amount of funds to be appropriated prior to presentation to Council. The motion was seconded by Mr. Taubman and adopted. --2-- PLANNING: The City ]VIanager subn%itted a written report requesting authoriza- tion to present the FY '78 Community Development Program and that a public hearing be scheduled for March 14, 1977, on same. (For full tex~c, see report on file in the Ci%-y Clerk's Office.) The City ]V[anager also presented a breakdown on Community Development Block Grant Project Funding Levels. (For full tex~c, see breakdown on file in the City Clerk's Office.) lV[r. Hubard moved that Council hold a public hearing relative to the matter at 7:30 p.m., 1V[onday, 1VIarch 14, 1977, in the City Council Chamber. The motion was seconded by 1V[r. Garland and adopted. BUDGET-PUBLIC WELFARE: The C{ty iV[anager submitted a written report recom- mending that $ 518.00 be appropriated to Ref~lnd Improper Payments under Section #1537, "Social Services," of the 1976-77 budget. (For full text, see repoz~c on file in the City Clerk's Office.) The City 1VIanager verbally advised that it ls felt the $ 518.00 can be absorbed within the Human Services Account and suggested that Council receive and file the report. 1VIr. Hubard moved that the report be received and filed. The motion was seconded by 1Vlr. Taubman and adopted. BUDGET-CITY ENGINEER: The City 1VIanager subn%itted a written report request- ing that $25,000.00 be appropriated to Overtime under Section #1605, "Utility Line Facilities", of the I976-77 budget, to pay overtime for emergency work for the remainder of the fiscal year. (For full text, see report on file in the City Clerk's Office.) 1V[r. Hubard moved that the report be referred to the City Attorney for preparation of the proper measttre. The motion was seconded by 1V[r. Garland and adopted. BUDGET-CITY ENGINEER: The City 1VIanager submi~ced a written report request- ing that Council appropriate an adcl{tional $70,000.00 to U%~_lity Line Facilities Supplies and 1V[aterials account in order to provide funds for the purchase of materials for the remain- ing five months of the fiscal year. (For ~ tex~c, see report on file in the City Clerk's Office.) It appearing that the appropriation was needed because -~unds were erroneously taken out of the wrong account, the Director of Finance advised that this ma~cer could be ad- ministratively corrected without the need for an additional appropriation by Councfl. -3- Mr. Hubard moved that flae repoz~c be received and filed with the understanding that the error will be correc~ced. The motion was seconded by Mr. Taubman and adopted. REFUSE COLLECTION: The City Manager submitted a written report in connection with economies that could result in substantial savings by consolidating and making more efficient residen~zial refuse collec~rion. (For full tex~c, see report on file in the Ci%-y Clerk's Office.) After a discussion of the report, Mr. Taubman moved that the matter be referred back to the City Manager with the request that he submit recommenda%-ions to the Council during its 1977-78 Budget Study sessions. The motion was seconded by Mr. Hubard and adopted. CITY ATTORNEY: The Acting City Attorney submitted a wri~cen report requesting an Executive Session to discuss a ma%~cer of litigation. (For full text, see report on file in the Ci~-y Clerk's Office.) Mr. Hubard moved that Council meet in E~ecutive Session at the end of the meeting to discuss a matter of pending litigation. The motion was seconded by 1VIr. Taubman and adopted by the roi/owing vote: AYES: NAYS: Council members Bowles, Garland, Grove, Hubard, Taubman, and Mayor Taylor 6. None .......... 0. (1V[r. Thomas absent) BUDGET: Council at its last Financial and Planning Session in February having re- quested a general statement from the Director of Finance and the City Manager on the 1976-77 budget as to where the city stands as of this date and submi~cal of recommenda~rions in light of what has transpired during the I977 Session of the General Assembly, the Direc- tor of Finance submitted a wri%~cen repor~c relative to the revenue pictttre. (For full text, see report on file in the City Clerk's Office.) In this connec~cion, the City Manager submitted a wri%~cen report relative to the status of expenditures for this fiscal year, advising that revisions proposed to be made to the state budget have been such as to reduce or eliminate any danger of the Governor cutting the funds available to tnhe localities during this coming fiscal year, that the approach t~he admirdsl-ration must take at this ~ime is to endeavor to live within current appropriations and to endeavor to reduce expenditures to a point where we will have greater surpluses to carry over into the nex~c fiscal year. (For ~ text, see report on file in the City Clerk's Office.) -4- The City Manager read a prepared s~atement relative to inquiries as to what pay raise he might recommend for city employees for the coming fiscal year, advising that he plans to make every effoz~c to suggest a "cost of living~' increase for all ci~:y employees which would apply to all of those individuals who receive their pay as a result of City Council's appropriation of city f~nds, meaning school employees, teachers, sardtation workers, etc. (For full tex~c, see statement on file in the City Clerk's Office.) Mr. Taubman presented a prepared statement in reference to 1977-78 fiscal year budget'-lng. (For full tex~c, see statement on file in the City Clerk's Office.) Mr. Taubman moved that the Ci%-y Council concur in keeping with the points contain- ed in his statement, paz~cicularly with respect to (I) additional appropriations, (2) changing of funds ~rom one account to another and (3) the City Manager's previous statement in respect to equity for all employees relative to whatever salary and wage increases are granted in the next fiscal year. The motion was seconded by Mr. Hubard and adopted. AUDITS: The Director of Finance submitted a financial report for the month of January, 1977. (For full text, see report on file in the Ci%-y Clerk's Office.) Mr. Hubard moved that the report be received and filed. The motion was seconded by Mr. Grove and adopted. BUDGET: The Director of Finance submitted a written report requesting an appro- priation of $11,500.00 to provide sufficient f~lnds for professional services rendered in connection with Lunacy Commission hearings for the remainder of the fiscal year. (For full text, see report on file in the Ci%-y Clerk's Office.) Mr. Hubard moved that the report be referred to ~he Ci~:y Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and adopted. AFFIRMATIVE ACTION: The Mayor advised that Mr. David McCloud, EEO Coordina- tor, will be here on Thursday, February 24, 1977, at 2:00 p.m., to advise the city relative to assistance that will be available from the Governor's Office in connection with Affirma- tive Action and he invited the members of Council to be present. SEWERS AND STORM DRAINS: The Mayor also advised that a meeting has been schedtlled for 2:00 p~n., March 15, 1977, with Roanoke City Council and the Roanoke County Board of Supervisors to discuss the ma~cer of water and sewer lines. There being no ~urther business, the Mayor declared the meeting adjourned. B5m (Note: Cassette tapes of this meeting will be kept on file in the City Clerk's Office for a period of one year from the date of these minutes.) Respectfully submitted City Clerk COUNCIL, FINANCIAL AND PLANNING SESSION, Monday, April 18, 1977. The Council met in Financial and Planning Session on Monday, April 18, 1977, at 3:25 p.m., in the Executive Session Room, with Mayor Noel C. Taylor presiding. COUNCIL MEMBERS PRESENT: Council members Elizabeth T. Bowles, Robert A. Garland, Lucian Y. Grove, William S. Hubard, Nicholas F. Taubman, Hampton W. Thomas and Mayor Noel C. Taylor. OFFICERS PRESENT: Mr. Byron E. Haner, City Manager; Mr. Sam H. McGhee, III, Assistant City Manager; Mr. Wilburn C. Dibling, Jr., City Attorney; Mr. James E. Buchholtz, Senior Assistant City Attorney; Mr. D. R. Wood, Assistant Director of Finance; and Mrs. Mary F Parker City Clerk. ' ' OTHERS PRESENT: Dr. Wendell H. Butler, Chairman of the Roanoke City School Board, Mr. D.E. Wooldridge, Miss Lelia Stalker, Mr. J. K. Ingram, and Mr. Max A. Berman, members of the Roanoke City School Board, Dr. M. D. Pack, Superintendent of Roanoke City Schools; Mr. James W. Eavey, Assistant Superintendent and Clerk of the Roanoke City School Board; and Mr. R. P. Via, Director of Buildings and Grounds, Roanoke City Schools; Mr. J. D. Sink, Director of Public Works; Mr. James D. Ritchie, Director of Human Services; Mr. Kit B. Kiser, Director of Utilities and Operations; and Mr. Tom F. Brady, City Engineer. MAYOR AND MEMBERS OF COUNCIL: NONE. ROANOKE CITY SCHOOL BOARD: VOCATIONAL CENTER: A communication from the Roanoke City School Board requesting an appropriation of $400,000.00 to the Vocational Center Capital Account in order that bids for construction may be ac- cepted, was before Council. (For full text, see communication on file in the City Clerk's Office.) (For full text of discussion, see tape on file in the City Clerk's Office.) Considerable discussion was held as to whether or not the facil- ity could be rebid as two separate facilities; whereupon, Dr. Pack was requested to check with the State Department of Education and ad- vise if this could in fact be done. Mr. Thomas moved that the matter be referred back to the school administration for the purpose of ascertaining this information and advise the Council at its meeting on Monday, April 25, 1977. In clar- ification he said the matter may come back in the form of the same request or an amended request, or that the school administration will have the benefit of reviewing the City Manager's budget message to the Council by that time, and the Board and Council will be in a better - 2 - position to make a determination. Garland and unanimously adopted. The motion was seconded by Mr. SCHOOL BUSES: A communication from the Roanoke City School Board requesting authorization to transfer $194,174.00 from the 2000 and 12000 series of the 1976-77 School Board budget to the Capital Im- provement Fund in order that these funds may be preserved for capital outlay purposes beyond the current fiscal year, was before Council. (For full text, see communication on file in the City Clerk's Office.) Earlier in the meeting, it was agreed that if these funds were transferred, they would be used in connection with acquiring new school buses which were placed on order earlier in the year; Mr. Hubard moved that the request be referred to the City Attorney for preparation of the proper measure for the next meeting of Council on April 25, 1977. The motion was seconded by Mrs. Bowles and unanimous- ly adopted. SCHOOLS- WORK INCENTIVE PROGRAM: A communication from the Roanoke City School Board requesting an appropriation of $6,499.00 to Series 15000, Work Incentive Program, 100 per cent of expenditures to be reimbursed by state funds, was before Council. (For full text, see communication on file in the City Clerk's Office.) Mr. Hubard moved that the request be referred to the City Attorney for preparation of the proper measure for the next mee.ting of Council on April 25, 1977. The motion was seconded by Mr. Grove and unanimous- ly adopted. SCHOOLS-TITLE I FUNDS: A communication from the Roanoke City School Board requesting an appropriation of $10,243.00 to ASN 15289, Teachers, Title I, E.S.E.A., P.L. 89-10, being a reallocation of 1975-76 Title I funds and 100 per cent reimbursable, was before Council. (For full text, see communication on file in the City Clerk's Office.) Mr. Hubard moved that the request be referred to the City Attorney for preparation of the proper measure for the next meeting of Council on April 25, 1977. The motion was seconded by Mr. Taubman and unan- imously adopted. SCHOOLS-EXECUTIVE SESSION: A request of the Roanoke City School Board for an Executive Session to discuss a matter of real estate, was before Council. Mr. Hubard moved that Council meet in Executive Session with the School Board to discuss a matter of real estate. The motion was seconded by Mr. Thomas and adopted by the following vote: - 3 - AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor 7. NAYS: None CITY MANAGER: PLANNING-HOUSING-SLUM CLEARANCE: The City Manager submitted a written report in connection with a section of the City's Community Development Block Grant Application known as the Housing Assistance Plan (HAP). (For full text, see report on file in the City Clerk's Office.) Mr. Grove moved that Council concur in the recommendation of the City Manager for direction of funds and that the report be re- ferred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Garland and unanimously adopted. CHANGE ORDERS-MURRAY RUN INTERCEPTOR: The City Manager submitted a written report recommending that Change Order No. 3 be executed to the contract with Aaron J. Conner, General Contractor, Incorporated, for construction of the Murray Run Sewer Interceptor. (For full text, see report on file in the City Clerk's Office.) Mr. Garland moved that the report be referred to the City Attorney for preparation of the proper measure authorizing issuance of the change order. The motion was seconded by Mr. Hubard and unanimously adopted. CHANGE ORDERS-SEWAGE TREATMENT PLANT: The City Manager submitted a written report recommending that Change Order No. 5 be executed to the contract with Pizzagalli Construction Company for expansion of primary treatment facilities and construction of a 30 million gallon retention basin at the Sewage Treatment Plant and that necessary funds be appropriated therefor. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the recommendation and that the request be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unan- imously adopted. CHANGE ORDERS-MUNICIPAL SWIMMING POOLS: The City Manager sub- mitted a written report recommending that Change Order No. 5 be execu- ted to the contract with Days Construction Company, Incorporated, for construction of two municipal swimming pools and that necessary funds be transferred therefor. (For full text, see report on file in the City Clerk's Office.) Mr. Garland moved that Council concur in the recommendation and that the report be referred to the City Attorney for preparation of - 4 - the proper measure. The motion was seconded by Mrs. Bowles and unanimously adopted. BLACKTOPPING OF STREETS: The City Manager submitted a written report requesting transfer of certain funds in order to provide suffi- cient funds for the 1977 blacktop program. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Thomas and unanimously adopted. PUBLIC WELFARE-FOSTER CARE TRAINING: The City Manager submitted a written report recommending that Council approve payment of $268.00 for travel and per diem for one foster care parent to attend a work- shop for foster parent training in New York, New York. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that Council receive and concur in the report. The motion was seconded by Mrs. Bowles and unanimously adopted. SEASONAL HELP: The City Manager submitted a written report recom- mending that certain funds be transferred within the Grounds Maintenance Account to provide sufficient funds to hire workers under Seasonal Help for the remainder of the fiscal year. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Garland and unanimously adopted. GRANTS-POLICE ACADEMY: The City Manager submitted a written re- port recommending authorization to execute appropriate forms for ac- ceptance of two grants for continuation of the Police Academy through February, 1979, and for appropriation of funds in connection with one of the grants. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be received, concurred in and referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. FIRE TRUCKS: The City Manager submitted a written report concur- ring in a report of the Bid Committee recommending the purchase of a fire truck and certain construction equipment, and in the transfer of funds for said purchase. (For full text, see report on file in the City Clerk's Office.) - 5 - Mr. Taubman moved that action on the request be deferred until the next meeting of Council on April 25, 1977, and that the City Manager be instructed to furnish the Council with the following in- formation: (a) how much is in the budget for this equipment, (b) which fire house it will be assigned to, (c) is it a new fire truck or a replacement, (d) why it cannot be purchased next year. The motion was seconded by Mr. Grove and unanimously adopted. MOTORIZED VEHICLE MAINTENANCE: Council, at its Financial and Planning Session in March, having deferred action on a request of the City Manager for additional appropriation of $65,000.00 to the Motorized Vehicle Maintenance budget to provide sufficient funds for the remainder of the fiscal year, pending information from the City Manager as to whether or not there were funds within the budget that could be transferred for this purpose, the matter was again before the body. The City Manager submitted a written report advising of available funds within the Contingency Fund. (For full text, see report on file in the City Clerk's Office.) Mr. Grove moved that Council approve the transfer of funds from the Contingency Fund as per the report of the City Manager and that the matter be referred to the City Attorney for preparation of the proper measure~ The motion was seconded by Mr. Hubard and unanimously adopted. CITY ATTORNEY: DAMAGES TO PROPERTY: The City Attorney submitted a written re- port requesting an appropriation of $1,000.00 to Damages to Property in order to pay claims of citizens for property damage for the balance of this fiscal year. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the report and that the matter be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. EXECUTIVE SESSION: The City Attorney submitted a written report requesting an Executive Session to discuss a legal matter. Mr. Hubard moved that Council meet in Executive Session with the City Attorney to discuss a legal matter. The motion was seconded by Mr. Taubman and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor 7. - 6 - NAYS: None -0. CITY CLERK: NONE. DIRECTOR OF FINANCE: FINANCIAL REPORT: The Assistant Director of Finance submitted a financial report for the month of March, 1977. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be received and filed. motion was seconded by Mr. Taubman and unanimously adopted. The Mr. Thomas moved that the Director of Finance be instructed to contact representatives of the Roanoke City School administration to ascertain if there is some type of monthly report of receipts and ex- penditures which could be furnished to the Council in order that the school budget may be monitored on a month to month basis. The motion was seconded by Mr. Taubman and unanimously adopted. MUNICIPAL AUDITOR: NONE. REAL ESTATE ASSESSOR: NONE. REPORTS OF COMMITTEES: WARD STUDY COMMITTEE, LEAGUE OF WOMEN VOTERS: A communication from Mrs. Melba C. Pirkey, Chairman, Ward Study Committee, League of Women Voters, requesting an apprdpriation of $200.00 to cover the cost of advertising two public meetings, or permission to mail the bills for same to the City Finance Department, was before Council. (For full text, see communication on file in the City Clerk's Office.) Mr. Grove moved that Council concur in the request for $200.00 and that the matter be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. PROPOSED 1977-78 FISCAL YEAR BUDGET: The City Manager presented his proposed 1977-78 budget message to the Council. (For full text, see proposed budgets and budget message on file in the City Clerk's Office.) (For full text of discussion relative to presentation, see cassette tape on file in the City Clerk's Office.) OTHER BUSINESS: NONE. There being no further business, the Mayor declared the meeting adjourned. (Note: Cassette tapes of this meeting will be kept on file in the City Clerk's Of£ice for a period of one year from the date of these minutes.) Respectfully submitted City Clerk COUNCIL, FINANCIAL AND PLANNING SESSION, Monday, March 21, 1977. The Council met in Financial and Planning Session on Monday, March 21, 1977, at 3:15 p.m., in the Executive Session Room, with Mayor Noel C. Taylor presiding. PRESENT: Council members Elizabeth T. Bowles, Robert A. Garland, Lucian Y. Grove, William S. Hubard, Nicholas F. Taubman, Hampton W. Thomas and Mayor Noel C. Taylor. OFFICERS PRESENT: Mr. Byron E. Haner, City Manager; Mr. Sam H. McGhee, III, Assistant City Manager; Mr. Wilburn C. Dfbling, Jr., Acting City Attorney; Mr. James E. Buchholtz, Assistant City Attorney; Mr. John H. Mitchell, Assistant Director of Finance; and Mrs. Mary F. Pa~ker, City Clerk. OTHERS PRESENT: Mr. Paul J. Puckett, Sheriff; Ms. Patsy Testerman, Deputy Clerk, Circuit Court; Mr. Howard P. Turpin, Real Estate Assessor; Mr. Kit B. Kiser, Director, Utilities and Operations; and Mr. Robert F. Rider, Commonwealth's Attorney. MAYOR AND MEMBERS OF COUNCIL: NONE. ROANOKE CITY SCHOOL BOARD: NONE. CITY MANAGER: BUDGET-COMMONWEALTH'S ATTORNEY-GRANTS: The City Manager sub- mitted a written report transmitting a request of the Commonwealth's Attorney for an appropriation of $1,084.00 to cover expenses while attending a training seminar in Denver, Colorado. (For f~ll text, see report on file in the City Clerk's Office.) Mr. Rider appeared before Council and advised that he will be unable to attend the seminar, however, it is proposed that his assistant, Douglas Swartz, will attend and a sum in the amount of $ 542.00 is requested. Mr. Garland moved that the City Attorney be instructed to prepare the proper meastrre appropriating $ 542.00. The motion was seconded by Mr. Thomas and unani- mously adopted. BUDGET-SHERIFF: The City Manager submitted a written report transmit- ting a request of the Sheriff for an additional appropriation of $6,000.00 to cover mileage expenses for the remainder of the J~iscal year, advising tl~mt it would appear that the $6,000.00 is needed to supplement this account. (For f~I1 text, see report on file in the Cit-y Clerk's Office.) -2- Mr. Garland moved tha~ the repor~ be referred to the City Attorney for pre- paration of the proper measure appropriating $6,000.00. The motion was seconded by lV[r. Thomas and unanimously adopted. BUDGET-ELECTIONS: The City Manager subnz{tted a written report trans- rn~%~cing a request of the Electoral Board for an adcl{tional appropriation of $8,535.00 to cover expenses of the Democratic Primary Election, recommending that the funds be appropriated by ~he Council. (For f~/1 tex~c, see report on file in the City Clerk's Of-~ice.) Mr. Thomas moved that Council concur in the report and that it be referred to the City Attorney for preparation of the proper measure. The motion was second- ed by Mr. Hubard and unan{mously adopted. BUDGET-CLERK OF CIRCUIT COURT: The City Manager subnz{tted a wri~-~en report transmitting a request of the Clerk of the Circuit Court for a supplemental appropriation ~n the amourfc of $10,400.00 for Materials and Supplies, advising tha~ Council initially appropriated $27,250.00 to that account, that as of the end of February $21,569.00 had been expended or 79% of this year's funds have been spent in 67~ of the time and, predicated on ~k{s expenditure rate, it would appear that an addi~onal $ 5,000.00 should be suff~c~en~ to carry ~he Clerk of Court's supplies accoun~ ~o ~he end of this f~scal year, barring unusual expendi~fures, recommending ~hat Council appropriate no more ~han $6,000.00 ~o this accourfc and tha~ the Clerk of Courts be requested ~o maintain a low level of expenditure in order ~o live within the funds provided. (For f~ll text, see report on file in ~he City Clerk's Office.) 1V[r. Hubard moved tha~ the repor~ be referred ~o the City A~torney for pre- para~on of the proper measure appropriating $6,000.00. The motion was seconded by Mr. Taubman and unanimously adopted. BUDGET-CITY ENGINEER: The City Manager submitted a ~r~tten report re- questing an additional appropriation of $65,000.00 to the Motorized Vehicle l~Iaintenance budget to provide sufficient -funds for the remainder of the fiscal year. (For full text, see report on file in the City Clerk's Office.) The City Manager indicated that there may be certain areas where transfers could be made, on motion of 1VLr. Hubard, seconded by Bit. Taubman am~t unanimously adopted, action on the report was deferred un~ril the financis/and planning session on April I8, I977, in order that the City Manager m~ght iden~rify possible areas where transfers might be made. BUDGET-CITY ENGINEER-CAPITAL IMPROVEMENTS PROGRAM: The City Manager submitted a wri~rten report requesting that certain projects with their appro- priated funds be ~n:ansferred from the Street 1V[aintenance budget to the Capital Improvement Fund to allow same to conl-inue beyond the end of this _fiscal year and be completed. -3- (For full tex~c, see repo~c on file in the City Clerk's Office.) Mr. Taubman moved that the report be referred to the Cit-y At~corney for pre- paration of the proper measure. The motion was seconded by Mrs. Bowles and unanimously adopted. BUDGET-REFUSE COLLECTION: The City Manager subrru{tted a written report requesting a transfer of $10,000.00 in the Refuse Collection budget to provide overtime funds for the remainder of the fiscal year. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for prepara- tion of ~he proper measure. The motion was seconded by Mr. Thomas and unanimously adopted. BUDGET-PUBLIC WELFARE: The City Manager submitted a written report recontmending that certain appropriations be made to the Title XX - Services budget to purchase certain services required by law to be made available to the citizens. (For f%tll text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for prepara- tion oJ~ the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. BUDGET-SEINERS AND STORM DRAINS: The City Manager submitted a written report recommending authorization to execute Change Order No. 3 to the con~rrac~ with Bryant's Plumbing and Heating Corporation for construction of the Trout Run Inter- ceptor Sewer Line. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that the report be referred to the City Attorney for prepara- tion of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. BUDGET-SEWERS AND STORM DRAINS: The City Manager submitted a written report recommending that he be authorized to execute Change Order No. I0 to the con- tract with J. %N. Bateson Company, Incorporated, for construction of a 35 MGD Tertiary Treatment Plant at the Sewage Treatment Plant, and that sufficient funds be appro- priated therefor. (For full text, see repoz~ on file in the City Clerk's Office.) Mr. Thomas moved that the report be referred to the City Attorney for prepara- tion of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. COUNCIL: The City Manager submitted a written report requesting an Execu- tive Session to discuss a legal matter. (For full text, see report on file in the City Clerk's Office.) Mr. Taubman moved that Council concur in the request. The motion was second- ed by Mr. Hubard and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor .......... --7. NAYS: None ........ ACTING CITY ATTORNEY: COUNCIL: The Acting City Attorney submitted a written report requesting an Executive Session on a legal matter. (For full text, see report on file in the City Clerk's Office.) Mr. Taubman moved that Council concur in the request. The motion was second- ed by Mr. Hubard and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor ....... 7. NAYS: None ........ -0. ]VIr. Hubard moved that the City Clerk be instructed to place on the agenda of Council for ]VIonday, March 28, 1977, the matter of the election of a City Attorney for a term ending September 30, 1978. The motion was seconded by Mr. Thomas and unani- mously adopted. CITY CLERK: NONE. DIRECTOR OF FINANCE: BUDGET: The Assistant Director of Finance presented the financial report of the City of Roanoke for the month of February, 1977. (For fu/1 text, see report on file in the City Clerk's Office.) 1V[r. Hubard moved that the report be received and filed. The motion was second- ed by Mr. Taubman and unanimously adopted. MUNICIPAL AUDITOR: NONE. REAL ESTATE ASSESSOR: ASSESSOR: The Real Estate Assessor submitted a written report requesting concurrence in providing copies of the land books for $20.00 each and copies of the land maps for $100.00 per complete set to the public as requested. (For full text, see report on file in the City Clerk's Office.) -5- Mr. Hubard moved that Council concur in the Real Estate Assessor's request and that the matter be referred to the City A~corney for preparal-ion of the proper measure if necessary. The motion was seconded by Mrs. Bowles and unanimously adopted. REPORTS OF COMIVIITTEES: CITY MARKET: A committee appointed to study bids received for alterations to the Roanoke City Marke~ Building submitted a written report recommending that the low b~d of Hodges Lumber Company in the amount of $20,150.00, be accepted and that a portion of ~he money established for V~c~ory Stadium remodeling be added to the bud- gered amount to provide sufi:ic~ent i3unds therefor. (For full tex~c, see repoz~ on file in the Cit-y Clerk's Office.) Mr. Grove moved that Councfl concur in the repoz~c and that the matter be re- ferred to the C~y Attorney for preparation of ~_he proper measure. The moron was seconded by Mr. Httbard and adopted, Mr. Thomas was out of the room. OTHER BUSINESS: NONE. There being no further business, ~:he Mayor declared ~:he session adjourned. (Note: Cassette tapes of this meeting will be kept on file in the City Clerk's Office for a period of one year from the date of these minutes.) Respectfully submitted City Clerk' COUNCIL, FINANCIAL AND PLANNING SESSION, Monday, May 16, 1977. The Council met in Financial and Planning Session on Monday, May 16, 1977, at 3:00 p.m., in the Executive Session Room, with Mayor Noel C. Taylor presiding. PRESENT: Council members Elizabeth T. Bowles, Robert A. Garland, Lucian Y. Grove, William S. Hubard, Nicholas F. Taubman, Hampton W. Thomas and Mayor Noel C. Taylor. OFFICERS PRESENT: Mr. Byron E. Haner, City Manager; Mr. Sam H. McGhee, III, Assistant City Manager; Mr. Wilburn C. Dibling, Jr., City Attorney; Mr. James E. Buchholtz, Senior Assistant City Attorney; Mr. Joel M. Schlanger, Director of Finance; and Mrs. Mary F. Parker, City Clerk. OTHERS PRESENT: Mrs. Mildred Willis representing the League of Women Voters; Mr. John P. Bradshaw, President, Kiwanis Club; Mr. William A. Murray representing the Roanoke City School Board; and Mr. Kit B. Kiser, Director of Utilities and Operations for the City of Roanoke. MAYOR AND MEMBERS OF COUNCIL: REFUSE COLLECTION: Mr. Grove gave a presentation in reference to a visit to the City of Roanoke by Mrs. Marylyn Williams, Coordina- tor of the Clean Community System for the City of Charlotte, North Carolina, advising that Ms. Williams spoke in reference to the efforts of the City of Charlotte in this endeavor. He said there seems to be an affirmative reaction to this program by many people in the City of Roanoke and spoke of the advantage of sending a city employee to at- tend the Clean Community System Workshop in Charlotte, North Carolina, on May 22 - 24, 1977. (For full text of presentation, see cassette tape on file in the City Clerk's Office.) Mrs. Mildred Willis, representing the League of Women Voters, appeared before Council and read a statement in respect to the stand of the League on this matter. (For full text, see statement on file in the City Clerk's Office.) Mr. John P. Bradshaw, President of the Kiwanis Club of Roanoke, appeared before Council and advised that the Kiwanis Club is willing to commit itself to find out more about the Clean Community System program and is proposing to send a representative to the Workshop and he urged the City of Roanoke to do likewise. Mr. Grove moved that Council approve payment of $200.00 repre- senting expenses of a city employee to be designated by the City Man- ager to attend the Clean Community System Workshop in Charlotte, North Carolina, on May 22 - 24, 1977, and that the Council state it is fully - 2 - in support of any programs on conservation or conservation methods which are of concern to the League of Women Voters. The motion was seconded by Mr. Taubman and unanimously adopted. REAL ESTATE: Mr. Taubman moved that Council meet in Executive Session to discuss a matter of real estate. The motion was seconded by Mr. Hubard and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor 7. NAYS: None ............. AIRPORT: Mr. Michael S. Ferguson, Attorney, representing the General Aviation Community Committee, appeared before Council in reference to a problem concerning proposed security fencing at Roanoke Municipal Airport, Woodrum Field. (For full text of discussion, see cassette tape on file in the City Clerk's Office.) After a discussion of the problem, Mr. Taubman moved that the matter be referred .to the City Manager and the Airport Advisory Com- mission, along with Mr. Ferguson, for the purpose of working out a solution. The motion was seconded by Mr. Hubard and unanimously adopted. ROANOKE CITY SCHOOL BOARD: SCHOOLS: A communication from the Roanoke City School Board requesting that $800.00 be appropriated to ASN 15049, Travel, Child Neurology Clinic, of the 1976-77 budget, one hundred per cent to be reimbursed from State Department of Education funds, was before Coun- cil. (For full text, see communication on file in the City Clerk's Office.) Mr. Garland moved that the request be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Thomas and unanimously adopted. CITY MANAGER: PARKS AND PLAYGROUNDS: The City Manager submitted a written report requesting that $6,745.00 representing softball league entry and tournament fees be deposited to the appropriate account. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. REFUSE COLLECTION-OVERTIME: The City Manager submitted a written report requesting that $9,000.00 be transferred within the Refuse Col- lection budget to Overtime due to equipment downtime and employee ab- senteeism. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. LIBRARIES: The City Manager submitted a written report recommend- ing that $5,400.00 be transferred within the Libraries budget to cover payment of utilities and communications for the remainder of this fis- cal year. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. CIVIC CENTER: The City Manager submitted a written report recom- mending certain transfers within the Civic Center account. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. SOCIAL SECURITY INCOME REFUNDS: The City Manager submitted a written report in connection with Social Services supplemental security income refunds following General Relief interim assistance payments, recommending that $5,000.00 be appropriated to Miscellaneous Refunds, Human Services, Social Services. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. TITLE XX AMENDMENT-PUBLIC WELFARE: The City Manager submitted a written report in connection with certain services required by law to be made available to citizens of the city by the Title XX Amendment to the Social Security Act, recommending that $4,909.10 be appropriated to Protective Services to Adults to be donated by The United Way, that $13,301.80 be appropriated to Day Care for Children Developmentally Disabled to be donated by Mental Health Services, and that $9,789.10 be appropriated to Day Care for Adults Developmentally Disabled to be donated by Mental Health Services. (For full text, see report on file in the City Clerk's Office.) - 4 - Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. PUBLIC WELFARE: The City Manager submitted a written report recommending approval of the payment of $325.50 for travel and per diem for seven foster parents to attend the Virginia Foster Parent Associa- tion Meeting in Blacksburg from May 19 through May 21, 1977. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. BUSES: The City Manager submitted a written report recommending that the lease with Greater Roanoke Transit Company for facilities at 12th Street and Campbell Avenue, S.E., be renewed at the existing rate for a one year period from March 23, 1977, until March 22, 1978. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council meet in Executive Session to discuss the matter as it relates to terms and conditions of the existing lease contract, future contract and the real estate involved. The motion was seconded by Mr. Hubard and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor 7. NAYS: None O. EQUIPMENT: The City Manager submitted a written report in reference to bidding procedures in the acquisition of equipment and advising of certain advantages in the standardization of equipment. (For full text, see report on file in the City Clerk's Office.) Mr. Grove moved that Council concur in the report. was seconded by Mr. Hubard and unanimously adopted. The motion PARKING METERS: The City Manager submitted a written report in connection with revising the City Code to permit increased parking meter fees. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. Vice Mayor Bowles expressed concern that certain parking meters have not been removed in the City Market area and she said that market - 5 - shoppers are being discriminated against. Mr. Hubard moved that the City Manager be instructed to advise Council at the earliest possible date as to the financial impact to the city if parking meters were removed from the city market area. The motion was seconded by Mr. Taubman and unanimously adopted. In clarification, Vice Mayor Bowles advised that she is con- cerned about any area which is considered customer shopping in the market area, but predominantly those spaces in the large city parking lot adjacent to the A ~ P Store. REFUSE COLLECTION: The City Manager submitted a written report recommending that the city pay FWC Corporation/Fulcum Corporation $50,000.00 in settlement of all obligations and liabilities under a 1974 agreement for operation of a landfill on their property located within the Town of Vinton. (For full text, see report on file in the City Clerk's Office.) Mr. Grove moved that Council concur in the recommendation and that the matter be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unani- mously adopted. CITY ATTORNEY: LITIGATION: The City Attorney submitted a written report request- ing an Executive Session to discuss a matter of pending litigation. Mr. Taubman moved that Council concur in the request. The motion was seconded by Mrs. Bowles and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor ...................... 7. NAYS: None O. CITY CLERK: NONE. DIRECTOR OF FINANCE: FINANCIAL REPORT: The Director of Finance submitted a financial report for the month of April, 1977. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that the report be received and filed. The motion was seconded by Mr. Hubard and unanimously adopted. MUNICIPAL AUDITOR: NONE. REAL ESTATE ASSESSOR: NONE. REPORTS OF COMMITTEES: DATA COMMUNICATIONS PACKAGE: A report of the committee appointed to study bids received for a data communications package, recommending that the bid of Datapoint Corporation for the net cost of $26,776.40, be accepted, was before Council. (For full text, see report on file in the City Clerk's Office.) Mr. Taubman moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. OTHER BUSINESS: NONE. There being no further business, the Mayor declared the meeting adjourned. (Note: Cassette tapes of this meeting will be kept on file in the City Clerk's Office for a period of one year from the date of these minutes.) Respectfully submitted ~ity Clerk v COUNCIL, FINANCIAL AND PLANNING SESSION, Monday, June 20, 1977. The Council met in Financial and Planning Session on Monday, June 20, 1977, at 3:20 p.m., in the Executive Session Room, with Mayor Noel C. Taylor presiding. PRESENT: Council members Elizabeth T. Bowles, Robert A. Garland, Lucian Y. Grove, William S. Hubard, Nicholas F. Taubman, Hampton W. Thomas and Mayor Noel C. Taylor. OFFICERS PRESENT: Mr. S. H. McGhee, III, Assistant City Manager; Mr. Wilburn C. Dibling, Jr., City Attorney; Mr. James E. Buchholtz, Assistant City Attorney; Mr. Joel M. Schlanger, Director of Finance; Mr. John H. Mitchell, Assistant Director of Finance; and Mrs. Judith M. St. Clair, Deputy City Clerk. OTHERS PRESENT: Mr. J. H. Johnson, City Treasurer; Mr. K. B. Kiser, Director of Utilities and Operations; Mr. J. S. Howard, Jr., Commissioner of the Revenue; Mr. Howard Turpin, Real Estate Assessor; Mr. Gordon Peters, Assistant City Treasurer; and Mr. J. W. Eavey, Clerk, Roanoke City School Board. MAYOR AND MEMBERS OF COUNCIL: EXECUTIVE SESSION: Mayor Taylor requested an Executive Session on a real estate matter. Mr. Taubman moved that Council concur in the request. was seconded by Mr. Hubard and unanimously adopted. The motion EXECUTIVE SESSION: a personnel matter. The Mayor requested an Executive Session on Mr. Taubman moved that Council concur in the request. was seconded by Mr. Hubard and unanimously adopted. The motion CITY EMPLOYEES: Mayor Taylor submitted a written communication suggesting that a bulletin board be placed somewhere in the Municipal Building on which job opportunities would be posted for the benefit of any interested citizen. (For full text, see communication on file in City Clerk's Office.) Mr. Thomas suggested that perhaps there might be racks on the city buses on which job opportunities could also be listed. Mr. Hubard moved that Council concur in the suggestion and refer the matter to the City Manager for implementation. The motion was seconded by Mr. Thomas and unanimously adopted. HUMAN RESOURCES COMMITTEE - REVENUE SHARING: Mr. Grove submitted a written communication recommending that the Human Resources Committee be requested to make available additional funds by decreasing currently recommended levels of funding by ten per cent, or approximately $55,000.00, and distribute this amount among Virginia Western Com- munity College, S.P.C.A., Virginia Polytechnic Institute and State University Extension Division, and Roanoke Valley Chamber of Com- merce Convention Bureau; that Virginia Western Community College, Roanoke Valley Chamber of Commerce Convention Bureau and S.P.C.A. not be considered in the Human Resources category and that V.P.I. ~ S.U. Extension Division be considered totally in this category after 1977-78; and that after this year Council will determine the total amount of funds for distribution by the Human Resources Com- mittee to various agencies at their discretion. (For full text, see communication on file in City Clerk's Office.) Mr. Grove moved that the recommendations contained in his com- munication be concurred in and that the matter be referred to the Human Resources Committee for their final report back to Council at its regular meeting on Monday, July 25, 1977. The motion was sec- onded by Mr. Hubard. Mr. Jack Smith appeared in support of funding the Roanoke Valley Chamber of Commerce Convention Bureau and Mr. Ross Hart appeared in support of funding the S.P.C.A. After a lengthy discussion of the matter, Mr. Grove's motion was adopted with Mrs. Bowles and Mayor Taylor voting no. JAIL: Mr. Hubard submitted a written communication recommend- ing that one final offer be made to Roanoke County to house all of the County's prisoners for a one year term immediately following the opening of the new jail; that these prisoners be housed at a cost based only on our variable costs, excluding capital costs, with the County handling all transportation of its prisoners; and that prior to the opening of the new jail the city offer to accept the County's prisoners during that time to the extent of space available on a basis of recovering the variable costs. (For full text, see communication on file in City Clerk's Office.) Mr. Hubard moved that the City Attorney be requested to prepare for the next regular meeting of Council a Resolution in accordance with the recommendations contained in his communications. The motion was seconded by Mr. Taubman and unanimously adopted. LICENSES-TAXES: Mr. J. S. Howard, Jr., Commissioner of the Revenue, submitted a written report in connection with a proposed plan to insti- tute and implement an improved decal issuance procedure effective with the 1978 decal license year. (For full text, see report on file in City Clerk's Office.) Mr. J. H. Johnson, City Treasurer, and Mr. Gordon Peters, Assist- ant City Treasurer, appeared and stated that they concurred in the report as presented by Mr. Howard. - 3 - Mr. Thomas moved that the report be referred to the City Manager, the Director of Finance, the City Attorney and the Municipal Auditor for their review and report back to Council at the last regular meet- ing in July with their recommendations, implied in the motion that they will get together with the Commissioner of Revenue and the City Treasurer for work sessions to make sure that they do have a work- able recommendation to Council when it comes back. The motion was seconded by Mrs. Bowles. After a discussion of the matter, Mr. Thomas amended his motion to state that the City Manager, the Director of Finance, the City At- torney and the Municipal Auditor report back to Council as soon as possible but no later than the last regular meeting in July. After further discussion of the matter, Mr. Thomas again amended his motion to include that those persons designated also investigate the possibility of the Division of Motor Vehicles handling the matter of issuance of decals and, if they do so, if it includes use of the personal property prepayment as a part of it. The motion was seconded by Mr. Hubard. After further discussion of the matter, Mr. Thomas again amended his motion to add including developing a system at the same time to insure that all people who are supposed to are purchasing the decals. The City Attorney advised that he had just received the report from the Commissioner of Revenue concerning this matter and that he would like to have some time to look over same and that he did not have a formal report at this time. COUNCIL: Mr. Taubman advised that the City Charter states that Council may hold as few as two meetings in the months of July and Aug- ust, and while he realized that committee work and other matters would have to continue during that time, he inquired as to the consensus of Council for holding only two meetings during these two months. After a discussion of the matter, it being decided that Council would meet on the second and fourth weeks of July and August, Mr. Taub- man moved that the matter be referred to the City Attorney for prepara- tion of the proper measure providing for the holding of two Council meetings during the months of July and August on the second and fourth weeks. The motion was seconded by Mrs. Bowles and unanimously adopted. ROANOKE CITY SCHOOL BOARD: BUDGET - SCHOOLS: The Roanoke City School Board submitted a written report requesting a transfer of $58,106.00 from the 1976-77 Winter Pro- gram, Title I, to the 1976-77 Summer Program, Title I, and - 4 - an appropriation of $30,220.00 to P.L. 874, Summer Program, 1976-77, with $17,400.00 thereof to be transferred from the current P.L. 874, Winter Program, ASN 15363. (For full text, see report on file in City Clerk's Office.) Mr. Garland moved that Council concur in the request and refer the matter to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. BUDGET-SCHOOLS: The Roanoke City School Board submitted a written report requesting appropriations of $1,200,000.00 to Teachers and Home-School Counselors, $47,298.89 to C.E.T.~., Title II and Title VI, and $7,178.45 to ASN1825. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that Council concur in the request and refer the matter to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Garland. The Director of Finance advised that there were problems with this matter, that the problem arose about four years ago with the original intent of deferrin9 the salaries of school professional personnel to provide a one time budgetary windfall of approximately $1,000,000.00 during a year in which there was limited financial resources, that the deferred salaries was accomplished by not bud- geting for July and August pay checks for those teachers electing to be paid over the 12 month period instead of the l0 month period, that the actual effect of this summer payroll in his opinion of the teachers during July and August of 1977 would be a direct reduction of any accumulated surplus that this city has as of June 30, 1977, that the School Board has not hidden this matter as the footnote in the budget submitted by the Board says it does not include $1,200,000.00 for teachers salaries deferred from 1977-78 to 1978-79, that in his opinion the 1977-78 budget does not provide sufficient funds for the July and August payroll to be made in 1977, and thus 1978 has already been underfunded so in handling fiscal 1978 we have a 1.2 million dollar deficit to start with because it has to be made up, that back when this was done the money should have been put in the budget fol- lowin9 instead of carrying forward a deficit. Mr. J. W. Eavey, Clerk, Roanoke City School Board, appeared and advised that Council has deferred $1,000,000.00 however the Board only asked for the actual amount paid to teachers contracted for 10 months who elect to take their pay in July and August, that the amount has now grown from $800,000.00 to over one million dollars, that these teachers have already earned this money as they finished up last Tuesday so it is a matter of a contract that has been satis- fied, that the problem goes back to 1972-73 when Council had diffi- culty in balancing the budget and knowing there would be revenue shar- in9 money took action to defer the money and before the year ended to put it back, that it was not put back and as a result has been - 5 - carried over, that the old method prior to 1972-73 was to actually obligate the money June 30 and the city wrote checks which just laid around until actually due and payable to the teachers, that probably part of the thinking at that time was that money could be earning some interest and that it should be paid from the fiscal year in which actually paid, that the problem has been complicated since the employment of independent auditors because they take the posi- tion that anything earned in any particular fiscal year should also be credited to that fiscal year so they kick it back, that the Board needs this appropriation because at this time they have a deficit of about $250,000.00 in two payroll accounts which is being covered with other accounts in the budget with the idea that the money would be appropriated as it has been in the past several years. Mr. Thomas advised he did not think it was purely a matter of balancing the budget, that this happened about the time revenue shar- ing came in and it was during the period when the city had their first audit, that the auditors found out that at the end of the year on June 30 the checks would be written for July and August and be held and since the city was on a cash basis it was concluded that this was not a good audit or practice, and that he questioned how the School Board could ever say there was a surplus when there is a 1.2 million dollar deficit, referring to the recent situation of purchas- ing buses. Mr. Eavy advised that this money has been labeEd for a specific purpose while the other monies referred to have not been so labeled. The Director of Finance advised that the budget just approved, the 1978 budget, has ten months of salaries in it and that the current budget is also a ten month budget. During a discussion of the matter, the Assistant Director of Finance advised that in 1972-73 with a somewhat limited financial situation Council reduced the School budget by an overall funding of $1,000,000.00 with the understanding that the July and August salar- ies would be included in the 1973-74 budget, that at the same time the city also solicited for an audit for the first time in 38 years, that the Auditor told Council that he did not care how it handled the budgetary situation but that he did have to report the actuality of those contract obligations in the year in which they were incurred, so consequently that July and August salary figure was backed into the 1972-73 year and the annual report showed a $880,000.00 deficit, that the ensuing years afterwards the School Board has calculated their financial needs and off the top each year they have deducted the 1.2 million dollars of the request that comes to Council before July 1, that if the 1.2 million dollars is appropriated to the 1976-77 budget today, it will pay for the July and August teacher salaries last year. Mr. Thomas noted that this coming budget is starting out 1.2 million dollars short if the matter is handled the way it has been - 6 - done in previous years, that in order to actually take care of it and get rid of it, 1.2 million dollars has to be added to the School Board budget for the year 1978-79. After further discussion of the matter, Mr. Hubard moved that Council concur in the recommendation of the School Board and refer the matter to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Garland and unanimously adopted. Mrs. Bowles moved that Council officially notify the School Board of the action taken and that the proposed School Board budget for 1978-79 include sufficient funds for the teachers' salaries for the entire 12 months. The motion was seconded by Mr. Garland and unani- mously adopted. CITY MANAGER: JUVENILE AND DOMESTIC RELATIONS DISTRICT COURT: The Assistant City Manager advised that the main questions which came up at the last regular Council meeting concerning the Crisis Intervention/Run- away House and Girls' Community Youth Homes were where would the new facilities be located and if Council will hold a public hearing or the court. After a discussion of the matter, Mr. Thomas moved that a public hearing be set for July 11, 1977, at 7:30 p.m. The motion was sec- onded by Mr. Taubman and unanimously adopted. Mr. William Kelley, Juvenile and Domestic Relations District Court, appeared and advised that a lease is still being negotiated but has not been signed as yet, for the Crisis Intervention/Runaway House. Mr. Charles S. McNulty, Co-Chairman of the Halfway House for Men, appeared and advised that the number of men in the house has declined, that there is a place in Floyd County called Serenity Farm to which some of the men have been 9oing which has plenty of room for them, that there are plenty of rehabilitation places for alcoholics in the valley, that the house is available for the children and he hopes to be in a position by July 1 to turn it over to the courts. In a discussion of the matter, Mr. Kelley advised that there was no location under consideration for the second home at this time, that both homes are to be in operation this fiscal year, and that the Crisis Intervention/Runaway House would be for boys and girls, and the Grils' Community Youth Homes would be for girls only. The Assistant City Manager advised that the location of the Crisis Intervention/Runaway House would be 836 Campbell Avenue, and it was the consenses of Council that the address should be included in the notice of public hearing. - 7 - BUDGET-GRANTS-TOTAL ACTION AGAINST POVERTY IN ROANOKE VALLEY: The Assistant City Manager submitted a written report in connection with Law Enforcement Grant No. 74-A2916, Coordinated Youth Services, T.A.P., recommending that the remainin~ balance of $4?5.00 be de- appropriated and the account reduced to zero. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. BUDGET-MANAGEMENT INFORMATION SERVICES: The Assistant City Manager submitted a written report recommendin9 that $1,074.00 be transferred within the Manaqement Information Services account to permit attend- ance of one employee for two weeks at a course entitled, "Data Base Design and Administration." (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. BUDGET-LAW LIBRARY: The Assistant City Manager submitted a written report requestin9 that $2,100.00 be transferred within the Law Library account to cover expenditures of the Xerox machine for the remainder of the fiscal year. (For full text see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City At- torney for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. BUDGET-SWIMMING POOLS-PARKS AND RECREATION: The Assistant City Manager submitted a written report requestin9 approval of the estab- lishment of two change funds at $50.00 each for the Department of Parks and Recreation for use at the two new swimming pools. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. BUDGET-GRANTS-PLANNING-SWIMMING POOLS: The Assistant City Man- ager submitted a written report in connection with certain necessary appropriation adjustments to the Community Development Block Grant Swimming Pools Account. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Thomas and unanimously adopted. HEALTH DEPARTMENT-TAXES: The Assistant City Manager submitted a written report recommending that the administration be authorized to pay the $91.83 service charge for the Division of Motor Vehicles for their facility located on Eighth Street, S.W., and that this amount be appropriated to an account selected by the Director of Finance. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that Council consider the charge to be legiti- mate but that they unilaterally increase the rent by that amount to pay for it and that it be paid for in the manner as recommended in the report, and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. BUILDINGS-CITY PROPERTY-SCHOOLS: The Assistant City Manager sub- mitted a written report requesting authorization to raze, or have razed, the old radio shop structure adjacent to Crystal Spring, and the old Jamison Elementary School structure. (For full text, see report on file in City Clerk's Office.) Mr. Thomas moved that Council concur in the request. tion was seconded by Mr. Taubman. The mo- Mr. Thomas then moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was sec- onded by Mr. Hubard and unanimously adopted. PARKING-RED CROSS: The Assistant City Manager submitted a written report recommending that the City Attorney prepare a lease agreement with the American National Red Cross, Roanoke Chapter, for a certain parking lot at the intersection of 4th Street and Church Avenue, S.W., under certain terms and conditions. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that Council concur in the report and that the matter be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. CITY PROPERTY: The Assistant City Manager submitted a written report concurring in a report of the Bid Committee recommending that the proposal of Capital Sales and Auction Company, in the amount of four per cent of gross sales, for conducting a public auction sale of surplus tangible personal property owned by the City, be accepted. (For full text, see report on file in City Clerk's Office.) - 9 - Mr. Taubman moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. SWIMMING POOLS: The Assistant City Manager submitted a report concurrin9 in a report of the Bid Committee recommendin9 that the pro- posal of Stone Enterprise for operatin9 concessions at Washington Park and Fallon Park Swimmin9 Pools, be accepted. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and unanimously adopted. COUNCIL: The Assistant City Manager submitted a written report requestin9 an Executive Session to discuss a real estate matter. (For full text, see report on file in City Clerk's Office.) Mr. Taubman moved that Council concur in the request. The motion was seconded by Mr. Hubard and unanimously adopted. CITY ATTORNEY: NONE. CITY CLERK: NONE. DIRECTOR OF FINANCE: BUDGET: The Director of Finance submitted the financial report for the month of May, 1977. (For full text, see report on file in City Clerk's Office.) After a discussion of the matter, Mr. Thomas moved that the report be received and filed. The motion was seconded by Mr. Taubman and unanimously adopted. BUDGET-PUBLIC WELFARE: The Director of Finance submitted the statement of expendiutres for Public Welfare for the month ended May 31, 1977. (For full text, see statement on file in City Clerk's Office.) Mr. Taubman moved that the statement be received and filed. The motion was seconded by Mr. Thomas and unanimously adopted. Mr. Thomas advised that this type of statement was what he had in mind £or the School administration to furnish Council each month, and moved that the Director of Finance be requested to ask the School administration that beginnin9 with the month of July they furnish to Council a monthly report of the various budget categories in the School budget indicatin9 the amount appropriated, the amount spent to date, the amount encumbered, and the unexpended balance as of the end of each month. The motion was seconded by Mr. Hubard and unanimously adopted. After a discussion of the matter, Mr. Thomas amended his motion to add that the information be accumulated and assimilated in such form as the Director of Finance deems appropriate for the Council's benefit. BUDGET-DIRECTOR OF FINANCE: The Director of Finance submitted a written report requesting certain transfers in the Department of Finance budget and the City Collector budget in order to provide suf- ficient funds for the remainder of the fiscal year. (For full text, see report on file in City Clerk's Office.) Mr. Taubman moved that Council concur in the request and refer the report to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. MUNICIPAL AUDITOR: NONE. REAL ESTATE ASSESSOR: NONE. REPORTS OF COMMITTEES: SEWERS AND STORM DRAINS - GRANTS: The Water Resources Committee submitted a written report in connection with a request for funding for the Glade Creek Interceptor. (For full text, see report on file in City Clerk's Office.) Mr. Thomas moved that the report be received and filed and referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. SEWERS AND STORM DRAINS: The Water Resources Committee submitted a written report recommending that the administration request WBRA-TV (Channel 15) to proceed in developing a professional documentary film on the history and capabilities of the new Sewage Treatment Plant facil- ities. (For full text, see report on file in City Clerk's Office.) After a discussion of the matter, Mr. Thomas moved that Council concur in the report and that it be received and filed and forwarded to the City Attorney for preparation of the proper measure appropriat- ing the funds. The motion was seconded by Mr. Garland and unanimously adopted. AIRPORT: A committee appointed to study bids received for new High Intensity Runway Lighting for Runway 5 at Roanoke Municipal Air- port, Woodrum Field, submitted a written report recommending that the low bid of Floyd S. Pike Electrical Contractor, Incorporated, in the amount of $85,826.00 be accepted, subject to approval of Con- tractors Equal Employment Opportunity Plan, the Federal Aviation Administration, and the State Corporation Commission. (For full text, see report on file in City Clerk's Office.) The Assistant City Manager advised that the correct figure of the bid is $78,320.00. Mr. Hubard moved that the report be referred to the City At- torney for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. WATER DEPARTMENT: A committee appointed to study bids received for the repair, cleaning and painting of the Washington Heights Ele- vated Water Tank, submitted a written report recommending that the low bid of Corrosion Control Corporation, in the amount of $22,440.00, be accepted, and that a contract be awarded in an amount not to ex- ceed $25,000.00 to allow for a contingency of $2,560.00. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. PARKS AND RECREATION-GRANTS: A committee appointed to study bids received for the construction of Norwich Community Center, recommend- ing that the low base bid of Blane 6 White Construction Company, in the amount of $227,697.00, be accepted, and that certain Community Development Block Grant funds be transferred therefor. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney' for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. SIDEWALK, CURB AND GUTTER-SEWERS AND STORM DRAINS: A committee appointed to study bids received for new curb and gutter, entrances, paving and related drainage items on Riverdale Avenue, 16th Street, Marvin Street and Jerome Street, S.E., submitted a written report recommending that the low bid of S. R. Draper Paving Company, in the amount of $107,572.05, be accepted. (For full text, see report on file in City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and unanimously adopted. OTHER BUSINESS: GARBAGE REMOVAL: Mr. Weal McMillian, representing Total Action Against Poverty in Roanoke Valley and Opportunities Industrialization Center of Roanoke, appeared and presented a written proposal to initi- ate a massive city-wide cleanup campaign project which would employ young people between the ages of 14 and 15, advising that TAP and OIC are willing to take the responsibility of supervisors for these young people and are willing to work with the Sanitation Department in the transportation of litter. (For full text, see proposal on file in City Clerk's Office.) After a discussion of the matter, Mr. Taubman moved that the matter be referred to the' City Manager to work along with officials of Total Action Against Poverty in Roanoke Valley and Opportunities Industrial- ization Center to coordinate the program and report back to Council. The motion was seconded by Mr. Hubard and unanimously adopted. FIRE DEPARTMENT-GRANTS: The Assistant City Manager submitted a written report in connection with a proposed architect for the design of Fire Station No. 6 and Fire Station No. 13, which are the number one priority in the applications for Round 2 of the Public Works Pro- gram through the Economic Development Administration, recommending ac- ceptance of the proposal of Smithey and Boynton in the Fixed Fee amount of $42,000.00. (For full text, see report on file in City Clerk's Office.) After a discussion of the matter, Mr. Taubman moved that the report be referred to the City Attorney for preparation of the proper measure, and that the administration be requested to renegotiate the 3.5% fee for use of the proposed plans at other sites in the future and report back to Council. There being no further business, the Mayor declared the session adjourned. (Note: Cassette tapes of this meeting will be kept on file in the City Clerk's Office for a period of one year from the date of these minutes.) Respectfully submitted COUNCIL, FINANCIAL AND PLANNING SESSION, Monday, October 17, 1977. The Council met in Financial and Planning Session on Monday, October 17, 1977, at 2:30 p.m., in the Executive Session Room of the City Council Chamber, with Mayor Noel C. Taylor presiding. PRESENT: Council members Elizabeth T. Bowles, Robert A. Garland, Lucian Y. Grove, William So Hubard, Nicholas Fo Taubman, Hampton W. Thomas and Mayor Noel C. Taylor e ABSENT: None 0. OFFICERS PRESENT: Mr. Byron E. Haner, City Manager; Mr. Wilburn C. Dibling, Jr., City Attorney; Mr. James E. Buchholtz, Assistant City Attorney; Mr. Sam H. McGhee, III, Assistant City Manager; Mr. Joel Mo Schlanger, Director of Finance; and Mrs. Mary F. Parker, City Clerk. MAYOR AND MEMBERS OF COUNCIL: EXECUTIVE SESSION: The Mayor requested that Council meet in Executive Session to discuss a matter of litigation. Mr. Thomas moved that Council concur in the request of the Mayor. The motion was seconded by Mr. Taubman and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor 7. NAYS: None 0. BID COMMITTEE: Council having previously requested that an item be carried on the Financial and Planning agenda relative to Council participation on the Bid Committees and the extent thereof, the matter was before the body. In this connection, Mr. Grove stated that he had met with the City Manager on the matter, that they intend to submit a report to Council with recommendations and moved that action be deferred until the next regular meeting of Council on Monday, October 24, 1977. The motion was seconded by Mr. Thomas and unanimously adopted. MAYOR'S STATE OF THE CITY MESSAGE: Council having referred to the Financial and Planning Session for discussion Recommendations 2, 3, and 10 of the Mayor's State of the City Message relative to naming of the new Jefferson Street Bridge the Roy L. Webber Mem- orial Bridge, the Downtown Revitalization Program, and the Tax Rebate Incentive Program, the matters were before the body. -2- In regard to naming the new Jefferson Street Bridge in honor of the late Mayor Roy L. Webber, the Deputy Manager of City Planning advised that the matter of naming bridges has been referred to a subcommittee of the City Planning Commission for study, report and recom- mendation to the Commission. In light of the above remarks of Mr. Kuthy, Mr. Grove moved that action on the matter be deferred until a report from the City Planning Commission has been received. The motion was seconded by Mr. Taubman and unanimously adopted. In regard to the Downtown Revitalization Program, Mr. Hubard moved that this item be deferred until later in the meeting. The motion was seconded by Mr. Garland and unanimously adopted. In regard to the Tax Rebate Incentive Program, the City Manager submitted a written report advising that the subject has been referred to the City Planning Commission for review and comment and the Planning Commission has, in turn, referred the matter to a subcommittee, that the subcommittee has made certain modifications to the recommendations and asked that the Planning Department staff provide an analysis of the number of residences in certain sections of the city which would be eligible under this proposal. Mr. Thomas moved that Council take the matter under advisement pending reports from the City Planning Commission and the City Taxes Committee, which hopefully will be in Nov- ember in order that any Charter changes may be referred to the General Assembly in sufficient time for action. The motion was seconded by Mr. Garland and unanimously adopted. EXECUTIVE SESSION: Mr. Thomas moved that Council meet in Executive Session to discuss a personnel matter. 1he motion was seconded by Mr. Hubard and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor 0 NAYS: None 0o ROANOKE CI1Y SCHOOL BOARD: BUDGET-SCHOOLS: A communication from the Roanoke City School Board requesting appropriations of $81,810.00 to Combined Federal Programs for P. Lo 874, and $3,904°00 to Combined Federal Programs for Low Rent Housing, of the 1977-78 budget, one hundred per cent of expenditures to be reimbursed by federal funds, was before Council. -3- (For full text, see communication on file in the City Clerk's Office.) Council questioned the timetable in which to expect reimbursement of funds; whereupon, Mr. Thomas moved that the request be referred to the Director of Finance for study, report and recommendation and for preparation of the proper measure by the next regular meeting of Council on Monday, October 24, 1977. The motion was seconded by Mr. Taubman and unanimously adopted. BUDGET-SCHOOLS: A communication from the Roanoke City School Board requesting that $94,074.00 be appropriated to Combined Federal School Programs of the 1977-78 budget, was before Council. (For full text, see communication on file in the City Clerk's Office.) After being advised by Mr. William A. Murray, Administrator of Finance, that one hundred per cent of expenditures will be reimbursed by federal funds, and Council again questioned the timetable in which to expect reimbursement, Mr. Thomas moved that the re- quest of the School Board be referred to the Director of Finance for study, report and recom- mendation and for preparation of the proper measure by the next regular meeting of Council on Monday, October 24, 1977. The motion was seconded by Mrs. Bowles and unanimously adopted. In this connection, Council asked that future requests of the School Board contain information as to the timetable in which to expect reimbursement from federal and/or state sources, and also that more detailed information be furnished as to what the various programs will entail. TRAFFIC-DOWNTOWN ROANOKEt INCORPORATED: The City Manager again sub- mitted a written report in regard to a pedestrian semi-mall proposed by Downtown Roanoke, Incorporated, to be established on the block of Church Avenue between Jefferson Street and First Street, S.W., on a joint venture, said report having been referred to the Financial and Planning Session by Council on September 26, 1977. (For full text, see report on file in the City Clerk's Office.) Mr. J. Wayne Poucher, Executive Director of Downtown Roanoke, Incorporated, appeared before Council and expressed the interest of the tenants and merchants to proceed with the project. The City Manager stated that he would llke to proceed with the project but would llke to get the concurrence of the tenants and property owners first. -4- After a very lengthy discussion of the matter, Mr. Taubman moved that the revised plans be reviewed wi th Church Avenue merchants and property owners and representatives of Downtown Roanoke, Incorporated, and that a further report be submitted to the Council at its regular meeting on Monday, October 24, 1977. The motion was seconded by Mr. Thomas and unanimously adopted. TRAFFIC - DOWNTOWN ROANOKE, INCORPORATED: The City Manager having pre- viously submitted a report to the Council on October 10, 1977, relative to the free parking pro- gram along certain streets in the Central Business District, recommending that the trial free parking program on the downtown streets be continued at least until the City's parking garage is open and has been in full operation for some months after which time the administration would be better able to evaluate the total effect of the on-street free parking spaces and the operation of the parking garage within the Central Business District area, the matter was again before the body. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council authorize continuation of free three hour parking on the streets listed in the City Manager's report for a period of six months after the Municipal Parking Garage is in operation and that the program be reviewed by Council after the six months have expired o The motion was seconded by Mr. Taubman and unanimously adopted o Mr. Poucher again appeared before Council and advised of the need for the City's Parking Garage to be a participant in the "Park and Shop Program" sponsored by Downtown Roanoke, Incorporated; whereupon, Mr. Taubman moved the matter be referred to the City Manager and officials of Downtown Roanoke, Incorporated, for study, report and recommen- dation to Council. The motion was seconded by Mr. Hubard and unanimously adopted. PARKING GARAGE-TRAFFIC-DOWNTOWN ROANOKE, INCORPORATED: The City Manager submitted a written report in connection with the scheduled occupancy date for the Municipal Parking facility, recommending against partial occupancy at this time. (For full text, see report on file in the City Clerk's Office.) Mr. Grove moved that Council concur in the recommendation of the City Manager. The motion was seconded by Mr. Taubman and unanimously adopted. PARKING GARAGE: The City Manager submitted a written report recommending authorization to execute Change Order No. 6 to the contract with Pebble Building Company for construction of the Municipal Parking Garage so as to provide for the installation of colored concrete walks and brick pavers on the sidewalks adjacent to the Municipal Parking facility for a sum not to exceed $7,484.00, with a time extension of five additional days to be allowed by reason of such work. -5- (For full text, see report on file in the City Clerk's Office.) Mr. Taubman moved that action on the report be deferred until the next regular meeting of Council on Monday, October 24, 1977, pending a report from the City Manager relative to the semi-mall on Church Avenue, $.W. The motion was seconded by Mr. Hubard and unanimously adopted. COUNCIL-CAPITAL IMPROVEMENTS-LIBRARIES: As previously requested by the Council, the City Manager submitted a written report in reference to a five year capital improvements pro- gram. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council take the program under advisement to be considered as a Committee of the Whole at a time to be established by the Mayor. The motion was seconded by Mr. Hubard and unanimously adopted. The administration requested that the meeting be held sometime during the month of January, 1978, in order to provide sufficient time for budget preparation. In reference to a request made by the Roanoke Public Library Board regarding an addition to the main library, Mr. Evans B. Jessee, President of the Board, appeared before Council and asked that the Board's request be given high priority on the list. He said the Board intends to look into other sources of funding. Mr. Hubard moved that the request of the Library Board be taken under advisement until such time as Council meets as a Committee of the Whole relative to the five year capital improvements program. The motion was seconded by Mr. Garland and unanimously adopted. COMMITTEES-FIRE DEPARTMENT: Council having previously deferred action on a report of the Citizens' Blue Ribbon Long Range Planning and Goal Setting Committee in respect to the Fire Department, the matter was again before the body. In this connection, the City Manager submitted a written report listing several approaches which could be taken to the report, viz: take no action on it, hold it until all of the other re- ports are submitted, give it back to the Committee for further evaluation, or establish an inter- disciplinary task force to conduct a master plan study for fire prevention and control along the general guidelines published by the National Fire Prevention and Control Administration in the document entitled "Urban Guide for Fire Prevention and Control Master Planning." He sug- gested that holding the report until all of the other reports are submitted would be the most appropriate manner in which to proceed. -6- It was pointed out that there was a breakdown in communications in that it was the in- tent of Council that reports of the Blue Ribbon Committee would be forwarded to the City Manager for review and input prior to presentation to Council and Council requested that all future reports be handled in this fashion. If the Committee deems it necessary, Council said they could also refer the reports to the Director of Finance and to the City Attorney for review prior to coming to Council. Mr. Thomas moved that the report of the Blue Ribbon Committee and the response from the City Manager be referred to Council acting as a Committee of the Whole for review at a date to be established by the Mayor. The motion was seconded by Mrs. Bowles and unanimously adopted. It was also agreed by Council that all future reports from the Blue Ribbon Committee will be reviewed at one time rather than on a piecemeal basis. Council also expressed the opinion that on sensitive matters such as personnel, the Committee should present such findings in Executive Session. Upon question, the City Attorney agreed that this would be a proper subject for Executive Session. MICROFILMING: Council having previously deferred action on a report of the City Manager relative to the matter of microfilming pending a presentation by Mr. Walker Ri Carter, Jr., Clerk of the Circuit Court, relative to microfilming needs in his office, the matter was before the body. (For full text of presentation, cassette tape is on file in the City Clerk's Office for a period of one year from the date of these minutes.) After a discussion of the matter, Mr. Taubman moved that Council concur in the recom- mendation of the City Manager for expenditure of $50,000 for a microfilming center, that the microfilming center be located in the Courthouse Building with the idea of serving the offices in the Municipal Building as well as the Courthouse Building, until such time in the future that the microfilm center can be completed. The motion was seconded by Mr. Hubard and unani- mously adopted o Council requested that the above motion be concurred in, in writing, by the Clerk of the Circuit Court. ROANOKE CONSORTIUM FOR MANPOWER SERVICES: Council having deferred action on a report of the City Manager relative to the city's performance as a Program Agent within the Roanoke Consortium for Manpower Services, due to the fact that a copy of the re- port had not been presented to Council or to Mr. George E. Franklin, Executive Director of Opportunities Industrialization Center, in sufficient time to receive study prior to the Council meeting on October 10, 1977, the matter was again before the body. (For full text, see report on file in the City Clerk's Office.) In this connection, a communication from Mr. Franklin advising that he met with the City Manager and resolved any issues that may have existed as problems relative to the PSE Program, that the recommendation included in the October 10 report has his concurrence and does, in fact, represent a reasonable amount of Title VI funds to be made free at this point in the planning and implementation of PSE. (For full text, see communication on file in the City Clerk's Office.) Mr. Hubard moved that the report of the City Manager be received and filed and con- curred in. The motion was seconded by Mr. Thomas and unanimously adopted o Mr. Garland moved that the communication from Mr. Franklin be received and filed. The motion was seconded by Mr. Thomas and unanimously adopted o BUDGET-TREASURER: The City Manager submitted a written report advising that it will be necessary to appropriate $1,440.00 to the City Treasurer's budget to fund purchase of certain office equipment. (For full text, see report on file in the City Clerk's Office.) Mr. Grove moved that Council concur in the report and that the matter be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Garland and unanimously adopted. HUMAN SERVICES: The City Manager submitted a written report requesting certain adjustments to the budget of the Department of Human Services, Social Services, in order to purchase one compact automobile to replace a city vehicle demolished in a recent accident. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Garland and unanimously adoptedo HUMAN SERVICES: The City Manager submitted a written report requesting that certain appropriations be made to the budget of the Department of Human Services, Social Services, in connection with the purchase of certain services required by law to be made available to citizens of the city. (For full text, see report on file in the City Clerk's Office.) Mr. Garland moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted o PARKS AND PLAYGROUNDS-RECREATION DEPARTMENT: The City Manager submitted a written report recommending that $1,851.00 be appropriated to the Parks and Recreation De- partment budget representing trophy and tournament fees for sandlot football and tennis matches. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mrs. Bowles and unanimously adopted. EXECUTIVE SESSION: The City Manager submitted a written report requesting an Exec- utive Session to discuss a matter of real estate. Mr. Taubman moved that Council concur in the request. 'lhe motion was seconded by Mr. Hubard and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman and Mayor Taylor e NAYS: None-- (Mr. Thomas was out of the Council Chamber.) CITY ATTORNEY: NONE. CITY CLERK: NONE. DIRECTOR OF FINANCE: FINANCIAL REPORT: The Director of Finance submitted a financial report for the month of September, 1977. (For full text, see report on file in the City Clerk's Office. ) Mr. Hubard moved that the report be received and filed with the comment that it is a vast improvement over reports that have been received in the past. The motion was seconded by Mr. Grove and unanimously adopted. PUBLIC ASSISTANCE: The Director of Finance submitted a monthly statement of ex- penditures for Public Welfare for the month of September, 1977. (For full text, see statement on file in the City Clerk's Office.) -9- Mr. Taubman moved that the statement be received and filed. The motion was seconded by Mr. Hubard and unanimously adopted. MUNICIPAL AUDITOR: NONE. REAL ESTATE ASSESSOR: NONE. REPORTS OF COMMITTEES: NONE. OTHER BUSINESS: SHERIFF: A communication from the Sheriff requesting that $800.00 be appropriated to his budget to cover the increased cost for liability insurance, was before Council. (For full text, see communication on file in the City Clerk's Office.) Mrs. Bowles moved that Council concur in the need for the funds but that the Sheriff be requested to accomplish the matter through an internal transfer. The motion was seconded by Mr. Hubard and unanimously adopted. SEWERS AND STORM DRAINS-WATER DEPARTMENT-ANNEXATION: A communication from Dr. J. Carl Polndexter in connection with water and sewer negotiations between the County of Roanoke and the City of Roanoke, was before Council. (For full text, see communication on file in the City Clerk's Office.) Mr. Thomas moved that the communication be received and filed. The motion was seconded by Mr. Hubard and unanimously adopted. In future Financial and Planning Sessions, Council allegated authority to the City Clerk to decide upon the meeting place. There being no further business, the Mayor declared the meeting adjourned. (Note: Cassette tapes of this meeting will be kept on file in the City Clerk's Office for a period of one year from the date of these minutes.) Respectfully City Clef submitted COUNCIL, FINANCIAL AND PLANNING SESSION, Monday, November 21, 1977. The Council of the City of Roanoke held its Financial and Planning Session on Monday, November 21, 1977, at 2:30 p.m., in the City Council Chamber, with Mayor Noel C. Taylor presiding. PRESENT: Council members Elizabeth T. Bowles, Robert A. Garland, Lucian Y. Grove, William S. Hubard, Nicholas F. Taubman, Hampton W. Thomas and Mayor Noel Co Taylor ..... 7. ABSENT: None .................................. e OFFICERS PRESENT: Mr. Byron E. Haner, City Manager; Mr. Sam H. McGhee, III, Assistant City Manager; Mr. James E. Buchholtz, Assistant City Attorney; Mr. John H. Mitchell, Assistant Director of Finance; and Mrs. Mary F. Parker, City Clerk. MAYOR AND MEMBERS OF COUNCIL: INTEGRATION-SEGREGATION: The Mayor requested that Councilman Thomas, who is the Council liaison representative to the Community Relations Committee, call a meeting of the Committee for the purpose of electing a Chairman in order that the Committee will meet on a regular basis. He further requested that the Committee study the matter of establishing a Com- munity Relations Program for the City of Roanoke and submit a report and recommendation to City Council for review. (For full text of discussion, cassette tape will be kept on file in the City Clerk's Office for a period of one year from the date of these minutes.) Mr. Garland moved that the Mayor's request be referred to the Community Relations Committee for study, report and recommendation to Council and that Mr. Thomas be requested to call an organizational meeting of the Committee to elect new officers. The motion was seconded by Mrs. Bowles and unanimously adopted. COUNCIL: Council having deferred discussion on a report of the League of Women Voters with regard to the feasibility of a ward plan for election of some or all members of Council, the matter was before the committee. The Mayor called upon each member of Council to express his or her comments on the report. Mrs. Bowles thanked the members of the League of Women Voters for the many hours spent in the study of this matter, and stated that from the outset she has not been in favor of a ward system, that she has studied all of the suggestions relative to the modified ward system but is not in favor of a ward system of any kind; that in her opinion it would create too much of a bureaucracy where there would be an opportunity for trade off of votes. She further stated that she agrees that each section of town should be represented, but there would have -2- to be good leadership from that area to have good representation, because just having someone on Council would not mean that an area would have good representation; and if a ward system were adopted, each area would feel obligated to find someone to fill that spot, which may or may not result in having a good Council person. Mrs. Bowles further stated that as a Council membert many times it would have been nice to vote for something for the Williamson Road area, but she had to look at the city as a whole, and for that reason she is opposed to any type of ward system. Mr. Garland noted that he also appreciates the many hours involved in the Committee's report, and that he has been in favor of a modified ward system for some time, since he has recognized that a disproportionate number of Council members come from the southwest area of the city. He further stated that he feels there would be better representation with a modified ward system; but that he does not want to go entirely with a seven or nine ward system; and that the at-large members should out-number the ones elected from wards, whether it was a seven or nine member Council. Mr. Garland continued by noting that he would rather not expand; that the seven member Council has worked satisfactorily and a nine member Council would require some revision of Council Chambers and some additional expense, that the modified ward system would provide better representation, and that there are some creas of the city that have been neglected to some extent. He stated as far as the Mayor's job is concerned, he would be opposed to dividing the duties of the Mayor and electing a separate Chairman; that this would belittle the Mayor and bring on a great deal of confusion with the general public. He further stated that he is basically in agreement with the report of the Committee and would be willing to ask the Gen- eral Assembly to change the Charter provisions. There followed some discussion with the Assistant City Attorney regarding the matter of an advisory referendum; whereupon, Mr. Garland stated that he would be more comfortable having a referendum and letting the public express themselves; and that in some other cities the federal government had come in and made them go to a ward system. There was further discussion between Mr. Garland and Mr. Buchholtz regarding the possibility of a mandatory ward system and the involvement of the Justice Department in the city's electoral process. Mr. Grove stated that he also appreciates the work of the League of Women Voters, and that he favors some of the recommendations contained in the report such as the idea of expanding the Council to nine members and the idea of terms being limited to two consecutive four-year terms; but from the beginning of the last election he has taken a position which is opposed to the ward system, primarily because he has observed the lack of ability of the communities to cooperate effectively and the ward system would be a further division in the Valley. He noted that the circumstances of Richmond's ward system were much differentt much of it being man- dated by the federal government; and that he does not see the need for a ward system in Roanoke because there is able leadership, and expanding the Council to nine members will provide two more opportunities for Council seats; and he is firm in his opposition to the ward system. -3- Mr. Hubard stated that while the credits are being given he felt that Mr. Thomas should also be acknowledged for bringing up the thought of the ward system, and although he does not agree with all the recommendations, it was a well-documented, thoughtful piece of work. He stated that he will endorse the limitation of the number of consecutive terms of Council members, that two terms are enough for any person to serve on Council; and he will endorse the slot system; that he will endorse the separation of the functions of presiding officer and ceremonial dispenser, pointing out that he is looking at the position and not the person; and that the people underesti- mate the demands of the position. He stated that on the major issue of the ward system, he has been unable to identify any abuses of the current system, that in theory it is understandable, but it has not worked in practice. On the matter of expanding the Council to nine, he said that seven members were adequate. Mr. Taubman noted that the League of Women Voters has done an outstanding job. He stated that the Justice Department opinion was significant in that even with the annexation, there was not deliberate discrimination to minority groups with respect to the way municipal elections took place in the city. He pointed out that if, after 1980 Dr. Taylor should no longer be representing the minority interests on Council, that will be a danger that should be seriously considered; but in considering whether that will be the case if there were a ward system, that the system that elected Dr. Taylor has to be a fine one; and if any group wants to get together and elect an individual, they could do so. He further stated that he is also concerned about the remarks regarding a geographical imbalance and the widely held belief that concerns of various sections of the city have been overlooked, and that he has never seen that happen; with respect to the ward system, he noted that we already have four governments in the Valley, and with a ward system, modified or pure, there would not be as much of an opportunity for consoll- dation in the Valley because there would be less likelihood on the part of the people who are ward-elected to want to consolidate and eliminate their positions and have to stand for reelection from a different area than before. Mr. Taubman further stated that he is concerned as to whether a ward representative would represent the best interests of the city as a whole, and therefore would be misrepresenting the city. He noted that he does not believe there is buck-pas~ing in the Council now, and if citizens get up in arms about something, they let Council know about it, and that he does not feel that a ward would have any influence on this one way or another, that he can see no reason for dividing the city into its major socioeconomic groups. Mr. Taubman summarized by stating that he does not believe that expanding the number of people on Council will give better representation, and he doesn't believe Jn the ward system in any form. He agreed that terms should be limited to two consecutive four-year terms; that the slot voting method does not cause him any concern; but electing someone other than the Mayor to serve as presiding officer does give him concern, as well as the matter of confusion on the part of the voters. Mr. Thomas noted that he would like to express his thanks to the League of Women Voters for time and again they have helped the Council. He then noted that this was one of the most interesting topics in the last campaign and each candidate had an opportunity to ex- press their opinion on it and more importantly, an effort should be made to get this matter before the General Assembly if that is the will of the people. He stated that he does not favor a pure ward system, nor change for the sake of change, but if other cities have adopted the modified ward system, there must be a reason, as there is in Roanoke. He further noted that this originated in the consolidation papers and the reason for that was that we were trying to negotiate representation from every area that was affected; that the Council felt so strongly about this that after the consolidation vote was approved by the voters of the city on a five to one basis, the annexation suit papers were amended to include that as far as possible, the city would try to instill as many of the things that would have come by consolidation as proper to the area that came into the city under annexation. Mr. Thomas further noted that the present system is legal and meets all the requirements of the Justice Department but that legal is not always right, and the times and the circumstances warrant a complete and thorough analysis of the proposition of a nine-member modified ward plan; and a referendum is the proper way for the people to express their opinion regarding this type of change. He stated that in regard to the limitation of terms, he is opposed to artificial limitations, and the possibility of not having any continuation on Council should be considered; and that he is not convinced that he could live with the slot voting, but certainly has an open mind on that. In summary, he noted that Council is willing to hear the people and discuss this and pursue the topic, that Council has met its moral obligation as far as the modified ward system is concerned; and if there is a next step, it should be some form of referendum wherein the people would have an opportunity to express their wishes. Mayor Taylor stated that he feels all would be remiss if Council did not offer its sincere gratitude and appreciation to the members of the Committee. Beginning with the number of Council persons, Mayor Taylor indicated that he would like to see the number remain at seven for the time being because of the additional space needed and because of the tremendous amount of additional work on the staff in the Clerk's Office and the additional expense, and because he can see no reason for additional Council members unless there is a successful con- solidation referendum, in which case he would be agreeable to expanding the Council to nine memberso He further stated that there are some good points to make on either side of the ward issue; it would provide a broader based representation through the establishment of districts, and because of the feeling that the southwest area has better representation, he is willing to support a modified ward plan, and that there should be three districts and four persons elected at-large, including the Mayor. He also stated that he does not have .any problems whatsoever with tenure of office, but that he does have reservations about the slot voting system, and that his present inclination is not to support it, but he could certainly live with it. He further noted that the Mayor should be the presiding officer, that he is not saying this because he is the Mayor, that he would still feel the same way if he were not the Mayor; because being the presiding officer is the one key function that the Mayor should have. He also noted that the people now do not understand the responsibilities of the Mayor and the City Manager, and if there were a third presiding officer, people would be even further confused as to who was in charge and he could not support that particular arrangement. He further noted that as a result of this report the Council has been able to take a strong look at the present system and evaluate it; and that Mr. Thomas noted a very good point, which was to have a referendum to get full response from the citizens of the community to determine their wishes. No informal action was taken on the report. (See Council minutes of December 27, 1977.) COUNCIL: Mr. Thomas moved that Council meet in Executive Session to discuss matters of real estate. The motion was seconded by Mr. Taubman and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Taubman, Thomas and Mayor Taylor 6. NAYS: None-- 0. (Mr. Hubard was out of the Council Chamber.) ROANOKE CITY SCHOOL BOARD: SCHOOLS: A communication from the Roanoke City School Board requesting that $8,459.33 be appropriated to ASN 15000, Work Incentive Program, one hundred per cent of expenditures to be reimbursed on a quarterly basis by the Virginia Employment Commission, was before Council. (For full text, see communication on file in the City Clerk's Office.) Mr. Thomas moved that the request be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and adopted. CITY MANAGER: CIRCUIT COURT: The City Manager submitted a written report transmitting a request from Judge E. W. Ballou for the purchase of telephonic message equipment in the amount of $400.00. (For full text, see report on file in the City Clerk's Office.) Mr. Taubman moved that Council concur in the request and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Thomas and adopted. JUVENILE HOME: The City Manager submitted a written report recommending the establishment of a petty cash fund of $50.00 at the Crisis Intervention Center. (For full text, see report on file in the City Clerk's Office.) Mr. Garland moved that Council concur in the recommendation and that the report be referred to the City Attorney for preparation of the proper measureo The motion was seconded by Mrs. Bowles and adopted. -6- LEAGUE OF OLDER AMERICANS-GRANTS: The City Manager submitted a written report recommending authorization to execute forms accepting a grant from the League of Older Americans to provide funds to the Department of Parks and Recreation for an expanded recreation program for senior citizens, and that funds be appropriated therefor. (For full text, see report on file in the City Clerk's Office.) Mr. Garland moved that Council concur in the recommendation and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and adopted. AIRPORT: The City Manager submitted a written report recommending authorization to execute a supplemental lease agreement with the National Weather Service for certain floor space at Roanoke Municipal Airport, Woodrum Field, in order to adjust the rental due to recently installed air conditioning. (For full text, see report on file in the City Clerk's Office.) Mr. Taubman moved that Council concur in the ~request and that the report be referred to the City Attorney for preparation of the proper me asure. The motion was seconded by Mr. Garland and adopted. ZONING-LIVESTOCK: The City Manager submitted a written report in connection with scheduling a public hearing on the matter of proposing regulations within the city limits on livestock in general, fowl and bees, advising that the public hearing will be held on Wednesday, December 14, 1977, at 7:00 p.m., in the Council Chamber. (For full text, see report on file in the City Clerk's Office.) Mr. Garland moved that Council concur in the report. The motion was seconded by Mr. Grove and adopted. PUBLIC ASSISTANCE: The City Manager submitted a written report in connection with additional office space for the Department of Human Services. (For full text, see report on file in the City Clerk's Office.) Mr. Taubman moved that the report be referred to the Water Resources Committee for study, report and recommendation to Council. The motion was seconded by Mrs. Bowles and adopted. -7- PUBLIC ASSISTANCE: The City Manager submitted a written report recommending that $120,000.00 be appropriated to the budget of the Department of Human Services in connection with emergency Aid to Dependent Children payments. (For full text, see report on file in the City Clerk's Office.) Mr. Garland moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mrs. Bowles and adopted. HOUSING-SLUM CLEARANCE: The City Manager submitted a written report requesting authorization to indicate city support for H.U.D. approval of the Roanoke Redevelopment and Housing Authority to administer Section 312 Iow interest rehabilitation loans on behalf of the city. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the request and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and adopted. CIVIC CENTER: 'lhe City Manager submitted a written report transmitting a recommendation from the Civic Center management in regard to the heating and cooling system at the Civic Center facility. (For full text, see report on file in the City Clerk's Office.) Mr. Grove moved that Council concur in the recommendation and that the report be re- ferred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Garland and adopted. MICROFILM: The City Manager having previously placed a report on the agenda requesting time to present a report of the Bid Committee relative to microfilm equipment, the Assistant City Manager requested that the Committee be permitted to submit its report on Monday, November 28, 1977. The Council concurred in the request. CITY ATTORNEY: NONE. CITY CLERK: NONE. -8- DIRECTOR OF FINANCE: SEWERS AND STORM DRAINS: The Assistant Director of Finance submitted a written report of the Director of Finance requesting that $61,000.00 be appropriated to the Sewage Treatment Plant expansion account to provide sufficient funds to make final payment to Alvord~ Burdlck and Howson, Consulting Engineers. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the request and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and adopted. SCHOOLS: The Assistant Director of Finance submitted a written report of the Director of Finance in connection with appropriating $37~000.00 for site preparation and architectural fees for Virginia Western Community College. (For full text, see report on file inthe City Clerk's Office.) Mr. Taubman moved that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Thomas and adopted. DIRECTOR OF FINANCE: The Assistant Director of Finance submitted a written report of the Director of Finance requesting that certain funds be expended for remodeling and reorgan- ization of the City Collector's Office. (For full text, see report on file in the City Clerk's Office.) In this connection, the City Manager submitted a written report advising that this matter has not been discussed with either the City Manager or the Assistant City Manager and since it has not been reviewed by the City Manager's Office, it is his recommendation that no action be taken at this time until the administration has reviewed the request and has submitted a recom- mendation to the Council. (For full text, see report on file in the City Clerk's Office.) Mr. Taubman moved that action on the request of the Director of Finance be deferred until the regular meeting of Council on Monday, December 12, 1977, and in the meantime~ the Director of Finance and the City Manager be requested to confer on the matter and submit a report to the Council. The motion was seconded by Mr. Grove and adopted. SCHOOLS: The Assistant Director of Finance submitted a written report of the Director of Finance transmitting a financial report for the School Board for the month of September, 1977. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that the report be received and filed. The motion was seconded by Mr. Grove and adopted. AUDITS: The Assistant Director of Finance submitted the financial report for the month of October, 1977. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that the report be received and filed. The motion was seconded by Mrs. Bowles and adopted. PUBLIC ASSISTANCE: The Assistant Director of Finance submitted a statement of ex- penditures for Public Welfare for the month of October, 1977.) (For full text, see statement on file in the City Clerk's Office.) Mr. Thomas moved that the statement be received and filed. The motion was seconded by Mr. Taubman and adopted. AUDITS: The Assistant Director of Finance submitted a financial report of the City of Roanoke for the period July 1, 1976, to June 30, 1977. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that the report be received and filed. The motion was seconded by Mrs. Bowles and unanimously adopted. MUNICIPAL AUDITOR: NONE. REAL ESTATE ASSESSOR: NONEo REPORTS OF COMMITTEES: NONE. Oll-IER BUSINESS: TREASURER: A communication from Mr. Gordon E. Peters, Treasurer-elect, requesting that Council prescribe the sum for his bond and approve surety in time for a new bond to be executed giving proper coverage as of January 1, 1978, was before the body. -10- (For full text, see communication on file in the City Clerk's Office.) Mr. Taubman moved that Council concur in the request and that the communication be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and unanimously adopted. COUNCIL: The Mayor requested an Executive Session with the members of Council to discuss a personnel matter. Mr. Taubman moved that Council concur in the request. The motion was seconded by Mr. Hubard and adopted by the following vote: AYES: Council members Bowles, Garland, Grove, Hubard, Taubman, Thomas and Mayor Taylor NAYS: None 0. There being no further business, the Mayor declared the meeting adjourned at 4:45 p.m. (For full text of meeting, cassette tapes will be kept on file in the City Clerk's Office for a period of one year from the date of these minutes.) Respectfully C'i ty CleS~rr submitted COUNCIL, FINANCIAL AND PLANNING SESSION Monday, December 19, 1977. The Council of the City of Roanoke held its Financial and Planning Session on Monday, December 19, 1977, at 2:55 p.m. in the Civil Defense Room of the Municipal Building, with Vice-Mayor Elizabeth T. Bowles presiding. PRESENT: Council members Robert A. Garland, Lucian Y. Grove, William S. Hubard, Nicholas F. Taubman, Hampton W. Thomas and Vice-Mayor Elizabeth T. Bowles 6. ABSENT: Mayor Noel C. Taylor .............. OFFICERS PRESENT: Mr. Sam H. McGhee, III, Acting City Manager; Mr. Wilburn C. Dibling, Jr., City Attorney; Mr. Joel M. Schlanger, Director of Finance; and Mrs. Mary F. Parker, City Clerk. MAYOR AND COUNCIL MEMBERS: COUNCIL: The Mayor had previously placed a request on the agenda for an Executive Session to discuss two real estate matters; whereupon, Mr. Hubard moved that Council concur in the request. The motion was seconded by Mr. Grove and adopted by the following vote: AYES: Council members Garland, Grove, Hubard, Taubman, Thomas and Vice-Mayor Bowles 6. NAYS: None ........... (Mayor Taylor was absent.) REPORTS OF COMMITTEES: TAXES: Council having previously appointed a Real Estate Assess- ment Review Committee to review the city's reassessment process, Mr. R. Ben Firestone, Chairman of the Committee, appeared before Council and presented their recommendations. (For full text, see report on file in the City Clerk's Office.) After a discussion of the recommendations, Mr. Taubman moved that the report be referred to the Real Estate Assessor for study, report and recommendation, that the Assessor be requested to submit his report to the Council as expeditiously as possible and whe~ the report is submitted, the Council will meet as a Committee of the Whole to consider both the report of the Real Estate Assessment Review Committee and the report of the Real Estate Assessor, and that a copy of the Assessor's report be transmitted to Mr. Firestone so that he will be in a position to discuss it at the Committee of the Whole meeting. The motion was seconded by Mr. Hubard and adopted. COMMITTEES-GRANTS: A communication from Mr. Dennis L. Montgomery, Chairman, Budget Committee of the Crime Prevention and Social Develop- ment Task Force, submitting a request of $400.00 to cover the remainder -2- of this fiscal year, was before Council. (For full text, see communication on file in the City Clerk's Office.) A communication from the Roanoke Neighborhood Alliance requesting Council's approval of the establishment of a Community Anti-Crime Pro- gram using Federal grant monies, was also before the body. (For full text, see communication on file in the City Clerk's Office.) After reviewing the two communications, Mr. Grove moved that the City Attorney be instructed to prepare the proper measure endorsing participation by the Roanoke Neighborhood Alliance in the Community Anti-Crime Program; and that the Crime Prevention and Social Develop- ment Task Force ascertain if it might be included in this Program which would resolve certain financial and organizational matters. The motion was seconded by Mr. Garland and unanimously adopted. MISCELLANEOUS COMMUNICATIONS: GENERAL DISTRICT COURT: A communication from Mr. George B. Dillard, Chief Judge, and Mr. Beverly T. Fitzpatrick, Judge, General District Court, requesting an Executive Session to discuss a matter of real estate, was before Council. (For full text, see communication on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the request. The motion was seconded by Mr. Taubman and adopted by the following vote: AYES: Council members Garland, Grove, Hubard, Taubman, Thomas and Vice-Mayor Bowles 6~ NAYS: None (Mayro Taylor was absent.) TAXES-LICENSES: A communication from Mr. J. S. Howard, Jr., Com- missioner of the Revenue, advising of the need for an amelndment to Section 104, Chapter 8, Title VI, of The Roanoke City Codie, which levies an annual license tax on slot machine operators, in order to correspond with state law, was before the body. (For full text, see communication on file in the City Clerk's Office.) Mr. Hubard moved that the communication be referred ~to the City Attorney for preparation of the proper measure. The moti,on was seconded by Mr. Taubman and adopted. ROANOKE CITY SCHOOL BOARD: NONE. CITY MANAGER: ZONING-SPECIAL PERMITS: The Acting City Manager submitted a written report recommending adherence to existing zoning and policy to preclude the sale of Christmas trees in residentially :zoned areas. (For full text, see report on file in %he City Clerk's Office.) -3- Mr. Garland moved that Council concur in the report. was seconded by Mr. Grove and adopted. The motion PARKS AND PLAYGROUNDS: The Acting City Manager submitted a written report recommending authorization to execute Change Order No. 2 to the contract with Blane and White Construction Company for con- struction of the Norwich Community Center, for certain additional work. (For full text, see report on file in the City Clerk's Office.) Mr. Grove moved that Council concur in the recommendation and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Garland and adopted. REGIONAL JAIL: The Acting City Manager submitted a written report requesting authorization to execute Change Order No. 5 to the contract with Tandy Construction Company for construction of the new City Jail, for certain additional work. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the request and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and adopted. HOUSING-SLUM CLEARANCE: The Acting City Manager submitted written report recommending authorization to request the assignment by HUD of the Reverend B. Clifton Reardon to the city in order to work in the development of a multi-agency coordinative approach to neighborhood revitalization. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that Council concur in the report. was seconded by Mr. Grove and adopted. The motion SEWERS AND STORM DRAINS: The Acting City Manager submitted a written report requesting concurrence in a procedure worked out with the City of Salem to allow seven of their sewer customers to be directly serviced by the city. (For full text, see report on file in the City Clerk's Office.~) Mr. Thomas moved that Council concur in the report. was seconded by Mr. Taubman and adopted. The motion INSURANCE: The Acting City Manager submitted a written report requesting that certain funds be transferred in order to provide payment of vehicular liability insurance. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that Council concur in the request and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Taubman and adopted. -4- GRANTS-JUVENILE COURT: The Acting City Manager submitted a written report recommending that the 1977-78 budget for a Non-Support Research grant be approved, and that necessary funds be appropriated to the Juvenile and Domestic Relations District Court local cash match fund in order for said funds to then be transferred to the Grant Program Account. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the recommendation and the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and adopted. GRANTS-JUVENILE COURT: The Acting City Manager submitted a written report recommending that $4,217.00 received into the General Fund for a Non-Support Research Program, be transferred to the Juvenile Court local cash match fund, in order for said funds to then be transferred to the Grant Program Account. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the recommendation and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and adopted. GRANTS: The Acting City Manager submitted a written report requesting certain adjustments in the accounts of Grant No. 75-A3087 to enable the grant to be closed out. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the request and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and adopted. GRANTS-COMMONWEALTH'S ATTORNEY: The Acting City Manager submitted a written report in connection with Law Enforcement Grant No. 74-A2851, Commonwealth's Attorney's Investigator, recommending that $1,161.20 be appropriated to the Commonwealth's Attorney's local cash match fund in order for the grant account to be closed out. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the recommendation and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Hubard and adopted. PUBLIC ASSISTANCE: The Acting City Manager submitted a written report recommending that $729.00 be appropriated to the Department of Human Services, Social Services budget, in order for the city to repay the state for certain improper payments. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that Council concur in the recommendation and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and adopted. PUBLIC ASSISTANCE: The Acting City Manager submitted a written -5 report requesting certain appropriations to the Department of Human Services, Social Services budget, in connection with services required by law to be made available to citizens of the city. (For full text, see report on file in the City Clerk's Office.) Mr. Hubard moved that Council concur in the request and that the report be referred to the City Attorney for preparation of the proper measure. The motion was seconded by Mr. Grove and adopted. CITY ATTORNEY: COUNCIL: The City Attorney submitted a written report requesting an Executive Session to discuss a matter of acquisition of real pro- perty for public use. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that Council concur in the request. The motion was seconded by Mr. Hubard and adopted by the following vote: AYES: Council members Garland, Grove, Hubard, Taubman, Thomas and Vice-Mayor ...... 6. NAYS: None ....... (Mayor Taylor was absent.) .0. CITY CLERK: CITY EMPLOYEES: The City Clerk submitted a written report requesting that $2,250.00 be appropriated to the proper account for purchase of service pins for municipal employees. (For full text, see report on file on the City Clerk's Office.) Mr. Taubman moved that the Acting City Manager be requested to ascertain whether or not the funds can be transferred rather than appro- priated and that he advise Council as to whether or not he feels the practice of awarding service pins to municipal employees with 20, 25, 30 and 35 years of service should be continued. The motion was seconded by Mr. Hubard and adopted. DIRECTOR OF FINANCE: AUDITS: The Director of Finance submitted the financial report for the month of November, 1977. (For full text, see report on file in the City Clerk's Office.) Mr. Thomas moved that the report be received and filed. was seconded by Mr. Hubard and adopted. The motion SCHOOLS: The Director of Finance submitted a written report transmitting the financial report for the School Board for the month of October, 1977. (For full text, see report on file in the City Clerk's Office.) -6- Mr. Thomas moved that the report be received and filed. The motion was seconded by Mr. Taubman and adopted. PUBLIC ASSISTANCE; The Director of Finance submitted a statement of expenditures for public welfare for the month of November, 1977. (For full text, see statement on file in the City Clerk's Office.) Mr. Thomas moved that the statement be received and filed. The motion was seconded by Mr. Taubman and adopted. MUNICIPAL AUDITOR: NONE. REAL ESTATE ASSESSOR: NONE. OTHER BUSINESS: NONE. There being no further business, the Vice-Mayor declared the meeting adjourned. (Note: Cassette tapes of this meeting will be kept on file in the City Clerk's Office for a period of one year from the date of these minutes.) Respectfully submitted