HomeMy WebLinkAboutCouncil Actions 06-27-94BOWl iFS
32071
REGULAR WEEKLY SESSION
ROANOKE CITY COUNCIL
June 27, 1994
2:00 p.m.
AGENDA FOR THE COUNCIL
Call to Order-- Roll Call.
Council Member White was
absent.
The Invo~aaon was delivered by The Reverend George E. Stevenson,
Pastor, East Gate Church of the Nazarene.
The Pledge of Allegiance to the Flag of the United States of America
was led by Mayor David A. Bowers.
Welcome. Mayor Bowers.
BID OPENINGS
Ae
Bids for sewer line extension in Roanoke Centre for Industry and
Technology.
Three bids were referred to a committee composed of William White,
Sr., Chairperson, Kit B. Kiser and William F. Clark for tabulation,
report and recommendation to Council.
File g27-207
2. CONSENT AGENDA
C-1
C-2
C-3
C-4
(APPROVED 6-0)
ALL MATFERS LISTED UNDER THE CONSENT AGENDA ARE
CONSIDERED TO BE ROUTINE BY THE MAYOR AND
MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY
ONE MOTION IN THE FORM, OR FORMS, LISTED BELOW.
THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS.
IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED
FROM THE CONSENT AGENDA AND CONSIDERED
SEPARATELY.
Minutes of the meeting of the Audit Committee of Roanoke City
Council held on Monday, June 6, 1994.
RECOMMENDED ACTION: Receive and file.
File #110-300
A report of the City Manager with regard to the status of the City's
application for Federal disaster assistance.
RECOMMENDED ACTION: Receive and file.
File #183-188-299-410-467-468
A report of the City Manager with regard to the Community Police
Officer/Homeowner initiative.
RECOMMENDED ACTION: Receive and file.
File #5-178-184-2(I)-236
Qualification of E. Douglas Chittum as a member of the City of
Roanoke Pension Plan Board of Trustees for a term of four years
commencing July 1, 1994, and ending June 30, 1998.
RECOMMENDED ACTION: Receive and file.
File #15-110-429
2
A communication from Mayor David A. Bowers requesting that
Council convene in 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.
File gl 10-132
REGULAR AGENDA
J
HEARING OF CH'IZENS UPON PUBLIC MATTERS:
None.
4. PETmONS AND COMMUNICATIONS: None.
5. REPORTS OF OFFICERS:
a. CITY MANAGER:
BRIEFINGS: None.
ITEMS RECOMMENDED FOR ACTION:
A report recommending establishment of a new leave recording
system for firefighters on the three platoon system.
Adopted Ordinance No. 32071-062794. (6-0)
File #70-184-429
3
A report recommending acceptance of fiscal year 1994-95
Community Development Block Grant entitlement funds
approved by the U. S. Department of Housing and Urban
Development; and appropriation and transfer of funds in
connection therewith.
Adopted Budget Ordinance No. 32072-062794 and Resolution
No. 32073-062794. (6-0)
File g60-178-200-207-236
A report recommending execution of a Contract for Services
with the YMCA of Roanoke Valley, Family Center Branch, in
connection with the Top Gun Summer Day Camp project.
Adopted Resolution No. 32074-062794. (6-0)
File #72-100-178-236-304
e
A report recommending execution of an amendment to the fiscal
year 1993-94 Office on Youth Grant, accepting an additional
grant award, in the amount of $1,146.00, for continuation of
coordination, planning and program implementation of the
Office on Youth; and appropriation of funds in connection
therewith.
Adopted Budget Ordinance No. 32075-062794 and Resolution
No. 32076-062794. (6-0)
File//60-72-184-236-304
A report recommending concurrence in recommendations
submitted by the City Manager's Committee on Homelessness
for allocation of Emergency Shelter Resource Funds; and
execution of sub-grant agreements with Roanoke Area
Ministries, Roanoke Valley Trouble Center, Inc., Blue Ridge
Community Services and Total Action Against Poverty.
Adopted Resolution No. 32077--062794. (6-0)
File #72-178-226-236
4
o
A report recommending appropriation of additional funds in
connection with the Comprehensive Services Act for At-Risk
Youth and Families.
Adopted Budget Ordinance No. 32078-062794. (6-0)
File g60-72-236-304-467
A report recommending that limited concession privileges be
granted to Roanoke Valley Swimming, Inc., at Fallon Park
Swimming Pool on July 8, 9 and 10, 1994, in connection with
the United States Swimming/Virginia Swimming, Inc. State
swim meet.
Adopted Ordinance No. 32079-062794. (6-0)
File//67-169-256
o
A report recommending acceptance of a grant, in the amount of
$24,482.50, from the Commonwealth of Virginia, Department
of Health, Division of Emergency Medical Services Rescue
Squad Assistance Fund; and appropriation of funds in
connection therewith.
Adopted Budget ordinance No. 32080-062794 and Resolution
No. 32081-062794. (6-0)
File//60-70-188-236-270-354
o
A report recommending acceptance of the bid submitted by
Griffin Pipe Products Co., to supply ductile iron water pipe for
the period of July 1, 1994 through June 30, 1995.
Adopted Resolution No. 32082-062794. (6-0)
File//270-405-468
5
10.
A report recommending acceptance of the bid submitted by
Spacesaver Storage Systems, Inc./Business Equipment &
System, Inc., in the amount of $42,400.00, for providing a
mobile storage system for the Office of the Clerk of the Circuit
Court; and appropriation and transfer of funds in connection
therewith.
Adopted Budget Ordinance No. 32083-062794 and Resolution
No. 32084-062794. (6-0)
File g60-103-214-270
11.
A report with regard to the new pedestrian bridge between Hotel
Roanoke, the Conference Center and the Historic Market area.
Adopted Budget Ordinance No. 32085-062794 and Resolution
Nos. 32086-062794 and 32087-062794. (6-0)
File//'20-42-60-77-102-223-247-405-514
b. DIRECTOR OF FINANCE:
A financial report for the month of May, 1994.
Received and filed.
File #1-60-109
6. REPORTS OF COMMITTEES:
ao
A report of the committee appointed to tabulate bids received by the
City for asbestos abatement at the former Data Safe, Inc., and Miller,
Morgan and Company buildings located at 330 and 340 West
Campbell Avenue, recommending award of a contract to HICO, Inc.,
in the amount of $15,550.00; and appropriation of funds in connection
therewith. Council Member William White, Sr., Chairperson.
Adopted Ordinance No. 32088-062794. (6-0)
File #123-166-288
6
7. UNFINISHED BUSINESS: None.
Se
INTRODUCTION AND CONSIDERATION
ORDINANCES AND RESOLUTIONS:
OF
a. A Resolution memorializing the late M. Carl Andrews.
Adopted Resolution No. 32089-062794. (6-0)
File g67-80-87-110-192-367-518
9. MOTIONS AND MISCELLANEOUS BUSINESS:
Inquiries and/or comments by the Mayor and Members of City
Council.
The City Attorney was requested to prepare the proper measure
commending Dominick Miilner, a 1994 graduate of William Fleming
High School, who placed first in the Long Jump at the American
Airlines National Scholastic Outdoor Track and Field Championship
which was held in Raleigh, North Carolina, on Sunday, June 19, 1994.
File//80-467
Vacancies on various authorities, boards, commissions and committees
appointed by Council.
10. OTHER I-1E~GS OF CITIZENS:
Mr. George E. Rogers, 1311 Orange Avenue, N. W., appeared before Council
and advised that due to street paving, practically no curb exists in certain
portions of the 1200 and 1300 blocks of Orange Avenue, that following
heavy rains, water run-off causes debris to build up in front of homes, and
requested that the City address the problem. The matter was referred to the
City Manager for appropriate response.
File #57-66
7
CERTIFICATION OF EXECUTIVE SESSION. (6-0)
Appointed Claude N. Smith as a member of the Roanoke Regional Airport
Commission for a term ending March 9, 1998.
File g9-15-110
Reappointed J. Lee E. Osborne as a member of the Fifth Planning District
Commission for a term ending June 30, 1997.
File #15-110-326
8
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 !
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #27-207
The Honorable William White, Sr., Chairperson )
William F..Clark ) Committee
Kit B. Kiser )
Gentlemen:
The following bids for sewer line extension in Roanoke Centre for Industry and
Technology were opened and read before the Council of the City of Roanoke at a
regular meeting held on Monday, June 27, 1994:
BIDDER BASE BID
J. P. Turner & Bros., Inc.
Aaron J. Conner General
Contractor, Inc.
E. C. Pace Co., Inc.
$108,928.00
126,504.20
165,520.00
On motion, duly seconded and adopted, the bids were referred to you for tabulation,
report and recommendation to Council.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
pc: Wilburn C. Dibling, Jr., City Attorney
BID SUMMARY
ROANOKE CENTRE FOR INDUSTRY AND TECHNOLOGY
SEWER LINE EXTENSION
COMMISSION NO. 1165B
BID OPENING 06/27/94 TINE 1:30 P.N.
CONTRACTOR BID
Aaron J. Conner
F.L Showalter, Inc.
E.C. Pace
Engineer's Estimate:
$111,847.50
K: \~RH\ 1295E. SUI
CITY OF ROANOKE
INTERDEPARTMENT COMMUNICATION
DATE: June 3, 1994
TO: Ms. Mary F. Parker, City Clerk
FROM: ~D. D. Roupe, Manager, General Services
SUBJECT: CONSTRUCTION OF GRAVITY SEWER LINE
ROANOKE CENTRE FOR INDUSTRY AND TECHNOLOGY
Sealed bids will be received in the City Clerk's Office until
1:30 p.m., Monday, June 27, 1994 and held unopened until 2:00
p.m., at which time all such bids will be delivered to City Council
to be publicly opened and read aloud at their regular meeting on
this same date, for the following:
THE CONSTRUCTION OF 2376 LINEAR FEET OF 10 FEET
GRAVITY SEWER LINE IN THE
ROANOKE CENTRE FOR INDUSTRY
AND TECHNOLOGY
ROANOKE, VIRGINIA
JOB NUMBER 6209
A copy of the advertisement is attached hereto.
/dh
cc:
Bob Herbert
Chip Snead
Bill Clark
Kit Kiser
sealed Bids for-
INVITATION TO BID
(Legal Advertisement)
CITY OF ROANOKE, VIRGINIA
The Construction of 2376 Linear feet_of lO inch
Gravit,¥ Sewer Line in the
Roanoke Centre for Industry
and .Technoloq7
ROANOKE, VIRGINIA
JOB NUMBER 6209
will be received by the City of Roanoke in the City Clerk's
Office, Room 456, Municipal Building, 215 Church Avenue, S.W.,
Roanoke, Virginia 2401I, until 1:30 p.m., local time on Monday,
June27,1994, .
COp~es of plans and specifications may be examined at the Office
of City Engineer, Room 350, Municipal Building, Roanoke, Virginia
during business hours. Copies of the documents may be obtained
only from Mattern & Craig Consulting Engineers by submitting, a
deposit of Two Hundred ($200.00) Dollars per set. The deposit
shall be in the form of check or money order with the project.
name written on the deposit. Cash will not be accepted as a
deposit.
A pre-bid conference will be conducted on ~ne 16,1994~ -
]:~ D.m.. local time, at the site located at the en~ of linker
Creek Lane~l~ the Roanoke Centre for Industry and Technology.
~y25~1994.
Date
William F. Clark
Director of Public Works
City of Roanoke, Virginia
Project: Sanitary Sewer Extension
Re~noke Centre for Industry
and Technology
1 of 1
Invitation to Bid
MINUTES OF THE AUDIT COMMITTEE OF ROANOKE CITY COUNCIL
June 6, 1994 ('t-t'"( ~-
1. Call to order:
The meeting of the Roanoke City Audit Committee was called to
order at 1:10 p.m. on June 6, 1994, with Chairman, William White,
Sr., presiding.
· The roll was called by Mrs. Barger
Audit Committee
Members Present:
William White, Sr., Chairman
Mayor David A. Bowers
Delvis O. McCadden
Others Present:
Robert H. Bird, Municipal Auditor
James D. Ritchie, Assistant City Manager
Wilburn C. Dibling, Jr., City Attorney
Jesse A. Hall, Deputy Director of Finance
Marsha C. Fielder, Commissioner of Revenue
Will Claytor, Director of Real Estate Valuation
Kenneth F. Mundy, Controller RCSB
Evelyn W. Barger, Administrative Assistant
Thomas F. Baldwin, Assistant Municipal Auditor
Denise E. Stewart, Auditor
Allyson L. Price, Auditor
Doug McQuade, KPMG Peat Marwick
Robert N. Collis, KPMG Peat Marwick
EXTERNAL AUDITS:
KPMG Peat Marwick General Audit Plan for Fiscal Year
June 30, 1994
The motion was made by Mr McCadden and seconded by Mayor
Bowers to receive and file the KPMG Peat Marwick General
Audit Plan for Fiscal Year June 30, 1994. The motion was
approved unanimously.
Mr. White recognized Mr. McQuade for comments.
no questions or comments.
There were
INTERNAL AUDITS:
Substantive Testing - Real Estate Assessment Billing
The motion was made by Mayor Bowers and seconded by Mr.
McCadden to receive and file the Substantive Testing - Real
Estate Assessment Billing audit report. The motion was
approved unanimously.
Mr. White recognized Mr. Bird who asked Mrs. Stewart the
auditor to make comments. She reported that sales ratios,
supplemental bills, and property sketches were tested during
the period July 1, 1992 - June 30, 1993.
Audit Committee Minutes
~Page 2
June 6, 1994
UNFINISHED BUSINESS:
A. City-Wide Administrative Procedures
Mr. Bird reported that the manual is now finished and that
it will be distributed to all City departments on July 1,
1994.
B. Records Retention
Mr. Ritchie reported that the Records Retention training was
held on May 10 and 11 and that all City departments had
someone in attendance. Mr. Ritchie reported that the next
step was to have all City departments prepare an inventory
of all records and then have a committee look at all
department inventories and make recommendations and
suggestions on how to handle records management for the
City.
NEW BUSINESS:
Municipal Auditing Audit Plan for 1995
Mr. Bird reported to the committee that he was able to
change the audit plan to a 4 year plan instead of a 6 year
plan. This was the result of our office being staffed up
from 4 auditors to 5 auditors.
The motion was made by Mayor Bowers and seconded by Mr.
McCadden to receive and file the Municipal Auditing Audit
Plan for 1995. The motion was approved unanimously.
6. ADJOURNMENT:
There being no further business, the meeting adjourned at
1:26 p.m.
William White, Sr., Chairman
June 27r,, 1~,4 ~-~' -
The Honorable Mayor and Members of City Council
Roanoke, Virginia
Subject:
Status of City's Application for Federal Disaster Assistance
Dear Members of Council:
I am writing to provide you with the status of the City's application for federal disaster
assistance relating to the February, 1994 ice storm. Diane Akers, the City's Budget Administrator
and Applicant's Agent for Federal Disaster Assistance, has met with State and Federal officials to
survey the damages caused by the storm. Damage Survey Reports have been prepared for
eligible storm-related costs incurred by the City Administration and Schools.
Eligible expenditures totaling $256,261 have been recognized by the Federal Emergency
Management Agency (FEMA). These expenditures were in the categories of ice storm debris
removal ($181,730), ice and snow removal/emergency operations ($67,531) and repair of
handicapped fishing pier at Carvins Cove ($7,000). Individual projects of $42,400 or more are
considered Large Projects. Funding for these projects, based on actual eligible costs incurred, is
made upon submission and approval of a final claim. It is anticipated that City Grounds and
Streets crews will complete the removal and disposal of brush by August, 1994. At that time, a
claim will be submitted to FEMA. Total funding will be a Federal Share of 75% and a State share
of 24%, leaving a 1% local share. In addition, FEMA will reimburse administrative costs in the
amount of $6,125. The repair of the handicapped fishing pier at Carvins Cove is considered a
small project and payment is made based on the approved estimate of costs. The Federal and
State payment, in the amount of $6,930 (99%) was received by the City Treasurer on June 9,
1994. A separate council report will address the appropriation of funding for the repairs to the
pier.
Seven additional Damage Survey Reports, totaling $107,118, have been suspended by
FEMA, pending notification of insurance coverage. These reports cover the damages to City
School buildings. School officials are working to obtain notification of insurance coverage. Once
this information is known, the remaining damage survey reports can be settled.
Please let me know ifI can provide you with additional information.
W. Robert Herbert
City Manager
CC;
Wilburn C. Dibling, Jr., City Attorney
James D. Grisso, Director of Finance
William F. Clark, Director of Public Works
Diane S. Akers, Budget Administrator
'94 Qf~ip~f t~l~ ¢;~1 Manager
June 27, 1994
The Honorable David A. Bowers, Mayor
and Members of Roanoke City Council
Roanoke, Virginia 24011
RE: Community Police Officer /
Home-owner Initiative
Dear Mayor Bowers and Members of Council:
At its regular meeting of October 11, 1993, Council approved
the Community Police Officer/Home-owner Initiative providing
Community Development Block Grant loans to qualified police
officers for the purchase/rehabilitation of homes within the City's
Conservation Areas and Rehabilitation Districts. Council Member
William White, Sr. requested a status report on the program by June
30, 1994. This letter is to comply with Mr. White's request and
requires no action by Council.
As of this date, nine (9) officers have expressed interest in
the program, and contacted the Housing Development Office to obtain
additional information or pursue questions they had about the
program. At this time, two (2) of these officers are pursuing the
purchase of homes in need of significant renovations through the
program.
One officer has completed a home-ownership education program,
selected a specific home within an eligible area, obtained bids
from licensed contractors for the cost of the renovations to the
home, and has been pre-qualified for mortgage financing.
Currently, the officer is negotiating with the seller to establish
the purchase price of the home, and is saving sufficient funds
towards the required cash down payment.
The second officer has expressed significant interest in
properties involved in a City sponsored home relocation project.
This officer has not selected a specific home, and has not been
pre-qualified for mortgage financing at this time.
Room 364 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (703) 981-2333
Page 2
June 27, 1994
It is too early at this point to determine if either of the
officers will, in fact, close on the purchase/rehabilitation of the
properties. However, if both purchases close, it is likely that
the $42,770 in CDBG funds currently allocated to this initiative
will be committed. Please be assured that I will keep you informed
of future developments regarding this initiative in a timely
manner.
Sincerely,
W. Robert Herbert
City Manager
CC:
City Attorney
Finance
Director of Public Safety
Director of Human Development
M. David Hooper, Chief of Police
Charlie Harlow, Grants Compliance
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 l
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
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 E. Douglas Chittum has qualified as a member of the City
of Roanoke Pension Plan Board of Trustees for a term of four years commencing
July 1, 1994 and ending June 30, 1998.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
pc:
James D. Grisso, Director of Finance
Doris B. Peters, Retirement Administrator
Sandra H. Eakin, Deputy City Clerk
Oath or Aff,rmati n, i3ffi e
Commonwealth of Virginia, City of Roanoke, to-wit:
I, E. Douqlas Chi ttum , 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 asa member of the City of Roanoke Pension Plan Board of Trustees for a term
of four years commencing July 1, 1994 and ending June 30, 1998.
according to the best of my ability. So help me God.
Subscribed and sworn to before me, this }~ dayof ~"~-
ARTHUR B. CRUSH, III, CLERK
DAVID A. BOWERS
Mayor
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 Church Avenue, S.W., Room 452
Roanoke, Virginia 24011-1594
Telephone: (703) 981-2444
June 27, 1994
The Honorable Members of the
Roanoke City Council
Roanoke, Virginia
Dear Mrs. Bowles and Gentlemen:
I wish to request an Executive Session to discuss vacancies on various authorities,
boards, commissions and committees appointed by Council, pursuant to Section 2.1-
344 (A)(1), Code of Virginia (1950), as amended.
Sincerely,
Mayor
DAB: se
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #24-70-184-429
Raymond F. Leven
Public Defender
Suite 4B
Southwest Virginia Building
Roanoke, Virginia 24011
Dear Mr. Leven:
I am enclosing copy of Ordinance No. 32071-062794 amending and reordaining the
Code of the City of Roanoke (1979), by amending subsections (b), (f), (g) and (h)
of Section 2-49, Same -- Vacation leave and subsection (a) of Section 2-51, Same --
For employees of Fire Department by revising the vacation leave and sick leave
accrual rate and usage requirements for certain members of the Fire Department; and
authorizing an adjustment of accrued vacation leave for such employees, effective
July 1, 1994. Ordinance No. 32071-062794 was adopted by the Council of the City
of Roanoke at a regular meeting held on Monday, June 27, 1994.
Sincerely,--~. ~t~-%~_._
Mary F. P~arker, CMC/AAE
City Clerk
MFP: sm
Enc.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #24-70-184-429
Evelyn Jefferson
Vice President - Supplements
Municipal Code Corporation
P. O. Box 2235
Tallahassee, Florida 32304
Dear Ms. Jefferson:
I am enclosing copy of Ordinance No. 32071-062794 amending and reordaining the
Code of the City of Roanoke (1979), by amending subsections (b), (f), (g) and (h)
of Section 2-49, Same -- Vacation leave and subsection (a) of Section 2-51, Same --
For employees of Fire Department by revising the vacation leave and sick leave
accrual rate and usage requirements for certain members of the Fire Department; and
authorizing an adjustment of accrued vacation leave for such employees, effective
July 1, 1994. Ordinance No. 32071-062794 was adopted by the Council of the City
of Roanoke at a regular meeting held on Monday, June 27, 1994.
Please include Ordinance No. 32071-062794 in Supplement No. 32 to the Roanoke City
Code.
MFP: sm
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
Enc.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32071-062794.
AN ORDINANCE amending and reordaining the Code of the City of
Roanoke (1979), by amending subsections (b), (f), (g) and (h) of
Section 2-49, Same -- Vacation leave and subsection (a) of Section
2-51, Same -- For employees of Fire Department by revising the
vacation leave and sick leave accrual rate and usage requirements
for certain members of the Fire Department; authorizing an
adjustment of accrued vacation leave for such employees; and
providing for an emergency and effective date.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. Subsections (b), (f), (g) and (h) of Section 2-49, Same
-- Vacation leavet of the Code of the City of Roanoke (1979), as
amended, are hereby amended and reordained to read and provide as
follows:
(b)
Sec. 2-49 Same -- Vacation leave
On and after July 1, 1994, and during each
fiscal year thereafter, employees of the fire
department working the three-platoon system
shall accrue vacation leave each calendar
month, based on cumulative years of city
service, in accordance with the following
schedule:
Cumulative Years
of City Service
Vacation leave accruing
each calendar month
0 to 5 16 hours
5 to 10 20 hours
10 to 20 24 hours
20 to 30 28 hours
30 or more 32 hours
(f)
Saturdays, Sundays and holidays shall not be counted as
vacation leave, except to the extent that an officer or
employee normally works on such days, nor shall nonworking
hours on other days be so counted.
(g)
Vacation leave may be accumulated but no officer or employee
may be credited with more than two hundred forty (240) hours
of vacation leave on July I of any fiscal year, except that
employees of the fire department working the three-platoon
system may be credited with not more than four hundred eighty
(480) hours on such date.
(h)
Any officer or employee who is separated from the service of
the City for any cause not involving moral turpitude shall be
paid for accumulated and unused vacation are not to exceed
four hundred eighty (480) hours for an employee of the fire
department working the three-platoon system or two hundred
forty (240) hours for any other officer or employee; provided,
no payment for any accumulated vacation leave shall be made in
the case of any officer or employee who is separated from the
service of the city prior to completion of the first six (6)
months of employment.
2. Subsection (a) of Section 2-51, Same -- For employees of
Fire Department of the Code of the City of Roanoke (1979), as
amended, is hereby amended and reordained to read and provide as
follows:
Sec. 2-51 Same - For employees of Fire Department
(a)
On and after July 1, 1994, and each fiscal year
thereafter, employees of the fire department working the
three-platoon system shall be subject to the general
provisions of section 2-50, with the exception that
entitlement of such employees to sick leave shall be as
follows:
Term of Employment
6 months to 1 year
1 year to 2 years
2 years to 5 years
5 years to 10 years
10 years to 15 years
15 years to 20 years
20 years to 25 years
25 years to 30 years
30 years or more
Working Hours Leave
Per Year
72
144
264
504
624
744
864
984
1104
3. The vacation balance for any firefighter whose vacation
accrual rate ts adjusted pursuant to the requirements of this
ordinance shall be converted by multiplying by two-thirds (2/3) the
number of hours of vacation accrued and unused as of midnight on
June 30, 1994.
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 on and after July 1,
1994.
ATTEST:
City Clerk.
June 27, 1994
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
SUBJECT: LEAVE TIME (VACATION AND SICK) FOR ROANOKE CITY
FIREFIGHTERS ON THREE PLATOON SYSTEM
BACKGROUND
Substantive testing audit of the Roanoke City Fire Department system of recording
leave time was conducted by Municipal Auditing and reported to the City's Audit
Committee October 4, 1993, in accordance with Section 25.2(e) of the Roanoke
City Charter.
Bo
Because of special time reporting requirements for firefighters on the three platoon
system, the Fire Department maintains the official leave records for their
employees.
Co
These records include documentation supporting hours worked, leave time earned,
and leave time taken.
D. Records are maintained manually by the Fire Department logistics supervisor.
CURRENT SITUATION
Ao
City Code and Personnel Operating Procedures require firefighters on the three
platoon system to record single rest days between two consecutive days of
vacation as vacation taken. All rest days between two consecutive sick days are
recorded as sick days taken. If days of leave are not taken consecutively or are
broken with another type of leave, the rest days are not recorded as leave taken.
Bo
This leave recording system currently does not always treat personnel fairly
because vacation and/or sick leave is not always based on the actual time taken off.
C°
Fire department command staff have briefed employees who are on the platoon
system regarding the Municipal Auditor's findings and the recommended changes
to the system.
D°
New leave plan for paid leave and extended illness leave (adopted July 1, 1992) is
mandatory for new employees and compatible with this recommended change.
Honorable Mayor and City Council
Page 2
IVe
Paid leave accrual and the recommended vacation leave accrual is the
same.
Charging method in both plans will be hour for hour for scheduled work
hours.
ISSUES
A. Fairness of leave system.
B. Method of charging leave time.
C. Automation of time reporting.
ALTERNATIVES
Establish a leave recording system for firefighters on the three platoon system
which incorporates the following:
Charging method is hour for hour leave time charged for scheduled work
hours. Rest days are not charged to leave time.
Accrual of vacation leave is according to cumulative years of service as
outlined in the following schedule:
Cumulative Years
of Service
Working Hours
Monthly Leave
Accrual Hours Per Year
Working Days of
Leave Per Year
0 TO 5 16 192 8
5 TO 10 20 240 10
10 TO 20 24 288 12
20 TO 30 28 336 14
30 OR MORE 32 384 16
Vacation balances as of June 30, 1994, shall be converted to the new
system specified in #2 above by multiplying the "old" vacation balance by
2/3.
Fire Suppression personnel may carry over unused vacation leave from one
fiscal year to the next up to a maximum of 480 hours.
Upon termination Fire Suppression employees shall be paid for unused
vacation leave hours by multiplying the balance (not to exceed 480 as
stated above) by the regular rate.
Honorable Mayor and City Council
Page 3
Bo
Sick leave renewal on July 1 of each year according to continuous years of
service as outlined in the following schedule:
Cumulative Years
of Service
Working Hours Working Days
Leave Per Year Leave Per Year
1/2 TO 1 72 3
1 TO 2 144 6
2 TO 5 264 11
5 TO 10 504 21
10 TO 15 624 26
15 TO 20 744 31
20 TO 25 864 36
25 TO 30 984 41
30 OR MORE 1104 46
7. Effect:
Fairness is achieved since actual leave time and amount charged is
equivalent and does not allow differences in leave time versus work
time due to how time is scheduled.
bo
Method of charging leave time is for scheduled work hours only
and satisfies the Municipal Auditor's recommendations.
Co
Automation of time reporting is facilitated by all city employees
being charged leave time for scheduled work hours.
Continue current leave system for firefighters on the three platoon system.
Charging method for leave time is on the calendar day basis which includes
scheduled work hours and rest days.
Accrual of vacation leave is according to cumulative years of service as
outlined in the following schedule:
Honorable Mayor and City Council
Page 4
Cumulative Years
of Service
Monthly
Accrual Hours
Calendar Days of
Leave Per Year
1/2 TO 5 24 12
5 TO 10 30 15
10 TO 20 36 18
20 TO 30 42 21
30 or more 48 24
Vacation balances will remain the same.
Fire suppression employees may carry over unused vacation leave from one
fiscal year to the next up to a maximum of 720 hours.
Upon termination fire suppression employees shall be paid for unused
vacation leave hours by multiplying the balance (not to exceed 720 as
stated above) by 60 percent and then by the regular rate.
Sick leave renewal on July 1 of each year according to continuous years of
service as outlined in the following schedule:
Cumulative Years
of Service
Calendar Days of Leave
Per Year
1/2TO 1 7
1 TO2 15
2 TO 5 30
5 TO 10 60
10 TO 15 75
15 TO 20 90
20 TO 25 105
25 TO 30 120
30 or more 135
Effect:
Fairness is not achieved in that scheduling of leave time will result
in differences among employees in leave time versus work time.
b. Method of charging leave time remains the same.
Honorable Mayor and City Council
Page 5
Ve
Automation is not facilitated in that two methods of charging time,
work day and calendar day, will be used for city employees. The
method of charging leave time is not compatible with the automated
system.
RECOMMENDATION
Establish a leave recording system as outlined in Alternative A above. Attached is an
ordinance to amend the applicable sections of the Code of the City of Roanoke effective
July 1, 1994.
Respectfully submitted,
W. Robert Herbert
City Manager
WRH:jh
PVIRGINIA, CHARTERED B82~
Municipal Auditing
June 15, 1994
The Honorable David A. Bowers
and Members of City Council
Dear Mayor and Members of Council:
SUBJECT: Council Report Concerning Leave Time for
Firefighters on the Three Platoon System
Attached for your review are copies of actual Firefighter's leave
records. The names have been blanked out to protect individuals.
Firefighter A was away from work for three highlighted days of
vacation and charged 72 hours. Fire Lieutenant B was away from
work three highlighted days and was charged 120 hours. Note that_
if Firefighter A had taken vacation instead of holiday on the
days circled in red, he would have been charged 120 hours. This
inequity was the basis of the audit recommendation to change the
way we charge leave for Firefighters. A similar situation exists
for sick leave.
The proposed changes will eliminate inequity within the Fire
Department without significantly changing the overall leave
available to Firefighters. The changes were presented to
firefighters by the Fire Department command staff. I know of no
opposition in the Fire Department to the proposed changes.
I will be out of town June 16 - 24. During that time Tom
Baldwin, Assistant Municipal Auditor, will be availabe to answer
any questions you may have concerning audit involvement. I will
be available to answer questions on June 27 when the Council
Report is presented for action.
Respectfully,
Robert H. Bird
Municipal Auditor
Attachments
Copy:
W. Robert Herbert, City Manager
George C. Snead, Director of Public Safety
Raleigh W. Quarles, Sr., Fire Chief
CITY OF I,
FORH 110
NAME:
ADDRESS:
.,OKE, VIRGINIA
LEAVE RECORD
1 o _.9 ?_2.2
JOB TITLE:
FIREFIGHTER
SUMMARY OF' IIO~Rs'
URUSEO TINE JULY 1. 19 91
EARNED OURIBG YEAR
TOTAL
LESS TIRE USEO IR 19ql,qZ
eALANCE ENO OF JUNE 30, ig ~_
CLASSIFICATION I: 862
MONTH
JULY
AUGUST
SEPTERBER
OCTOBER
NOVERBER
OECERBER
JANUARY
FEgRUARY
RARCll
APRIL
RAY
JUNE
DEPARTRENT NAME:
SOCIAL SECURITY NO.:
CITY EMPLOYEE NO.:
OATE 6RAOE
OAIE GRAOE
OATE GRAOE
AUDIT I
FIRE
STEP AMOUNT ;
STEP AMOUNT
STEP AMOUNT
DATE EMPLOYED: MAY 14t 1990
OAIE OF SEPARATION:
V-VACATION
S-SICK LEAVE
R-RESI DAY
F-FUNERAL
SL-SPEC]AL LEAVE
R-MILITARY LEAVE
CE-CORPEBSAIORY TINE EARNED
CT-CORPENSATORY TIRE IAKEN
LA-AgSENCE ¥[TIIOUT PA~
WC-WORKREfltS COMPENSATION
IIE-IIOL[OAY lIME EARNED
HT-IIOLIDAY T]ME TAKEN
(SEE REVERSE SIDE FOR INSTRUCTIONS)
I HEREBY CERTIFY THE FOREGOIHG IS CORRECT
DEPARTHEHT HEAD
CITY OF R
FORli #10
tIAHE:
':)KE, VIRGINIA
ADDRESS:
JOB TITLE:
B
LEAVE RECORD
19~Z-..,~
FIRE LIEUTENANT
UNUSED TIRE JULY I. ]9~L-
EARNED DURING YEAR ]9
IOIAL
LESS TIME USED Il 19
BALABCE ENO OF JUNE 30,' 19"93
SONMIIRY OF HOURS ::~ '!i: '~ iYACATIOI !i $I1~ L£AlIT:
CLASSIFICATIOH l: 862
DEPARTMENT NAME:
SOCIAL SECURITY MO.:
FIRE
CITY EMPLOYEE lO.:
DATE GRADE
DAIE 6RADE
DAIE GRADE
AUDXT I 1988
:i~:¥': :?'"~!::::~-~i:.' :'..:.'" · ?:..!:'.:,.....!~.': '.'*. ' ".i'.:*' .::::.:.'-: *:. ' :':~: . · .....
V-VACATION
S-SICK LEAVE
R-REST DAY
F-FUIERAL
SL-SPECIAL LEAVE
R-MILITARY LEAVE
SIEP A#OUN1
~ STEP ~ A.OUUT
~ SlEP ~ AMOUNI
DATE EMPLOYED: APRIL
DAlE OF SEPARATION:
CE-COMPENSATORY TIRE EARNED
CT-COMPENSATORY TINE 1AKEI
LA-ABSENCE HITIIOUI PA~
MC-MORKREN'S COMPENSATION
HE-HOLIOAY 1IRE EARNEO
RI-HOLIDAY 1IRE IAKEI
MONTH
JULY
AUGUSI
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
JANUARY
FEBRUARY
MARCH
APRIL
RAY
JUNE
(SEE REVISE S]DE FOR INSTRUCTIOHS)
I tlEREBY CERTXFY TIlE FOREGOING IS CORRECT
DEPARTHENT ttEAD
Office of the City Manager
June 15, 1994
The Honorable David A. Bowers and
Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
SUBJECT: Council Report Concerning Leave Time for
Firefighters on the Three Platoon System
Attached for your review is a draft Council Report regarding the above-referenced
subject. This report was developed as a result of an audit test conducted by the Municipal
Auditor's Office. The Municipal Auditor determined that we should consider changing the
manner in which vacation and sick leave are counted for and used by firefighters who are on
the three platoon system. The three platoon system is in place for employees who work-in
fire suppression.
Currently, City Code and Personnel Operating Procedures require fire suppression
employees, hired prior to July 1, 1992, to record single rest days between two consecutive
days of vacation. Similarly, all rest days between two consecutive sick days are recorded
as sick days. As a result of this process, there are instances when an employee may be
charged with vacation or sick leave for time that is not actually taken off. In order to
alleviate this problem, the Fire Department, working through the Municipal Auditor, has
devised a system which charges employees for leave based on the amount of time they take
off. I believe this modification to the old system is fair and will be perceived as an
improvement. As stated in the Council Report, Fire Department command staff has briefed
employees about this recommended change.
This report will be presented at the June 27, 1994 meeting of City Council. In the
meantime, if you have any questions regarding this report, please contact me.
W. Robert Herbert
City Manager
WRH/dh
Attachments
cc: Council Member-Elect John H. Parrott
Council Member-Elect Linda F. Wyatt
~ Ms. Mary F. Parker, City Clerk
Mr. George C. Snead, Jr., Director of Public Safety
Room 364 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591
(703) 981-2333
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #178-200-207-236
Joseph K. Aversano, Director
Community Planning and
Development Division
U. S. Department of Housing
and Urban Development
P. O. Box 90331
Richmond, Virginia 23230-0331
Dear Mr. Aversano:
I am enclosing copy of Resolution No. 32073-062794 accepting fiscal year 1994-1995
funds for the Community Development Block Grant Program; and authorizing the
proper City officials to execute the requisite Grant Agreement with the United States
Department of Housing and Urban Development. Resolution No. 32073-062794 was
adopted by the Council of the City of Roanoke at a regular meeting held on Monday,
June 27, 1994.
Sincerely, ~~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
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
Telephone: (703) 981-2541
July 5, 1994
SANDRA H. EAKIN
Deputy City Clerk
File #178-200-207-236
Neva H. Smith
Executive Director
City of Roanoke Redevelopment
and Housing Authority
2624 Salem Turnpike, N. W.
Roanoke, Virginia 24017
Dear Ms. Smith:
I am enclosing copy of Resolution No. 32073-062794 accepting fiscal year 1994-1995
funds for the Community Development Block Grant Program; and authorizing the
proper City officials to execute the requisite Grant Agreement with the United States
Department of Housing and Urban Development. I am also enclosing copy of
Resolution No. 32074-062794 authorizing the City Manager to execute an agreement
with the YMCA of Roanoke Valley, Inc., to provide for the use of Community
Development Block Grant funds, in the amount of $20,000.00, in connection with the
Top Gun Summer Day Camp.
The abovereferenced measures were adopted by the Council of the City of Roanoke
at a regular meeting held on Monday, June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THECOUNC~ OF THE CITY OF ROANOKE, VIRGINIA
The 27th day of June, 1994.
No. 32073-062794.
A RESOLUTION accepting the Fiscal Year 1994-1995 funds for the Community
Development Block Grant Program, and authorizing the proper City officials to execute the
requisite Grant Agreement with the United States Department of Housing and Urban
Development (HUD).
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The Fiscal Year 1994-1995 funds for the Community Development Block Grant
Program are hereby accepted.
2. The City Manager or the Assistant City Manager is authorized to execute the
requisite Grant Agreement with the United States Department of Housing and Urban
Development (HUD) for such funds and any and all understandings, assurances and documents
relating thereto, in such form as is approved by the City Attorney.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 27th day of June, 1994.
No. 32072-062794.
AN ORDINANCE to amend and reordain certain sections of the
1993-94 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 1993-94 Grant Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
Appropriations
Community Development Block Grant 1992-93 (1-10)'.... $2,628,403
Community Development Block Grant 1993-94 (11-18)... 2,683,596
Community Development Block Grant 1994-95 (19-122).. 2,858,100
Revenue
Community Development Block Grant 1994-95 (123-131). $2,858,100
1) Neighborhood
Plans
2) West End Center
3) Adolescent
Detoxification
4) West End
Sidewalks
5) Villa Heights
6) Demolition
7) Preservation
Technical
Assistance
8) Opportunity
Knocks
9) Downtown Facade
Improvements
(035-092-9237-5163) $( 5,001)
(035-092-9237-5160) 5,001
(035-092-9238-5213) ( 1,514)
(035-092-9237-5023)
(035-092-9237-5161)
(035-092-9220-5108)
(035-092-9237-5170)
(035-092-9238-5098)
(035-092-9237-5201)
1,514
(11,219)
11,219
( 2,800)
2,800
( 15,000)
10) Gainsboro
Professional
Park
11) Downpayment and
Closing Cost
Assistance (035-093-9320-5117)
12) Henry Street
Improvements (035-093-9337-5151)
13) Downpayment and
Closing Cost
Assistance (035-093-9320-5117)
14) Demolition (035-093-9320-5108)
15) Community Police (035-093-9320-5013)
16) Day Care II (035-093-9338-5058)
17) Downtown Facade
Improvements (035-093-9337-5201)
18) Gainsboro
Professional
Park (035-093-9330-5011)
19) RRHA General
Admin (RRHA) (035-094-9410-5035)
20) Deanwood
Industrial
Park Support (035-094-9410-5001)
21) Operation
Paintbrush
Support (035-094-9410-5048)
22) Hotel Roanoke
Redevelopment
Support (035-094-9410-5049)
23) Economic
Development
Investment
Support (035-094-9410-5031)
24) Quick Response
to Emergencies
Support (035-094-9410-5076)
25) Henry Street -
RRHA Support (035-094-9410-5046)
26) Gainsboro
Professional
Park Support (035-094-9410-5007)
27) Gainsboro
Enhancement II
Support (035-094-9410-5008)
28) Shaffers Crossing
Phase I Support (035-094-9410-5047)
29) HOME Support (035-094-9410-5000)
30) Quick Response
to Elderly
Support (035-092-9410-5002)
31) Regular
Employees
Salaries
(035-092-9230-5011) $
(035-094-9415-1002)
15,000
( 20,949)
20,949
( 319)
319
( 2,965)
2,965
( 5,000)
5,000
75,000
12,000
14,888
6,000
6,143
35,000
8,000
10,402
10,000
8,001
155,669
35,000
136,216
32) ICMA Retirement
33) FICA
34) Hospitalization
Insurance
35) Dental Insurance
36) Life Insurance
37) Fees for
Professional
Services
38) Advertising
39) Telephone
40) Administrative
Supplies
41) Expendable
Equipment<S500
42) Publications and
Subscriptions
43) Training and
Development
44) Equipment
Rental
45) Other Rentals
46) Program
Development
47) Management
Services
48) Fleet Rental
49) Furniture and
Equipment>S500
50) Regular Employee
Salaries
51) ICMA Retirement
52) FICA
53) Hospitalization
Insurance
54) Dental
Insurance
55) Life Insurance
56) Telephone
57) Administrative
Supplies
58) Expendable
Equipment
<$500
59) Training and
Development
60) Management
Services
61) Gainsboro
Enhancement
62) Gainsboro
Professional
Park
63) Demolition
(035-094-9415-1115)
(035-094-9415-1120)
(035-094-9415-1125)
(035-094-9415-1126)
(035-094-9415-1130)
(035-094-9415-2010)
(035-094-9415-2015)
(035-094-9415-2020)
(035-094-9415-2030)
(035-094-9415-2035)
(035-094-9415-2040)
(035-094-9415-2044)
(035-094-9415-3070)
(035-094-9415-3075)
(035-094-9415-5096)
(035-094-9415-7015)
(035-094-9415-7027)
(035-094-9415-9005)
(035-094-9418-1002)
(035-094-9418-1115)
(035-094-9418-1120)
(035-094-9418-1125)
(035-094-9418-1126)
(035-094-9418-1130)
(035-094-9418-2020)
(035-094-9418-2030)
(035-094-9418-2035)
(035-094-9418-2044)
(035-094-9418-7015)
(035-094-9420-5009)
(035-094-9420-5011)
(035-094-9420-5108)
12,260
10,421
10,545
465
894
14,000
3,500
3,000
3,750
500
1,500
3,500
1,200
13,000
3,423
4,850
500
2,500
41,132
3,702
3,147
4,440
192
270
1,084
75O
600
1,100
5O0
70,000
44,708
151,427
64) Quick Response
to Emergencies
65) Quick Response
to Elderly
Homeowner
66) Regular Employee
Salaries
67) ICMA Retirement
68) FICA
69) Hospitalization
Insurance
70) Dental Insurance
71) Life Insurance
72) Telephone
73) Administrative
Supplies
74) Motor Fuels and
Lubricants
75) Training and
Development
76) Management
Services
77) Regular Employee
Salaries
78) Overtime Wages
79) Temporary
Employee Wages
80) ICMA Retirement
81) FICA
82) Hospitalization
Insurance
83) Dental Insurance
84) Life Insurance
85) Maintenance
Contracts
86) Fees for
Professional
Services
87) Telephone
88) Administrative
Supplies
89) Expendable
Equipment
<$500
90) Training and
Development
91) Travel and
Education -
Citizens
92) Newsletter
93) City Information
Services
94) Management
Services
(035-094-9420-5203)
(035-094-9420-5003)
(035-094-9422-1002)
(035-094-9422-1115)
(035-094-9422-1120)
(035-094-9422-1125)
(035-094-9422-1126)
(035-094-9422-1130)
(035-094-9422-2020)
(035-094-9422-2030)
(035-094-9422-2038)
(035-094-9422-2044)
(035-094-9422-7015)
(035-094-9425-1002)
(035-094-9425-1003)
(035-094-9425-1004)
(035-094-9425-1115)
(035-094-9425-1120)
(035-094-9425-1125)
(035-094-9425-1126)
(035-094-9425-1130)
(035-094-9425-2005)
(035-094-9425-2010)
(035-094-9425-2020)
(035-094-9425-2030)
(035-094-9425-2035)
(035-094-9425-2044)
(035-094-9425-5124)
(035-094-9425-5195)
(035-094-9425-7005)
(035-094-9425-7015)
90,000
90,000
54,203
4,878
4,147
4,440
192
355
50O
1,004
2,600
900
2,300
81,813
700
65O
7,426
6,312
6,660
288
541
3O0
1,000
2,063
4,868
900
1,000
6,000
1,205
400
3,926
95) Fleet Rental (035-094-9425-7027)
96) Furniture and
Equipment >$500 (035-094-9425-9005)
97) Deanwood
Industrial
Park (035-094-9430-5020)
98) Coca Cola Section
108 Repayment (035-094-9430-5139)
99) Neighborhood
Business
Development (035-094-9430-5021)
100) Hotel Roanoke
108 Repayment (035-094-9430-5135)
101) Entrepreneurial
Loan Fund (035-094-9430-5022)
102) Temporary Wages-
City (035-094-9436-1004)
103) FICA - City (035-094-9436-1120)
104) Resource Mothers-
Health
Department (035-094-9436-5222)
105) Neighborhood
Develoment
Grants (035-094-9437-5028)
106) Mini Grants (035-094-9437-5122)
107) West End
Sidewalks (035-094-9437-5023)
108) West End Center
Construction (035-094-9437-5024)
109) Henry Street
Improvement (035-094-9437-5151)
110) Operation
Paintbrush (035-094-9437-5102)
111) Opportunity
Knocks (035-094-9438-5098)
112) Emergency
Assistance Fund (035-094-9438-5158)
113) Operation
Bootstrap (035-094-9438-5212)
114) TAP Customized
Job Training (035-094-9438-5218)
115) Stars Light Youth
Program (035-094-9438-5052)
116) YMCA Top Gun
Summer Youth
Program (035-094-9438-5053)
117) Teen Outreach (035-094-9438-5054)
118) Job Training
Camp (035-094-9438-5055)
119) Hotel Roanoke
Employment
Training
(035-094-9438-5056)
300
700
11,804
529,873
12,500
451,216
20,000
6,385
489
30,626
9,228
8,414
8,986
39,999
79,051
37,115
15,580
28,500
8,198
25,000
20,000
20,000
5,000
20,000
110,411
120) Empowering
Individuals
with
Disabilities
121) Day Care II
122) Drug Alcohol
Abuse Council (035-094-9439-5209)
123) CDBG Entitlement (035-035-1234-9501)
124) Parking Lot
Income (035-094-1234-9502)
125) Other Program
Income - RRHA (035-035-1234-9503)
126) Lease Payment -
Cooper
Industries (035-035-1234-9506)
127) Loan Payment -
NNEO -
810 Loudon (035-035-1234-9509)
128) Coca Cola UDAG
Repayment (035-035-1234-9510)
129) Loan Payment -
Chemical and
Paper (035-035-1234-9515)
130) Home Ownership
Assistance (035-035-1234-9522)
131) Rehab Loans (035-035-1234-9540)
(035-094-9438-5057) $
(035-094-9438-5058)
21,440
4,535
26,000
2,276,000
68,400
39,000
13,333
2,803
400,000
564
15,000
43,000
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
Roanoke, Virginia
June 27, 1994
Honorable Mayor and Members of Council
Roanoke, Virginia
Dear Members of Council:
Subject:
Acceptance of 1994-95 Community Development Block
Grant (CDBG) Entitlement and Appropriation of
Funds for CDBG Activities
I. Back~round:
ae
City Council authorized filin~ a CDBG application to the
Department of Housing and Urban Development (HUD) for FY
1994-95 on May 9, 1994 by Resolution No. 31977-050994.
Be
HUD approval of the City's FY 1994-95 CDBG application
was received in a letter dated June 10, 1994 (see
Attachment A).
Grant approval is for the amount requested by the City
or $2,276,000.
De
ApproDriation request includes $582,100 in expected CDBG
program income from parking receipts, Housing Authority
rehabilitation loan repayments, Cooper Industries land
lease, Coca-Cola UDAG loan repayment, miscellaneous loan
repayments and repayments from the Home Ownership
Assistance program. (See Attachment B)
CDBG Entitlement
Program Income
Total Appropriation
$2,276,000
$ 582,100
$2,858,100
Ee
Additionally, $64,767 needs to be transferred from older
projects to projects included in the FY 1994-95 CDBG
program. (See Attachment C)
II. Recommendation:
Recommendation is that City Council:
ao
Adopt a resolution acceptin~ the FY 1994-95 CDBG funds
approved by HUD and authorizing the City Manager to
execute the requisite Grant Agreement, Funding Approval,
and any other forms required by HUD on behalf of the
City in order to accept such funds; and
Members of City Council
page 2
ADpropriate $2,858,100 to revenue and expenditure
accounts in the Grant Fund to be established by the
Director of Finance (2,276,000 CDBG entitlement and
$582,100 projected program income) as detailed in
Attachment B; and
Transfer $64,767 from older accounts to Grant Fund
accounts as detailed in Attachment C.
Respectfully submitted,
W. Robert Herbert
City Manager
attachments
WRH/LSS
CC:
Assistant City Manager
City Attorney
Director of Finance
Director of Public Works
Acting Chief of Economic Development
Chief of Community Planning
City Engineer
Building Commissioner
Administrator FDETC
Assistant to the City Manager for Community Relations
Acting Grants Monitoring Administrator
MN:APPROPRI.RPT
ATTACHMENT A
U. S. Department of Housing and Urban Development
Richmond Field Office, Region III
P.O. BOX 90331
3600 W. Broad Street
Richmond, VA 23230-0331
JUN 1 0 1994
Mr. W. Robert Herbert
City Manager
City of Roanoke
215 Church Avenue, S.W.
Roanoke, VA 24011
Dear Mr. Herbert:
I am pleased to transmit to you the Fiscal Year 1994
Community Development Block Grant (CDBG) for the City of Roanoke
in the amount of $2,276,000. The program year for the City of
Roanoke begins on July 1, 1994.
Enclosed is the Grant Agreement and Funding Approval (three
copies of HUD-7082), which constitutes the contract between the
Department of Housing and Urban Development and the City of
Roanoke. Failure to execute and return the Grant Agreement
within 60 days of the transmittal date may be deemed to
constitute rejection of the grant and cause for HUD to determine
that the funds are available for reallocation to other grantees.
Final Statements related to Community Development Block
Grant (CDBG) program funding are not required to be submitted to
the Commonwealth of Virginia under Executive Order 12372.
Section 204 of the Demonstration Cities and Metropolitan
Development Act of 1966 still requires that submissions be made
to the appropriate Planning District Commissions (PDCs). Those
submissions are limited to proposals related to, "open space land.
projects or for the planning or construction of hospitals,
airports, libraries, water supply .and distribution facilities,
sewerage facilities and waste treatment works, highways,
transportation facilities, sewerage facilities, and waste
treatment works, highways, transportation facilities, law
enforcement facilities, and water development and land
conservation projects within any metropolitan area .... "
In order to establish a Line of Credit for the Fiscal Year
1994 grant, it will be necessary for you to execute and return
two copies of the Grant Agreement. In addition, if there is a
need to delete or add individuals authorized to access the Voice
Response System (VRS), a VRS Security Access Authorization Form
(HUD-27054) must be prepared, notarized, and returned to this
office with the Grant Agreement. Also, if there is a need to
establish or change the depository account to which these grant
funds are to be wired, a Direct Deposit Sign-Up Form (SF-1199A)
must be completed by you and your financial institution and
mailed to this office.
You are reminded that CDBG entitlement funds must be drawn
on a first-in-first-out (FIFO) basis. This means that before
requesting CDBG entitlement funds from a newly established line-
of-credit, you should have first drawn all the funds from the
previous years' line(s)-of-credit. Please note that the FIFO
method only applies to CDBG entitlement program funds.
You are reminded that certain activities are subject to the
provisions of 24 CFR Part 58 (Environmental Review Procedures for
the Community Development Block Grant Program). Funds for such
activities may not be obligated or expended unless the release of
funds has been approved in writing by HUD. A request for the
release of funds must be accompanied by an environmental
certification.
You are also reminded that your Grantee Performance Report
for the 1993 program year is due in this office not later than
August 30, 1994.
If you have any questions or desire assistance in
connection with this letter or other items related to the CDBG
program, please contact Linda Shively, Community and Economic
Development Representative of this office at (804) 278-4503.
Very sincerely yours,
eph K. Aversano
Director, CommunIty Planning and
Development Division
Enclosures
cc:
~''Mr. Charles Harlow
Acting Grants Monitoring Administrator
ATTACHMENT B
Itemized Expenditures for CDBG Fiscal Year 1994-95 Funds
Account No.
Item Description
Amount
035-094-9410-5035 RR~AGeneral Admin (P.R~A) $ 75,000
5001 Deanwood Industrial Park Support 12,000
5048 Operation Paintbrush Support 14,888
5049 Hotel Roanoke Redevelopment Support 6,000
5031 Economic Dev Investment Support 6,143
5076 Quick Response to Emergencies Supp 35,000
5046 Henry Street - RRHA Support 8,000
5007 Gainsboro Professional Park Supp 10,402
5008 Gainsboro Enhancement II Support 10,000
5047 Shaffers Crossing Phase I Support 8,001
5000 HOME Support 155,669
5002 Quick Response to Elderly Support 35,000
$ 376,103
035-094-9415-0000 City CDBG Administration
1002 Regular Employee Salaries $ 136,216
1115 ICMA Retirement 12,260
1120 FICA 10,421
1125 Hospitalization Insurance 10,545
1126 Dental Insurance 465
1130 Life Insurance 894
2010 Fees for Professional Services 14,000
2015 Advertising 3,500
2020 Telephone 3,000
2030 Administrative Supplies 3,750
2035 Expendable equipment <$500 500
2040 Publications & Subscriptions 1,500
2044 Training & Development 3,500
3070 Equipment Rental 1,200
3075 Other Rentals 13,000
5096 Program Development 3,423
7015 Management Services 4,850
7027 Fleet Rental 500
9005 Furniture & Equipment >$500 2,500
$ 226,024
035-094-9418-0000 Housing Development Administration
1002 Regular Employee Salaries $ 41,132
1115 ICMA Retirement 3,702
1120 FICA 3,147
1125 Hospitalization Insurance 4,440
1126 Dental Insurance 192
1130 Life Insurance 270
2020 Telephone 1,084
2030 Administrative Supplies 750
page 2
2035
2044
7015
035-094-9420-0000
5003
5009
5011
5108
5203
035-094-9422-0000
1002
1115
1120
1125
1126
1130
2020
2030
2038
2044
7015
035-094-9425-0000
1002
1003
1004
1115
1120
1125
1126
1130
2005
2010
2020
2030
2035
2044
5124
5195
7005
7015
7027
9005
Expendable equip <$500
Training & Development
Management Services
Housing
Quick Response to Elderly Homeowner
Gainsboro Enhancement
Gainsboro Prof Park
Demolition
Quick Response to Emergencies
City Code Enforcement
Regular Employee Salaries
ICMA Retirement
FICA
Hospitalization Insurance
Dental Insurance
Life Insurance
Telephone
Administrative Supplies
Motor fuels & lubricants
Training & Development
Management Services
Neighborhood Partnership
Regular Employee Salaries
Overtime Wages
Temporary Employee Wages
ICMA Retirement
FICA
Hospitalization Insurance
Dental Insurance
Life Insurance
Maintenance Contracts
Fees for Professional Services
Telephone
Administrative Supplies
Expendable equipment <$500
Training & Development
Travel & Education - Citizens
Newsletter
City Information Services
Management Services
Fleet Rental
Furniture & Equipment >$500
600
1,100
500
56,917
90,000
70,000
44,708
151,427
90,000
446,135
54,203
4,878
4,147
4,440
192
355
500
1,004
2,600
900
2,300
75,519
81,813
700
650
7,426
6,312
6,660
288
541
300
1,000
2,063
4,868
900
1,000
6,000
1,205
400
3,926
300
700
$ 127,052
page 3
035-094-9430-0000
5020
5139
5021
5135
5022
Economic Development
Deanwood Industrial Park
Coca Cola Sec 108 Repayment
Neighborhood Business Development
Hotel Roanoke 108 Repayment
Entrepreneurial Loan Fund
$ 11,804
529,873
12,500
451,216
20,000
$1,025,393
035-094-9437-0000
5028
5102
5122
5023
5024
5151
035-094-9436-0000
1004
1120
5222
Neighborhood CDBG Projects
Neighborhood Development Grants
Operation Paintbrush
Mini Grants
West End Sidewalks
West End Center Construction
Henry Street Improvements
Resource Mothers
Temporary Wages - City
FICA - City
Resource Mothers - Health Dept.
$ 9,228
37,115
8,414
$ 8,986
$ 39,999
79,051
$ 182,793
$ 6,385
489
30,626
035-094-9438-0000
5098
5158
5212
5218
5052
5053
5054
5055
5056
5057
5058
035-094-9439-0000
5209
Human Resources Programs
Opportunity Knocks
Emergency Assistance Fund
Operation Bootstrap
TAP Customized Job Training
Stars Light Youth Program
YMCA Top Gun Summer Day Camp
Teen Outreach
Job Training Camp
Hotel Roanoke Employment Training
Empowering Individuals w/Disab.
Day Care II
$ 37,500
Drug Alcohol Abuse Council
Drug Alcohol Abuse Council
15,580
28,500
8,198
25,000
20,000
20,000
5,000
20,000
110,411
21,440
4,535
$ 278,664
$ 26,000
$ 26,000
$2,858,100
page 4
Sources of Funding
035-035-1234-9501
9502
9503
9506
9509
9510
9515
9522
9540
CDBG Entitlement
Parking Lot Income
Other Program Income - RRHA
Lease payment - Cooper Industries
Loan Payment - NNEO - 810 Loudon
Coca Cola UDAG Repayment
Loan Payment - Chem & Paper Serv
Home Ownership Assistance
Rehab Loans
$2,276,000
68,400
39,000
13,333
2,803
400,000
564
15,000
43,000
$2,858,100
ATTACHMENT C
CDBG Account Transfers
4.
5.
6.
7.
8.
9.
Down Payment & Closing
Henry Street Improve
Neighborhood Plans
West End Center
Adolescent Detox
West End Sidewalks
Villa Heights
Demolition
Down Payment & Closing
Demolition
Preservation Tech Asst
Opportunity Knocks
Community Police
Day Care II
Downtown Facade Improve
Gainsboro Prof Park
Downtown Facade Improve
Gainsboro Prof Park
035-093-9320-5117
035-093-9337-5151
035-092-9237-5163
035-092-9237-5160
035-092-9238-5213
035-092-9237-5023
035-092-9237-5161
035-092-9220-5108
035-093-9320-5117
035-093-9320-5108
035-092-9237-5170
035-092-9238-5098
035-093-9320-5013
035-093-9338-5058
035-092-9237-5201
035-092-9230-5011
035-093-9337-5201
035-093-9330-5011
$(
$
$(
$
$(
$
$(
$
$(
$
$(
$
$(
$
$(
$
$(
$
20,949)
20,949
5,001)
5,001
1,514)
1,514
11,219)
11,219
319)
319
2,800)
2,800
2,965)
2,965
15,000)
15,000
5,000)
5,000
TOTAL $ 64,767
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 240 ! 1
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #72-100-178-236-304
Louis O. Brown, Director
YMCA of Roanoke Valley
Family Center Branch
108 Orange Avenue, N. W.
Roanoke, Virginia 24016
Dear Mr. Brown:
I am enclosing copy of Resolution No. 32074-062794 authorizing the City Manager to
execute an agreement with the YMCA of Roanoke Valley, Inc., to provide for use of
Community Development Block Grant funds, in the amount of $20,000.00, in
connection with the Top Gun Summer Day Camp. Resolution No. 32074-062794 was
adopted by the Council of the City of Roanoke at a regular meeting held on Monday,
June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32074-062794.
A RESOLUTION authorizing the City Manager to execute an
agreement with the YMCA of Roanoke Valley, Inc. ("YMCA"), to
provide for the Top Gun Summer Day Camp.
BE IT RESOLVED by the Council of the City of Roanoke as
follows:
1. 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, an agreement with YMCA,
which agreement shall provide for the use of Community Development
Block Grant ("CDBG") funds in the amount of $20,000.00 to be used
for the Top Gun Summer Day Camp, as more specifically set forth in
the City Manager's report to this Council dated June 27, 1994.
2. The form of the agreement shall be approved by the City
Attorney and will be substantially similar to the agreement
attached to the Council report referenced above.
ATTEST:
City Clerk.
Roanoke,Virginia
June 27, 1994
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Subject:
Contract for Services with YMCA of Roanoke Valley,
Family Center Branch - Top Gun Summer Day Camp
Background:
no
City Council authorized $20,000 as a grant to the YMCA of
Roanoke Valley, Family Center Branch for the Top Gun
Summer Day Camp as part of the Community Development Block
Grant (CDBG) application; approved by Council on May 9,
1994 by Resolution No. 31977-050994.
Bo
City has received HUD approval of the CDBG application by
letter dated June 10, 1994.
II. Current Situation
ao
Project is proposed by the YMCA of Roanoke Valley, Family
Center Branch to provide a summer day camp to 60 low to
moderate income children, 5 to 13 years old, who reside in
public housing.
B o
The focus of the YMCA Top Gun Summer Day Camp will be on
providing recreational, educational, and social activities
to camp participants.
C o
An administrative agreement between the City and the YMCA
is necessary for the funds to be obligated to this
project.
III. Issues:
A. Cost to the City
B. Funding
C. Timing
D. Community development objectives
E. Compliance with applicable regulations
E. Legal issues
Members of City Council
Page 2
IV. Alternatives:
ao
Authorize the City Manager to execute the attached
Agreement with the YMCA for the Top Gun Summer Day Camp.
1. Cost to the City will be $20,000 in CDBG funds.
o
Funding will be available in CDBG Account No.
035-094-9438-5053.
o
Timing is important because the YMCA plans to begin
the program on July 1, 1994.
o
Community development objectives will be addressed by
providing a summer youth program to children who
reside in public housing.
o
Compliance with applicable regulations will be assured
through contract review and project monitoring by the
City's Office of Grants Compliance.
o
Legal issues will be addressed through contract review
by the City Attorney.
B o
Do not authorize the City Manaqer to execute the attached
Agreement with the YMCA for the Top Gun Summer Day Camp.
1. Cost to the City will be nothing.
2. Funding will not be an issue.
3. Timing will not be an issue.
4. Community development objectives will not be addressed
from the standpoint of the Top Gun Summer Day Camp
providing a summer youth activity.
5. Compliance with applicable regulations will not be an
issue.
6. Legal issues will not be an issue.
Members of City Council
Page 3
Recommendation:
It is recommended that City Council concur in Alternative A
and authorize the City Manager to execute the attached
Agreement with the YMCA for the Top Gun Summer Day Camp.
W. Robert Herbert
City Manager
attachment
WRH/SMS
CC:
Assistant City Manager
City Attorney
Director of Finance
Director of Human Development
Acting Grants Monitoring Administrator
Youth Planner - Office On Youth
AGRE~
This Agreement is made and entered into this day of
, 1994, by and between the following parties:
The Grantee -
City of Roanoke, Virginia
215 Church Avenue S.W.
Roanoke, Virginia 24011
and the Subgrantee -
YMCA of Roanoke Valley
Family Center Branch
108 Orange Avenue, N.W.
Roanoke, Virginia 24016
The Grantee has been authorized by its City Council pursuant to
Resolution No. 31977-050994, adopted May 9, 1994, to provide
$20,000 in Community Development Block Grant (CDBG) funds for the
Top Gun Summer Day Camp.
The parties hereto mutually agree as follows:
1. SCOPE OF SERVICES:
The YMCA of Roanoke Valley - Family Center Branch will provide
the Top Gun Summer Day Camp program for approximately sixty-
five (65) youth each day from the Lincoln Terrace, Hunt
Avenue, Hurt Park, Indian Village, and Bluestone neighbor-
hoods. The camp will provide recreational activities such as
basketball, tennis, soccer, and swimming. A math, reading, and
computer tutorial program will be offered. Self-esteem and
character building workshops will be held. Camp participants
will be served breakfast and lunch. A follow-up session will
be held with camp participants after the conclusion of the
camp.
The scope of services of the program is described in more
detail in the Subgrantee's CDBG proposal, which is incorporat-
ed into this Agreement by reference.
2. TIME OF PERFORMANCE:
This Agreement shall be for the period of July 1, 1994 through
December 31, 1994. The Agreement may be extended with the
written consent of both parties.
3. BUDGET:
The total amount of Community Development Block Grant (CDBG)
funds used for this project shall not exceed $20,000.
o
o
o
PAYMENT SCHEDULE AND PROCEDURES:
Requests for payment advances are to be submitted monthly on
the Requisition for Advance of CDBG Funds (Attachment B). The
requests are to be sent to the Youth Planner of the City's
Office on Youth for initial review. The Office of Grants
Compliance will review the requests for approval for payment.
Payment will be made to the Subgrantee within ten (10) days
from date of receipt provided the expenditures are eligible
under CDBG guidelines. Ail requests for advances, following
the first one, shall be accompanied by a detailed report
showing the previous month's expenditures and balance of funds
on hand. Approval of all advances will be subject to appropri-
ate accounting of the previous months's expenditures and
timely receipt of reports as detailed in Paragraph No. 11.
The Grantee reserves the right to refuse payment to the
Subgrantee in the event the Subgrantee submits a reimbursement
request sixty (60) calendar days from the contract expiration
date.
INDEMNIFICATION:
The Subgrantee agrees to indemnify and hold harmless the City,
its officers, agents and employees, from any and all claims,
liability, causes of action, suits of nature, costs, expenses,
including reasonable attorney's fees, and other costs of
defense, resulting from or arising out of the Subgrantee's
intentional or negligent acts of omission in providing
services under this Agreement including without limitation,
fines and penalties, violation of federal, state, or local
laws , or regulations promulgated thereunder, personal injury,
wrongful death, or property damage.
COMPLIANCE WITH FEDERAL RE~ULATIONS:
The Subgrantee agrees to abide by the HUD conditions for CDBG
programs as set forth in Attachment A and all other applicable
federal regulations relating to specific programs performed
hereunder.
SECTION 504:
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.
o
o
10.
11.
RELIGIOUS AND POLITICAL ACTIVITIES:
The Subgrantee agrees that the funds provided under this
contract will not be utilized for religious activities, to
promote religious interests, or for the benefit of a religious
organization in accordance with the federal regulations
specified in 24 CFR 570.200 (j). The Subgrantee agrees that no
funds provided, nor personnel employed under this agreement,
shall be in any way or to any extent engaged in the conduct of
political activities in violation of Chapter 15 of Title V,
United States Code.
UNIFORM ADMINISTRATIVE REQUIREMENTS:
The Subgrantee shall comply with the requirements and stan-
dards of OMB Circular No. A-122, "Cost Principles for Non
Profit Organizations" and with the following Attachments to
OMB Circular No. A-110, if applicable: Attachment A, "Cash
Depositories"; Attachment B, "Bonding and Insurance"; Attach-
ment C, "Retention and Custodial Requirements for Records";
Attachment F, "Standards for Financial Management Systems";
Attachment H, "Monitoring and Reporting Program Performance,"
paragraph 2; Attachment N, "Property Management Standards";
and Attachment O, "Procurement"
PROGRAM INCOME:
"Program income" means gross income received by the Grantee or
Subgrantee directly generated from the use of CDBG funds. Any
program income received by the Subgrantee shall be returned to
the Grantee within (5) days of receipt. No program income is
expected.
RECORDS AND REPORTS:
The Subgrantee shall maintain full and accurate records with
respect to all matters covered under this Agreement. Ail
records pertaining to this Agreement and the services per-
formed 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 submit monthly reports to the Grantee's
Office on Youth. Such reports shall consist of but not be
limited to the following:
A. Enrollment information (data)
B. Narrative of program accomplishments
C. Financial report
D. Volunteer data
12.
13.
E. Other pertinent information deemed appropriate
The Subgrantee shall submit an evaluation summary at the
conclusion of the program.
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 materi-
ally 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 the case of partial termination, the
portion to be terminated.
14. REVERSION OF ASSETS:
Upon expiration of this agreement, or amendments thereto, the
Subgrantee shall transfer to the City any CDBG funds or
program income on hand at the time of expiration and any
accounts receivable attributable to the use of CDBG funds.
15. THIRD-PARTY CONTRACTS:
The Grantee shall not be obligated or liable hereunder to any
party other than the Subgrantee.
16. A~I~NDMENTS:
The Grantee, from time to time, may require changes in the
obligations of the Subgrantee hereunder, or its City Council
may appropriate further funds for the implementation of the
Top Gun Summer Day Camp. In such event or events, such changes
which are mutually agreed upon by and between the Subgrantee
and Grantee shall be incorporated in written amendment to this
Agreement.
4
17.
Governing Law:
This Agreement shall be governed by laws of the Commonwealth
of Virginia.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement as the day and year hereinabove written:
ATTEST:
By
Mary F, Parker, City Clerk
By
W. Robert Herbert, City Manager
By
Witness
SUBGRANTEE
By
Louis 0. Brown
YMCA of Roanoke Valley
Family Center Branch
APPROVED AS TO CDBG ELIGIBILITY
APPROVED AS TO FORM
Office of Grants Compliance
Assistant City Attorney
APPROVED AS TO EXECUTION
Assistant City Attorney
Director of Finance
Account No.
ATTACHMENT A
page 1
U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
SPECIAL TERMS AND CONDITIONS
"Section 3" Compliance in Lhe Provision of Training, Emploffment and Business
Opportunities:
The work to be performed under this contract is on a project assisted
under a program providing direct Federal financial 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 opportunities 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 the
area of the project.
Be
The parties to this contract will comply with the provisions of said
Section 3 and the regulations issued pursuant thereto by the Secretary
of Housing and Urban Development set forth in 24 CFR 135, and all
applicable rules and 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
disability 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.
De
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.
Eo
Compliance with the provisions of Section 3, the regulations set forth
in 24 CFR Part 135, and all applicable rules 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
ATTACHMENT A
page 2
o
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 subject 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 equal
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; recruitment 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.
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.
Do
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.
Ee
The contractor will furnish all information and reports required by
Executive Order 11246 of September 24, 1965, and by the rules,
regulations and orders of the Secretary of Labor, or pursuant thereto,
and will permit access to his books, records and accounts by the
ATTACHMENT A
page 3
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 11246 of
September 24, 1965, or by rule, regulation or order of the Secretary of
Labor, or as otherwise provided by law.
Go
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 rules,
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 enforcing
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
opportunity 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
opportunity clause is not applicable to any agency, instrumentality or
subdivision of such 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 rules, 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 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 opportunity 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
ATTACHMENT A
page 4
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.
Nondiscrimination Under Title VI of the Civil Rights 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, or 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 enforce such covenant. The Contractor, in undertaking its obligation in
carrying 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-pa~t~ RelationShips:
The Contractor 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 Iqembersm Officers or Employees of Contractor, Iqembers of Local
Government Bod~, or Other Public Officials: No member, officer or employee
of the Contractor, or its designees or agents, no member of the governing
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 Paffments of Bonus or Co~mmission: 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,
ATTACHMENT A
page 5
10.
11.
or any other approval or concurrence of HUD required under this Agreement,
Title I of the Housing 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 actual 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 from 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 title.
Access to Records and Site of Fd~ployment: 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 of a 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 Agreement may be terminated for
convenience 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.
12.
Legal Re~m~ltes 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.
E:ATTACHMT.PRO lO/l/gl
ATTACHMENT B
REQUISITION FOR ADVANCE OF CDBG FUNDS/EXPENDiTURE REPORT
Date:
Subrecipient: YMCA - Family Center Branch
Project: YMCA Top Gun Summer Day Camp
Estimated Expenditures for month of
1. Staff
2. Food
3. Transportation
4. Printing/Postage
5. Consumable Supplies
6. Special Events/Recreation
$
$
$
$
$
$
TOTAL ESTIMATED EXPENDITURES $
II. Actual Expenditures for month of
1
2
3
4
5
6
(previous month)
Staff $
Food $
Transportation $
Printing/Postage $
Consumable Supplies $
Special Events/Recreation $
TOTAL ACTUAL EXPENDITURES $
Overspent + $
or
Underspent - $
III. Estimated Expenditures
Over/Under Spent Amount (+ or -) $
Amount Requested for Payment $
Signature: Date:
Req. Form 93 (Revised 4/94)
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
Telephone: (703) 98 !-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #72-184-236-304
Patricia L. West, Director
Virginia Department of Youth
and Family Services
P. O. Box 1110
Richmond, Virginia 23208-1110
Dear Ms. West:
I am enclosing copy of Resolution No. 32076-062794 authorizing execution of the
necessary documents to accept an increase in funding, in the amount of $1,146.00,
for an Office on Youth Grant for fiscal year 1993-1994 (Grant Award No. 93-I-21)
from the Department of Youth and Family Services, as more particularly set forth in
a report of the City Manager under date of June 27, 1994. Resolution No.
32076-062794 was adopted by the Council of the City of Roanoke at a regular meeting
held on Monday, June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #72-184-236-304
Thomas J. Northern, III
Department of Youth and Family
Services Prevention Coordinator
Department of Youth and
Family Services
P. O. Box 1110
Richmond, Virginia 23208-1110
Dear Mr. Northern:
I am enclosing copy of Resolution No. 32076-062794 authorizing execution of the
necessary documents to accept an increase in funding, in the amount of $1,146.00,
for an Office on Youth Grant for fiscal year 1993-1994 (Grant Award No. 93-I-21)
from the Department of Youth and Family Services, as more particularly set forth in
a report of the City Manager under date of June 27, 1994. Resolution No.
32076-062794 was adopted by the Council of the City of Roanoke at a regular meeting
held on Monday, June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32076-062794.
A RESOLUTION authorizing the execution of the necessary
documents to accept an increase in funding to the Office on Youth
Grant for FY 1993-1994 (Grant Award #93-I-21) from the Department
of Youth and Family Services.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City Manager or the Assistant City Manager and the
City Clerk are authorized to execute and attest, respectively, the
necessary documents to accept an increase in funding in the amount
of $1,146.00 to the Office on Youth Grant for FY 1993-1994 (Grant
Award #93-I-21) from the Department of Youth and Family Services,
as more particularly set forth in the report to this Council dated
June 27, 1994.
2. The form of the amendment shall be approved by the City
Attorney.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 27th day of June, 1994.
No. 32075-062794.
AN ORDINANCE to amend and reordain certain sections of the
1993-94 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 1993-94 Grant Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
Appropriations
Health and Welfare
Youth Services Grant FY94 (1) ....................
Revenue
Health and Welfare
Youth Services Grant FY94 (2) ....................
$ 1,804,153
52,400
$ 1,804,153
52,400
1) Administrative
Supplies (035-054-8831-2030) $ 1,146
2) State Grant
Revenue (035-035-1234-7143) 1,146
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
.~li ~
Roanoke, Virginia
June 27, 199~Q4~
The Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
RE:
Budget Amendment to Office on Youth Grant
for Fiscal Year 1993-1994
Grant Award 93-I-21
Background and Current Situation:
Grant first officially awarded to City under
Virginia Delinquency Prevention & Youth Act on June
17, 1980.
Be
FY 93-94 Youth Grant was submitted to the
Department of Youth & Family Services in May, 1993.
Original total grant budget of $55,004.87 required
a local cash match of $13,335.87.
$1,146.00 additional monies have been awarded to
the Office on Youth from the Department of Youth
and Family Services as a one-time only dispersal
fund. The money must be spent by June 30, 1994.
Council acceptance of the additional state money is
required. No additional local cash match is
required.
Amendment will provide for continuation of
coordination, planning, and program implementation
of the Office on Youth. The Office on Youth's
budget funding from the state has been cut in
previous years with the City picking up the cost.
E. FY 93-94 amended grant budget will be as follows:
Budget
Categ_ory
Personnel
Training &
Development
Supplies/
Oper. Exp.
TOTAL
State Local Cash
Funds Match
36,073.50
8,825.87
In-Kind TOTAL
-0- 44,899.37
1,243.25 500.00 -0- 1,743.25
4,010.00
13,335.87
1,748.25
39,065.00
3,750.00
3,750.00
9,508.25
$56,150.87
Page 2
Ge
In-kind match of $3,750 is available through the use of
office space rental for the Office on Youth and can be
used to match additional state funding. No additional
cash match is required.
Local match, cash/in-kind must equal a minimum of 25% of
the total budget request.
II.
Issues:
A. Cost.
B. Continuity.
III. Alternatives:
ae
Authorize the City Manaqer or his designee to execute the
appropriate document to accept the amendment to the state
grant.
Cost is not a factor due to the use of in-kind
match as stated previously.
Continuity of program would be maintained and more
efficient.
Bo
Do not authorize the City Manager to accept the amendment
to the state grant.
1. Cost would not be an issue at this time.
2. Continuity at an efficient level would be
questionable.
IV. Recommendation:
It is recommended that City Council adopt Alternative A which
will authorize the following:
Acceptance of the amendment to the Department of Youth
Services Grant through the execution of the proper form
by the City Manager or his designee.
Page 3
Appropriation of the additional funds to a grant fund
expenditure account and increase the revenue estimate
as follows:
035-054-8831-2030
Administrative Supplies
$1,146.00
Respectfully submitted,
W. Robert Herbert
City Manager
WRH/MVH/mm
cc:
City Attorney
Director of Finance
Office of Management & Budget
Director of Human Development
Youth Planner
?at~c~a L. g'est
[;iRi(
Mr. W. Robert Herbert
City Manager
Roanoke City
215 Church Avenue, S.W., Room 364
Roanoke, VA 24011
The Virginia Delinquency Prevention and Youth
Development Act Grant Number= 93-I-21
Dear Mr. Herbert:
The above-named Virginia Delinquency Prevention and Youth Development Act
grant application has been approved for an additional $ 1,146.00 Act funds for FY
1993-94. The additional funds are a one-time only dispersal from Virginia
Delinquency Prevention and Youth Development Act appropriations unexpended during
FY 1993-94. This funding is only available through June 30, 1994. The
Department's issuance of these latter funds does not guarantee the same level of
funding for FY 1994-95.
Attached you will find proposed AMENDED SPECIAL CONDITIONS FOR DELINQUENCY
PREVENTION AND YOUTH DEVELOPMENT ACT GRANT AWARDS between the Department and your
locality. If you are in agreement with the AMENDED SPECIAL CONDITIONS, please
sign and return the document to Mr. Thosms J. Northen, ZZZ, DYFS Prevention
Coordinator, Department of Youth & Family Services, P. O. Box 1110, Ri. clmond,
virginia 22208-1110, Fax (804) 371-0773. Upon recel~ of the signed document we
will obtain the appropriate Departmental signature, initiate the process for
payment of these additional funds and return a completed copy of the document to
yOU.
Attachments
CC:
Thank you for your cooperation and interest Ln this matter.
John E. Moore
Rebecca S. Camache
William Leaman
Patricia L. West ~ ,~ ~ ~..~
Director ~',) ~, ~ , i ~J
Thomas J. Northen, III
"To Reduce Juvenile Delinqueno, attd Protect lilt' ~'Col,lc O~ fltc ('ontnto;ta'ealth"
Pat ricia L.
COMMONWEALTH of VIRQtNIA
Departmen! Of }buth & Fam/h' Services
SPECI~I~ CONDITION8
FOR
DELINQUENCY PREVENTION ~ YOUTH DEVELOPMENT ACT
GI~%N~ AWARDB
SPECIAL CONDITIONS FOR GRANT AWARD # 93-I-21
THE DIRECTOR OF THE DEPARTMENT OF YOUTH & FAMILY SERVICES, THROUGH THE
DEPARTMENT OF YOUTH & FAMILY SERVICES, HEREINAFTER REFERRED TO AS THE
DEPARTMENT, DOES HEREBY AWARD TO CITY OF ROANOKE, VA. HEREINAFTER
REFERRED TO AS THE GRANTEE, FROM THE DELINQUENCY PREVENTION AND YOUTH
DEVELOPMENT ACT APPROPRIATION AN AMOUNT OF $ 1,146.00 WHICH IS IN
ADDITION TO THE PREVIOUSLY AWARDED AMOUNT OF $ 37,919.00. THIS WILL
MAKE THE TOTAL FY 1993-94 ACT APPROPRIATION AWARD OF $ 39,065.00.
THE GRANTEE HEREBY AGREES TO PROVIDE AT LEAST AN AMOUNT OF $ 13,022.00
AS THE TOTAL ANNUAL MATCHING SHARE REQUIRED BY THE DELINQUENCY
PREVENTION AND YOUTH DEVELOPMENT ACT FOR FY 1993-94.
THE FOLLOWING CONDITIONS ARE ATTACHED TO AND MADE A PART OF THIS GRANT
AWARD:
The Grantee agrees to sign and return these Amended Special
Conditions to the Department by June 10, 1994.
The Grantee agrees to execute a Budget Amendment Request form and
return to the Department by June 10, 1994·
The Grantee agrees to spend or obligate these amended award funds
by June 30, 1994 for expenditures made during the period July 1,
1993 through June 30, 1994.
SPECIAL CONDITION DOCUMENTS: The Special Condition documents shall
consist of this signed Amended Special Conditions, the original Special
Conditions document accompanying the Statement of Grant Award dated
June 16, 1993.
WITNESS WHEREOF, the parties have caused these Special Conditions to be
duly executed intending to be bound thereby.
DEPARTMENT OF YOUTH &
FAMILY SERVICES
TITLE:
DATE:
GRANTEE: CITY OF ROANOKE
"To Reduce Juvenile Delinquency and Protect the l'eople of the Commo,m'ealth"
VIRGINIA DELINQUENCY PREVENTION
AND YOUTH DEVELOPMENT ACT GRANT PROGRAMS
B~G~AMENDMENT~O~ST
GRANTEE: City of R~nnk~
215 Church Avenue, S.W., Room 355
Roanoke, VA 24011
GRANT NUMBER:
PROJECT TITLE:
FUNDING PERIOD FROM: July 1w 1993
TO:
93-I-21
Roanoke City
Office on Youth
June 30. 1994
CURRENT APPROVED REQUESTED GRANT
GRANT BUDGET BUDGET
DYFS LOCALITY DYFS LOCALITY
PERSONNEL $36,073.50 $ 8,825.87 $36,073.50 $ 8,825.87
CONSULTANTS -0- -0- -0- -0-
TRAVEL 1 , 243.25 500.00 1 , 243.25 500.00
EQUIPMENT -0- -0- -0- -0-
SUPPLIES/OTHER 602.25 4,010.00 1,748.25 4,010~00
TOTAL $37,919.00 $13,335.87 $39,065.00 $13,335.87
SUBMITTED BY:
--~Authorized Locali=~ Finance/Officer
Date ' '
REVIEWED BY:
DYFS Regional Adminis=ra=or
Date
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 !
Telephone: (703) 981-254 l
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #72-178-226-236
Dr. Fred P. Roessel, Jr.
Executive Director
Blue Ridge Community
Services, Inc.
301 Elm Avenue, S. W.
Roanoke, Virginia 24016-4026
Dear Dr. Roessel:
I am enclosing copy of Resolution No. 32077-062794 concurring in the recommendation
of the City Manager's Committee on Homelessness as to allocation of Emergency
Shelter Resource Funds, and authorizing execution of subgrant agreements with
Roanoke Area Ministries, in the amount of $12,000.00, Roanoke Valley Student
Trouble Center, Inc., in the amount of $13,320.00, Total Action Against Poverty in
Roanoke Valley, in the amount of $20,000.00, and Blue Ridge Community Services,
in the amount of $2,500.00, to administer said funds. Resolution No. 32077-062794
was adopted by the Council of the City of Roanoke at a regular meeting held on
Monday, June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #72-178-226-236
Julie Hollingsworth
Executive Director
Roanoke Area Ministries
825 Campbell Avenue, S. W.
Roanoke, Virginia 24016
Dear Ms. Hollingsworth:
I am enclosing copy of Resolution No. 32077-062794 concurring in the recommendation
of the City Manager's Committee on Homelessness as to allocation of Emergency
Shelter Resource Funds, and authorizing execution of subgrant agreements with
Roanoke Area Ministries, in the amount of $12,000.00, Roanoke Valley Student
Trouble Center, Inc., in the amount of $13,320.00, Total Action Against Poverty in
Roanoke Valley, in the amount of $20,000.00, and Blue Ridge Community Services,
in the amount of $2,500.00, to administer said funds. Resolution No. 32077-062794
was adopted by the Council of the City of Roanoke at a regular meeting held on
Monday, June 27, 1994.
Sincerely,
Mary F. l{arker, CMC/AAE
City Clerk
MFP: sm
Eno.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #72-178-226-236
Stuart Israel
Executive Director
Roanoke Valley Student
Trouble Center, Inc.
P. O. Box 2826
Roanoke, Virginia 24001
Dear Mr. Israel:
I am enclosing copy of Resolution No. 32077-062794 concurring in the recommendation
of the City Manager's Committee on Homelessness as to allocation of Emergency
Shelter Resource Funds, and authorizing execution of subgrant agreements with
Roanoke Area Ministries, in the amount of $12,000.00, Roanoke Valley Student
Trouble Center, Inc., in the amount of $13,320.00, Total Action Against Poverty in
Roanoke Valley, in the amount of $20,000.00, and Blue Ridge Community Services,
in the amount of $2,500.00, to administer said funds. Resolution No. 32077-062794
was adopted by the Council of the City of Roanoke at a regular meeting held on
Monday, June 27, 1994.
Sincerely, PO~Mx,~_
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #72-178-226-236
Theodore J. Edlich, III
Executive Director
Total Action Against Poverty
in Roanoke Valley
P. O. Box 2868
Roanoke, Virginia 24001-2868
Dear Mr. Edlich:
I am enclosing copy of Resolution No. 32077-062794 concurring in the recommendation
of the City Manager's Committee on Homelessness as to allocation of Emergency
Shelter Resource Funds, and authorizing execution of subgrant agreements with
Roanoke Area Ministries, in the amount of $12,000.00, Roanoke Valley Student
Trouble Center, Inc., in the amount of $13,320.00, Total Action Against Poverty in
Roanoke Valley, in the amount of $20,000.00, and Blue Ridge Community Services,
in the amount of $2,500.00, to administer said funds. Resolution No. 32077-062794
was adopted by the Council of the City of Roanoke at a regular meeting held on
Monday, June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #72-178-226-236
The Reverend Frank W. Feather, Chairperson
Committee on Homelessness
P. O. Box 6297
Roanoke, Virginia 24017
Dear Reverend Feather:
I am enclosing copy of Resolution No. 32077-062794 concurring in the recommendation
of the City Manager's Committee on Homelessness as to allocation of Emergency
Shelter Resource Funds, and authorizing execution of subgrant agreements with
Roanoke Area Ministries, in the amount of $12,000.00, Roanoke Valley Student
Trouble Center, Inc., in the amount of $13,320.00, Total Action Against Poverty in
Roanoke Valley, in the amount of $20,000.00, and Blue Ridge Community Services,
in the amount of $2,500.00, to administer said funds. Resolution No. 32077-062794
was adopted by the Council of the City of Roanoke at a regular meeting held on
Monday, June 27, 1994.
Sincerely, ~t~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32077-062794.
A RESOLUTION concurring in the recommendation of the City
Manager's Committee on Homelessness as to the allocation of
Emergency Shelter Resource Funds, and authorizing the execution of
the subgrant agreements with Roanoke Area Ministries, Roanoke
Valley Student Trouble Center, Inc., Total Action Against Poverty
in Roanoke Valley, and Blue Ridge Community Services to administer
the funds.
WHEREAS, the Council of the City of Roanoke accepted an
Emergency Shelter Grant Program entitlement of $61,000.00 on April
11, 1994, by Resolution No. 31950-041194, allocated under the
Stuart B. McKinney Homeless Assistance Act from the United States
Department of Housing and Urban Development to provide services to
the homeless and to implement homeless prevention activities; and
WHEREAS, the Council of the City of Roanoke appropriated the
funds to an Emergency Shelter Resource Fund and invited local
nonprofit organizations to submit funding requests; and
WHEREAS, the City Manager's Committee on Homelessness has
recommended allocation of the funds as set forth in the City
Manager's report dated June 27, 1994.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of
Roanoke that:
1. This Council concurs in the recommendation of the City
Manager's Committee on Homelessness for the allocation of Emergency
Shelter Resource Funds as follows:
(a)
$12,000.00 to Roanoke Area Ministries for payment of
maintenance, operations, insurance, utilities and
furnishings, all in connection with the R.A.M. House;
(b)
$13,320.00 to Roanoke Valley Student Trouble Center,
Inc., for the payment of maintenance, operations,
insurance, utilities, furnishings, and food, all in
connection with the emergency shelter;
(c)
$20,000.00 to Total Action Against Poverty in Roanoke
Valley for the payment of maintenance, operations,
insurance, utilities, and furnishings; and, essential
services including food, transportation, and drug
screening supplies, all in connection with the
Transitional Living Center; and $13,180.00 to Total
Action Against Poverty in Roanoke Valley for the
development and implementation of homeless prevention
activities, all in connection with the Roanoke Homeless
Intervention Program; and
(d)
$2,500.00 to Blue Ridge Community Services for essential
services including but not limited to food,
transportation, and drug screening supplies, all in
connection with the Adult Services Homeless Assistance
Fund Program.
2. The City Manager, W. Robert Herbert, or the Assistant
City Manager, is hereby authorized to execute the proper subgrant
agreements with Roanoke Area Ministries, Roanoke Valley Student
Trouble Center, Inc., Total Action Against Poverty in Roanoke
Valley, and Blue Ridge Community Services for the administration of
the funds. Ail subgrant agreements to be in form approved by the
City Attorney and to be substantially similar to the agreements
attached to the City Manager's report dated June 27, 1994.
ATTEST:
City Clerk.
June 27, 1994
Honorable David A. Bowers, Mayor and
Members of City Council
Roanoke, Virginia
Members of Council:
SUBJECT: ~GENCY SHELTER RESOURCE FUND ~r.?~CATION
I. BACKGROUND
A®
The City Manaqer's Task Force on Homelessness studied
the homeless and low-income housing situation in
Roanoke and presented their findings and
recommendations in a comprehensive report titled No
Place To Call Home in April, 1987.
Be
The City Manaqer appointed a Follow-up Task Force to
evaluate how well the report's recommendations are
implemented and to recommend new activities based on
future findings. The group continues to meet on a
regular basis and has changed its name to the City
Manager's Committee on Homelessness.
Ce
Roanoke City Council accepted Emergency Shelter Grants
Proqram entitlement funds totalling $203,000 since
1987 allocated under the StUart B. McKinney Homeless
Assistance Act, from the United States Department of
Housing and Urban Development to provide services to
the homeless.
1. $60,794.00 to Roanoke Area Ministries
a)
b)
c)
d)
e)
f)
g)
$ 6,000 - November 16, 1987
$ 2,300 - May 9, 1988
$ 8,500 - April 3, 1989
$11,790 - June 3, 1990
$12,000 - May 20, 1991
$12,000 - June 1, 1992
$ 8,204 - July 1, 1993
2. $97,082.00 to Total Action Against Poverty
a)
b)
c)
d)
e)
f)
g)
$20,000 - November 16, 1987
$ 1,700 - May 9, 1988
$10,000 - April 3, 1989
$17,090 - June 3, 1990
$18,000 - May 20, 1991
$18,000 - June 1, 1992
$12,292 - July 1, 1993
$45,124.00 to TRUST
a)
b)
c)
d)
e)
$ 5,500 - April 3, 1989
$10,120 - June 3, 1990
$11,000 - May 20, 1991
$11,000 - June 1, 1992
$ 7,504 - July 1, 1993
De
F®
Roanoke City Council accepted the 1994 Emerqency
Shelter Grants Proqram entitlement funds of $61,000.00
through the Stuart B. McKinney Homeless Assistance Act
on April 11, 1994, Resolution #31950-041194.
Funds from the Stuart B. McKinney Homeless
Assistance Act may be used for the payment of
maintenance, operations (including rent but
excluding staff), insurance, utilities, and
furnishings; limited funds for essential services
including but not limited to employment, health,
substance abuse education and food; and, for the first
time, funds can be used for the development and
implementation of homeless prevention activities. In
the past, funds have also been used for renovation and
major rehabilitation.
The City invited applications or proposals from local
agencies to assure that all interested organizations
had an opportunity to submit funding requests. The
deadline to submit applications was May 9, 1994.
The City Manaqer asked the Committee on Homelessness
to carefully review proposals submitted within the
designated time frame and recommend the allocation of
funds to benefit the citizens of Roanoke.
II.
CURRENT SITUATION
ae
Roanoke Area Ministries, the Roanoke Valley
Trouble Center, Inc. (TRUST), Blue Ridqe Community
Services, and Total Action Aqainst Poverty submitted
proposals for funding through the 1994 Emergency
Shelter Resource Fund.
Be
Ce
De
Requests totaled $67,620.00 from these four agencies.
1. Roanoke Area Ministries: $12,000.00
2. TRUST: $13,320.00
3. Total Action Against Poverty: $39,800
4. Blue Ridge Community Services: $2,500
The Committee studied each proposal using the
application requirements, federal guidelines, and
pre-determined criteria to recommend the allocation of
these funds that all agencies were eligible for.
The City Manaqer's Committee on Homelessness submitted
the following recommendations to the City Manager
based on the guidelines and criteria.
Allocate $12,000.00 to Roanoke Area
Ministries for the payment of
maintenance, operations, insurance,
utilities, and furnishings.
Allocate $13,320.00 to TRUST for the payment of
maintenance, operations, insurance, utilities,
furnishings, and food.
Allocate $20,000.00 to Total Action Against
Poverty (Transitional Living Center Program) for
the payment of maintenance, operations,
insurance, utilities, and furnishings; and,
essential services including food,
transportation, and drug screening
supplies.
Allocate $13,180.00 to Total Action Against
Poverty for the development and implementation of
homeless prevention activities.
Allocate $2,500.00 to Blue Ridge Community
Services for essential services including but not
limited to food, transportation, and drug
screening supplies.
III.
IV.
ISSUES
ae
B. Timing.
C. Fundinq.
Services to Citizens.
ALTERNATIVES
ae
Concur with the recommendations submitted by
the City Manager's Committee on Homelessness for the
allocation of Emergency Shelter Resource Funds and
authorize the City Manager to execute the attached
sub-grant agreements with Roanoke Area Ministries,
Roanoke Valley Trouble Center, Inc. (TRUST), Blue
Ridge Community Services and Total Action Against
Poverty.
Services to citizens. The quality of
existing shelter space would be improved; day
facility services would be enhanced for homeless
citizens; and a new prevention program would be
implemented.
Timinq. Funds must be obligated by
September 17,1994.
Funding. Federal grant funding of
$61,000.00 was previously appropriated and is
available in account number 035-054-5170-2210.
The necessary local match will be provided by the
agencies, and no City funds are required.
Be
Do not concur with the recommendations and do
not authorize the City Manager to allocate
funds at this time.
Services to Citizens. Existing programs
and services would not be increased or
enhanced. The new prevention program would not
be implemented.
2. Timinq. No effect.
Funding. The City would have to obligate the
funds for emergency shelter by September 17, 1994
or risk losing the grant allocation.
RECOMMENDATION
ae
City Council concur in the implementation of
Alternative A and allocate the $61,000.00 Emergency
Shelter Resource Fund as recommended by the City
Manager's Committee on Homelessness and authorize the
City Manager to execute the sub-grant agreements
(copies attached).
2.
3.
4.
Allocate $12,000.00 to Roanoke Area
Ministries.
Allocate $13,320.00 to the Roanoke Valley Trouble
Center, Inc. (TRUST).
Allocate $33,180.00 to Total Action Against
Poverty.
Allocate $2,500 to Blue Ridge Community Services.
Respectfully submitted,
W. Robert Herbert
City Manager
WRH/DSN/dsn
cc:
Wilburn C. Dibling Jr., City Attorney
Jim Grisso, Director of Finance
Glenn Radcliffe, Director of Human Development
Donna S. Norvelle, Human Development Coordinator
Charlie Harlow, Acting Grants Monitoring Administrator
The Reverend Frank W. Feather, Chairman, Committee on
Homelessness
Attachments
CONTRACT BETWEEN THE CITY OF ROANOKE
AND
BLUE RIDGE COMMUNITY SERVICES
FOR
ADULT SERVICES HO~RT.RSS ASSISTANCE FUND
E~RRGENCY SHELTER
THIS AGREEMENT is made and entered into this day of
1994, by and between the following parties:
City of Roanoke (herein called the "Grantee")
215 Church Avenue, S.W.
Roanoke, Virginia 24011
and -
Blue Ridge Community Services (herein called the "Subgrantee")
301 Elm Avenue, S.W.
Roanoke, Virginia 24016-4026
The Grantee has been authorized by its City Council pursuant to
Resolution Number - adopted , 1994 to
provide $2,500 of the $61,000 Emergency Shelter Grant (ESG)
entitlement awarded to the City of Roanoke by the United States
Department of Housing and Urban Development in Program funds to
Blue Ridge Community Services for the support of its Adult
Services Homeless Assistance Fund program.
The parties hereto agree as follows:
1. SCOPE OF SERVICES:
Blue Ridge Community Services's Adult Services Homeless
Assistance Fund program shall provide assistance with
temporary housing, food, medication and transportation for
a maximum of one week per individual to approximately ten (10)
individuals who fit the Emergency Shelter Grant's definition
of homelessness.
2. TIME OF PERFORMANCE:
This agreement shall be for the period of July 1, 1994 through
June 30, 1995. This agreement may be extended upon the
written agreement of both parties.
3. BUDGET:
The total ESG budget for Blue Ridge Comm. Services will be
$2,500.
One week rent payment $1,000
Food 900
Transportation 200
Medications 250
Employment supplies, toiletries 150
Total:
$ 2,500
Agreement
page 2
The Subgrantee will provide a minimum of $2,500 in matching
funds through the Adult Services Homeless Assistance Program
and will provide documentation of matching funds to the
Grantee.
4. PROPOSED PAYMENT SCHRDULE AND PROCEDURES:
Be
This is a monthly cost reimbursement contract. Requests for
payment must be accompanied by the required monthly report as
detailed in Paragraph 9 including all appropriate vendor
invoices and documentation of agency's payments. Payment
requests and monthly reports will be submitted to Donna
Spangler-Norvelle, Project Manager, Room 359, Municipal
Building, 215 Church Avenue, Roanoke, Virginia for initial
review on or before the 15th of each month beginning on August
15, 1994 and ending July 15, 1995. The Subgrantee understands
that all requests received after the 15th of the month may not
be processed until the following month. Approval for payment
will be made by the Office of Grants Compliance. Payment will
be made to the Subgrantee within fifteen (15) working days
from date of receipt of the request, if all compliance issues
are met and the request is received on time.
The Grantee reserves the right to refuse payment to the
Subgrantee in the event that the Subgrantee submits a
reimbursement request after 90 calendar days from the contract
expiration date.
INDEMNIFICATION:
The Subgrantee agrees to indemnify and hold harmless the City,
its officers, agents and employees, from any and all claims,
liability, causes of actions, suits of any nature, costs,
expenses; including reasonable attorney's fees resulting from
or arising out of the Subgrantee's intentional or negligent
acts or omissions in providing the services under this
Agreement including without limitation, fines and penalties,
violation of federal, state or local laws, or regulations
promulgated thereunder, personal injury, wrongful death or
property damage claims.
GENERAL COMPLIANCE:
The Subgrantee agrees to comply with all applicable federal,
state and local laws and regulations governing the funds
provided under this contract.
7. COMPLIANCE WITH FEDERAL REGULATIONS:
The Subgrantee agrees to abide by the HUD conditions for the
ESG program as set forth in Attachment I and all other
applicable federal regulations relating to specific programs
performed hereunder. The Grantee reserves the right to
Agreement
page 3
withhold payment if the Subgrantee fails to comply with the
procedures outlined in this agreement, or federal and state
regulations associated with ESG program funds. The Subgrantee
agrees to utilize funds available under this agreement to
supplement rather than supplant funds otherwise available.
8. PROGRAM INCOME:
"Program income" means gross income received by the Grantee or
Subgrantee directly generated from the use of ESG funds. No
program income is expected from this activity.
9. 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.
Report forms will be provided to the Subgrantee by the Project
Manager. The Subgrantee shall submit reports to the Project
Manager on a monthly basis, beginning August 15, 1994 for
expenses incurred during July, 1994. Reports shall be
submitted on or before the 15th of every month. Reports must
include documentation of matching funds.
10. CLIENT DATA:
The Subgrantee shall maintain client data demonstrating client
eligibility for services provided. Such data shall include,
but not be limited to, client name, address, income level or
other basis for determining eligibility, and description of
service provided. Such information shall be made available to
project manager, grantee monitors or their designees for
review upon request.
11. CLIENT INVOL~:
The Subgrantee shall involve, to the maximum extent
practicable, homeless individuals and families in the
construction, renovation, maintenance and operating of the
shelter facility.
12. NON-DISCRIMINATION:
During the performance of this agreement, the Subgrantee
agrees to not discriminate against any subcontractor,
employee, or applicant for employment because of race,
religion, color, sex, or national origin. The Subgrantee
agrees to post in conspicuous places, notice setting forth the
Agreement
page 4
provisions of this non-discrimination clause. The Subgrantee,
in all solicitations or advertisements for employees placed by
or on behalf of the subgrantee, will state that the Subgrantee
is an equal opportunity employer.
13. SECTION 504:
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.
14. RELIGIOUS AND POLITICAL ACTIVITIES:
The Subgrantee agrees that the funds provided under this
contract will not be utilized for religious activities, to
promote religious interests, or for the benefit of a religious
organization in accordance with the federal regulations
specified in 24 CFR 570.200 (j). The Subgrantee agrees that
no funds provided, nor personnel employed under this
agreement, shall be in any way or to any extent engaged in the
conduct of political activities in violation of Chapter 15 of
Title V, United States Code.
15. FORMAL PROCESS FOR TERMINATION OF SERVICES:
If it is necessary for the Subgrantee to terminate services to
any individual or family because they violate program
requirements, the Subgrantee may terminate assistance in
accordance with a formal process established by the
Subgrantee, and satisfactory to the Grantee that recognizes
the rights of the individuals affected. This process may
include a hearing.
16. CONFIDENTIALITY OF VICTIMS OF FAMILY VIOT.RNCE:
The Subgrantee must establish procedures satisfactory to the
Grantee which ensures the confidentiality of victims of family
violence.
17. SUSPENSION AND TERMINATION:
Suspension or termination of this Agreement 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 the case of partial
termination, the portion to be terminated. No payment will be
made for expenses incurred after Subgrantee's receipt of
notice of termination, except those expenses incurred prior to
the date of notice that are necessary to curtailment of
Agreement
page 5
operations under this Agreement.
18. REVERSION OF ASSETS:
Upon expiration of this agreement, or amendments thereto, the
Subgrantee shall transfer to the Grantee any ESG funds or
program income on hand at the time of expiration and any
accounts receivable attributable to the use of ESG funds.
19. THIRD-PARTY CONTRACTS:
The Grantee shall not be obligated or liable hereunder to any
party other than the Subgrantee.
20.
The Grantee, from time to time, may require changes in the
obligations of the Subgrantee hereunder, or its City Council
may appropriate further funds for the Blue Ridge Community
Services - Adult Services Homeless Assistance Fund. In such
event or events, such changes which are mutually agreed upon
by and between the Subgrantee and grantee shall be
incorporated in written amendment to this Agreement.
21. GOVERNING LAW:
This Agreement shall be governed by laws of the Commonwealth
of Virginia.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement as of the day and year hereinabove written:
ATTEST:
CITY OF ROANOKE
By By
Mary F. Parker, City Clerk
W. Robert Herbert, City
Manager
SUBGRANTEE
By
Attest
By
Fred P. Roessel, Jr., PhD
Executive Director
Blue Ridge Community
Services, Inc.
Agreement
page 6
APPROVED AS TO ESG ELIGIBILITY
APPROVED AS TO FORM
Office of Grants Compliance
Assistant City Attorney
APPROVED AS TO EXECUTION
APPROVED AS TO FUNDS AVAILABLE
Assistant City Attorney
Director of Finance
Account No.
CONTRACT BETWEEN THE CITY OF ROANOKE
AND
ROANOKE AREA MINISTRIES
FOR
EMERGENCY DAY S~?.TER
THIS AGREEMENT is made and entered into this
1994 by and between the following parties:
day of
City of Roanoke (herein called the "Grantee")
215 Church Avenue, S.W.
Roanoke, Virginia 24011
and -
Roanoke Area Ministries (herein called the "Subgrantee")
824 Campbell Ave., S.W.
Roanoke, Virginia 24016
The grantee has been authorized by its City Council pursuant to
Resolution Number - adopted , 1994 to provide $12,000
of the $61,000 Emergency Shelter Grant (ESG) entitlement awarded to
the City of Roanoke by the United States Department of Housing and
Urban Development in Program funds to Roanoke Area Ministries (R.A.M.
House) for the support of its emergency day shelter.
The parties hereto agree as follows:
1. SCOPE OF SERVICES:
R.A.M. House will provide a day shelter for the homeless 7 days
each week. At the shelter facility, R.A.M. House will provide a
daily meal, mental health counseling (on-site) through the Blue
Ridge Community Services and assistance with finding permanent
housing. Also, R.A.M. House will provide picture "IDs", the use
of a washer and dryer, and mail service for their guests. Guests
will be called upon to participate and help with the daily
shelter related tasks when they are able.
2. TIME OF PERFORMANCE:
This agreement shall be for the period of July 1, 1994 through
June 30, 1995. This agreement may be extended upon the written
agreement of both parties.
3. BUDGET:
The total ESG budget for R.A.M. House will be $12,000
Maintenance
Utilities
$11,040.00
960.00
Total: $12,000.00
R.A.M. House will provide a minimum of $12,000 in matching funds
and shall provide documentation of matching funds.
Agreement
page 2
4. PROPOSED PAYMENT SCHEDULE AND PROCEDURES:
This is a monthly cost reimbursement contract. Requests for
payment must be accompanied by the required monthly report as
detailed in Paragraph 9 including documentation of agency's
payments. Prior to the first payment, the Subgrantee shall
submit to the Office of Grants Compliance a copy of RAM House's
maintenance agreement with the Campbell Avenue Center. Payment
requests and monthly reports will be submitted to Donna Spangler-
Norvelle, Project Manager, Room 359, Municipal Building, 215
Church Avenue, Roanoke, Virginia for initial review on or before
the 15th of each month beginning on August 15, 1994 and ending
July 15, 1995. The Subgrantee understands that all requests
received after the 15th of the month may not be processed until
the following month. Approval for payment will be made by the
Office of Grants Compliance. Payment will be made to the
Subgrantee within fifteen (15) days from date of receipt of the
request, if all compliance issues are met and the request is
received on time.
The Grantee reserves the right to refuse payment to the
Subgrantee in the event that the Subgrantee submits any request
for funds after 90 calendar days from the expiration date of this
contract.
INDEMNIFICATION:
The Subgrantee agrees to indemnify and hold harmless the City,
its officers, agents and employees, from any and all claims,
liability, causes of actions, suits of any nature, costs,
expenses; including reasonable attorney's fees resulting from or
arising out of the Subgrantee's intentional or negligent acts or
omissions in providing the services under this Agreement
including without limitation, fines and penalties, violation of
federal, state or local laws, or regulations promulgated
thereunder, personal injury, wrongful death or property damage
claims.
6. GENERAL COMPLIANCE:
The Subgrantee agrees to comply with all applicable federal,
state and local laws and regulations governing the funds provided
under this contract.
7. COMPLIANCE WITH FEDERAL REGULATIONS:
The Subgrantee agrees to abide by the HUD conditions for the ESG
program as set forth in Attachment I and all other applicable
federal regulations relating to specific programs performed
hereunder. The Grantee reserves the right to withhold payment if
the Subgrantee fails to comply with the procedures outlined in
this agreement, or federal and state regulations associated with
ESG program funds. The Subgrantee agrees to utilize funds
available under this agreement to supplement rather than supplant
Agreement
page 3
funds otherwise available.
8. PROGRAM INCOME:
"Program income" means gross income received by the Grantee or
Subgrantee directly generated from the use of ESG funds. No
program income is expected from this activity.
9. RECORDS AND RR~ORTS:
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.
Report forms will be provided to the Subgrantee by the Project
Manager. The Subgrantee shall submit reports to the Project
Manager on a monthly basis beginning on or before August 15, 1994
for expenses incurred in July 1994. Reports shall be submitted
on or before the 15th of every month. Reports should include
documentation of matching funds if not previously
provided to the Grantee.
10. CLIENT DATA:
The Subgrantee shall maintain client data demonstrating client
eligibility for services provided. Such data shall include, but
not be limited to, client name, address, income level or other
basis for determining eligibility, and description of service
provided. Such information shall be made available to project
manager, grantee monitors or their designees for review upon
request.
11. CLIENT INVOLVE~RNT:
The Subgrantee shall involve, to the maximum extent practicable,
homeless individuals and families in the construction,
renovation, maintenance and operating of the shelter facility.
12. NON-DISCRIMINATION:
During the performance of this agreement, the Subgrantee agrees
to not discriminate against any subcontractor, employee, or
applicant for employment because of race, religion, color, sex,
or national origin. The Subgrantee agrees to post in conspicuous
places, notice setting forth the provisions of this non-
discrimination clause. The Subgrantee, in all solicitations or
advertisements for employees placed by or on behalf of the
subgrantee, will state that the Subgrantee is an equal
opportunity employer.
Agreement
page 4
13. SECTION 504:
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.
14. RELIGIOUS AND POLITICAL ACTIVITIES:
The Subgrantee agrees that the funds provided under this contract
will not be utilized for religious activities, to promote
religious interests, or for the benefit of a religious
organization in accordance with the federal regulations specified
in 24 CFR 570.200 (j). The Subgrantee agrees that no funds
provided, nor personnel employed under this agreement, shall be
in any way or to any extent engaged in the conduct of political
activities in violation of Chapter 15 of Title V, United States
Code.
15. FORMAL PROCESS FOR TERMINATION OF SERVICES:
If it is necessary for the Subgrantee to terminate services to
any individual or family because they violate program
requirements, the Subgrantee may terminate assistance in
accordance with a formal process established by the Subgrantee,
and satisfactory to the Grantee that recognizes the rights of the
individuals affected. This process may include a hearing.
16. CONFIDENTIALITY OF VICTIMS OF FAMILY VIOLENCE:
The Subgrantee must establish procedures satisfactory to the
Grantee which ensures the confidentiality of victims of family
violence.
17. SUSPENSION AND TERMINATION:
Suspension or termination of this Agreement 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 the case of partial termination, the
portion to be terminated. No payment will be made for expenses
incurred after Subgrantee's receipt of notice of termination,
except those expenses incurred prior to the date of notice that
are necessary to curtailment of operations under this Agreement.
18. REVERSION OF ASSETS:
Upon expiration of this agreement, or amendments thereto, the
Agreement
page 5
Subgrantee shall transfer to the Grantee any ESG funds or program
income on hand at the time of expiration and any accounts
receivable attributable to the use of ESG funds.
19. THIRD-PARTY CONTRACTS:
The Grantee shall not be obligated or liable hereunder to any
party other than the Subgrantee.
20. AMENDMenTS:
The Grantee, from time to time, may require changes in the
obligations of the Subgrantee hereunder, or its City Council may
appropriate further funds for the R.A.M. House Emergency Day
Shelter. In such event or events, such changes which are
mutually agreed upon by and between the Subgrantee and Grantee
shall be incorporated in written amendment to this Agreement.
21. GOVERNING LAW:
This Agreement shall be governed by laws of the Commonwealth of
Virginia.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement as of the day and year hereinabove written:
ATTEST:
CITY OF ROANOKE
By By
Mary F. Parker, City Clerk
W. Robert Herbert, City Manager
SUBGRANTEE
By
Witness
By
Julie Hollingsworth
Executive Director
Roanoke Area Ministries
APPROVED AS TO ESG ELIGIBILITY
APPROVED AS TO FORM
Office of Grants Compliance Assistant City Attorney
APPROVED AS TO EXECUTION
Assistant City Attorney
Agreement
page 6
APPROVED AS TO FUNDS AVAILABLE
Director of Finance
Account No.
CONTRACT BETWEEN THE CITY OF ROANOKE
AND
TOTAL ACTION AGAINST POVERTY
FOR
ROANOKE HO~.~SS INTERVENTION PROGRAM
EMERGENCY SHELTER
THIS AGREEMENT is made and entered into this day of
1994, by and between the following parties:
City of Roanoke (herein called the "Grantee")
215 Church Avenue, S.W.
Roanoke, Virginia 24011
and -
Total Action Against Poverty (herein called the "Subgrantee")
P.O. Box 2868
Roanoke, Virginia 24001-2868
The Grantee has been authorized by its City Council pursuant to
Resolution Number - adopted , 1994 to provide
$13,180 of the $61,000 Emergency Shelter Grant (ESG) entitlement
awarded to the City of Roanoke by the United States Department of
Housing and Urban Development in Program funds to Total Action
Against Poverty for the support of its Transitional Living Center.
The parties hereto agree as follows:
1. SCOPE OF SERVICES:
The Total Action Against Poverty's Roanoke Homeless Intervention
Program, (Roanoke HIP), shall provide assistance in the form of
rental assistance through their Housing Component to at least
twelve (12) clients, who are "at risk" of becoming homeless, who
demonstrate the capacity to become self sufficient, to maintain
their existing housing. The program will be administered in
accordance with the attached project guidelines (see Attachment
B).
2. TIME OF PERFORMANCE:
This agreement shall be for the period of July 1, 1994 through
June 30, 1995. This agreement may be extended upon the written
agreement of both parties.
3. BUDGET:
The total ESG budget for Roanoke HIP will be $13,180.
Up to 3 months rent
$13,180
Total: $13,180
Total Action Against Poverty will provide a minimum of $13,180 in
matching funds and will provide documentation for the total match
Agreement
page 2
to the Grantee on or before August 15, 1994.
4. PROPOSED PAY~RNT SC~R~ AND PROCEDURES:
This is a monthly cost reimbursement contract. Requests for
payment must be accompanied by the required monthly report as
detailed in Paragraph 9 including evidence of pending evictions,
landlord invoices and documentation of payment. The payment
request and monthly report will be submitted to Donna Spangler-
Norvelle, Project Manager, Room 359, Municipal Building, 21
Church Avenue, Roanoke Virginia for initial review on or before
the 15th of each month beginning on August 15, 1994 and ending
July 15, 1995. The Subgrantee understands that all requests
received after the 15th of the month may not be processed until
the following month. Approval for payment will be made by the
Office of Grants Compliance. Payment will be made to the
Subgrantee within fifteen (15) working days from date of receipt
of the request, if all compliance issues are met and the request
is received on time.
The Grantee reserves the right to refuse payment to the
Subgrantee in the event that the Subgrantee submits a
reimbursement request after 90 calendar days from the contract
expiration date.
5. INDEMNIFICATION:
The Subgrantee agrees to indemnify and hold harmless the City,
its officers, agents and employees, from any and all claims,
liability, causes of actions, suits of any nature, costs,
expenses; including reasonable attorney's fees resulting from or
arising out of the Subgrantee's intentional or negligent acts or
omissions in providing the services under this Agreement
including without limitation, fines and penalties, violation of
federal, state or local laws, or regulations promulgated
thereunder, personal injury, wrongful death or property damage
claims.
6. GENERAL COMPLIANCE:
The Subgrantee agrees to comply with all applicable federal,
state and local laws and regulations governing the funds provided
under this contract.
7. COMPLIANCE WITH FEDERAL REGULATIONS:
The Subgrantee agrees to abide by the HUD conditions for the ESG
program as set forth in Attachment I and all other applicable
federal regulations relating to specific programs performed
hereunder. The Grantee reserves the right to withhold payment if
the Subgrantee fails to comply with the procedures outlined in
this agreement, or federal and state regulations associated with
ESG program funds. The Subgrantee agrees to utilize funds
Agreement
page 3
available under this agreement to supplement rather than supplant
funds otherwise available.
8. PROGRAM INCOME:
"Program income" means gross income received by the Grantee or
Subgrantee directly generated from the use of ESG funds. No
program income is expected from this activity.
9. RECORDS AND ~R~ORTS:
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.
Report forms will be provided to the Subgrantee by the Project
Manager. The Subgrantee shall complete these forms and submit
them to the Project Manager on a monthly basis, beginning on or
before August 15, 1994 for expenses incurred in July, 1994.
Reports shall be submitted on or before the 15th of every month.
Reports must include documentation of matching funds if not
previously provided to the Grantee.
10. CLIENT DATA:
The Subgrantee shall maintain client data demonstrating client
eligibility for services provided. Such data shall include, but
not be limited to, client name, address, income level or other
basis for determining eligibility, and description of service
provided. Such information shall be made available to project
manager, grantee monitors or their designees for review upon
request.
11. CLIENT INVOLVEMENT:
The Subgrantee shall involve, to the maximum extent practicable,
homeless individuals and families in the construction,
renovation, maintenance and operating of the shelter facility.
12. NON-DISCRIMINATION:
During the performance of this agreement, the Subgrantee agrees
to not discriminate against any subcontractor, employee, or
applicant for employment because of race, religion, color, sex,
or national origin. The Subgrantee agrees to post in conspicuous
places, notice setting forth the provisions of this non-
discrimination clause. The Subgrantee, in all solicitations or
advertisements for employees placed by or on behalf of the
subgrantee, will state that the Subgrantee is an equal
Agreement
page 4
opportunity employer.
13. SECTION 504:
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.
14. RELIGIOUS AND POLITICAL ACTIVITIES:
The Subgrantee agrees that the funds provided under this contract
will not be utilized for religious activities, to promote
religious interests, or for the benefit of a religious
organization in accordance with the federal regulations specified
in 24 CFR 570.200 (j). The Subgrantee agrees that no funds
provided, nor personnel employed under this agreement, shall be
in any way or to any extent engaged in the conduct of political
activities in violation of Chapter 15 of Title V, United States
Code.
15. FORMAL PROCESS FOR TERMINATION OF SERVICES:
If it is necessary for the Subgrantee to terminate services to
any individual or family because they violate program
requirements, the Subgrantee may terminate assistance in
accordance with a formal process established by the Subgrantee,
and satisfactory to the Grantee that recognizes the rights of the
individuals affected. This process may include a hearing.
16. CONFIDENTIALITY OF VICTIMS OF FAMILY VIOLENCE:
The Subgrantee must establish procedures satisfactory to the
Grantee which ensures the confidentiality of victims of family
violence.
17. SUSPENSION AND TERMINATION:
Suspension or termination of this Agreement 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 the case of partial termination, the
portion to be terminated. No payment will be made for expenses
incurred after Subgrantee's receipt of notice of termination,
except those expenses incurred prior to the date of notice that
are necessary to curtailment of operations under this Agreement.
18. REVERSION OF ASSETS:
Upon expiration of this agreement, or amendments thereto, the
Agreement
page 5
Subgrantee shall transfer to the Grantee any ESG funds or program
income on hand at the time of expiration and any accounts
receivable attributable to the use of ESG funds.
19. 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.
20. THIRD-PARTY CONTRACTS:
The Grantee shall not be obligated or liable hereunder to any
party other than the Subgrantee.
21. AMENDES:
The Grantee, from time to time, may require changes in the
obligations of the Subgrantee hereunder, or its City Council may
appropriate further funds for the Total Action Against Poverty
Roanoke Homeless Intervention Program. In such event or events,
such changes which are mutually agreed upon by and between the
Subgrantee and grantee shall be incorporated in written amendment
to this Agreement.
22. GOVERNING LAW:
This Agreement shall be governed by laws of the Commonwealth of
Virginia.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement as of the day and year hereinabove written:
ATTEST:
CITY OF ROANOKE
By By
Mary F. Parker, City Clerk
W. Robert Herbert, City Manager
SUBGRANTEE
By
Attest
By
Theodore J. Edlich, III
Executive Director
Total Action Against Poverty,
Inc.
Agreement
page 6
APPROVED AS TO ESG ELIGIBILITY
APPROVED AS TO FORM
Office of Grants Compliance
Assistant City Attorney
APPROVED AS TO EXECUTION
APPROVED AS TO FUNDS AVAILABLE
Assistant City Attorney
Director of Finance
Account No.
CONTRACT BETWEEN THE CITY OF ROANOKE
AND
TRUST
FOR
ENRRGENCY S~r.TER
THIS AGREEMENT is made and entered into this day of
1994, by and between the following parties:
City of Roanoke (herein called the "Grantee")
215 Church Avenue, S.W.
Roanoke, Virginia 24011
and -
Roanoke Valley Trouble Center (TRUST)
(herein called the "Subgrantee")
P.O. Box 2826
Roanoke, Virginia 24001
The grantee has been authorized by its City Council pursuant to
Resolution Number - adopted , 1994 to provide $13,320
of the $61,000 Emergency Shelter Grant (ESG) entitlement awarded to
the City of Roanoke by the United States Department of Housing and
Urban Development in Program funds to TRUST for the support of its
emergency shelter.
The parties hereto agree as follows:
1. SCOPE OF SERVICES:
TRUST shall provide an emergency shelter, staffed by volunteers.
The Emergency Shelter Grant (ESG) funds will help cover the cost
of services and operational expenses of the facility.
2. TIME OF PERFORMANCE:
This agreement shall be for the period of July 1, 1994 through
March 31, 1995. This agreement may be extended upon the written
agreement of both parties.
3. BUDGET:
The total ESG budget for TRUST will be $13,320.
Food
Utilities
Insurance
Janitorial and Maintenance
Fuel Oil
Housekeeping Supplies
Minor Repairs
$1,300
850
6,100
1,770
55O
1,050
1,700
Total: $13,320
TRUST will provide a minimum of $13,320 in matching funds.
Agreement
page 2
4. PROPOSED PAYMENT SCHEDULE AND PROCEDURES:
This is a monthly cost reimbursement contract. Requests for
payment must be accompanied by the required monthly report as
detailed in Paragraph 9 including all appropriate vendor invoices
and documentation of agency's payments. Payment requests and
monthly reports will be submitted to Donna Spangler-Norvelle,
Project Manager, Room 359, Municipal ing, 215 Church Avenue,
Roanoke, Virginia for initial review on or before the 15th of
each month beginning on August 15, 1994 and ending July 15, 1995.
The Subgrantee understands that all requests received after the
15th of the month may not be processed until the following month.
Approval for payment will be made by the Office of Grants
Compliance. Payment will be made to the Subgrantee within
fifteen (15) days from date of receipt of the request, if all
compliance issues are met and the request is received on time.
The Grantee reserves the right to refuse payment to the
Subgrantee in the event that the Subgrantee submits a
reimbursement request after 90 calendar days from the contract
expiration date.
INDEMNIFICATION:
The Subgrantee agrees to indemnify and hold harmless the City,
its officers, agents and employees, from any and all claims,
liability, causes of actions, suits of any nature, costs,
expenses; including reasonable attorney's fees resulting from or
arising out of the Subgrantee's intentional or negligent acts or
omissions in providing the services under this Agreement
including without limitation, fines and penalties, violation of
federal, state or local laws, or regulations promulgated
thereunder, personal injury, wrongful death or property damage
claims.
6. GENERAL COMPLIANCE:
The Subgrantee agrees to comply with all applicable federal,
state and local laws and regulations governing the funds provided
under this contract.
7. COMPLIANCE WITH FEDERAL REGULATIONS:
The Subgrantee agrees to abide by the HUD conditions for the ESG
program as set forth in Attachment I and all other applicable
federal regulations relating to specific programs performed
hereunder. The Grantee reserves the right to withhold payment if
the Subgrantee fails to comply with the procedures outlined in
this 'agreement, or federal and state regulations associated with
ESG program funds. The Subgrantee agrees to utilize funds
available under this agreement to supplement rather than supplant
funds otherwise available.
Agreement
page 3
8. PRO~RAM INCOME:
"Program income" means gross income received by the Grantee or
Subgrantee directly generated from the use of ESG funds. No
program income is expected from this activity.
9. RECORDS AND ~R~ORTS:
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.
Report forms will be provided to the Subgrantee by the Project
Manager. The Subgrantee shall submit reports to the Project
Manager on a monthly basis beginning on or before August 15, 1994
for expenses incurred in July, 1994. Reports shall be submitted
by the 15th of every month.
10. CLIENT DATA:
The Subgrantee shall maintain client data demonstrating client
eligibility for services provided. Such data shall include, but
not be limited to, client name, address, income level or other
basis for determining eligibility, and description of service
provided. Such information shall be made available to project
manager, grantee monitors or their designees for review upon
request.
11. CLIENT INVOL~:
The Subgrantee shall involve, to the maximum extent practicable,
homeless individuals and families in the construction,
renovation, maintenance and operating of the TRUST facility.
12. NON-DISCRIMINATION:
During the performance of this agreement, the Subgrantee agrees
to not discriminate against any subcontractor, employee, or
applicant for employment because of race, religion, color, sex,
or national origin. The Subgrantee agrees to post in conspicuous
places, notice setting forth the provisions of this non-
discrimination clause. The Subgrantee, in all solicitations or
advertisements for employees placed by or on behalf of the
subgrantee, will state that the Subgrantee is an equal
opportunity employer.
13. SECTION 504:
The Subgrantee agrees to comply with any federal regulation
Agreement
page 4
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.
14. RELIGIOUS AND POLITICAL ACTMTIES:
The Subgrantee agrees that the funds provided under this contract
will not be utilized for religious activities, to promote
religious interests, or for the benefit of a religious
organization in accordance with the federal regulations specified
in 24 CFR 570.200 (j). The Subgrantee agrees that no funds
provided, nor personnel employed under this agreement, shall be
in any way or to any extent engaged in the conduct of political
activities in violation of Chapter 15 of Title V, United States
Code.
15. FOI~AL PROCESS FOR TERMINATION OF SERVICES:
If it is necessary for the Subgrantee to terminate services to
any individual or family because they violate program
requirements, the Subgrantee may terminate assistance in
accordance with a formal process established by the Subgrantee,
and satisfactory to the Grantee that recognizes the rights of the
individuals affected. This process may include a hearing.
16. CONFIDE~fIALITY OF VICTIMS OF FAMILY VIOr. RNCE:
The Subgrantee must establish procedures satisfactory to the
Grantee which ensures the confidentiality of victims of family
violence.
17. SUSPENSION AND TERMINATION:
Suspension or termination of this Agreement 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 the case of partial termination, the
portion to be terminated. No payment will be made for expenses
incurred after Subgrantee's receipt of notice of termination,
except those expenses incurred prior to the date of notice that
are necessary to curtailment of operations under this Agreement.
18. REVERSION OF ASSETS:
Upon expiration of this agreement, or amendments thereto, the
Subgrantee shall transfer to the Grantee any ESG funds or program
income on hand at the time of expiration and any accounts
receivable attributable to the use of ESG funds.
Agreement
page 5
19. THIRD-PARTY CONTRACTS.'
The Grantee shall not be obligated or liable hereunder to any
party other than the Subgrantee.
20. AMENDMENTS:
The Grantee, from time to time, may require changes in the
obligations of the Subgrantee hereunder, or its City Council may
appropriate further funds for the TRUST Emergency Shelter.
In such event or events, such changes which are mutually agreed
upon by and between the Subgrantee and Grantee shall be
incorporated in written amendment to this Agreement.
21. GOVERNING LAW:
This Agreement shall be governed by laws of the Commonwealth of
Virginia.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement as of the day and year hereinabove written:
ATTEST:
CITY OF ROANOKE
By By
Mary F. Parker, City Clerk
W. Robert Herbert, City Manager
SUBGRANTEE
By
Attest
By
Stuart Isreal
Executive Director
TRUST
The Roanoke Valley Trouble
Center, Inc.
APPROVED AS TO ESG ELIGIBILITY
APPROVED AS TO FORM
Office of Grants Compliance Assistant City Attorney
APPROVED AS TO EXECUTION
Assistant City Attorney
Agreement
page 6
APPROVED AS TO FUNDS AVAILABLE
Director of Finance
Account No.
CONTRACT BETWEEN THE CITY OF ROANOKE
AND
TOTAL ACTION AGAINST POVERTY
FOR
TRANSITIONAL LIVING CENTER
EMERGENCY SHELTER
THIS AGREEMENT is made and entered into this
1994, by and between the following parties:
day of
City of Roanoke (herein called the "Grantee")
215 Church Avenue, S.W.
Roanoke, Virginia 24011
and -
Total Action Against Poverty (herein called the
"Subgrantee")
P.O. Box 2868
Roanoke, Virginia 24001-2868
The Grantee has been authorized by its City Council pursuant to
Resolution Number - adopted , 1994 to
provide $20,000 of the $61,000 Emergency Shelter Grant (ESG)
entitlement awarded to the City of Roanoke by the United States
Department of Housing and Urban Development in Program funds to
Total Action Against Poverty for the support of its Transitional
Living Center.
The parties hereto agree as follows:
1. SCOPE OF SERVICES:
The Total Action Against Poverty's Transitional Living Center
(TLC) shall provide long-term (up to eighteen months) shelter
services to individuals, couples and families with children.
In addition to shelter, the TLC shall provide advocacy and
case management services to assist residents in obtaining
permanent housing. The Emergency Shelter Grant (ESG) program
funds will help to cover the costs of services and operational
expenses of the facility.
2. TIME OF PERFORMANCE:
This agreement shall be for the period of July 1, 1994 through
June 30, 1995. This agreement may be extended upon the
written agreement of both parties.
3. BUDGET:
The total ESG budget for TLC will be $20,000.
Food
Transportation
Drug Screening/Medical
$3,000
1,000
5O0
Agreement
page 2
Minor Repairs
Utilities
General Maintenance
Equipment
6,000
$7,000
1,000
1,500
Total: $20,000
TLC will provide a minimum of $20,000 in matching funds and
documentation of the match.
4. PROPOSED PAYMENT SC~RDULE AND PROCEDURES:
This is a monthly cost reimbursement contract. Requests for
payment must be accompanied by the required monthly report as
detailed in Paragraph 9 including all appropriate vendor
invoices and documentation of agency payment. Payment
requests and monthly reports will be submitted to Donna
Spangler-Norvelle, Project Manager, Room 359, Municipal
Building, 215 Church Avenue, Roanoke, Virginia for initial
review on or before the 15th of each month beginning on August
15, 1994 and ending July 15, 1995. The Subgrantee understands
that all requests received after the 15th of the month may not
be processed until the following month. Approval for payment
will be made by the Office of Grants Compliance. Payment will
be made to the Subgrantee within fifteen (15) working days
from date of receipt of the request, if all compliance issues
are met and the request is received in time.
The Grantee reserves the right to refuse payment to the
Subgrantee in the event that the Subgrantee submits a
reimbursement request after 90 calendar days from the contract
expiration date.
5. INDEMNIFICATION:
The Subgrantee agrees to indemnify and hold harmless the City,
its officers, agents and employees, from any and all claims,
liability, causes of actions, suits of any nature, costs,
expenses; including reasonable attorney's fees resulting from
or arising out of th~ Subgrantee's intentional or negligent
acts or omissions in providing the services under this
Agreement including without limitation, fines and penalties,
violation of federal, state or local laws, or regulations
promulgated thereunder, personal injury, wrongful death or
property damage claims.
6. GENERAL COMPLIANCE:
The Subgrantee agrees to comply with all applicable federal,
state and local laws and regulations governing the funds
provided under this contract.
Agreement
page 3
7. COMPLIANCRWITHFEDERAL REGULATIONS:
The Subgrantee agrees to abide by the HUD conditions for the
ESG program as set forth in Attachment I and all other
applicable federal regulations relating to specific programs
performed hereunder. The Grantee reserves the right to
withhold payment if the Subgrantee fails to comply with the
procedures outlined in this agreement, or federal and state
regulations associated with ESG program funds. The Subgrantee
agrees to utilize funds available under this agreement to
supplement rather than supplant funds otherwise available.
8. PROGRAM INCOME:
"Program income" means gross income received by the Grantee or
Subgrantee directly generated from the use of ESG funds. No
program income is expected from this activity.
9. 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.
Report forms will be provided to the Subgrantee by the Project
Manager. The Subgrantee shall submit reports to the Project
Manager on a monthly basis, beginning on or before August 15,
1994 for expenses incurred during July 1994. Reports shall be
submitted on or before the 15th of every month.
These monthly reports must include documentation of matching
funds.
10. CLIENT DATA:
The Subgrantee shall maintain client data demonstrating client
eligibility for services provided. Such data shall include,
but not be limited to, client name, address, income level or
other basis for determining eligibility, and description of
service provided. Such information shall be made available to
project manager, grantee monitors or their designees for
review upon request.
11. CLIENT INVOLVE~EF~:
The Subgrantee shall involve, to the maximum extent
practicable, homeless individuals and families in the
construction, renovation, maintenance and operating of the
shelter facility.
Agreement
page 4
12. NON-DISCRIMINATION:
During the performance of this agreement, the Subgrantee
agrees to not discriminate against any subcontractor,
employee, or applicant for employment because of race,
religion, color, sex, or national origin. The Subgrantee
agrees to post in conspicuous places, notice setting forth the
provisions of this non-discrimination clause. The Subgrantee,
in all solicitations or advertisements for employees placed by
or on behalf of the subgrantee, will state that the Subgrantee
is an equal opportunity employer.
13. SECTION 504:
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.
14. ~R?.IGIOUS AND POLITICAL ACTMTIES:
The Subgrantee agrees that the funds provided under this
contract will not be utilized for religious activities, to
promote religious interests, or for the benefit of a religious
organization in accordance with the federal regulations
specified in 24 CFR 570.200 (j). The Subgrantee agrees that
no funds provided, nor personnel employed under this
agreement, shall be in any way or to any extent engaged in the
conduct of political activities in violation of Chapter 15 of
Title V, United States Code.
15. FORMAL PROCESS FOR TERMINATION OF SERVICES:
If it is necessary for the Subgrantee to terminate services to
any individual or family because they violate program
requirements, the Subgrantee may terminate assistance in
accordance with a formal process established by the
Subgrantee, and satisfactory to the Grantee that recognizes
the rights of the individuals affected. This process may
include a hearing.
16. CONFIDENTIALITY OF VICTIMS OF FAMILY VIOLENCE:
The Subgrantee must establish procedures satisfactory to the
Grantee which ensures the confidentiality of victims of family
violence.
17. SUSPENSION AND TERMINATION:
Suspension or termination of this Agreement 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
Agreement
page 5
awarding agency (HUD), setting forth the reasons for such
termination, the effective date, and in the case of partial
termination, the portion to be terminated. No payment will be
made for expenses incurred after Subgrantee's receipt of
notice of termination, except those expenses incurred prior to
the date of notice that are necessary to curtailment of
operations under this Agreement.
18. REVERSION OF ASSETS:
Upon expiration of this agreement, or amendments thereto, the
Subgrantee shall transfer to the Grantee any ESG funds or
program income on hand at the time of expiration and any
accounts receivable attributable to the use of ESG funds.
19. 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.
20. THIRD-PARTY CONTRACTS:
The Grantee shall not be obligated or liable hereunder to any
party other than the Subgrantee.
21. A~RNDMENTS:
The Grantee, from time to time, may require changes in the
obligations of the Subgrantee hereunder, or its City Council
may appropriate further funds for the Total Action Against
Poverty Transitional Living Center. In such event or events,
such changes which are mutually agreed upon by and between the
Subgrantee and grantee shall be incorporated in written
amendment to this Agreement.
22. GOVERNING LAW:
This Agreement shall be governed by laws of the Commonwealth
of Virginia.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement as of the day and year hereinabove written:
ATTEST:
CITY OF ROANOKE
By By
Mary F. Parker, City Clerk
W. Robert Herbert, City
Manager
Agreement
page 6
SUBGRANTEE
By
Attest
APPROVED AS TO ESG ELIGIBILITY
By
Theodore J. Edlich, III
Executive Director
Total Action Against
Poverty, Inc.
APPROVED AS TO FORM
Office of Grants Compliance
Assistant City Attorney
APPROVED AS TO EXECUTION
APPROVED AS TO FUNDS AVAILABLE
Assistant City Attorney
Director of Finance
Account No.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 27th day of June, 1994.
No. 32078-062794.
1993-94 General
emergency.
WHEREAS,
AN ORDINANCE to amend and reordain certain sections of the
Fund Appropriations, and providing for an
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 1993-94 General Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
Appropriations
Health and Welfare
Comprehensive Services Act (1) ....................
Nondepartmental
Contingency - General Fund (2) ....................
Revenue
Grants-in-Aid Commonwealth Welfare (3) .......................................
$ 17,440,779
4,646,808
46,083,856
20,971
$ 28,672,348
12,021,345
1) Residential,
Public
Mandated (001-054-5410-3170)
2) CSA Contingency (001-002-9410-2244)
3) CSA State
Supplemental (001-020-1234-0692)
$ 320,336
(88,669)
231,667
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
June 27, 1994
Roanoke, Virginia
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Mayor Bowers and Members of Council:
SUBJECT: APPROPRIATION OF ADDITIONAL COMPREHENSIVE SERVICES ACT FUNDS
I. BACKGROUND
The Comprehensive Services Act (CSA) for At-Risk Youth and
Families established, effective July 1, 1993, ~ pool of state
funds to be expended for public or private non-residential or
residential services for the targeted population of troubled
youth and families.
The CSA mandates services for foster care children and for
children whose Individualized Education Plan mandates specialized
private day or residential educational programs.
C. The Comprehensive Services Act ¢CSA) State Funds Pool allocation
for Roanoke City for July 1, 1993 - June 30, 1994 is:
State Funds:
Local Funds:
$1,983,352
1,218,835
TOTAL AT.TX)CATION: $3,202,187
D. The Roanoke Interagency Council, established by City Council
Resolution ~31301-011193 to manage the State Funds Pool,
determined that in addition to the aforementioned State Funds
Pool allocation, supplemental funds in the amount of $1,110,121
would be needed for the period of July 1, 1993 - June 30, 1994.
State Funds:
Local Funds:
$802,852
307.269
TOTAL AT.T~CATION: $1,110~121
E. On June 28, 1993, City Council appropriated funds for the
aforementioned CSA initial State Funds Pool Allocation and for
the projected Supplemental Allocation:
State Funds:
Local Funds:
$2,786,204
$1,526,104
CURRENT BUDGETED FUNDS: $4,312,308
Page 2
II. CURRENT SITUATION
ae
The cost of services for the targeted at-risk youth and their
families was underestimated by $320,336 for FY 1993-94. During
this fiscal year, children coming into care have needed a higher
level of service which only could be provided by placement in
specialized foster care or in a therapeutic residential facility.
State Funds:
Local Funds:
$231,667
88,669
1. The State Department of Education, the State fiscal agent for
the CSA, will reimburse $231.667 of this amount.
Roanoke City is required to provide a local cash match of
$88,669.
III.
ISSUES
A. Funding
B. Legal
IV.
ALTERNATIVES
ae
City Council approve this request and authorize the Director of
Finance to increase the revenue estimate by $231,667 and
appropriate $320,336 to the CSA account in the General Fund.
There will be a $88,669 local cash match.
Funding - Funding of $320,336 in additional program costs
will be provided with a local cash match for $88,669 from the
CSA Contingency account and the remaining $231,667 to be made
available by the State Department of Education.
Legal - Foster care services and specialized private
day/residential educational programs mandated by State and
Federal laws can be provided.
Be
Do not approve this request to transfer
Contingency account.
$88.669 from CSA
1. Funding - Not an issue.
Legal - Foster care and specialized private education
day/residential programs mandated by State and Federal laws
cannot be provided.
Page 3
V.
RECOMMENDATION
City council concur in Alternative A and authorize the Director
of Finance to:
Increase the revenue estimate in account #OO1-020-1234-0692
by $231,667 and increase the appropriations in account #001-
054-5410-3170 by $231,667.
Transfer $88,669 from the CSA Contingency account #001-002-
9410-2244 to the CSA Expenditure account #001-054-5410-3170.
Respectfully submitted,
~Ro'be~ ~
W. Herbert
City Manager
cc:
Wilburn C. Dibling, City Attorney
James D. Grisso, Director of Finance
Glenn D. Radcliffe, Director of Human Development and
Chairperson, Roanoke Interagency Council
Corrine B. Gott, Superintendent, Department of Social
Services
E. Wayne Harris, Superintendent, Roanoke City Public Schools
Diane S. Akers, Budget Administrator
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue. S.W., Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #67-169-256
Douglas J. Fonder
Executive Director
Roanoke Valley Swimming, Inc.
P. O. Box 4646
Roanoke, Virginia 24015
Dear Mr. Fonder:
I am enclosing copy of Ordinance No. 32079-062794 awarding limited concession
privileges to Roanoke Valley Swimming, Inc., "Gators" to sell swim related
merchandise, food items and non-alcoholic beverages at Fallon Park Swimming Pool
during the United States Swimming/Virginia Swimming, Inc., sanctioned swim meet
on July 8, 9 and 10, 1994, only, upon certain terms and conditions; and authorizing
execution of the requisite concession agreement. Ordinance No. 32079-062794 was
adopted by the Council of the City of Roanoke at a regular meeting held on Monday,
June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32079-062794.
AN ORDINANCE awarding limited concession privileges at Fallon
Park Swimming Pool, upon certain terms and conditions; authorizing
the execution of the requisite concession agreement; and providing
for an emergency.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. Roanoke Valley Swimming, Inc. "Gators", is hereby awarded
concession privileges to sell swim related merchandise, food items
and non-alcoholic beverages at Fallon Park Swimming Pool during the
United States Swimming/Virginia Swimming, Inc. sanctioned swim meet
on July 8, 9 and 10, 1994, only, and on no other dates, as more
fully set forth in the report dated June 27, 1994, to this Council.
Concession fees to the City are hereby waived.
2. The City Manager, or his representative, is hereby
authorized, for and on behalf of the City, to enter into and
execute the requisite concession agreement with Roanoke Valley
Swimming, Inc. "Gators", the form of such agreement shall be
approved by the City Attorney.
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.
Roanoke, Virginia
Honorable Mayor David A. Bowers
and Members of City Council
Dear Mayor and Members of Council:
SUBJECT:
Request of Roanoke Valley Swimming, Inc. to sell
swimming merchandise, food and non-alcoholic beverage
concessions at Fallon Park Swimming Pool, July 8, 9
and 10, 1994.
I. BACKGROUND:
ae
United States Swimming/Virginia Swimming, Inc. "Statn
Swim" meet will be held on Friday, Saturday and
Sunday, July 8, 9 and 10, 1994 at Fallon Park
Swimming Pool.
Be
Roanoke Valley Swimming, Inc. "Gators" will host this
sanctioned swim meet for youth for the second time
in Roanoke.
II. CURRENT SITUATION:
ae
City has been requested by Roanoke Valley Swimming,
Inc. to permit the sale of swimming related
merchandise, food and non-alcoholic beverage
concessions during swim meet. Refer to attached
letter dated May 10, 1994.
Be
City Code states, in Section 24-5 concessions, that
only City Council may allow concession privileges
unless publicly advertised for sealed bids.
Ce
~ity Parks & Recreation Department has agreed,
subject to City Council approval, to defer the
City's concession rights during the swim event as a
gesture of cooperation and support of the Gators.
III. ISSUES:
A. om~9~j~j~D_q~with City Code
B. Support
C. Concession fees
D. Revenue
Mayor and Members of Council
June 27, 1994
Page 2
Ve
IV. ALTERNATIVES:
ao
Grant concession privileges to Roanoke Valley
Swimming, Inc. "Gators" to sell swim related
merchandise, food items, and non-alcoholic beverages
at Fallon Park Swimming Pool on July 8, 9 and 10,
1994 and authorize the City Manager to enter into a
concession agreement as approved by the City
Attorney.
1. Compliance with City Code would be met.
2. Support for State meet would be affirmed.
3. Concession fees would be waived.
Revenue to City may increase due to sales tax on
any merchandise sold and additional concession
sales.
Deny concession privileges to Roanoke Valley
Swimming, Inc. to sell swimming related merchandise,
food and beverage concessions at Fallon Park
Swimming Pool on July 8, 9 and 10, 1994 during the
United States Swimming/Virginia Swimming, Inc.
sanctioned swim meet.
Compliance with City Code would be moot due to
City handling concessions.
2. Support for State meet could be refuted.
3. Concession fee~ would not be an issue.
4. Revenue to the City would be unknown.
RECOMMENDATION: City Council concur with Alternative "A".
ao
Grant concession privileges to Roanoke Valley
Swimming, Inc. "Gators" to sell swim related
merchandise, food items and non-alcoholic beverages
at Fallon Park Swimming Pool on July 8, 9 and 10,
1994 during State swim meet.
Mayor and Members of Council
June 27, 1994
Page 3
B. Authorize City Manager to execute a concession
agreement with Roanoke Valley Swimming, Inc. in a
form as approved by the City Attorney.
Respectfully submitted,
W. Robert Herbert
City Manager
WRH/OMG/jj
Attachment
cc: Mr. Douglas J. Fonder, Head Coach/Executive Director,
Roanoke Valley Swimming, Inc.
City Attorney
Director of Finance
Director of Public Works
Manager, Management and Budget
Manager, Parks & Recreation/Grounds Maintenance
Citizen Request for Services
Chief, Billings and Collections
Superintendent, Recreation
Roanoke Valley Swimming, Inc.
P.O. Box 4646 · Roanoke, Virginia 24015
703-982-POOL
May 10, 1994
Mr. Owen Grogan
Recreation Superintendent
Roanoke City Parks and Recreation
210 Reserve Avenue
Roanoke, Virginia 24016
Dear Owen:
In conjunction with the Commonwealth Games, the Roanoke Valley
Gators swim team will be sponsoring the swimming events. We will
be hosting our A/BB/B/C Invitational at Fallon Park on July 8, 9,
and 10, 1994, and will be hosting the Virginia Commonwealth
Swimming Championship at the Gator Aquatic Center on July 9, and
10, 1994. By doing both of these events, we can attract everyone
from novice to A level swimmers. These two events should have
great economic impact for the Roanoke Valley and should bring in
about 500 swimmers to the Commonwealth Games athlete head count.
As agreed upon, the Gator Swim Team will be responsible for
the hamdling of the concessions for this meet on July 8, 9, and 10,
1994.
Virginia Swimming, the governing body, has already sanctioned
these meets and dates, and we should be receiving these numbers
from them in the next week.
If you have any questions~or concern~ in this regard, please
feel free to contact me.
,~6nder
Doug
Head Coach/Executive Director
DJF/kls
Be The Best You Can Be!
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #70-188-236-270-354
Dr. Robert B. Stroube
State Health Commissioner
Virginia Department of Health
Division of Emergency Medical
Services Rescue Squad Assistance Fund
P. O. Box 2448
Richmond, Virginia 23218
Dear Dr. Stroube:
I am enclosing copy of Resolution No. 32081-062794 authorizing acceptance of a
Rescue Squad Assistance Grant, in the total amount of $24,482.50, made to the City
of Roanoke by the Commonwealth of Virginia, Department of Health, Division of
Emergency Medical Services Rescue Squad Assistance Fund; and authorizing
acceptance, execution and filing of all appropriate documents to obtain said grant.
Resolution No. 32081-062794 was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, June 27, 1994.
Sincerely, ~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32081-062794.
A RESOLUTION authorizing the acceptance of a Rescue Squad
Assistance Grant made to the City of Roanoke by the Commonwealth of
Virginia, Department of Health, Division of
Services Rescue Squad Assistance Fund and
Emergency Medical
authorizing the
acceptance, execution and filing of all appropriate documents to
obtain such grant.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City of Roanoke hereby accepts the Rescue Squad
Assistance Grant in the total amount of $24,482.50 from the
Commonwealth of Virginia, Department of Health, Division of
Emergency Medical Services Rescue Squad Assistance Fund.
2. The City Manager or the Assistant City Manager is hereby
authorized to accept, execute, and file on behalf of the City of
Roanoke any and all appropriate documents required to obtain such
grant, as more particularly set forth in the report to this Council
dated June 27, 1994.
3. The City Manager is further directed to furnish such
additional information as may be required in connection with the
City's acceptance of such grant or with such project.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 27th day of June, 1994.
No. 32080-062794.
AN ORDINANCE to amend and reordain certain sections of the
1993-94 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 1993-94 Grant and General Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
Grant Fund
Appropriations
Public Safety
Rescue Squad Assistance FY95 (1) ..................
Revenue
Public Safety
Rescue Squad Assistance FY95 (2-3) ................
General Fund
Appropriations
Nondepartmental
Transfers to Other Funds (4) ......................
Fund Balance
Capital Maintenance and Equipment
Replacement Program - City Unappropriated (5) ..... $
$ 1,573,182
48,964
$ 1,573,182
48,964
$ 46,197,007
45,703,637
363,609
1) Other
Equipment (035-050-3341-9015) $ 48,964
2) Rescue Squad
State Funds (035-035-1234-7164) 24,482
3) Rescue Squad
Local Funds (035-035-1234-7165) 24,482
4) Transfer to
Grant Fund (001-004-9310-9535) 24,482
5) CMERP - City (001-3323) (24,482)
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
Roanoke, Virginia
The Honorable Mayor and
Members of City Council
Roanoke, Virginia
Subject: Rescue Squad Assistance Fund Grant
Dear Members of Council:
I. Backqround
ao
Fire Department EMS First Responder Programs have been
implemented as follows:
March 1991 - Fire Stations 4 (Deyerle Road) and 11
(Garden City)
April 1992 - Fire Station 14 (460 East)
February 1993 - Fire Station 13 (Peters Creek Road)
November 1993 - Fire Stations 2 (Noble Avenue)
January 1994 - Fire Station 10 (Aviation Drive)
B o
Response times to medical emerqencies have been improved
by implementing first responder programs in these areas
by as much as 3 to 4 minutes.
II. Current Situation
A. A 50/50 qrant has been received in the amount of
$24,482.50 through the Rescue Squad Assistance Fund to
purchase seven (7) automatic defibrillators for the fire
department first responder program. Grant funding must
be utilized prior to December 31, 1994.
B o
Enqine companies 2, 4, 10, 11, 13, and 14 are currently
equipped with the automatic or semi-automatic external
defibrillator.
Co
Local matchinq funds in the amount of $24,482.50 have
been approved to purchase seven (7) units in the 1993~94
Capital Maintenance and Equipment Replacement Program
(CMERP). These units would be assigned to engines 3, 5,
6, 7, 8, 9, and 12.
Mayor and Members of City Council
Page 2 of 3
III. Issues
A. Level of Service
B. Fundinq
IV. Alternatives
City Council accept the 50/50 qrant in the amount of
$24,482.50 from the Commonwealth of Virqinia, Department
of Health, Division of Emerqency Medical Services Rescue
Squad Assistance Fund (RSAF).
Level of service - City responds to 14,820
emergency medical responses annually. Engine
companies currently utilizing defibrillator
provide a higher level of service to patients
suffering from life threatening illness or injury
than those engine companies not currently equipped.
Fundinq - city's share of grant to purchase the
seven defibrillator is $24,482.50.
B. City Council does not accept the 50/50 qrant from RSAF.
Level of service would remain unequal in those
areas of the city where equipment is not available.
o
Fundinq in the amount of $48,964.00 to purchase
same equipment with 100% city funding.
V. Recommendation
City Council adopt a resolution acceptinq the Rescue
Squad Assistance Fund qrant and authorize the City
Manager to execute the grant agreement.
Appropriate state funds in the amount of $24,482.50 to
Grant Fund account 035-050-3340-9015 and increase the
Grant Fund revenue estimate in the amount of $24,482.50.
Mayor and Members of City Council
Page 3 of 3
C o
Appropriate local matching funds from General Fund CMERP
in the amount of $24,482.50 to grant fund account 035-
050-3340-9015.
Respectfully submitted,
W. Robert Herbert
City Manager
Attachments (1)
WRH/WBR/cw
cc:
City Attorney
Director of Finance
Director of Public Safety
Manager of Emergency Services/EMS
Fire Chief
Budget Administrator
HS3000-3 .EM3
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 l
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #270-405-468
Atlantic States Cast Iron Pipe Co.
U. S. Pipe and Foundry Co.
Virginia Water and Waste Supply Co.
Ladies and Gentlemen:
I am enclosing copy of Resolution No. 32082-062794 accepting the bid of Griffin Pipe
Products Co., to supply ductile iron water pipe, for the period of July 1, 1994,
through June 30, 1995, in the total amount of $309,559.00, based upon estimated
quantities; and rejecting all other bids made to the City. Resolution No.
32082-062794 was adopted by the Council of the City of Roanoke at a regular meeting
held on Monday, June 27, 1994.
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for submitting your bids on the abovedescribed item.
MFP: sm
Sincerely, f~
Mary F. Parker, CMC/AAE
City Clerk
gnc.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #270-405-468
B. L. Driskill, Jr.
Regional Sales Manager
Griffin Pipe Products Co.
Box 740
Lynchburg, Virginia 24505
Dear Mr. Driskill:
I am enclosing copy of Resolution No. 32082-062794 accepting the bid of Griffin Pipe
Products Co., to supply ductile iron water pipe, for the period of July 1, 1994,
through June 30, 1995, in the total amount of $309,559.00, based upon estimated
quantities; and rejecting all other bids made to the City. Resolution No.
32082-062794 was adopted by the Council of the City of Roanoke at a regular meeting
held on Monday, June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Eric.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32082-062794.
A RESOLUTION accepting the bid of Griffin Pipe Products Co.,
made to the City for furnishing and delivering ductile iron water
pipe; and rejecting all other bids made to the City.
BE IT RESOLVED by this Council of the City of Roanoke that:
1. The unit price bid of Griffin Pipe Products Co., made to
the City, offering to supply ductile iron water pipe, for the
period of July 1, 1994 to June 30, 1995, meeting all of the City's
specifications and requirements therefor, for the total bid price
of $309,559.00, based on estimated quantities, which bld is on file
in the Office of the City Clerk is hereby ACCEPTED.
2. The Clty,~ Manager of General Services is hereby
authorized and directed to issue the requisite purchase order
therefor, incorporating into said order the City's specifications,
the terms of sald bidder's proposal and the terms and provisions of
this resolution.
3. Any and all other bids made to the City for the aforesaid
procurement 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.
Roanoke, Virginia
June 27, 1994
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
SUBJECT:
Bids For Ductile
Iron Water Pipe,
Bid Number 94-5-85
I. Backqround
Bids are received annually on a fiscal year basis,
for supplying to the City estimated quantities of
Ductile Iron Water Pipe. The quantities are
anticipated needs for a period of one (1) year.
Bo
Funds are available in various Water Department and
Capital Maintenance accounts to provide for the
purchase of this required material.
CJ
Bid Request with specifications were sent to nine
(9) vendors shown on the current bid list. A
public advertisement was also published in the
Roanoke Times and Roanoke Tribune.
De
Bids were received, after due and proper
advertisement, and were publicly opened and read at
2:00 p.m., June 9, 1994, in the Office of the
Manager of General Services.
II. Current Situation
A. Four (4) bid responses were received. Bid
tabulation is attached.
B. Ail bids were evaluated in a consistent manner.
Co
Specifications for this bid identified a pipe with
a heavier wall thickness than in previous years.
The thicker wall will provide for increased
longevity, less effect by corrosion and will better
insure the success of connections made into the
pipe. The product cost, when comparing this year
to last year, is increased by about 17%. Of that
17% increase about 14% is attributed to the
requirement for a heavier, thicker walled, pipe.
The lowest total bid as submitted by Griffin Pipe
Products Co. meets all required specifications.
Ductile Iron Water Pipe
Bid Number 94-5-85
Page 2
III. Issues
A. Need
B. Compliance with Specifications
C. Fund Availability
IV. Alternatives
Vo
ae
Accept the lowest responsible total bid, as
submitted by Griffin Pipe Products Co., to supply
Ductile Iron Water Pipe for the period July 1, 1994
to June 30, 1995 and reject all other bids.
Need - required pipe is necessary to continue
the support of the City's water system,
including new installations and repairs.
Compliance with Specifications - the product
to be supplied by Griffin Pipe Products Co.
meets all bid requirements. Prices are firm
for one year.
Fund Availability - sufficient funds are
budgeted for the purchase of the water pipe,
in FY '94-'95 Water Fund budget.
B. Reject all bids
Need - the need for continued support for the
City's water systems would not be met.
Compliance with Specifications - would not be
a factor in this alternative.
Fund Availability - budgeted funds would not
be expended with this alternative.
Recommendation
Council concur with Alternative "A" - accept the
lowest responsible bid, as submitted by Griffin
Pipe Products Co., to supply Ductile Iron Water
Pipe for the period July 1, 1994 to June 30, 1995.
Ductile Iron Water Pipe
Bid Number 94-5-85
Page 3
cc:
B. Reject all other bids.
City Attorney
Director of Finance
Management & Budget
Respectfully Submitted,
W. Robert Herbert
City Manager
Bid Tabulation
Bids received and opened in the Office of the ~eneral Services, 2:00 p.m., June 9, 1994
100 L. F. - 3" Pipe, mechanical jt.
100 L. F. - 4" Pipe, mechanical jt.
1,000 L. F. - 4" Pipe, push-on jt.
100 L. F. - 6" Pipe, mechanical jt.
3,000 L. F. - 6" Pipe, push-on jt.
200 L. F. - 8" Pipe, mechanical jr.
4,000 L. F. - 8" Pipe, mechanical jr.
100 L. F. - 10" Pipe, mechanical jt.
1,000 L. F. - 10" Pipe, push-on it.
500 L. F. - 12" Pipe, mechanical jr.
11,000 L. F. - 12" Pipe, push-on jt.
100 L. F. - 16" Pipe, mechanical jt.
2,500 L. F. - 16" Pipe, push-on jt.
1,000 L. F. - 20" Pipe, push-on jt.
Total
Delivery
For
Ductile Iron Pipe
Bid ~,mher 94-5-85
Virginia Water U.S. Pipe & Atlantic States
& Waste Supply Foundry Co. Cast Iron Pipe
Co. Co.
6.42 ft. 6.56 ft. 6.05 ft.
7.07 ft. 6.95 ft. 7.00 ft.
5.61 ft. 5.59 ft. 5.64 ft.
8.35 ft. 8.42 ft. 8.38 ft.
6.26 ft. 6.35 ft. 6.33 ft.
11.47 ft. 11.50 ft. 11.46 ft.
8.59 ft. 8.71 ft. 8.67 ft.
15.05 ft. 15.08 ft. 15.02 ft.
11.22 ft. 11.41 ft. 11.35 ft.
18.84 ft. 18.88 ft. 18.80 ft.
14.19 ft. 14.42 ft. 14.34 ft.
28.52 ft. 28.43 ft. 28.38 ft.
21.40 ft. 21.62 ft. 21.57 ft.
28.03 ft. 28.32 ft. 28.23 ft.
$325,845.00 $330,164.00 $328,730.00
As Required As Required As Required
Griffin Pipe
Products Co.
6.10 ft.
6.72 ft.
5.33 ft.
7.93 ft.
5.95 ft.
10.90 ft.
8.16 ft.
14.30 ft.
10.66 ft.
17.90 ft.
13.48 ft.
27.09 ft.
20.33 ft.
26.63 ft.
* $309,559.00
As Required
C~m~ittee:
- ' M. C~g Sluss
* Indicates Recommendation
QUOTATION PAoE
13RII=I=IN PRI3DUCTS CO.
BOX 740 · LYNCHBURG, VIRGINIA - 24505 · PHONE 804-845-8021
OF
TO:
CITY OF ROANOKE, VA.
OFFICE OF GENERAL SERVICES
215 CHURCH AVENUE, S.W., ROOM 353
ROANOKE, VA. 24011
ATTENTION:
O^TE: JUNE 3, 1994
SEALED BID FOR DUCTILE IRON PIPE
CITY OF ROANOKE, VIRGINIA
.EFE.E.¢E:BID NO. 94-5-85
OUR QUOTATION NO. 5874
BID OPENING: JUNE 9, 1994 - 2:00 P.M.
WE ARE PLEASED TO OFFER OUR QUOTATION AS FOLLOWS, SUBJECT TO TERMS AND CONDITIONS ON REVERSE SIDE
ITEM D E $ C R ! P T I O N UNIT PRICE I AMOUNT
NO.
In response to your Request for Quotation, we are pleased
to quote our prices as shown on the attached proposal.
Prices include prepaid freight charges in 40,000# minimum
Truckload quantities to Roanoke, VA.
Our proposal is based on furnishing Ductile Iron Pipe in
accordance with your specifications. Prices include the
necessary joint materials.
We offer shipment as required after receipt and release
of order.
Prices shown on this quotation are firm for the period
beginning July 1, 1994, and ending June 30, 1995.
We appreciate the opportunity of submitting our proposal
and hope we may have the privilege of supplying this
material for you.
NOTE: WE ARE IN RECEIPT OF YOUR ADDENDUM NUMBER ONE DATED
JUNE 2, 1994.
TOTAL
T£~M$: 30 Days Net After Receipt of Invoice.
S~,PME"T: As required after receipt and release
of order.
dcw
ORM #1437-REV. 7/77
I~RII=I:::IN I=II=E I=ROOUC'rB CO.
B: L. Driskill, Jr'~-~ '
Regional Sales Manager
........ · ~aneted
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #103-214-270
Kenneth Briggs, Representative
Tab Products Co.
c/o Briggs Office
Environmental
P. O. Box 4564
Roanoke, Virginia 24015
Dear Mr. Briggs:
I am enclosing copy of Resolution No. 32084-062794 accepting the bid of Spacesaver
Storage Systems, Inc./Business Equipment and System, Inc., made to the City, in
the amount of $42,400.00, to furnish, deliver and instali one new mobile storage
system in the Clerk's Office of the Circuit Court; and rejecting all other bids made
to the City. Resolution No. 32084-062794 was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, June 27, 1994.
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for submitting your bid on the abovedescribed storage system.
Sincerely, ~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #103-214-270
Mark Haubenschild, Manager
Field Administration
Spacesaver Storage Systems, Inc./
Business Equipment and System, Inc.
1450 Janesville Avenue
Fort Atkinson, Wisconsin 53538-2798
Dear Mr. Haubenschild:
I am enclosing copy of Resolution No. 32084-062794 accepting the bid of Spacesaver
Storage Systems, Inc./Business Equipment and System, Inc., made to the City, in
the amount of $42,400.00, to furnish, deliver and install one new mobile storage
system in the Clerk's Office of the Circuit Court; and rejecting all other bids made
to the City. Resolution No. 32084-062794 was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, June 27, 1994.
Sincerely, PO,~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Eno.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32084-062794.
A RESOLUTION accepting a bid made to the City for furnishing,
delivering and installing a mobile storage system in the Clerk's
Office of the Circuit Court; and rejecting all other bids made to
the City.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The low bid of Spacesaver Storage Systems, Inc./Business
Equipment & System, Inc., made to the City, offering to furnish,
deliver and install to the City, one new mobile storage system,
meeting all of the City's specifications and requirements therefor,
for the total bid price of $42,400.00, which bid is on file in the
Office of the City Clerk, is hereby ACCEPTED.
2. The City's Manager of General Services is hereby
authorized and directed to issue the requisite purchase order
therefor, incorporating into said order the City's specifications,
the terms of said bidder's proposal, and the terms and provisions
of this measure, as more particularly set out in a report to this
Council dated June 27, 1994.
3. Any and all other bids made to the City for the aforesaid
equipment are hereby REJECTED; and the City Clerk is directed to
notify each such bidder and to express to each the City's
appreciation for each bid.
ATTEST:
City Clerk.
1993-94 General
emergency.
WHEREAS,
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 27th day of June, 1994.
No. 32083-062794.
AN ORDINANCE to amend and reordain certain sections of the
Fund Appropriations, and providing for an
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 1993-94 General Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
General Fund
Appropriations
Judicial Administration
Clerk of Circuit Court (1-2) ......................
Fund Balance
966,266
CMERP-City-Unappropriated (3) ..................... $ 441,634
1) Administrative
Supplies
2) Other Equipment
3) CMERP - City
Unappropriated
(001-028-2111-2030)
(001-028-2111-9015)
(001-3323)
$(11,000)
37,900
(26,900)
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
Roanoke, Virginia
June 27, 1994
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
SUBJECT:
Bids to Purchase
Mobile Storage System,
Bid Number 94-3-103
I. Backqround
Capital Maintenance and Equipment Replacement
Program has identified the Deed for a Mobile
Storage System for the Office For the Clerk of the
Circuit Court.
Mobile Storaqe System is movable, high density file
and storage equipment that will provide for a
increased storage capacity for required files
located in the Office of the Clerk of the Circuit
Court.
Specifications were developed and along with
request for quotation, were sent to seven (7)
~endors that are known to provide this type of
product. To ensure maximum competition a public
advertisement was also published in The Roanoke
Times and Roanoke Tribune.
De
Bid responses, appropriately received, were
publicly opened and read at 2:00 p.m. on June 8,
1994 in the Office of the Manager of General
Services.
II. Current Situation
ae
Two (2) bid responses
tabulation is attached.
were received. Bid
Be
Both bids were evaluated in a consistent manner by
representatives of the Clerk of the Circuit Court
and General Services.
Ce
The cost of a variety of alternates and options
were requested in order to obtain a system that
provided maximum file space and not exceed the
floor weight requirements at the Courts Facility.
Mobile Storage System
Bid Number 94-3-103
Page 2
III.
IV.
De
The lowest bid for the system and options selected,
is submitted by Spacesaver Storage Systems,
Inc./Business Equipment & System, Inc. for a total
cost of $42,400.00.
Issues
A. Need
B. Compliance with Specifications
C. Fund Availability
Alternatives
Council accept the lowest bid for Mobile Storage
System as submitted by Spacesaver Storage Systems,
Inc./Business Equipment & System, Inc. for a total
cost of $427400.00.
Need - Requested Mobile Storage System will
allow for appropriate file storage of required
information in the Office of the Clerk of the
Circuit Court.
Compliance with Specifications - The systems
recommended in this alternative meets all
required specifications.
Fund Availability - $15,500 currently exists
in the Clerk of the Circuit Courts
departmental accounts. The balance of funds
needed, $26,900.00 is designated in the
Capital Maintenance and Equipment Replacement
Program.
B. Reject all bids.
Need - The need for file storage to control
and maintain files of the Clerk of the Circuit
Court would not be accomplished.
Compliance with Specifications would not be a
factor in this alternative.
Fund Availability - designated Funds would not
be expended under this alternative.
Mobile Storage System
Bid Number 94-3-103
Page 3
cc:
V. Recommendation
Council concur with Alternative "A" - accept the
lowest bid for Mobile Storage System as submitted
by Spacesaver Storage Systems, Inc./Business
Equipment & System, Inc., for the total cost of
$42~400.00.
B. Reject all other bids.
Desiqnate Fundinq as follows:
1. Appropriate $26~900.00 from Capital
Maintenance and Equipment Replacement Program
to Clerk of the Circuit Court Account 001-028-
2111-9015.
Transfer $11,000 from Clerk of the Circuit
Court Account 001-028-2111-2030 to Account
001-028-2111-9015.
$4~500 currently exist in Clerk of the Circuit
Court Account 001-028-2111-9015.
Respectfully Submitted,
W. Robert Herbert
City Manager
City Attorney
Director of Finance
Management & Budget
Clerk of Circuit Court
Bid Tabulation
Bids were received, publicly opened and read at 2:00 p.m. on June 8, 1994
For
Mobile Storage Systems
Bid No. 94-3-103
Item #1
Mobile Storage System, approximately
10,330 filing inches, (5 - levels
high) for Clerk of Circuit Court,
Civil Division, delivered and
installed.
Option Item #1
Cost for (3) three additional
units, installed
Cost to move existing files
prior to installing mobile
system.
Alternate #1
Mobile Storage System, same
specifications as Item #1 except
6 levels high, approximately
12,796 filing inches.
Spacesaver Storage
Systems, Inc./Business
Equipment & System, Inc.
* $17,289.00
* $ 3,144.00 ea
* $ 278.00
$18,151.00
Tab Products Company
c/o Briggs Office
Environmental
$19,740.00
$ 3,450.00
$ 400.00
$20,400.00
Bid Tabulation
Bids were received, publicly opened and read at 2:00 p.m. on June 8, 1994
For
Mobile Storage Systems
Bid No. 94-3-103
Option Alternate #1
. Cost for (1) One additional
unit, installed
Cost to move existing files
prior to installing mobile
system.
Item #2
Mobile Storage System, approximately
5,640 filing inches, (5 - levels high)
for Clerk of Circuit Court, Criminal
Division, delivered and installed.
Option Item #2
. Cost for (1) One additional
unit installed
Cost to move existing files
prior to installing mobile
system.
Spacesaver Storage
Systems, Inc./Business
Equipment & System, Inc.
$ 3,300.00
$ 278.00
$11,919.00
$ 2,649.00
$ 112.00
Tab Products Company
c/o Briggs Office
Environmental
$ 3,590.00
$ 400.00
$12,981.00
$ 1,985.00
$ 200.00
Bid Tabulation
Bids were received, publicly opened and read at 2:00 p.m. on June 8, 1994
For
Mobile Storage Systems
Bid No. 94-3-103
Spacesaver Storage
Systems, Inc./Business
Equipment & System, Inc.
Tab Products Company
c/o Briggs Office
Environmental
Alternate #2
Mobile Storage System, same
specifications as item #2, except
6 - levels high, approximately
6,767 filing inches.
Option~ Alternate #2
· Cost for (1) one additional
unit, installed·
Cost to move existing files
prior to installing mobile
system.
Delivery and installation to be
completed within:
* $12,508.10
* $ 2,780·00
$13,349.00
$ 2,085.00
* $ 112·00 $ 200·00
60 Days
60-70 Days
Committee:
Arthur B. Crush, fII
Darwin Roupe ~-~-
* Indicates Recommendation
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #20-42-77-102-223-247-405-514
John P. Bradshaw, Jr.
Executive Vice-President
Hayes, Seay, Mattern
and Mattern, Inc.
P. O. Box 13446
Roanoke, Virginia 24034
Dear Mr. Bradshaw:
I am enclosing copy of Resolution No. 32087-062794 authorizing execution of
Amendment No. 2 and Amendment No. 3 to the City's contract with Hayes, Seay,
Mattern and Mattern, Inc., in the amount of $120,706.00, with the total contract
amount not to exceed $441,624.67, for additional engineering services to be
performed in connection with the design of the Pedestrian Bridge and Atrium
Project. Resolution No. 32087-062794 was adopted by the Council of the City of
Roanoke at a regular meeting held on Monday, June 27, 1994.
Sincerely, ~~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THE COUNC~ OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32087-062794.
A RESOLUTION authorizing the execution of Amendment Number 2 and Amendment
Number 3 to the City's contract with Hayes, Seay, Mattem & Mattem, Inc., for additional engineering
services to be performed in connection with the design of the Pedestrian Bridge and Atrium Project.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City Manager or the Assistant City Manager is authorized and empowered to
execute, for and on behalf of the City, upon form approved by the City Attorney, Amendment
Number 2 and Amendment Number 3 to the City's contract with Hayes, Seay, Mattem & Mattern,
Inc., dated May 7, 1990, in order to provide additional engineering services in connection with the
design of the Pedestrian Bridge and Atrium Project.
2. Such Amendment shall provide for the services set forth in the City Manager's report
to Council dated June 27, 1994 and the cost of those additional services shall not exceed $120,706.00
with the total contract amount not to exceed $441,624.67.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #20-42-77-102-223-247-405-514
M. Scott Hollis
Urban Engineer
Virginia Department
of Transportation
1401 E. Broad Street
Richmond, Virginia 23219
Dear Mr. Hollis:
I am enclosing copy of Resolution No. 32086-062794 approving major design features
of the new pedestrian bridge between the Hotel Roanoke Conference Center and the
Historic Market Area; authorizing execution of an Agreement with the Virginia
Department of Transportation and the Norfolk and Western Railway Co., relating to
the construction, operation and maintenance of said pedestrian bridge; and
.authorizing execution of all other necessary railroad and utility agreements required
m connection with the project. Resolution No. 32086-062794 was adopted by the
Council of the City of Roanoke at a regular meeting held on Monday, June 27, 1994.
Sincerely, Pi~.~~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Eric.
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 l
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #20-42-77-102-223-247-405-514
Brian J. Wishneff
Acting Director
Hotel Roanoke Conference
Center
111 Franklin Plaza
Suite 230
Roanoke, Virginia 24011
Dear Mr. Wishneff:
I am enclosing copy of Resolution No. 32086-062794 approving major design features
of the new pedestrian bridge between the Hotel Roanoke Conference Center and the
Historic Market Area; authorizing execution of an Agreement with the Virginia
Department of Transportation and the Norfolk and Western Railway Co., relating to
the construction, operation and maintenance of said pedestrian bridge; and
authorizing execution of all other necessary railroad and utility agreements required
in connection with the project. Resolution No. 32086-062794 was adopted by the
Council of the City of Roanoke at a regular meeting held on Monday, June 27, 1994.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Eno.
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 l
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #20-42-77-102-223-247-405-514
Edwin Bond
Chief Engineer
Bridges and Structures
Division
Norfolk Southern Corporation
99 Spring Street, S. W.
Atlanta, Georgia 30303
Dear Mr. Bond:
I am enclosing copy of Resolution No. 32086-062794 approving major design features
of the new pedestrian bridge between the Hotel Roanoke Conference Center and the
Historic Market Area; authorizing execution of an Agreement with the Virginia
Department of Transportation and the Norfolk and Western Railway Co., relating to
the construction, operation and maintenance of said pedestrian bridge; and
authorizing execution of all other necessary railroad and utility agreements required
in connection with the project. Resolution No. 32086-062794 was adopted by the
Council of the City of Roanoke at a regular meeting held on Monday, June 27, 1994.
Sincerely, ~~
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32086-062794.
A RESOLUTION approving the major design features of the new pedestrian bridge between
the Hotel Roanoke Conference Center and the Historic Market Area; authorizing the execution of
an Agreement with the Virginia Department of Transportation and the Norfolk and Western Railway
Company relating to the construction, operation and maintenance of such pedestrian bridge; and
authorizing the execution of all other necessary railroad and utility agreements required in connection
with this project.
WHEREAS, a "Notice of Willingness to Hold a Public Hearing" was posted for the purpose
of considering the design features for Project No. U000-128-V20, PE101, RW201, C501, B615, in
the City of Roanoke; and
WHEREAS, one request for a public hearing was withdrawn when the inquiry was
satisfactorily answered, so that a public hearing is not required; and
WHEREAS, the City Council has previously requested the Department to program this
project; now
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City hereby approves the major design features of the proposed project as
presently designed.
2. The City will acquire all rights-of-way necessary for this project.
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, an agreemem with the
Virginia Department of Transportation and the Norfolk and Western Railway Company, (the
"Railway") for the construction, operation and maimenance of the pedestrian bridge including the
acquisition of the necessary easement from the Railway, upon such terms and conditions as are
deemed appropriate by the City Manager and in accordance with the recommendations comained in
the report of the City Manager dated June 27, 1994 and approved as to form by the City Attorney.
ATTEST:
City Clerk.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 27th day of June, 1994.
No. 32085-062794.
AN ORDINANCE to amend and reordain certain sections of the
1993-94 Capital 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 1993-94 Capital Fund
Appropriations, be, and the same are hereby, amended and reordained
to read as follows, in part:
Appropriations
General Government
Pedestrian Bridge and Atrium (1-2) ..............
Shenandoah Avenue Streetscapes (3) ..............
Revenue
Due From State - VDOT Atrium (4) ................
Fund Balance
Fund Balance - Unappropriated (5) ...............
1) Appropriated
from General
Revenue
2) Appropriated
from State
Grant Funds
3) Appropriated
from General
Revenue
4) Due from VDOT
(008-052-9673-9003) $
(008-052-9673-9007)
(008-052-9672-9003)
(008-1308)
22,069
100,650
13,700
100,650
$ 24,034,556
326,668
13,700
$ 265,221
$ 1,444,421
5)
Fund Balance -
Unappropriated (008-3325)
$(35,769)
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
Roanoke, Virginia
June 27, 1994
Honorable David A. Bowers, Mayor
and Members of Council
Roanoke, Virginia
Dear Mayor and Members of Council:
SUBJECT:
New Pedestrian Bridge between Hotel
Roanoke/Conference Center and Historic Market Area
Background:
ae
On March 1, 1993 City Council requested the Virginia
Department of Transportation (VDOT) to program a project
for a pedestrian overpass above Norfolk & Western Railway
tracks to connect between the Hotel Roanoke/Conference
Center area and the Historic Market Area (Resolution No.
31361-030193).
This project was subsequently programmed by VDOT into
their updated Six-Year Improvement Program.
Be
Ce
City Council also authorized the City Manager to execute
an agreement with VDOT by which the City will administer
the preliminary engineering phase of this project.
City of Roanoke has an agreement with Hayes, Seay,
Mattern & Mattern, Inc. (HSMM) to prepare the necessary
engineering plans and specifications in cooperation with
VDOT. HSMM's agreement has a cost ceiling of $320,918.67
for services related to this project.
De
Public participation process involving downtown business
leaders, hotel developers, and others with interest in
the design and appearance of this bridge was used in
developing the consensus alignment plan that City Council
approved at its meeting on December 20, 1993.
Ee
Project Schedule for this bridge has been accelerated to
improve public safety, pedestrian access and traffic flow
in connection with the opening of the Hotel
Roanoke/Conference Center in spring 1995. VDOT has been
extraordinarily cooperative in its scheduling of many
project-related activities.
Members of City Council
Page 2
II.
Current Situation:
Design work for the bridge is now complete following
coordination with various public agencies and affected
property owners. A "Notice of Willingness to Hold a
Public Hearing" for this project was posted and
advertised during the period from May 9 through June 8,
1994. One (1) request to hold a public hearing was
received and was subsequently withdrawn when the inquiry
was satisfactorily answered.
Bo
Cost of project construction is now estimated at $3.2
million which is shared on a 98% VDOT:2% City basis for
project eligible expenses. An estimated $135,000 is
needed at 100% City expense to construct the loggia
(covered walkway) which will connect the northern
terminus of the bridge to the Conference Center. It had
been determined by VDOT that the loggia was not a project
expense item.
Ce
Resolution from City Council approving the location and
major design features of the proposed project as
presently designed will enable VDOT to advertise the
project for construction as early as July 26, 1994.
De
Three-party agreement between City, VDOT, and Norfolk and
Western Railway Company is needed. By virtue of
executing this agreement, the City is accepting the
easement for this bridge over the railway as well as the
title and full maintenance responsibility for this
structure. The agreement also acknowledges that upon
completion of this bridge project, the railroad will
close and remove the existing at-grade pedestrian
crossing at Jefferson Street.
Ee
SupDlemental agreements to the contract with HSMM
(proposed Amendments No. 2 and No. 3) are needed. What
started as a pedestrian bridge extending from the First
Union Parking Garage to the Hotel Roanoke site on
Shenandoah Avenue has grown to include an extension to
the Hotel's entrance drive, a North Pavilion at the drive
and a loggia connection to the Conference Center. The
public interest generated by this project, as well as the
organizations, governmental agencies and special interest
groups with whom the consultant has had to interface has
taken more time and effort than originally anticipated
and proposed. The proposed amendments address the
following:
Members of City Council
Page 3
III,
Fo
Amendment No. 2 (project expense 98% VDOT / 2% City)
Presentations to Downtown Roanoke, Inc.,
Officials and Conference Center Commission.
City
2. Development of a revised concept design.
An additional public workshop to present the revised
concept design.
Design of the bridge extension to the Hotel Drive
and the North Pavilion.
Coordination of the design with Virginia Department
of Historic Resources.
Convert contract drawings to standard VDOT sheet
size from HSMM standard sheet size and convert HSMM
standard specifications to VDOT system.
7. Preparation of Railroad Signal Sight Distance Study.
Design studies to obtain approval of First Union
Tower Owners.
Preparation of resubdivision and subdivision plats
for right-of-way associated with bridge
construction.
Amendment No. 3 (100% City expense)
Design of and the Loggia and modifications to the
canopy over the Conference Center entrance and the
motor court.
Historical research for the Loggia design and
coordination of the design with Virginia Department
of Historic Resources.
Shenandoah Avenue streetscape design is also needed as a
separate, yet related, project. Design fees for plans
and specifications suitable for bidding have been
established at $13,700. A purchase order can be awarded
to Mattern & Craig, Inc. if funds are transferred from
Undesignated Capital Funds to a capital account for this
purpose.
Issues:
A. Pedestrian Access
B. Reasonableness of fee
Members of City Council
Page 4
IV.
C. Fundinq
D. Schedule
E. Right-of-Way Acquisition
Alternatives
ao
City Council approve the location and major design
features of the Pedestrian Bridge (from 0.01 mile south
of Norfolk Avenue to 0.03 mile north of Shenandoah
Avenue) as presently designed; authorize the City Manager
to execute, on behalf of the City, all necessary utility
agreements required in conjunction with this project;
authorize the City Manager to execute, on behalf of the
City of Roanoke, all railroad agreements for this
project, which includes assuming full maintenance
responsibility for the new bridge and acceptance of the
right-of-way easement for this bridge over the railroad
tracks.
Pedestrian access and safety is improved, providing
for unrestricted access across the railroad tracks.
Traffic flow related to Conference Center activities
will be oriented to the First Union Tower parking
garage, thereby minimizing traffic congestion at the
Hotel/Conference Center site.
Reasonableness of fee has been established through
"cost ceiling". HSMM has reset a total cost ceiling
in their amendment proposal of $441,624.67. The
additional $120,706 (see attachments) includes the
necessary engineering services, subject to VDOT
approval.
Fundinq for City's share of engineering work is
available in Undesignated Capital Funds. City share
is $22,069 (which is 2% of the $100,650'in Amendment
No. 2 plus 100% of the $20,056 in Amendment No. 3).
The billing procedures between HSMM, VDOT, and the
City require that $122,719 be appropriated and that
a receivable account be established in the amount of
$100,650.
Funding for City's construction share (including the
$135,000 loggia) is estimated at $200,000.00 which
is available in Undesignated Capital Funds, but is
not needed at this time. Construction funds will
need to be appropriated after VDOT awards a
construction contract in September, 1994.
Members of City Council
Page 5
Funding in the amount of $13,700 needs to be
appropriated from Undesignated Capital Funds to a
new account for Shenandoah Avenue Streetscape.
Schedule has been accelerated. Construction could
begin as early as late September, 1994, with
completion anticipated in Spring, 1995.
Right-of-Way acquisition has been coordinated with
VDOT. City Council acted at its June 6, 1994
meeting to accept the area needed for public right-
of-way.
City Council not approve the location and major design
features of the Pedestrian Bridge as presently designed.
Pedestrian access and safety would continue to rely
upon the at-grade railroad crossing at Jefferson
Street.
Reasonableness of fee would still need to be
considered inasmuch as the majority of the work has
been accomplished by HSMM.
3. Fundinq for the City's construction share not spent.
4. Schedule is not met.
5. Right-of-Way acquisition is not needed at this time.
Recommendation is that City Council:
A. Approve the location and major design features of the
Pedestrian Bridge (from 0.01 mile south of Norfolk Avenue
to 0.03 mile north of Shenandoah Avenue) as presently
designed.
B. Authorize the City Manager to execute, on behalf of the
City, the three-party agreement with VDOT and Norfolk &
Western Railway, as well as all other necessary railroad
and utility agreements required in conjunction with this
project.
C. Authorize Amendments Number 2 and Number 3 of the
engineering services agreement with Hayes, Seay, Mattern
& Mattern, Inc., for additional engineering services for
the Pedestrian Bridge Project to provide an increase of
$120,706.00 for a total not to exceed $441,624.67,
subject to VDOT approval.
Members of City Council
Page 6
De
Appropriate $122,719.00 to "Pedestrian Bridge & Atrium"
account. The City share of $22,069 is available in
Undesignated Capital Funds and $100,650 to be reimbursed
by the Virginia Department of Transportation.
Appropriate $13,700 to a new account to be titled
"Shenandoah Avenue Streetscape" from Undesignated Capital
Funds.
WRH:RKB:jrm
Attachments
copy:
City Attorney
Director of Finance
Budget Administrator
Director of Public Works
City Engineer
Traffic Engineer
Respectfully submitted,
W. Robert Herbert
City Manager
STREETSCAPE IMPROV]~.NTSAND
ATRI~./PP. DF.~TRIAN BRIDGE
CITY OP RO~TOKE, VIRGINIA
20 APRIL 1994
REVISED 15 OTTN~ 1994
SU%~PLEMP~TAL A~ NO. 2
CATEGORY
PRODUCTION TY~IET
TOTA~
SUBTOTAL
ADMIN OVER/~AD
S~BTOTAL
~Y ~STS (Sg~
MANflOUR$
144
6?6
680
1528
46.00%
9S.00%
PROFIT
PROI~SED ADDITIONAL ~'~R
INCreaSE IN PROJECT C~IL~N~ COST
15.00%
$22.'7e
$~.0~
$~,0.05
$390.00
$3,676.40
$$,ooo.oo
COST
$5,538.24
$10,920.80
$281,4B
$32,139.72
$14,784.27
$46,923.99
$30,532.73
$77,455.?~
$87,523.13
$13,128.47
$100,651.S9
$100,650.00
AA_E C0~4I$$ION NO. 4~17
~ABOR COST
CATEGORy
AR~IT~CT/F~INBBR
PRODUCTION TYPIST
TOTAL
LABOR OV"mU~FAD
SUBTOTAL
SUBTOTAL
P~OFIT
PR0~D ADD~?IONAL FS~
ZNCRE~E ~N PROJECT CBIL~I4~ COST
200
374
46.00%
9S.00%
15.00%
$22.?8
COST
$3,212.00
$100.50
$3,328.83
$10,$65,41
$6,174.75
$17,440.16
$2,616.02
S20,056.18
$20,056.00
DEPARTMENT OF FINANCE
CII'Y OF ROANOKE. VA.
June 27, 1994
TO:
FROM:
SUBJECT:
Honorable Mayor and Members of City Council
James D. Grisso, Director of Finance
May Financial Report
Attached is the monthly financial report for May. Several categories of revenue
and expenditures have variances compared to year-to-date amounts for the same
period last year that deserve comment.
REVENUE
Total General Fund revenues have a positive variance of 5.55% over fiscal year
1993 on a year-to-date basis. This is very close to the overall anticipated increase in
revenues in the fiscal year 1994 adopted budget. Variances in the specific categories
of revenue are as follows:
General Property Taxes are up 2.38% over last year and are in line with our current
year's estimates.
Other Local Taxes are up 8.53% for the entire category, but there are several revenue
sources within this category that are performing well. Utility consumer taxes are up
approximately 10%, most of which is from electrical usage related to the extremely
hot summer of 1993. Sales tax revenue is up an encouraging 10.1% over last year's
collections and exceeds the revenue estimate on a year to date basis by 5.7%.
Permits, Fees and Licenses are up 22.22% over last year. This is attributable to an
improved economy and increased construction activity.
Revenue from Use of Money and Property reflects an increase of 42.61%. Although
investment earnings from idle cash are down, we are receiving increased rent from the
State for space occupied by Social Services in Municipal North.
Honorable Mayor and Members
Roanoke City Council
June 27, 1994
Page 2
Grants-In-Aid-Federal Government is down 29.34% from last fiscal year. The City
received flood damage reimbursements of approximately $116,000 in fiscal year
1993, which accounts for this noticeable variance. The City received $56,500 this
fiscal year for reimbursements related to the snow storm last March. The significant
difference in these unanticipated revenues creates the negative variance.
Miscellaneous Revenue reflects a negative variance of 43.97% due to a lesser amount
of collections for insurance recoveries, and sales of surplus City equipment in FY94.
Internal Services revenues are up 9.33% over fiscal year 1993. This increase is due
partially to increased rates effective at the beginning of the fiscal year, but primarily
due to increased engineering work related to Water Fund projects.
EXPENDITURES AND ENCUMBRANCES
Expenditures and encumbrances for the General Fund are up slightly (.53%) over the
last fiscal year. On a year to date basis, one less payday has occurred this fiscal year
compared to last. This accounts for the fact that we have spent only slightly more
than in fiscal year 1993. Variances in specific categories are explained as follows:
Public Works expenditures are down 5.72% compared to fiscal year 1993. Although
the current year paving contract is approximately the same as last year, the timing of
payments is such that approximately $67,000 less has been spent on a year-to-date
basis. Also, equipment purchases for Parks Maintenance and Solid Waste
Management are significantly less this year than last due to the timing of purchases
of equipment. Last year, the City also purchased its telephone system in the
Communications budget.
Health and Welfare expenditures are up 5.22%, primarily due to Comprehensive
Services Act expenditures which were partially accounted for in other categories in
the prior year.
Parks, Recreation and Cultural expenditures reflect an increase of 5.06% over fiscal
year 1993. Most of this increase is due to a current year contribution of $123,350
to the Hotel Roanoke Conference Center Commission. The $50,000 contribution in
fiscal year 1993 was paid from the Capital Projects Fund instead of the General Fund.
Honorable Mayor and Members
Roanoke City Council
June 27, 1994
Page 3
Community Development expenditures are up 5.22% for fiscal year 1994 due to a
reorganization and transfer of two employees from other departments into the
Planning Department.
Transfer to Debt Service Fund reflects a 3.26% increase due to timing differences of
funding provided to the Debt Service Fund.
Nondepartmental expenditures are down 13.74% compared to last year. This
reduction relates to the timing of transfers of operating subsidies to other funds and
capital projects funding from the General Fund.
The School Fund and Enterprise Funds are on target with the adopted budgets without
significant variances. Variances warranting comment will be explained as they occur
throughout the fiscal year. I would be pleased to answer any questions that City
Council may have concerning the Monthly Financial Report.
Director of Finance
JDG/pac
Attachments
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
CONTINGENCY BALANCE
MAY 31, 1994
General Contingency:
Balance July 1, 1993
Ord.
No. Department
Purpose
CMT Contributions
31624 Transfers
31661 Contributions
CMT Circuit Court
31789 City Attorney
31790 Risk Management
31798 Transfers
31845 Snow Removal
CMT Planning
31927 Various
31953 Various
31980 Contributions
CMT
Grants Compliance
Cultural Subsidy
Youth Services Grant
Match
Williamson Road Service
District
Software
Professional Fees
Treasurer- Surety Bond
Railside Park
Snow Emergency
Operations
Workshop
Snow/Ice Cleanup
Unscheduled Elections
Explore Park, Science
Museum
Professional Fees
365,546
( 1,000)
( 1,535)
981
( 2,352)
( 90,000)
( 14,500)
( 12,000)
( 12,407)
( 75O)
(173,952)
( 30,000)
( 25,000)
3,031)
Total Contingency Balance
Revenue Source
General Property Taxes
Other Local Taxes
Permits, Fees and Licenses
Fines and Forfeitures
Revenue from Use of Money and Property
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Miscellaneous Revenue
Internal Services
Total
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
STATEMENT OF REVENUE
Year to Date for the Period
Jul 1-May 31 Jul 1-May 31 Percentage
1992-93 1993-94 of Change
$ 53,360,155 $ 54,630,029 2.38%
35,058,549 38,049,070 8.53%
578,622 707,217 22.22%
582,063 607,684 4.40%
721,185 1,028,466 42.61%
21,945,241 23,509,505 7.13%
135,289 95,596 ( 29.34%)
1,864,663 2,112,675 13.30%
402,183 225,331 ( 43.97%)
1 ~ 193,495 1 ~304~869 9.33%
$1151841f445 $122 270 442 5.55%
Current Fiscal Year
Revised
Revenue
Estimates
$ 54,930,443
41,637,306
622,000
635,000
855,702
28,440,681
89,500
2,545,589
290,880
1,590,300
$ 131,637,40~1
Percent of
Revenue
Estimate
Received
99.45%
91.38%
113.70%
95.70%
120.19%
82.66%
106.81%
82.99%
77.47%
82.05%
92.88%
General Government
Judicial Administration
Public Safety
Public Works
Health and Welfare
Parks, Recreation and
Cultural
Community Development
Transfer to Debt Service
Fund
Transfer to School Fund
Nondepartmental
Total
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Year to Date for the Period
Jul 1-May 31
1992-93
8,047,063
3,251,925
27,651,128
18,720,169
13,367,441
Jul 1-May 31 Percentage Unencumbered
1993-94 of Change Balance
$ 8,309,659 3.26% $ 1,182,135
3,156,271 ( 2.94%) 487,454
27,637,552 ( 0.05%) 3,656,062
17,648,525 ( 5.72%) 2,961,056
14,065,324 5.22% 3,056,824
Current Fiscal Year
Reviced
Appropriationa
$ 9,491,794
3,643,725
31,293,614
20,609,581
17,122,148
Percent of
Budget
Obligated
87.55%
86.62%
88.32%
85.63%
82.15%
4,108,545 4,316,569 5.06% 350,634 4,667,203 92.49%
831,186 874,598 5.22% 173,648 1,048,246 83.43%
7,152,317
30,315,659
2~497~732
1151943f165
7,385,475 3.26% 929,133
31,003,398 2.27 % 2,818,491
2,154f639 (13.74%) 1,802f461
$116;552f010 0.53% $ 17;417;898
8,314,608
33,821,889
3,948,500
$ 133 961 308
88.83%
91.67%
54.45%
87.00%
2
Revenue Source
State Sales Tax
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Transfer from General Fund
Special Purpose Grants
Total
CITY OF ROANOKE, VIRGINIA
SCHOOL FUND
STATEMENT OF REVENUE
Year to Date for the Period
Current Fiacel Year
Percent of
Revised Revenue
Jul 1-May 31 Jul 1-May 31 Percentage Revenue Estimate
1992-93 1993-94 of Change Estimates Received
$ 5,835,922 $ 5,829,096 ( 0.12%)
21,111,616 21,575,092 2.20%
1,546,357 1,590,348 2.84%
1,874,176 2,013,005 7.41%
30,315,659 31,166,586 2.81%
7~507~358 9~029~368 20.27%
$ 68;191~088 $ 71 203495 4.42%
$ 7,226,287
23,859,029
2,052,120
2,450,755
33,821,889
10~760~949
$ 80r171~029
80.67%
90.43%
77.50%
82.14%
92.15%
N/A
88.81%
Instruction $
General Support
Transportation
Operation and
Maintenance of Plant
Food Services
Facilities
Other Uses of Funds
Special Purpose Grants
Total $
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Year to Date for the Period
Jul 1-May 31
1992-93
45,510,854
1,900,548
2,188,274
7,252,139
2,784,131
2,138,467
1,393,309
8~832~949
72f000~671
Jul 1-May 31
1993-94
$ 45,171,749
1,972,112
2,288,435
7,637,121
2,780,852
2,373,696
1,874,603
10,760,949
$ 74~859f517
Current Fiscal Year
Percent of
Percentage Unencumbered Revised Budget
of Change Balance Appropriations Obligated
0.75%) $ 5,995,043 $ 51,166,792 88.28%
3.77% 692,123 2,664,235 74.02%
4.58% 321,152 2,609,587 87.69%
5.31% 843,179 8,480,300 90.06%
(O.12%) 279,037 3,059,889 90.88%
11.00% 5,000 2,378,696 99.79%
34.54% 1 1,874,604 100.00%
21.83% 10~760~949 N/A
3.97% $ 8 135 535 $ 82~995~052 90.20%
3
CITY OF ROANOKE, VIRGINIA
CAPITAL PROJECTS FUND
STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND
UNENCUMBERED APPROPRIATIONS SUMMARY AS OF MAY 31, 1994
General Government
Education
Recreation
Streets and Bridges
Sanitation Projects
Traffic Engineering & Communications
Other Infrastructure Projects
Capital Improvement Reserve
Total
Expenditures Unexpended Outstanding Unencumbered
Budqet To Dele Balim~e Encumbrances Balance
$23,898,137 $ 10,962,451 $ 12,935,686 $ 831,068
8,295,151 5,384,692 2,910,459 531,169
60,418 44,611 15,807 878
8,467,781 4,480,396 3,987,385 977,037
5,338,640 2,676,858 2,661,782 2,533,277
1,283,609 1,218,159 65,450 34,484
7,592,099 4,126,230 3,465,869 843,562
2.634,270 2.634.270
$,~7.570.105 S 2~893,397 S 28.676.708 $
5~7,~1~471~ $
12,104,618
2,379,290
14,929
3,010,348
128,505
30,966
2,622,307
2,634,270
22~925~233
4
CITY OF ROANOKE, VIRGINIA
WATER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 1994
Operating Revenue:
Commercial Sales
Domestic Sales
Industrial Sales
Town of Vinton
Roanoke County
Customer Service
Total Operating Revenue
Less: Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Add: Non-Operating Revenue
Interest on Investments
Rents
Miscellaneous
Sale of Land
Miscellaneous
Total Non-Operating Revenue
Net Income
1994
$ 2,839,325
2,591,014
235,356
15,369
1,164,802
310,889
7,156,755
949,501
2,431,142
741,777
4,122,420
3,034,335
77,068
3,300
1,986
( 1,283)
81,071
3,115,406
1993
$ 2,183,907
2,129,430
180,592
16,800
1,163,972
246,445
5,921,146
889,948
2,172,926
650,784
3,713,658
2,207,488
69,917
6,950
1,010
150
( 1,576)
76,451
$ 2,283,939
5
WATER FUND
MAY 31,1994
(CONTINUED)
Capital Outlay Not Included in Operating Expenses:
Project
Vehicular Equipment
New Services, Hydrants, Lines
Unidentified Plant Replacement
Fire Hydrants
Other Equipment
FC Plans and Specs
FY86 Project Design
Carvins Cove Improvement Phase I
Edgewood Replacement
Franklin Road Widening
Carvins Cove Improvement Phase II
Carvins Cove Filter Plant
Water Plant Expansion Bonds 92
Carvins Cove Filter Plant Phase I
Falling Creek Finished Water Res.
Carvins Cove Filter Plant Phase II Cont B-2
Carvins Cove Filter Plant Phase II Cont C-1
Carvins Cove Filter Plant Phase II Cont C-2
Water System Leak Survey
Fifth Street Bridge Replacement
RCIT Water Storage Tank
Carvins Cove Phase II Cont B-1
RCIT Water Tank
Carvins Cove Phase II Cont A-1
VDOT Waterline Betterment
Total Project Expenditures
Less Prior Year Expenditures
Total Current Year Expenditures
Year to Date
Expenditures
3,381
358,410
193,173
11,351
1,180
180,846
12,103
1,686,866
9,007
1,084
1,092,387
153,599
1,512,189
0,307,157
222,255
1,690,614
1,032,906
1,971,269
101,048
48,907
72,571
1,683,075
102,216
22,447,594
4,491,204
$17.956.390
NOTE: Some of these projects are continued from prior years with inception to date totals.
6
CITY OF ROANOKE, VIRGINIA
SEWAGE TREATMENT FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 1994
Operating Revenue:
Sewage Charges - City
Sewage Charges - County
Sewage Charges - Vinton
Sewage Charges - Salem
Sewage Charges - Botetourt County
Customer Services
Interfund Services
Total Operating Revenue
Less: Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Add: Non-Operating Revenue (Expenses)
Interest on Investments
Miscellaneous
Interest Expenses
Bond Issuance
Paying Agent Fees
Total Non-Operating Revenue (Expenses)
Net Income
1994
$ 4,344,841
959,549
219,552
771,989
58,267
86,712
23,060
6,463,970
1,333,382
3,861,353
889,244
6,083,979
379,991
41,649
11,463
18,477)
57,522)
329)
(23,216)
$ 356,775
1993
$4,035,324
779,759
209,400
673,927
73,300
76,926
24,720
5,873,356
1,346,794
3,621,594
880,003
5,848,391
24,965
52,688
14,167
(31,873)
34,982
59,947
7
CITY OF ROANOKE
SEWAGE TREATMENT FUND
MAY 31, 1994
(CONTINUED)
Capital Outlay Not Included in Operating Expenses:
Proiect
Other Equipment
FY86 Projects Design
Franklin Road Widening
Peters Creek Flood Reduction Phase I
Sewershed I/I Project Design Phase I
Sewershed I/I Reduction II
Sewer Replacement Project PC-1
Liberty Road Sanitary Sewer
Sewershed I/I Reduction
WPCP-Chemical Storage Tanks
Total Project Expenditures
Less Prior Year Expenditures
Total Current Year Expenditures
Year to Date
Exoenditpre$
$ 13 921
66 347
35 967
56 300
234 486
40 340
224490
13516
261,420
2,223
949,010
213,297
$ 735,713
NOTE: Some of these projects are continued from prior years with inception to date totals.
8
ROANOKE REGIONAL AIRPORT COMMISSION
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 1994
Operating Revenue:
Airfield Revenue
General Aviation Revenue
Terminal Building Revenue
Other Revenue
Total Operating Revenue
Less: Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Add: Non-Operating (Expenses)
Interest on Investments
Interest Income - Airport Debt Service Accounts
Noise Study Grant
Runway Maintenance Grant
State Promotion Grant - Advertising
Miscellaneous
Interest Expense
Paying Agent Fees
Interest Expense 88 Revenue Bond Issue
Total Non-Operating (Expenses)
Net (Loss)
1994
751,212
99,280
2,843,913
174,128
3,868.533
1,191,940
1,408,406
~60.704
3.561.050
307,483
153,798
22,924
18,410
35
62,537)
3,726)
531.490)
(402,586)
$( 95.103)
1993
655,272
97,821
2,667,317
193,223
3.613.633
1,182,637
1,408,266
969.189
3.560.092
53,541
163,281
23,619
41,600
10,613
14,856
3,702
( 71,120)
( 2,326)
{ 478,399)
(294,174)
~)
9
ROANOKE REGIONAL AIRPORT COMMISSION
MAY 31, 1994
(CONTINUED)
Capital Outlay Not Included in Operating Expenses:
Project
Furniture and Equipment
Other Equipment
Unidentified Construction
Refurbish Buildings
Replace Security Fencing
Purge Purifier System
General Aviation Development
Noise Study
Acquired Land Cargo Development
Airfield Signage
Aircraft Lift Device
Employee Parking Lot
Underground Storage Tank
Total Project Expenditures
Less Prior Year Expenditures
Total Current Year Expenditures
Year to Date
Expenditures
$ 34,671
17,766
7,80O
30,035
1,487
5,478
1,071,002
164,401
450,514
12,506
531
161,060
27,073
1,984,324
646,527
$1.337.797
NOTE: Some of these projects are continued from prior years with inception to date totals.
10
CITY OF ROANOKE, VIRGINIA
CIVIC CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 1994
Operating Revenue:
Rentals
Parking Fee
Event Expenses
Advertising
Admissions Tax
Commissions
Novelty Fees
Total Operating Revenue
Less: Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating (Loss)
Add: Non-Operating Revenue
Operating Supplement
Interest on Investments
Miscellaneous
Total Non-Operating Revenue
Net (Loss)
1994
$ 467,777
200,464
180,740
2,927
198,532
230,285
47,951
1,328,676
867,530
898,136
302,622
2,068,288
(739,612)
618,631
14,641
5,982
639,254
${ 100,358}
1993
397,842
93,195
203,126
1,665
114,948
134,968
945,744
792,003
657,045
328,148
1,777,196
831,452)
678,616
10,949
4,823
694,388
137,064)
11
CITY OF ROANOKE, VIRGINIA
CIVIC CENTER FUND
MAY 31, 1994
(CONTINUED)
Capital Outlay Not Included in Operating Expenses:
Project
Other Equipment
Total Project Expenditures
Less Prior Year Expenditures
Total Current Year Expenditures
Year to Date
Expenditures
$ 89.578
89,578
$ 89~578
NOTE: Some of these projects are continued from prior years with inception to date totals.
12
CITY OF ROANOKE, VIRGINIA
TRANSPORTATION FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 1994
Operating Revenue:
Century Station Parking Garage
Williamson Road Parking Garage
Market Square Parking Garage
Church Avenue Parking Garage
Tower Parking Garage
Surface Parking Lots
Total Operating Revenue
Less: Operating Expenses
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Add: Non-Operating (Expenses)
Transfer from General Fund
Interest on Investments
Miscellaneous
Operating Subsidy for GRTC
Interest Expense
Total Non-Operating (Expenses)
Net Income (Loss)
1994
$ 285,471
231,470
149,693
409,242
180,439
69,283
1,325,598
636,155
479,728
1,115,883
209,715
827,000
2,737
1,376
(397,645)
(643,857)
(210,389)
$( 674)
1993
$ 103,726
217,501
168,257
392,510
179,386
53,865
1,115,245
600,503
480,510
1,081,013
34,232
719,163
5,081
1,902
(338,516)
( 721,143)
(333,513)
$(299,281)
13
CITY OF ROANOKE, VIRGINIA
NURSING HOME FUND
INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 1994
Operating Revenue:
Private Patient Fees
Medicaid Patient Fees
Medicaid Reimbursement
Total Operating Revenue
Less: Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating (Loss)
Add: Non-Operating Revenue
Interest on Investment
Operating Supplement
Total Non-Operating Revenue
Net Income
1994
186,324
232,703
723.954
1,142,981
1,026,622
355,213
33,038
1,414,873
{ 271,892)
8,872
404,419
413.291
141~3~9
1993
$ 145,815
233,878
705.886
1.085.579
1,027,184
382,534
48,074
1,457,792
(372,213)
7,720
405.553
413.273
$ 41 060
14
CITY OF ROANOKE, VIRGINIA
HOTEL ROANOKE CONFERENCE CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 11 MONTHS ENDING MAY 31, 1994
Operating Revenue:
Operating Revenue
Total Operating Revenue
Less: Operating Expenses
Operating Expenses
Total Operating Expenses
Operating (Loss)
Add: Non-Operating Revenue
City Contributions
Contribution from Virginia Tech
Total Non-Operating Revenue
Net Income
1994 1993
178.765 47,211
178.765 47,211
( 178.765) ( 47,211)
123,350 50,000
92.782 (1) 50.000
216,132 100,000
$ 37 367
(1) Virginia Tech paid $30,568 for Kirkland Associates Feasibility study for the Conference Center and
received credit in the same amount against their operating subsidy.
15
CITY OF ROANOKE, VIRGINIA
HOTEL ROANOKE CONFERENCE CENTER FUND
MAY 31, 1994
(CONTINUED)
Capital Outlay Not Included in Operating Expenses:
Proiect
Conference Center
Total Project Expenditures
Less Prior Year Expenditures
Total Current Year Expenditures
Year to Date
Expenditures
$ 3,218,778
3,218,778
246,935
$ 2 971 843
NOTE: This project is continued from prior years with inception to date totals.
16
CITY OF ROANOKE, VIRGINIA
INTERNAL SERVICE FUNDS
FOR THE 11 MONTHS ENDING MAY 31, 1994
Operatin~l Revenue
Charges for Services
Total Operating Revenue
Operating Expenses
CEy
Information Materials Management Utility Line Fleet
Systems Control Services Services Management
$2,108,109 $144,405 $ 412,980 $2,700,308 $ 2,675,537
2,108,109 144,405 412,980 2,700,308 2,675,537
TOTALS
1994 1993
$ 8,041,339 $ 8,159,147
8,041,339 8,159,147
Personal Services 1,O99,196 79,139 65,793 1,919,608 1,031,294 4,195,030 4,151,254
Operating Expenses 561,375 19,118 281,909 390,893 617,590 1,870,885 1,897,685
Depreciation 201,923 1,333 39,303 178,867 939,360 1,360,786 511,175
Total Operating Expenses 1,862,494 99,590 387,005 2,489,368 2,588,244 7,426,701 6,560,114
Operating Income 245,615 44,815 25,975 210,940 87,293 614,638 1,599,033
34,786 7,117 6,445 27,838 33,848 110,034 102,259
368 358
Nonoperating Revenue
Interest on Investments
Miscellaneous
Net Nonoperating Revenue
Nat Income
34,788 7,117 6,445 28,196 33,848
280 401 $ 51f932 $ 32f420 $ 2391136 $ 1211141
110,392 102,259
$ 725~030 $ 1,701,292
17
CITY OF ROANOKE, VIRGINIA
INTERNAL SERVICE FUNDS
MAY 31, 1994
(CONTINUED)
Capital Outlay Not Included in Operating Expenses:
Proiect
CIS - Other Equipment
MS - Furniture & Equipment
MS - Other Equipment
ULS - Other Equipment
ULS - Sewershed Study
FM - Furniture & Equipment
FM - Vehicular Equipment
FM - Other Equipment
Total
Year to Date
Expenditures
$ 219,302
1,860
32,390
40,218
70,307
3,260
1,432,838
10,858
$1.811.033
18
CITY OF ROANOKE, VIRGINIA
CITY TREASURER'S OFFICE
GENERAL STATEMENT OF ACCOUNTABILITY
FOR THE MONTH ENDED MAY 31, 1994
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 THE MONTH ENDED MAY 31. 1994.
FUND BALANCE AT RECEIPTS DISBURSEMENTS BALANCE AT BALANCE AT
APR. 30= 1994; MAY 31; t994 MAY 31: 199~
GENERAL $21,786.134.48 $20,851,976.13 S40,196,106.46 $2,4;42,004..15 $23,136,409.55
WATER 16,722,779.61 812.604.57 1,269.251.32
SEWAGE 18,120,909.57 1,286.060.84 2,473,297.11
AIRPORT 6,996,829.38 609,199.28 794,378.02
CIVIC C ENTER 592.050.13 122,138.15 525,520.91
TRANSPORTATION 185,596.86 103,421.26 112,837.18
CAPITAL 20,234,531.68 177,661.96 675,565.68
NURSING HOME 460,540.2~ 109.068.97 519,096.59
HOTEL & CONVENTIOh 11,119,603.99 (59,413.28) 40,822.25
DEBT SERVICE (688,945.78) 7,548,989.57 463.82
C~S 1,459,471.31 215,623.26 527,525.33
MATERIALS CONTROL 187,613.15 188,666.01 116,070.63
MANAGEMENT SERVIC 236,978.03 77,489.39 50,708.15
UTILITY LINES SERV 1,279,238.23 110,476.03 620,771.52
FLEET MAINTENANCE 1,487.673.70 202,081.60 1,130,992.27
PAYROLL (12,632,249.30) 53,891,282.86 13,718,973.54
PENSION 32,4! 1,81 497,872.09 ! ;360,246,35
SCHOOL FUNO 5,677,416.44 6,873,723.18 20,368,195.33
FDETC 181,225.70 28t,058.25 472.314.96
GRANT PROGRAMS ~ ~ 4.95,233.37
TOTAL $93,806,621.94 $94,120,24.1.25 $85,4.68,370.79
31,651,088.56
1,660.165.21
6,312,544.29
232.634.97
182,081.62
15.752.598.16
178,446.10
(153,677.54)
7,149,424.77
1,273,906.79
308,825.89
270,222.65
965,080.90
1,042,287.37
(6,382,475.69)
(2~722,6o)
0.00
(520.440.47~
$82,967.963.18
i HEREBY CERTIFY THAT THE FOREGOING IS ATRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE.
VIRGINIA. FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED MAY 31, 1994
THAT SAID FOREGOING:
CASH:
CASH IN HAND
CASH IN BANK
INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS:
CENTRAL FIDELITY BANK
NATIONSBANK
SIGNET BANK
COMMONWEALTH CASH RESERVE FUND
TOT,N-
CE .R~. IF!CATE~
$5,000,000.00
UNITED S'!'ATE~
$34,014,070.69
6,000,000.00
51,378,433.20
DATE: JUNE 15, 1994
GORDON E. PETERS, TREASURER
19
CITY OF ROANOKE PENSION PLAN
STATEMENT OF REVENUE AND EXPENSES
FOR THE 11 MONTHS ENDING MAY 31, 1994
Revenue
City's Contributions
Investment Income
Gain on Sale of Investments
Bond Discount Amortization
Total Revenue
1994
5,599,256
5,326,307
4,812,888
223,840
$ 15.962.291
1993
$ 5,521,896
4,812,204
2,596,014
342,426
$ 13,272.540
Exoenses
Pension Payments
Fees for Professional Services
Active Service Death Benefit
Bond Premium Amortization
Administrative Expense
Total Expenses
Net Income Year to Date
$ 6,500,525
584,391
12,181
566,946
122.944
7,786.987
~ Q~175.304
$ 6,230,706
576,155
19,939
320,160
130,182
7,277,142
~ ~,~95.398
2O
CITY OF ROANOKE PENSION PLAN
BALANCE SHEET
AS OF MAY 31, 1994
Assets
Cash
Investments:
(market value -
Due from Other Funds
Other Assets
Total Assets
1994 $161,292,317
1993 $156,377,649)
1994
$( 858,083)
145,320,595
9O
18,000
$ 144,480,6Q2
1993
$( 267,133)
134,253,501
18,000
134.004.368
Liabilities and Fund Balance
Due to Other Funds
Total Liabilities
Fund Balance, July 1
Net Income Year to Date
Fund Balance
Total Liabilities and Fund Balance
580.907 $ 570,976
580.907 570,976
135,724,391 127,437,994
8.175.304 5,995.398
143,899.695 133.433.392
144.480.602 $ 1~4~Q04.368
21
MARY F. PARKER, CMC/AAE
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 !
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #123-166-288
James S. Eggers
Estimating Department Head
HICO, Inc.
P. O. Box 807
Christiansburg, Virginia 24073
Dear Mr. Eggers:
MFP: sm
I am enclosing copy of Ordinance No. 32088-062794 accepting the bid of HICO, Inc.,
in the total amount of $15,550.00, for asbestos abatement and related work at the
Data Safe and Miller Morgan Buildings, in connection with the Roanoke City Jail
annex project, 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. 32088-062794 was adopted by the
Council of the City of Roanoke at a regular meeting held on Monday_~ June~ 27~ 1994.
Sincerely, /
Mary F. Parker, CMC/AAE /
City Clerk
/
Enc.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File//123-166-288
Larry E. Battaile
Project Manager
WACO, Inc.
725 Pleasants Drive
Harrisonburg, Virginia
22801
Dear Mr. Battaile:
I am enclosing copy of Ordinance No. 32088-062794 accepting the bid of HICO, Inc.,
in the total amount of $15,550.00, for asbestos abatement and related work at the
Data Safe and Miller Morgan Buildings, in connection with the Roanoke City Jail
annex project, 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. 32088-062794 was adopted by the
Council of the City of Roanoke at a regular meeting held on Monday, June 27, 1994.
On behalf of the Mayor and Members of City Council, I would like to express
appreciation for submitting your bid on the abovedescribed project.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Enc.
IN THE COUNC~ OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32088-062794.
AN ORDINANCE accepting the bid of HICO, Incorporated, for asbestos abatement and
related work at the Data Safe and Miller Morgan Buildings,in connection with the jail annex project,
upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City
officials to execute the requisite contract for such work; rejecting all other bids made to the City for
the work; and providing for an emergency.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The bid of HICO, Incorporated, in the total amount of $15,550.00, for asbestos
abatement and related work at the Data Safe and lVliller Morgan Buildings, in connection with the jail
annex project, as more particularly set forth in the June 27, 1994 report of the City Manager to this
Council, such bid being in full compliance with the City's plans and specifications made therefor and
as provided in the contract documents offered said bidder, which bid is on file in the Office of 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 bidder, based on its proposal made therefor and the City's specifications made therefor,
said contract to be in such form as is approved by the City Attorney, and the cost of said work to be
paid for out of funds heretofore or simultaneously appropriated by Council.
3. Any and ail 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.
Roanoke, Virginia
June 27, 1994
Honorable Mayor and Members
of City Council
Dear Members of City Council:
SUBJECT:
BID COMMITTEE REPORT
ASBESTOS ABATEMENT
MILLER MORGAN & CO., CPA
DATA SAFE, INC.
330 AND 340 W. CAMPBELL AVENUE
ROANOKE, VIRGINIA
PROJECT #07-94
I concur with the Bid Committee recommendation relative to the
above project and recommend it to you for appropriate action.
Sincerely,
t Herbert
Cit~ Manager
WRH/LBC/fm
cc:
City Attorney
Director of Finance
Director of Public Works
Director of Administration & Public Safety
Assistant to City Manager for Community Relations
City Engineer
Construction Cost Technician
Accountant, Contracts and Fixed Assets
Budget Administrator
City Sheriff
Honorable Mayor and Members
of City Council
Dear Members of City Council:
SUBJECT:
BID COMMITTEE REPORT
ASBESTOS ABATEMENT
MILLER MORGAN & CO., CPA
DATA SAFE, INC.
330 AND 340 W. CAMPBELL AVENUE
ROANOKE, VIRGINIA
PROJECT #07-94
Roanoke, Virginia
June 27, 1994
Background:
ae
An asbestos survey was conducted on these two (2)
buildings by HDH, Architecture, Engineering,
Environmental of Salem, Virginia, that identified the
materials and their locations that contained asbestos.
A survey is required of any building to identify
materials that contain asbestos fibers and an abatement
program implemented before a permit can be obtained for
remodeling the structure.
Be
After the survey had been made to identify the asbestos
containing materials, HDH prepared the required contract
documents, advertised the project and conducted a
mandatory pre-bid conference.
Bids for the removal of asbestos-containing material in
the above properties were opened before City Council on
June 27, 1994.
II. Current Situation:
ae
Two (2) bids were received with HICO, Incorporated, of
Christiansburg, Virginia, submitting the low bid in the
amount of $15~550.00 and thirty (30) consecutive calendar
days.
Be
Project is to properly remove and dispose of the asbestos
containing materials from both properties in accordance
with the contract documents as prepared by HDH,
Architecture, Engineering, Environmental of Salem, VA.
This removal and a state certified asbestos inspector
certification that the work has been done properly and
completed is necessary before any type of building permit
(remodeling for the jail expansion) can be issued.
Honorable Mayor and Members of City Council
RE: BID COMMITTEE REPORT
ASBESTOS ABATEMENT
MILLER MORGAN/DATA SAFE BLDGS.
June 27, 1994
Page 2 of 4
III. Issues:
ao
Compliance of the bidders with the requirements of the
contract documents for bidding.
B. Amount of the low bid.
C. Funding of the project.
D. Time of completion.
IV.
Alternatives are:
Authorize the City Manager to enter into a contractural
agreement, in form approved by the City Attorney, with
HICO, Incorporated, for proper removal and disposal of
asbestos containing materials from the Data Safe and
Miller Morgan Buildings in accordance with the contract
documents as prepared by HDH, Salem, VA, for the sum of
$15~550.00 and thirty (30) consecutive calendar days.
Compliance of the bidders with the requirements of
the contract documents for bidding were met.
2. Amount of the low bid is acceptable.
Fundinq for this project is available in the City
Jail Expansion Account No. 008-052-9685-9065.
Time of completion is quoted as thirty (30) con-
secutive calendar days. With timely review by the
Department of Corrections, it is hoped we can start
construction on or near that date.
Be
Do not authorize the City Manaqer to enter into a
contract with HICO, Incorporated for this project at this
time.
Compliance of the bidders with the requirements of
the contract documents for bidding would not be an
issue.
Amount of the low bid would probably increase when
re-bid at a later date.
Honorable Mayor and Members of City Council
RE: BID COMMITTEE REPORT
ASBESTOS ABATEMENT
MILLER MORGAN/DATA SAFE BLDGS.
June 27, 1994
Page 3 of 4
Fundinq would not be encumbered at this time.
Time of completion would be extended. This could
delay the start of construction and the completion
of the Roanoke City Jail Expansion.
Recommendation is that City Council take the following
action:
A. Concur with Alternative "A".
Be
Authorize the City Manager to enter into a contractural
agreement, in form approved by the City Attorney, with
HICO, Incorporated of Christiansburg, Virginia, for
asbestos abatement in the Data Safe and Miller Morgan
Buildings in accordance with the contract documents as
prepared by HDH, Architecture, Engineering,
Environmental, of Salem, Virginia, in the amount of
$15,550.00 and thirty (30) consecutive calendar days.
Authorize the Director of Finance to encumber the
following in the City Jail Expansion Account No. 008-
052-9685-9065.
Contract Price
Project Contingency
Total Project Account
$ 15,500.00
lf000.00
$ 16,500.00
D. Reject the other bids received.
Respectfully submitted,
William White, S~'., Chairman
William F. Clark
Honorable Mayor and Members of City Council
RE: BID COMMITTEE REPORT
ASBESTOS ABATEMENT
MILLER MORGAN/DATA SAFE BLDGS.
June 27, 1994
Page 4 of 4
WW/LBC/fm
Attachment: Tabulation of Bids
cc:
City Attorney
Director of Finance
Director of Public Works
Director of Administration & Public Safety
Assistant to City Manager for Community Relations
City Engineer
Construction Cost Technician
Accountant, Contracts and Fixed Assets
Budget Administrator
City Sheriff
TABULATION OF BIDS
ASBESTOS ABATEMENT
MILLER MORGAN & CO, CPA
DATA SAFE, INC.
330 AND 340 W. CAMPBELL AVENUE
ROANOKE, VIRGINIA
PROJECT NO. 07-94A
Bids opened before City Council on June 27, 1994, at 2:00 PM:
BIDDER LUMP SUM NO. DAYS BID BOND
HICO, Incorporated $15,550.00 30 Yes
WACO, Incorporated $34,000.00 30 Yes
Estimated Cost:
William F. Clark
$13~500.00
William White, S~.
HDH, Architecture
Engineering Environmental
Salem, Virginia
Office of City Engineer
Roanoke, Virginia
June 27, 1994
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #67-80-87-110-192-367-518
Ms. Mary E. Andrews
2814 Crystal Spring Avenue, S. W.
Roanoke, Virginia 24014
Dear Ms. Andrews:
I am enclosing copy of Resolution No. 32089-062794 memorializing your husband, the
late M. Carl Andrews, and recognizing the contributions of Mr. Andrews as a citizen
leader and distinguished Roanoker. Resolution No. 32089-062794 was adopted by the
Council of the City of Roanoke at a regular meeting held on Monday, June 27, 1994.
The Members of City Council requested that I express deepest regrets and sympathy
at the passing of Mr. Andrews.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
Eno.
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 27th day of June, 1994.
No. 32089-062794.
A RESOLUTION memorializing the late M. Carl Andrews.
WHEREAS, the members of this Council have learned, with
sorrow, of the passing on June 9, 1994, of M. Carl Andrews, former
editorial page editor of The World-News and community leader;
WHEREAS, Mr. Andrews, who was born in the Oklahoma Territory
in 1904, came to Roanoke when he was employed by The World-News in
1929, and, after three years in the Navy during World War II, he
was named editorial page editor of The World-News in which capacity
he served from 1945 until his retirement in 1969;
WHEREAS, Mr. Andrews was recognized as a pragmatic thinker who
pressed residents of the Roanoke Valley to be progressive in their
outlook, and, in particular, as editorial page editor, Mr. Andrews
urged clean-up of the Roanoke River, improving park lands,
upgrading schools, improved transportation facilities and peaceful
desegregation of our community, all of which he saw to success;
WHEREAS, Mr. Andrews was Chairman of the City's Mill Mountain
Development Committee from 1967 until 1994, served on three
different City committees seeking to promote bond issues for an
auditorium and civic center and was a member of the City's United
States Bicentennial Commission, the Centennial Commission and War
Memorial Committee;
WHEREAS, in 1952, Mr. Andrews led a delegation of citizens
seeking designation of Roanoke as an All-America City to San
Antonio, Texas, and he was instrumental in the City's obtaining
this prestigious designation;
WHEREAS, Mr. Andrews was a proud graduate of the College of
William and Mary, Class of 1927, and served six years as a member
of the Alumni Board and eight years on the Board of Visitors by
appointment of Governors Almond and Harrison;
WHEREAS, Mr. Andrews also served as President of the Roanoke
Rotary Club, President of the Roanoke Rose Society and as an Elder
in First Presbyterian Church from 1951; and
WHEREAS, this Council desires to take special note of the
passing of this distinguished Roanoker;
THEREFORE, BE IT RESOLVED by the Council of the City of
Roanoke as follows:
1. The City Council adopts this means of recording its
deepest regrets at the passing of M. Carl Andrews, former editorial
page editor and citizen leader, and extends to Mrs. Mary Spotswood
Eggleston Andrews, his widow, the sympathy of this Council and that
of the citizens of this City.
2. The City Clerk is directed to forward an attested copy of
this resolution to Mrs. Andrews.
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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #80-467
Wilburn C. Dibling, Jr.
City Attorney
Roanoke, Virginia
Dear Mr. Dibling:
At a regular meeting of the Council of the City of Roanoke held on Monday, June 27,
1994, you were requested to prepare the proper measure commending Dominick
Millner, a 1994 graduate of William Fleming High School, who placed first in the Long
Jump at the American Airlines National Scholastic Outdoor Track and Field
Championship, which was held in Raleigh, North Carolina, on Sunday, June 19,
1994.
~"~' ~ ~'Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: 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
Telephone: (703) 981-2541
SANDRA H. EAKIN
Deputy City Clerk
July 5, 1994
File #57-66
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, June 27,
1994, Mr. George E. Rogers, 1311 Orange Avenue, N. W., appeared before Council
and advised that due to street paving, practically no curb exists in certain portions
of the 1200 and 1300 blocks of Orange Avenue, that following heavy rains, water
run-off causes debris to accumulate in front of homes, and requested that the City
take the necessary action to address the problem.
On motion, duly seconded and adopted, the matter was referred to you for
appropriate response.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP: sm
pc.'
Mr. George E. Rogers, 1311 Orange Avenue, N. W., Roanoke, Virginia 24016
William F. Clark, Director, Public Works
'94
CITY OF ROANOKE
INTERDEPARTMENT COMMUNICATION
DATE:
TO:
FROM:
SUBJECT:
July 15, 1994
W. Robert Herbert, City Manager
William F. Clark, Director of Public Works
Curbing Request on Orange Avenue
Reference the attached communication from the City Clerk
which concerns an appearance by Mr. George E. Rogers at City
Council Meeting on Monday, June 27.
Superintendents Dave Dooley and Gary Catron have both met
and talked with Mr. Rogers and I am advised that he is pleased
with the extent of work we plan to do in his area. We are
apparently going to do some work in the alley behind his house,
grind down some of the pavement in front of his property, and cut
down some of the utility strip area between the curb and
sidewalk. It is not practical to raise the curb for a short
section in this vicinity. The curb/pavement relationship is
con~Sistent throughout the whole section from llth Street to 24th
Street and would have to be treated in a consistent manner. To
merely raise the curb would exacerbate any problems by trapping
the water on the sidewalk in front of any residence where this
work was accomplished.
I was not assuming that any response to City Council was
necessary since the communication from the City Clerk merely said
that we were "requested to take the necessary action to address
the problem."
pr
cc: ~ary F. Parker, City Clerk