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Home My WebLink AboutCouncil Actions 08/19/96TROUT 33071 ROANOKE CITY CO UNCIL REGULAR SESSION August 19, 1996 12:30p. na CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order-- Roll Call. A. All Present. A briefing with regard to the Youth Services Citizen Board. Thomas H. Miller, Chairperson, Youth Services Citizen Board, presented the 1995-96 Annual Report. File #109-110-304 Hearing of Citizens Upon Public Matters: None. ROANOKE CITY CO UNCIL REGULAR SESSION AUGUST 19, 1996 2:00p. m. CITY COUNCIL CHAMBER AGENDA FOR THE COUNCIL Call to Order-- Roll Call. An Present. The Invocation was delivered by The Reverend C. Kenneth Wright, Pastor, Evangel Foursquare Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. Welcome. Mayor Bowers. 2 PRESENTATIONS: Mayor Bowers introduced officials from Opol~, Poland, and presented Honorary Citizenship Certificates and City Logo Lapel Pins. File #80-327 Election of Harry F. Davis, as a Trustee to the Roanoke City School Board to f'dl the unexpired term of C. Nelson Harris, resigned, ending June 30, 1998. File #15-110-467 MEMBERS OF COUNCIL RECEIVE THE CITY COUNCIL AGENDA AND RELATED COMMUNICATIONS, REPORTS, ORDINANCES AND RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE MONDAY COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED IN OBTAINING A COPY OF ANY ITEM LISTED ON THE AGENDA MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456. 0 CONSENT AGENDA (APPROVED 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. 3 C-1 A communication fi.om Mayor David A. Bowers requesting an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (A)(1), Code of Virginia (1950), as amended. C-2 RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session. Qualification of the following persons: James H. Smith as a member of the Youth Services Citizen Board for a term ending May 31, 1999; and File #15-110-304 Earnest C. Wilson, Sr., as a Trustee of the City of Roanoke Pension Plan, Board of Trustees, for a term ending June 30, 1998. File #15-110-429 RECOMMENDED ACTION: Receive and file. REGULAR AGENDA HEARING OF CITIZENS UPON PUBLIC MATTERS: None. a. Other Hearing of Citizens: Ms. Joel M. Richert, representing Old Southwest, Inc., advised that the membership of the organiTation would like to work with the City Manager to resolve several traffic-related issues affecting the Old Southwest neighborhood. File #20-66-165-488 4 Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E., addressed Council in connection with the four laning of Gain.~boro Road/Second Street and inquired as to why construction was not designed in such a manner so as to provide for two-way traffic at all times from Orange Avenue to Wells Avenue. She called attention to a dangerous traffic condition at Wells Avenue and Jefferson Street where trees and signage leading to The Hotel Roanoke provide a visual barrier and advised that a four-way stop sign has been requested by residents. The City Manager pointed out that the project is admini.~tered by the Virginia Department of Transportation and he would arrange for a neighborhood meeting to address questions and concerns of residents. File 020-66-77-200-24%488-514 Ms. Katheryn R. Hale, Executive Director, West End Center, Inc., addressed the issue of limited resources and lack of activities for the youth of Roanoke City, particularly during the last two weeks of summer before the new school year begins. She requested that the City and the School Board consider establishing an earlier school opening date which would allow for built-in snow days, teacher breaks/work days, and reduce juvenile delinquency, etc. Ms. Hale's remarks were referred to the City Manager and the Roanoke City School Board for appropriate response. File #66-304-467 Ms. Gloria A. Dorma, 3513 Dona Drive, N. W., requested an opportunity to expand on projection dates for an action plan in connection with her proposal presented to Council on Monday, August 5,. 1996, with regard to .employment opportunities for qualified disabled persons. She also mquired about the status of the proposal which was referred by Council to the City Manager for report. With Council's concurrence, the Mayor requested that the City Manager contact Ms. Dorma to discuss questions and/or concerns. File 066-353 4. PETITIONS AND COMMUNICATIONS: 5 A communication from the Honorable David C. Anderson, City Treasurer, requesting Council's concurrence in the State Compensation Board's approval for personnel reclassifications and salary adjustments in the City Treasurers Office; and a report of the City Manager concurring in the request. Adopted Resolution No. 33071-081996. (7-0) File #34-108-184 bo A communication from the Honorable Donald S. Caldwell, Commonwealth's Attorney, requesting execution of the necessary documents pertaining to acceptance of funds for the Drug Prosecutor's Office from the Commonwealth of Virginia Compensation Board; and a report of the City Manager concurring in the request. Adopted Budget Ordinance No. 33072-081996 and Resolution No. 33073-081996. (7-0) File 060-76-133-236 Co A communication from the Honorable Donald S. Caldwell, Commonwealth's Attorney, requesting continuation of the grant account to receive cash assets forfeited to the Office of the Roanoke City Commonwealth's Attorney; appropriation of funds in connection therewith; and a report of the City Manager concumng in the request. Adopted Budget Ordinance No. 33074-081996. (7-0) File 060-133-236 A communication from Vice-Mayor Linda F. Wyatt and Council Member William White, Sr., with regard to the City's Vision Statement. The Vision Statement, as amended, and the "roll-out" process was approved. File #132-175-404 A communication from Council Member James O. Trout with regard to solid waste collection and disposition. Council concurred in the appointment of an ad hoc committee consisting of four Members of City Council and three members of the City Administration to explore solid waste collection and disposition issues and report to Council, Vice-Mayor Wyatt voted no. File #110-132-144 5. REPORTS OF OFFICERS: a. CITY MANAGER: A report with regard to potential use of the City's streets for school bus transportation to access Hidden Valley Junior High School. (10 minutes) The City Manager was requested to file a petition with the City Planning Commission to vacate or close by barricade Mount Holland Drive; and the City Manager was further requested to take appropriate action to support the request of Roanoke County to the Virginia Department of Transportation for a traffic signal at the intersection of Route 419 and Hidden Valley School Road. File #20-55-66-77-200-46%514 j2. A report with regard to the Five-Year Capital Improvement Program. (15 minutes) Received and filed. File #217 ITEMS RECOMMENDED FOR ACTION: o A report recommending approval of an amendment to the Annual Update to the HUD Entitlement Consolidated Plan, and execution of agreements with the Roanoke City Boxing Association, Inc. Adopted Budget Ordinance No. 33075-081996 and Resolution No. 33076-081996. (7-0) File 05-58-60-67-122-178-236-304-388-406-467-472 A report recommending adoption of a measure in support of the concept of a Percent-for-the-Arts Program, and appointment of a committee to promulgate roles of procedure and to advise the City Manager on implementation of the program. Adopted Resolution No. 33077-081996. (7-0) File #110-230 A report recommending appropriation of funds for a full service engineering contract in connection with the design, construction documents, and contract administration for replacement of the existing fire and temperature control system at the Civic Center Complex. Adopted Budget Ordinance No. 33078-081996. (7-0) File #53-60-70-192-217-472 A report recommending execution of Amendment No. 1 to the HOME Investment Partnerships Program agreement between the City and Habitat for Humanity in the Roanoke Valley, Inc., for funding of the Perry Park Housing Development. Adopted Budget Ordinance No. 33079-081996 and Resolution No. 33080-081996. (7-0) File #60-67-178-236-399 A report recommending execution of agreements with ten separate agencies for implementation of various Community Development Block Grant programs. Adopted Resolution No. 33081-081996. (7-0) File #58-165-200-236-488 A report with regard to fast-tracking the future renovations of Victory Stadium. Concurred in the recommendation. File 067-122-388-405 A report with regard to the method of selecting management and operation services for the City's parking facilities. Adopted Ordinance No. 33082-081996. (7-0) File 0181-302-313-381-515-516 10. A report recommending appropriation of funds bom the Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings to provide for the purchase of identified operational needs for various City departments. Adopted Budget Ordinance No. 33083-081996. (7-0) File 020-32-60-62-67-70-144-256.270-313-361-363-410.472.514 11. A report recommending transfer of funds to allow for continuation of the Employee Parking Plan program. Adopted Budget Ordinance No. 33084-081996. (7-0) Vice-Mayor Wyatt expressed concern with regard to the safety of certain City employees whose workshift ends at 11:00 p.m., and walk to the City Employee Parking Lot on Luck Avenue, S.W. With the concurrence of Council, the matter was referred to the City Manager for appropriate response. File #2-53-60-166-184-209-217-337 12. A report recommending execution of an amendment to the contract with the SPCA to provide for a rate increase for services provided by the SPCA to the City of Roanoke, and amendment of the City's Fee Compendium to increase the boarding fees for impounded animals. Adopted Resolution No. 33085-081996. (7-0) File #54-289 13. A report with regard to the Virginia Summer Food Service Program Grant application to the U. S. Department of Agriculture. Adopted Budget Ordinance No. 33086-081196 and Resolution No. 33087-081996. (7-0) File #60-72-236-304-467 14. A report recommending appropriation of funds for the Fifth District Employment and Training Consortium. Adopted Budget Ordinance No. 33088-081996. (7-0) File 060-72-236-246 15. A report recommending approval of the Hotel Roanoke Conference Center Commission budget for fiscal year 1996-97; and appropriation of $350,000.00 to the Conference Center Agency fund. Adopted Budget Ordinance No. 33089-081996 and Resolution No. 33090-81996. (7-0) File #60-247-258 b. DIRECTOR OF FINANCE: An unaudited financial report for fiscal year 1995-96. Received and filed. File #1-10 l0 c. CITY ATTORNEY: A report relative to the disposition of an unhung portrait of Judge W. G. Robertson. Adopted Resolution No. 33091-081996. (7-0) File 0214-377 6. REPORTS OF COMMITTEES: A report of the bid committee recommending execution of a trait price contract with Prillaman & Pace, Inc., in the amount of $337,416.00, for construction of the Garden City Sewer Replacement Project GC-1; and appropriation of funds in connection therewith. Council Member John H. Parrott, Chairperson. Adopted Budget Ordinance No. 33092-081996 and Ordinance No. 33093-081996. (7-0) At the request of Vice-Mayor Wyatt, the City Manager was instructed to take appropriate measures to notify Garden City residents that the Garden City Sewer Replacement Project GC-1 will not impact the Garden City Flood Control Project. File 027-60-237-468-514 bo A report of the bid committee recommending award of a lump sum contract to Municipal Tank Coating & Sandblasting, Inc., in the amount of $98,700.00, for exterior and interior water tank painting of the Grandin Court No. 3 and Hollins water tanks; and appropriation of funds in connection therewith. Council Member John H. Parrott, Chairperson. Adopted Budget Ordinance No. 33094-081996 and Resolution No. 33095-081996. (7-0) The Mayor recognized the service of M. Craig Sluss, Manager, Water Department, who will retire on September 1, 1996. File 060-183-468 7. UNFINISHED BUSINESS: None. INTRODUCTION AND CONSIDERATION OF ORDINANCES AND RESOLUTIONS: ao Ordinance No. 33062, on second reading, authorizing the execution of an agreement with Orvis Company, Inc., for the sale of approximately 13.19 acres of City-owned land within the Roanoke Centre for Industry and Technology and authorizing the execution of the requisite deed conveying such property. Adopted Ordinance No. 33062-081996. (7-0) File #2-166-207-450 b. A Resolution memorializing the late Howard E. Musser. Co Considered at 7:00 p.m. session. A Resolution appointing a Director of the Industrial Development Authority of the City of Roanoke to fill the remaining portion of a four year term on its Board of Directors. Adopted Resolution No. 33096-081996. (7-0) File #15-110-207 9. MOTIONS AND MISCELLANEOUS BUSINESS: bo Inquiries and/or comments by the Mayor and Members of City Council. Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. HEARING OF CITIZENS UPON PUBLIC MATTERS: None. Recessed at 6:05 p.m., to be reconvened at 7:00 p.m. 12 ROANOKE CITY CO UNCIL REGULAR SESSION AUGUST 19, 1996 7: 0 0 p. rrr CI T Y CO UNCIL CHAMBER ,4 GENDA FOR THE COUNCIL Call to Order-- Roll Call. All Present. The Invocation was delivered by Mayor David A. Bowers The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Bowers. Welcome. Mayor Bowers. Adopted Resolution No. 33097-081996 memorializing the late Howard E. Musser. (7-0) File #80-132-367 13 HEARING OF CITIZENS UPON PUBLIC MATTERS: A# Request of James L. Cross, Jr., to address Council with regard to an air conditioning tax. (5 minutes) Mr. Cross expressed concern with regard to the 12% utility tax on electricity from June through September, the peak period for air conditioning use, and requested that the City study the matter in view of the fact that there are citizens who cannot afford to pay the tax. The remarks were received and filed. File #29-79-330 PUBLIC HEARINGS: A# Public heating on the request of CSW Associates that a tract of land located on the northerly side of Lee Highway and the westerly side of Aerial Way Drive, S. W., containing 16.30 acres, more or less, identified as a portion of Official Tax No. 5200122, be rezoned from LM, Light Manufacturing District, to RM-2, Residential Multi-family, Medium Density District, subject to certain conditions proffered by the petitioner. Patricia Miley, Agent, Spokesperson. Adopted Ordinance No. 33098 on first reading. (7-0) File 051 Public hearing on the request of the Roanoke Valley Society for the Prevention of Cruelty to Animals that a tract of land consisting of approximately four acres, located off of Lyrm Brae Drive and Route 460, identified as Official Tax Nos. 7150106 and 7150111, be fez#ned from C-2, General Commercial District, and LM, Light Manufacturing District, to HM, Heavy Manufacturing District, subject to certain conditions proffered by the petitioner; and that existing proffered conditions applicable to Official Tax No. 7150111 be repealed. Edward A. Natt, Attorney. The request for rezoning was denied, Council Members Trout, White, Harris, Parrott and Swain voted no. File #51 14 OTHER HEARING OF CITIZENS: None. CERTIFICATION OF EXECUTIVE SESSION. (7-0) Appointed Council Members John H. Parrott, Carroll E. Swain, James O. Trout and William White, Sr., as members of the Solid Waste Collection and Disposition Ad Hoc Study Committee. The City Manager was requested to appoint three members of the City Administration. File #110-132-144 Appointed Joseph F. Lynn as a Commissioner to the City of Roanoke Redevelopment and Housing Authority Board of Commissioners to f'dl the unexpired term of James O. Trout, resigned, ending August 31, 1999. File 015-110-178 Appointed Lular R. Lucky as a member of the Advisory Board of Human Development for a term ending November 30, 1999. File #15-72-110 Appointed Katheryn R. Hale as a member of the Fair Housing Board to fill the unexpired term of Acree Hayes, resigned, ending March 31, 1997. File #15-110-178 Roanoke, Virginia August 19, 1996 Honorable Mayor and Members of City Council Roanoke, VA Dear Mayor and Members of Council: Please reserve space on Council's agenda Monday, August 19, at 12:30 p.m. for a briefing by the Youth Citizens Services Board. WRH/gr Respectfully submitted, W. Robert Herbert City Manager o o o o o o o HIGHLIGHTS 073VENILE CRIME BILL - CODE CHANGES - 1996 SESSION Juveniles 14 years old or older will be tried and sentenced as adults for serious violent offenses following: - Preliminary Hearing/probable causes/Circuit Court - Con~nonwealth Attorney can seek direct indictment in circuit court if Juvenile Court dismisses. Juveniles' victim or representative may attend and remain in the courtroom during proceedings. Juveniles 14 and older adjudicated delinquent of a felony - shall have all court records, including subsequent adjudications open to the public, except by judicial orders to protect any juvenile victim or witness. Magistrates may take petitions/issue detention orders, if a judge or intake officer cannot arrive within one hour of contact. Two-way video/audio communication may be used. Provides for mental health screenings as part of juvenile detention home intake procedures, and mental health assessments within 24 hours if need is determined. Limits handling of Child in Need of Services/Supervision complaints informally (DIVERSION) by an Intake Officer, may divert only one time and must: (1) develop a plan - specifying restitution/ Co~ftunity Service, etc. (2) create an official record and file in juvenile case file (3) Advise juvenile/parents that any subsequent complaint will result in a petition Requires that sutm.ons include notice to parents or persons legally obligated to care for and support the juvenile - may be required to pay a reasonable sum for support and treatment of the juvenile co~,titted to DYFS or secure detention. Judicial Options - Boot Camp; judge may place temporary custody with DYFS to attend a "boot camp: provided the juvenile: (1) is eligible for co~,,,dtment to DYFS (2) has not been found guilty of violent crimes (3) has not previously attended a boot camp (4) has not previously been committed to DYFS If juvenile refuses, withdraws, etc. from boot camp, he has to be brought back to court - other sanctions given or coL~,.itted. -Page Two- o 10. 11. 12. 13. 14. Judges may order determinate sentences for juveniles 14 and older found guilty of felonies under certain conditions - not to exceed seven years or the juveniles' 21st birthday. (16.1-285.1 CoL~,t~itment of Serious Offenders). Court may also order determinate or indeterminate parole supervision to follow for same time frames. Court may be conducted by two-way electronic video/audio coL~R,unication. DYFS shall notify the school division superintendent who shall provide for a collaborative development of a re- enrollment plan, DYFS shall notify the school division superintendent at least 14 days. prior to juvenile's scheduled release. Ail police authorities may take fingerprints and photographs of juveniles charged with delinquent acts for which an adult would be printed/photographed. Prints/ photos must bemaintained separate from adults. If found not guilty, all copies to be destroyed within 60 days. Juvenile conviCted of felony who is 14 or older shall have blood sample taken for DNA analysis. No later than October 1, 1996, the Board of DYFS shall establish length-of-stay guidelines for juveniles indeterminately committed to the Department. By November 1, 1996, and annually thereafter, DYFS shall provide copies of the guidelines and estimated impact on juvenile correctional facility bed space to the General Assembly. (United States Department of Agriculture Food and Consumer Service August 16, 1996 Bluefield Satellite Office PO Box 4546 Bluefield, WV 24701 Honorable Mayor and Members of City Council Roanoke, Virginia In my absence I would like to leave a short note telling you about one of the great things happening in your city this summer. Marion Vaughn-Howard, Youth Planner, and Tia Brown, Program Coordinator, with the Office on Youth have been very busy administering the Summer Food Service Program (SFSP) for children at 15 locations within the city. Children living in Housing Projects or participating in programs sponsored by Parks and Recreation Programs are being served nutritious meals. The program began June 17th and will end August 31 st. Children who receive meals during the school year and who might be without nutritious meals during the summer brea~ are given breakfast and lunch at 2 sites, and lunch only at 13 sites. To date approximately 3,442 breakfasts and 22,520 lunches have been served. The meals are prepared by Roanoke City Schools. For this program to be a success many hours of planning, training and monitoring are required. Much attention has been given to monitoring individual sites to assess the quality of the food presented and level of participation. In addition to meals being served this summer, Marion and Tia graciously agreed to participate in a Nutrition Education project sponsored jointly by USDA and Virginia Tech. Extension agents are providing nutrition information and children are participating in "hands-on" experiences with healthy food. Nutrition educations sites are Bluestone, Lincoln Terrace, and Indian Village. I have only good things to say about Marion and her staff'and hope that the City of Roanoke will continue to sponsor the SFSP in the furore. It is truly a worthwhile program. The Summer Food Service Program is funded by the United States Department of Agriculture. Respectfully, Shirley Miller Program Specialist FACT SHEET --Teen Pregnancy As requested by the Teen Pregnancy Task Force, the Youth Services Citizens Board is responsible for monitoring the strategies contained in Teen Pregnancy report until the creation of an interjurisdictional council. --State Funding Since 1980, the Office on Youth has received state funding. For the last five years, the City has continued to support the Office on Youth with increased City funds. Lobbying the General Assembly to restore state funds has become a real statewide issue. We want to make you, the Council, aware that the state is taking a different focus towards Juvenile Justice Reform rather than the original intent of the Office on Youth. We are concerned that the hardships of trying to meet the state's mandates are becoming more difficult since this is a one office staff. To us, the priorities should be prevention/intervention in order to address the negative risk factors involved in a young person's life. We want to bring this issue for Council's information. --Juvenile Justice Reform For your information, a surmmary has been attached explaining the impact of this reform. --Sum~er Food Service 1996 letter of support --Enclosed in the Annual Report is a sunm~ary of the goals and objectives of the Office on Youth. COIJNTY OF RBqNOKE Fax :TCL3-772-208g ~g ....... co~ o~ ~o.,~ro~ TO:' 2,6, 1996 COunty Admtrdstrator ...... Assistant Cotmty Administrators .... School'"Superintendent ' 'C0nstimtionat Officers Department Heads .... FROM: Anne Marie Omen. Director, Communi~.. Relation~ Visitors from Poland "2, and This' year, We have five visitors' from Poland; whb will be arriving on Friday, August leaving on ...Thursday, August 29: .. Ewa C, ajek, Vic~ President of. thc. City Council ....... Grazyna .Wojtalska-Kuysk, Deputy Mayor for Culture, Sports, Education, Health & Soctal. Matters. ,. ' Ewa Olsze.~ka, .Deputy Mayor .for City Development, urban Ar¢}Ji'tecture and Municipal Inves~ent. Projc.c~s and' Geodesy Sectors '" zbi .g~i'ew Bartkiewi~z,' h-. ans. lat0r (I'm s.ur¢ you all remember Zbignie~ from the last two 'years) ............ Mie~zylawa Bartki~wicz. Zblgntew's wife.' He is'paying for her to accompany the group. .... Attached is a calendar of events for. the-time tbey will be wi.th, us. Thank .you .f°r agreeing to host our visitors. If you.have any questions, please .do not hesitate to call me at 772-2010 or.Mclinda Rector at. 772-2006. Thanks again for your help. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 August 23, 1996 File #15-110-467 SANDRA H. EAKIN Deputy City Clerk Mr. Harry F. Davis 3138 Stoneddge Road, $. W. Roanoke, Virginia 24014 Dear Mr. Davis: At a regular meeting of the Council of the City of Roanoke held on Monday, August 19, 1996, you were elected as a Trustee of the Roanoke City School Board to fill the unexpired term of C. Nelson Harris, resigned, ending June 30, 1998. Please find enclosed a Certificate of your election. Your Oath of Office has been forwarded to Dr. E. Wayne Harris, Superintendent of Roanoke City Public Schools, for appropriate handling pdor to commencement of your term of office. You are requested to return one copy of the Oath of Office to the undersigned pdor to serving in the capacity to which you were elected. For your information and pursuant to Section 2.1-341.1, Code of Virginia (1950), as amended, I am enclosing copy of the Freedom of Information Act. On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a Trustee of the Roanoke City School Board. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Marsha W. Ellison, Chairperson, Roanoke City School Board, 2030 Knollwood Road, S. W., Roanoke, Virginia 24018 Dr. E. Wayne Harris, Superintendent of Roanoke City Public Schools Richard L. Kelley, Assistant Superintendent for Operations, Roanoke City Public Schools Cindy H. Ramsuer, Clerk of the Roanoke City School Board Sandra H. Eakin, Deputy City Clerk H:~COUNCIL~UGU~T, 19 COMMONWEALTH OF VIRGINIA ) ) CITY OF ROANOKE ) To-wit: I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the nineteenth day of August,~ 1996, HARRY F. DAVIS was elected as a Trustee of the Roanoke City School Board to fill the unexpired term of C. Nelson Harris, resigned, ending June 30, 1998. Given under my hand and the Seal of the City of Roanoke this twenty-third day of August, 1996. City Clerk H:tCOUNClL~AUGUST. I g DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue, S.W., Room 452 Roanoke, Virginia 24011-1594 Telephone: (540) 981-2444 Fax: (540) 224-3145 August 19, 1996 The Honorable Vice-Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Members of Council: I wish to request an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (^)(1), Code of Virginia (1950), as amended. Sincerely, Mayor DAB:sm MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 Deputy City Clerk August 23, 1996 File #15-110-304 Thomas H. Miller, Chairperson Youth Services Citizen Board 3429 Windsor Road, S. W. Roanoke, Virginia 24018 Dear Mr. Miller: This is to advise you that on August 5, 1996, James H. Smith qualified as a member of the Youth Services Citizen Board for a term ending May 31, 1999. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Marion Vaughn-Howard, Youth Coordinator Margaret T. Munton, Secretary, Youth Services Citizen Board Sandra H. Eakin, Deputy City Clerk H:~:OUNClL~,UGus'r. 1 g Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, James H. Smith, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Youth Services Citizen Board for a term ending May 31, 1999, according to the best of my ability. So help me God. Subscribed and sworn to before me this .~ -day of 1996. ARTHUR B. CRUSH, III, CLERK H:~,GENDA~JULY. 15 MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk August 23, 1996 File #15-110-429 F. Wiley Hubbell, Chairperson City of Roanoke Pension Plan, Board of Trustees 3712 Peakwood Drive, S. W. Roanoke, Virginia 24014 Dear Mr. Hubbell: This is to advise you that on August 14, 1996, Earnest C. Wilson, Sr., qualified as a Trustee of the City of Roanoke Pension Plan, Board of Trustees, for a term ending June 30, 1998. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm pc: James D. Grisso, Secretary, City of Roanoke Pension Plan, Board of Trustees Doris B. Peters, Retirement Administrator, Department of Finance Sandra H. Eakin, Deputy City Clerk H:~COUNClL~AUGU~f. 19 OATH AND AFFIRMATION OF OFFICE Commonwealth of Virginia, City of Roanoke, to-wit: I, Earnest C. Wilson, Sr., do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a Trustee of the City of Roanoke Pension Plan, Board of Trustees, for a term ending June 30, 1998, according to the best of my ability. So help me God. Subscribed and sworn to before me this //_/L day of_~ 1996. ARTHUR B. CRUSH, III, CLERK , DEPUTY CLERK H:~AGENDA~,UG UST,5 Mary F. Parker, CMCIAAE C~y C~erk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy c~ C~,rk August 23, 1996 File #20-66-165-488 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, August 19, 1996, Ms. Joel M. Richert, representing Old Southwest, Inc., advised that the membership of the organization would like to work with the City Administration to resolve several traffic- related issues affecting the Old Southwest neighborhood. Sincerely, p~ Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Ms. Joel M. Richert, 415 Allison Avenue, S. W., Roanoke, Virginia 24016 Rose M. Woodford, Executive Secretary, City Manager's Office H:~_,OUNClL~AUG u,.~r. 19 Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk · andni H. Eakin Deputy City Clerk August 23, 1996 File #20-66-77-200-247-488-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, August 19, 1996, Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E., addressed Council in connection with the four laning of Gainsboro Road/Second Street and inquired as to why construction was not designed in such a manner so as to provide for two-way traffic at all times from Orange Avenue to Wells Avenue. Ms. Bethel also celled attention to a dangerous traffic condition at Wells Avenue and Jefferson Street where trees and signage leading to The Hotel Roanoke provide a visual barder and advised that a four-way stop sign has been requested by residents. Inasmuch as the four laning of Gainsboro Road/Second Street is a project administered by the Virginia Department of Transportation, the matter was referred to you for the purpose of holding a neighborhood meeting to address questions and concerns of residents. Sincerely, Pl:~i..,~.---- Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E., Roanoke, Virginia 24016 Rose M. Woodford, Executive Secretary, City Manager's Office H:~,~,OU NClL~,UG UST. 19 Mary F. Parker, CMC/AAE City Clerk CITY OF ROANOKE Office of the City Clerk August 23, 1996 File ~66-304-467 Sandm Deputy C~ -'..akin =lerk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert and Ms. Ellison: Marsha W. Ellison, Chairperson Roanoke City School Board 2030 Knollwood Road, S. W. Roanoke, Virginia 24018 At a regular meeting of the Council of the City of Roanoke held on Monday, August 19, 1996, Katheryn R. Hale, Executive Director, West End Center, Inc., addressed the issue of limited resources and lack of activities for the youth of Roanoke City, particularly dudng the last two weeks of summer before the new school year begins. She requested that the City and the School Board consider establishing an earlier school opening date which would allow for built-in snow days, teacher breaks/work days, and reduce juvenile delinquency, etc. On motion, duly seconded and unanimously adopted, Ms. Hale's remarks were referred to you for appropriate response. I am enclosing a transcript of the remarks of Ms. Hale. Sincerely, p~ Mary F. Parker, CMC/AAE City Clerk MFP:sm Eric. pc: Katheryn R. Hale, Executive Director, West End Center, Inc., 1226 Patterson Avenue, S. W., Roanoke, Virginia 24016 Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools Cindy H. Ramsuer, Clerk, Roanoke City School Board Rose M. Woodford, Executive Secretary, City Manager's Office H:tCOUNClL~AUGUST. 19 Remarks by Katheryn R. Hale, Executive Director, West End Center, Inc., to the Council at its meeting on August 19, 1996. Ms. Hale: I would just like to get Council to begin thinking about a broad issue that many of us in the community who serve youth are facing. Of course we all know that there are limited resources for our children and youth in the area. We alone have a waiting list of 61 children, and there are many other children not being served with similar services. But as it becomes late summer that becomes even worse, not only for the ones of us who are serving children in structured programs but for parents who are trying to keep their children busy and their energies channelled positively. I'm wondering how many of you know that the City pools are now closed; they closed last Friday except for weekends. They are the most economical use of our funds and probably public funds. This is a week earlier than normal. They say that they normally hire college students which I'm sure is true, and many of the college students return about this time to school. We have found that trend ever increasing over the last few years. Not only our public facilities here locally in Roanoke, but our state parks and many of the resources that we use to be able to hold activities for the children and I'm sure that parents use, are closed. The alternatives are few. The pools cost for group rate about 40 cents per child to go swimming. For a family whose taking their child, about 50 cents per child. Anything comparable - Discovery Zone, roller skating, movies (if you can get in) - the most economical is a movie for 95 cents, and you can only see so many of those. We also find that these last two weeks of the summer are probably the most challenging with our young people. They are ready to go back to school. They are absolutely ready to go back to school. I think we need to begin to take a look at this. I think that you are going to find in years to come and if you were to study the issue now that probably those two weeks toward the end of the summer is probably going to be one of your highest times for juvenile delinquency. I think that you young people because of not only becoming bored and ready to be back in school its too long of a time for them to be out, but because of the resources that we don't have in the community anymore. Even Gator pool, which my understanding is that's supposed to be a public pool, is in the vicinity of $2.50 per child to take them swimming; and if you are taking 90 children swimming, that's a big chunk each day. The children really need during that time that they are bored to be expending their energy positively. I think our reasoning for school going back later used to be well way back so kids could get up the hay and work the farm, and I don't think that is an issue in Roanoke City tremendously anymore; but also because of our local facilities which were money makers for us particularly locally. I think that we need to think about the issue of the regression that children have in the summer - how much they lose during the summer and how much of our time is spent at the beginning of the year, our teachers time is spent, going back over some of the things that were learned in the spring with the children. I think if we were to take a look at schools opening earlier, and I know that's been discussed and pondered in the past and there is some issue with snow days; but I hope some of you have noticed that in the news, Danville has piloted a program this year of opening two weeks early. I believe they actually open this Monday. To take a look at how that would work with the children's education and the juvenile delinquency problems. If we were to take a look at opening two weeks earlier, it would allow for those built in snow days, for breaks for the teachers for work days; and I think we are going to have to begin to look at this as a holistic issue because I'm sure many of you know that the Carilion day care facilities are closing at the end of December. There aren't places for children to go now. All those children are going to be out in the community looking for spaces. There is not any day care for those kids; there is not anywhere for the children on our waiting list to go. In addition with welfare reform, there are a number of children whose parents are going to be expected to go to work, and there are not going to be places for them to go. You may eventually find yourself looking at very much what California and other places have done which is a staggered schedule for all children for year round school for more regular breaks to alleviate student burn out, teacher burn out, and to be able to better utilize those public facilities and their day care facilities because there just isn't enough going on in Roanoke. I would encourage you to take a look at this issue yourselves and to have School Board very closely study this issue. I thank you for listening. 2 Vice-Mayor Wyatt: Ms. Hale I can assure you that it's not teachers that don't want to go back early. Most of us would rather be in school and get things moving on so that we could get out earlier in the spring when that weather starts to turn so hot and you're right, so that we can provide that kind of space and time for mini breaks during the year for the benefit of not only the faculty but the kids. The issue of the schooling, I think those kids when they are out, their going to be out. I think it's a much broader issue than the schools can handle. I don't think we were put here to be babysitters, but I think our community is going to have to come to grips with day care facilities for young children and for those children when they are out of schools. It is going to be, as far as I'm concerned, one of the major issues that this country is going to have to face in the next 5 to 10 years. I don't think any of us are financially prepared to deal with what that issue is going to cost. You're absolutely right, and I thank you for bringing it to our attention. Ms. Hale: It's a real broad issue that involves all the departments. Glenn and I have talked about this before because we know there is a lack of those resources. We tend in Roanoke to look at things in pieces, and we can't do that. We have to look at the broad picture and how they all fit together and make those things work together. I know day care isn't a school issue, but all these issues fit together in the success of our youth in the future. We see a cycle. Everybody that works with kids sees cycles In the sprin , after s nn. ., . . . · . g p'g break, ,t s not a product,ve learmng t, me for children; it's a high burn out time for teachers. If we had our breaks at more regular intervals during the school year, I think we would see better educated students and more productive teachers in the community. Vice-Mayor Wyatt: When we get a spring break. Ms. Hale: Rev. Harris: If we went those two weeks early, we'd have more snow days. I certainly believe Ms. Hale you've made some very good points, and I think some things that certainly ought to be considered; but I would remind the Council that the School Board does not control it's calendar. The School Board opening date is controlled by the General Assembly. I think that is an unfortunate situation. We have for many years now in the legislative agenda both the School Board and the City lobbied and spoke very clearly and directly to at least our area Legislators that the School Board would very much like to have control of its own school calendar. 3 For the City of Roanoke to open prior to Labor Day, which is the standard set by the General Assembly, requires certain exceptions and other things that must be met; so I would, taking your comments to heart, really hope that more folks would get involved in this issue of the General Assembly freeing up localities to determine in a more responsible way their own opening and closing dates would give us some elbow room and some freedom to really and legitimately consider some of the suggestions that you have made here today. I know another matter the School Board is concerned about in regards to opening sooner in the summer is the fact that 12 of our elementary schools have no air conditioning. Today, it's supposed to get between 90 and 95 degrees. I wouldn't want to be an employee or a student in an unair-conditioned building today. In fact, when we had some unseasonably hot weather prior to the closing of school in the spring, we received a significant amount of phone calls from parents wanting to know were the schools going to close. The School Board, as I understand it, is embarking on a program to air condition those 12 elementary schools so hopefully we can take care of that. Ms. Hale, I think you have raised some very good issues. Obviously, other communities are looking at those. I would commend your comments to the School Board, but I would also Challenge you and others in our community to join us; and I know that you have personally, but others to join us in this effort to get the General Assembly to allow local School Boards to cOntrol when they can open their schools. Ms. Hale: Rev. Harris: Apparently, Danville has gotten around that somehow and maybe its by piloting the program and that may be what we have to do to prove to them that it would work in our community. Your exactly right. That is an exception, but I think that what you are talking about is school wide; but certainly that is something that ought to be considered. Thank you. Mayor Bowers: Other comments or discussion? Members of Council may I suggest without objection that the comments by Ms. Hale be referred to the City Manager and to the Roanoke School Board. Would that be appropriate? It appears to be appropriate and so without objection, those comments will be referred. If there is no objection, it is so ordered. 4 Mary F. Parker, CMCIAAE C~y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Ck, rk August 23, 1996 File ~66-353 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, August 19, 1996, Ms. Gloria A. Dorma, 3513 Dona Drive, N. W., requested an opportunity to expand on projection dates for an action plan in connection with her proposal presented to Council on Monday, August 5, 1996, with regard to employment opportunities for qualified disabled persons. She also inquired about the status of the proposal which was referred to you for report. With Council's concurrence, the Mayor requested that you contact Ms. Dorma to discuss questions and/or concerns. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Ms. Gloria A. Dorma, 3513 Dona Drive, N. W., Roanoke, Virginia 24017 Rose M. Woodford, Executive Secretary, City Manager's Office MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk August 23, 1996 File #34-108-184 Bruce W. Haynes Executive Secretary State Compensation Board P. O. Box 710 Richmond, Virginia 23218-0710 Dear Mr. Haynes: I am enclosing copy of Resolution No. 33071-081996 concurring in reclassification by the State Compensation Board of eight positions in the Office of City Treasurer. Resolution No. 33071-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: The Honorable David C. Anderson, City Treasurer James D. Grisso, Director of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget Kenneth S. Cronin, Manager, Personnel Department H:~COUNClL~UGU~T. lg IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33071-081996. A RESOLUTION concurring in reclassification by the State Compensation Board of eight (8) positions in the Office of City Treasurer. WHEREAS, the State Compensation Board reimburses the City of Roanoke for one-half of all State approved salaries in the Office of City Treasurer; and WHEREAS, the Board has recently approved, subject to concurrence of City Council, reclassification of eight (8) positions in the Treasurer's Office; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. City Council concurs in the reclassification of eight (8) positions in the Office of City Treasurer as approved by the State Compensation Board and described in more detail in a letter from Bruce W. Haynes, Executive Secretary, State Compensation Board, to The Honorable David C. Anderson, City Treasurer, dated June 28, 1996. 2. The Clerk is directed to forward an attested copy of this resolution to Mr. Haynes. ATTEST: City Clerk. CITY OF ROANOKE TREASURE, R'S O .FFICE , P.O. Br~X 1451 Roanoke, Virginia 24007-1451 Telephone: (540) 981-2561 FAX: (540) 224-3019 DAVID C. ANDERSON Treasurer July 30, 1996 Honorable Mayor Bowers and Members of Roanoke City Council Roanoke, Virginia RE: State Compensation Board Salaries as of July 1, 1996 City of Roanoke - Treasurer's Office Dear Hon. Mayor and Members of Council: Due to the retirement of Gordon E. Peters and my appointment as City Treasurer, on June 17, 1996, I requested the State Compensation Board's approval for personnel reclassifications and salary adjustments. My actions resulted because the salary compensation for the Treasurer was reduced upon Mr. Peters retirement due to the lower population at the last census. My efforts have reduced the amount of supplement being paid by the City of Roanoke. On June 27, 1996, the State Compensation Board approved my request, effective July 1, 1996, and I am requesting your concurrence. Attached is a copy of the letter from the Compensation Board for your reference. Sincerely yours, David C. Anderson City Treasurer DCA/agv Attachments JUNE R. FUNKHOUSER CHAIRMAN DANNY M. PAYNE W.J. KUCHARSKI EX OFFIC~ MEMBERS COMMONWEALTH of VIRGINIA COMPENSATION BOARD P. O. BOX 710 RICHMOND, VIRGINIA 23218-0710 June 28, 1996 BRUCE W. HAYNES EXECUTIVE SECRFTAR¥ JAMES W MATTHEWS ASSISTANT EXECUTIVE ~ECF~ETAr~Y The Honorable David C. Anderson Treasurer City of Roanoke P. O. Box 1451 Roanoke, VA 24007-1451 Dear Mr. Anderson: This is in response to your request dated June 17, 1996, and to inform you of Compensation Board action taken on June 27, 1996. The Board reviewed your request for reorganization with personnel reclassifications and salary changes, brought about due to your recent appointment as Treasurer, and the resulting turnover created due to a drop in population. Action was taken, subject to concurrence of Roanoke City Council, as follows effective July 1, 1996: Reclass Reclass Reclass Reclass Reclass Reclass Reclass Reclass Position #2 from AA ~ $20,925 to DIV ~ $22,873, Position # 15 from DI ~ $15,669 to DII ~ $17,127, Position #7 from DII ~ $25,002 to DIII ~ $26,139, Position #12 from DII ~ $25,002 to DIII ~ $26,139, Position # 16 from DII ~ $18,310 to DIII ~ $20,464, Position #10 from DII ~ $18,722 to DIII ~20,464, Position #3 from DIII ~$29,873 to DIV ~$31,935 and Position #5 from DIII ~ $29,215 to DIV ~ $30,545 FAX (804) 371-0235 ADMINISTRATION (804) 786-0786 (V/TDD) (804) 786-0786 BWH/kml Copy to: h:\wndocs\tractn.696 kml-6/28/96 Sincerely, June R. Funkhouser, Chairman Executive Secretary Governing Body Charlotte Luck, Senior Fiscal Technician, Treasurers'/Commissioners' of The Revenue Programs James W. Matthews, Assistant Executive Secretary Office of the City Manager August 19, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Subject: State Compensation Board Salaries - City of Roanoke Treasurer's Office Dear Mayor Bowers and Members of Council: I concur with the recommendation of David Anderson, City Treasurer, and the action of the Commonwealth of Virginia Compensation Board with respect to position reclassifications and salary adjustments in the Treasurer's Office. The salary, as established by the Compensation Board, for the Treasurer was reduced as a result of the retirement of Gordon Peters. The Compensation Board salary for the Deputy Treasurer was also reduced upon the appointment of David Anderson, the former Deputy Treasurer, to Treasurer. The request from the Treasurer, and subsequent action taken by the Compensation Board, preserves the current level of funding from the Compensation Board by reallocating the savings associated with the reduction in the salary for the Treasurer and Deputy Treasurer to selected positions in the Treasurer's Office via reclassifications and salary adjustments. It should be noted that the Compensation Board provides funding for 100% of the salary of the Treasurer and 50% of the salary established by the Compensation Board for the remaining positions in the Treasurer's Office. The salary compensation of the Treasurer is determined by the Commonwealth of Virginia. The salary of the Deputy Treasurer and the remaining employees in the Treasurer's Office is based on the City of Roanoke pay scale. The salary compensation for employees of the Treasurer's Office as established by the Compensation Board is used only to determine the level of funding that the Compensation Board provides to the City of Roanoke. The action taken by the Treasurer prevents the potential reduction of Compensation Board funding of approximately $18,000. It also prevents an increase in City of Roanoke funding supplement for the Treasurer's Office. There will not be a change in salary compensation or the total budget for the Treasurer's Office as adopted by City Council in the FY 1996- 97 General Fund Budget. Respectfully, W. Robert Herbert City Manager CC: Room 364 Assistant City Manager Budget Administrator City Attorney City Clerk City Treasurer Director of Finance Manager, Office of Management and Budget Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 981-2333 FAX (540) 224-3138 CITY OF ROANOKE TREASURER'S OFF[CE P.O. Box 1451 Roanoke, Virginia 24007-1451 Telephone: (540) 981-2561 FAX: (540) 224-3019 .8. DAVID C. ANDERSON Treasurer July 30, 1996 Honorable Mayor Bowers and Members of Roanoke City Council Roanoke, Virginia RE: State Compensation Board Salaries as of July 1, 1996 City of Roanoke - Treasurer's Office Dear Hon. Mayor and Members of Council: Due to the retirement of Gordon E. Peters and my appointment as City Treasurer, on June 17, 1996, I requested the State Compensation Board's approval for personnel reclassifications and salary adjustments. My actions resulted because the salary compensation for the Treasurer was reduced upon Mr. Peters retirement due to the lower population at the last census. My efforts have reduced the amount of supplement being paid by the City of Roanoke. On June 27, 1996, the State Compensation Board approved my request, effective July 1, 1996, and I am requesting your concurrence. Attached is a copy of the letter from the Compensation Board for your reference. Sincerely yours, David C. Anderson City Treasurer DCA/agv Attachments JUNE R FUNKHOUSER DANNY M. PAYNE W J. KUCNARSKI COMMONWEALTH o/VIRGINIA COMPImNSATION BOARD P. O. BOX 710 RICHMOND, VIRGINIA 23218-0710 June 28, 1996 BRUCE W HAYNES EX~rC~JTIVE SECnE'r^mv JAMES W MATTHEWS AS~tSTAF~T EXECUTIVF ~ECr~r '~n¥ The Honorable David C. Anderson Treasurer City of Roanoke P. O. Box 1451 Roanoke, VA 24007-1451 Dear Mr. Anderson: This is in response to your request dated June 17, 1996, and to inform you of Compensation Board action taken on June 27, 1996. The Board reviewed your request for reorganization with personnel reclassifications and salary changes, brought about due to your recent appointment as Treasurer, and the resulting turnover created due to a drop in population. Action was taken, subject to concurrence of Roanoke City Council, as follows effective July 1, 1996: - ' Reclass Position #2 from AA ~ $20,925 to DIV ~ $22,873, Reclass Position #15 from DI ~ $15,669 to DII ~ $17,127, Reclass Position #7 from DII ~ $25,002 to DIII ~ $26,139, Reclass Position #12 from DII ~ $25,002 to DIII ~ $26,139, Reclass Position #16 from DII ~ $18,3 I0 to DIII ~ $20,464, Reclass Position #I0 from DII ~ $18,722 to DIII 620,464, Reclass Position #3 from DIII ~$29,873 to DIV 6531,935 and Reclass Position #5 from DIII ~ $29,215 to DIV ~ $30,545 FAX (804) 371-0235 ADMINISTRATION (804) 786-0786 (V/TOD) (804) 786-0786 BWITkml Copy to: h:\wndocs\lractn.696 kml-6/28/96 Sincerely, June R. Funkhouser, Chairman Executive Secretary Governing Body Charlotte Luck, Senior Fiscal Technician, Treasurers'/Commissioners' of The Revenue Programs James W. Matthews, Assistant Executive Secretary Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk Emndra H. Eakin Deputy City Clerk August 23, 1996 File #76-133-236 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33073-081996 authorizing acceptance of funds for the Drug Prosecutor's Office fi.om the Commonwealth of Virginia Compensation Board, in the amount of $83,295.00, and authorizing execution of all appropriate documents to obtain such funds. Resolution No. 33073-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Bruce W. Haynes, Executive Secretary, Commonwealth of Virginia Compensation Board, P. O. Box 710, Richmond, Virginia 23218-0710 The Honorable Donald S. Caldwell, Commonwealth's Attorney Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Barry L. Key, Manager, Office of Management and Budget H:~OUNClL~AUGUS'I'.I 9 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33073-081996. A RESOLUTION authorizing acceptance of funding for the Drug Prosecutor's Office from the Commonwealth of Virginia Compensation Board and authorizing the execution of all appropriate documents to obtain such funds. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City of Roanoke hereby accepts the funds for the Drug Prosecutor's Office in the total amount of $83,295.00 from the Commonwealth of Virginia, through the Compensation Board, for the period of July 1, 1996 through June 30, 1997, as set forth in the report to this Council dated August 19, 1996. 2. The City Manager, or the Assistant City Manager, is hereby authorized to execute any and all requisite documents pertaining to the City's acceptance of these funds and to furnish such additional information as may be required in connection with the City's acceptance of the funds. All documents shall be in a form approved by the City Attorney. ATTEST: City Clerk. H:~.ES%R.-DRUG-P. lC Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin D. puty C~y C~.rk August 23, 1996 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33072-081996 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of funds for the Drug Prosecutor's Office from the Commonwealth of Virginia Compensation Board. Ordinance No. 33072-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, ~ Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. pc: The Honorable Donald S. Caldwell, Commonwealth's Attorney W. Robert Herbert, City Manager Barry L. Key, Manager, Office of Management and Budget H:~COUNClL~AUGUST, 19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33072-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Grant Fund Appropriations, and providing for an emergency. wHEREAS., for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: &porooriations Judicial Administration Regional Drug Prosecutor FY97 (1-3) ............... Reve~u~ Judicial Administration Regional Drug Prosecutor FY97 (4) ................. 1) Regular Employee Wages (035-026-5129-1002) 2) FICA (035-026-5129-1120) 3) Administrative Suppliem (035-026-5129-2030) 4) Compensation Board Funds (035-035-1234-7223) $ 62,403 9,600' 11,292 83,295 $ 677,463 83,295 $ 677,463 83,295 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Honorable Mayor and Member of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: Subject: Acceptance of Funding for Drug Prosecutor Positions August 19, 1996 This is to concur in the request of the Commonwealth's Attorney to (1) accept funding from the Compensation Board for Drug Prosecutor staff salaries, fringe benefits and office expenses, and (2) authorize the City Manager to sign and execute all appropriate documents to obtain the funding. Them is no local cost to this request. I recommend this request for City Council's approval. Respectfully submitted, W. Robert Herbert City Manager CC2 Wilbum C. Dibling, City Attorney James D. Grisso, Director of Finance Mary F. Parker, City Clerk Donald S. Caldwell, Commonwealth's Attorney Barry L. Key, Manager, Management and Budget August 19, 1996 96-601 Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Subject: Acceptance of Funding for Drug Prosecutor Positions Dear Mayor Bowers and Members of City Council: I. Background A. Federal funding was made available to the State of Virginia to be used for the development of several Multi- Jurisdictional Special Drug Prosecutors statewide. The positions were developed to coordinate prosecutorial efforts among independent jurisdictions, reduce fractional and duplicate prosecutions, enhance the recovery of criminal assets, utilize federal, state and local resources to assure maximum prosecutorial effectiveness and to provide specialized prosecutorial resources to the regional drug enforcement effort. In addition, the Regional Drug Prosecutor has been cross-designated as an Assistant U. S. Attorney. The cross- designation will permit a state prosecutor to make use of the Federal Grand Jury. B. The Commonwealth's Attorneys of Craig County, Franklin County, Roanoke County, and the Cities of Roanoke and Salem applied on October 9, 1987, to the Commonwealth's Attorneys' Services Council, the State agency responsible for the administration of the grant money to fund a Multi- Jurisdictional Special Drug Prosecutor. C. City Council accepted the Multi-Jurisdictional Special Drug Prosecutor Grant in April, 1988, and a full-time Special Drug Prosecutor was hired in July, 1988. Mayor David A. Bowers Members of City Council Page Two August 19, 1996 II. Current Situation A. April 15, 1994 - The Commonwealth's Attorneys' Services Council notified this office that legislation approved by the General Assembly allowed funds for Drug Prosecutor positions to be transferred from the Department of Criminal Justice Services and the Commonwealth's Attorneys' Services Council to the Compensation Board. As a result, the Drug Prosecutor positions that serve Craig County, Franklin County, Roanoke County, Roanoke City, and Salem City will be funded through the offices of the Commonwealth's Attorneys in the host localities effective July 1, 1994. These positions will be funded separately from the positions in the Commonwealth's Attorney's Office, with their own cost code, budget, and monthly payroll and expense report. B. April 26 1996 - The Compensation Board approved funds for the Drug Prosecutor's Office for the period July 1, 1996, through June 30, 1997, in the following amounts: $62,403 for staff salaries; and $11,292 for office expenses, for a total of $73,695. In addition, the Compensation Board will reimburse the City of Roanoke for fringe benefits which should be approximately $9,600. III. Issues A. Prosecutorial Efforts against Drug Traffickinq. B. Cost. IV. Alternatives A. Concur in the acceptance of funding for the Drug Prosecutor positions through the Compensation Board in the amount of $73,695, in addition to fringe benefits of approximately $9,600, for the period July 1, 1996 through June 30, 1997. Mayor David A. Bowers Members of City Council Page Three August 19, 1996 1. Prosecutorial Efforts aqainst Drug Trafficking would be enhanced because of centralization and coordination of efforts and specialized expertise. 2. The entire cost will be fully funded by the Compensation Board. B. City Council not accept the funding for the Drug Prosecutor positions through the Compensation Board. 1. Prosecutorial Efforts against Drug Traffickinq will not be approached as a regional concept. 2. Cost would remain the same but the advantage of State funding support for a worthy project would not be realized. Vo Recommendation A. City Council concur in Alternative "A" and allow for the acceptance of and continued participation in funding for the Drug Prosecutor positions through the Compensation Board in the amount of $73,695.00, in addition to fringe benefits of approximately $9,600, for the period of July 1, 1996, through June 30, 1997. B. Authorize the City Manager to sign and execute all appropriate documents to obtain funding for the Drug Prosecutor positions through the Compensation Board. C. Appropriate $73,695.00, in addition to fringe benefits of approximately $9,600 in the Grant Fund for funding for the Drug Prosecutor positions through the Compensation Board and establish a corresponding revenue estimate into accounts to be established by the Director of Finance. The following is a list of the line item budget accounts and amounts budgeted for each account: Mayor David A. Bowers Members of City Council Page Four August 19, 1996 Account Regular Employee Salaries Fringe Benefits Office Expenses Total Amount $62,403.00 9,600.00(approximate) 11,292.00 $83,295.00 ~ed, Donald S. Caldwel~ Commonwealth's Attorney DSC/msh cc: City Manager City Attorney Director of Finance Director of Administration & Public Safety Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File ~60-133-236 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33074-081996 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of funds for continuation of the grant account to receive cash assets forfeited to the Office of the Roanoke City Commonwealth's Attorney. Ordinance No. 33074-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, f0L~A.4~.. Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. pc: The Honorable Donald S. Caldwell, Commonwealth's Attorney W. Robert Herbert, City Manager Barry L. Key, Manager, Office of Management and Budget H:~::X:)U NClL~AU(3U~T. 1 g IN THZ COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33074-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the city of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: &ssrosriation Judicial Administration Forfeited Criminal Assets (1-6) ................... Revenue Judicial Administration $ Forfeited Criminal Assets (7) ..................... 474,801 57,491 474,801 57,491 1) Administrative Supplies 2 ) Expendable Equipment < $1,000 3) Traintn~.~ and Development 4) Other Rental 5) CIS - Personal Computer Rent 6) Expendable Equipment > $1,000 7) Forfeited (035-026-5140-2030) $ (035-026-5140-2035) (035-026-5140-2044) (035-026-5140-3075) (035-026-5140-7007) (035-026-5140-9005) Criminal Assets(035-035-1234-7107) 2,389 1,500 1,500 1,500 1,500 1,500 9,889 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. August 19, 1996 Honorable Mayor and Member of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: Subject: Cash Assets Forfeited to the Roanoke City Commonwealth Attorney's Office This is to concur in the request of the Commonwealth's Attorney to (1) continue the grant account set up to receive forfeited criminal cash assets, and (2) appropriate $9,889 of such assets to appropriate grant accounts There is no local cost to this request. I recommend this request for City Council's approval. Respeetfully submitted, W. Robert Herbert City Manager CC: Wilburn C. Dibling, City Attorney James D. Orisso, Director of Finance Mary F. Parker, City Clerk Donald S. Caldwell, Commonwealth's Attorney Barry L. Key, Manager, Management and Budget Roanoke, Virginia August 19, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Subject: Cash Assets Forfeited to the Roanoke City Commonwealth Attorney's Office Dear Members of Council: I. Background: ao In an effort to better fund law enforcement efforts to fight crime, particularly drug crime, in 1986, the Federal government adopted a system of asset forfeiture whereby forfeited assets, under certain conditions, could be returned to local law enforcement agencies, police and prosecutors, for use in their fight against crime. In July, 1991, Virginia asset forfeiture statute, which generally is patterned after the Federal statute, took effect providing that forfeited criminal assets may be returned to local police and prosecutors for use in the fight against crime. C o Periodically, assets seized as evidence are ordered forfeited by the local courts to the police or the Office of the Commonwealth's Attorney to be used for criminal law enforcement efforts. Do In August, 1991, a grant fund account for cash assets forfeited to the Office of the Commonwealth's Attorney was established with an appropriation of $25,000. II. Current Situation: no Since August, 1991, the Office of the Commonwealth's Attorney has expended the $25,000 originally appropriated. Mayor and Members of City Council Subject: Cash Assets Forfeited to the Roanoke City Commonwealth Attorney's Office August 19, 1996 Page Two B o Revenues collected through July 31, 1996, for this grant are $57,491 and were deposited in account 035- 035-1234-7107. Current revenue estimate is $47,602. Funding received in excess of the estimated revenue totals $9,889 and needs to be appropriated. Co In order to facilitate receipt and distribution of these funds, as well as protect the public's confidence through systematic accounting, City Council action is requested to authorize the Department of Finance to continue the grant fund accounts through which the Commonwealth may deposit and disperse funds. III. Issues: A. Need B. Funds Availability IV. Alternatives: no City Council concur in the request to continue the grant for cash assets forfeited to the Office of the Roanoke City Commonwealth's Attorney. Need exists to provide additional funds and equipment to enhance criminal investigations. o Funds availability will be controlled by effectiveness of investigations through assets seized and forfeited in joint investigations with federal, state and local agencies. Bo City Council reject the request to continue the grant fund accounts. Mayor and Members of City Council Subject: Cash Assets Forfeited to the Roanoke City Commonwealth Attorney's Office August 19, 1996 Page Three Vo 1. Need for supplemental funds enabling increased effectiveness of investigation and prosecution will not be met. 2. Funds will not be received from the sources enumerated. Recommendation is that Council approve alternative "A" to continue the grant and: A. Appropriate 9,889 to the following grant fund accounts: 1 Administrative Supplies 035-026-5140-2030 $2,389 2 Expendable Equipment (<$500) 035-026-5140-2035 1,500 3 4 5 6 Training & Development 035-026-5140-2044 Other Rental 035-026-5140-3075 CIS-Prsnl Cmptr Rent/Maint 035-026-5140-7007 Expendable Equipment >$500 035-026-5140-9005 Total 1,500 1,500 1,500 1,500 $ 9,889 Bo Increase the revenue estimate for these grant funds for $9,889. City Attorney Director of Finance Respectfully submitted, Donald S. Caldwell Commonwealth' s Attorney Director of Administration & Public Safety Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk 3andra H. Eakin Deputy City Clerk August 23, 1996 File #132-175-404 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of the City of Roanoke's Vision Statement, which was adopted by the Council on Monday, August 19, 1996. The proposed "Roll Out" process was also approved by the Council. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Eno. pc: Mr. Gary Kasza, 5028 Falcon Ridge Road, S. W., Roanoke, Virginia 24014 James D. Grisso, Director of Finance Barry L. Key, Manager, Office of Management and Budget Deborah J. Moses, Assistant to the City Manager for Special Projects H:~.OU NClL~AUGUS'r. 1 g Roanoke City Council Vision Statement Roanoke, "The Star City," appreciating its past and planning for a shining future, will be a community of excellence, ..... p1 ,,..,.,. a aupc~c,~-providing an outstanding quality of life through educational, economic and cultural opportunities for all people who live, work and visit here. Effective Government .~'..~ "~"'.~..., c. f Roanoke City government will be a .... ~-'~'"~',.,o. jo,~- le~ing force' in shaping and achieving the furore of our communi~. ~,~ g~vcmmcnt We will ~ p~cipato~, ms~nsive, ~d efficient,;~,: .... .,~:" "~"~,~,~ v~u~g ~verse co~~ ~volvement, public/p~vate p~nemhps, ~d region~ coo~rafion. Citizens will be involved in ~e establis~ent of co--mW p~ofifies. av~lable reso~ces to meet ~e ch~lenges of the 21 st cent~. Economy Roanoke, with its vibrant downtown, will be a dynamic, diversified divcrsc regional center of commerce and tourism, competing effectively in the global economy. To enhance economic opportunities, we will promote regional cooperation, nurture growth in existing business, and recruit attractive new business and industry. Roanoke will be a destination for people seeking a unique combination of scenic, cultural, and recreational attractions. Education Roanoke will be a "learning" community, providing the necessary educational resources and opportunities for all persons to develop to their maximum potentials. Through community involvement and the latest technology, we will provide quality public education. We will strengthen our cooperation with area colleges and universities and expand continuing education to promote an environment of life-long learning. Quality of Life Roanoke will be a community wh~son and every family is important and res ected ' · ~: .... ~ .._~.-~-a .......: . · /) . We will be a ~ ....................... ty of.d/verse) stable, safe, canng, and friendly neighborhoods. We will protect our natural environment and promote cultural, social, and recreational opportunities that encourage present and future generations to choose Roanoke as their home. Current Draft as of July 19, 1996 - Includes grammatical changes suggested by Ms. Nancy Patterson of City School as requested by City Council, and changes discussed by City Council on July 19th. DRAFT ROANOKE CITY COUNCIL VISION STATEMENT Roanoke, "The Star City," appreciating its past and planning for a shining future, will be a community of excellence, providing an outstanding quality of life through educational, economic and cultural opportunities for all people who live, work and visit here. Effective Government Roanoke City government will be a leading force in shaping and achieving the future of our community. We will be participatory, responsive, and efficient valuing diverse community involvement, public/private partnerships, and regional cooperation. Citizens will be involved in the establishment of community priorities. Our facilitative government will bring together all available resources to meet the challenges of the 21 st century. Economy Roanoke, with its vibrant downtown, will be a dynamic, diversified regional center of commerce and tourism, competing effectively in the global economy. To enhance economic opportunities, we will promote regional cooperation, nurture growth in existing business, and recruit attractive new business and industry. Roanoke will be a destination for people seeking a unique combination of scenic, cultural, and recreational attractions. Eduction Roanoke will be a "learning" community, providing the necessary educational reSOurces and opportunities for all persons to develop to their maximum potentials. Through community involvement and the latest technology, we will provide quality public education. We will strengthen our cooperation with area colleges and universities and expand continuing education to promote an environment of life-long learning. Quality of Life Roanoke will be a community where every person and every family is important and respected. We will be a community of stable, safe, caring, and friendly neighborhoods. We will protect our natural environment and promote cultural, social, and recreational opportunities that encourage present and future generations to choose Roanoke as their home. Current Draft as of July f9, 1996 - Includes grammatical changes suggested by Ms. Nancy Patterson of City School as requested by City Council, and changes discussed by City Council on July lgth. DAVID A. BOWERS Mayor CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 August 5, 1996 Council Members: C. Nelson Harris John H. Parrott Carroll E. Swain James O. Trout William White, Sr. Linda F. Wyatt The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia SUBJECT: Revisions to Vision Statement Dear Mayor Bowers and Members of City Council: Based on City Council's discussions at our July 19th visioning workshop, we have made revisions to the "Roanoke City Council Vision Statement" for your review. We ask that Council review the proposed changes, discuss any other changes needed, and adopt the vision statement so.that we can finalize our work on a proposal to "roll-out" the vision to the community. This proposed "roll-out" process will come before City Council on August 19th. Sincerely, William White, Sr. Council Member Linda F. Wyatt Vice-Mayor Mary F. Parker, City Clerk W. Robert Herbert, City Manager Wilbum C. Dibling, City Attorney James D. Grisso, Director of Finance Deborah J. Moses, Assistant to the City Manager DAVID A. BOWERS Mayor CITY OF ROANOKE ' crry COUNCm 215 Church Avenue, $.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 August 5, 1996 Connell Members: C. Nelson Harris John H. Parrott Carroll E. Swain James O. Trout William White, Sr. Linda F. Wyatt The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia SUBJECT: Roanoke City Council Vision Statement "Roll-out" Process Dear Mayor Bowers and Members of City Council: At City Council's visioning session on July 19th, we were asked to develop a proposed "roll-out" process in collaboration with staff, and forward the proposal to Council for review, adjustment and adoption on August 19th. We have since met with staff and prepared the attached draft proposal for your review and comment. We are asking that you forward your verbal or written comments on the proposal to Barry Key in the City Manager's Office (telephone 853-6806, fax 224-3138) by Friday, August 9th. Based on your comments, we will then finalize the proposed "roll-out" process for your consideration and adoption on August 19th. Sincerely, Linda F. Wyatt Vice-Mayor CC: ~Mary F. Parker, City Clerk W. Robert Herbert, City Manager Wilburn C. Dibling, City Attorney James D. Grisso, Director of Finance Deborah J. Moses, Assistant to the City Manager Barry L. Key, Manager, Management and Budget City Council Visioning "Roll-out" Process Visioning "Roll-out" Process Expectations and Guidelines · Expectations - To promote an understanding by citizens, employees and management that "we are all in this together'', and must learn to solve community problems together. - .To identify specific changes needed in the community to realize our vision. - To establish the concept that this is a "work in progress", and can always be changed. The process will not be perfect, and mistakes will be made for the sake of becoming a better community. - To establish a framework for accomplishment so that we can measure progress toward achievement of our vision. 1-2 Visioning "Roll-out" Process Expectations and Guidelines (cont.) · Guidelines - All members of City Council will provide leadership for the visioning process. - The planning cycle for the visioning process is as follows: · Review, and possible refocus, of the vision statements by City Council at a minimum every 2 years. · Review of progress made in implementing strategies, goals and objectives annually as part of the budget development process. - The "vision", including related strategies, goals and objectives, will begin to be integrated in the budget development process for FY 1997-98. Visioning "Roll-out" Process Expectations and Guidelines (cont.) · Guidelines (cont.) -A multi-faceted approach will be used to involve the community in the vision roll-out process, including but not limited to the following: · Facilitated group meetings with key stakeholder groups and . the community at large (group process); · Survey forms distributed through the newspaper, libraries and other public places, or upon request by mail; · Electronic survey forms distributed through the city's new Intemet Home Page, or by fax or e-mail; · Involvement of school student through a creative writing assignment sponsored by PTA's; and · Use of the City Page to educate and inform during the "roll-out" process. 3-4 Visioning "Roll-out" Process Expectations and Guidelines (cont.) · Guidelines (continued) - City Council members will be polled to determine their interest in serving the visioning group process as a facilitator or recorder. Skills training will be provided for Council members wishing to be involved. - Community representatives trained in facilitating group process will be asked to team with City Council members to facilitate and record at group meetings. Skills training could be provided to community representatives as well. - City Council members will meet with the Leadership Team at their August 28-29 meeting to: · Educate team members on Council's visioning process; and · Discuss how the team can assist Council in the roll-out. Visioning "Roll-out" Process Identified Stakeholders · Boards & Commissions · Community Organizations - Architectural Review Board - Neighborhood Partnmhlp - Fifth Diatrict Employee & Training Cooaortium - Fifth Planning Dlatrict Commb~lon - Planning Comndeslon - School Board - Roanoke Redevelopment & Hoeslng Authority - Library Board · Business Community - Downtown Roanoke, Inc, - Regional Chamber of Commerce - Roanoke Economic Development Partnemhip - Roanoke Valley Buaine~ Council - W1111ameon Road Area Buainese Association - President'e Council - Council of Community Services - Southwest Vlrginle Community Development Fund - National Association for the Advancement of Colored People - League of Older Amerioan~ - Southern Christian Lesderchlp Conference - Total Action Agalnat Poverty - United Way - YMCA & YWCA - Red Cro~a - Environmental GrouFm - Hlatorical Preservation GrouFm 5-6 Visioning "Roll-out" Process Identified Stakeholders · Other - FratarnitJea - SororitJea - Civic/Service Clube (Junior League, League of Women Voters, Llona, Rotary, KiwanL~, etc.) - Mental Health Servlcea - Department of Rehabilitative Servlcea - Central Council of PTA'e - Churches end Ministers - Roanoke Area MlnletHea - Area Collegea and Universitlea - New Century Council - Arts Groups - State Agenclea - Medical Community · Individuals - Students - Former Council members - Leadership Team - Employeea - Federsl/Stata Elected Visioning "Roll-out" Process An Option to Consider · Hold facilitated group meetings with stakeholder groups and the public at large (see suggested questions for group process). · Ask for volunteers to lead or serve on "vision implementation teams" in collaboration with City Co,*,ncil and the city's Leadership Team, with their joint goal being the development and implementation of vision strategies, goals and objectives to achieve our vision. · City Council empowers the vision teams to go to work and provides the necessary support and resources. Note: Citizens can also participate in the other means mentioned previously. 7-8 Visioning "Roll-out" Process Questions for the Group Process · "What do you value most about living (or working) in Roanoke? or Why do you choose to live (or work) in Roanoke?" · After reviewing City Council's draft vision "What needs to happen in Roanoke for this vision to be realized?" 9-10 DAVID A. BOWERS Mayor The Honorable Mayor and Members, Roanoke City Council Roanoke, VA 24011 CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 August 19, 1996 Council Members: C. Nelson Harris John H. Parrott Carroll E. Swain James O. Trout William White, Sr. Linda F. Wyatt Re: Solid Waste Collection and Disposition Dear Mayor Bowers and Council Members: The collection and disposition of solid waste is of critical importance to the health, safety and welfare of our community. The City Manager has recently recommended certain mechanization of the solid waste collection function that should result in financial savings to the City. I am concerned, however, that City Council has not had adequate time to develop expertise in and throughly analyze the many issues related to solid waste collection and disposition. To address these issues, which are both complicated and controversial, I recommend that City Council appoint an ad hoc committee consisting of four members of City Council and three members of the City administration. The committee would throughly explore solid waste collection and disposition issues and report back to City Council with its recommendations. I am hopeful that Council will act on the creation of this important committee at its meeting on August 19, 1996. If Council agrees to create the committee, the City Attorney has advised me that it would be appropriate to consider the identity of persons to be appointed to the committee in executive session. Sincerely yours, James O. Trout Member, City Council cc: W. Robert Herbert, City Manager Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File #20-55-66-77-200-467-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to potential use of the City's streets for school bus transportation to access Hidden Valley Junior High School, was before the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. On motion, duly seconded and unanimously adopted, you were requested to file a petition with the City Planning Commission to vacate or close, by barricade, Mount Holland Drive; and you were further requested to take appropriate action to support the request of Roanoke County to the Virginia Department of Transportation for a traffic signal at the intersection of Route 419 and Hidden Valley School Road. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm H:~COUNClL~AUGUST, 19 W. Robert Herbert Cit~' Manager August 23, 1996 Page 2 pc: Elmer C. Hodge, County Administrator, County of Roanoke, P. O. Box 29800, Roanoke, Virginia 24018-0798 Carolyn H. Coles, Chairperson, City Planning Commission, 1501 Cove Road, N. W., Roanoke, Virginia 24017 Mr. and Mrs. W. David Price, 4930 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Mr. and Mrs. Daniel Lubbs, 5007 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Mr. and Mrs. John L. Aker, 1709 Driftwood Lane, S. W., Roanoke, Virginia 24018 Mr. and Mrs. James Helba, 5025 Bruceton Road, S. W., Roanoke, Virginia 24018 Ms. Elizabeth Brooks, 4950 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Ms. Anne Tilley, 4956 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Mr. and Mrs. Edmund M. Donohue, 5020 Bruceton Road, S. W., Roanoke, Virginia 24018 Ms. Rebecca Cheatwood, 5004 Mount Holland Drive, S. W., Roanoke, Virginia 24018 The Reverend and Mrs. Andrew V. Berkner, 5012 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Mr. Albert Schoester, 5055 Bruceton Road, S. W., Roanoke, Virginia 24018 Ms. Suzanne E. Barnett, 5031 Bruceton Road, S. W., Roanoke, Virginia 24018-1616 Mr. and Mrs. C. Michael Thacker, 4929 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Mr. and Mrs. Steve Fox, 5031 Gatewood Avenue, S. W., Roanoke, Virginia 24018 Mr. Todd E. Stafford, 4942 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Ms. Sharon S. Mitchell, 4938 Mount Holland Drive, S. W., Roanoke, Virginia 24018-1630 Mr. Richard L. Stroupe, 2072 McVitty Road, S. W., Roanoke, Virginia 24018 Wilburn C. Dibling, Jr., City Attorney Steven J. Talevi, Assistant City Attorney William F. Clark, Director, Public Works John R. Marlles, Agent, City Planning Commission Martha P. Franklin, Secretary, City Planning Commission H:~:~3UNClL~AUQU~F. 19 Office of the City Manager August 19, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: SUBJECT: Hidden Valley Jr. High School Access At Council's regular meeting on August 5, 1996, Council Member Harris requested information with regard to potential use of City streets for access to this Roanoke County school. This letter is intended to provide Council with the current status of this issue, which is not resolved as of this date. Hidden Valley School was constructed in the early 1970's when the area was in Roanoke County. At that time the County School Board and the Virginia Department of Transportation (VDOT) jointly funded an access road to the school from Route 419. Residents of the adjoining neighborhood were concerned with the prospect of large volumes of traffic using local streets to access the new school. Attached is a resolution adopted by the County Board of Supervisors and minutes from the County School Board meeting on April 10, 1973. Both acknowledge the desirability of accessing the school from only Ronte 419. Within the past couple of years, VDOT has installed a new traffic signal on Route 419 at the intersection serving Allstate Insurance Company, approximately one-half mile south of the access to Hidden Valley School (reference the attached map). This has reportedly created an interest among the patrons of the county school to have opened a rear driveway on the dead-end of Mt. Holland Drive that will allow motorists to leave the school and enter Route 419 at the new signalized intersection. Unfortunately, the neighborhood streets which would have to be traveled were not designed to accommodate this traffic. This is the same residential area which the County Board of Supervisors and School Board considered inappropriate for access to Hidden Valley in the early 1970's. Recently, County School Superintendent Dr. Deanna Gordon and County Attorney Paul Mahoney met with residents of the City concerning this rear access to the school. City representatives were present to hear the discussion. The residents were unanimous in their opposition to opening the driveway, Which is presently closed with a barricade on school property. County Supervisor Lee B. Eddy, who happened to be in attendance at the meeting, also expressed the opinion that access to the school through the neighborhood is not a good idea. Room 364 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 981-2333 FAX (540) 224-3138 Mayor Bowers and Members of City Council August 19, 1996 Page 2 Dr. Gordon expressed her preference not to open the rear driveway and stated a desire that VDOT install a traffic signal on Route 419 at Hidden Valley School Road. She promised to provide the residents a minimum of twenty-four hours notice before any effort would be made to open the existing barricade. To date, VDOT has indicated that their traffic studies do not meet the criteria for signalizing this intersection. It is our understanding that the county is continuing to pursue this solution with state officials. The City can certainly take formal action to preclude rear access to Hidden Valley School property from Mt. Holland Drive. The closing of public rights-of-way would involve a public hearing by the City Planning Commission who would make a recommendation to City Council. Council could ultimately decide to vacate a portion of the public right-of-way or otherwise officially close by barricade the street. This type of action to preclude through traffic on a residential street has been taken at other locations in the City. Should Council wish to initiate this possibility, a motion to authorize the City Manager to file a petition to vacate or close by barricade Mt. Holland Drive would be in order. Another consideration for City Council would be support of the county's request to the state for a traffic signal at the intersection of Route 419 and Hidden Valley School Road. Whenever additional information is available on this subject Council will be advised. City representatives continue to be in contact with the county, VDOT, and citizens, and we fully understand and agree with the position that access to Hidden Valley School should not be through the adjoining City neighborhood. Respectfully, W. Robert Herbert City Manager WRH:WFC:pr Attachments cc: Mary F. Parker, City Clerk Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance James D. Ritchie, Assistant City Manager William F. Clark, Director of Public Works Kit B. Kiser, Director of Utilities & Operations Glenn D. Radcliffe, Director of Human Development George C. Snead, Director of Public Safety C. Michael Thacker, 4929 Mt. Holland Drive, S. W., Roanoke, VA 24018 Till.; SOLE MEI.NS OF ACCESS TO TIlE S('~IOOL PROP];RTY ADJAC' "? TO STATE ROUTE 419 BY Wi OF DEAN ].'.OAD: AND U. ;NG qllE ROANOKE COUNTY SCIlOOL BOARD ']'O PROVI bi-; SAME L'E IT RESOLVLD, that the Board of Supervisors of Roanoke. Count%,. ,s of the ~thtOn that tt,e public welfare and safety of i ts ~.:i~ i ze~.~¢ il~luding its school children, would best be served l,y havi,,q a single and sole means of access for all tratfic to the · ~cl,ool t.ro[,erty (formerl~ the Graham property) located adjace~it ~¢', :3tnl,, I{oute 419 be by way of Dean Road from State Route 419; l~l.: lq' FURTIIER RESOLVED, that the Board .m~ Supervisors ~oa,,~,ke County does u~'~e'~ th(: ROi. oke County-':School Board ~ ~. ~;U[,erJntendent'of the Roanoke County Schools to provide mca,,:; ,,I ~,~"('e~ tO tile ,~xcl~sion of othek ~s of access, the I~(~ar,~ ,,f ~u[,ervisors bei~g advised-that the Department of Highways -would ~(,[ refuse the use of the said Dean Roa'd for such purpose; and sE IT FURTHER RESOLVED that the Clerk of this Board transmil certified copies of this Resolution to the Superintendent the l'oanoke County Schools and to the Roanoke County School Board. ~)n motion of Lupervisor C. Lawrence Dodson, seconded i;tq-,~visor R. E. llilton, Jr. and adopted by tile following - AYES: ' ~ A ¥ .cj :. ('- Lawrence Dodson,.~Richard C. Flora, R E. llilton, Jr., J. T;,omas Engleby. Z~. i;' ;11~3 . . John G. Seibel E~beth W. Stokes Board of Supervisors, Roanoke Cotmty, Va. T (2) snow days included - iff nc ~sed, April 8-9 b~_ome paid holidays for teachers and students. l~r. Cillis~e, Supervisor of Transportation, presented the request with prices to purchase from Ward Body Company, Convey, Arkansas, bodies for the 13 bus chassis previously approved by the Board; and 7 additional 67 passenger buses and one additional ~8 passenger special education bus complete with lift gate from Sonny ~erryman, Incorporated at state bid price. On motion of Hr. Fisher, seconded by Hrs. Rushing, the Board approved purchasing the buses aa listed below: 13 ea. Ward bodies FOB Convey, Arkansas @ $3,633.00 $~7,229.~ 7 ea. International Chassis v/power steering and 7 ea. Thomas Bodies FOB High Point, H.C. @ $7,902.00 : $55,31&.00 1 ea. 68 passenger special education bus.- International chassis and 1 ea. Thonms Body w/lift gate $ 8,67~ The Superintendent referred to a letter from Hr. ~. ~. Wood, Jr., District ~nsineer of the Virginia Department of Highways, advising of a designed ney access to Hidden Valley Intermediate School. The access would come out onto Route &19 directly opposite Valley Drive: ' (Route l&&2). The total cost of the project is estimated at $116,191.00 of which the School Board must assume 50%. After careful revie~ of the matter, the Board, on motion of Hr. T. C. Fisher Jr. [?cynded_by Hrs. Paul Rushing, .voted to acce~t the ~g,~a~ oepartment and drafted the follovini-resolutt;~-s~-,;~,~. WHEREAS, the Roanoke County School Board has dire need for a satisfactory entrance to the Hidden Valley Intermediate School, which is both safe and acceptable for the traffic of both the school bus transportation system and the general public for activities during and beyond school hours, and ~, and . Chis' trlTFfe ttt~h t~e edJotnin~ i WHEREAS, the Dean Road entrance originally considered is now deemed to be unsatisfactory and dangerous even after the future :development of State Route &lg, and WHEREAS, the School Board is evaluating the possibility of .constructing yet another school on the Hidden Valley'grounds ~hich .will cause additional traffic entering Route and : ~HEREAS, having discussed with the Virginia De artment of the School Board,s 4.~ ....... P these schools, .... =-~ ~n a permanent, satisfactoryentranc~ B .NO~, T~EREF~RE, BE IT RESOLVED thaC the ~ County School oara ~oee nereo~acc.ept the propaal aa eec f~rt~' bY the'Depar~t of HishveYsto s~are l~t the c~at for thiep~oJeet as evidenced in correspondence presented this day dated Hatch 29, 1973 from Hr. H. E. Wood, Jr., District Engineer, On a recorded vote, members of the'Board voted as follows: AYES: Hildrey H. Pollard, Thomas V. Anderton, Hrs. Paul Rushing, T. C. Fisher, Jr. I~YS: None A~NT: Thomas S. ~orrell Purchase o New School Buses Resolution- New Access to Hidden Valley Intermediat School ~/lo/73 HOSP~T'AL 51~'/q'4/- VA /~Ou 'TEAF'Fi¢ .Gt~HAL -TRAFFic Mary F. Parker, CMCIAAE c~ cb~ CITY OF ROANOKE Office of the City Clerk 8andre H. Eakin Deputy City Clerk August 13, 1996 File f~55-66-467-488-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, August 5, 1996, Council Member Harris requested information with regard to potential usa of the City's streets for school bus transportation to access Hidden Valley Junior High School, i.e., which streets are proposad to be usad, which bus routes will affect residential areas, what has' happened at citizen/community meetings to date, what is Roanoke County's proposal, and what authority does the City have to either approve or deny the request. Council was advisad that an Internal Study Team will draft a position paper for presentation to Council no later than August 19, 1996. Mr. C. Michael Thacker, 4929 Mount Holland Drive, S. W., requested that a represantative of the neighborhood be included on the City's Internal Study Team to present concerns/suggestions of area residents. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Mr. C. Michael Thacker, 4929 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Rose M. Woodford, Executive Secretary, City Manager's Office H:~4d~IDA~AUGUS'r. 5 DAVID A. BOWERS Mayor CITY OF ROANOKE OFFICE OF THE MAYOR 215 Church Avenue, S.W., Room 452 Roanoke, Virginia 24011 - 1594 Telephone: (540) 981-2444 Fax: (540) 224-3145 URGENT August 1, 1996 W. Robert Herbert, City Manager City of Roanoke 215 Church Avenue, S. W., Room 364 Roanoke, Virginia 24011 Kit B. Kiser, Acting City Manager City of Roanoke 215 Church Avenue, S. W., Room 354 Roanoke, Virginia 24011 Re: Mount Holland Drive/Hidden Valley School Access Issue Dear Bob and Kit: I had a visit in my office on Wednesday morning, July 31, 1996, from several residents from the Mount Holland Drive area in the southwest section of the City just off of Route 419. Also, present was Senator John S. Edwards. The residents are concerned about suggestions made by Dr. Deanna Gordon, Superintendent of Roanoke County Schools, indicating that it is her wish to have the gate at Mount Holland Drive opened so that traffic could proceed from Hidden Valley Middle School through the neighborhood, instead of exclusively using the road built directly to the school from Route 419. The residents also informed me that, when the school was built, assurances were given that traffic would not come through their neighborhood. I know that Bill Clark, of our staff, attended the meeting with Dr. Gordon and the residents on Tuesday night, July 30, 1996, and he can provide you with a full report. ~ My concern is that Dr. Gordon indicated to the residents that she would give the residents only a 24-hour notice before the County took any action. I would hope that you might convey to Dr. Gordon, at your earliest convenience, our sincere wish that she will extend to the citizens of this neighborhood and to the City of Roanoke the courtesy of additional advance notice of any action to be taken by the County W. Robert Herbert Kit B. Kiser Page 2 August 1, 1996 Schools, so that we might be able to act in an appropriate way, if necessary, to protect our citizens' interest. As you know, I will be leaving the City on August 3, so I trust that this matter will be attended to by your office in my absence. Best personal regards. Sincerely, David A. Bowers Mayor DAB: jas pc: Members, Roanoke City Council Wilburn C. Dibling, Jr., City Attorney William F. Clark, Director of Public Works The Honorable John S. Edwards, Member, Virginia Senate Mr. and Mrs. David Price, 4930 Mount Holland Drive, S. W., Roanoke, Virginia 24018 Mr. and Mrs. Michael Thacker, 4929 Mount Holland Drive, S. W., Roanoke, Virginia 24018 RECEIVED AU6 5 1 J6 MAYOR'8 OFFICE Director of Public Works July 31, 1996 Dr. Deanna Gordon Superintendent Roanoke County Schools 5937 Cove Road, N. W. Roanoke, Virginia 24019 Dear Dr. Gordon: Congratulations on a well mn meeting last night at Hidden Valley Junior High School. I am sure you got the clear message fi.om Roanoke City residents that they would object to and vigorously oppose any opening of the rear driveway entrance fi.om the school through the adjoining City residential neighborhood. It was clear to me that any thought of increasing the safety for students and parents of students fi.om the junior high entering onto Route 419 should not occur at the expense of City residents by increasing traffic and decreasing safety in their neighborhood. I appreciate your stating that it was not your preference to open this rear access fi.om the school. I look forward to continuing to work with you and VDOT on a better solution for access to Route 419 at Hidden Valley School Road. While you did state that you would give the residents a minimum of twenty-four hours notice before opening the barricade, I also heard an implied comment to work with VDOT, the City, and the residents in the coming weeks and months toward a permanent solution which would obviate the need to even consider opening the barricade. Sincerely, William F. Clark Director of Public Works pr CC: ~he Honorable David A. Bowers, Mayor W. Robert Herbert, City Manager Wilbum C. Dibling, Jr., City Attorney Paul M. Mahoney, Roanoke County Attorney Room 354, Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1584 (703) 981-2741 Roanoke, Virginia August 19, 1996 The Honorable David A. Bowers, Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor and Members of Council: Please reserve space on Council's agenda Monday, August 19, 1996, for a briefing on the Five (5) Year Capital Improvement Program. Respectfully submitted, W. Robert Herbert City Manager WRH:w August 22, 1996 Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Council Members: Enclosed is a copy of the Capital Improvement Program briefing which was presented during the August 19, 1996 Council meeting. If you have any questions about this information, please let me know. Sincerely, W. Robert Herbert City Manager Enclosure cc: ~lary F. Parker, City Clerk 215 Church Avenue, S.W. Roanoke, Virginia 24011 Roanoke Capital Imp Program Br · · August 19, 1996 82 Goals of CIP Briefing · Status of Current ClP · Review of ClP Process · Criteria for Prioritizing Capital Projects · Debt Capacity for Future Years · Requirements for Bond Referendum -Referendum Date for Next Bond Issue Status of Current CIP Total for Current ClP: $244.5 Million Storm Drains Parks and Misc $2.9 Streets $90.8 Dollars in Millions $47.3 Schools $21.1 Econ Dev $4.2 Buildings $14.2 Bridges $9.3 Enterprise Funds $54.7 The CIP Process · City Council updated current CIP in October, 1995 · CIP included bond issue of $31.3 million, which was issued in January, 1996 Prior to this, a formal CIP process was used to determine what new projects would be included in the CIP and bond issue. The CIP Process · CIP Committee The CIP Process · City Council Input The CIP Process · Evaluation and Ranking of Projects The CIP Process · Financial Analysis and Capital Programming The CIP Process · ClP Presentation and Adoption The C IP Process Bond Referendum Approval Project Evaluation Criteria Project requests are evaluated and ranked by ClP committee members based on: -Timing priority- the timeframe in which the project is needed; and -Other weighted evaluation criteria. Project Evaluation Criteria Timing Priority ~ A- Urgent (0-3 years) · B- Necessary (3-5 years) · C- Desirable (5+ years) Project Evaluation Criteria Timing Priority Impact on Public Health, Safety and Welfare - Will the project mitigate existing conditions which pose a serious threat to the health, safety or welfare of the community? Project Evaluation Criteria Timing Priority Impact on Public Health, Safety and Welfare Promotion of Existing Community Development Plans ,- Does the project conform to or advance existing adopted plans or strategies, such as Roanoke Vision? Project Evaluation Criteria Timing Priority Impact on Public Health, Safety and Welfare Promotion of Existing Community Development Plans Improvement in Service Quality Does the project improve the level of service delivery to our customers? Project Evaluation Criteria Timing Priority Impact on Public Health, Safety and Welfare Promotion of Existing Community Development Plans Improvement in Service Quality Prior Commitment/Relationship to Other Projects ~ Is the .project part. of a legal (mandated), financial, operabonal or maintenance commitment by the City? Project Evaluation Criteria Timing Priority Impact on Public Health, Safety and Welfare Promotion of Existing Community Development Plans Improvement in Service Quality Prior Commitment/Relationship to Other Projects Impact on City Operational Budget ~ Will the project result in cost savings or enhanced revenues? Factors Influencing Debt Capacity · Legal Debt Margin -City Charter Limits General Supported Debt to 10% of Real Estate Value · City's Legal Debt Margin at Ju.ne 30, 1995 totaled $242,000,000. The debt margin has not been adjusted for the $31.3M 1996 bond issue. · Credit Rating · Interest Rates -Annual Amount Required to Amortize Each $1,000,000 of 20 Year General Obligation Bonds: · $80,000 @ 5% · $87,500 @ 6% · $95,OOO @ 7% · Referendum Approval Comparison of Debt Service as % of General Fu nd Expend itu res 14% 12% 10% 8% 6% 4% 2% 5.46% 11.81% 9.80% 8.78% 7.87% 3.35% 4.92% 5.74% 9.09% 6.90% e Lynchburg Richmond Salem Virginia Beach Danville Norfolk Rke Cnty Rke City Portsmouth Comparison of Bonded Debt as a % of Assessed Real Estate Value 5.00% 4.00% 3.00% 2.00% 1.69% 1.00% 2.76% 4.09% 3.16% 2.15% 2.20% 1.82% 2.46% 3.50% 1.23% Lynchburg Richmond Salem Virginia Beach Danville Norfolk Rke Cnty Rke City Portsmouth Comparison of Bonded Debt Per Capita $2,000 $1,500 $1,407 $1,330 $1,000 $500 $761 $777 $~Oharlottesville Danville $808 $896 $870 $1,040 $586 Lynchburg Richmond Salem Virginia Beach Norfolk Rke Cnty Rke City Portsmouth General Fund Debt Service Compared to Budget SI0,000,000 $9,000,000 $8,ooo,ooo $7,000,000 $6,000,000 $5,OOO,OOO $4,000,000~ I 1997 1998 Budget Service 1999 2001 2003 2005 2007 2009 2011 2013 2000 2002 2004 2006 2008 2010 2012 2014 Fiscal Year Priority II Projects Total Estimated Project Cost - $152.4 Million Economic Dev. Miscellaneous $5.3M Parks $30.0M Public Schools $39.4M $35.0M Buildings $4.9M Streets/Bridges Enterprise Funds Storm Drains $15.4M $14.1M $8.3M Priority II Projects Street~es - _$14.1 Million Streets and Bridges Arterial Street Lighting -$.8M Emergency Vehicle Signal- $.3M Traffic Signals - Replacement - $.3M Curb/Gutter/Sidewalk- $9.9M Traffic Signals - New Signals - $.9M Bridge Renovation- $1.9M Priority II Projects Buildings and Miscellaneous - $10.2 Million Miscellaneous Buildings Communications Systems Upgrade - $5.3M Downtown Roanoke Study- ? Williamson Road Corridor Study? Space Study - Council Chambers - ? Fire/EMS Station - $1.2M Jefferson Center - $3.5M Library Expansion/lmprov.- $.2M Public Safety Building- ? Courthouse- ? Priority II Projects Economic Development- $39.4 Million Economic Development RCIT Phase II - V - $4.2M Amtrak Terminal - $2.0M Church Ave. Improvements - $.3M Salem Ave. Improvements - $.3M Franklin Road Corridor - $.1M 2nd Street - Walker Avenue - $.5M Additional Property - RCIT - $1.2M Shell Building - $.7M Exhibition Hall/Parking Garage $30.1M Priority II Projects Parks - $30.0 Million Parks Railside Park- Phase II - $1.3M Beautification Program - $.2M Park Improvements - $2.0M New Neighborhood Parks - $1.2M Prospect Road Bridge - $.1 M Regional/Community Park Improvements - $2.7M Victory Stadium Renovations - $15.3M Multi-Purpose Recreation Centers- $7.0M Mill Mountain Incline- $.1M Parks and Rec Master Plan $.1 M Priority II Projects Public Schools - $35.0 Million Public Schools Physical Education Facilities- $1.4M Library/Media Center Improv. - $.3M Cooling System - $9.5M School Technology - Phase II - $5.3M Middle School Modernization- $14.2M Elementary Classrooms - $3.8M High School Facility Study- $.2M Removal of Asbestos- $.3M City Bond Issue, 1997-1998 Proposed School Projects $ (ooo) 12,000 10,000 8,000 6,000 4,000 2,000 Schools' Capital Bond Requirement = $19,980,000 FY97-99 School Proposed Major Capital Projects Middle School Renovation Wilson: Proposed 1997-98 Addison: Proposed 1998-99 School Instructional Technology Elementary Air Conditioning: 12 Schools * Elementary Classroom & Library-Media Center Additions: 50 Classrooms * Elementary & High School P.E. Facilities * High School Facility Study Fi nanci ng of School Major Capital Projects · Total Project Cost FY97-99: $24.98M Financed by City Bond Issue-$19.98M Literary Fund Loan -$5.0M · City Bond Issue Required in 1997-1998 Priority II Projects Storm Drains - ~15.4 Million Storm Drains Neighborhood Storm Drains - $4.3M Corps of Engineers Mapping Projects - $1.2M Garden City Flood Reduction- $9.9M Priority II Projects Enterprise Funds- $8.3 Million Enterprise Funds Civic Center - Capital Improvements - $6.6M Civic Center Capital Maintenance and Repairs - $1.6M Parking Garage Improvements - $.1M How Will Future Capital Needs Be Funded? Requirements- Bond Referendum · September 1996- May 1997 ¢ City Council must agree on: - Total aggregate amount of bond issue - Amount dedicated to each category of public improvement - Date of the referendum -Question to be placed before the electorate · June 1997 ¢ State Board of Elections approval of ordinance directing and providing for a bond referendum · A__u_gust 1997 ¢ Public Hearing ¢ City Council adoption of ordinance authorizing the issuance of bonds and providing for a bond referendum ¢ Circuit Court approval of local special election ¢ U.S. Department of Justice approval of bond referendum under th~_ Vntinn Rinht.c= Ant The Next Steps... · September- December, 1996 Financial Planning with Council Series of Briefings on CIP · Educate on Priority II List The Next Steps... · January - February, 1997 -CIP Workshop with Council · Determine Size of Bond Issue · Date of Bond Referendum · Funding Allocation Between City and School Administrations The Next Steps... May, 1997 CIP Adoption by Council · .Council determines projects for next bond ~ssue and approves ClP The Next Steps... · June - August, 1997 -Legal Preparation for Bond Referendum The Next Steps... November, 1997 - Bond Referendum · Actual number and dollar amount of projects · Assumption of no tax increase The Next Steps... 2 · After November, 1997 -Preparation for Bond Sale - Funding Availability - Debt Payments Mary F. Parker, CMCIAAE c~ Ck~rk CITY OF ROANOKE Office of the City Clerk · lndrl H. Eakin Dap.ty city c~rk August 23, 1996 F ile~5-58-67-122-178-236-304.388~106.467.472 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33076-081996 authorizing you to amend the Annual Update of the Entitlement Consolidated Plan for Fiscal Year 1996-97 and submit said amendment to the United States Department of Housing and Urban Development; and to execute the requisite documents providing for implementation of a youth boxing program. Resolution No. 33076-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. H:tCOUNCIL~.UGUST. 19 VV. Robert Herbert City Manager August 23, 1996 Page 2 pc: Joseph K. Aversano, Director, Community Planning and Development, U. S. Department of Housing and Urban Development, 3600 W. Broad Street, Richmond, Virginia 23230-4920 Richard Hawkins, President, Roanoke City Boxing Association, Inc., P. O. Box 5272, Roanoke, Virginia 24012 Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works John W. Coates, Manager, Parks and Recreation/Grounds Maintenance Glenn D. Radcliffe, Director, Human Resources Marion Vaughn-Howard, Youth Coordinator Vickie S. Tregubov, Grants Compliance Monitor Diane S. Akers, Budget Administrator, Office of Management and Budget Glenn A. Asher, Risk Management Officer H:~AGENDA~AUGUST. 19 Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File #5-58-60-67-122-178-236-304-388-406-467- 472 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: lam attaching copy of Ordinance No. 33075-081996 amending and reordaining certain sections of the 1996-97 General and Grant Fund Appropriations, in connection with approval of an amendment to the Annual Update to the HUD Entitlement Consolidated Plan. Ordinance No. 33075-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works John W. Coates, Manager, Parks and Recreation/Grounds Maintenance Glenn D. Radcliffe, Director, Human Resources Madon Vaughn-Howard, Youth Coordinator Vickie S. Tregubov, Grants Compliance Monitor Diane S. Akers, Budget Administrator, Office of Management and Budget Glenn A. Asher, Risk Management Officer H:~COUNCIL~AUGUST. 19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33075-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 General and Grant Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 General and Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: G®n®ral Fund Appropriations Nondepartmental Contingency - General Fund (1) .................... Parks, Recreation and Cultural Recreation (2) .................................... ~r&nt Fund ADDroDriations Community Devel'opment Block Grant FY96-97 Human ResQurce Program (3) ........................ Unprogrammed CDBG FY96-97 (4) ..................... 53,926,105 436,276) 4,842,075 1,535,676 1) Contingency 2) Program Activities 3) Roanoke City Boxing Association (035-097-9738-5274) 4) Contingency Fund(035-097-9740-5300) (001-002-9410-2199) $ (15,000) (001-052-7110-2066) 15,000 50,700 (50,700) 2,399,000 296,100 57,330 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. RICK "~AWl~" ~AW-KINS P.O. BOX 5272 Roanoke, Virginia 24012 August 15, 1996 Office of the Mayor 215 Church Avenue, S.W. Room 456 Roanoke, Virginia 24011 Re: The Roanoke City Boxing Association, Inc. TO THE HONORABLE MAYOR AND MEMBERS OF ROANOKE CITY COUNCIL: The Roanoke City Boxing Association, Inc., (R.C.B.A.) is happy to have the opportunity to submit to the City of Roanoke a condensed version of it's proposed program along with an updated budget that includes both start-up and operating expenses for the new "Victory Gym", a fully equipped training facility located inside Victory Stadium. R.C.B.A. was recently established to provide Roanoke's inner-city high risk youth a drug and crime free alternative to improve their lives through disciplined recreation and organized competition. While initially creating two full-time jobs, R.C.B.A. anticipates at least Fifty (50) teenagers and young adults from low/mod income families will benefit during the first year from a program designed to teach physical fitness, team work, how to achieve goals, and most of all how to build confidence and character. Although being open to Roanoke's entire youth population twelve years old and above, the program will concentrate on the inner-city neighborhoods located in census tracts 7, 8 and 10, and will feature a van pool that will pick up and drop off participants. R.C.B.A. plans to work closely with the Roanoke City Police Department's Youth Bureau, Dare Unit, and Cope Unit, Virginia's Court Services, the Roanoke City Department of Parks and Recreation and the Roanoke City School System. School attendance and/or graduation will be mandatory and after-school tutoring will be available to those who need it. Victory Gym will be open six days a week closing only on Sunday and holidays. August 15, 1996 Page 2 With a program of this magnitude and promise, the benefits clearly outweigh the initial costs and allow the City of Roanoke an opportunity to: 1). 2). 3). 4). 5). Reduce area juvenile delinquencies and drug addiction. Promote a higher educational standard. Create positive interaction between youth and law enforcement. Increase physical fitness and health awareness. Receive State and National recognition for civic enterprise. The operating expenses are for the ten (10) month period of September 1, 1996 through June 30, 1997. The total monies needed from Federal and City funding total $69,790.00 and will be disbursed as follows: CDBG Salaries (Trainer and Manager) Van (lease, gas and insurance) Utilities *Moving and Relocation Expense Maintenance and Office Supplies $ 28,600.00 6,500.00 8,820.00 9,840.00 1,030.00 TOTAL REQUESTED $ 54,790.00 Roanoke City Membership Insurance *Training Ring *Padded Flooring *Gym Hardware *Equipment and Accessories $ 1,250.00 6,299.00 2,863.00 1,684.00 2,904.00 TOTAL REQUESTED $ 15,000.00 * Designates start-up expenses R.C.B.A. received it's non-profit status from the State Corporation Commission on June 28, 1996.. Stephen B. Hebblethwaite, from the Law Firm of LUTINS, SHAPIRO & KURTIN, will represent R.C.B.A. while Harold S. Shaffer will be the acting C.P.A. August 15, 1996 Page 3 Once R.C.B.A.'s strength, performance and reputation have been established and recognized within the Roanoke Community, this program will solidify independently through fund raising efforts, corporate sponsorship, booster club membership, and event revenue. R.C.B.A. has been approved for membership by U.S.A. Boxing, Inc., the National Olympic Governing Body, and by the National Golden Gloves of America awaiting budget approval. Ali exhibitions, events and tournaments will be sanctioned by the Virginia Boxing Association. If there are any questions concerning the program or the above figures, R.C.B.A. can be contacted at 540-297-3676. With kindest regards, I am Very truly yours, ~H a~4~/w~" Hawkins President Roanoke City Boxing Association August 19, 1996 Council Report No. 96-30 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia SUBJECT: Approval of Amendment to the Annual Update to the HUD Entitlement Consolidated Plan and Authorize Execution of Agreements with the Roanoke City Boxing Association, Inc. (RCBA) Please reserve space On your agenda for a report regarding the above subject. Respectfully, W. Robert Herbert City Manager WRH:WFC:pr CC: City Attomey Director of Finance Director of Public Works IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33076-081996. A RESOLUTION authorizing the City Manager to amend the Annual Update of the Entitlement Consolidated Plan for FY 1996-97 and submit said amendment to the United States Department of Housing and Urban Development (HUD), and to execute the requisite documents providing for the implementation of a youth boxing program. WHEREAS, each year, the City receives Community Development Block Grant (CDBG) and Home Investment Partnership Program (HOME) entitlement funds from HUD to implement a variety of community development programs; WHEREAS, these programs are outlined each year as an Annual Update to the Five Year Consolidated Plan; WHEREAS, citizen hearings were conducted on January 16, April 9, and April 29, 1996, to identify community needs, to review the 1996-97 Annual Update to the Consolidated Plan, and to obtain citizens' recommendations; WHEREAS, City Council approved the FY 1996-97 Annual Update on May 13, 1996, by Resolution No. 32939-051396; WHEREAS, the Annual Plan was approved by this Council and submitted to HUD in May, 1996, to ensure timely receipt of new entitlement funds; and WHEREAS, City Council'requested a recommendation concerning the allocation of said new entitlement funds prior to July 1, 1996. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or his designee is hereby authorized, for and on behalf of the City, to submit the proposed amendment to the Entitlement Consolidated Plan for FY 1996-97 to HUD for review and approval, and to execute the appropriate documents in connection with said amendment. 2. The City Manager, or the Assistant City Manager, and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, an agreement with Roanoke City Boxing Association, Inc., for CDBG funding, and any amendments thereto, upon the terms and conditions, for the purposes specified, and within the limits of funds set out in the City Manager's report to this Council dated August 19, 1996, subject to there being no compelling objections to the amendment to the Entitlement Consolidated Plan for FY 1996-97 to HUD. 3. The City Manager, or the Assistant City Manager, and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, a lease agreement with Roanoke City Boxing Association, Inc., for the use of a portion of Victory Stadium, upon the terms and conditions as set out in the City Manager's report to this Council dated August 19, 1996, said lease to be subject to there being no compelling objections to the amendment to the Entitlement Consolidated Plan for FY 1996-97 to HUD. 4. Attorney. The form of such documents shall be approved by the City ATTEST: City Clerk. August 19, 1996 96-30 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: Subject: Approval of Amendment to the Annual Update to the HUD Entitlement Consolidated Plan and authorization to execute agreements with the Roanoke City Boxing Association, Inc. (RCBA) Backeround: Each year. the City. of Roanoke receives Community Development Block Grant (CDBG) entitlement funds from the U.S. Department of Housing and Urban Development (HUD) to implement a variety of community development programs. These programs are outlined each year as an Annual Update to the Five Year Consolidated Plan ("Annual Plan"). Bo City Council approved the FY 1996-1997 Annual Update on May 13, 1996, by Resolution No. 32939-051396. All additional unallocated funds were placed in a contingency account until future projects and activities are approved by City Council. On Febru~. 9. 1996. the RCBA requested $54.804 in CDBG funds for start up costs to conduct a youth boxing program. The use of CDBG funds as described in the proposal did not meet HUD's eligibility requirements. The City's Parks and Recreation Department requested $9.650 in their supplemental budget for the RCBA boxing program. This request was not approved in FY 97. Eo On April 9. 1996. the RCBA presented an alternative plan t0 the City at the HUD Consolidated Plan Administrative Public Meeting and on April 29, at City Council's Public Meeting, the RCBA discussed the proposed youth boxing program in more detail. Fo On June 15. the RCBA announced that their organization had applied for non- profit status. II. Members of City Council Page 2 Current Situation: mo The RCBA has located a suitable site for their proposed boxing activity, located at Victory Stadium. On July 9. 1996. the RCBA submitted documentation that they are incorporated 0~ a non-profit organization, therefore, eligible to receive CDBG funds. The RCBA has indicated that assitance might be sought from the City for at most one additional year, beyond this 1996-97 request. Thereafter, the RCBA anticipates being self-sufficient. There is $65.800 in the FY 1996-97 CDBG contingency account available for additional projects and activities approved by City Council. Eo With approval of City Council and citizen notification, the Annual Update could be amended during the year to include an additional activity. Citizens will be notified prior to the submission of this amendment to the Annual Plan to HUD, in accordance with the City's Citizen Participation Plan. G. The following activity is recommended to be added to the Annual Update: Activity: Start-up costs for the RCBA to conduct a youth boxing program The RCBA shall provide a recreational program designed to teach physical fitness, teamwork, confidence and character building skills to approximately 50 low/moderate income teenagers and young adults. Roanoke City. Boxing Association, Inc. CDBG Funds Salaries (Trainer & Manager) Van (lease, gas and insurance) Utilities Rent (renovations to Victory Stadium to accommodate the RCBA) Maintenance & Office supplies $ 28,600 $ 6,500 $ 8,820 $ 5,750 $ 1,030 Subtotal CDBG Funds $ 50,700 Members of City Council Page 3 III. IV. Ci.ty of Roanoke Parks and Recreation Department (for the one time purchase of equipment and other expenses to be used by the RCBA in support of their boxing program) City_ Funds Membership Insurance Training Ring Padded Flooring Gym Hardware Equipment & Accessories 1,250 6,299 2,863 1,684 2,904 Subtotal City General Funds $15,000 Total Project Cost $65,700 Issues: A. CO~ to the City_ C. Colasistency with the Consolidated Plan D. Compliance with applicable regulations Alternatives: A. Authorize the City Manager to do the following; Authorize the City Manager, or the Assistant City Manager, to execute, and the City Clerk to attest, the attached CDBG 1996-97 agreement with the RCBA, (similar in form and content to Attachment A) and any amendments thereto, if necessary, within limits of City funds and CDBG funds, containing such terms and conditions as are necessary to ensure HUD approval and eligibility for funding with CDBG funds, said agreement to be approved as to form by the City Attorney; Authorize the City Manager, or the Assistant City Manager, to execute, and the City Clerk attest, a lease agreement with the RCBA for the use of Victory Stadium, approved as to form by the City Attorney; 3. Transfer $50.700 in CDBG funds from the CDBG contingency account Members of City Council Page 4 no. 035-097-9740-5300 to the CDBG RCBA account no. 035-097-9738- 5274 for start up costs; o Transfer $15.000 in City General funds from the City's contingency account no. 001-002-9410-2199 to the City's Parks and Recreation Program Activities account no. 001-052-7110-2066 for a one time purchase of equipment and other expenses to be used by the RCBA in support of their boxing program; and Amend the Annual Plan, submit the appropriate amendments to HUD after the required 30 day citizen review period, provided there are no compelling objections to the amendment. ao Cost to the City will be $50,700 in CDBG funds and $15,000 in City General Funds for a total of $65.700. b. Funding will be available in the accounts listed above. Co Consistency with the Consolidated Plan will occur. The RCBA will implement a recreational youth boxing program. Citizen participation will also be pursued for this significant change to the 1996-97 Annual Plan. do Compliance with applicable regulations is assured through contract review by the City Attorney's Office and project monitoring by the City's Office of Grants Compliance. Do not authorize the City Manager to amend the Annual Plan. appropriate the necessary. funds and execute agreements between the City_ of Roanoke and the Roanoke City Boxing Association, Inc. 1. Cost to the City would not be an issue. Funding would not be an issue. The CDBG contingency account will be available for cost overruns and any additional projects. o Consistency with the Consolidated Plan will still occur. However, Priority Q, Objective 3 in the Consolidated Plan would not be addressed, since youth recreation activities would not be promoted during this fiscal year. 4. Compliance with applicable regulati0n~ would continue. Members of City Council Page 5 V. Recommendation: mo It i~ recommended that City. Council concur in Alternative A and Authorize the City. Manager to do the following: Authorize the City Manager, or the Assistant City Manager, to execute, and the City Clerk to attest, the attached CDBG 1996-97 agreement with the RCBA, (similar in form and content to Attachment A) and any amendments thereto, if necessary, within limits of City funds and CDBG funds, containing such terms and conditions as are necessary to ensure HUD approval and eligibility for funding with CDBG funds, said agreement to be approved as to form by the City Attorney; ° Authorize the City Manager, or the Assistant City Manager, to execute, and the City Clerk attest, a lease agreement with the RCBA for the use of Victory Stadium, approved as to form by the City Attorney; ° Transfer $50.700 in CDBG funds from the CDBG contingency account no. 035-097-9740-5300 to the CDBG RCBA account no. 035-097-9738- 5274; ° Transfer $15.000 in City General funds from the City's contingency account no. 001-002-9410-2199 to the City's Parks and Recreation Program Activities account no. 001-052-7110-2066; and ° Amend the Annual Plan, submit the appropriate amendments to HUD after the required 30 day citizen review period, provided there are no compelling objections to the amendment. Respectfully submitted, W. Robert Herbert City Manager WRI-t/vst Assistant City Manager City Attorney Director of Finance Director of Public Works Director of Human Development Budget Administrator Manager of Parks and Recreation Youth Planner Office of Grants Compliance Members of City Council Page 6 Attachment A AGREEMENT THIS AGREEMENT is made and entered into this the following parties: day ofSeptember, 1996, byand between The Grantee City of Roanoke, Virginia 215 Church Avenue, S.W. Roanoke, Virginia 24011 and the Subgrantee Roanoke City Boxing Association, Inc. P.O. Box 5272 Roanoke, Virginia 24012 WHEREAS, the Roanoke City Council approved by Resolution No. Development Block Grant (CDBG) program and Ordinance No. and , the 1996 Community , appropriated funds therefore; WHEREAS, the Grantee has been authorized by its City Council pursuant to Resolution No. , adopted ,1996, to provide $50,700 in Community Development Block Grant funds as part of the Subgrantee's Roanoke City Boxing Association program. NOW, THEREFORE, the parties hereto mutually agree as follows: 1. SCOPE OF SERVICES: The Subgrantee shall provide a recreational program designed to teach physical fitness, teamwork, confidence and character building skills to approximately 50 low/moderate income teenagers and young adults residing in neighborhoods located in census tracts 7, 8, and 10. This training facility will be open six (6) days a week during after-school hours and Saturdays. 2. TIME OF PERFORMANCE: This agreement shall be conditional upon there being no compelling objections to the amendment to the Annual Update to the Five Year Consolidated Plan during the thirty (30) day citizen review period required by the U.S. Department of Housing and urban Development related to this program and for the period of September 1, 1996 through June 30, 1997. The total budget for this project will be $65,700. of which $15,000 will be provided from the City of Roanoke City General funds and $50,700, which will be a grant from the City of Roanoke CDBG funds. The total amount of CDBG funds used for this project shall not exceed $50.700 Salaries (Trainer & Manager) Van (lease, gas and insurance) Utilities Rent (renovations to Victory Stadium to accommodate the RCBA) Maintenance & Office supplies TOTAL Attachment A Agreement Page 2 CDBG Budget (con't) $ 28,600 $ 6,500 $ 8,820 $ 5,750 $ 1.030 $ 50,700 With prior approval from the Office of Grants Compliance, budgeted funds may be shifted among approved line items for expenses which are consistent with the Scope of Services. PROPOSED PAYMENT SCHEDULE AND PROCEDURES: This is a cost reimbursement contract. Requests for payment will be submitted to the assigned Project Manager, Vic Garber, Superintendent of Recreation, Parks and Recreation Department, 210 Reserve Avenue, Roanoke, Virginia, for initial review and approved for payment by the Office of Grants Compliance. Funds will be disbursed monthly, as needed. Payment will be made to the Subgrantee within ten (10) days from date of receipt, subject to the approval of the Grantee. Approval of each reimbursement request will be subject to CDBG eligibility and timely receipt of the monthly reports as detailed in Paragraph 10. The Grantee reserves the right to refuse payment to the Subgrantee in the event that the Subgrantee submits a reimbursement request sixty (60) calendar days from the contract expiration date. The Subgrantee agrees to comply with any federal regulation issued pursuant to compliance with the Section 504 of the Rehabilitation Act of 1973, as amended which prohibits discrimination against the disabled in any federal assisted program. INDEMNIFICATION: Subgrantee agrees and binds itself and its successors and assigns to indemnify, keep and hold the City and its officers, employees, agents, volunteers and representatives free and harmless from any liability on account of any injury or damage of any type to any person or property growing out of or directly or indirectly resulting from any act or omission of Subgrantee including: (a) Subgrantee Attachment A Agreement Page 3 o 10. use of the streets or sidewalks of the City or other public property; (b) the performance under this Agreement; (c) the exercise of any right or privilege granted by or under this Agreement; or (d) the failure, refusal or neglect of Subgrantee to perform any duty imposed upon or assumed by Subgrantee by or under this Agreement. In the event that any suit or proceeding shall be brought against the City or any of its officers, employees, agents, volunteers or representatives at law or in equity, either independently or jointly with Subgrantee on account thereof, Subgrantee upon notice given to it by the City or any of its officers, employees, agents, volunteers or representatives, will pay all costs of defending the City or any of its officers, employees, agents, volunteers or representatives in any such action or other proceeding. In the event of any settlement or any final judgement being awarded against the City or any or its officers, employees, agents, volunteers or representatives, either independently or jointly with Subgrantee then Subgrantee will pay such settlement or judgement in full or will comply with such decree, pay all costs and expenses of whatsoever nature and hold the City or any of its officers, employees, agents, volunteers or representatives harmless therefrom. COMPLIANCE WITH FEDERAL REGULATIONS: The Subgrantee agrees to abide by the HUD conditions for CDBG programs as set forth in Attachment B and all other applicable federal regulations relating to specific programs performed hereunder. Further, the Subgrantee agrees to require compliance with applicable federal regulations of the contractor by agreement. UNIFORM ADMINISTRATIVE REQUIREMENTS: The Subgrantee shall comply with the requirements and standards of OMB Circular No. A- 122, "Cost Principles for Non -Profit Organizations" and within OMB Circular A-110. PROGRAM INCOME: "Program income" means gross income received by the Grantee or Subgrantee directly generated from the use of CDBG funds. No program income is expected. Program income from any and all sources shall be submitted to the Grantee within five (5) days of its receipt by the Subgrantee. RECORDS AND REPORTS: The Subgrantee shall maintain full and accurate records with respect to all matters covered under this Agreement. All records pertaining to this Agreement and the services performed pursuant to it, shall be retained for a period of three (3) years after the expiration date of this Agreement or its Amendments. Appropriate City and/or HUD personnel shall have free access to those records during the agreement duration and the following three-year time period. The Subgrantee shall Attachment A Agreement Page 4 11. 12. 13. 14. 15. 16. submit monthly reports to the Grantee's Superintendent of Recreation (see Attachment B). The reports are due no later than the 15th of the following month. CONFLICT OF INTEREST: No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activity, may obtain a personal or financial interest in any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family, or business associates, during their tenure or for one (1) year thereafter. SUSPENSION AND TERMINATION: Suspension or termination may occur if the Subgrantee materially fails to comply with any term of this award, and the award may be terminated for convenience by the Grantee or Subgrantee upon written notification to the awarding agency (HUD), setting forth the reasons for such termination, the effective date, and in case of partial termination, the portion to be terminated. REVERSION OF ASSETS: Upon expiration of this Agreement, or amendments thereto, the Subgrantee shall transfer to the Grantee any CDBG funds or program income on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. THIRD-PARTY CONTRACTS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee. ANNUAL AUDIT AND MONITORING: The Subgrantee shall provide for an annual independent audit of all CDBG expenditures covered by the Agreement. Copies of said audit report shall be furnished to the Grantee's City Manager and Director of Finance within thirty (30) days of completion of the audit. ENTIRE AGREEMENT: This Agreement, including all of its Exhibits, represents the entire agreement between the parties and this Agreement shall not be modified, amended, altered or changed, except by written agreement executed by the parties. Attachment A Agreement Page 5 17. GOVERNING LAW: This Agreement shall be governed by laws of the Commonwealth of Virginia. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year hereinabove written: ATTEST: CITY OF ROANOKE: By By. Mary F. Parker, City Clerk City Manager/Assistant City Manager SUBGRANTEE By By. Attest Rick Hawkins, Roanoke City Boxing Association, Inc. APPROVED AS TO CDBG ELIGIBILITY APPROVED AS TO FORM Office of Grants Compliance Assistant City Attorney APPROVED AS TO EXECUTION APPROVED AT TO FUNDS AVAILABLE Assistant City Attorney Director of Finance Account # 035-097-9738-5274 AVtachment A Agreement Page 6 Attachment A Agreement Page 4 11. 12. 13. 14. 15. 16. submit monthly reports to the Grantee's Superintendent of Recreation (see Attachment C). The reports are due no later than the 15th of the following month. CONFLICT OF INTEREST: No employee, agent, consultant, officer or appointed official of the Subgrantee, who is in a position to participate in a decision-making process or gain inside information with regard to any CDBG activity, may obtain a personal or financial interest in any contract, subcontract or agreement with respect thereto, or in the proceeds thereunder, either for themselves, their family, or business associates, during their tenure or for one (1) year thereafter. SUSPENSION AND TERMINATION: Suspension or termination may occur if the Subgrantee materially fails to comply with any term of this award, and the award may be terminated for convenience by the Grantee or Subgrantee upon written notification to the awarding agency (HUD), setting forth the reasons for such termination, the effective date, and in case of partial termination, the portion to be terminated. REVERSION OF ASSETS: Upon expiration of this Agreement, or amendments thereto, the Subgrantee shall transfer to the Grantee any CDBG funds or program income on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. THIRD-PARTY CONTRACTS: The Grantee shall not be obligated or liable hereunder to any party other than the Subgrantee. ANNUAL AUDIT AND MONITORING: The Subgrantee shall provide for an annual independent audit of all CDBG expenditures covered by the Agreement. Copies of said audit report shall be furnished to the Grantee's City Manager and Director of Finance within thirty (30) days of completion of the audit. ENTIRE AGREEMENT: This Agreement, including all of its Exhibits, represents the entire agreement between the parties and this Agreement shall not be modified, amended, altered or changed, except by written agreement executed by the parties. Attachment B U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM SPECIAL TERMS AND CONDITIONS "Section 3" Compliance in the Provision of Training. Employment and Business mo The work to be performed under this contract is on a project assisted under a program providing direct Federal f'mancial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170. Section 3 requires that to the greatest extent feasible oppommities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in/he area of the project. Bo Co Do Eo The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursnant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR 135, and all applicable roles md'orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disabili~ which would prevent them from complying with these requirements. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or workers' representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. The contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR part 135 and will not let any subcontract unless the subcontractor has first provided it with a preliminary, statement of ability to comply with the requirements of these regulations. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part Attachment B 135. and all applicable roles and orders of the Department issued hereunder prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance. its successor and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractors and subcontractors, its successors and assigns to those sanctions specified by the grant or loan agreement or contract through which Federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135. Equal Employment Opportunity_: Contracts subiect to Executive Order 11246, as amended: Such contracts shall be subject to HUD Equal Employment Opportunity regulations at 24 CFR Part 130 applicable to HUD-assisted construction contracts. The Contractor shall cause or require to be inserted in full in any non-exempt contract and subcontract for construction work, or modification thereof as defined in said regulations. which is paid for in whole or in part with assistance provided under this Agreement, the following equa! opportunity clause: "During the performance of this contract, the contractor agrees as follows: Ao The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The contractor will take affirmative action to ensure that. applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer;, r,~-uitment or recruitment advertising; layoff' or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. Bo The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. Co The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the Contract Compliance Officer advising the said labor union or workers' representatives of the contractor's commitment under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 2 Attachment B The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations and relevant orders of the Secretary.' of Labor. The contractor will furnish all information and reports required bv Executive Order 11246 of September 24, 1965, and by the roles, regulations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the Department and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders. In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of such rules, regulations or orders, this contract may be canceled, terminated or suspended in whole or in part, and the contractor may be declared ineligible for further Government contracts or Federally-assisted construction contract procedures authorized in Executive Order I 1246 of September 24, 1965, or by role, regulation or ordei' of the Secretary of Labor, or as otherwise provided by law. The contractor will include the portion of the sentence immediately preceding paragraph (A) and the provisions of paragraphs (A) through (G) in .every subcontract or purchase order unless exempted by roles, regulations or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the Department may direct as a means of enfoming such provisions, including sanctions for noncompliance; provided, however, that in the event a contractor becomes involved in or is threatened with litigation with a subcontractor or vendor as a result of such direction by the Department, the contractor may request the' United States to enter into such litigation to protect the interest of the United States." The Contractor further agrees that it will be bound by the above equal oppommity clause with respect to its own employment practices when it participates in Federally-assisted construction work; provided, that if the Contractor so participating is a State or local government, the above equal opporttmity clause is not applicable to any agency, instrumentality or subdivision of suer government which does not participate in work on or under the contract. The Contractor agrees that it will assist and cooperate actively with the Department and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the roles, regulations and relevant orders of the Secretary of Labor; that it will furnish the Department and the Secretary of Labor such compliance; and that it will otherwise assist the Department in the discharge of its primary responsibility for securing compliance. The Contractor further agrees that it will refrain from entering into any contract or contract Attachment B o modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from. or who has not demonstrated eligibility for Government contracts and Federally-assisted construction contracts pursuant to the Executive Order and will carry, out such sanctions and penalties for violation of the equal oppommity clause as may be imposed upon contractors and subcontractors by the Department or the Secretary. of Labor pursuant to Part II, Subpart D, of the Executive Order. In addition, the Contractor agrees that if it fails or refuses to comply with these undertakings, the Department may take any or all of the following actions: cancel, terminate or suspend in whole or in part the grant or loan guarantee; refrain from extending any further assistance to the Contractor under the Program with respect to which the failure or refusal occurred until satisfactory, assurance of future compliance has been received from such Contractor; and refer the cause to the Department of Justice for appropriate legal proceedings. ~ondiscrimination Under Title VI of the Civil Ri_~hts Act of 1964: This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and HUD regulations with respect.thereto, including the regulations under 24 CFR Part 1. In the sale, lease or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, the Contractor shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination upon the basis or race, color, religion, sex or national origin, in the sale, lease or rental, oi in the use of occupancy of such land or any improvements erected or to be erected thereon, and providing that the Contractor and the United States are beneficiaries of and entitled to enfome such covenant. The Contractor, in undertaking its obligation in can'ying out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant and will not itself so discriminate. Obligations of Contractor with Respect to Certain Third-party Relationships: The Contr-actor shall remain fully obligated under the provisions of the Agreement, notwithstanding its designation of any third party or parties for the undertaking of all or any part of the program with respect to which assistance is being provided under this Agreement to the Contractor. Any Contractor which is not the Applicant shall comply with all lawful requirements of the Applicant necessary to insure that the program, with respect to which assistance is being provided under this Agreement to the Contractor is carried out in accordance with the Applicant's Assurances and certifications, including those with respect to the assumption of environmental responsibilities of the Applicant under Section 104(h) of the Housing and Community Development Act of 1974. Interest of Certain Federal Officials: No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be admitted to any share or part of this Agreement or to any benefit to arise from the same. Interest of Members. Officers or Employees of Contractor. Members of Local Government Body. or Other Public Officials: No member, officer or employee of thc 4 o 10. Il. Attachment B Contractor, or its designees or agents, no member of the goveming body of the locality in which the program is situated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his tenure, or for one (1) year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under the Agreement. The Contractor shall incorporate, or cause to be incorporated, in all such contracts or subcontracts a provision prohibiting such interest pursuant to the purposes of this section. Prohibition' Against Payments of Bonus or Commission: The assistance provided under this Agreement-shall not be used in the payment of any bOnus or commission for the purpose of obtaining HUD approval of the application for such assistance, or HUD approval or applications for additional assistance, or any other approval or concurrence of HUD required under this Agreement, Title I of the Homing and Community Development Act of 1974, or HUD regulations with respect thereto; provided, however, that reasonable fees or bona fide technical, consultant, managerial or other such. Services, other than actt_mi solicitation, are not hereby prohibited if otherwise eligible as program costs. "Section 109": This Agreement is subject to the requirements of Section 109 of the Housing and Community Development Act of 1974, 42 U.S.C. 3535(d)..No person in the United States shall on the ground of race, color, religion, sex or national origin be excluded fi'om participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds available under this rifle. Access to Records and Site of Employment: This Agreement is subject to the requirements of Executive Order 11246, Executive Order 1375, Civil Rights Act of 1964, as amended. Access shall be permitted during normal business hours to the premises for the purpose of conducting on-site compliance reviews and inspecting and copying such books, records, accounts, and other material as may be relevant to the matter under investigation and pertinent to compliance with the Order, and the rules and regulations promulgated pursuant thereto by the Contractor. Information obtained in this manner shall be used only in connection with the administration of the Order, the administration of the Civil Rights Act of 1964 (as amended) and in furtherance of the purpose of the Order and that Act. Records: All records pertaining to this Agreement and the services performed pursuant to it, shall be retained for a period of three (3) years after the expiration date of the Agreement. Appropriate City and/or HUD personnel shall have free access to those records during .the Agreement duration and the following three-year time period. Termination for Convenience or for Cause: This Agreement may be terminated by either the City or the Contractor in the event ora substantial failure to perform by either party. In the event of such termination, the Contractor shall be entitled to collect all sums for services performed as of the date of termination. This Agreemem may be terminated for convenience 12. 13. Attachment B in whole or in part by the City with the consent of the Contractor, in which case the two parties shall agree upon the termination conditions, including the effective date and in the case of partial termination, the portion to be terminated. _Legal Remedies for Contract Violation: If the Contractor materially fails to comply with any term of this Agreement, whether stated in a Federal statute or regulation, an assurance, in a State plan or application, a notice of award, or elsewhere, the City may take one or more of the following action, as appropriate in the circumstances: 1) Temporarily withhold cash payments pending correction of the deficiency by the Contractor, 2) Disallow all or part of the cost of the activity or actiOn not in compliance, 3) Wholly or partly suspend or terminate the current Agreement, or 4) Take other remedies that may be legallY available. "Necessary. and Annropriate" Determination: This Agreement is subject to the requirements of CFP~ 570.204 (b). The Subgrantee shall conduct an analysis to determine that the mount of any financial assistance to be provided to a private non-profit entity is not excessive, taking into account the actual needs of the business in making the project financially feasible and the extent of public benefit expected to be derived from the economic development project. The Subgrantee shall document the analysis as well as any factors it considered in making its detennination that the assistance is necessary or appropriate to carry out the project. 6 Attachment C DIRECT BENEFICIARY REPORT Activity Name Period Covered Activity Location i Female - Number of' Persons ! < 80% Low and < 50% Low White (Not Black (Not American Indian or Asian or Pacific Ileadcd Served During Period I Moderate Income Income Hispanic) Hispanic) Alaskan Native Hispanic Islander Household ! Activity Status: Prepared by Dale Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk August 23, 1996 File #110-230 Sandra H. Eakin Deputy c~y C~rk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33077-081996 endorsing a Percent-for-the Arts- Program. Resolution No. 33077-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Brook E. Dickson, Chairperson, Roanoke Arts Commission, 380 Highland Avenue, S. W., Roanoke, Virginia 24016 Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works John W. Coates, Manager, Parks and Recreation/Grounds Maintenance Lynnis B. Vernon, Parks Planner Glenn D. Radcliffe, Director, Human Resources Beverly A. James, City Librarian H:tCOUNClL~.UGUST. lg IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33077-081996. A RESOLUTION endorsing a Percent-for-the-Arts-Program. WHEREAS, the inclusion of works of art and artistry in certain Capital Improvement Projects in the City will enhance the aesthetic quality of public places and stimulate the vitality and economy of the City; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The guidelines for a Percent-for-the-Arts-Program, dated August 19, 1996, and attached to the City Manager's report of the same date, are hereby approved. 2. The City Manager is regulations, not inconsistent hereby authorized to promulgate with such guidelines, for the implementation of the Percent-for-the-Arts-Program. 3. Any procurement of art or artistry in connection with the Percent-for-the-Arts-Program shall be pursuant to the Virginia Public Procurement Act and Chapter 23.1, Procurement, Code of the City of Roanoke (1979), as amended. ATTEST: City Clerk. Council Report No. 96-154 August 19, 1996 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: Percent-for-the-Arts Program I. Background: ae Percent-for-the-Arts Programs have been adopted by localities throughout the United States, including some Virginia cities. Bo City of Roanoke Arts Commission has requested the City to adopt in principle the concept of a Percent-for-the- Arts Program. Co City Council referred a communication from former Vice-Mayor John S. Edwards concerning a Percent-for- the-Arts Program to the City Manager on June 12, 1995. II. Current Situation: ae Committee of City staff and representatives of the Roanoke Arts Commission have been meeting to discuss the concept of a Percent-for-the-Arts Program. Members of the committee have included: City Bill Clark Beverly James Lynn Vernon Arts Commission Richard Maxwell Brook Dickson Betty Branch Be Proposed program has been developed, in general terms; more specific details would be developed by a standing committee, if approved. The Guidelines for a Percent- for-the-Arts Program are attached. The basic principles are as follows: A committee would be appointed by the City Manager and Chairperson of the Arts Commission to promulgate rules of procedure. The committee would annually review upcoming capital improvement projects and recommend to the City Manager one or more projects suitable for the program. Mayor Bowers and Members of City Council August 19, 1996 Page 2 III. IV. The City Manager may recommend annually including one or more capital projects in the Percent-for- the-Arts Program; funds for the art or artistic features would be included in the total project costs. Final decision on any particular work of art or artistry in any capital improvement project will be accomplished in accordance with normal City procurement procedures. Issues: A. Legal B. Financial C. Public Environment D. Arts Commission Request Alternatives: City Council concur in the concept of a Percent-for- the-Arts Program and adopt an appropriate resolution in support of this proposal. Legal: City Council has the authority to recognize the establishment of a Percent-for-the- Arts Program. The recommended guidelines retain for the City final authority over the implementation of the program. Financial: funds to implement any works of art or artistry in any future capital improvement project will be provided as part of the City's normal budgeting processes. Public Environment: will be enhanced by the inclusion of works of art or artistry in certain future capital improvement projects by adding to the aesthetic quality of public places in the City of Roanoke. Arts Commission Request: will receive favorable action. Mayor Bowers and Members of City Council August 19, 1996 Page 3 City Council not concur in the concept of a Percent- for-the-Arts Program and not adopt a resolution in support of this proposal. Legal: City Council has the authority but not the obligation to establish a Percent-for-the-Arts Program. Financial: There will be no need to consider funding for works of art or artistry in future capital improvement projects. Public Environment: may or may not be enhanced if the design of future capital improvement projects ignores opportunities for works of art and artistry. Arts Commission Request: favorable action. will not receive V. Recommendation: City Council approve Alternative A, thus adopting an appropriate resolution in support of the concept of a Percent-for-the-Arts Program, and the appointment of a committee of City staff and representatives of the Arts Commission to promulgate rules of procedure and advise the City Manager on implementation of this program. Respectfully, W. Robert Herbert City Manager WRH:WFC:pr Attachment cc: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark ) Richard C. Maxwell ) Beverly A. James ) Brook Dickson ) Lynnis B. Vernon ) Betty M. Branch ) Percent-for-the-Arts Committee City of Roanoke Percent-for-the-Arts Program Guidelines August 19, 1996 Intent To recognize the inclusion of works of art and artistry in certain capital improvement projects to enhance the aesthetic quality of public places and stimulate the vitality and economy of the City of Roanoke Program Advisory Committee The City Manager and the Chairperson of the Roanoke Arts Commission shall appoint a committee who will advise the City Manager on implementation of this program. The City Manager shall appoint four (4) representatives and the Chairperson of the Arts Commission shall appoint three (3) representatives, who shall serve for staggered 3-year terms to ensure continuity among the membership. The committee will annually review upcoming capital improvement projects, select one or more considered appropriate for the inclusion of works of art or artistry, develop an appropriate cost estimate, and make recommendations to the City Manager. Upon request of the City Manager, the committee may assist in consultant selection and monitor the design and implementation of the recommended enhancement to the basic capital project. Typical Projects The program extends to new construction or major renovation of public buildings, decorative or commemorative structures, parks and recreation facilities, and parking facilities. Generally, the program is not intended to apply to street and sidewalk construction or utility installations; exceptions to the latter may occur. Works of art, such as sculpture and paintings, are certainly included. Other aesthetic enhancements as fountains, landscaping, textured walls, mosaics, tiled columns, patterned pavement, grillwork, and other ornamentation are equally appropriate design considerations. The intent is to provide a more visually pleasing public facility than that which would be required to fulfill the basic utilitarian function. - 2 - Cost and Fundinq Typically one-percent (1%) of the construction cost of designated capital improvement projects will be a goal for this program. Very small projects likely will not be appropriate candidates for inclusion in the program. Conversely, very large capital improvement projects will have some limit set for works of art and artistry. Initially, capital improvement projects under $50,000 will not be included, and a maximum expenditure of $100,000 for any single project in any calendar year are considered appropriate limits. Acquisition of any works of art or artistry will occur as part of the City's normal procurement process from funds included in the original capital improvement bonds or the annual operating budget. Mary F. Parker, CMCIAAE city C~erk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy c~y C~rk August 23, 1996 File ~53-60-70-192-217-472 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33078-081996 amending and reordaining certain sections of the 1996-97 Capital Projects Fund Appropriations, providing for appropriation of funds for a full service engineering contract in connection with the design, construction documents, and contract administration for replacement of the existing fire and temperature control system at the Civic Center Complex. Ordinance No. 33076-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm- Enc. pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Bobby E. Chapman, Manager, Civic Center Facilities Diane $. Akers, Budget Administrator, Office of Management and Budget H:tCOUNCIL~AUGUST. 19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33078-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Capital Projects Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Capital Improvement Reserve Public Improvement Bonds - Series 1996 (1) ........ Other Infrastructure Replace Fire and Temperature Control - Civic Center (2) ................................ 1) Buildinqe (008-052-9701-9183) $(60,000) 2) Appropriated fro~Bon~Funde (008-056-9655-9001) 60,000 $ 21,244,423 18,688,076 $ 6,134,534 60,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. August 19, 1996 Council Report No. 96-155 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: APPROPRIATION OF FUNDS FOR DESIGN FOR REPLACEMENT OF THE EXISTING FIRE AND TEMPERATURE CONTROL SYSTEM CIVIC CENTER COMPLEX Back.qround on the subject in chronological order is as follows: City Council approved a 1996 General Obligation Bond Issuc which contained the sum of $939,000 for improvements to the Civic Center. One of the improvement projects was for the replacement of the mechanical and fire alarm controls for the complex. The project will bring the mechanical controls up to present day standards, and the fire alarm system will comply with current regulations. Public Notice to seek EnRineerin.q Services for the above-referenced project was properly advertised on March 31, 1996, in The Roanoke Times and on April 4, 1996, in The Roanoke Tribune. Three (3) firms responded to the request for proposal. Interviews were conducted with all three firms by the Selection Committee on June 12, 1996. The Committee chose the firm of Whitescarver, Hurd, and Obenchain, Inc., as the most qualified for this project. II. Current situation is as follows: Selection Committee met with Whitescarver, Hurd, and Obenchain, Inc., and defined the scope of work. A set of the original contract documents for the Civic Center Complex (dated 1967) was given to the firm for their review and study. Whitescarver, Hurd, and Obenchain, Inc., responded on July 2, 1996. They propose to provide professional services for this project for the sum of $52,500. Estimated cost of the project is $530,000. The proposed service is within the guidelines for engineering design services of this nature as outlined in the Commonwealth of Virginia Capital Outlay Manual. II1. Issues in order of importance are as follows: A. Need Honorable Mayor and Members of City Council APPROPRIATION OF FUNDS FOR DESIGN FOR REPLACEMENT OF THE EXISTING FIRE AND TEMPERATURE CONTROL SYSTEM CIVIC CENTER COMPLEX August 19, 1996 Page 2 B. Timin.q C. Fundin.q IV. Alternatives in order of feasibility are as follows: Ao Appropriate funds for a full service en.qineerin_~ contract to Whitescarver, Hurd, and Obenchain, Inc., for the design, construction documents, and contract administration, including periodic inspections of construction, for the following lump sum fee: Basic Services Contract Engineering Services Additional Services Reimbursable Expenses Total $52,500 1,000 4,000' 2,500* $60,000 *Expenditure of these fee charges will be administratively approved. Additional services fees are for any changes or additional work that may be requested by the City during the construction of the project. Reimbursable expense is for additional prints required over the ten (10) complete sets contained in the contract agreement, travel, and telephone services required outside the City of Roanoke as required for this project. 1. Need has been justified as essential. 2. Timinq has been controlled by the availability of funding for the project. Funding is available in the Public Buildings account from the 1996 General Obligation Bond Issue, account number 008-052-9701-9183. Do not appropriate funds for a full service en.qineerin~ contract to Whitescarver, Hurd, and Obenchain, Inc. 1. Need would not be met. Timing would delay completion of the project. Funding would not be expended at this time. Honorable Mayor and Members of City Council APPROPRIATION OF FUNDS FOR DESIGN FOR REPLACEMENT OF THE EXISTING FIRE AND TEMPERATURE CONTROL SYSTEM CIVIC CENTER COMPLEX August 19, 1996 Page 3 V. Recommendation is as follows: City Council concur in alternative "A" and take the following action: Transfer $60,000 from the 1996 General Obligation Bond Issue, Public Buildings account number 008-052-9701-9183to a new capital account to be established by the Director of Finance. Respectfully submitted, WRH/LBC/kh W. Robert Herbert City Manager C: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue Manager, Civic Center Mary F. Parker, CMC/AAE city C~erk CITY OF R O.4NOKE Office of the City Clerk Sandra H. Eakin Deputy cay C~erk August 23, 1996 File ;~67-178-236-399 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33080-081996 authorizing Amendment No. 1 to an Agreement between the City and Habitat for Humanity in the Roanoke Valley, Inc., dated July 1, 1995, for funding of the Perry Park Housing Development from HOME Funds. Resolution No. 33080-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Ma~j F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Amy C. Moore, Executive Director, Habitat for Humanity in the Roanoke Valley, Inc., 541 Luck Avenue, S. W., Roanoke, Virginia 24016 Wilbum C. Dibling, Jr., City Attorney James D. Gdsso, Director of Finance William F. Clark, Director, Public Works Ronald H. Miller, Building Commissioner H. Daniel Pollock, Housing Development Coordinator Vickie S. Tregubov, Grants Compliance Monitor Diane $. Akers, Budget Administrator, Office of Management and Budget Glenn A. Asher, Risk Management Officer H:~,OUNCIL~AUGUST. 19 IN THE COUNCIL FOR THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33080-081996. A RESOLUTION authorizing Amendment No. 1 to an Agreement between the City and Habitat for Humanity in the Roanoke Valley, Inc., dated July 1, 1995, for funding of the Perry Park Housing Development from HOME funds. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager is hereby authorized, for and on behalf of the City, to execute Amendment No. 1 to an Agreement, dated July 1, 1995, with Habitat for Humanity in the Roanoke Valley, Inc., for funding of the Perry Park Housing Development with HOME funds, similar in form to the attachment to the City Manager's report to this Council dated August 19, 1996, and as more particularly set out in that report. Attorney. Amendment No. 1 shall be approved as to form by the City ATTEST: City Clerk. H:\RES~R-PERRY.I B CITY OF R OANOKE Office of the City Clerk Mary F. Parker, CMCIAAE City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File ft60-67-178-236-399 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33079-081996 amending and reordaining certain sections of the 1996-97 Grant Fund Appropriations, providing for appropriation of funds in connection with Amendment No. 1 to the HOME Investment Partnerships Program agreement between the City and Habitat for Humanity in the Roanoke Valley, Inc., for funding of the Perry Park Housing Development. Ordinance No. 33079-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, ~ Man/F. Pdrker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works Ronald H. Miller, Building Commissioner H. Daniel Pollock, Housing Development Coordinator Vickie $. Tregubov, Grants Compliance Monitor Diane S. Akers, Budget Administrator, Office of Management and Budget Glenn A. Asher, Risk Management Officer H:~,OUNCIL~AUQUST. 1 O IN THE' COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33079-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Grant Fund Appropriations, and providing for an emergency.' WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: &DoroDriation Community Development HOME - Program Income FY96-97 (1) ................. Revenue Community Development HOME - Program Income FY96-97 (2-3) ............... 1) Habitat Perry Park, Phase II (035-052-5320-5319) 2) HOME Program Income (035-035-1234-7220) 3) HOME - VHPF (035-035-1234-7230) 9,951 5,560 4,391 $3,120,951 9,951 $3,120,951 9,951 BE IT .FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. August 19, 1996 96-157 Honorable Mayor and Member of City Council Roanoke, Virginia Dear Members of Council: Subject: Amendment No. 1 to HOME Investment Partnerships Program Agreement with Habitat for Humanity in the Roanoke Valley, Inc. for Perry Park Housing Development I. Background: Ao Habitat for Humanity in the Roanoke Valley, Inc. ("Habitat") is a viable non- profit agency that builds new houses and sells them to low income families. City Council provided $140,000 of HOME funds in FY 1995-96 to Habitat to begin to acquire and clear a block on 10th Street SW at Norfolk Avenue (Attachment) near Perry Park and redevelop it for approximately 20 houses for sale. Co Habitat submitted a proposal for HOME funding for this fiscal year (1996-97) to continue to acquire and clear properties for the project block on 10th Street SW at Norfolk Avenue near Perry Park and redevelop it for approximately 20 houses for sale ("Habitat Perry Park Project"). II. Current Situation: Ao City Council appropriated $114,049 of HOME funds for "Phase Iii of this project on July 1, 1996 (Resolution No. 33021-070196 and Budget Ordinance No. 33020-070196). The Consolidated Plan adopted by City Council and approved by HUD includes this project as an activity for this fiscal year. Bo Amendment No. 1 to the contract with Habitat has been developed (Attachment). Major provisions of the amended contract include: Increased funding by $124,000 for acquisition and clearance of Phase II. Cost to acquire properties may exceed appraised value but must be determined to be "reasonable and just compensation" acceptable to the City. Provision of funding does not commit City to provide additional funding for the project, or to approve Habitat's development plans. August 19, 1996 Page 2 3. Habitat must build at least ten (10) houses in the project (plan is to build 20) and sell them to low income buyers, on terms typical of Habitat's homes sales. Under current HOME regulations, each low income buyer will be required to occupy the home for 5 or 10 years (depending on the amount of HOME funds provided per house), or sell the house to another low income homebuyer, or sell the property back to Habitat for resale. Federal funds provided through the City will be a grant and therefore are not expected to be repaid upon completion of the project. If Habitat does not complete the project for any reason, Habitat will either: a) transfer properties to another agency to develop appropriate HOME-eligible housing, or b) sell the properties and repay the City all proceeds received from the sale, up to the amount of HOME funds provided. NOTE: All HOME funds must be used for HOME-eligible activities. If the property is not developed for HOME-eligible housing, it will become an ineligible activity, and the City must replace the HOME funds expended on the project. The proceeds received from the resale of the properties likely would be less than the amount of HOME funds the City provided to the project, and Habitat is not liable for any shortfall. In that case, HUD probably will require the City to replace the shortfall, either from CDBG funds (if HUD determines the acquisition and clearance to have been CDBG-eligible so CDBG may replace the shortfall in HOME funds) or from General Funds. HOME funds must be matched at a rate of 25 %. The match requirement for the requested $124,000 therefore is $31,000. Match sources include cash as well as in-kind contributions from non-federal sources, including the value of 0% interest mortgages provided by Habitat to its homebuyers. No outlays of City funds will be needed to meet the match requirement. The availability of matching funds will be verified and documented by the Office of Grants Compliance. HOME funds totalling $114,049 are available in the following accounts: · 035-052-5302-5319 Habitat Perry Park, Phase II $21,750 · 035-052-5303-5319 Habitat Perry Park, Phase II $66,994 · 035-052-5304-5319 Habitat Perry Park, Phase II $25,305 An additional $9,951 of unprogrammed HOME program income is available to appropriate to the project, to total $124,000. August 19, 1996 Page 3 III. Issues: A. Impact on Neighborhood Revitalization B. Cost to the City C. Timing IV. Alternatives: mo Authorize the City Manager or the Assistant City Manager to execute and the City Clerk to attest amendment No. 1 to the agreement (similar in form and content to the attachmen0 with Habitat for Humanity in the Roanoke Valley, Inc., for the Perry Park project, to be approved as to form by the City Attorney; and increase the revenue estimate by $5,560 in account 035-035- 1234-7220, HOME Program Income, and $4,391 in account 035-035-1234- 7230, HOME-VHPF, and appropriate $9,951 to account 035-052-5320-5319 for the project. Impact on neighborhood revitalization will be positive. The site has substandard buildings, is very significant to the neighborhood, and is highly visible to traffic on lOth Street SW. Addition of new houses and homeowners to the neighborhood will be a significant contribution to the area's stability. Cost to the City is $124,000 of federal HOME funds. In addition, there is the possibility of the obligation to use future CDBG funds or General Funds to replace expended HOME funds, if the project is not developed with HOME-eligible housing (see "Note" at IID(5) above). Development of the entire project for 20 houses as planned would produce approximately $800,000 in tax assessment base. o Timing is critical, in order for Habitat to take advantage of opportunities to acquire properties as they may become available. Bo Do not authorize the City Manager or Assistant City Manager to execute amendment No. 1 to the agreement with Habitat for Humanity for the Perry Park project, and do not appropriate additional funds therefore. Impact on neighborhood revitalization would be negative, as a highly visible site with unsightly conditions would remain, to the detriment of the neighborhood. August 19, 1996 Page 4 Cost to the City would be nothing initially. However, potential tax assessment base of approximately $800,000 tbr 20 new houses in the entire project would not be realized. Furthermore, if no houses are developed in the project area, the City may be obligated to use future CDBG or General Funds to replace expended HOME funds, if the project is not developed with HOME-eligible housing (see "Note" at IID(5) above). However in the short term, the $124,000 of HOME funds would be available for allocation to other eligible activities, through amendment to the approved Consolidated Plan.. Timing would not be an issue. However, Habitat should be notified promptly that the City will not support the project, so Habitat can release any claim to the properties. V. Recommendation: Concur in Alternative A, thereby authorizing the City Manager or the Assistant City Manager to execute and the City Clerk to attest amendment No. 1 to the agreement (similar in form and content to the attachment) with Habitat for Humanity in the Roanoke Valley, Inc., for the Perry Park project, to be approved as to form by the City Attorney; and increasing the revenue estimate by $5,560 in account 035-035- 1234-7220, HOME Program Income, and $4,391 in account 035-035-1234-7230, HOME-VHPF, and appropriating $9,951 to account 035-052-5320-5319 for the project. Respectfully submitted, W. Robert Herbert City Manager Attachment WRH/hdp(prryprk2.cr) Assistant City Manager City Attorney Director of Finance Director of Public Works Housing Development Coordinator Office of Grants Compliance President, Habitat for Humanity in the Roanoke Valley, Inc. Amendment 1 Page 1 AMENDMENT No. 1 This Amendment No. 1 is entered into this ~ day of~ 1996, by and between the City of Roanoke (the Grantee) and Habitat for Humanity in the Roanoke Valley, Inc. (the Subgrantee). WHEREAS, the Roanoke City Council approved by Resolution No. 32528-062695 the 1995 HOME Investment Partnership (HOME) program and by Ordinance No. 32527-062695 appropriated funds therefor; and WHEREAS, pursuant to the Grantee's HOME program and by written Agreement with the Grantee, dated July 1, 1995, the Subgrantee has contracted for the operation of certain housing activities ("Agreement"); and WHEREAS, the Roanoke City Council approved by Resolution No. 33021-070196 the 1996 HOME Investment Partnership (HOME) program and by Ordinance No. 33020-070196 appropriated funds therefor; and WHEREAS, by Resolution No. __-~, adopted _, 1996, the Roanoke City Council has authorized the execution of Amendment No. 1 to the Agreement; NOW THEREFORE, the parties hereto do mutually agree to amend the Agreement as follows: 1. Part 1., USE OF HOME FUNDS, Subpart a., Project Area, shall read as follows: ao P_r..o,i~.LAz~: The Subgrantee shall acquire, clear and redevelop the block bounded by Norfolk Avenue, SW, on the south, 1 lth Street, SW, on the west, Jackson Avenue, SW, on the north, and 10th Street, SW, on the east, with the exceptions of 1011, 1013 and 1015 Norfolk Avenue, SW, designated as Official Tax Map Nos. 1110122, 1110126, and 1110121, respectively ("Project Area"). Official Tax Map Nos. 1110111, 1110112, 1110113, 1110114, 1110123, 1110124, and 1110131 shall comprise Phase I, and Official Tax Map Nos. 1110101, 1110102, 1110103, 1110104, 1110105, 1110106, 1110107, 1110108, 1110109, 1110110, 1110115, 1110116, 1110117, 1110118, 1110119, 1110120, 1110127, 1110128, 1110129 and 1110130 shall comprise Phase II. 2. Part 1., USE OF HOME FUNDS, Subpart b., Ar, gaiailD.~, shall read as follows: bo AC, guiaiIio~: The Subgrantee shall acquire and clear Phase I by December 31, 1996, and Phase II by December 31, 1998. The acquisition of any of said lots shall be for just compensation and shall be at a price approved by the Office of Grants Compliance. The clearing of any of said lots shall include the removal of all buildings, structures, debris and building materials. Amendment Page 2 3'. Part 1., USE OF HOME FUNDS, Subpart g., EaI3;[iag (introductory clause), shall read as follows: ge Egaflixlg: Subject to the terms and conditions of this Agreement, the Grantee shall provide HOME funds in the amount of $264,000 for the acquisition, clearing and development of the lots within the Project Area, in accordance with the procedure below: 4. Part 2., TIME OF PERFORMANCE, shall read as follows: o TIME OF PERFORMANCE: This Agreement shall be for a period beginning July l, 1995, and ending upon the expiration of the required period of resale restriction and affordability required by 24 CFR 92.254 and other provisions of applicable federal law and regulations, unless otherwise terminated in accordance with his Agreement. In no event shall this Agreement extend beyond December 31, 2028. The required period of resale restriction and affordability required by 24 CFR 92.254 and other provisions of applicable federal law and regulations shall survive termination of this Agreement. 5. Part 4., TRANSFER OR LIOUIDATION OF ASSETS, shall read as follows: TRANSFER OR LIQUIDATION OF ASSETS: If the subgrantee does not acquire, all lots within the Project Area, complete construction of all dwelling units referred to in Paragraph No. 1. j. and transfer them to qualified buyers by December 31, 1998, for any reason whatsoever, including the Grantee's failure to rezone the property, approve a subdivision plat or comprehensive plan of development, or issue any permit, or the Grantee's decision to withhold funding for Subgrantee's activities, the Subgrantee shall either: (a) transfer at no cost all properties acquired with Grantee funds to an agency approved by the City Manager for the Grantee to undertake an acceptable affordable housing development and eligible for HOME funding; or Co) sell all properties acquired with Grantee's funds for fair market value approved by the City Manager for the grantee and reimburse the Grantee for all HOME funds expended, up to the proceeds of the sale. 6. Part 5., REOUEST FOR DISBURSEMENT OF FUNDS, shall read as follows: o REQUEST FOR DISBURSEMENT OF FUNDS: Subgrantee shall submit all requests for disbursement of funds to the Grantee's Housing Development Office. Each request will be accompanied by documentation of costs incurred, or to be incurred, acceptable to the Grantee, including, as applicable, draft or f'mal settlement statements. Subject to the terms and conditions of this Agreement, and approval of requests by the Grantee, the Grantee shall disburse funds to the Subgrantee within fifteen (15) days of receipt of documentation. In no event shall the Subgrantee request funds for Phase I or Phase II after December 31, 1998. 7. Part 22., I]~D_l~d~ll.T_~, shall read as follows: 22. ,L]~Z~I~LT_.~: The Subgrantee agrees and binds itself and its successors and assigns to indemnify, keep and hold the Grantee and its officers, employees, agents, volunteers and Amendment Page 3 representatives free and harmless from any liability on account of any injury or damage of any type to any person or property growing out of or directly or indirectly resulting from any act or omission of the Subgrantee including: (a) the Subgrantee's use of the streets or sidewalks of the Grantee or other public property; (b) the performance under this Agreement; (c) the exercise of any right or privilege granted by or under this Agreement; or (d) the failure, refusal or neglect of the Subgrantee to perform any duty imposed upon or assumed by Subgrantee by or under this Agreement. In the event that any suit or proceeding shall be brought against the Grantee or any of its officers, employees, agents, volunteers or representatives at law or in equity, either independently or jointly with the Subgrantee on account thereof, the Subgrantee, upon notice given to it by the Grantee or any of its officers, employees, agents, volunteers or representatives, will pay all costs of defending the Grantee or any of its officers, employees, agents, volunteers or representatives in any such action or other proceeding. In the event of any settlement or any final judgement being awarded against the Grantee or any of its officers, employees, agents, volunteers or representatives, either independently or jointly with the Subgrantee, then the Subgrantee will pay such settlement or judgement in full or will comply with such decree, pay all costs and expenses of whatsoever nature and hold the Grantee or any of its officers, employees, agents, volunteers or representatives harmless therefrom. The Agreement shall remain unchanged in all other terms and provisions. IN WITNESS WHEREOF, the parties hereto have executed this Amendment 1 as of the day and year hereinabove written: ATTEST: FOR THE GRANTEE: By By Mary F. Parker, City Clerk City Manager/Assistant City Manager ATTEST: FOR THE SUBGRANTEE: By By David Nova, Secretary David A. Camper, President APPROVED AS TO HOME ELIGIBILITY APPROVED AS TO FORM Office of Grants Compliance Assistant City Attorney Amendment 1 Page 4 Assistant City Attorney Date Account # Director of Finance 035-052-5303-5316 035-052-5302-5319 035-052-5303-5319 035-052-5304-5319 035-052-5320-5319 ($140,000) ($21,750) ($66,994) ($25,309) ($9,951) Note: All funds have been expended in acct. #035-052-5303-5316 as of June 30, 1996. Mary F. Parker, CMCIAAE c~y ck~r~ CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File #58-165-200-236-488 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33081-081996 authorizing you to execute administrative agreements and any necessary amendments thereto with ten separate agencies for implementation of various neighborhood improvement grant programs. Resolution No. 33081-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. H:~,COUNClL~4,UGUST. 19 W. Robert Herbert City Manager August 23, 1996 Page 2 pc: Robin M. Kelso, Edgewood-Morwanda-Summit Hills Neighborhood Organization, 4449 Summit Drive, N. W., Roanoke, Virginia 24017 Charles W. Hancock, President, Garden City Civic League, 1016 Estates Road, S. E., Roanoke, Virginia 24014 Michael F. Urbanski, President, Greater Raleigh Court Civic League, 2108 Mount Vernon Road, S. W., Roanoke, Virginia 24015 Georgia Crosen, Loudon-Melrose Neighborhood Organization, 1619 Moorman Road, N. W., Roanoke, Virginia 24017 Estelle H. McCadden, President, Melrose-Rugby Neighborhood Forum, 2128 Mercer Avenue, N. W., Roanoke, Virginia 24017 Paula L. Prince, President, Old Southwest, Inc., 550 Mountain Avenue, S. W., Roanoke, Virginia 24016 Kenneth L. Bevins, President, Ridgewood Park Neighborhood League, 759 Hemlock Road, N. W., Roanoke, Virginia 24017 Kathy S. Hill, President, Riverland Alert Neighbors, 509 Arbor Avenue, S. E., Roanoke, Virginia 24014 Terri A. Beck, President, Wasena Neighborhood Forum, 1214 Howbert Avenue, S. W., Roanoke, Virginia 24015 Randall Eakin, President, Williamson Road Action Forum, 2535 Bowman Street, N. W., Roanoke, Virginia 24012 James D. Grisso, Director of Finance William F. Clark, Director, Public Works John R. Marlles, Chief, Planning and Community Development Vickie S. Tregubov, Grants Compliance Monitor H:~-,OUNCIL~AUGU~r. I g IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33081-081996. A RESOLUTION authorizing the City Manager to execute administrative agreements and any necessary amendments thereto with ten separate agencies for implementation of various Neighborhood Improvement Grant programs. BE follows: 1. IT RESOLVED by the Council of the City of Roanoke as That the City Manager or the Assistant City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, ten separate administrative agreements, and any necessary amendments thereto, within the limits of funds set forth and for the purposes specified in the City Manager's report to this Council dated August 19, 1996, and the attachments thereto. 2. The form of the agreements and any necessary amendments shall be in form approved by the City Attorney. ATTEST: City Clerk. H:~,.ES~RG-MINI.IA August 19, 1996 96-159 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: I. Background: II. Agreements for ten (1 O) Mini-grant projects. As part of the annual budget and the Community Development Block Grant (CDBG) program, Council approved the expenditure of General Funds and CDBG funds for neighborhood improvement grants. The Neighborhood Improvement Grant program was established in 1985 through the Roanoke Neighborhood Partnership. It provides Mini-grants up to $1,500, and Neighborhood Development Grants up to $10,000. The purpose of the program is to provide financial incentives for neighborhood organizations to undertake self-help projects. Matching funds of twenty percent of the total project cost are required for Mini- grants. No matching funds are required for Neighborhood Development Grants. On August 5. 1996. City Council approved an amendment to Section 2-124 of the City Code, allowing the City Manager to execute any and all documents and amendments relating to any grants from the federal government, or any agency of the federal government, or from the state, or any agency of the state government, for any public purpose up to $25,000. Current Situation: City Council approval is needed for Neighborhood Improvement Grants involving City funds. The proposed projects will provide neighborhood beautification and revitalization, and improve the quality of life in the respective neighborhoods. These projects are proposed by neighborhood organizations in consultation with appropriate City_ departments. The projects have been reviewed and recommended by the Neighborhood Partnership Steering Committee. (See Attachment A) 1. Edgew0od-M0rwanda-Summit Hills Neighborhood Association (EMSNA) a. Scope of Services: Purchase and install neighborhood entrance Members of Council Page 2 signs and landscaping. bo Pr~ect Costs: Project has a total budget of $1.200. $960 will be City funded. EMSNA will provide $240 match. Garden City Civic League (GCCL) Scope of Services: Purchase computer equipment and software to create, edit and print and neighborhood newsletter. Project Costs: Project has a total budget of $1.875. $1,500 will be City funded. GCCL will provide $375 match. Greater Raleigh Court Civic League (GRCCL) ao Scope of Services: Purchase and plant trees along Memorial Avenue. Project Costs: Project has a total budget of $1.875. $562 will be City funded. $938 will be CDBG funded. GRCCL will provide $375 match. Loudon-Melrose Neighborhood Organization (LMN0) Scope of Services; Replace neighborhood sign at Orange Avenue and 21 st Street, and landscape entry to neighborhood. Project Costs: Project has a total budget 0f$1,875, $1,500 will be CDBC4 funded. LMNO will provide $375 matq:h. Melrose/Rugby Neighborhood Forum (MRNF) Scope of Services: Purchase and install landscaping around neighborhood signs in Kennedy Park. Replace neighborhood sign at 10th Street and Orange Avenue. Send members to training and conferences. Project Costs: Project has a total budget of $1,875. $1.500 will be City funded. MRNF will provide $375 match. 6. Old Southwest. Inc. (OSW) 10. Members of Council Page 3 Scope of Services: Replace two neighborhood signs on Franklin Road. Install a neighborhood sign at 10th and Ferdinand Streets. Project Costs: Project has a total budget of $1.875. $1.500 will be CDBQ fi~nded. OSW will provide $375 match. Ridgew00d Park Neighborhood League (RPNL) ao Scope of Services: Design, print and mail neighborhood newsletter for one year. Project Costs: Project has a total budget of $896, $717 will be City funded. RPNL will provide $179 match. Riverland Alert Neighbors (RAN) Scope of Services: Purchase one park bench and replace trash cans in Piedmont Park. Project Costs: Project has a total budget of $1,000. $800 will City funded. RAN will provide $200 match. Wasena Neighborhood Forum, Inc. (WNF) Scope of Services; Purchase two large trash containers to be placed on the business section of Main Street. Purchase a memorial marker to be placed in Oak Park. Project Costs: Project has a total budget of $1.875. $900 will be City funded. $600 will be CDBG funded. WNF will provide $375 match. Williamson Road Action Forum (WRAF) a. Scope of Services: Purchase and plant trees in Preston Park. Project Costs: Project has a total budget 0f$1,125. $900 will be City funded. WRAF will provide $225 match. Bo Administrative Agreements are necessary for the funds to be obligated to these projects. The respective Agreements between the City and each neighborhood Members of Council Page 4 organization will contain the following provisions and will be in a form approved by the City Attorney: Time of Performance: This Agreement shall be for the period of July 1, 1996 through June 30, 1997. Indemnification: The Subgrantee agrees and binds itself and its successors and assigns to indemnify, keep and hold the Grantee and its officers, employees, agents, volunteers and representatives free and harmless from any liability on account of any injury or damage of any type to any person or property growing out of or directly or indirectly resulting from any act or omission of the Subgrantee including: (a) the Subgrantee's use of the streets or sidewalks of the Grantee or other public property; (b) the performance under this Agreement; (c) the exercise of any right or privilege granted by or under this Agreement; or (d) the failure, refusal or neglect of the Subgrantee to perform any duty imposed upon or assumed by Subgrantee by or under this Agreement. In the event that any suit or proceeding shall be brought against the Grantee or any of its officers, employees, agents, volunteers or representatives at law or in equity, either independently or jointly with the Subgrantee on account thereof, the Subgrantee, upon notice given to it by the Grantee or any of its officers, employees, agents, volunteers or representatives, will pay all costs of defending the Grantee or any of its officers, employees, agents, volunteers or representatives in any such action or other proceeding. In the event of any settlement or any final judgement being awarded against the Grantee or any of its officers, employees, agents, volunteers or representatives, either independently or jointly with the Subgrantee, then the Subgrantee will pay such settlement or judgement in full or will comply with such decree, pay all costs and expenses of whatsoever nature and hold the Grantee or any of its officers, employees, agents, volunteers or representatives harmless therefrom. Issues: Agreements will not be executed on behalf of the City without the certification of the Director of Finance that funding is available and no funding will be expended under the contract until the contract is fully executed by all parties. will acquire no interest in real estate as a result of any Agreement. 1. Cost to the City IV. F~lnding Community Development Objectives Compliance with applicable regulations Alternatives: A. Members of Council Page 5 Authorize the City Manager, or the Assistant City Manager. to execute, and the City Clerk to attest, agreements and amendments thereto, if necessary_, with above- referenced neighborhood organizations, approved as to form by the City_ Attorney. within the limits of funds set forth in this report for the purposes specified herein. Cost to the City will be $4,538 in CDBG funds, and $7,839 in City General Funds, totaling $12,377. Funds will be available through respective accounts as assigned for each project from accounts numbered 035-097-9437-5122 and 001-052-8110- 3770. Community Development Objectives will be addressed through grants provided from CDBG funds by providing programs which meet the needs identified by the citizens at the Consolidated Plan public meetings held on January 16, 1996 and April 9, 1996. Compliance with applicable regulations is assured through contract review by the City Attorney's Office and, for CDBG projects, monitoring by the City's Office of Grants Compliance. DO not Authorize the City Manager to execute the Agreements as sel~ forth in Section I. A. 1. Cost to the City will be nothing. 2. Funding will not be an issue. Community Development Objectives will not be addressed, therefore programs will not be provided. 4. Compliance with applicable regulations would not be an issue. Members of Council Page 6 Recommendation: It is recommended that City Council concur in Alternative A and authorize the l~ity_ Manager. or the Assistant City Manager, to execute, and the City Clerk to attest, the necessary, agreements and amendments thereto, if necessary, with above-referenced neighborhood organization, approved as to form by the City Attorney. within tho limits of City funds set forth in this report for the purposes specified herein, Respectfully submitted, W. Robert Herbert City Manager WRH/mka CC~ Assistant City Manager City Attorney Director of Finance Director of Public Works Chief, Department of Planning and Community Development Office of Grants Compliance 1996-97 Mini-grants Attachment A Proposed Projects CDBG Funds City Funds Neighborhood Total Project Match Costs EMSHNA $ 0.00 $ 960.00 $ 240.00 $ 1,200.00 Garden City $ 0.00 $ 1,500.00 $ 375.00 $ 1,875.00 GRCCL $ 938.00 $ 562.00 $ 375.00 $ 1,875.00 LMNO $ 1,500.00 $ 0.00 $ 375.00 $ 1,875.00 M/RNF $ 0.00 $ 1,500.00 $ 375.00 $ 1,875.00 OSW $ 1,500.00 $ 0.00 $ 375.00 $ 1,875.00 RPNL $ 0.00 $ 717.00 $ 179.00 $ 896.00 RAN $ 0.00 $ 800.00 $ 200.00 $ 1,000.00 Wasena $ 600.00 $ 900.00 $ 375.00 $ 1,875.00 WRAF $ 0.00 $ 900.00 $ 225.00 $ 1,125.00 Totals $ 4,538.00 $ 7,839.00 $ 3,094.00 $ 15,471.00 Mary F. Parker, CMCIAAE c~y Ck~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File ~67-122-388-405 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to fast-tracking future renovations to Victory Stadium, was before the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. On motion, duly seconded and unanimously adopted, Council concurred in the recommendation that the project be included in the long range Capital Improvement Program for future funding consideration. '~'~ ~ ~Sincerely, Mary F. Parker, cMc/AAE City Clerk MFP:sm pc: Wilbum C. Dibling, Jr., City Attorney James D. Gdsso, Director of Finance Barry L. Key, Manager, Office of Management and Budget William F. Clark, Director, Public Works John W. Coates, Manager, Parks and Recreation/Grounds Maintenance Lynnis B. Vernon, Parks Planner Chades M. Huffine, City Engineer H:~..,OU NClL~AUG U~I'. 19 August 19, 1996 96-160 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Fast-Tracking Victory Stadium Renovations At City Council's regular meeting on Monday, June 17, 1996, a request was made to evaluate the possibility of fast-tracking the future renovations of Victory Stadium and to report those findings to City Council within sixty (60) days. Conferring with Heery International, Inc., it was determined that the Victory Stadium renovation work may be separated into four (4) logical construction projects. A proposed project schedule was developed to illustrate the duration time in working days; a start date and finish date for the various projects and tasks. Please refer to the attached project schedule. The time schedule was prepared based upon an assumed start date of January 1, 1997. However, the actual start date would be contingent upon the availability of funding for the renovations to Victory Stadium. The first step in the overall project would be the selection of a project Architectural and Engineering (A/E) Firm. The duration time for this task takes into consideration the advertising for A/E Services, evaluation of A/E proposals, interviews with A/E Firms, negotiation of fees with the selected A/E Firm, Committee report to City Council and the awarding of an A/E Contract. Once an A/E Firm has been retained, the schematic design, subsurface investigation, and site survey tasks would begin. Since the renovations are within the flood plain of the Roanoke River, the Corps of Engineers would be brought into the project early in the design phase. Time for public, City Council and City staff review Honorable David A. Bowers, Mayor and Members of City Council Fast-Tracking Victory Stadium Renovations August 19, 1996 Page 2 and comment has been included in the schedule prior to the preparation of the overall preliminary Design Development plans. As stated before, the potential exists due to the nature of the renovations, that key elements of the construction could be combined into four (4) projects. The steps outlined in each of the projects are similar and include the preliminary design development of the project plans and specifications, City preliminary review and comments, the preparation of construction documents, final review and comments by the City, the required bid and award procedures and construction. The Council Report of June 17, 1996, identified the key elements of the Victory Stadium Renovations. The following groups those key elements into the related construction projects and estimated costs: Pr~ect 1 - Playing Field and Track Construction ($2,100,000) Remove first seventeen (17) rows of stands. Relocate the fountain. Raise and reconstruct playing field. Add new eight (8) lane, 400 meter track. New covered band stage. Pr~ect 2 - Grandstand Construction ($1,650,000) Repair and waterproof remaining stands. Reconstruct press box and construct VIP suites. New field lighting. New sound system. New scoreboard. PrQect 3 - Below Grandstand Construction ($5,975,000) Elevate public access areas to second level. Renovate some public areas at ground level. Demolish remaining ground level enclosures. Construct new club house/locker room facilities. Honorable David A. Bowers, Mayor and Members of City Council Fast-Tracking Victory Stadium Renovations August 19, 1996 Page 3 Pr~ect 4 - Site Construction ($2,000,000) Reconfigure vehicular and pedestrian circulation. Landscaping and signage. I trust this information is helpful in showing that it would be possible to fast-track the renovations of Victory Stadium, once funding is made available. Although this method of fast-tracking (by having multiple construction projects underway concurrently) may result in a saving of time, it is impossible to predict how the contractors would bid on a renovation job such as this. Only by actual experience will we determine the results. I would like to emphasize that the projected timelines are preliminary and are very optimistic. The schedule could easily be extended should it take a longer period of time to gain approval from the Corps of Engineers or to bid and award any construction contract(s). Since an immediate source of funding for the renovations of Victory Stadium has yet to be identified, my recommendation to City Council remains that this project be included in the long range Capital Improvement Program for future funding consideration. Respectfully submitted, W. Robert Herbert City Manager WRH/LBV/pr Attachments pc~ City Attorney Director of Finance Director of Public Works Manager, Office of Management and Budget Manager, Parks and Recreation City Engineer Parks Planner VICTORY STADIUM RENOVATIONS [Current Date] $ 97 I 98 ID Task Name Duration Start Finish Qtr 3 I Qtr 4 Qtr 1 I Qtr 2 I Qtr 3 I Qtr 4J. Qtr 1 I Qtr 2 I Qtr 3 I OVERALL PROJECT SCHEDUL 455d 1/1/97 9129198 2 455d 1/1/97 9/29/98 ' 3 OVERALL PROJECT DESIGN 109d 1/1/97 6/2/97 $ A & E SELECTION 55d 1/1/97 3/18/97 8 SUBSURFACE INVEST. 30d 3/19/97 4/29/97 .. 9 TOPO SURVEY 30d 3/19/97 4/29/97 10 PRELIMINARY REV. 10d 4/30/97 5/13/97 11 CORP. OF ENG. 24<:1 4/30/97 6/2/97 ~" 14 DEMO, NEW T l F 210d $/14/97 3/3/98 16 DESIGN DEVELOPMENT 20d 5/14/97 5/10/97 : 16 PRELIMINARY REV. 10d 6/11/97 6/24/97 17 ~ CONSTRUCTION DOC 30d 6/25/97 8/5/97 18 FINAL REV. 10d 5/6/97 8/19/97 19 BID&AWARD 40d 8/20/97 10/14/97 20 CONSTRUCTION 100d 10/15/97 3/3/98 21 Page 1 VICTORY STADIUM RENOVATIONS [Current Date] ~ 97 I 98 ID Task Name Duration Start Finish Qtr 3 I atr 4 Qtr 1 I Qtr 2 I Qtr 3 I Qtr 4I atr 1 I Qtr 2 I Qtr 3 23 GRANDSTAND IMPROV. 190d $/14/97 2/3/98 ~ ': 24 DESIGN DEVELOPMENT 20d 5/14/97 6/10/97 25 PRELIMINARY REV. 1Od 6/11/97 6/24/97 : :: 26 CONSTRUCTION DOC. 30d 6/25~7 8/5/97 '= 27 FINAL REV. 1Od 8/6/97 8/19/97 28 BID & AWARD 40d 8/20/97 10/14/97 29 CONSTRUCTION 80d 10/16/97 2/3/98 31 BELOW GRANDSTANDS 370d 4/30/97 9/29/98 32 DESIGN DEVELOPMENT 50d 4/30/97 7/8/97 33 PRELIMINARY REV. 1Od 7/9/97 7/22/97 ~ ~ [] 34 CONSTRUCTION DOC. 70d 7/23/97 10/28/97 : 35 FINALREV 1Od 10/29/97 11/11/97 :. : [] $$ BID 8, AWARD 40d 11/12/97 1/6/98 37 CONSTRUCTION 190d 1/7/98 9/29/98 39 SI~'E IMPROV. UTIL, RD.FTN. 170d SI14197 1/6/98 : : 40 DESIGN DEVELOPMENT 20d 5/14/97 6/10/97 ..- 4~ REVIEW 1Od 6/11/97 6/24/97 : 42 CONSTRUCTION DOC. 30d 6/25/97 8/5/97 : 43 FINAL REV. 1Od 8/6/97 6/19/97 :': 44 BID & AWARD 40d 8/20/97 10/14/97 : 45 CONSTRUCTION 60d 10/15/97 1/6/98 Page 2 Mary F. Parker, CMCIAAE ci~ c~,,.k CITY OF ROANOKE Office of the City Clerk Sandra H. F. akin Deputy City Clerk August 23, 1996 File #181-302-313-381-515-516 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am enclosing copy of Ordinance No. 33082-081996 providing for procurement of management and operation services for City-owned parking facilities by competitive negotiation. Ordinance No. 33082-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. pc: Eric J. Teter, Republic Parking System, Inc., 15 E. Campbell Avenue, Roanoke, Virginia 24011 Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations Robert H. Bird, Municipal Auditor H:~,OUNClL~AUGUST. 1 Ii IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33082-081996. AN ORDINANCE providing for the procurement of management and operation services for City owned parking facilities by competitive negotiation; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The Council for the City of Roanoke hereby determines that the competitive sealed bidding method of procuring management and operation services for the City owned parking facilities is not practicable and/or fiscally advantageous to the public because it does not allow for an evaluation of the services to be provided by each potential offeror, to include, but not limited to the quality of services to be provided, the responsiveness to customer complaints, the allocation of manpower, and like considerations, all of which are important to the management and operation of the City's parking facilities, all as is more fully set forth in the City Manager's report to this Council dated August 19, 1996. 2. The City Manager is directed to seek procurement of management and operation services for the City owned parking facilities by competitive negotiation as opposed to competitive sealed bidding, all as is more fully set forth in the City Manager's report to this Council dated August 19, 1996. 3. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. August 19, 1996 Report No. 96-347 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: Subject: Method for Selecting Management and Operation Services for City Parking Facilities I. Backqround: Competitive sealed bidding, as opposed to competitive negotiation, has been used to secure management and operation services for the City's parking facilities because such services are not considered by law as "professional services." In accordance with this method of procurement, contract awards have been made to the low responsive bidders. Low responsive bidders, by definition, have not always been the most responsive bidder. With competitive sealed bidding, for example, there is no ranking of the responsiveness of each bidder. In terms of obtaining a contract award, therefore, being minimally responsive is the strategy often used by bidders as it increases their chances of being the low bidder. The most recent sealed bid for the management and operation of the City's parking facilities was awarded to Republic Parking System, Incorporated (RPS), as the low responsive bidder. On July 1, 1996, however, RPS notified the City per the attached letter that "...it has become economically not viable for Republic Parking System to continue to provide the parking management services under the current financial terms..." RPS requested a 20 percent increase in the current fee and further advised that if the City did not agree to this increase, it was thereby providing the City with the 90 day notice of termination as provided for in the contract between the parties. II. Current Situation: RPS's request for a fee increase cannot be considered as doing so would violate the entire purpose of the competitive sealed bidding method of procurement that was used to select RPS. Action therefore needs to be taken so as to secure management and operation services for the City's parking facilities by September 29, 1996, the date on which the contract between the City and RPS will expire. Honorable Mayor and Members of City Council August 19, 1996 Page 2 City Council may direct staff to secure such services once again using the competitive sealed bidding method of procurement or, in accordance with the Virginia Code 11-41 (C), it may determine in advance and set forth in writing that competitive sealed bidding is either not practicable or not fiscally advantageous, and thereby direct staff to utilize the competitive negotiation method of procurement to secure such services. III Issues: A. Quality of services B. Fiscal impact C. Timing IV. Alternatives: A. City Council determine that the competitive sealed bidding method of procuring management and operation services for the City's parking facilities is not practicable and/or fiscally advantageous, and direct staff to proceed with securing such services utilizing the competitive negotiation method of procurement. Quality of services will improve as the competitive negotiation method of procurement will permit the City to ultimately identify the firm that is most responsive and/or qualified to perform the desired services. The City can then negotiate a fee for these services, and it is through these negotiations that the level of quality desired for such services can be mutually agreed upon. Fiscal impact will likely be negative initially as evidenced by the fact that RPS (and other firms) cannot perform the desired services for the fee currently charged. Over the long run, however, the fiscal impact should be positive as customer expectations are better satisfied and as the control of revenues and expenses is improved. Timing will permit immediate solicitation of a request for proposal and will permit final selection by City Council prior to the September 29, 1996 expiration of the current management and service contract. Honorable Mayor and Members of City Council August 19, 1996 Page 3 City Council direct staff to proceed with using the competitive sealed bidding method of procurement for securing management and operation services for the City's parking facilities. Quality of service is not likely to improve as bidders are once again likely to minimize responsiveness in the interest of being the low and therefore successful bidder. Although the services desired are not considered by law to be "professional services," they are services as opposed to goods, and experience has proven that it is virtually impossible to define the level of quality desired for such services. The competitive sealed bidding method of procurement for the desired services is therefore not considered practicable, in the City's best interest, nor the correct method to ensure customer satisfaction. Fiscal impact is not likely to change initially as the bidding is likely to be as competitive as it was when the most recent bid was awarded. Over the long run, however, the fiscal impact could become negative if the fee is not sufficient for the successful bidder to adequately perform the desired services as is obviously the current the situation. Timing will permit immediate solicitation of a request for bid and will permit final selection by City Council prior to the September 29, 1996 expiration of the current management and service agreement. Recommendation: It is recommended that City Council adopt Alternative A, which is to hereby determine that the competitive sealed bidding method of procuring management and operation services for the City's parking facilities is not practicable and/or fiscally advantageous, because it does not allow for an evaluation of the services to be provided by each potential offeror, to include but not limited to the quality of services to be provided, the responsiveness to customer complaints, the allocation of manpower, and like considerations, all of which are important to the management and operation of the City's parking facilities. Therefore, Council should direct staff to proceed with securing such services utilizing the competitive Honorable Mayor and Members of City Council August 19, 1996 Page 4 negotiation method of procurement as provided for by law upon such determination. Respectfully submitted, W. Robert Herbert City Manager C: Wilburn C. Dibling Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director of Utilities and Operations Robert H. Bird, Municipal Auditor Eric J. Teter, Republic Parking System, Inc. EXECUTIVE OFFICES · SUITE 2000 · REPUBLIC CENTRE · CHATTANOOGA. TENNESSEE 37450 · 423/756-2771 · FAX 423~265-5728 July 1, 1996 Mr. Kit B. Kiser Director of Utilities and Operations City of Roanoke City Municipal Building 215 Church Avenue ., Roanoke, Virginia 24011 Dear Mr. Kiser: Parking Agreement Cit? of Roanoke Parking Garages After lengthy review of our on-going operation of the City of Roanoke's parking garages and taking into consideration additional payroll functions relating to the surface parking lot inspections and the soon to be initiated Federal Government's HR1227 legislation that will provide for increases in the minimum wage rate, it has become economically not viable for Republic Parking System to continue to provide the parking management services under the current financial terms of the Parking Agreement dated November 23, 1993 and subsequent Amendment Number 1 dated February 24, 1995. Under the new minimum wage legislation for Republic Parking System to continue to provide the current scope of services under the Parking Agreement, the Monthly Management Fee Schedule would need to be modified as follows: Monthly Fee 7/1/96 through 12/31/96 $15,801.33 * 6 months = $94,807.98 Monthly Fee 1/1/97 through 6/30/97 $16,975.33 * 6months =$101,851.98 Monthly Fee 7/1/97 through 6/30/98 $17,845.33 * 12 months = $214,143.96 Monthly Fee 7/1/98 through 2/28/99 $18,758.38 * 8 months =$150,067.04 Hourly Fee 7/1/96 7/1/97 through through 6/30/97 2/28/99 $9.92 $10.22 Realizing that the Parking Agreement has no provision for the handling of increases in the minimum wage rate, I ask that the revised Management Fee Schedule shown above be approved and incorporated as Amendment Number 2 to the existing Parking Agreement. A proposal prepared by Republic Parking System and soon to be submitted to you for your consideration would provide a means to increase the cleanliness of all the garages while at the same time result in $12,747.28 in annual savings to the City of Roanoke. Should the revised Management Fee Schedule not be agreeable to the City of Roanoke, please use this letter as Republic Parking System's ninety (90) day written notice of termination as provided for in Section 5, Subsection E. of the Parking Agreement dated November 23, 1993. All of us at Republic Parking System are enjoying our working relationship with the City of Roanoke and look forward to continuing our association. I look forward to hearing from you. incerely, Regional Vice President Republic Parking System, Inc. cc: Stephen Mancuso MaW F. Parker, CMCIAAE c~ c~rk CITY OF ROANOKE Office of the City Clerk 8andra H. Eakin Deputy C~y Cterk August 23, 1996 File ~20-32-60-62-67-70-144-256-270-313-361 - 363-410-472-514 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33083-081996 amending and reordaining certain sections of the 1996-97 General, Transportation, and Fleet Management Fund Appropriations, appropriating funds from the Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings, in connection with certain operational needs of various City departments. Ordinance No. 33083-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. H:~,COU NClL~A UG U ST. 1 g IN THE COUNCIL OF THE CITY OF ROANOKE, The 19th day of August, 1996. No. 33083-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 General, Transportation, and Fleet Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation Government of the City of Roanoke, an emergency exist. Roanoke THEREFORE, BE IT ORDAINED by the that certain sections of Transportation, and the same are hereby, part: Management Fund of the Municipal is declared to Council of the City of the 1996-97 General, Fleet Management Fund Appropriations, be, and amended and reordained to read as follows, in ~eneral Fund Appropriations Judicial Administration General District Court (1) ......................... Public Works Snow Removal (2) ................................... Solid Waste Management (3) ......................... Parks Maintenance (4) .............................. Communications (5) ................................. Buil4ingMmintenance (6) ........................... Streets Maintenance (7) ............................ Parks, Recreation and Cultural Recreation (8) ..................................... Nondepartmental Transfers to Other Funds (9-10) .................... FuDd Balance $ 4,071,108 45,738 $ 22,740,280 158,440 4,796,725 3,846,869 2,182,891 3,189,378 2,314,635 $ 4,837,075 1,530,676 $ 107,924,463 53,844,359 Reserved CMERP - city (11) ......................... $ 5,058,127 Transportation Pund Appropriations Operating Church Avenue Parking Garage (12) ................... Revenue NonOperating Transfers from Other Funds (13) ..................... $ 2,708,861 228,534 $ 1,002,890 1,001,133 F~egt Management Fund ADDroDriations Operating Fleet Management Capital Outlay (14) ................ Revenue NonOperating Transfers from Other Funds (15) ..................... Retained Earninas Retained Earnings - Unrestricted (16) ................ 1) Administrative Supplies 2) Other Equipment 3) Other Equipment 4) Other Equipment 5) Expendable Equipment < $1,000 6) Maintenance Third Party Contra~t 7) Other E~uipment 8) Other Equipment 9) Transfe~ to Transportation Fund 10) Transfer to Fleet (001-070-2120-2030) (001-052-4140-9015) (001-052-4210-9015) (001-052-4340-9015) (001-050-4130-2035) (001-052-4330-3056) (001-052-4110-9015) (001-052-7110-9015) (001-004-9310-9507) Management 11) Reserved CMERP - City 12) Maintenance - Buildings 13) Transfer from General Fund 14) Vehicular Equipment Fund(001-004-9310-9506) (001-3323) (007-056-8220-2050) (007-020-1234-1037) (017-052-2642-9010) 1,800 6,100 1,500 11,958 2,385 18,000 5,000 10,000 25,000 17,253 145,059) 25,000 25,000 73,547 $ 4,984,278 2,917,675 $ 1,054,680 67,253 $ 2,011,144 15) Transfer from General Fund 16) Retained Earnings - Unrestricted (017-020-1234-0951) 17,253 (017-3336) ( 56,294) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke',-Virginia- August 19, 1996 96-348 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council SUBJECT: Fund Appropriation from Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings I. Background on the subject in chronological order is: ho The Prior Year Capital Maintenance and Equipment Replacement Program has identified various operational needs for various City departments. Bo A listing of items costing less than $75,000 is identified as Attachment "A" of this report. The City Manager, by authority designated by Council, can approve expenditures less than $75,000 once the Funds for the expenditures have been appropriated by Council. Do The items listed on Attachment "A' either have already been bid or will be in accordance with the procurement section of the Code of the City of Roanoke. II. Current Situation is: A° Funds necessary for the acquisition of the items listed on Attachment "A" are available in the Prior Year Capital Maintenance and Equipment Replacement Program and Prior Year Retained Earnings account and must be appropriated by City Council. Fund Appropriations Page 2 III. Issues in order of Importance are: A. Need B. Fundine C. Timine IV. Alternatives in order of Feasibility are: Ao City Council appropriate $201.353 to various departmental accounts to provide for the purchase of items listed on Attachment "A" of this report. Need for the requested items have been previously justified as essential. Funding is available in the Prior Year Capital Maintenance and Equipment Replacement Program and Fleet Management Prior Year Retained Earnings account to provide for the purchases as requested. Timing will allow for the purchase of the requested items in the most efficient manner. Bo City Council not appropriate $201,353 to various accounts as requested. Need for the acquisition of necessary items would not be accomplished. Funding designated for the requested items would not be expended at this time. o Timing for the acquisition would not be accomplished in the most efficient manner. Fund Appropriations Page 3 Ye Recommendation is that City Council concur with Alternative "A' and appropriate $201.353 as follows: A. $145.059 from Prior Year General Fund Capital Maintenance and Equipment Replacement Program as follows: 1. $1,800 to General District Court Account O01-070-2120- 2030 2. $6.100 to Snow Removal Account 001-052-4140-9015 3. $1.500 to Solid Waste Management Account O01-052- 4210-9015 4. $11,958 to Parks and Grounds Account 001-052-4340- 9015 5. $10,000 to Recreation Account 001-052-7110-9015 6. $2.385 to Communications Account O01-050-4130-2035 7. $46.063 to Fire Department Account O01-050-3213-9015 8. $18.000 to Building Maintenance Account O01-052-4330- 3056 9. $5,000 to Streets and Traffic Account O01-052-4110-9015 10. $25.000 to Williamson Parking Garage Account 007-056- 8220-2050 11. $17,253 to Fleet Management Account 017-052-2642- 9010 Fund Appropriations Page 4 Bo $56.294 from Fleet Management Prior Year Retained Earnings Account 017-052-2642-9010 Respectfully Submitted, W. Robert Herbert, City Manager cc: City Attorney City Cleric Director of Finance Director, Utilities & Operations Director, Public Works Director, Public Supply Management & Budget Manager, Supply Management Attachment "A" Funds designated from Prior Year Capital Maintenance and Equipment Replacement Program General District Court Pay Window Voice Amplifier and Electric Security Lock $ 1,800 Snow Removal Two (2) New Snow Plows $ 6,100 Solid Waste Management One ( 1 ) New Car Vision System for Refuse Truck 1,500 Parks and Grounds One ( 1 ) Set Floatation Turf Tires for Tractor Two (2) Portable Watering Tanks and Pumps $ $ 4,958 7,000 Recreation New Lighting Equipment for City Swimming Pools $10,000 Communications Three (3) New Front Mount Mobile Radios $ 2,385 Fire 22 Sections of Fire Hose Self Contained Breathing Apparatus Operational Equipment and Supplies for Fire Truclcs $ 5,747 $ 5,037 $35,279 Attachment "A" Page 2 Building Maintenance Remodel Ladder Bay of Fire Station #2 $18,000 Streets and Traffic One ( 1 ) Flashing Directional Arrow Sign $ 5,000 Parkine Garaee Projects to bring Williamson Road Parldng Garage into compliance with City Code $ 25,000 Fleet Management Replacement of Brush Chipper $ 17,253 II. Funds designated from Prior Year Retained Earnings Account Fleet Manaeement Replacement of Two (2) Police Three Wheeled Utility Vehicles Replacement of Cement Truck by a used Cement Truck 21,294 35,000 Total $201.353 Mary F. Parker, CMCIAAE c~y Ck~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File #2-53-60-166-184-209-217-337 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33084.081996 amending and reordaining certain sections of the 1996-97 Capital Projects Fund Appropriations, providing for the transfer of $500,000.00 to allow for continuation of the Employee Parking Program. Ordinance No. 33084.081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management William F. Clark, Director, Public Works Barry L. Key, Manager, Office of Management and Budget H:~:OUNClL~AUGUST. lg IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33084-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Capital Projects Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Capital Projects Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations General Government Employee Parking (1) .............................. Capital Improvement Reserve Public Improvement Bonds - Series 1996 (2) ........ $ 8,722,521 700,000 $ 20,978,116 17,948,076 1) Appropriated from Bond Funds (008-056-9698-9001) $ 500,000 2) Employee Parking (008-052-9701-9192) (500,000) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall'be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia August 19, 1996 96-349 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and members of Council: SUBJECT: Appropriation of Funds Back~ound on the subject in chronological order is: Ao September, 1994 a plan was developed to address the Employee Parking Recommendation. Bo The Employee Parking Plan addressed the need to acquire lots in the close proximity to the Municipal Complex and the Jefferson Center to serve as space for Employee parking and Jefferson Center functions. Co December, 1995 a lottery was conducted with all Downtown employees. 139 parking spaces were assigned. Do June. 1996 a second lottery was conducted for additional space made available since the lottery of December, 1995. The second lottery assigned 84 parldng spaces to employees. Eo Four (4) parcels have been acquired to date. All property acquisitions are approved by the Water Resources Committee and City Council. Fo Public Improvement Bond 1996 designated $1,000,000 to Employee Parking Plan to allow for acquisition of property, demolition of structures (if necessary) appropriate grading and beautification of those Employee Parldng areas. II. Current Situation is: Ao Transfer of Funds, by City Council, is needed to allow for the continuation of the Employee Parking Plan. Fund Appropriations Page 2 III. Issues in order of importance are: A. Need B. Timine C. Fundin~ IV. Alternatives in order of feasibility are: ho City Council transfer $500,000 from Capital Improvement Account entitled Public Improvement Bond 1996 - Employee Parking to the Employee Parking Account to allow for the continuation of that program. Need is for acquisition of property, appropriate grading, marking and beautification of and for Employee Parldng areas. Timing will allow this project to proceed in an effective and efficient manner. Bo Funding is available and designated in the Capital Improvement 1996 Bond Account to accomplish this project. City Council not transfer $500.000 to Employee Parking Account. Need for the continued development of Parldng areas for Downtown employees could not be accomplished. Timine would not be a factor in this alternative. Funding designated for this project would not be expended at this time with this alternative. Fund Appropriations Page 3 CC: Recommendation is that City Council concur with Alternative "A' and transfer $500,000 from Capital Improvement Account 008-052-9701- 9192 entitled Public Improvement Bond 1996 - Employee Parldng to Employee Parldng Account 008-056-9698-9050. Respectfully Submitted, W. Robert Herbert City Manager City Attorney City Cleric Director of Finance Director of Utilities & Operations Director of Public Works Management & Budget Manager, Supply Management Mary F. Parker, CMCIAAE C~y C~,rk CITY OF ROANOKE Office of the City Clerk 8andre H. Eakin ~puty c~y Ck, rk August 23, 1996 File #2-53-166-184-209-217-337 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, August 19, 1996, Vice-Mayor Wyatt expressed concern with regard to the safety of certain City employees whose workshiff ends at 11:00 p.m., and walk to parking lots in the vicinity of the Municipal Building complex. With the concurrence of Council, the matter was referred to you for appropriate response. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Rose M. Woodford, Executive Secretary, City Manager's Office H:~COUNClL~AUGU~T. lg Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk August 26, 1996 File #54-289 Sandra H. Eakin Deputy City Clerk W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33085-081996 providing for an amendment to the agreement between the City of Roanoke and the Roanoke Valley Society for the Prevention of Cruelty to Animals (SPCA) to increase impoundment boarding fees charged by the SPCA; and directing an amendment to the Fee Compendium. Resolution No. 33085-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. pc: Frank G. VanBalen, President, Roanoke Valley Society for the Prevention of Cruelty to Animals, 4520 East Park Drive, N. W., Roanoke, Virginia 24019-7558 Wilbum C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance George C. Snead, Jr., Director, Public Safety M. David Hooper, Chief, Police Department H:tCOUNCIL~AUGUST.19 IN T}tE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33085-081996. A RESOLUTION providing for an amendment to the agreement between the City of Roanoke and the Roanoke Valley Society for the Prevention of Cruelty to Animals ("SPCA") to increase the impoundment boarding fees charged by the SPCA; and directing an amendment of the Fee Compendium. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The agreement dated January 3, 1994, between the City and the SPCA is hereby amended to increase the daily impoundment boarding fee to $7.75 per animal/per day, effective September 1, 1996. 2. The Fee Compendium of the City, maintained by the Director of Finance and authorized and approved by the City Council by Resolution No. 32412-032795, adopted March 27, 1995, effective as of that date, shall be amended to reflect the new impoundment fees to be charged, all as more particularly set forth in the City Manager's report to this Council dated August 19, 1996. ATTEST: City Clerk. August 19, 1996 Council Report #96-405 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Notice of increased rate schedule for services provided by the SPCA to the City of Roanoke and proposal to increase boarding fees for impounded animals. ao The SPCA has provided space and staff support for the City Animal Pound under a contractual basis since 1979. Bo On September 21. 1994. the City of Roanoke authorized the re- newal of the contract with the SPCA. Co Thi~ Gontract set forth a daily boarding fee charged to the City by the SPCA of S6.00 per animal/per day. Do The City. in turn. assesses a boarding fee to owners of im- pounded dogs and cats. E o The present boarding fee assessed by the City for impounded dogs and cats is $5.00 per animal/per day, as included in the City's Fee Compendium. Escalatin~ reimbursement fees also are assessed to habitual offenders, scaled to the number of offenses within any 36- month time span. There are no recommended changes for these fees. II. Current Situation: ao A notice of a rate increase by the SPCA was provided by a letter from Frank G. VanBalen, president of the SPCA, dated March 20, 1996. (See Attachment "A") The present fee of ~6.00 per animal/per day does not GOV~r the expenses incurred by the SPCA to provide boarding, health care, administrative costs, and drugs for animal euthanasia. Page 2 Members of Council August 19, 1996 Co The effective date of the rate increase from $6.00 to $7.75 for a daily boarding fee for impounded animals is September 1, 1996. Do The SPCA's boarding fee charged to the City should be e_qual to the boarding fee charged by the City to owners of impounded dogs and cats, or the City will be subsidizing the boarding cost paid by pet owners. III. Issues: A. Public awareness. B. Effect of proposed change. C. Legal concerns. IV. Alternatives: ao Provide for the SPCA's rate increase to $7.75 and amend the City's Fee Compendium to increase the council-authorized impoundment boarding fee from S5.00 per animal/per day to S7.75 per animal/per day. Public awareness would be addressed through open dis- cussion in City Council and enhanced by media releases by the City. Signs would be posted at the City Pound an- nouncing the new fee structure. o The proposed changes would have very_ little effect on City operations. 3. Legal concerns would re_quire: An amendment to the present SPCA contract be ef- fected by the City Manager, with authorization from City Council, prior to September 1. 1996. bo As addressed in ~6-28(b) (1) of the City Code. City Council is authorized to set the im_Doundmen~ £~e at a level which would repay the City for the expense of impounding and providing for the animal. Page 3 Members of Council August 19, 1996 4. The overall costs to the City would increase. so ~rior to 1994. the City paid a flat monthly board- ing fee to the SPCA of ~4.080.00 per month or ~48.960.00 per year. bo This past year. paying S6.00 per animal/per day~ the cost for boarding impounded animals was C o The increased fee would increase costs by 23%. The projected costs for the 12 months after the rate increase would be S85.127.00. The number of impounded animals has increased every ~,~q~. If this increase continues for this next year at the same rate, the Drogected costs would be closer to S92.000.00. so In FY 96-97. $105.960.00 has been allocated in Account #3530-2010 for Animal Control Professional Fees. This is adequate to provide for the increased costs. f o Increasing the City's authorized impoundment fee, as set forth in the fee compendium, ~ offset the cost to the City for animals released to owners but would have very_ little impact on total costs. (Note: Less than 15% of all animals im- pounded are claimed by an owner. In FY 95-96, a total of 2,672 animals were impounded. Of those, only 391 were released to an owner, with an im- poundment fee collected.) B. Take no action. 1. Public awareness would not be an issue. 2. The overall effect would be unknown. The legal re_quirements to amend the SPCA contract would not be addressed. o Costs would be dependent on the City's continued contrac- tual relationship with the SPCA. Page 4 Members of Council August 19, 1996 Vo Recomm--~-tiOn: ao That the City adopt Alternative "A" and authorize the City Manager to amend the present SPCA contract to provide for the SPCA rate increase from $6.00 per animal/per day to $7.75 per animal/per day. Bo That Council authorize the Director of Finance to amend the City's fee compendium to increase the impoundment boarding fee from the present $5.00 per animal/per day to $7.75 per animal/per day. Respectfully submitted, W. Robert Herbert City Manager WRH:RDS:lfs Attachment "A": VanBalen letter dated March 20, 1996 C: \WPWIN6 0\WPDOCS\BORDFBg4. RPT VFP, Inc. n.C. Box 11927 Roanoke, Virginia 24022-1927 (540) 977-0500 20 March 1996 Mr. George Snead Director of Public Safety City of Roanoke ATTACHMENT"A" 4520 EastPark Drive Roanoke, Virginia 24019-7558 Fax (540) 977-5555 4' ~, . ~'" OFF;CE , il :,' 215 Chumh Avenue · -.._ Roanoke, Virginia 24011 Dear Chip: As per our conversation this afternoon I am taking this oppodunity to submit a new rate schedule for the City of Roanoke for the year 1{)96 - 1{){)7. Our present fee is $6.00 per animal per day. We are requesting that this rate be raised to $7.75 per animal per day. As we pinpoint our costs more closely at the SPCA we find that $6.00 per day does not cover the expense Involved In keeping animals for the city. As you know we do board these animals for a set number of days. We are ai~o theft faced with the problems Involved in keeping these animals, the collection of the fees for the anlmala and dispersing these fees to the city. Also we find that .50% to 60% of the aftlmMs brougM In by the various munldpalitles must be put down which In Itself is an expensive proposition. The actual cost of both Fatal Plus and vaccines amount to over a dollar an animal put down or received for adoption by the SPCA and this does not Include labor or the trauma of this action. It is our intention tO work aS closely Jla po~Slbte with the city of Roanoke to handle the animals brought In by animal control but aa w~ look at the budgeted figures we find that we must perforce go up to $7.75 per animal per day lo Cover our expenses. This new rate will extend lo Roanoke County, Botetourt County, craig County, and Vinton. I hope this meats with your approval. Ve~/truly yours, Frank G. V~n Belen President SPCA FVB:vmk Mary F. Parker, CMCIAAE C~y Clerk CI T Y OF R OA NOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File #72-236-304-467 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33087-081996 endorsing the grant application made on behalf of the City of Roanoke to the United States Department of Agriculture for the 1996 Summer Food Service Program, accepting the subsequent grant award, and authorizing execution of the necessary documents in connection with the grant and negotiation and execution of the appropriate interagency agreements. Resolution No. 33087-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19,1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. H:~COUNClL~,UGUST. lg 'V~. Robert Herbert City Manager August 23, 1996 Page 2 pc: Alan R. Crane, Supervisor, Summer Food Service Program, U. S. Department of Agriculture, Food and Consumer Service, Mercer Corporate Park, 300 Corporate Boulevard, Robbinsville, New Jersey 08691-1598 Neva J. Smith, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Theodore J. Edlich, III, Executive Director, Total Action Against Poverty in Roanoke Valley, P. O. Box 2868, Roanoke, Virginia 24001 Dr. E. Wayne Harris, Superintendent, Roanoke City Public Schools Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget Glenn D. Radcliffe, Director, Human Resources Marion Vaughn-Howard, Youth Coordinator H:tCOUNClL~AUGUST.19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33087-081996. A RESOLUTION endorsing the grant application made on behalf of the City of Roanoke to the United States Department of Agriculture for the 1996 Summer Food Service Program, accepting the subsequent grant award, and authorizing execution of the necessary documents in connection with the grant and the negotiation and execution of the appropriate interagency agreements. BE IT RESOLVED by the Council of the City of Roanoke that: 1. This Council endorses the application made on behalf of the City of Roanoke to the United States Department of Agriculture for the 1996 Summer Food Service Program. 2. The City of Roanoke accepts any subsequent grant award from the United States Department of Agriculture for the 1996 Summer Food Service Program in an amount not to exceed $151,169.89. 3. The City Manager or the Assistant City Manager is hereby authorized to execute any and all documents required to accept the grant award in an amount not to exceed $151,169.89 from the United States Department of Agriculture for the 1996 Summer Food Service Program and to execute any documents required by the United States Department of Agriculture in connection with said grant. All documents to be in form approved by the City Attorney. 4. The City's Director of Human Development or his designee is authorized to negotiate and execute appropriate interagency agreements with Total Action Against Poverty, Ronaoke Redevelopment and Housing Authority, and Roanoke City Schools, in order to implement the program funded by the grant, upon the terms and conditions set forth in the report to this Council dated August 19, 1996. Such agreements shall be in form approved~by the City Attorney. ATTEST: City Clerk. H:\RES~q.-SUMFD.96B Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Dep.ty C~y Ck~rk August 23, 1996 File f~0-72-236-304-467 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33086-081996 amending and reordaining certain sections of the 1996-97 Grant and General Fund Appropriations, providing for appropriation and transfer of funds in connection with the Virginia Summer Food Service Program Grant application to the U. S. Department of Agriculture. Ordinance No. 33086- 081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Diane S. Akers, Budget Administrator, Office of Management and Budget Glenn D. Radcliffe, Director, Human Resources Marion Vaughn-Howard, Youth Coordinator Vickie S. Tregubov, Grants Compliance Monitor HN:~OUNClL~AUGUS'r. 1 g IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33086-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Grant and General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of. Roanoke that certain sections of the 1996-97 Grant and General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: AmDroDriatiQns Health and Welfare Summer Food Program 1996-97 (1-2) ................. Revenue Health and Welfare Summer Foo~ Program 1996-97 (3-4) ................. General Pund ADDrODriatio~s General Government Director of Human Development (5) ................. Nondepartmental Transfers to Other Funds (6) ...................... 1) Temporary Wages (035-054-5181-1004) $ 2) Program Activities (035-054-5181-2066) 26,133 140,281 $ 3,212,699 166,414 $ 3,212,699 166,414 $ 10,105,929 183,282 $ 53,956,350 53,817,351 3) Federal Grant Receigts 4) Local Match 5) Fees for Professional Services 6) Transfer to Grant Fund (035-035-1234-7227) $ 151,169 (035-035-1234-7228) 15,245 (001-054-1270-2010) (001-004-9310-9535) ( 15,245) 15,245 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia August 19, 1996 Report #96-555 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: SUBJECT: Virginia Summer Food Service Program Grant Application to the U.S. Department of Agriculture Background: Ao The U.S. Department of Agriculture (USDA) solicited applications from municipalities to participate in the 1996 Virginia Summer Food Service Program. The purpose of the program is to provide nutritionally balanced, healthy meals to children, ages 1 through 18, of Iow-income families at designated sites within the City during the summer months of 1996. Cost reimbursements are made to program sponsors (City of Roanoke), by the U.S. Department of Agriculture, at a rate of $1.20 per breakfast meal and $2.16 per lunch meal consumed by a participating eligible youth. $1 5,245.00 has been allocated by City Council in the 1996-97 budget to the Director of Human Development to support the staffing and administration of this program. The Virginia Summer Food Service Program is similar in concept to the National School Lunch Program and the participants' eligibility is comparable to that used to determine eligibility for free, or reduced price meals during the school year. Roanoke operated this program in 1993, 1994 and in 1995 serving approximately 1,300 eligible youth daily at thirteen feeding locations in the City. Approximately 35,000 meals were consumed during each summer. SFSP Grant Application Report #96-555 Page 2 II. Go The need for this program and potential operational plans were originally explored and developed by a task force of the City Manager's Human Development Steering Committee. Departments/Agencies represented included the Department of Social Services, the Fifth District Employment and Training Consortium (FDETC), City Parks and Recreation, Roanoke Redevelopment and Housing Authority, and Total Action Against Poverty. The U.S. Department of Aqriculture is supportive of efforts by the City of Roanoke to continue this program and has provided the assistance necessary to accomplish the program's objectives. Present Situation Ao Bo The grant application for the Virqinia Summer Food Service Proqram was prepared by the Office on Youth on behalf of the City of Roanoke for consideration by the U.S. Department of Agriculture for the funding period June 17, 1996 through August 31, 1996. (Notice of the tentative grant award was received June 1996.) Approximately 130 (breakfast) and 770 (lunch) daily meals have been prepared at these 15 sites: Apple Ridge Farms, Cooper Hill (off-site center) Blue Stone Housing Project Eureka Park Recreation Center Fallon Park Hunt Manor Housing Project Hurt Park Housing Project Indian Rock Village Housing Project Jamestown Place Housing Project Landsdowne Housing Project Lincoln Terrace Housing Project Jackson Park Recreation Center Rutherford Head Start Center SFSP Grant Application Report #96-555 Page 3 Strauss Park YMCA at Westside School Noel C. Taylor Academy The fifteen(15) locations reflect both the success of last year's program and the broad need existing for such a program for youth in the City. The Directorate of Human Development administers the project in conjunction with the Office on Youth and in collaboration with the following departments and agencies: Roanoke City Schools, Parks and Recreation, Department of Social Services, Roanoke Redevelopment and Housing Authority (RRHA), and Total Action Against Poverty (TAP). The department/agencies will provide the following: Office on Youth -- Monitoring, Administration, and Daily Project Manager - Cost to the City is $15,245.00 anticipated & appropriated in the 1996-97 Human Development budget Parks & Recreation -- Provision of four sites within the parks plus additional staff - no cost to the city City Schools -- Will prepare and deliver over 29,000 meals to 15 sites at a cost of $.90 per breakfast and $1.88 per lunch - to be reimbursed by the Department of Agriculture per grant award - no cost to city Department of Social Services, Employment Services - Participants of the work experience component of Employment Services gain work experience while providing assistance to the Summer Food Program RRHA -- Provision of site facilities at seven housing project sites - $75.00 per site for cleaning and lock replacement only if facility is left in unsatisfactory condition TAP -- Head Start (Rutherford Center) site facility - no cost to the city E. Approximately 23,850 meals have been provided to date. SFSP Grant Application Report//96-555 Page 4 III. IV. F. Costs reimbursable by the U.S. Department of Agriculture is based upon the number of meals consumed by eligible youth participants. G. Cost projections from USDA fundinq total $151,169.89. The cost to the city is $15,245.00. Issues: A. Cost to the City B. Need for Food Service in the Community C. Effective and Efficient Delivery of Services Alternatives: Endorse the application submitted, and Accept the subsequent grant award and authorize the City Manager to execute all documents necessary to accept the grant from the U.S. Department of Agriculture in the amount not to exceed $151,169.89. 2. Authorize the Director of Human Development or his/her designee to negotiate and execute appropriate interagency agreements with TAP, RRHA, and Roanoke City Schools to facilitate the success of the project; Appropriate $151,169.89 in federal grant funds and transfer $15,245.00 from the general fund accounts to grant fund accounts to be established by the Director of Finance, for the Virginia Summer Food Service Program. ao Cost to the City - $15,245.00 has been appropriated by City Council in the 1996-97 budget to the Director of Human Development to support the additional staffing and administration of this program. There will be no additional cost to the City, since remaining expenses are reimbursable through the USDA or volunteers budgeted through Office on Youth internship program funds. SFSP Grant Application Report #96-555 Page 5 Mo Need for Food Services in the community - Need is wide-spread and the project accommodates targeted efforts to provide nutritionally balanced meals to approximately 694 youths, daily. Effective and Efficient Delivery of Services - Agreements with RRHA, TAP, and Roanoke City Schools promote both the effective and efficient delivery of services to Roanoke City residents whom the project is designed to assist. B. Do not endorse the grant application; and Do not accept grant award from the U.S. Department of Agriculture or authorize execution with necessary agreements with RRHA, TAP, and Roanoke City Schools. Cost to the City - No direct cost impact to the City. Need for Food Services in the Community - Need will continue without program of intervention for 694 youths. Effective and Efficient Delivery of Services - Potential interagency services would not be utilized to address needs without U.S. Department of Agriculture resources. Recommendations: Approve Alternative A: A. Endorse the application submitted, and Accept the subsequent grant award and authorize the City Manager to execute all documents necessary to accept the grant from the U.S. Department of Agriculture in the amount not to exceed $151,169.89. Authorize the Director of Human Development to neqotiate and execute a contract for food service with Roanoke City Schools as well as appropriate interdepartment agreements with Parks SFSP Grant Application Report #96-555 Page 6 and Recreation and DSS, and agency agreements with RRHA, and TAP; all agreements and contracts to be in a form approved by City Attorney; and o Appropriate $151,169.89 in federal grants funds and transfer $15,245.00 from general fund account 001-054-1270-2010 to accounts to be established in the grant fund by the Director of Finance. Respectfully submitted, W. Robert Herbert City Manager WRH/MVH/mm Attachment O; Director of Finance City Attorney Director of Human Development Youth Planner ATTACHMENT A United Stutoo DEqmrtrnont of Aefiouiture Foocl and Consumer Service Mid-Atlantic Region Mercer Corporate P~rk 300 Corporate Boulevard RolYoineville, N.J. 08691-1598 Glenn D. Radcliffe, Director Human Development Directorate Room 354, Municipal Building 215 Chumh Avenue, SW Roanoke, Virginia 24011 JUN i996 Dear Mr. Radcliffe: We are pleased to advise you that your application for participation in the 1996 Virginia Summer Food Service Program (SFSP) has been approved. The Agreement Number 02-51-58745-003, which appears on the program documents, should be referred to in all future correspondence and communications with this office. We are providing the following items for your files, information and use: 1. one copy of the signed Agreement (FCS-80); 2. one copy of the Sponsor Application (FCS 81); 3. one copy of the signed Policy Statement; 4. Summer Food Service Program File Update Form (FCS-558); and 5. Claim for Reimbursement forms (FCS-143). Please review the File Update Form (FCS-558), in particular, to ensure that the data recorded on it conform to the information reported to us in your application forms. The FCS-558 form is the means by which we enter data into our computerized payment system. You may also contact our office by using a fax machine. We now have two telephone numbers to which you can fax materials to our office: (609) 259-5026 and (609) 259-5147. Any document sent to this office using a fax should be marked to the attention of the 'Summer Food Service Program." Documents which require an odglnaJ signature, such as a SFSP reimbursement claim, may not be submitted via fax. We remind you of the following: O You are required to operate in accordance with the signed Agreement. YOU MUST NOTIFY THIS OFFICE OF ANY CHANGES IN PROGRAM OPERATIONS, SUCH AS ADDITIONS OF NEW FEEDING SITES, ADDITIONS OF MEALS, CHANGES IN THE TIMES OF MEALS, AN 2 I, AJCREASE IN AUTHORIZED DAILY PARTICIPATION LEVELS. You may do this by telephone. The changes, if approved, would be made effective the date of your telephone call; however, you must confirm your call with a written request and you may not claim any additional meals until after you have received our written confirmation. o You must notify this office when you plan to take meals off site on day or field trips. You may notify either this office or the USDA Field Office nearest you, but you must do this in advance of the trip for our approval. The USDA Field Offices responsible for Virginia ara located in Richmond, (804) 287-1710; Charleston, West Virginia, (304) 347-5944; Bluefield, West Virginia, (304) 324-8081; and Towson, Maryland, (410) 962-2390. o You must ensure that children eat all meals on site. Site personnel must be sure to supervise all children on the site while they are eating meals. Only meals that children eat on site are eligible for reimbursement. o When signing the Application and Agreement, you certified that your organization will accept final financial and administrative rasponsibility for program operations at all your sites and that your organization will diractly operate the program at each site. Diract operation means that you are responsible for (1)managing site staff, including hiring, conditions of employment and termination, and (2) managing program operations at sites during the period of program participation. The requirement of managing site staff does not prohibit the staffing of sites by paid or volunteer employees; however, site staff must be ultimately responsible to you. We look forward to working with you on a successful Summer Food Service Program this summer. Should you have any further questions, please feel free to contact Sharon Gellman of our SFSP staff at (609) 259-5130. Sincerely, Supervisor Summer Food Service Program Enclosures ROANOKE.CAL [for ~'other" sponsors not serf-prep or in a rurat area] 1996 VIRGINIA SUMMER FO00 SERVICE PROGRAM ROANOKE HUMAN DEVELOPMENT DIRECTORATE 6/26/96 OPERATING BKFST = $1.2075 #OTHER" RATES LUNCH = $2.1675 ADMIN SNACK = $.5700 RATES SUPPER = $2.1675 BKFST = $.0875 LUNCH = $.1700 SNACK = $.0450 SUPPER = $.1700 SITE SITE MEALS PER DAY NUMBER HAME DAYS BRKFST LUNCH SNACK SUPPER 1 Apple Ridge Farm Comp[ex 52 35 35 0 0 2 Blue Stone Park Housing Proj 54 0 60 0 0 3 Eureka Park Rec. Center 54 0 60 0 0 4 Hunt Manor Housing Project 54 0 50 0 0 5 Hurt Park Housing Project 54 0 65 0 0 6 Indian Rock Village 54 0 65 0 0 7 Jamestown Place Housing 54 0 65 0 0 8 Landsdo~ne Housing Project 54 0 85 0 0 9 Lincoln Terrace Housing Proj 54 0 80 0 0 10 Jackson Park Rec. Center 54 0 25 0 0 11 YMCA Family Center 54 65 65 0 0 12 Fallon Park 54 130 140 0 0 13 Rutherford Head Start 54 0 45 0 0 14 Strauss Park 54 0 45 0 0 15 YMCA Family Center 54 65 65 0 0 16 Noel C. Taylor Learning Acad 49 0 95 0 0 TOTAL MEALS TOTAL TOTAL BRKFST LUNCH SNACK SUPPER OPERATING ADMINISTRATIVE 1,820 1,820 0 0 $6,142.50 $468.65 0 3,240 0 0 $7,022.70 $550.80 0 3,240 0 0 $?,022.70 $550.80 0 2,700 0 0 $5,852.25 $459.00 0 3,510 0 0 $7,607.93 $596.70 0 3,510 0 0 $7,607.93 $596.70 0 3,510 0 0 $7,607.93 $596.70 0 4,590 0 0 $9,948.83 $780.30 0 4,320 0 0 $9,363.60 $7'34.40 0 1,350 0 0 $2,926.13 $229.50 3,510 3,510 0 0 $11,846.25 $903.83 7,020 7,560 0 0 $24,862.95 $1,899.45 0 2,430 0 0 $5,267.03 $413.10 0 2,430 0 0 $5,267.03 $413.10 3,510 3,510 0 0 $11,8~6.25 $903.83 0 4,655 0 0 $10,089.71 $791.35 53.56 295 1,045 0 0 15,860 55,885 0 0 $140,281.69 $10,888.20 $151,169.89 Mary F. Parker, CMCIAAE C~y Clerk CITY OF ROANOKE Office of the City Clerk August 23, 1996 File ~60-72-236-246 Sandra H. Eakin Deputy C~y Ck~rk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33088-081996 amending and reordaining certain sections of the 1996-97 Consortium Fund Appropriations, providing for appropriation of additional funds totalling $1,078,709.00 to the Fifth District Employment and Training Consortium. Ordinance No. 33088-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Glenn D. Radcliffe, Director, Human Resources Vickie L. Price, Administrator, Fifth District Employment and Training Consortium Vickie S. Tregubov, Grants Compliance Monitor Diane S. Akers, Budget Administrator, Office of Management and Budget H:~COUNClL~,UGUS'T. 19 IN THE COUNCIL OF THE CITY OF ROANOKE, The 19th day of August, 1996. No. 33088-081996. VIRGINIA AN ORDINANCE to amend and reordain certain sections of the 1996-97 Consortium emergency. WHEREAS, for Government of the exist. THEREFORE, BE Roanoke that certain Fund Appropriations, and providing for an the usual daily operation of the Municipal City of Roanoke, an emergency is declared to Appropriations, be, and the same are hereby, to read as follows, in part: IT ORDAINED by the Council of the City of sections of the 1996-97 Consortium Fund amended and reordained ADDroDriat~ons Fifth District'Employment and Training. Consortium - FY96-97 $ Title II - A (1-25) .................................. Title II - C (26-46) ................................. Title III - F (47-65) ................................ CDBG - Bootstrap (66-69) ............................. CDBG - Business Training Initiative (70-74) .......... CDBG - Opportunity Knocks (75-79) .................... Title III - 40% (80-103) ............................. Fifth District-Employment and Training Consortium - FY96-97 $ Title II - A (104) ................................... Title II - C (105) ................................... Title III - F (106) .................................. CDBG - Bootstrap (107) ............................... CDBG - Business Training Initiative (108) ............ CDBG - Opportunity Knocks (109) ...................... Title III - 40% (110) ................................ 1) Administrative Wages (034-054-9761-8350} $ 57,206 2) Administrative Fringes (034-054-9761-8351) 13,302 1,078,709 364,334 54,801 246,999 8,466 49,941 15,618 338,550 1,078,709 364,334 54,801 246,999 8,466 49,941 15,618 338,550 3) 4) 5) 6) 7) 8) 9) lo) 11) 12) 13) 14) 15) 16) 17) 18) 19) 2O) 21) 22) 23) 24) 25) 26) 27) 28) 29) 3O) 31) 32) 33) 34) 35) 36) 37) 38) 39) Administrative Travel Administrative Communications Administrative Supplies Administrative Insurance Administrative Equipment Administrative Miscellaneous Training Wages Training Fringes Training Travel Training Communications Training Supplies Training (034-054-9761-8352) (034-054-9761-8353) (034-054-9761-8355) (034-054-9761-8356) (034-054-9761-8359) (034-054-9761-8360) (034-054-9761-8050) (034-054-9761-8051) (034-054-9761-8052) (034-054-9761-8053) (034-054-9761-8055) Equipment(034-054-9761-8059) (034-054-9761-8060) (034-054-9761-8500) (034-054-9761-8501) (034-054-9761-8030) (034-054-9761-8031) (034-054-9761-8032) (034-054-9761-8033) (034-054-9761-8035) Insurance(034-054-9761-8036) Training Miscellaneous FDETC - I/R FDETC - OJT Services Wages Services Fringes Services Travel Services Communications Services SuPplies Services (034-054-9761-8040) (034-054-9761-8461) (034-054-9763-8350) (034-054-9763-8351) (034-054-9763-8352) (034-054-9763-8353) (034-054-9763-8355) (034-054-9763-8356) (034-054-9763-8360) (034-054-9763-8050) (034-054-9763-8051) (034-054-9763-8052) (034-054-9763-8053) (034-054-9763-8055) (034-054-9763-8056) (034-054-9763-8500) Services Miscellaneous Supportive Services Administrative Wages Administrative Fringes Administrative Travel Administrative commultications Administrative Supplies Administrative Insurance Administrative Miscellaneous Training Wages Training Fringes Training Travel Training Communications Training Supplies Training Insurance FDETC - I/R 250 750 350 750 1,500 1,978 56,615 12,404 2O0 5OO 275 35O 299 150,000 2,500 35,555 8,874 25O 5OO 5OO 25O 426 18,750 12,137 3,159 100 150 100 100 75 20,409 5,502 25 25O 125 175 6,500 40) Training Miscellaneous 41) Services Wages 42) Services Fringes 43) Services Travel 44) Services Communications 45) Services Supplies 46) Supportive Services 47) Administrative Wages 48) Administrative Fringes 49) Administrative Travel 50) Administrative Communications 51) Administrative Supplies 52) Administrative Insurance 53) Administrative Equipment 54) Administrative Miscellaneous 55) BRS Wages 56) BRS Fringes 57) BRS Travel 58) BRS Communications 59) BRS Supplies 60) BRS VEC 61) BRS Equipment 62) BRS Insurance 63) Training - FDETC - I/R 64) Training - ~DETC - OJT 65) Supportive Services 66) Staff Wages 67) Staff Fringes 68) Communications 69) Retraining,. 70) Staff Wages 71) Staff Fringes 72) Communications 73) Supplies 74) Contractual Services 75) Wages 76) Fringes 77) Communications 78) Supplies 79) Lease/Rentals 80) Administrative Wages (034-054-9763-8060) (034-054-9763-8030) (034-054-9763-8031) (034-054-9763-8032) (034-054-9763-8033) (034-054-9763-8035) (034-054-9763-8461) (034-054-9781-8350) (034-054-9781-8351) (034-054-9781-8352) (034-054-9781-8353) (034-054-9781-8355) (034-054-9781-8356) (034-054-9781-8359) (034-054-9781-8360) (034-054-9781-8066) (034-054-9781-8067) (034-054-9781-8068) (034-054-9781-8069) (034-054-9781-8070) (034-054-9781-8405) (034-054-9781-8496) (034-054-9781-8056) (034-054-9781-8500) (034-054-9781-8501) (034-054-9781-8461) (034-054-9786-8350) (034-054-9786-8351) (034-054-9786-8353) (034-054-9786-8500) (034-054-9787-8050) (034-054-9787-8051) (034-054-9787-8353) (034-054-9787-8355) (034-054-9787-8357) (034-054-9792-8350) (034-054-9792-8351) (034-054-9792-8353) (034-054-9792-8355) (034-054-9792-8358) (034-054-9782-8350) 35 3,100 1,134 25 150 50 1,500 28,200 7,050 25O 500 500 500 400 249 33,300 8,300 250 50O 4OO 15,000 5OO 5OO 132,300 3,500 14,800 5,380 1,346 440 1,300 35,250 8,800 225 166 5,500 5,000 1,243 4OO 4OO 8,575 17,727 81) 82) 83) 84) 85) 86) 87) 88) 89) 9O) 91) 92) 93) 94) 95) 96) 97) 98) 99) 100) 101) 1o2) lO3) lO4) lO5) lO6) lO7) 1o8) lO9) 11o) Administrative Fringes Administrative Travel Administrative Communications Administrative Supplies Administrative Insurance Administrative Equipment Administrative Miscellaneous BRS Wages BRS Fringes BRS Travel BRS Communications BRS Supplies BRS Insurance BRS VEC BRS Equipment BRS Miscellaneous Supportive Services Training - FDETC - I/R Training - FDETC - OJT Profiling - Administrative Wages Profiling - Administrative Fringes Profiling - Contractual Services Profiling - Communications Title II - A Revenue Title II -' C Revenue Title III - F Revenue CDBG - Bootstrap CDBG - Business Training Initiative (034-054-9782-8351) $ (034-054-9782-8352) (034-054-9782-8353) (034-054-9782-8355) (034-054-9782-8356) (034-054-9782-8359) (034-054-9782-8360) (034-054-9782-8066) (034-054-9782-8067) (034-054-9782-8068) (034-054-9782-8069) (034-054-9782-8070) (034-054-9782-8056) (034-054-9782-8405) (034-054-9782-8496) (034-054-9782-8060) (034-054-9782-8461) (034-054-9782-8500) (034-054-9782-8501) (034-054-9782-8540) (034-054-9782-8541) (034-054-9782-8542) (034-054-9782-8543) (034-034-1234-9761) (034-034-1234-9763) (034-034-1234-9781) (034-034-1234-9786) (03~-034-1234-9787) CDBG - Opportunity Knocks (034-034-1234-9792) Title III - 40% Revenue (034-034-1234-9782) 7,287 1,750 1,750 1,000 75O 2,500 1,091 47,775 12,077 1,150 1,500 1,250 1,500 10,750 2,250 3,000 20,313 165,775 3,500 26,000 7,000 5O0 355 364,334 54,801 246,999 8,466 49,941 15,618 338,550 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. August 19, 1996 # 96-558 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Appropriation of funding for the Fifth District Employment and Training Consortium ae The Fifth District Employment and Training Consortium (FDETC) administers the federally funded Job Training Partnership Act (JTPA) for the Fifth Planning District. Be The FDETC serves eligible residents in the counties of Alleghany, Botetourt, Craig and Roanoke as well as the cities of Clifton Forge, Covington, Roanoke and Salem. C. This aaency serves two primary client populations: the economically disadvantaged as determined by income guidelines set by the U.S. Dept. of Labor (under Titles II-A, II-C and the Summer Youth Employment Program) and dislocated workers who have been laid off from employment through no fault of their own (under Title III) De The City of Roanoke is the grant recipient for FDETC funding. City Council must appropriate the funding for all grants and other monies the FDETC receives. August 19, 1996 #96-558 Page 2 II. CURRENT SITUATION no Governor's E~mlovment and Training Department (GETD) has sent to the Consortium Notices of Award and adjustments for programs which include on-the-job training, work experience, job related education, classroom training, job placement activities, and remedial education in the following amounts: Title II-A (Adults-Ages 22 and over) - $364,334.00. (Notice of Award 97-03-01) Title II-C (Youth-Ages 16 through 21) - $54,801.00. (Notice of Award 97-03-02) Title III-F (Dislocated Workers) - $246,999,00. (Notice of Award E-01) Virginia Emplo_vment Commission has notified the Consortium of the approval of a request for $338,550,00 to operate a Governor's Regional Project for FY 97. These funds will be used to serve displaced workers. Roanoke City Council approved development of Community Development Block Grant (CDBG) Contracts for Services on July 14, 1996, (Council Report Number 96-23). The following grants were authorized for the Fifth District Employment and Training Consortium: Opportunity Knocks - $15,618,00, Scope of Services: Provide approximately 45 young people (ages 18 to 24) with practical work experience opportunities which benefit the community and offer appropriate education and skill training activities for participants. Operation Bootstrap - $8,466,00. Scope of Services: Provide assistance to approximately 56 very low income families in accessing employment training opportunities and improved housing options. Business Training Initiative - Part 1 - $30,000.00. Scope of Services: Provide assistance to a minimum of seven private sector businesses in identifying the skills needed by employees, creating/retraining 75 jobs. August 19, #96-558 Page 3 1996 Business Training Initiative - Part 2 - $19,941.00. Scope of Services: Provide approximately eight employability development sessions to approximately 64 low to moderate income persons, covering topics such as interview skills and resume development. III. ISSUES A. Program Operations B. Funding C. Timing IV. ALTERNATIVES Appropriate the FDETC's additional funding totaling $1,078,709,00 and increase the revenue estimate by $1,078,709.00 in accounts to be established in the Consortium fund by the Director of Finance. Program Operations - Existing activities will continue and planned programs will be implemented. o Funding - Funds are available from the Grantor agency and other sources as indicated at no additional cost to the City. Timing - Immediate action will allow programs to be implemented and completed within planned time frames, July 1, 1996 through June 30, 1997. Be Do not appropriate the FDETC's funding totaling $1,078,709,00. Program Operations - Planned programs to serve participants would be delayed or never initiated. Funding - Funds currently available to operate these programs may be rescinded and redistributed to other localities. Timing - Delay will cause late or failed start- up of programs and possible under expenditure of available funds. August 19, 1996 #96-558 Page 4 RECOMMENDATION Approve Alternative A: Appropriate the FDETC's funding totaling $1,078,709,00 and increase the revenue estimate by $1,078,709.00, in accounts to be established in the Consortium fund by the Director of Finance. Respectively submitted, W. Robert Herbert City Manager WRH/VLP:wc cc: Director of Finance City Attorney Director of Human Development FDETC Executive Director SDA: Fifth District PY96 NOTICE OF ALLOCATION AWARD PERIOD: July 1, 1996 - June 30, 1999 NOA No.: Contract No. 97-03-01 97-113-03 FUND IDENTIFICATION TITLE II-A - Program Year 1996 CHANGE ~ NEW LEVEL Initial Allocation Tmn~emln Tmn~em Out Deobligation/Reallocation 0' 364,334 364,334 0 0 0' 0 0 0 0 TOTAL AVAILABILITY 0 364,334 364,334 THIS NOTICE~OF AWARD PROVIDES FUNDING AUTHORITY FOR THE GRANT AND TITLE INDICATED UNDER THE PROVISIONS OF THE JOB TRAINING PARTNERSHIP ACT (JTPA). Administrative Expenditures Cap 72,867 · SDA: Fifth District PY96 NOTICE OF ALLOCATION AWARD PERIOD: July 1. 1996 - June 30. 1999 NOA No.: Contract No. 97-03-02 97-113-O3 FUND IDENTIFICATIO~ CHANGE Initial Allocation Transfers In Transfers Out Deobligation/Reailocation 0 54,801 0 54,801 0 0 TOTAL AVAILABILITY 0 54,801 54,801 THIS NOTICE OF AWARD ~ ~ At//tOl:lr/Y FOR THE GRANT AND TITLE INOICATED UNDER THE PROVISIONS oF'rilE JOB 'mANNG PAmta;RSHIP AC/' (JI'PA). / Fiscal Director . - DATE: 0711 96 Administrative Expenditures Cap 10,960 SDA: Fifth District FW'96 NOTICE OF ALLOCATION AWARD PERIOD: July 1, 1996 -June 30, 1999 NOA No.: Contract No. E-01 E97-113-03 FUND IDENTIFICATION CHANGE PRIOR LEVEL THIS NOA NEW LEVEL TITLE Ill-FORMULA (50%) Formula Allocation PY96 0 246.999 246,999 TOTAL FORMULA ALLOCATION 0 246,999 246,999 TITLE Ill-GOVERNOR'S RESERVE (10%) Formula Allocation PY96 TOTAL GOVERNOR'S RESERVE 0 0 0 TOTAL STATE OBLIGATION 0 246,999 246,999 TI-IS NOTICE OF AWARD PROVIDES FUNDING AUTHORn'Y FOR THE JOB ~G P~ ACT TITLES SHOWN ABOVE UNDER THE TERMS OF YOUR JOB TRAINING PLa~I. TOT.a4. ~I'ATE O~UGATION IS TIlE TOTAL AVAILABLE FOR E:XPENDrTtJRE IN YOUR SERVICE DEUVERY AREA FOR THE PERIOD SHOWN ABOVE. APPROVED BY: (' [~ 0 ? ;t 0 96 · Director DATE: Administrative Expenditures Cap 37,050 Administrative expenditures are limited to 15% of total allocation. Dr. Thomas J. Towberrnan Commissioner COMMONWEALTH of VIRGINIA Virginia Employment Commission 703 East Main Street P.. O. Box 1358 Richmond, Virginia 23218-1358 June 21, 1996 Vickie L. Price Administrator Fifth District Employment and Training Consortium 310 West Cnmpbell Avenue, Second Floor Roanoke, Virginia 24016 Dear Ms. Price: Your application for $338,550 to operate a Governor's Regional Project for PY 96 is approved. The project grant has been assigned agreement number GRP-96-2-3. Please reference this number in future correspondence and/or requests for reimbursement. We appreciate your continued support in serving displaced workers. If you have any questions, please call Rob Ashby at (804) 786-3037. Sincerely, ~andra W. Berr~an, AssiStant Director 'Program Support Services Enclosure C e Clarence Carter Heywood Thompson Rob Ashby The Virginia Employ.te.t Commissio. is att eqttal opportt.tiO, e.tployer/program. Attxiliarv aids attd sen'ices are available ttpon request to ittdividuals with disabilities. Telecommunicatio.s Device for the Deaf (804) 3 71-8050 Mary F. Parker, CMCIAAE c~y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File #247-258 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33090-081996 approving the annual operating budget of the Hotel Roanoke Conference Center Commission for fiscal year 1996-97. Resolution No. 33090-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Deborah J. Moses, Executive Director, The Hotel Roanoke & Conference Center Donna H. Hurd, Secretary, Hotel Roanoke Conference Center Commission Barry L. Key, Manager, Office of Management and Budget H:~COUNClL~AUGUST.19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33090-081996. A RESOLUTION approving the annual operating budget of the Hotel Roanoke Conference Center Commission for Fiscal Year 1996- 1997. WHEREAS, §21 of the Hotel Roanoke Conference Center Commission Act (Chapter 440 of 1991 Acts of Assembly) requires that each participating party approve the Commission's proposed operating budget for the forthcoming fiscal year; WHEREAS, the Commission has submitted to this Council a proposed operating budget showing estimated revenues in the amount of $2,190,723 and expenses in the amount of $2,172,123 for Fiscal Year 1996-1997, with the City share of operating subsidy being established at $175,000; and WHEREAS, this Council desires to approve such proposed budget; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the annual operating budget for the Hotel Roanoke Conference Center Commission for Fiscal Year 1996-1997 in the amount of $2,190,723, with the City share of operating subsidy being established at $175,000, a copy of which is attached to the City Manager's report to this Council, dated August 19, 1996, is hereby approved. ATTEST: City Clerk. Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File ;~60-247-258 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33089-081996 amending and reordaining certain sections of the 1996-97 Hotel Roanoke Conference Center Commission Fund Appropriations, providing for appropriation of $350,000.00 to the Conference Center Agency fund in connection with the Hotel Roanoke Conference Center Commission Operating Budget for fiscal year 1996-97. Ordinance No. 33089-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. MFP:sm Enc. Sincerely, Mary F. Parker, CMC/AAE City Clerk pc: W. Robert Herbert, City Manager Deborah J. Moses, Executive Director, The Hotel Roanoke & Conference Center Donna H. Hurd, Secretary, Hotel Roanoke Conference Center Commission Barry L. Key, Manager, Office of Management and Budget H:~-,,OUNClL~.UGUST. 19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33089-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Hotel Roanoke Conference Center Commission Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Hotel Roanoke Conference Center Commission Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: ~pDroDriations Operating Personal Services (1) ............................. Contractual Services (2) .......................... Other Charges (3-6) ............................... NonOperating City Contribution (7) ............................. Virginia Tsc~h Contribution (8) .................... 1) Regular E~ployee Salarie~ 2) Fees for Professional Services 3) Training and Development 4) Administration 5) Furniture and Equipment > $1,000 (010-002-9500-1002) (010-002-9500-2010) (010-002-9500-2044) (010-002-9500-2092) (010-002-9500-9005) 39,450 50,000 7,000 8,550 34,000 $ 372,704 39,450 69,938 263,216 $ 350,000 175,000 175,000 6) Conference Center Operations - Working Capital (010-002-9500-2091) $ 211,000 7) City Contribution(010-020-1234-1125) 175,000 8) Virginia Tech Contribution (010-020-1234-1128) 175,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. August 19, 1996 Report No. 96-29 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: Subject: Hotel Roanoke Conference Center Commission Budget 1996-97 I. BACKGROUND Ao City Council authorized the establishment of an Agency Fund entitled "Hotel Roanoke Conference Center Commission" on July 27, 1992. Bo Proposed operating budget for the Hotel Roanoke Conference Center Commission (HRCCC) must be approved by Roanoke City Council and the Virginia Polytechnic Institute and State University Board of Visitors prior to the city and Virginia Polytechnic Institute and State University being required to provide funding as per Section 21B and C of the Hotel Roanoke Conference Center Commission Act. The operating subsidies are to be equally divided between the City of Roanoke and Virginia Polytechnic Institute and State University. HRCCC adopted a proposed Conference Center budget (Attachment A) for FY 96-97 on July 18, 1996. This budget is intended to cover the operating expenses of the Conference Center, as managed by DoubleTree Hotels, Inc. Virginia Polytechnic Institute and State University Board of Visitors approved their subsidy amount of $175,000 at their meeting on April 22, 1996. City of Roanoke General Fund Budget adopted May 13, 1996 included the city's subsidy amount of $175,000. II. ISSUES A. Funding The Honorable David A. Bowers, Mayor and Members of City Council August 19, 1996 Page Two III. B. Legal C. Timing ALTERNATIVES A. City Council authorize the following action: Approve Hotel Roanoke Conference Center Commission budget for FY 96-97 (Attachment A). Appropriate $350,000 to the Conference Center Agency Fund accounts to be established by the Director of Finance for Conference Center Commission administrative support and other expenses and establish revenue estimates of $175,000 each for the city's and Virginia Polytechnic Institute and State University's contributions. City funding in the amount of $175,000 is available in the General Fund Dues, Memberships and Affiliations Conference Center account (001-002-7220-3755). Legal requirements of the Roanoke Conference Center Commission Act will be met. Timing is important to continue Conference Center operations for the FY 96-97 fiscal year. City Council not authorize the approval of the Conference Center Commission budget nor the appropriation of funds to the Conference Center Agency fund. Funding obligation by the city to pay 50% of the Conference Center Commission operating expenses and subsidies would not be met. Legal requirements of the Roanoke Conference Center Commission Act would not be met. Timing delay will impact day-to-day operations of the Conference Center. The Honorable David A. Bowers, Mayor and Members of City Council August 19, 1996 Page Three IV. RECOMMENDATION City Council concur in Alternative A authorizing the following: Approve Hotel Roanoke Conference Center Commission operating budget for FY 96-97 (Attachment A). Appropriate $350,000 to the Conference Center agency fund accounts as established by the Director of Finance for Conference Center administration support and other expenses. Establish revenue estimates of $175,000 each for the city and Virginia Polytechnic Institute and State University contributions. Respectfully submitted, W. Robert Herbert City Manager WRH/DJM/dh Attachment CC; Director of Finance City Attorney Manager, Office of Management and Budget Executive Director, Hotel Roanoke Conference Center Commission Hotel Roanoke Conference Center Commission Proposed Operating Budget FY 1996-97 Attachment A Revenue: Conference Center Revenue Agency Fund Revenue: City Contribution Va. Tech Contribution Total Estimated Revenue Expenses: Conference Center Expenses Agency Fund Expenses: Personal Services (Salary and fringe benefits) Fees for Professional Services (Legal, Audit, Other) Training and Development Operations Furniture, Fixtures and Equipment Reserve Working Capital/Operating Reserve Total Estimated Expenses Excess of estimated revenue over estimated expenses Conference Center Agency Fund (City) Conference Center Operations {Doubletree) $0 $1,840,723 175,000 175,000 350,000 1,840,723 1,822,123 39,450 50,000 7,000 8,550 34,000 211,000 350,000 1,822,123 $0 $ 18,600 JAMES D. GRISSO Director of Finance CITY OF ROANOKE DEPARTMENT OF FINANCE 215 Church Avenue, S.W., Room 461 P.O. Box 1220 Roanoke, Virginia 24006-1220 Telephone: (540) 981-2821 Fax: (540) 981-2940 August 19, 1996 JESSE A. HALL Deputy Director Honorable Mayor and Members City Council Roanoke, Virginia Subject: Fiscal Year 1996 Unaudited Financial Report Dear Mayor Bowers and Council Members: The General Fund revenues for fiscal year 1996 total $150,539,146. Collections exceeded the revenue estimate by 1.99% or $2,936,971. The major revenue sources in our adopted estimates are: Source Real Estate Taxes Personal Property Sales Tax Utility Tax Business License Prepared Food & Beverage Tax Transient Room Tax All Other Total General Fund Amount Over % Over % Growth (Under) Adopted (Under) Over (Under) Estimate Estimate FY 1995 $( 1,000,095) ( 2.6%) 1.94% 2,004,389 11.8% 9.9% 410,098 2.8% 4.3% 210,173 2.0% 7.6% 680,417 8.0% 2.7% 291,147 5.6% 5.1% 66,746 5.6% 27.9% 274,096 .5% .6% $ 2,936,971 2.0% 6.6% In total FY 1996 General Fund revenues increased 6.6% over FY 1995. General Fund expenditures and encumbrances totaled $152,129,646. Unencumbered appropriations were $2,177,622 or 1.43% of the General Fund budget. Honorable Mayor and Members City Council August 1 9, 1 996 Page 2 The School Fund revenues for fiscal year 1996 total $89,829,723. Collections exceeded the revenue estimate by 0.54% or $482,290. School expenditures and encumbrances totaled $92,064,921. Unencumbered appropriations were $453,541 or 0.49% of the adopted School Fund budget. The Enterprise and Internal Service Funds performance for this fiscal year were within the adopted revenue and expense budgets. The FY 1996 year end designated fund balances for Capital Maintenance and Equipment Replacement (CMERP) for the General Fund and School Fund per the requirements of Ordinance 26292 are as follows: General Fund Local Tax Revenues Over Estimate Local Tax Revenues Under Estimate Unexpended Appropriations City School Operations Operations 2,007,013 $ 1,212,734 ( 282,775) 2,177,622 School Fund Revenues Over Estimate Unexpended Appropriations $ $ 482,291 453,541 Fund Balance Transfers Reserve for Un-Insured Claims Reserve for Workers' Comp Claims $ ( 250,000) $ - ( 16,194) Capital Maintenance and Equipment Replacement Funding Available 3,651,860 $ 2,132,372 The amounts shown above for FY 1996 are Unaudited and are subject to change during the course of our annual external audit. They are being reported to you for informational and planning purposes. All expenditures of the year end designated fund balances of the School Fund and General Fund are subject to approval by City Council through the adoption of an appropriation ordinance. We look forward to prioritizing and recommending to Council the most critical maintenance and equipment replacement needs during fiscal year 1997. Honorable Mayor and Members City Council August 19, 1996 Page 3 I would like to thank City Council, the administration and especially the Finance Staff for their support throughout fiscal year 1996. I would be pleased to address any questions that Council may have regarding the financial report. Sincerely, ames D. Grisso Director of Finance JDG:s C:\WP51 ~JDG\YearencI.Rpt DEPARTME:NT OF FINANCE CITY OF ROANOKE, VA. August 19, 1996 TO' FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Grisso, Director of Finance Unaudited Year End Financials - Fiscal Year 1996 June marks the end of another fiscal year for the City of Roanoke. Fiscal year 1995-96 was a positive year in a financial sense for the City. Most importantly, however, is the fact that Roanoke maintained its reputation for providing a high level of municipal services to its citizens within a balanced, conservative budget. In addition, we have seen major capital projects either completed or started this year, including the opening of our expanded jail facility. Major projects underway include the Sewage Treatment Plant expansion and various infrastructure improvements. The $31.3 million proceeds from the 1996 general obligation bond issue are now available to fund ongoing City and School projects such as bridge renovations, middle school modernization, and storm drain improvements. The City continues to maintain a conservative debt posture which is reflected in our AA bond rating. The City's revenue base reflected a moderately strong local economy in 1995-96. The City noted revenue growth particularly in personal property tax revenue while real estate taxes underperformed our budget projections by approximately 2.5%. Sales Tax revenue, a direct barometer of consumer spending, exceeded our revenue projections by less than 3% and grew a modest 4.27% over the preceding year. Our local economic trends were considered in formulating our budget for the 1996-97 fiscal year. Honorable Mayor and Members of City Council August 19, 1996 Municipalities such as ours will constantly face new challenges in the years to come as we provide for unfunded mandates, additional service needs of citizens, waste disposal issues, and other priorities as we seek creative ways to operate in an efficient and effective manner. We will continue to strive for a conservative and sound financial position for the City as we plan for its future. The unaudited financial statements are provided to you for planning purposes. The amounts reported herein may change slightly during the course of our external audit. A discussion of the City's General Fund operations for fiscal year 1996 follows. Our revenue estimate from all sources was $147,602,175, while actual collections totaled $150,539,146. Total General Fund revenues collected exceeded the estimate by 1.99%. Listed below is a recent history of our General Fund revenue estimates compared to actual revenues. (Operations of the School Board are accounted for as a separate fund and are discussed later.) GENERAL FUND Fiscal Revenue Actual Percent of Year Estimate Collections Estimate Collected 1996 $147,602,175 $ 150,539,146 101.99% 1995 137,189,315 141,255,592 102.96% 1994 131,792,839 135,511,618 102.82% Some of the most anxiously awaited information at year end is the amount of designated funding for the Capital Maintenance and Equipment Replacement Program (CMERP). Council adopted Ordinance number 26292 on December 6, 1982, establishing 2 Honorable Mayor and Members of City Council August 19, 1996 a reserve of General Fund balance for CMERP. Computed per the requirements of Ordinance 26292, CMERP for fiscal year 1996 for schools is $1,212,734 and for the City is $3,651,860 or 2.37% of General Fund appropriations. The following allocation has been calculated based on the Revenue Allocation Model used for the adopted budget (See page 17 for details). General Fund Designated FY 1996 CMERP City Operations School Operations 3.651.860 1 ~212,734 As mentioned earlier, the School Board operations are accounted for in a separate fund. The amount of CMERP designated in the School Fund totals $919,638. Therefore, the total CMERP available to the Schools in both the General Fund and School Fund is $2,132,372 ($1,212,734 and $919,638) or 2.59% of School Fund Appropriations. General Fund Statement of Revenues A summary of unaudited revenues by category and the variances between actual collections and the budgetary estimates may be found on page 20. The following narrative discusses significant revenue trends for the year. 3 Honorable Mayor and Members of City Council August 19, 1996 General Property Taxes This category includes Real Estate, Corporations as well as Penalties and Interest. Personal Property, Public Service and Estimated revenues for this category were $59,967,900 while actual collections were $61,192,266, a positive variance of approximately $1,224,000 or 2.04%. Real Estate taxes increased more than $950,000 over the prior year, but were under the budgeted amount. Personal Property taxes exceeded budget by over $2.0 million, or nearly 12%, and were in excess of the FY95 total by $1,714,000. Public Service Corporation taxes also rose, up approximately $210,000 from both the budgeted estimate and prior year collections. Penalties and Interest increased $142,000 from FY95, generating $43,000 over the budgeted revenue. Other Local Taxes This category includes Sales Tax, Utility Tax, Business, Professional, and Occupational License Tax, Transient Room Tax, Franchise Taxes, Prepared Food and Beverage Taxes and other miscellaneous local taxes. This category of taxes serves as one of the best indicators of the strength of the local economy. The total estimate for this category was $46,139,938, but actual collections were $48,135,318. Collections exceeded the budget by 4.32%. Sales tax showed moderate growth, exceeding the estimate by 2.78%, or $410,000, and the FY95 total by approximately $621,000. Utility taxes exceeded the revenue estimate by about $210,000 and the prior year revenue by $656,000 or 6.46%. 4 Honorable Mayor and Members of City Council August 19, 1996 Cigarette taxes and recordation and probate taxes fell below both the budgeted amount and the FY95 level. There is a continuing trend of fewer tobacco users which causes a reduction in sales of cigarettes. Housing starts and transfers were down in FY96 which caused a reduction in recordation taxes. Probate taxes fluctuate based on the number and amount of estates that file for probate. Business, Professional and Occupational License taxes exceeded the budget by $680,000, an increase of $241,000 over FY95. Transient Room taxes increased by 28% over FY95, certainly aided by a full year of operation of the Hotel Roanoke. Admissions tax was on target with prior year revenue and with that which was budgeted. The Emergency 911 telephone tax provided an additional $250,000 of revenue due to increased rates, but it fell short of the budgeted amount. Motor Vehicle Licenses exceeded the estimate by $157,000 or 10.13%, and were about $60,000 higher than FY95. Franchise taxes increased $350,000 since last year, exceeding the budget as well, led by bank stock taxes which grew by over $300,000. Prepared Food and Beverage taxes grew $300,000 since FY95 and were up 5.55% from the budgeted amount. Permits, Fees and Licenses This revenue category includes dog licenses, building related fees, various inspection fees, street opening permits, and bingo audit fees. Actual revenue was $649,546, approximately 90% of the budgeted $722,000, and lower than the FY95 total by $53,000. 5 Honorable Mayor and Members of City Council August 19, 1996 The decrease is a result of lower electrical, plumbing, building, and heating inspection fees caused by a decrease in housing starts in the current year. Street opening permits also declined. Fines and Forfeitures This category consists of parking tickets and fines collected by various courts. Revenues in this category exceeded the budgeted level by 13.03% or $104,216. There was a $24,000 increase over the prior year as well. The overall increase is due to increased revenue from parking and no-decal tickets offset by a decline in court fines and forfeitures. Revenue from Use of Money and Property This revenue category consists of interest earnings and various property rentals. Revenue in this category was $1,148,960, just slightly above the budgeted amount and the prior year collections. The increase is due to higher interest earnings, exceeding both the budgeted amount and FY95 collections. This occurred as the City was able to obtain higher interest rates in FY96 as it maximized its investment of idle cash. Property rentals were approximately $20,000 lower than both the FY95 level and the budgeted amount. Grants-In-Aid Commonwealth This category is comprised of non-categorical aid (State recordation tax, ABC, wine, rolling stock and rental car tax), shared expenses for Constitutional Offices, Welfare (social 6 Honorable Mayor and Members of City Council August 19, 1996 services (foster care, day care, welfare payments, employment services, and the Comprehensive Services Act Programs), and other categorical aid (street maintenance, City Jail Block Grant, Juvenile Facilities Block Grant, Law Enforcement and Library Grant). This category achieved revenues just over the budgeted level and 11.40% or $3,403,000 over that of FY95. The increase in the current year is largely due to revenue gains in welfare; primarily in CSA revenues which rose nearly $1.2 million. Revenue for foster care, day care and general administration of welfare programs increased as well. Shared expenses grew over $850,000 mostly due to increased Sheriff's revenues which accompanied the recent City Jail expansion. The Public Facilities sales tax added $283,000 to revenues. It was a new revenue source in FY96 and represented an additional 2% of the state sales tax derived from sales at the Hotel Roanoke and Conference Center. Street maintenance revenue also increased nearly $500,000 in FY96. Grants-in-Aid Federal Government This Association $167,871. category consists of funding from the Federal Emergency Management (FEMA). Revenue in this category was 97.15% of its budget at There was a decline in revenue since that of FY95 due to the $245,000 ice storm of 1994 reimbursement received in the prior year. Snow storm reimbursements for 1996 comprised the majority of the current year revenue. 7 Honorable Mayor and Members of City Council August 19, 1996 Charaes for Current Services This category includes court fees, refuse collection, weed cutting, emergency medical service, police fees, fire safety fees, and central service charges. Collections totalled $3,081,344, $491,000 over that of FY95. This increased revenue in this category is largely due to increased EMS revenues caused by an increase in fees to fund program enhancements. Weed cutting and demolitions revenue has declined, while Central Services charges have increased. Central Services charges are charges to the Enterprise Funds (Water, Sewage, Nursing Home) for administrative services provided by the General Fund. Miscellaneous Revenue Revenues included in this category are payments in lieu of taxes from Roanoke Redevelopment and Housing Authority, sale of surplus property and other small, fluctuating revenues. Revenue in this category was $313,991, an increase of about $25,000 over the FY95 amount. The increase in the current year is primarily due to the one-time receipt of $20,000 in conjunction with the settlement of a price fixing lawsuit with Reebok International. This represented the City's share of the proceeds from the suit which were distributed to localities and not-for-profit organizations. Internal Services This category represents payments from Enterprise, Internal Service, and Agency Funds for services provided by the General Fund departments. Services provided in this 8 Honorable Mayor and Members of City Council August 19, 1996 include fire safety for the Airport, billings and collections services for the Water and Sewage Treatment Funds, engineering services and various other public works services. The category totaled $1,679,797 or 86.56% of budget. This shortfall was caused by lower than expected billings by Engineering, Building Maintenance, and Street Maintenance. The FY96 category total was $150,000 less than the FY95 total. Expenditures Total expenditures and encumbrances for FY 1996 were $152,129,646 which were $2,177,622 or 1.43% less than City Council had authorized (See page 20). The authorized expenditure budget included several appropriations of CMERP funds during the year. General Fund expenditures and encumbrances are up 8.30% overall compared to last fiscal year. The majority of this increase is due to personnel costs, but there are some variances worthy of comment. General Government expenditures increased 6.25% due to costs incurred for systems development and personnel costs. Public Safety expenditures are up 10.05% due to personnel costs to staff the Jail expansion and other personnel cost increases. Public Works expenditures increased 7.58% due to increased snow removal, paving, and equipment replacement costs. 9 Honorable Mayor and Members of City Council August 19, 1996 Health and Welfare expenditures are up 13% due to the increased costs incurred in social services programs. Parks, Recreation and Cultural expenditures reflect a 6.25% increase due to increased spending on programs and personnel cost increases. Transfers to the School Fund are up 5.91%, reflecting increased funding for the School Board. Nondepartmental expenditures are up 22.82%, primarily reflecting increased transfers of CMERP funding appropriated for capital needs in other funds. School Fund School Board operations are accounted for in a separate fund. The revenues included in this discussion do not include the multi-year Grant Funds, but only those included in the adopted annual budget. School Fund revenues totalled $79,699,461, exceeding the estimate of $79,217,171 by $482,290 or .61%. A recent history of School Fund revenue estimates compared to actual revenues follows. SCHOOL FUND Fiscal Revenue Actual Percent of Year Estimate Collections Estimate Collected 1996 $79,217,171 $79,699,461 100.61% 1995 75,243,077 75,839,281 100.79% 1994 69,410,080 69,563,387 100.22% 10 Honorable Mayor and Members of City Council August 19, 1996 The amounts shown for FY96 are unaudited and may change slightly in the course of our external audit. They are being reported to you for informational and planning purposes. The School Board will receive a portion of the General Fund CMERP, per the requirements established in Ordinance No. 26292, and also retain the CMERP generated in the School Fund. This is comparable to the method of allocating CMERP between the City and School Administration in prior years. Designated CMERP for FY96 School Share of General Fund CMERP School Fund CMERP Total School CMERP ,212,734 919,638 $ 2,132,372 School Fund Statement of Revenues Shown on page 21 is a summary of the major categories of revenues and the specific variances between actual (unaudited) and estimated. Following are some brief comments on the variances in major revenue categories. Grants-In-Aid Commonwealth This category includes State Sales Tax, basic State Aid, Special Education, Summer Schools, Vocational Education, At-Risk Children, Fringe Benefit Reimbursement, Disparity Incentive and several smaller revenue sources. Revenues in this category totalled 11 Honorable Mayor and Members of City Council August 19, 1996 $36,233,678, coming in under the estimate by $255,467 or 1.01%. State Sales Tax collected totalled $7,727,402, which fell short of the estimate by $115,934 or 1.48%. Basic State Aid revenue exceeded the estimate by $231,185. The other major revenues in this category were relatively close to the estimates. Grants-In-Aid Federal Government The basic revenue source in this category is School Food Aid. Total revenue collected in this category was $2,330,840, which was under the estimate by 1.57%. Charges for Services Major sources of revenue in this category are tuition, cafeteria sales, and reimbursement for transportation for special trips. Revenues for the category totalled $2,994,904, and were 9.67% over the estimate. Expenditures Expenditures and encumbrances in the School Fund (excluding special purpose grants) totalled $81,934,659, leaving an unobligated balance of $453,541. It is important to note that the authorized expenditure budget includes several appropriations from CMERP during the fiscal year. This provides an additional source of funding such that expenditures and encumbrances during the year actually exceed the amount of revenue received. A detailed analysis of the Enterprise Funds will be included with the annual financial report. 12 Honorable Mayor and Members of City Council August 19, 1996 We would like to reiterate that the General and School Fund figures discussed above are unaudited and subject to change during the audit. We would also like to thank City Council, the administration, and especially the dedicated staff of the Department of Finance for their support throughout fiscal year 1996. We would be pleased to answer any questions that Council may have. JDG:s Attachments C~ W. Robert Herbert, City Manager James D. Ritchie, Assistant City Manager Wilburn C. Dibling, Jr., City Attorney Mary F. Parker, City Clerk George C. Snead, Director of Public Safety Kit B. Kiser, Director of Utilities and Operations William F. Clark, Director of Public Works Glenn D. Radcliffe, Director of Human Development E. Wayne Harris, Superintendent, Roanoke City Schools Richard Kelley, Assistant Superintendent for Operations Barry L. Key, Manager, Management and Budget Diane Akers, Administrator, Management and Budget 13 CITY OF ROANOKE CAPITAL MAINTENANCE AND EQUIPMENT REPLACEMENT RESERVE Per Ordinance No. 26292 Total General Fund Budget FY95-96 Deduct General Fund Debt Service Requirement Maximum Designated Capital Maintenance and Equipment Replacement Reserve 54,307,268 x10% 15,430,727 8,340,800) $ 7,089,927 Amount Designated as CMERP FY96: City Operations - General Fund School Operations - General Fund 93,651,860 1,212,734 $4,864,594 14 CITY OF ROANOKE GENERAL FUND REVENUES YEAR ENDED JUNE 30, 1996 {Unaudited) Analysis of School's Allocation of Local Tax Collection for FY 95-96 Local Taxes General Property Taxes Other Local Taxes Total Local Taxes Less: Local Taxes Dedicated for Specific Purpose,~ Current Downtown District Real Estate Tax Delinquent Downtown District Real Estate Tax Current Williamson Road District Real Estate Tax Delinquent Williamson Road District Real Estate Tax Downtown District Public Service Tax Utility Consumer Tax (Roanoke River Flood Reduction Project) Telephone Surcharge Tax (E911 ) 20% of Cable TV Franchise Tax - Local Government Access Channel Cigarette Tax for Bond Issue - Jail/Juvenile Detention Home Cigarette Tax for COPE Team and Convention and Visitor's Bureau Motor Vehicle License Tax for Bond Issue - Jail/Juvenile Home Transient Room Tax Increase (Convention and Visitors Bureau) Adjusted Total - Local Taxes Collections FY 95-96 School Percentage Share of Local Taxes (See Note) School Dollar Share of Local Taxes Less: Original Budgetary Allocation of Local Taxes to Schools Additional Allocation of Collected Local Taxes to Schools Actual Collections FY 95-96 $ 61,192,267 48,135,618 109,327,885 ( 182,516) (1,165) ( 51,394) 1,707) 25,295) 808,000) 551,614) 126,080) 305,000) 501,429) 325,000) ( 200,000) 106,248,685 x 36.42% 38,695,771 37,483,037 $ 1,212,734 Note: Percentage share based on Revenue Allocation Model developed by Office of Management and Budget for FY 95-96 budget. 15 CITY OF ROANOKE SUMMARY OF TOTAL CMERP FUNDING FOR SCHOOLS JUNE 30, 1996 General Fund CMERP Allocated to School Operations School Fund CMERP Allocated to School Operations School Fund Revenues Over Estimates School Fund Unexpended Appropriations Increase in Worker's Compensation Reserve Total FY95-96 CMERP Funds Available to Schools 482,290 453,541 16,193) $1,212,734 919,638 $2,132,372 16 CITY OF ROANOKE ALLOCATION OF CMERP - GENERAL FUND JUNE 30, 1996 City Ooeral;i0ns Portion of General Fund CMERP: City Revenues (Other than Local Taxes) under Estimate City Unexpended Appropriations Increase in Insurance Reserve Local Tax Revenues Over Estimate Total City Portion of CMERP $( 282,775) 2,177,622 ( 250,000) 2,007,013 $ 3.651.860 School Operations Portion of General Fund CMERP: Local Tax Revenue over Estimate (See attachment) Total General Fund CMERP for FY95-96 1,212,734 4,864,594 17 CITY OF ROANOKE, VIRGINIA GENERAL FUND CONTINGENCY BALANCE JUNE 30, 1996 Balance July 1,1995 Ordinance Number Depaf;,,,ent CMT014 Real Estate Valuation CMT020 Jail 32725 City Attorney CMT076 Conthbutions - Cultural 32788 Health Department 32812 Income Maintenance 32813 City Treasurer CMT107 Grants Compliance CMT126 Supply Management CMT127 32832 CMT138 Communications Conthributions - Cultural Director of Utilities and Operations CMT140 32847 CMT159 CMT162 CMT165 CMT166 CMT171 32886 CMT213 CMT217 CMT222 CMT227 CMT248 CMT260 CMT264 CMT265 CMT266 Emergency Services Snow Removal City Council City Manager Circuit Court City Council City Council Planning and Community Development Traffic Engineering Parks Maintenance Traffic Engineering Ubraries Contribulions - Cultural City Attorney Director of Public Works City Council City Clerk Purpose Painting Equipment Audit of Cable Television Franchise Fees Partnership for Urban Virginia Local Match Funding Funding of General Relief Program Satellite Office at DMV Consolidated Plan Ci~zens Parlicipation Workshop Purchase of NIGP Commodity Code Books for Departments Frequency Coordination Fee Explore Park Funding of Local Government Restructuring of Electric Industry for CompeffiJve Opportunities Funding of Shelter Opera~ons at the Civic Center January 7 - 10 Emergency Snow Opera~ons December 95 - February 96 Training and Development Amos AJonzo Stagg Bowl Costs Purchase of Judges Chairs Special Events Training and Development and Special Events Williamson Road Corridor Plan Sign Replacement at Brandon Avenue and Franklin Road Gypsy Moth Program Sign Replacement at Brandon Avenue and Franklin Road Fax Machines at Gainsboro and Jackson Park Branch Libraries Cycle Roanoke Valley Contribution for Tour DuPont Fees for Professional Services Rental Inspection Program Opera~ng Costs Operating Costs $366,941 (1,067) (4,000) (2,968) (5,000) (17,327) (37,500) (11,00o) (170) (1,000) (2,155) (25,000) (3,375) (5,00o) (81,716) (5,00O) (2,500) (170) (5,000) (5,ooo) (35,000) (5,ooo) (3,137) (3,250) (1,400) (5,ooo) (5,ooo) (3,640) (5,ooo) (3,500) 18 Ordinance Number CMT306 CMT308 CMT309 32995 32995 CMT447 CITY OF ROANOKE, VIRGINIA GENERAL FUND CONTINGENCY BALANCE JUNE 30, 1996 (CONTINUED) Department Communicalions Communications City Attorney Solid Waste Management Communica~ons Personnel Management Balance June 30, 1996 Purpose Sound System for Council Chambers Sound System for Council Chambers Opera~ng Costs Refuse Disposal Program Consultant for Joint Roanoke City and Roanoke County Radio Study Operating Costs (4,000) (5,0OO) (5,000) (5o,ooo) (18,ooo) (66) $o 19 CITY OF ROANOKE, VIRGINIA GENERAL FUND STATEMENT OF REVENUE Revenue Source General Property Taxes Other Local Taxes Permits, Fees and Licenses Fines and Forfeitures Revenue from Use of Money and Property Grants-in-,Nd Commonwealth Grants-in-,Nd Federal Government Charges for Services Miscellaneous Revenue Internal Services Total Year to Data for the Period July 1- Jun 30 July 1- Jun 30 Percentage 1994-96 1995-96 of Change $58,168,337 $61,192,266 5.20 % 45,519,403 48,135,318 5.75 % 703,253 649,546 (7.64) % 879,634 903,916 2.76 % 1,139,845 1,148,960 0.80 % 29,863,171 33,266,137 11.40 % 275,575 167,871 (39.08) % 2,589,873 3,081,344 18.98 % 288,820 313,991 8.72 % 1,827,681 1,679,797 (8.09) % $141,266,692 $160,639,146 6.67 Current Fiscal Year Peroeato Revised Revenue Revenue EsUmata EsUmatas Receded $59,967,900 102.04% 46,139,938 104.32% 722,000 89.96% 799,700 113.03% 1,133,785 101.34% 33,210,228 100.17% 172,793 97.15% 3,151,713 97.77% 363,599 86.36% 1,940,519 86.56% $147,602,175 101.99% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Expenditures General Government Judicial Adminisbation Public Safety Public Works Health and Welfare Parks, Recreation and Cultural Community Development Transfer to Debt Service Fund Transfer to School Fund Nondepartmental Total Year to Data for the Period Current Fiscal Year July 1- Jun 30 July 1- Jun 30 Percentage Unencumbered 1994-95 1995-96 of Change Balance $10,305,777 6.25 % $193,366 3,859,634 1.61% 126,332 35,313,077 10.05 % 781,397 23,242,779 7.58 % 397,884 19,518,420 13.00 % 269,979 5,321,174 6.25 % 31,916 1,246,896 7.39 % 47,832 8,340,800 2.84 % 0 38,140,039 5.91% 0 6,841,050 22.82 % 328,916 $152,129,646 8.41% $2,177,622 $9,699,839 3,798,360 32,089,254 21,604,377 17,272,952 5,007,971 1,161,054 8,110,665 36,010,144 5,569,839 $140,324,455 Revised Appropriations $10,499,143 3,985,966 36,094,474 23,640,663 19,788,399 5,353,090 1,294,728 8,340,800 38,140,039 7,169,966 $154,307,268 Percento Budget Obl~atad 98.16% 96.83% 97.84% 98.32% 98.64% 99.40% 96.31% 100.00% 100.00% 95.41% 98.59% 20 CITY OF ROANOKE, VIRGINIA SCHOOL FUND STATEMENT OF REVENUE Year to Date for the Period Current Fiscal Year Percent of Revised Revenue July 1-Jun 30 July 1-Jun 30 Percentage Revenue Estimate Revenue Source 1994-95 1995-96 of Change Estimates Received State Sales Tax $7,569,138 $7,727,402 2.09 0,6 $7,843,336 98.52°,6 Grants-in-Aid Commonwealth 27,187,938 28,506,276 4.85 °,6 28,134,875 101.32°,6 Grants-in-Aid Federal Government 2,293,682 2,330,840 1.62 0,6 2,368,034 98.43% Charges for Se~ces 2,778,379 2,994,904 7.79 % 2,730,887 109.67°,6 Transfer from General Fund 36,010,144 38,140,039 5.91 0,6 38,140,039 100.00% Special Purpose Grants 11,804,970 10,130,262 (14.19) 0,6 10,130,262 N/A Total $87,544,251 $89,829,723 2.49 0,6 $89,347,433 100.54% STATEMENT OF EXPENDITURES AND ENCUMBRANCES Expenditures Instruction General Support Transportation Operation and Maintenance of Plant Food Services Facilities Other Uses of Funds Special Purpose Grants Total Year to Date for the Period Current Fiscal Year July l-Jun 30 July 1-Jun 30 Percentage Unencumbered Revised 1994-95 1995-96 of Change Balance Appropriations $57,841,187 7.74 0,6 $264,735 2,988,150 2.58 % 64,286 2,955,959 8.55 % 88,643 8,958,052 3.43 0,6 10,941 3,459,758 6.32 0,6 105 3,221,278 (12.84) 0,6 14 2,510,275 20.15 0,6 24,817 10,130,262 (14.19) 0,6 $92,064,921 3.65 % $453,541 $53,684,280 2,912,985 2,723,130 8,660,605 3,254,164 3,695,683 2,089,318 11,804,970 $88,826,136 $58,1 05,922 3,052,436 3,044,602 8,968,993 3,459,863 3,221,292 2,535,092 101130,262 $92,518,462 Percent of Budget Obligated 99.54% 97.89% 97.09% 99.88% 100.00% 100.00% 99.02% N/A 99.51% 21 CITY OF ROANOKE, VIRGINIA CAPITAL PROJECTS FUND STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND UNENCUMBERED APPROPRIATIONS SUMMARY AS OF JUNE 30, 1996 Expenditures Unexpended Outstanding Unencumbered Budget To Date Balance Encumbrances Balance General Government $8,066,471 $6,371,988 $1,694,483 $388,284 $1,306,199 Judicial Administration 37,540 37,540 - Public Safety 9,561,146 9,283,221 277,925 41,078 236,847 Education 19,859,397 10,044,014 9,815,383 8,552,535 1,262,848 Community Development 1,041,000 82,269 958,731 958,731 Recreation 468,491 269,081 199,410 193,553 5,857 Streets and Bddges 13,365,432 9,107,127 4,258,305 2,525,335 1,732,970 Sanitation Projects 3,165,363 3,093.306 72,057 6,020 66,037 Traffic Engineering & Communications 1,475,300 1,318,044 157,256 71,331 85,925 Other Infrastructure Projects 5,994,534 3,779,152 2,215,382 199,837 2,015,545 Capital Improvement Reserve 21,778,116 21,778,116 21,778,116 Total $84,812,790 $43,385,742 $41 A27,048 $12,936,704 $28,490,344 22 CITY OF ROANOKE, VIRGINIA WATER FUND COMPARATIVE INCOME STATEMENT FOR THE 12 MONTHS ENDING JUNE 30, 1996 Operating Revenue 1996 1995 Commercial Sales Domestic Sales Industrial Sales Town of Vinton County of Roanoke City of Salem Customer Services $3,178,237 $3,206,180 2,869,761 2,822,696 249,920 258,013 37,084 26,942 1,824,913 2,113,026 1,606 352,246 430,484 8,513,767 8,857,341 Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation 1,394,387 1,300,800 3,449,281 3,192,379 949,172 938,770 Total Operating Expenses 5,792,840 5,431,949 2,720,927 3,425,392 Operating Income Nonoperating Revenue (Expenses) Interest Revenue Rent Transfer from General Fund Transfer from Utility Line Services Fund Miscellaneous Revenue Interest Expense Miscellaneous Expense 171,830 145,601 9,041 8,300 3,465 275,000 - 38,450 25,059 (626,420)(1) - (1,371) (1,245) Total Nonoperating Revenue (Expenses) (133,470) 181,180 $2,587,457 $3,606,572 Net Income Note (1) This amount represents interest paid on the 1992 Water Bonds for the pedod February 1996 through June 1996. Interest was previously capitalized as part of the cons~uction costs related to the Carvins Cove improvements, which is now substantially complete. 23 CITY OF ROANOKE, VIRGINIA SEWAGE TREATMENT FUND COMPARATIVE INCOME STATEMENT FOR THE 12 MONTHS ENDING JUNE 30, 1996 Operating Revenue Sewage Charges - City Sewage Charges - Roanoke County Sewage Charges - Vinton Sewage Charges - Salem Sewage Charges - Botetourt County Customer Services Interfund Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Interest on Investments Miscellaneous Revenue Miscellaneous Expense Interest Expense Total Nonoperating Revenue (Expenses) Net Income 1996 $6,804,056 811,048 208,103 851,793 137,341 139,275 84,112 9,035,728 1,669,334 4,313,778 946,785 6,929,897 2,105,831 251,684 20,671 (198) 272,157 $2,377,988 1995 $5,773,136 1,347,173 299,186 1,059,373 99,875 115,006 68,873 8,762,622 1,608,912 4,141,695 935,465 6,686,072 2,076,550 81,205 18,394 (353) (11,250) 87,996 $2,164,546 24. CITY OF ROANOKE, VIRGINIA CiViC CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 12 MONTHS ENDING JUNE 30, 1996 Operating Revenue Rentals Parking Fee Event Expenses Advertising Admissions Tax Commissions Novelty Fees Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Loss Nonoperating Revenue Transfer from General Fund Transfer from Materials Control Fund Interest on Investments Miscellaneous Total Nonoperating Revenue Net Loss 1996 $618,348 152,956 157,817 2,255 216,580 259,926 47,217 1,455,099 1,098,491 1,127,951 405,029 2,631,471 (1,176,372) 829,636 114,896 36,012 14,113 994,657 ($181,715) 1995 $565,804 240,038 192,901 2,705 231,819 292,953 43,857 1,570,077 1,030,241 1,090,726 383,159 2,504,126 (934,049) 644,196 34,787 14,025 693,008 ($241,041) 25 CITY OF ROANOKE, VIRGINIA TRANSPORTATION FUND COMPARATIVE INCOME STATEMENT FOR THE 12 MONTHS ENDING JUNE 30, 1996 Operating Revenue 1996 1995 Century Station Parking Garage Williamson Road Parking Garage Market Square Parking Garage Church Avenue Parking Garage Tower Parking Garage Surface Parking Lots $283,772 301,080 164,612 401,092 206,505 121,483 $305,392 273,362 166,482 427,772 238,599 114,377 Total Operating Revenue 1,478,544 1,525,984 Operating Expenses Operating Expenses Depreciation 635,742 522,847 570,106 520,750 Total Operating Expenses 1,158,589 319,955 1,090,856 435,128 Operating Income Nonoperating Revenue (Expenses) Transfer from General Fund Transfer from Materials Control Interest on Investments Miscellaneous Operating Subsidy for GRTC Interest Expense 897,172 43,165 11,118 4,355 (671,432) (658,253) 765,316 91,208 1,625 5,129 (407,520) (696,478) Total Nonoperating Revenue (Expenses) (373,875) (240,720) $194,408 Net Income (Loss) ($53,920) 26 CITY OF ROANOKE, VIRGINIA NURSING HOME FUND COMPARATIVE INCOME STATEMENT FOR THE 12 MONTHS ENDING JUNE 30, 1996 Operating Revenue Pdvate Patient Fees Medicaid Patient Fees Medicaid Reimbursements Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Loss Nonoperating Revenue Interest on Investments Proceeds from Sale of Nursing Home Transfer from General Fund Total Nonoperating Revenue Net Income (Loss) 1996 $47,780 293,727 976,729 1,318,236 1,302,347 515,585 16,998 1,834,930 (516,694) 20,230 50,000 504,210 574,440 $57,746 1995 $143,980 266,606 816,850 1,227,436 1,250,674 523,660 23,638 1,797,972 (570,536) 15,314 485,750 501,064 ($69,472) 27 CITY OF ROANOKE, VIRGINIA HOTEL ROANOKE CONFERENCE CENTER FUND COMPARATIVE INCOME STATEMENT FOR THE 12 MONTHS ENDING JUNE 30, 1996 1996 1995 CONFERENCE COMMISSION (1) CENTER (2) TOTAL Operating Revenue Commission Conference Center $ - $ - $ $ - 1,637,525 1,637,525 242,821 Total Operating Revenue 1,637,525 1,637,525 242,821 Operating Expenses Commission Conference Center Depreciation Expense 100,503 100,503 485,979 - 1,645,441 1,645,441 371,020 459,678 16,383 476,061 111,019 Total Operating Expenses 560,181 1,661,824 2,222,005 968,018 (560,181) (24,299) (584,480) (725,197) Operating Loss Nonoperating Revenue (Expenses) City Subsidy Virginia Tech Subsidy Proceeds from Bdck Sales Interest on Investments Conference Center VDOT Reimbursement - Wells Avenue 175,000 175,000 276,500 175,000 175,000 276,500 2,138 2,138 63,117 7,865 - 7,865 15,414 (78,110) (78,110) (17,339) - - 33,900 Total Nonoperating Revenue (Expenses) 360,003 (78,110) 281,893 648,092 ($77,105) Net Income (Loss) ($200,178) ($102,409) ($302,587) Notes to Financial Statement: (1) The column entitled "Commission" represents Commission activity in the City's financial records. (2) The column entitled "Conference Center" represents actual revenue and expenses of the Conference Center, as provided by Doubletree Management. (3) Conference Center opened in April 1995. (3) 28 CITY OF ROANOKE, VIRGINIA INTERNAL SERVICE FUNDS COMPARATIVE INCOME STATEMENT FOR THE 12 MONTHS ENDING JUNE 30, 1996 Operating Revenue Charges for Services Total Operating Revenue Operating Expenses Personal Services Operating Expenses Depreciation Total Operating Expenses Operating Income (Loss) Nonoperating Revenue (Expenses) Interest Revenue Transfer from General Fund Transfer from Materials Control Fund Transfer from Management Services Fund Transfer from School Board Transfer to Water Fund Transfer to Civic Center Fund Transfer to Transporation Fund Transfer to City Information Systems Fund Net Nonoperating Revenue (Expenses) Net Income (Loss) TOTALS City Information Materials Management Utility Line Fleet Systems Control Services Services Management 1996 1995 $2,414,746 $184,876 $402,742 $2,861,264 $2,839,544 $8,703,172 $8,944,146 2,414,746 184,876 402,742 2,861,264 2,839,544 8,703,172 8,944,146 1,399,539 98,937 52,925 2,165,984 1,1 83,055 4,900,440 4,849,822 431,226 20,875 326,948 453,705 793,389 2,026,143 2,33~,128 658,517 1,829 41,596 177,011 1,305,677 2,184,630 1,629,742 2,489,282 121,641 421,469 2,796,700 3,282,121 9,111,213 8,817,692 (74,536) 63,235 (18,727) 64,564 (442,577) (408,041) 126,454 45,483 8,723 60,181 48,865 163,252 146,787 1,000,000 603,459 1,603,459 390,967 212,6O0 - 212, 6OO (27~,000} (275,000) (114,896) (114,896) (43,165) (43,165) (91,208) (212,600) (55,000) (267,600) 1,333,083 (370,661! (48,277) (214,818) 552,324 1,363,550 446,548 $1,258,547 ($307,426) ($65,004) ($150,255) $209,747 $945,609 $573,00o 29 CITY OF ROANOKE, VIRGINIA CITY TREASURER'S OFFICE GENERAL STATEMENT OF ACCOUNTABILITY FOR THE MONTH ENDED JUNE 30, 1996 TO THE DIRECTOR OF FINANCE: GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR THE FUNDS OF SAID CITY FOR THE MONTH ENDED JUNE 30, 1996. GENERAL WATER SEWAGE CIVIC CENTER TRANSPORTATION CAPITAL PROJECTS NURSING HOME CONFERENCE CENTER DEBT SERVICE CITY INFORMATION SYSTEMS MATERIALS CONTROL MANAGEMENT SERVICES UTILITY LINE SERVICES FLEET MANAGEMENT PAYROLL PENSION SCHOOL FUND FDETC GRANT $20,566,877.88 $9,369,145.34 $21,278,376.92 ~i~i~6!~ $6,825,813.02 6,832,459.33 320,926.40 242,779.27 : 6i~0i~i~ 7,153,233.15 21,288,196.04 1,730,897.91 1,328,043.48 2~i~ti050i47 19,953,346.60 376,652.82 229,801.64 178,100.25 428i~i2i:~ 395,174.96 126,046.68 115,888.38 229,030.22 ~ii:: ~i~!8~ 398,894.97 36,781,752.04 1,529,776.29 1,178,137.64 6,822,222.64 447,002.02 104,717.31 232,761.35 3t~i~7i~ 167,479.25 98,738.64 663.24 21,341.04 872,253.05 8,408,104.43 406,168.69 42,538.31 i 8i~i~!~.~: 6,687,842.93 2,185,265.00 1,086.83 209,346.03 359,023.57 (138,078.73) 108,549.85 68,428.84 : ~: (9~!~2~ 125,723.61 192,590.51 19,122.97 4,248.95 ~20~i~i~ 205,040.62 1,302,972.84 0.00 112,954.45 t~:-90i0t:8i~: 1,206,049.91 1,290,364.30 591,819.93 491,662.20 t i~i522i~ 1,241,479.42 (5,005,930.39) 23,518,042.89 11,659,836.30 6i792i276i20 8,797,136.36 282,136.29 1,348,774.06 1,338,882.03 292!~8!~ 319,776.08 9,021,413.81 5,026,860.37 6,732,559.19 7,461,885.41 159,257.13 142,115.55 288,807.76 ; ~ ~:.2!~192 206,038.09 294,798.71 534,591.43 526,684.66 256,407.39 TOTAL $104,450,619.41 $45,098,949.08 $46,164,523.89 $69,454,821.03 CERTIFICATE I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE, VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED JUNE 30, 1996. THAT SAID FOREGOING: CASH: CASH ON HAND CASH IN BANK INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS: REPURCHASE AGREEMENTS U. S. TREASURY NOTES VIRGINIA AIM PROGRAM (U. S. SECURITIES) TOTAL DATE: JULY 16, 1996 DASD C. ANDERSON, TREASURER 30 CITY OF ROANOKE PENSION PLAN STATEMENT OF REVENUE AND EXPENSES FOR THE 12 MONTHS ENDING JUNE 30, 1996 Revenue Contributions Investment Income Gain on Sale of Investments Bond Discount Amortization Total Revenue 1996 $7,050,108 7,891,315 8,311,665 286,910 $23,539,998 1995 $6,835,165 7,438,247 7,815,881 286,015 $22,375,308 Expenses Pension Payments Fees for Professional Services Bond Premium Amortization Administrative Expense Total Expenses Net Income $7,910,042 909,588 293,322 150,388 9,263,340 $14,276,658 $7,342,209 727,861 348,716 147,986 8,566,772 $13,808,536 31 CITY OF ROANOKE PENSION PLAN BALANCE SHEET JUNE 30, 1996 Assets Cash Investments: (market value: 1996 $212,465,944 1995 $185,015,581) Due from Other Funds Due from Other Governments Accured Investment Income Other Assets Total Assets 1996 $290,216 171,335,593 215,484 7,891 1,559,745 18,000 $173,426,929 1995 $310,963 156,980,231 222,923 7,330 1,584,612 18,000 $159,124,059 Liabilities and Fund Balance Liabilities: Accounts Payable Total Liabilities Fund Balance: Fund Balance, July 1 Net Income - Year to Date Total Fund Balance Total Liabilities and Fund Balance $222,068 222,068 158,928,203 14,276,658 173,204,861 $173,426,929 $198,101 198,101 145,117,430 13,808,528 158,925,958 $159,124,059 32 Mary F. Parker, CMC/AAE c~y C~erk CITY OF ROANOKE Office of the City Clerk Sandm H. Eakin Deputy city Ck, rk August 23, 1996 File #214-377 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 33091-081996 concurring in the return of an unused portrait of Judge W. G. Robertson to a representative of his descendants. Resolution No. 33091-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: The Honorable Jack B. Coulter, 3944 Winding Way Road, S. W., Roanoke, Virginia 24015 The Honorable Clifford R. Weckstein, Judge, Twenty-third Judicial Circuit Richard Loveland, Director, Roanoke Valley Historical Society and Museum, One Market Square, S. E., Roanoke, Virginia 24011 Wilbum C. Dibling, Jr., City Attorney H:~COUNCIL~AUGUSI'.I 9 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33091-081996. A RESOLUTION concurring in the return of an unused portrait of Judge W. G. Robertson to a representative of his descendants. WHEREAS, a large portrait of Judge W. G. Robertson, who served as the first judge of the Hustings Court for the City of Roanoke from 1884 to 1892, has been unhung and in storage at the Roanoke City Courthouse for over ten years; WHEREAS, another portrait of Judge Robertson hangs with the other portraits of the previous judges of the Twenty-third Judicial Circuit; WHEREAS, representatives of the descendants of Judge Robertson have requested that the portrait be returned to an appropriate representative of the family; WHEREAS, the source and ownership of the unhung portrait are in question; and WHEREAS, the current judges of the Twenty-third Judicial Circuit, the Roanoke Bar Association, the City Manager and the Roanoke Valley Historical Society have all concurred in the request that the unhung portrait of Judge Robertson be returned to an appropriate representative of the family; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. City Council hereby concurs in the return of an unhung portrait of Judge W. G. Robertson to an appropriate representative of his family. 2. The City Attorney is authorized tO prepare and/or approve any documents required in connection with the return of such portrait, as is and without any warranties as to title, to an appropriate representative of the family, and the City Manager is hereby authorized to execute any such documents requiring the signature of an authorized officer of the City. ATTEST: City Clerk. A: %R-DZSPO~. 1 WILBURN C. DIBLING, JR. CITY ATTORNEY CITY OF ROANOKE OFFICE OF CITY ATTORNEY 464 MUNICIPAL BUILDING 215 CHURCH AVENUE, SW ROANOKE, VIRGINIA 24011-1595 TELEPHONE: 540-981-2431 TELECOPIER: 540-224-3071 August 19, 1996 WILLIAM X PARSONS STEVEN J. TALEVI GLADYS L. YATES GARY E, TEGENKAMP ASSISTANT CITY ATTORNEYS The Honorable Mayor and Members of City Council Roanoke, Virginia Re: Disposition of Unhunq Portrait of Judge W. G. Robertson Dear Mayor Bowers and Council Members: An unhung portrait of Judge W. G. Robertson has been in storage at the Roanoke City Courthouse for over ten years. Judge Robertson served as the first judge of the Hustings Court for the City of Roanoke from 1884 to 1892. The source of the large portrait is unknown. Another portrait of Judge Robertson hangs with the portraits of previous members of the local judiciary. Recently, descendants of Judge Robertson have indicated they would be interested in taking possession of the unused portrait assuming that neither the City nor any local historical society has any interest in hanging it and displaying it. The Honorable Jack B. Coulter, Retired Judge of the Twenty-third Judicial Circuit, has taken it upon himself to inquire of all interested parties as to the disposition of this portrait. The current judges of the Twenty-third Judicial Circuit, the Roanoke Bar Association, the Roanoke Valley Historical Society and the City Manager have all consented to returning the portrait of Judge Robertson to a representative of his family. If City Council is agreeable to returning this portrait to an appropriate representative of the family, the attached resolution should be adopted. With kindest personal regards, I am WCD:f Attachment Sincerely yours, Wilburn C. ling, Jr. City Attorney The Honorable Mayor and Members of City Council August 5, 1996 Page 2 cc: The Honorable Jack B. Coulter, Retired Judge The Honorable Clifford R. Weckstein, Judge W. Robert Herbert, City Manager Richard Loveland, Director, Roanoke Valley Historical Society H: \COLrNCIL\L-HMpOP~T. 1 MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk August 23, 1996 File #27-237-468-514 Larry G. Conner, Sr., President Aaron J. Conner General Contractor, Inc. P. O. Box 6068 Roanoke, Virginia 24017 Wayne A. Dixon, President Dixon Contracting, Inc. P. O. Box 108 Fincastle, Virginia 24090 David R. Conner, Vice-President E. C. Pace Co., Inc. P. O. Box 12685 Roanoke, Virginia 24027 Gentlemen: I am enclosing copy of Ordinance No. 33093-081996 accepting the bid of Prillaman & Pace, Inc., in the amount of $337,416.00, for the Garden City Sewer Replacement Project GC-1 ,. upon certain terms and conditions; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids made to the City for the work. Ordinance No. 33093-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. On behalf of the Ci~j of Roanoke, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm H:~GENDA~AUGUST. 1 g MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk August 23, 1996 File #27-237-468-514 Philip V. Prillaman, President Prillaman & Pace, Inc. P. O. Drawer 4667 Martinsville, Virginia 24112 Dear Mr. Prillaman: I am enclosing copy of Ordinance No. 33093-081996 accepting the bid of Prillaman & Pace, Inc., in the amount of $337,416.00, for the Garden City Sewer Replacement Project GC-1, upon certain terms and conditions; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids made to the City for the work. Ordinance No. 33093-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. · Sincerely, Mary F. Parker, CMClAAE City Clerk MFP:sm Enc. H:~AGENDA~UGU~I'.lg l=hilip'V. Prillaman, President Prillaman & Pace, Inc. August 23, 1996 Page 2 pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Diane S. Akers, Budget Administrator, Office of Management and Budget H:~,GENDA~,U(3U~T. lg INTHECOUNCILOFTHECITY OF ROANOKE, VIRG~ The 19th day of August, 1996. No. 33093-081996. AN ORDINANCE accepting the bid ofPrillaman & Pace, Inc., for the Garden City Sewer Replacement Project G-C-l, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The bid ofPrillaman & Pace, Inc., in the total amount of $337,416.00, for the Garden City Sewer Replacement Project GC-I, as is more particularly set forth in the August 19, 1996, report to this Council, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on f-lie in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful biddy, based on its proposal made therefor and the City's specifications made therefor, said contract to b~ in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk August 23, 1996 File #27-60-237-468-514 Sandra H. Eakin Deputy C~y Ck~rk James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 33092-081996 amending and reordaining certain sections of the 1996-97 Sewage Treatment Fund Appropriations, providing for appropriation of $376,416.00 in connection with Garden City Sewer Replacement Project GC-I. Ordinance No. 33092-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Diane S. Akers, Budget Administrator, Office of Management and Budget H:~C_,OUNClL~AUGUS'I'. 1 g IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33092-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Sewage Treatment Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Sewage Treatment Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Capital Outlay $ 21,559,299 Garden City Sgwer Replacement GC-1 (1) ............. 376,416 Retained Earnings Retained Earnings - Unrestricted (2) ............... $ 21,516,569 1) Appropriated from General Revenue 2) Retained Earnings - Unrestricted (003-056-8480-9003) (003-3336) $ 376,416 (376,416) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. August 19, 1996 Council Report No. 96-156 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: Subject: BID COMMITTEE REPORT GARDEN CITY SEWER REPLACEMENT PROJECT GC~I We, the undersigned Bid Committee, hereby submit the attached report for your consideration. o~n H. 15arrott, Chairman Kit B. Kiser Charles M. Huffi~e ~)~// JHP/PCS/kh Attachment: Bid Committee Report C: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue August 19, 1996 Council Report No. 96-156 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: Subject: BID COMMITTEE REPORT GARDEN CITY SEWER REPLACEMENT PROJECT GC-1 I concur with the Bid Committee recommendation relative to the above-referenced project and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager WRH/PCS/kh Attachment: Bid Committee Report C; City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue August 19, 1996 Council Report No. 96-156 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of City Council: Subject: BID COMMITTEE REPORT GARDEN CITY SEWER REPLACEMENT PROJECT GC-1 Back.qround on the subject in chronological order is as follows: Garden City Sewer Replacement Project GC-1 is part of the City's ongoing Infiltration/Inflow (1\1) Program as required by Special Consent Order dated August 10, 1992. Sewer Replacement Proiect GC-1 will reduce the groundwater infiltration into the sewer system. Proiect was properly advertised and bids were publicly opened and read aloud by D. Darwin Roupe, Manager, Office of Supply Management, on Tuesday, July 16, 1996. Four (4) bids were received with Prillaman & Pace, Inc., submitting the Iow bid in the amount of $337,416. II. Current situation is as follows: A. Sewer replacement project has been bid and now needs to be constructed. Project consists primarily of replacing 3,980 feet of sanitary sewer line and restoring all disturbed areas to a satisfactory condition. The project is located in Garden City between Gearhart Road and Yellow Mountain Road. III. Issues in order of importance are as follows: A. Cost B. Funding IV. Alternatives in order of feasibility are as follows: Ao Authorize the City Manager to execute a unit price contract, in a form approved by the City Attorney, with Prillaman & Pace, Inc., in the amount of $337,416 with 240 calendar days for completion, and authorize a project contingency of $34,000 and $5,000 for interfund billing for contract administration and inspection. Honorable Mayor and Members of City Council BID COMMITTEE REPORT GARDEN CITY SEWER REPLACEMENT PROJECT GC-1 August 19, 1996 Page 2 1. Cost is 3.8% above the Engineer's estimate. 2. Funding is available in the Sewer Fund Retained Earnings account. Do not authorize the City Manager to execute a contract with Prillaman & Pace, Inc. 1. Cost would be based on future bids. 2. Funding would remain in the Sewer Fund Retained Earnings Account. Recommendation is as follows: City Council concur in Alternative "A" and take the following actions: Authorize the City Mana.qer to execute a unit price contract with Prillaman & Pace, Inc., for the Garden City Sewer Replacement Project GC-1 in the amount of $337,416, and authorize a project contingency of $34,000 and $5,000 for interfund billing for contract administration and inspection. Appropriate $376,416 from Sewer Fund Retained Earnings to a new account to be established by the Director of Finance in the Sewer Fund called Garden City Sewer Replacement GC-1. C. Reject the other bids received. PCS/ga/kh Attachment: Tabulation of Bids C' City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue TABULATION OF BIDS GARDEN CITY SEWER REPLACEMENT PROJECT GC-1 Bids were opened by D. Darwin Roupe, Manager, Office of Supply Management, on Tuesday, July 16, 1996, at 2:00 p.m. COMPANY AMOUNT Prillaman & Pace, Inc. $337,416 E. C. Pace Company, Inc. $389,540 Dixon Contracting, Inc. $390,885 Aaron J. Conner, General Contractor, Inc $455,015 Estimated Cost: $325,000 Office of City Engineer Roanoke, Virginia August 19, 1996 Mary F. Parker, CMCIAAE C~y C~rk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File #27-237-468-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At a regular meeting of the Council of the City of Roanoke held on Monday, August 19, 1996, Vice-Mayor Wyatt requested that you take appropriate measures to notify Garden City residents that the Garden City Sewer Replacement Project GC-1 will not impact the Garden City Flood Control Project. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm pc: Rose M. Woodford, Executive Secretary, City Manager's Office H:~COUNClL~AUGU~"T. 19 MAR PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk September 4, 1996 File #183-468 Municipal Tank Coating and Sandblasting, Inc. P. O. Box 1225 Hamlet, North Carolina 28345 Ladies and Gentlemen: I am enclosing copy of Resolution No. 33095-081996 accepting the bid of Municipal Tank Coating & Sandblasting, Inc., for exterior and intedor painting of certain water tanks, in the amount of $98,700.00, upon certain terms and conditions; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids made to the City. Resolution No. 33095-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. H:~AGENDA~AUGU~I'.19 Municipal Tank Coating & Sandblasting, Inc. September 4, 1996 Page 2 pc: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Diane S. Akers, Budget Administrator, Office of Management and Budget William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management Jesse H. Perdue, Jr., Manager, Water Department H:~AGENDA~AUGUST. 19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33095-081996. A RESOLUTION accepting the bid for the exterior and interior painting of certain water tanks by Municipal Tank Coating & Sandblasting, Inc., upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids made for such items. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The bid submitted by Municipal Tank Coating & Sandblasting, Inc.,for painting of the exterior and interior of Grandin Court No. 3 and Hollins water tanks at a total cost of $98,700, is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized, on behalf of the City, to execute and attest, respectively, the requisite contract with the successful bidder, such documents to be in such form as shall be approved by the City Attorney. 3. Any and all other bids made to the City for the aforesaid Rems are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. MARY E P~.~qKER, CMC/AAE Cir, Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk September 4, 1996 File #183-468 Q.S.C. Painting, Inc. Box 9665 Pittsburg, Pennsylvania 15226 Southern Corrosion, Inc. Route 1, Box 118-B Roanoke Rapids, North Carolina 27878 Town Hall Painting Corp. 1128 Priddy Lane Virginia Beach, Virginia 23455 Ladies and Gentlemen: I am enclosing copy of Resolution No. 330954381996 accepting the bid of Municipal Tank Coating & Sandblasting, Inc., for exterior and interior painting of certain water tanks, in the amount of $98,700.00, upon certain terms and conditions; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids made to the City. Resolution No. 330954381996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. On behalf of the City of Roanoke, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMClAAE City Clerk MFP:sm Enc. H:~AG ENDA~AUG U b"T. 19 Mary F. Parker, CMCIAAE C~y Ck~rk CITY OF ROANOKE Office of the City Clerk ·andm H. Eakin Deputy C~y C~rk August 23, 1996 File f/60-183-468 James D. Gdsso Director of Finance Roanoke, Virginia Dear Mr. Gdsso: I am attaching copy of Ordinance No. 33094-081996 amending and reordaining certain sections of the 1996-97 Water Fund Appropriations, providing for appropriation and transfer of funds in connection with extedor and intedor water tank painting of Grandin Court No. 3 and Hollins water tanks. Ordinance No. 33094-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Ma~ F. Parker, CMCIAAE City Clerk MFP:sm Enc. pc: W. Robert Herbert, City Manager Diane S. Akers, Budget Administrator, Office of Management and Budget William F. Clark, Director, Public Works Charles M. Huffine, City Engineer Ellen S. Evans, Construction Cost Technician Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Supply Management M. Craig Sluss, Manager, Water Department H:~..,OU NCIL~'~U GUST. 19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 19th day of August, 1996. No. 33094-081996. AN ORDINANCE to amend and reordain certain sections of the 1996-97 Water Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1996-97 Water Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: &DDrooriations Capital Outlay Grandin Court No. 3 and Hollins Tank (1) ........... Operating Capital Outlay from Revenue (2) .................... Retains~ Earnings $ 25,027,702 105,000 $ 8,689,132 638,893 Retained Earnings - Unrestricted (3) ............... $ 28,357,970 (002-056-8351-9003) $ 105,000 (002-056-2178-9028) (80,000) ( 25,000) 1) Appropriated from General' Revenue 2) Water Maintenance- Paintinq 3) Retained Earnings - Unrestricted (OO2-3336) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. August 19, 1996 Council Report No. 96-161 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT EXTERIOR AND INTERIOR WATER TANK PAINTING GRANDIN COURT NO, 3 AND HOLLINS TANK ROANOKE, VIRGINIA We, the undersigned Bid C( consideration. R~tte~ereby subm~~ attached report for your William F. Clark JHP/LBC/kh Attachment: Bid Committee Report City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue Manager, Water Department August 19, 1996 Council Report No. 96-161 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT EXTERIOR AND INTERIOR WATER TANK PAINTING GRANDIN COURT NO, 3 AND HOLLIN$ TANK ROANOKE, VIRGINIA I concur with the recommendations of the attached Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/LBC/kh Attachment: Bid Committee Report C~ City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue Manager, Water Department August 19, 1996 Council Report No. 96-161 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: BID COMMITTEE REPORT EXTERIOR AND INTERIOR WATER TANK PAINTING GRANDIN COURT NO. 3 AND HOLLINS TANK ROANOKE, VIRGINIA Backoround on the subject in chronological order is as follows: Ao Followina proper advertisement, bids were publicly opened and r~d alkyd by D. Darwin Roupe, Manager, Office of Supply Management, on Friday, July 26, 1996. Four (4) bids were received with Municipal Tank Coating & Sandblasting, Inc., submitting the Iow bid in the amount of $98,700 and 75 consecutive calendar days. C. Pro!ect consists of the followina at eech tank: Power tool cleanina of the ~xt~riQr of each tank followed by cleaning by water pressure or steam. The cleaning shall be followed by spot prime painting of all spots where there was power tool cleaning (bare metal) plus one full prime coat and the final coat. Interior tank shall be cleaned to bare metal by grit or sandblasting. This shall be followed by three (3) coat epoxy paint system. II. Current situation is as follows: A. Pro!ect has been bid and the contract needs to be exe~¥t~t. III. Issues in order of importance are as follows: A. ComDliance of the bidders with the reouirements of the contract documents for bidding B. Amgunt of the Iow bid C. Funding D. Time of completion Honorable Mayor and Members of City Council BID COMMITTEE REPORT EXTERIOR AND INTERIOR WATER TANK PAINTING GRANDIN COURT NO. 3 AND HOLLINS TANK ROANOKE, VIRGINIA August 19, 1996 Page 2 IV. Alternatives in order of feasibility are as follows: Ao Award a lumo sum contract to Municipal Tank Coating & Sandblastino, Inc., in the amount of $98,700 and 75 consecutive calendar days for the exterior and interior water tank painting of Grandin Court No. 3 and Hollins water tanks in accordance with the contract documents as prepared by the Office of the City Engineer. Compliance of the bidders with the reauirement~ of the contract documents for biddino was met. 2. Amount of the Iow bid is acceptable. 3. Funding required for this project is as follows: Contract Amount $ 98,700 Contingency 6,300 Total $105,000 Funding is available in the following accounts: Tank Painting Account No. 002-056-2178-9028 Water Fund Retained Earnings Account No. 002-3336 Total $ 80,000 25,000 $105,000 Funding to be encumbered in a capital account as established by the Director of Finance. o Time of comDletion of 75 consecutive calendar days is acceptable. This will permit the project to be completed before cold weather. B. Re!ect the bids and do not award a contract at this time. Compliance of the bidders with the reouirement8 of the contract documents for bidding would not be an issue. 2. Amount of the Iow bid would probably increase if rebid at a later date. 3. Funding would not be encumbered at this time. 4. Time of comoletion would probably be delayed until next spring. Honorable Mayor and Members of City Council BID COMMITTEE REPORT EXTERIOR AND INTERIOR WATER TANK PAINTING GRANDIN COURT NO. 3 AND HOLLINS TANK ROANOKE, VIRGINIA August 19, 1996 Page 3 Recommendation is as follows: City Council concur in Alternative "A" and take the following actions: A~lthorize the City Manaoer to enter into a contractual aoreement, in form approved by the City Attorney, with Municipal Tank Coating & Sandblasting, Inc., for the exterior and interior water tank painting of Grandin Court No. 3 and Hollins water tanks in accordance with the contract documents as prepared by the Office of the City Engineer in the amount of $98,700 and 75 consecutive calendar days. A~lthorize the Director of Finance to aoorooriate $25,000 from Water Fund Retained Earnings account number 002-3336 and transfer $80,000 from Tank Painting account number 002-056-2178-9028 for a total of $105,000, to a new Water Fund capital account to be established by the Director of Finance. C. Reiect the other bids received. Respectfully submitted, W. Robert Herbert City Manager WRH/LBC/kh Attachment: Bid Tabulation C: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Office of Supply Management Commissioner of Revenue Manager, Water Department TABULATION OF BIDS EXTERIOR AND INTERIOR WATER TANK PAINTING GRANDIN COURT NO. 3 AND HOLLINS TANK ROANOKE, VIRGINIA Bids opened by D. Darwin Roupe, Manager, Office of Supply Management, on July 30, 1996 at 2:00 p.m. BID NO. OF CONTRACTOR LUMP SUM BOND DAYS Municipal Tank Coating & Sandblasting, Inc. $ 98,700 yes 75 Town Hall Painting, Corp. 168,000 yes 60 Southern Corrosion, Inc. 276,855 yes ?* Q.S.C. Painting, Inc. 317,777 yes 90 Engineers Estimate: ~95.000 to t~ 100.000 *Bidder did not include number of days on bid Office of, City Engineer Roanoke, Virginia August 19, 1996 Mary F. Parker, CMCIAAE City Clerk CITY OF ROANOKE Office of the City Clerk Sandra H. Eakin Deputy City Clerk August 23, 1996 File #2-166-207-450 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 33062-081996 authorizing execution of an agreement with Orvis Co., Inc., for sale of approximately 13.19 acres of City-owned land within the Roanoke Centre for Industry and Technology, for the sum of $78,150.00; and authorizing execution of the requisite deed conveying such property. Ordinance No. 33062-081996 was adopted by the Council of the City of Roanoke on first reading on Monday, August 5, 1996, also adopted by the Council on second readingon Monday, August 19, 1996, and will be in full force and effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: John Moticha, Vice-President of Operations, Orvis Co., Inc., P. O. Box 12000, Roanoke, Virginia 24002-8008 Wilbum C. Dibling, Jr., City Attorney James D. Gdsso, Director of Finance Barry L. Key, Manager, Office of Management and Budget Phillip F. Sparks, Chief, Economic Development William F. Clark, Director, Public Works Kit B. Kiser, Director, Utilities and Operations H:~:;OUNCIL~AUGUST. 19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33062-081996. AN ORDINANCE authorizing the execution of an agreement with Orvis Company, Inc., for the sale of approximately 13.19 acres of City-owned land within the Roanoke Centre for Industry and Technology and authorizing the execution of the requisite deed conveying such property. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager and the City Clerk are authorized, for and on behalf of the City, to execute and attest, respectively, an agreement for sale with Orvis Company, Inc., providing for the sale of an approximate 13.19-acre tract of land adjacent to their existing facility in the Roanoke Centre for Industry and Technology, for the sum of $78,150.00, upon form approved by the City Attorney, and as set forth in the report to this Council dated August 5, 1996. 2. The Mayor and the City Clerk are authorized, for and on behalf of the City, to execute and attest, respectively, upon form approved by the City Attorney, the appropriate deed of conveyance of this property to Orvis Company, Inc. ATTEST: City Clerk. H:\ORD~)-ORV-SA.A Honorable Mayor David A. Bowers and Members of Roanoke City Council August 5, 1996 96-26 SUBJECT: Orvis Agreement for Purchase and Sale - Roanoke Centre for Industry and Technology (RCIT) Dear Mayor and Members of Council: I. BACKGROUND: Ao City Council authorized on September 8, 1986, by Ordinance No. 28328, the execution of an agreement to sell 20 acres of land at Roanoke Centre for Industry and Technology and the right of first refusal on approximately 8 contiguous acres to Orvis Virginia, Inc. Bo Orvis constructed a 135.000 sq. Ft. office/distribution center which opened in the spring of 1987. Co Orvis expanded their facility by 100,000 sq. fi. in the spring of 1994 and maximized the use of their current site. Employment growth at Orvis as a result of expansion has resulted in the addition of 50 full time equivalent positions per year for the past three years. Current employment is 500 with 271 being full time. Seasonal employment swells to approximately 800. H. CURRENT SITUATION: mo Orvis has notified the city of its desire to purchase 13.19 acres of property adjacent to their existing facility for the purpose of constructing another 100,000 sq. fi. addition which will represent a $2.3 million investment. The 13.19 acre parcel contains the 8 contiguous acres on which Orvis Virginia, Inc. was given the right of first refusal. Bo Agreement for purchase and sale of land has been negotiated with Orvis, and Orvis has presented an executed Agreement to the city. Major terms of the agreement are: Sale price of the 13.19 acre tract is $7,500 per developable acre or $78,150 calculated as follows: 13,19 acres - total site -2,77 acres - shared detention basin (undevelopable) 10.42 acres x $7,500 = $78,150 Honorable Mayor and Members of Council August 5, 1996 Page 2 Orvis must complete construction of the addition or be in diligent pursuit of completion within two years from the closing date. The city shall have the right to repurchase the site for the original purchase price if this does not occur. o Clo~ing must occur within 90 days following the date the Purchase and Sale Agreement is executed by the city. III. ISSUES: A. Timing. B. Economic Development. IV. ALTERNATIVES: Authorize the City Manager to execute the Agreement in a form approved by the City Attorney for the sale of a 13.19 acre site in the RCIT and authorize the Mayor to execute a deed in a form approved by the City Attorney conveying this property to Orvis. Timing is important in that Orvis desires to bid the project for construction by the fall of 1996. Economic Development program will be enhanced by the creation of new jobs and revenue as a result of Orvis' $2.3 million investment. DO not authorize the City Manager to execute the Agreement in a form approved by the City Attorney for the sale of a 13.19 acre site in the RCIT and do not authorize the Mayor to execute a deed in a form approved by the City Attorney conveying this property to Orvis. 1. Timing for Orvis will not be met. Economic Development program will not be enhanced and the opportunity for new jobs, investment and revenue will be lost. V. RECOMMENDATION: Recommend Alternative A to authorize the City Manager to execute a contract in a form approved by the City Attorney for the sale of a 13.19 acre site in the RCIT and authoriz~ the Mayor to execute a deed of conveyance of property to Orvis. Honorable Mayor and Members of Council August 5, 1996 Page 3 Respectfully submitted: - W. Robert Herbert City Manager WRH/EDC:kdc cc: Orvis Company, Inc., P. O. Box 12000, Roanoke, VA 24002-8008 City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Manager of Management and Budget Chief of Economic Development Office of the City Manager August5,1996 96-26 Honorable Mayor David A. Bowers and Members of Roanoke City Council Dear Mayor and Members of Council: On December 19, 1994 the City announced Orvis' intentions to expand their operations for the second time within two years. Orris had just moved into their 100,000 square foot addition in the spring of 1994, and unprecedented growth had made it necessary to plan yet another expansion, which would require the purchase of additional land. Fortunately, this growth and expansion was planned for when Orvis first located in the Roanoke Centre for Industry and Technology in 1984. A right of first refusal for the purchase of adjacent land was negotiated between Orvis and the City at the same time the original corporate relocation to Roanoke from Vermont was announced. Orvis now stands ready to purchase land for the construction of a $2,000,000, 100,000 square foot addition to their facility, which will provide for future growth in distribution capacity for Orvis and job growth and revenue for Roanoke. City Council was briefed on this matter in November of 1994 and agreed unanimously to the terms outlined in the council report for your consideration and approval today. I am excited to recommend that the City now consummate its previous commitment to Orvis and sell a 13.19 acre tract adjacent to their current facility, thus insuring Orvis' future growth in Roanoke, in both jobs and investment. Attached is a map showing the current layout of the RCIT with the 13.19 acre tract outlined in yellow. Please call me should you have any questions regarding this exciting economic development project. Respectfully submitted, bert Herbert City Manager WRH/EDC:kdc attachment cc: City Attorney Director of Finance Director of Public Works Director of Utilities and Operations Manager of Management and Budget Chief of Economic Development Room 364 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 981-2333 FAX (540) 224-3138 R£.I.T. Addition AS PREPARED FOR TH.E CITY OF ROANOKE, VIRGINIA Ct11. 20.0~ /~ 1 C08PO :;:I ',',, ', :', ,~' ..... ','\',v,',,/, ... t/ , * -' , : ~ ~ ~ ~ I ~ ~ ', I X%"-' / * ; / ...__ fr ~ I ; ' ,',' ,' , , ~, ~ ~ ~ , , ~C'--;, /.'~ ..--~ · ~o~6.~° [, ,' ~[ , ,-' ..' ) ,, ',X', '. .-' ~,,,, ,'. [ ,LU~,~ ', ., I', -- .- ....... ' r ', ,' .---.Z.'lh'___~ ", /1'. ~.'.:,', ,,'x ,..' ./ , --. .... .,,.,, . ..... ,,,,. .., ., ,..-.....,-.-, ,,,, , , t" "' ""-t,,' '" .... ,,,,, ,,. , ......,.... 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'~-' ' ~ , ~ ..... .',, ~ , ~L~*c,. .-. . ', / , / ~ ..'(,' ,.,._-' ,, ,,', ~ ,- . ,, .... ,, ..---, , , , , ~, , , , -- . . , X-~X~',', ' ,' / ~ ',, ', , ' , X~ ', '1:::. ",'-- ~ .-,,.,,-,,,,,,~ ,-, ,, ,,., , ,, ,,,, ,,,, ,, ,.__.-_., : . ~,... ... . --., .~, . ,, ,~..-- ._ , .... ,. , , _.;,, ,,, ',~,,,-.-- ., ..,-. ,,,, - ~X~ ~,_-.,:..._ .,,---.__ ,', ~ ~X, -._~---- ,., -.. ,.%_ .:%'~ ,.'-. -~, .,,'~'~ ~-'- / ,~,, , ,,~ . .. , ~- '.;' ~" ~ .-' ~ ', ' '~ .... :--' ~, -- .';:~'%X / ,x~ ~ . rr~X~h ~, ~, ~--,() ~ ~A ........ ~/ /~ ,/ , z,/ -'-"-"~',',',~ ~:~ 0~ ............ ~/~-~ ,¢ ./Z// _ r ( ,, ,, ,,', ~-..-~1~-~~~:' : ~. .~ '/ , t, .' ' ,",' ~~~ ............. ,~~, ~'-'. ,,l' ~~~ ~ ...... ~ X~ ' ','~, AREA 12 48.22 AC "-' ( I, \ I MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 August23,1996 File #15-110-207 Deputy City Clerk Mr. Lynn D. Avis 3848 Bosworth Ddve, $. W. Roanoke, Virginia 24014 Dear Mr. Avis: I am enclosing copy of Resolution No. 33096-081996 appointing you as a Director of the Industrial Development Authority of the City of Roanoke, Virginia, to fill the remaining portion of a four year term which commenced on October 21, 1995, and will expire on October 20, 1999. Resolution No. 33096-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Enclosed you will find a Certificate of your election and an Oath or Affirmation of Office which may be adminiatered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, S. W. Please return one copy of the Oath of Office to Room 456 in the Municipal Building pdor to serving in the capacity to which you were elected. For your information and pursuant to Section 2.1-341.1, Code of Virginia (1950), as amended, I am enclosing copy of the Freedom of Information ACt. On behalf of the Mayor and Members of City Council, I would like to express appreciation for your willingness to serve the City of Roanoke as a Director of the Industrial Development Authority. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. pc: W. Bolling Izard, Chairperson, Industrial Development Authority, 2535 Robin Hood Road, S. E., Roanoke, Virginia 24014 Margaret R. Baker, Secretary, Industrial Development Authority, 2140 Windsor Avenue, $. W., Roanoke, Virginia 24015 Sandra H. Eakin, Deputy City Clerk H:~COUNClL~AUQ US1'. 19 COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the nineteenth day of August, 1996, LYNN D. AVIS was appointed as a Director of the Industrial Development Authority of the City of Roanoke, Virginia, to fill the remaining portion of a four year term which commenced on October 21, 1995, and will expire on October 20, 1999 Given under my hand and the Seal of the City of Roanoke this twenty-third day of August, 1996. City Clerk H:~COUNCIL~UGU~T. 10 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33096-081996. A RESOLUTION appointing a Director of the Industrial Development Authority of the City of Roanoke, to fill the remaining portion of a four (4) year term on its Board of Directors. WHEREAS, the Council is advised that the term of office John J. Butler, a Director of the Industrial Development Authority of the City of Roanoke, Virginia, expired on October 20, 1995, and the vacancy has not been filled; WHEREAS, S15.1-1377 of the Code of Virginia (1950), as amended, provides that appointments made by the governing body of such Directors shall, after initial appointment, be made for terms of four (4) years. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that Lynn D. Avis is hereby appointed as a Director on the Board of Directors of the Industrial Development Authority of the City of Roanoke, Virginia, to fill the remaining portion of the four (4) year term which commenced on October 21, 1995, and will expire on October 20, 1999. ATTEST: City Clerk. H :\~ F_.AS U RF..s\R-I DA. ~ MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk August 23, 1996 File/~80-132-367 Ms. Sandra M. Barham 3314 Oakland Boulevard, N. E. Roanoke, Virginia 24012 Dear Ms. Barham: I am enclosing copy of Resolution No. 33097-081996 memorializing the late Howard E. Musser, a former member of the Roanoke City Council, and extending the sympathy of the Council and the citizens of the City of Roanoke. Resolution No. 33097-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. H:~COU NClLLa, UGU~F. lg MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk August 23, 1996 File ~80-132-367 Ms. Jennifer M. Saul 3314 Oakland Boulevard, N. E. Roanoke, Virgiqia 24012 Dear~ I am enclosing copy of Resolution No. 33097-081996 memorializing the late Howard E. Musser, a former member of the Roanoke City Council, and extending the sympathy of the Council and the citizens of the City of Roanoke. Resolution No. 33097-081996 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, August 19, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:sm Enc. H:~CCRJNClL~,UG US'I'. 1 g IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 19th day of August, 1996. No. 33097-081996. A RESOLUTION memorializing the late Howard E. Musser. WHEREAS, the members of this Council have learned, with sorrow, of the passing on August 8, 1996, of Howard E. Musser, a former Vice-Mayor and member of this Council; WHEREAS, Mr. Musser, who was a City resident for more than fifty years, served as a member of City Council from May 11, 1982, to June 30, 1994; WHEREAS, Mr. Musser was always held in high esteem by citizens of the City of Roanoke as evidenced by his election as Vice-Mayor on three occasions by virtue of receiving the largest number of votes in the regular Councilmanic elections in 1982, 1986 and 1990; WHEREAS, Mr. Musser served as Chairman of the Roanoke Regional Cable Television Committee for many years, and in this capacity, he was heavily involved in the negotiation of a new cable television franchise approved by City Council in 1991, which provided for greatly improved consumer protection, an increased franchise fee and substantial capital contributions from the City's cable television franchisee; WHEREAS, in 1989-1990, Mr. Musser served as a key member of the City's Consolidation Negotiating Team which negotiated a widely acclaimed consolidation agreement providing for an innovative new form of government which would have been the first of its kind in the Commonwealth; and WHEREAS, Mr. Musser was known as a tireless advocate of civic betterment and honest government, and this Council desires to take special note of his passing and to pay its respects to the memory of this former Council member; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The Council adopts this means of recording its deepest regrets at the passing of the Honorable Howard E. Musser, a former member of this Council, and extends to his children and other family members the sympathy of this Council and that of the citizens whom he faithfully served. 2. The City Clerk is directed to forward an attested copy of this resolution to Jennifer M. Saul, daughter and Sandra M. Barham, daughter. ATTEST= City Clerk. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk August 23, 1996 File #29-79-330 Mr. James L. Cross, Jr. 3815-2 Stratford Park Drive, S. W. Roanoke, Virginia 24018 Dear Mr. Cross: Thank you for appearing before the Council of the City of Roanoke on Monday, August 19, 1996, to express your concern with regard to the 12°4, utility tax on electricity from June through September, the peak period for air conditioning use. Your remarks were recorded for the City's official record and received and filed. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm H:~:~:)UNClL~AUGUST. I g JAMES L. CROSS, JR. 3815-2 STRATFORD PARK DRIVE SW ROANOKE, VA 24018 10 AUGUST 1996 City of Roanoke Mary B. Parker, City Clerk Municipal Building 215 Church Avenue SW Roanoke, VA 24011 Dear Ms. Parker: Please reserve a ten minute time slot for me during the City Council meeting scheduled for 7:00 PM, Monday 19 August 1996. I wish to discuss the "Air Conditioning Tax" with members of Council. 3,~thes L. CrOss, Jr JLCjr/nwc C:\OFFICE\WPWlN%WPDOCSXJCITYCOU. 1 MARY F. PARKER, CMC/AA.E City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk August 23, 1996 File #51 Edward A. Naif, Attorney Osterhoudt, Ferguson, Natt, Aheron & Agee, P.C. 1919 Electric Road, S. W. Roanoke, Virginia 24014 Dear Mr. Naif: At a regular meeting of the Council of the City of Roanoke held on Monday, August 19, 1996, a public hearing was held on the request of the Roanoke Valley Society for the Prevention of Cruelty to Animals that a tract of land consisting of approximately four acres, located off of Lynn Brae Ddve and Route 460, identified as Official Tax Nos. 7150106 and 7150111, be rezoned from C-2, General Commercial District, and LM, Light Manufacturing District, to HM, Heavy Manufacturing District, subject to certain conditions proffered by the petitioner;, and that existing proffered conditions applicable to Official Tax No. 7150111 be repealed. The abovedescribed request for rezoning was denied. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. HACOUNCIL~AUGU~T.19 Edwarc~A. Natt, Attorney Osterhoudt, Ferguson, Natt, Aheron & Agee, P.C. August 23, 1996 Page 2 pc: Mr. Billy H. Branch, 3812 Bunker Hill Drive, S. W., Roanoke, Virginia 24018 The Wilkes Road Realty Partners, P. O. Box 723427, Atlanta, Georgia 31139 First Virginia Bank, Roanoke West, P. O. Box 7585, Roanoke, Virginia 24019 First Union Corporation of Virginia, 210 South Jefferson Street, Roanoke, Virginia 24011 Ms. Doris Lansing Bain, c/o Ted Lansing Supply Co., P. O. Box 9489, Richmond, Virginia 23228 Mr. Robie H. Patrick, Jr., P. O. Box 8372, Roanoke, Virginia 24014 VIAMAC, Inc., 1650 Braeburn Drive, Salem, Virginia 24153 Mr. and Mrs. John G. McLeod, 410 First Street, S. E., Roanoke, Virginia 24011 Mr. David C. Helscher, P. O. Box 20487, Roanoke, Virginia 24018-0049 Mr. Charles Sutherland, Paramax Management Corp., 1200 Ashwood Parkway, Atlanta, Georgia 20228 Ms. Betty Painter, P. O. Box 477, Troutville, Virginia 24175 Ronald M. Martin, President, Martin & Associates, 5007 Carriage Drive, S. W., Roanoke, Virginia 24018 Roy N. Stroop, President, Wildwood Civic League, 723 Mecca Street, N. E., Roanoke, Virginia 24012 Mr. Donald M. Helms, 2406 Richard Avenue, N. E., Roanoke, Virginia 24012 Mr. Ray Robinson, Sr., 1524 Patrick Road, N. E., Roanoke, Virginia 24012 Mr. R. D. Gallagher, 1524 Patrick Road, N. E., Roanoke, Virginia 24012 The Reverend Thomas E. Pleasants, 1526 Grayson Avenue, N. W., Roanoke, Virginia 24017 Mr. Hassell A. Hale, 2729 Idlewild Boulevard, N. E., Roanoke, Virginia 24012 Mr. Alton B. Pdllaman, Attorney, P. O. Box 20487, Roanoke, Virginia 24018-0049 Mr. Paul Smith, 3516 Willow Run Drive, N. E., Roanoke, Virginia 24012 Mr. FrankFoti, Western Sizzlin Steak House, 3518 Orange Avenue, N. E., Roanoke, Virginia 24012 W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Steven J. Talevi, Assistant City Attorney Willard N. Claytor, Director of Real Estate Valuation Kit B. Kiser, Director of Utilities and Operations William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Ronald H. Miller, Building Commissioner John R. Marlles, Agent, City Planning Commission Evelyn D. Dorsey, Zoning Administrator Martha P. Franklin, Secretary, City Planning Commission H:~COUNCIL~,LIGU~T,19 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, AN ORDINANCE to amend §§36.1-3 and 36.1-4, Code of the City of Roanoke (1979), as amended, and Sheet No. 715, Sectional 1976 Zone Map, City of Roanoke, to rezone certain property within the City, subject to certain conditions proffered by the applicant; and to remove certain conditions presently binding upon certain property previously conditionally zoned LM, Light Manufacturing District. WHEREAS, the Roanoke Valley Society for the Prevention of Cruelty to Animals ("SPCA"), has made application to the Council of the City of Roanoke to have the hereinafter described property rezoned from C-2, General Commercial District, and conditional LM, Light Manufacturing District, to HM, Heavy Manufacturing District, subject to certain conditions proffered by the applicant; and to remove certain conditions presently binding upon Official Tax No. 7150111; and WHEREAS, the City Planning Commission, which after giving proper notice to all concerned as required by §36.1-693, Code of the City of Roanoke (1979), as amended, and after conducting a public hearing on the matter, has made its recommendation to Council; and WHEREAS, a public hearing was held by City Council on said application at its meeting on August 19, 1996, after due and timely notice thereof as required by S36.1-693, Code of the City of Roanoke (1979), as amended, at which hearing all parties in interest and citizens were given an opportunity to be heard, both for and against the proposed rezoning; and WHEREAS, this Council, after considering the aforesaid application, the recommendation made to the Council by the Planning Commission, the City's Comprehensive Plan, and the matters presented at the public hearing, is of the opinion that the hereinafter described property should be rezoned as herein provided. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that §36.1-3, Code of the City of Roanoke (1979), as amended, and Sheet No. 715 of the Sectional 1976 Zone Map, City of Roanoke, be amended in the following particular and no other: That certain conditions presently binding upon Official Tax No. 7150111 are hereby removed, pursuant to the Petition to Rezone filed in the Office of the City Clerk on November 16, 1995; and that certain approximate 4-acre tract of land lying off of Lynn Brae Drive and Route 460, and designated on Sheet No. 715 of the Sectional 1976 Zone Map, City of Roanoke, as Official Tax Nos. 7150106 and 7150111, be, and is hereby rezoned from C-2, General Commercial District, and conditional LM, Light Manufacturing District, to HM, Heavy Manufacturing District, subject to proffers contained in the Petition to Rezone filed in the Office of the City Clerk on November 16, 1995, and the Amended Proffer of Conditions filed in the Office of the City Clerk on July 3, 1996; and that Sheet No. 715 of the Zone Map be changed in this respect. ATTEST: City Clerk. H:\ORD\O-Z-SPCA. 1A Roanoke City Planning Commission August 19, 1996 Honorable Mayor David A. Bowers and Members of City Council Roanoke, Virginia Dear Members of the Council: Subject: Request from the SPCA that approximately 4 acres of land lying off of Lynn Brae Drive and Route 460, designated as Official Tax Nos. 7150106 and 7150111, zoned C-2, General Commercial District, and LM, Light Manufacturing District, respectively, be rezoned to HM, Heavy Manufacturing District, such rezoning to be subject to certain proffered conditions; and that existing proffered conditions applicable to Official Tax No. 7150111 be repealed. I. Background: Purpose ofrezoning request is to allow the property_ to be used for a new animal shelter for the SPCA, who desires to build a modem facility to meet public desires and needs. At present, the existing shelter is located at 1313 Eastern Avenue, S. E. which is in the 100-year floodplain. The current facility includes the Roanoke City Pound. At present, the existing pound facility is proposed not be included in the new facility. Bo Initial petition to rezone the property from C-2, General Commercial and LM, Light Manufacturing, was filed on 11/16/95. The request included proffered conditions which have been amended. The following amended proffered conditions were filed on 7/3/96: "The real estate will be developed and used for the purpose of operating an animal shelter as defined in Section 36.1-25 of the Code of the City of Roanoke (1979), as amended. All animals will be housed within an enclosed building and there will be no outside pens or 'runs'. The proposed development will be built in substantial conformity with the site plan dated July 1, 1996, prepared by Martin & Associates (a copy of which is attached as Exhibit A), subject to Comprehensive Development Plan review by the City. Room 162 Municipal Building 215Church Avenue, S.W. Roanoke, Virginia 24011 (703)981-2344 Members of City Council Page 2 The exterior design elevations for the proposed animal shelter will be in substantial accordance with the elevations dated July 1, 1996, prepared by Martin & Associates (a copy of which is attached as Exhibit B). If a Certificate of Occupancy for the facility is not issued within 42 months of the effective date of this rezoning, including final adjudication of any appeals, then the zoning of the properties will revert to their original zoning classifications with no further action required by City Council, to wit: C-2, General Commercial District for Official City Tax Number 7150106, and LM, Light Manufacturing District subject to certain conditions for Official City Tax Number 7150111. The proffered conditions for Tax Number 7150111 will be as previously proffered (Ordinance No. 27000 dated 5/2/84), namely: Landscaping of developments shall be incorporated in site plans and shall be similar to and in general conformance with those standards established for the adjoining Roanoke Centre for Industry and Technology. bo Lot coverage of buildings, structures, and parking shall not be more than eighty percent (80%) of the site. Co A front yard setback of a minimum of 30 feet shall be required for buildings or structures. Side and rear setbacks shall be a minimum of 15 feet from the property lines. Such setback areas are to be used only for landscaping, walks driveways, and signage. do Secondary utility lines shall be required to be underground except for users requiring extremely high voltage." Co One of the subject parcels, Tax No. 7150111 (formerly Tax No. 7150102 prior to subdivision), was rezoned from C-2 to LM in 1984 subject to proffered conditions which related to design development standards (landscaping, lot coverage, front yard setback, and utility services). The conditions were proffered to encourage industrial development that would be compatible with the adjacent Roanoke Centre for Industry and Technology. (Prior to 1987, there were no development standards established in the LM zone.) Do Petition was originally discussed by the City Planning Commission at a public hearing on 12/6/96. Plans for the proposed facility were very preliminary and various questions arose regarding facility design, layout, operations, and relationship to adjacent properties. Several property owners expressed concern for the proposed facility, including the potential for adverse effects from noise, odor, rodents, waste disposal, diminished property values, and loss of valuable commercial and industrial land. In addition to these items, there was discussion by the Commission regarding Members of City Council Page 3 signage permitted in an HM zone. By a vote of 5-0, the Planning Commission postponed action on the matter to allow the petitioner an opportunity to provide additional details on the proposed facility, address concerns that had been raised, and meet with citizens having an interest in the project. Planning staff and SPCA representatives discussed outstanding issues on numerous occasions, recommending that each matter be discussed to the extent feasible with concerned property owners and the established neighborhood organization prior to any public hearings. Second public hearing was held by the Planning Commission on July 3, 1996. Mr. Frank VanBalen, President of the SPCA, addressed the Commission advising that they proposed to construct a state of the art animal shelter and had chosen the proposed location because of its visibility. He noted that the existing pound facility would remain at the current Eastern Avenue facility. He advised that after the previous Planning Commission meeting, Martin & Associates, addressed issues of noise, odor, and the threat of vermin for the proposed facility (adding that at present, the existing facility had no problem with rodents). Mr. Ron Martin and Larry Degen of Martin & Associates, discussed the design and technical details of the proposed building indicating that they had specifically addressed the issues of sound insulation, odor control, and rodent control. He added that they had studied other existing animal care facilities and had talked with adjacent residential and business neighbors to determine how these facilities were perceived. He advised that the maximum number of animals at the new facility would be 350 (Phase 1 - 260, Phase 2 - 90). There was discussion by the Commission regarding the technical aspects of the facility (i.e. air filtration, sanitation, signage, storm water management) and lack of a guarantee that issues would be addressed as presented by the SPCA. In addition, it was noted by the Commission that the existing facility would remain in the floodplain. Mr. Roy Stroop, President of the Wildwood Civic League, appeared in opposition to the rezoning request advising that increased traffic, and especially, noise and odor were concerns for which there were no guarantees given by the SPCA. He also felt that the best land use of the property was not for an animal shelter and asked that more consideration be given to neighborhood and business concerns. Mr. Donald Helms (2406 Richard Avenue, N.E.) and Mr. Hassell Hale (2729 Idlewiid Boulevard, N.E.) of the Wildwood Civic League endorsed Mr. Stroop's comments. Mr. Ray Robinson, Sr., resident manager of the adjoining Rent-A-Space property, 1524 Patrick Road, N. E., spoke in opposition to the request advising that he was concerned about odor, noise, and rodents next to his home. Mr. R. D. Gallagher, business owner of 1524 Patrick Road, N. E., also spoke in opposition to the rezoning because of noise and odor. Reverend Thomas Pieasants, 1526 Grayson Avenue, N. W., pastor of Mount Moriah Baptist Church on the other side of Route 460, spoke in opposition, advising that the church and the proposed facility were at the same visible elevation and that he was concerned about the effect of the facility on existing businesses. Mr. Alton Prillaman, attorney for Mr. Roby Patrick, adjacent property owner of 16 acres, spoke in opposition to the request Members of City Council Page 4 stating that the businesses were opposed to the location of the facility in this most visible commercial area. He further advised that the area was designated as an enterprise zone and he felt the SPCA use did not fit the location, was detrimental to adjacent property, and was a spot zoning. Mr. Paul Smith (3516 Willow Run Drive, N. E.) spoke in opposition advising that transporting animal wastes daily by restaurants was a concern, as well as the possibility of further rezonings in the area. Mr. Frank Foti, owner of Western Sizzlin on Route 460, also voiced opposition stating that his main concern was economic and that he felt his business would drop because most people do not associate a restaurant being close to an animal shelter. He also indicated that he was concerned about odor. He felt that the facility should be located elsewhere. Mrs. Evelyn Lander, City Planning Staff, presented the staff report recommending possible approval of the rezoning advising that noise and odor issues could be addressed if the petitioner could proffer conditions to address various design standards to guarantee performance. The proposed facility served a public need, especially for the City of Roanoke, and should be located in an urban area for the efficiency and convenience of animal control officers and the public. While the proposed property was still viable for industrial or commercial use, its alternative use served an important public need. Traffic was not considered an issue, as volumes for an industrial or commercial use would be higher. The Planning Commission unanimously voted 5-0 to deny the rezoning re~_uest (Messrs. Bradshaw, Butler, Jones, Chrisman and Mrs. Coles voting for denial). II. Current Situation: SPCA recently retained Mr. Ed Natt to represent them in this rezoning request. By letter of July 26, Mr. Natt has requested that the matter be referred back to the Planning Commission for re-consideration in October. Planning Commission staff, City staff. SPCA officials, and petitioner's attorney continue to meet to discuss outstanding issues and further public discussion. III. Issues: Ao Zoning of subject properties is C-2 (Tax No. 7150106) and LM, conditional (Tax No. 7150111). Zoning along Route 460 is C-2. Zoning behind the 460 corridor, toward the Roanoke Centre is LM. Recently, Tax No. 7150102 was rezoned from LM to conditional HM for an asphalt facility. Bo Land use of Tax No. 7150106 is a warehouse building; Tax No. 7150111 is vacant. Adjacent land uses include a shopping center, banks, and restaurants (toward Route 460) and the Roanoke Centre, Ted Lansing Supply, and Honey Tree Day Care Center (behind the 460 corridor). Access to subject properties is from Ly~ Brae Drive, which has direct access to Route 460. There is no traffic light at the intersection with Route 460. The City Members of City Council Page 5 Traffic Engineer projects that traffic generation from the proposed use would be very low (100-200 trips per day) and distributed throughout the day, as opposed to generation at peak hours. With a commercial or industrial use, the traffic could be expected up-to ten times that amount (based on building size and use). Development of properties is proposed according to the site plan prepared by Martin Associates (7/1/96)). The plan is a condition of the rezoning. It is proposed that the existing building will be used for offices and a new building will be constructed in two phases for the animal care facility. Animals will be contained within an enclosed building; there will be no outdoor pens or runs (proffered condition). The following information has been supplied by the SPCA in response to concerns that have been raised: Noise. All operations and boarding will occur within an enclosed building that is insulated for sound. Odor. The new facility will use an air filtration system and recirculate air to sufficiently ventilate the building and prevent odor problems. Good sanitation practices for maintenance and waste disposal will assist in controlling odors. Rodents. There is little potential for a rodent problem at the facility because of good sanitation practices, proper refuse disposal, proper storage of food, and building design measures that are intended to prevent rodents at the facility. There is presently no rodent problem at the existing facility. Effect on adjacent properties. The SPCA maintains that the facility will not be detrimental to adjacent businesses. The proposed facility will encourage patronage to the area. The design of the facility will enhance property values. Industrial land would be used for non-industrial purpose. Important industrial sites are encouraged by the City to be preserved for industrial development. Loss of these properties would reduce the inventory of industrial sites available; however, the proposed use of the properties also serves a public need as an animal shelter. For the City of Roanoke and other participating localities, the facility would provide a public service for the control of abused and stray animals, as required by State law. It is estimated that approximately 80 percent of the animals at the current SPCA facility are handled for city officials or residents. Neighborhood organization is Wildwood Civic League. SPCA representatives discussed the facility with the neighborhood organization and adjacent property owners prior to the Planning Commission public hearing. The neighborhood organization and many adjacent property owners are opposed to the rezoning request. They have expressed concerns for noise, odor, land use and effect on existing businesses. Members of City Council Page 6 Comprehensive Plan recommends that: Alternatives: III. Co Development of new or existing commercial and industrial areas in the city should be carefully planned and designed to promote quality development and good land use. Roanoke should encourage the continued development of commercial, health, transportation-related businesses and other Service facilities that serve the larger Valley re,on. Because of the limited amount of existing industrially zoned land in Roanoke, the comprehensive plan and related ordinances should protect these areas by restricting uses to only industrial categories. City Council refer the request back to the Planning Commission for reconsideration as requested by the attorney for the SPCA. City Council recommend denial of the rezoning request. 1. Zoning remains C-2 and LM, conditional. 2. Land use unchanged. 3. Access not an issue. 4. Development can still occur for other uses. Neighborhood not affected. 6. Industrial land sustained for industrial development. 7. Comprehensive Plan would be followed. Public need for an expanded animal shelter still an issue. City Council recommend approval of the rezoning request. 1. Zoning of the properties becomes conditional HM. A special exception permit from the Board of Zoning Appeals for an animal shelter would still be required to permit the facility. Conditions of the zoning address the use of the property and include a reversion clause if the facility is not constructed. 2. Land use of the property would be limited to an animal shelter. Members of City Council Page 7 3. Access to the property is adequate. Traffic generation is not a valid concern. Development of the property_ is proposed according to the plan by Martin Associates which has been proffered as a condition of the rezoning. Facility would house animals within an enclosed building. Issues relating to noise, odor, waste disposal, and rodent control would be addressed through design features of the building. These design issues are not stipulated in proffered conditions. Neighborhood organization is Opposed to the request, as are many adjacent property owners. 6. Industrial land would be used for other purposes. Comprehensive Plan could be followed Goal to preserve city industrial land would be compromised by public need to provide services for public safety and to control animal abuse and neglect. IV. Recommendation: At its meeting on 7/3/96, the Planning Commission unanimously recommended denial of the rezoning request by a vote of 5-0 (Messrs. Bradshaw, Butler, Jones, Chrisman and Mrs. Coles voting to deny the request; Mr. Hill and Mrs. Duerk were absent). There was strong opposition to the use of the property for an animal shelter, both by the Wildwood Civic League and several adjacent property owners. Based upon information presented, the proposed use of the property for an animal shelter could adversely effect existing businesses in the area. Residents and property owners were concerned with noise, odor, rodents, loss of valuable commercial and industrial land, and the general suitability of an animal shelter in this location. Since the Commission's action, a new attorney has been retained for the SPCA. Should Council desire, the Commission would be happy to meet further with the petitioners and the public to reconsider the matter and discuss outstanding issues in greater detail. Respectfully submitted, Carolyn H. Coles, Chairman Roanoke City Planning Commission Attachments cc: Assistant City Attorney Director of Public Safety Zoning Administrator Attorney for the Petitioner MARY F. PARK]~, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 SANDRA H. EAKIN Deputy City Clerk July 3, 1996 File #51 Carolyn H. Coles, Chairperson City Planning Commission 1501 Cove Road, N. W. Roanoke, Virginia 24017 Dear Ms. Coles: Pursuant to Section 36.1-690(e) of the Code of the City of Roanoke (1979), as amended, I am enclosing copy of an amended petition from Charles F. Barnett, Jr., Attorney, representing the Roanoke Valley Society for the Prevention of Cruelty to Animals, requesting that a tract of land consisting of approximately four acres, located off of Lynn Brae Drive and Route 460, identified as Official Tax Nos. 7150106 and 7150111, be rezoned from C-2, General Commercial District, and LM, Light Manufacturing District, to HM, Heavy Manufacturing District, subject to certain conditions proffered by the petitioner. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. Carolyn H. Coles, Chairperson City Planning Commission July 3, 1996 Page 2 pc: The Honorable Mayor and Members of the Roanoke City Council Charles F. Barnett, Jr., Attorney, Parvin, Wilson & Barnett, 200 Market Place Center, 114 Market Street, S. W., Roanoke, Virginia 24011 artn R. Marries, Agent, City Planning Commission ha P. Franklin, Secretary, City Planning Commission Evelyn D. Dorsey, Zoning Administrator Ronald H. Miller, Building Commissioner Steven J. Talevi, Assistant City Attorney VIRGINIA: IN THE COUNCIL OF THE CITY OF ROANOKE IN RE: Rezoning of a tract of land comprising ) approximately four acres lying' off of ) Lynn Brae Drive and Route 460, desig- ) nated as Official City Tax Numbers ) 7150106 and 7150111, from C-2, General ) Commercial District, and conditional LM,) Light Manufacturing District, to HM, ) Heavy Manufacturing District, such ) rezoning to be subject to certain ) conditions. ) AMENDED PROFFER OF CONDITIONS TO THE HONORABLE MAYOR AND MEMBERS OF COUNCIL OF THE CITY OF ROANOKE, VIRGINIA: The Petitioner, the Roanoke Valley Society for the Preven- tion of Cruelty to Animals ("SPCA"), respectfully files the following Amended Proffer of Conditions as an amendment to its Petition to Rezone the above-described real estate located in the City of Roanoke, Virginia: 1. The real estate will be developed and used for the purpose of operating an animal shelt~'r as defined in Section 36.1-25 of the Code of the City of Roanoke (1979), as amended. 2. All animals will be housed within an enclosed building and there will be no outside pens or "runs." 3. The proposed development will be built in substantial conformity with the site plan dated July 1, 1996, prepared by Martin & Associates (a copy of which is attached as Exhibit A), subject to Comprehensive Development Plan review by the City. 4. The exterior design elevations for the proposed animal shelter will be in substantial accordance with the elevations dated July 1, 1996, prepared by Martin & Associates (a copy of which is attached as Exhibit B). 5. If a Certificate of Occupancy for the facility is not issued within 42 months of the effective date of this rezoning, including final adjudication of any appeals, then the zoning of the properties will revert to their original zoning classifi- cations with no further action required by City Council, to-wit: C-2, General Commercial District for the Official City Tax Number 7150106 and LM, Light Manufacturing District, subject to certain conditions for Official City Tax Number 7150111. The proffered conditions for Tax Number 715011 will be as previously proffered (Ordinance No. 27000 dated 5/21/84), namely (1) Landscaping of developments shall be incorporated in site plans and shall be similar to and in general conformance with those standards esta- blished for the adjoining Roanoke Centre for Industry and Technolo~. (2) Lot coverage of buildings, structures, and parking shall not be more than eighty percent (80%) of the site. (3) A front-yard setback of a minimum of 30 feet shall be required for buildings or structures. Side and rear setbacks shall be a minimum of 15 feet from the property lines. Such setback areas are to be used only for landscaping, walks, driveways, and signage. (4) Secondary utility lines shall be required to be underground except for users requiring extremely high voltage. The foregoing Amended Proffer of Conditions are in lieu of the conditions set forth in the Petitioner's previously filed Petition to Rezone. Respectfully submitted, this 3rd day of July, 1996. Charles F. Barnett, Jr. Bersch & Rhodes, P.C. P. O. Box 1529 Roanoke, Virginia 24007 (540) 345-7400 Counsel for Petitioner ROANOKE VALLEY SOCIETY FOR THE PREVENTION OF CRUELTY TO ANIMALS Counsel deciduous trees 0 ~0' o.c. ./' / service drive-~/ / 'utu~o stMf parkin~ service ',, entrance 30' setback line ' drainage easement 30' setback line 'hase (9,200 -- stormwater retention area '\ 'x. New Addition.': .~ approx. .' ,.'.~ ,:, - ~ ' ';.'..Phase public parking evergreen landscape screen public entrance Existing Building approx. 5.000 S.F. entrance parking enclosed outdoor adoption area ~ wall mounted sign Site Plan 0 20 50 100 1~ / setback line signage JULY 1, 1996 PROPOSED SHELTER mflrtin & archlteclure · planning · construcllon management PROPOSED SHELTER J U L Y 1, 1996 LA '~X,' OFFICES ~ OSTER. HOUDT, FER. GUSON, NATT~ AHER. ON 8 AGEE APR. OFE$SiONAL COR. PORATION CHARL£$ H. OSTtrlq'HOuoT 1919 ELECTRIC ROAD. SUITE ~CHA£L $. F£~GU$ON P.O. BOX 200G8 ~DWAR'O A. NATT ~C~A£i. ~. ,,,Hr~o~ FLOANOK. E. VI R. GIN IA G. ST£VrN AC~£ 2 '10 I 8-0007 T~"L£FaHONC 540-774-11~7 July 26, 1996 The Honorable Mayor and Members of the City Council of the City' of Roanoke c/o city Clerk 4th Floor Municipal Building Roanoke, Virginia 24011 Re: Rezoning request of SPCA Dear Mayor and Members of the City Council: Our firm has been retained to represent the SPCA in its rezoning request. The Planning Commission at its meeting held on July 3, 1996 heard the rezoning request and made a recommendation to deny the same. Since our firm has recently been retained, and since we have additional information which we would like to present in regard to this rezoning request, I would respectfully request that the matter would once again be referred to the Planning Commission for its consideration..I would also like to request that the matter be set for the Planning Commission meeting to be held in October. This delay is necessary because of additional information which we are in the process of gathering. Because of vacations and other scheduling problems, we will likely not have all our information ready until mid September. Should you have any questions or need further additional information, please feel free to contact me. Very truly yours, Edward A. Natt EAN/laf cc: Mr. Frank Van Balen Mr. John Marlles Roanoke City Planning Commission August 8, 1996 Dear Adjoining Property Owner and Interested Citizen: Subject: Request fi.om the SPCA that approximately 4 acres of land lying off of Lynn Brae Drive and Route 460, designated as Official Tax Nos. 7150106 and 7150111, zoned C-2, General Commercial District, and LM, Light Manufacturing District, respectively, be rezoned to HM, Heavy Manufacturing District, such rezoning to be subject to certain proffered conditions; and that existing proffered conditions applicable to Official Tax No. 7150111 be repealed. On Monday, August 5, 1996, Roanoke City Council heard a request fi.om Edward A. Natt, attorney representing the SPCA, to refer the above-cited matter back to the Roanoke City Planning Commission for further consideration. At their meeting on August 5, City Council advised that they would conduct a public hearing on Monday, August 19, 1996, at 7:00 p.m., and that citizens would be given an opportunity to be heard at that public hearing. City Council also requested that adjoining property owners and interested citizens be apprised of the following: City Council, at their public hearing on August 19, 1996, could refer the matter back to the City Planning Commission; City Council, at their public hearing on August 19, 1996, could defer action on the request until a later date; or City Council, at their public heating on August 19, 1996, could grant or deny the request for rezoning. Room 162 Municipal Building 215Church Avenue, S.W. Roanoke, Virginia24011 (703) 981-2344 This letter is being sent to you to clarify Council's actions on the request of Mr. Natt to refer the matter back to the Roanoke City Planning Commission. ffyou have any questions about Mr. Natt's request or would like to discuss the proposed SPCA rezoning request further, please contact Mrs. Evie Lander, City Planner (540= 981=2346), who is responsible for the Planning Commission report on matter. Sincerely, Martha P. Franklin, Secretary Roanoke City Planning Commission CCi Carolyn H. Coles, Chairman, Roanoke City Planning Commission W. Robert Herbert, City Manager Mary F. Parker, City Clerk John R. Marlles, Chief, Planning and Community Development Billy H. Branch 3812 Bunker ~ Drive Roanoke, VA 24018 The Wilkes Road Realty Partners P. O. Box 723427 Atlanta, GA 31139 Farm Virginia Bank -Roanoke-West P. O. Box 7585 Roanoke, VA 24019 First Union Corporation of VA 210 S. Jefferson Street Roanoke, VA 24011 John G. and Katherine L. McLeod 410 First Street, SE Roanoke, VA 24011 Betty Painter P. O. Box 477 Troutvilh, VA 24175 Doris Lansing Bain c/o Ted Lansing Supply Co. P. O. Box 9489 Richmond, VA 23228 VIAMAC, Inc. 1650 Braebum Drive Salem, VA 24153 David Helscher P. O. Box 20487 Roanoke, VA 24018-0049 Robie H. Patrick, Jr. P. O. Box 8372 Roanoke, VA 24014 Charles F. Barnett, Jr. Parvin, 'v~rdson & Barnett 200 Market Place Center Roanoke, VA 24011 Charlie Suthefland Paramax Management Corp 1200 Ashwood Parkway, Suite 500 Atlanta, GA 30338 Ray Robinson 1524 Patrick Road, NE Roanoke, VA 24012 Mr. Roy Stroop 723 Mecca Street, N.E. Roanoke, VA 24012 Mr. Donald Helms 2406 Richard Avenue, N.E. Roanoke, VA 24012 Mr. R. D. Gallagher 1524 Patrick Road, NE Roanoke, VA 24012 Reverend Thomas Pleasants 1526 Grayson Avenue, NW Roanoke, VA 24017 Hassell Hale 2729 Idlewild Boulevard, NE Roanoke, VA 24012 Mr. Frank Foti Western Sizzlin 3518 Orange Avenue, NE Roanoke, VA 24012 Sue Collins 2313 Avenham Avenue, SW Roanoke, VA 24014 Tom Wilkerson Scuggs Transmission Service 5136 Hildebrand Road, Roanoke, VA 24012 Gerald W. Fairchild 1313 Washington Avenue Vinton, VA 24179 Paul R. Smith 3516 Willow Run Drive, NE Roanoke, VA 24012 Rachel Bowery 4141 Hillandale Drive Troutville, VA 24175 Cary J. Mangus CMT Sporting Goods 3441 Brandon Avenue, SW Roanoke, VA 24018 Edward A. Natt P. O. Box 20068 Roanoke, VA 24018-0007 Alton Prillaman P. O. Box 20487 Roanoke, VA 24018 Teresa McNulty Church Court Day Nursery 5125 Hildebrand Road Roanoke, VA 24012 William C. Hagan 440 Canterbury Lane, SW Roanoke, VA 24014 NOTICE OF PUBLIC HEARING TO WHOM IT MAY CONCERN: Pursuant to the provisions of Article VII of Chapter 36.1, Code of the City of Roanoke (1979), as amended, the Council of the City of Roanoke will hold a Public Hearing on Monday, August 19, 1996, at 7:00 p.m., in the Council Chamber in the Municipal Building, 215 Church Avenue, S.W., on the question of rezoning from C-2, General Commercial District, and conditional LM, Light Manufacturing District, to HM, Heavy Manufacturing District, subject to certain proffered conditions, and on the question of removing the current proffered conditions applicable to Official Tax No. 7150111, the following property: That certain approximate 4-acre tract of land lying off of Lynn Brae Drive and Route 460, and being designated as Official Tax Nos. 7150106 and 7150111. A copy of this proposal is available for public inspection in the Office of the City Clerk, Room 456, Municipal Building. All parties in interest may appear on the above date and be heard on the question. GIVEN under my hand this 31~t day of ']~]3 , 1996. Mary F. Parker, City Clerk. H:kNOTICE'uN-SPCA. IA The Roanoke Times Ad Number: 80211566 Publisher's Fee: $124.70 OSTERHOUDT FERGUSON NATT 1919 ELECTRIC RD ROANOKE, VA 24018 STATE of VIRGINIA CITY of ROANOKE AFFIDAVIT of PUBLICATION I, (the undersigned) an authorized representative of the Times-World Cor- poration, which corporation is publisher of The Roanoke Times, a daily newspaper published in Roanoke, in the State of Virginia, do certify that the annexed notice was published in said newspapers on the following dates: 08/02/96 FULL RUN - Friday 08/09/96 FULL RUN - Friday Witness, this 12th day of August 1996 Authorized Signature NOTICE OF PUBUC HEARING TO WHOM IT MAY CONCERN: Purmmm to the ~ovtmom of ArUcle VII of Clmpter 36.1, (1979), mm mm~nded, ~ Co~m- hokl · Put~c (My, August ~, 199~, ~t 7:00 p.m., in tim coun~l ctmmb~r In u~e Munlc#~d ~,klln~ 21~ Church Avmme, $.W., on Clue~lon of rezonln~ from C-2, ufmcturlng District, to HM, m~bj~ct to c~min prof~m~d OfllciM Tax No. 7150111, the OfllciM Trax No~. 715010~ and 7150111. A oopy d t~ propo~ It MIl- on U~ mbove d~t~ ~md be GIVEN un,st my M~y F. Pmt~r, C~y cram. (4115~) MARY E PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (540) 981-2541 Fax: (540) 224-3145 August 1, 1996 File #51 SANDRA H. EAKIN Deputy City Clerk Edward A. Natt, Attorney Osterhoudt, Ferguson, Natt, Aheron & Agee, P.C. 1919 Electric Road, S. W. Roanoke, Virginia 24014 Dear Mr. Naif: Pursuant to provisions of Resolution No. 25523 adopted by the Council of the City of Roanoke on Monday, April 6, 1981, I' have advertised a public hearing for Monday, August 19, 1996, at 7:00 p.m., or as soon thereafter as the matter may be heard, on the request of the Roanoke Valley Society for the Prevention of Cruelty to Animals that a tract of land consisting of approximately four acres, located off of Lynn Brae Drive and Route 460, identified as Official Tax Nos. 7150106 and 7150111, be rezoned from C-2, General Commercial District, and LM, Light Manufacturing District, to HM, Heavy Manufacturing District, subject to certain conditions proffered by the petitioner; and that existing proffered conditions applicable to Official Tax No. 7150111 be repealed. For your information, I am enclosing copy of a notice of the public hearing, an ordinance and a report of the City Planning Commission with regard to the request for rezoning. Please review the documents and if you have questions, you may contact Steven J. Talevi, Assistan{ City Attorney, at 981-2431. Questions with regard to the Planning Commission report should be directed to John R. Marlles, Chief of Planning and Community Development, at 981-23~?.. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP:sm Enc. H:~REZONING~AUGU~3'. Osterhoudt, Ferguson, Natt, Aheron & Agee, P.C. August 1, 1996 Page 2 pc: Mr. Billy H. Branch, 3812 Bunker Hill Drive, S. W., Roanoke, Virginia 24018 The Wilkes Road Realty Partners, P. O. Box 723427, Atlanta, Georgia 31139 First Virginia Bank, Roanoke West, P. O. Box 7585, Roanoke, Virginia 24019 First Union Corporation of Virginia, 210 South Jefferson Street, Roanoke, Virginia 24011 Ms. Doris Lansing Bain, c/o Ted Lansing Supply Co., P. O. Box 9489, Richmond, Virginia 23228 Mr. Robie H. Patrick, Jr., P. O. Box 8372, Roanoke, Virginia 24014 VIAMAC, Inc., 1650 Braeburn Drive, Salem, Virginia 24153 Mr. and Mrs. John G. McLeod, 410 First Street, S. E., Roanoke, Virginia 24011 Mr. David C. Helscher, P. O. Box 20487, Roanoke, Virginia 24018-0049 Mr. Charles Sutherland, Paramax Management Corp., 1200 Ashwood Parkway, Atlanta, Georgia 20228 Ms. Betty Painter, P. O. Box 477, Troutville, Virginia 24175 Ronald M. Martin, President, Martin & Associates, 5007 Carriage Drive, S. W., Roanoke, Virginia 24018 Roy N. Stroop, President, Wildwood Civic League, 723 Mecca Street, N. E., Roanoke, Virginia 24012 Mr. Donald M. Helms, 2406 Richard Avenue, N. E., Roanoke, Virginia 24012 Mr. Ray Robinson, Sr., 1524 Patrick Road, N. E., Roanoke, Virginia 24012 Mr. R. D. Gallagher, 1524 Patrick Road, N. E., Roanoke, Virginia 24012 The Reverend Thomas E. Pleasants, 1526 Grayson Avenue, N. W., Roanoke, Virginia 24017 Mr. Hassell A. Hale, 2729 Idlewild Boulevard, N. E., Roanoke, Virginia 24012 Mr. Alton B. Prillaman, Attorney, P. O. Box 20487, Roanoke, Virginia 24018-0049 Mr. Paul Smith, 3516 Willow Run Drive, N. E., Roanoke, Virginia 24012 Mr. Frank Foti, Western Sizzlin Steak House, 3518 Orange Avenue, N. E., Roanoke, Virginia 24012 H:~REZONING'IAUGU~'r TO THE CITY CLERK OF THE CITY OF ROANOKE, VIRGINIA PERTAINING TO THE REZONING REQUEST OF: Request from the Roanoke Valley Society for the Prevention of Cruelty ) to Animals that approximately four acres of land lying off of Lynn Brae ) Drive and Route 460, designated as Official Tax Nos. 7150106, ) zoned C-2, General Commercial District and Official Tax No. 7150111, ) zoned LM, Light Manufacturing District, be rezoned to HM, Heavy )AFFIDAVIT Manufacturing District, such rezoning to be subject to certain conditions ) proffered by the petitioner; and that existing proffered conditions as they ) apply to property identified by Official Tax No. 7150111 be repealed. ) COMMONWEALTH OF VIRGINIA ) ) CITY OF ROANOKE ) TO-WIT: The affiant, Martha Pace Franklin, first being duly sworn, states that she is Secretary to the Roanoke City Planning Commission, and as such is competent to make this affidavit of her own personal knowledge. Affidavit states that, pursuant to the provisions of Section 15.1-341, Code of Virginia, (1950), as amended, on behalf of the Planning Commission of the City of Roanoke, she has sent by first-class mail on the 24th day of June, 1996, notices of a public hearing to be held on the 3rd day of July, 1996, on the rezoning captioned above to the owner or agent of the parcels listed below at their last known address: Parcel Owner, Agent or Occupant Address 7150112 Billy H. Branch 3812 Bunker Hill Drive Roanoke, VA 24018 7150103 The Wilkes Road Realty Partners P. O. Box 723427 Atlanta, GA 31139 7150105 First Virginia Bank, Roanoke West P. O. Box 7585 Roanoke, VA 24019 7150104 First Union Corporation of VA 210 South Jefferson Street Roanoke, VA 24011 7160108 Doris Lansing Bain c/o Ted Lansing Supply Co. P. O. Box 9489 Richmond, VA 23228 7160111 Robie H. Patrick, Jr. P. O.Box 8372 Roanoke, VA 24014 7160112 VIAMAC, Inc. 1650 Braeburn Drive Salem, VA 24153 7160109 John G. and Katherine L. McLeod Additional Notices Mailed to: 410 First Street, SE Roanoke, VA 24011 David Helscher P. O. Box 20487 Roanoke, VA 24018-0049 Charles Sutherland Paramax Management Corp 1200 Ashwood Parkway Atlanta, GA 20228 Betty Painter P. O. Box 477 Troutville, VA 24175 Ray Robinson 1524 Patrick Road, NE Roanoke, VA 24012 Martha Pace Franklin SUBSCRIBED AND SWORN to before me, a Notary Public, in the City of Roanoke, Virginia, this 24th day of ,une, 1096. '~/XCQ.~L~ ~/~~,_~ -'"~k~tary Public ~/' My Commission Expires: ~~ J// /~/~ -