Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Council Actions 12-12-94
WYATI' 32278 REGULAR WEEKLY SESSION ROANOKE CITY COUNCIL December 12, 1994 10:00 a.m. AGENDA FOR THE CO UNCIL Call to Order-- Roll Call. Vice-Mayor Edwards absent. was The Invocation was delivered by The Reverend C. Kenneth Wright, Pastor, Evangel Foursquare Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Bowers. Welcome. Mayor Bowers. ANNOUNCEMENTS: The regular meeting of the Greater Roanoke Transit Company Board of Directors will be held at 11:30 a.m. in the Council Chamber. A special meeting of City Council, Roanoke Valley Legislators and the Roanoke City School Board to discuss the City's 1995 Legislative Program will be held at 12:30 p.m., Social Services Conference Room, Room 306, Municipal North. The Members of Council will tour The Hotel Roanoke facility immediately following the 12:30 p.m. special meeting. Public heatings will be conducted during the 7:00 p.m. session of City Council. PRESENTATIONS BY COUNCIL: National Public Radio Story on Crime Reduction in the City of Roanoke. e Proclamation declaring James R. "Jimmy" Carter Appreciation Day on Wednesday, December 14, 1994. CONSENT AGENDA (APPROVED 6-0) ALL MATrERS 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. C-1 A communication from Mayor David A. Bowers requesting an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1- 344 (A)(1), Code of Virginia (1950), as amended. 2 RECOMMENDED ACTION: File #110-132 Concur in request for Council to 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. C-2 A communication from Mayor David A. Bowers requesting an Executive Session to discuss a special award, being the annual Citizen of the Year Award, pursuant to Section 2.1-344 (A)(10), Code of Virginia (1950), as amended. RECOMMENDED ACTION: File #132-496 Concur in request for Council to convene in Executive Session to discuss a special award, being the annual Citizen of the Year Award, pursuant to Section 2.1-344 (A)(10), Code of Virginia (1950), as amended. C-3 A communication from Mayor David A. Bowers transmitting correspondence from David L. Caprara, Director, Commonwealth of Virginia Department of Housing and Community Development advising that $540,000.00 has been reserved from the Urban Rehabilitation Program for the City's housing development office. RECOMMENDED ACTION: Receive and file. File #132-178 C-4 A communication from Mayor David A. Bowers transmitting correspondence from Kim Dae Jong, Mayor of the City of Wonju, Korea, advising of the consolidation of the City and County of Wonju, and that the next delegation from Wonju will visit Roanoke in October or November 1995. RECOMMENDED ACTION: Receive and file. File #132-327 3 C-5 A communication from Council Member William White, Sr., requesting that the City Manager be instructed to coordinate a financial planning session to address future financial planning for the City of Roanoke to be held in early February, 1995. RECOMMENDED ACTION: File # 132-175 -200-217-450 Refer to the City Manager for appropriate response. C-6 A report of the City Manager with regard to concerns expressed by Council Member Elizabeth T. Bowles relating to the traffic situation at the intersection of Towne Square Boulevard and Rutgers Street, N. W. RECOMMENDED ACTION: Receive and file. File//20-132-514 C-7 A report of the City Manager with regard to recommendations of Mr. Walker Nelms in connection with a proposed animal control ordinance. RECOMMENDED ACTION: Receive and file. File #5-54-66 C-8 A report of the City Manager recommending approval of a proposed budget study schedule for fiscal year 1995-96. RECOMMENDED ACTION: File g60 Concur in request to approve proposed budget study schedule. C-9 A communication from Fred P. Roessel, Jr., Ph.D., Executive Director, Blue Ridge Community Services, requesting Council's concurrence in the elation of Rita J. Gliniecki to fill an existing vacancy as an at-large member of the Board of Directors of Blue Ridge Community Services. RECOMMENDED ACTION: Concur in the recommendation. File #110-314-335 4 C-10 Qualification of the following persons: Delvis O. McCadden as a member of the City of Roanoke Transportation Safety Commission for a term of four years ending October 31, 1998; File #15-20-110 G. David Nixon as a member of the Fair Housing Board for a term of three years ending March 31, 1997; File #15-110-178 Thaddeus H. Hale, Jr., as a Commissioner of the City of Roanoke Redevelopment and Housing Authority Board of Commissioners for a term ending August 31, 1998; and File #15-110-178 George M. McMillan as a member of the Advisory Board of Human Development for a term of four years ending November 30, 1998. File #15-72-110 RECOMMENDED ACTION: Receive and file. REGULAR AGENDA HF. ARING OF CITIZF. NS UPON PUBLIC MATTERS: ae Request to address Council with regard to a program of studies in Travel and Tourism. Carol Snyder, Academy of Travel and Tourism, Business and Marketing Programs, Fleming-Ruffner Magnet Center. (5 minutes) Received and filed. File #336-467 5 be Request to present a report with regard to the accomplishments of Virginia's Explore Park. M. Rupert Cutler, Ph.D., Executive Director. (5 minutes) Received and filed. File #109-365 Ce Request to present the Members of Council with information tourism. J. H. Fulghum, Spokesperson. (5 minutes) Received and filed. File #80-336 on 0 d. OTHER HEARING OF CITIZENS: None. PETITIONS AND COMMUNICATIONS: None. 5. REPORTS OF OFFICERS: a. CITY MANAGER: BRIEFINGS: None. ITEMS RECOMMENDED FOR ACTION: A report recommending authorization to purchase a Risk Management Information System from Alexander and Alexander, Inc., d/b/a/Anistics, in the amount of $25,500.00. Adopted Resolution No. 32278-121294. (6-0) File #58-202-301-472 Council Member White requested that the City Manager provide Council with a status report within six months from the date of implementation with regard to cost savings and improved management practices as a result of the new system. 6 A report recommending execution of Amendment No. 1 to the engineering services agreement for replacement of the Salem Avenue Storm Drain with Mattem & Craig, Inc., in the amount of $4,287.00; and transfer of funds in connection therewith. Adopted Budget Ordinance No. 32279-121294. (6-0) File//27-60-183-405 A report recommending execution of Amendment No. 1 to the engineering services agreement for Hunter Viaduct/Williamson Road over Railroad, S. W. Bridge demolition with Hayes, Seay, Mattern & Mattern, Inc., in the amount of $92,138.00; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 32280-121294 and Resolution No. 32281-121294. (6-0) File g60-102-183-405-514 A report recommending approval of Change Order No. 2 to the contract with H. Hamner Gay & Co., Inc., in the credit amount of $11,250.00, in connection with Carvins Cove Phase II, Contract C-2 project. Adopted Ordinance No. 32282-121294. (6-0) File g27--468-472 A report recommending acceptance of Litter Control Grant funds, in the amount of $5,898.00, from the Department of Environmental Quality, Office of Litter Prevention and Recycling, for transfer to the Clean Valley Council. Adopted Budget Ordinance No. 32283-121294. (6-0) File 860-183-236-265--405 7 A report in connection with parking garage attendant hours and amending the fees to be charged at certain parking facilities. Adopted Resolution Nos. 32284-121294 and 32285-121294. (6-O) File #181-302-303-313-381-516 A report recommending acceptance of the bids submitted by Pinkerton Chevrolet-GEO, in the amount of $369,026.95, and Berglund Chevrolet, Inc., in the amounts of $24,813.92 and $104,586.90, for providing automobiles for various City departments; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 32286-121294 and Resolution No. 32287-121294. (5-0, Mayor Bowers abstained from voting.) File #5-45-60-70-183-270-268-361-468-472 A report recommending execution of two contracts with The Salvation Army for payment of services provided to citizens of the City under the Abused Women's Program and Homeless Program. Adopted Resolution No. 32288-121294. (6-0) File #72-145-318 6. REPORTS OF COMMI'ITEES: A report of the committee appointed to tabulate bids received for renovation of the Juvenile and Domestic Relations Court, recommending award of a contract to Acorn Construction, Ltd., in the amount of $31,200.00; and appropriation of funds in connection therewith. Council Member William White, Sr., Chairperson. Adopted Budget Ordinance No. 32289-121294 and Ordinance No. 32290-121294. (6-0) File 045-60-183-270-382 8 be A report of the City Planning Commission concurring in a recommendation of the Mill Mountain Development Committee to name the overlook at the Mill Mountain Star in honor of M. Carl Andrews. Charles A. Price, Jr., Chairperson. Adopted Resolution No. 32291-121294. (6-0) File g67-80-110 7. [JNFINISHF~D BUSINESS: None. ge INTRODUCTION AND CONSIDERATION ORDINANCES AND RESOLUTIONS: OF Ordinance No. 32271, on second reading, amending and reordaining Section 22.1-3, Membership generally, of Chapter 22.1, Pensions and Retirement, Code of the City of Roanoke (1979), as amended, by the addition of a new subsection (c l) providing for a new window of opportunity during which members of the Employees' Retirement System may transfer to the Employees' Supplemental Retirement System. Adopted Ordinance No. 32271-121294. (6-0) File//24-184-429 bo A Resolution urging that the Commonwealth of Virginia Transportation Board support a specific alignment of Interstate 73 in the Commonwealth of Virginia. Adopted Resolution No. 32292-121294. (6-0) File//20-77-450 A Resolution providing City employees with one additional holiday for this calendar year only. Adopted Resolution No. 32293-121294. (6-0) File #184 9 9. MOTIONS AND MISCELLANEOUS BUSINESS: ae Inquiries and/or comments by the Mayor and Members of City Council. Mr. Hoskins M. Sclater, 2723 Crystal Spring Avenue, S. W., addressed Council in connection with the Hotel Roanoke and the skywalk. File #102-247 10. bo Vacancies on various authorities, boards, commissions and committees appointed by Council. OTHER I-1EAR~GS OF CITIZENS: None. CERTIFICATION OF EXECUTIVE SESSION. (6-0) Appointed the following persons: Melvin L. Hill File//15-110-200 City Planning Commission (effective January 1, 1995) Allen L. Clark File #15-110-488 Roanoke Neighborhood Partnership Steering Committee Waived City residency requirement Sherman A. Holland File #15-110-304 Youth Services Citizen Board 10 REGULAR WEEKLY SESSION ROANOKE CITY COUNCIL December 12, 1994 7:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. Vice-Mayor Edwards and Council Member McCadden were absent. The Invocation was delivered by Mayor David A. Bowers. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor Bowers. WELCOME: Boy Scout Troop No. 2, Raleigh Court Presbyterian Church. PUBLIC HEARINGS: Public hearing on the request of Michael A. Wells that a parcel of land located at 3904 Virginia Avenue, N. W., identified as official Tax No. 2761409, be rezoned from RS-3, Residential Single Family District, to C-2, General Commercial District, subject to certain conditions proffered by the petitioner. Michael A. Wells, Spokesperson. Adopted Ordinance No. 32294 on first reading. (5-0) File #51 Public hearing on the request of John D. Fralin that a parcel of land located in the 2900 block of Epperly Avenue, N. W., containing .8 acre, more or less, described as Lots 19 - 21, inclusive, Block 1, Map of Epperly Court, Official Tax Nos. 2160612 - 2160614, inclusive, be rezoned from RS-3, Residential Single Family District, to RM-2, Residential Multi-family, Medium Density District, subject to certain conditions proffered by the petitioner. D. Jeffry Parkhill, Agent, Spokesperson. Adopted Ordinance No. 32295 on first reading. (5-0) File #51 OTHER HEARINGS OF CITIZENS: None. 12 Mayor CITY OF ROANOKE Given under our hands and the Seal of the City of Roanoke this twelfth day of December nineteen hundred and ninety-four: WHF_,RE~, James R. "Jimmy" Carter has been employed as an operator with the Greater Roanoke Transit Company since November 13, 1974; WHEREAS, Mr. Carter has driven in excess of 400,000 miles, without a preventable accident, in service to the citizens of the Roanoke Valley; and Mr. Carter's exemplary safety record and driving ability has qualified him to represent the Greater Roanoke Transit Company on numerous occasions in the Commonwealth of Virginia Roadeo Competition and in the American Public Transit Association's International Roadeo Competition; and WH~, WHEREAS, Mr. Carter competed in both of the 1994 Roadeo Competitions, finishing first in the Commonwealth of Virginia Competition and fifth in the International Competition; and the Board of Directors of the Greater Roanoke Transit Company wish to recognize Mr. Carter for his outstanding service to, and representation of, the Greater Roanoke Transit Company and the citizens of the Roanoke Valley. blOW, THEREFORE, I, David A. Bowers, Mayor of the City of Roanoke, Virginia, call upon all citizens to recognize and congratulate Mr. Carter for his outstanding accomplishments, and do hereby proclaim, throughout the City of Roanoke, Wednesday, December 14, 1994, as JAMES R. "JIMMY" CARTER APPRECIATION DAY. ATTEST: Mary F. Parker City Clerk Da~l ~ ~ Mayor 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 December 12, 1994 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: I wish to request an Executive Session to discuss vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1- 344 (A)(1), Code of Virginia (1950), as amended. Sincerely, David A. Bowers Mayor DAB: se 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 December 12, 1994 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: I wish to request an Executive Session to discuss a special award, being the annual Citizen of the Year Award, pursuant to Section 2.1-344 (A)(10), Code of Virginia (1950), as amended. Sincerely, David A. Bowers Mayor DAB: se 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 November 30, 1994 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: Please find enclosed correspondence dated November 22, 1994 from David L. Caprara of the Department of Housing and Community Development of the Commonwealth of Virginia. The letter indicates that the Department has reserved the sum of $540,000.00 from the Urban Rehabilitation Program for our housing development' office. I am pleased to bring this information to your attention and would ask that this letter and the attachment be included in the next consent agenda of the Council and thereafter be received and fried. Best personal regards. Sincerely, David A. Bowers Mayor DAB: gd Enclosure pc: David L. Caprara, Director, Commonwealth of Virginia Department of Housing and Community Development, 501 North Second Street, The Jackson Center, Richmond, Virginia 23219-1321 W. Robert Herbert, City Manager H. Daniel Pollock, City of Roanoke Housing Development Coordinator George Allen C-~vemor COMMONWEALTH of VIRGINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT' November 22, 1994 RECEIVED NOV 2 8 MAYOR'S Robert T. Skunda Secretmy of Commerce and Trade David L. Caprara Director The Honorable David A. Bowers Mayor, City of Roanoke 215 Church Avenue, Room 452 Roanoke, VA 24011 Dear Mayor Bowers: I am pleased to inform you that we have completed our review of the Urban Rehabilitation Program (URP) proposals and are reserving $540,000 for the application from your Housing Development office. Staff from our Division of Housing will contact your local administrator soon concerning this reservation and requests for any additional information. As you know, one of the strategic initiatives for the Department of Housing and Community Development is the revitalization of our cities. Your efforts using the Urban Rehabilitation Program with other local funds are applauded. The removal of blight and the empowerment of individuals as homeowners are important steps in winning back our cities. Congratulations on your successful proposal. My staff and I look forward to working with you/ ./ ,~~. :~nc /Day! cc: H. Daniel Pollock this important initiative. irely, - L. ' q~rara fsr 501 North $__-c9n_. d Street, The Jackson Center, Richmond, VA 23219-1321 · (804) 371-7000 · FAX (804) 371-7090 · 'n'P (804) 371-7089 'Revitalizing Virginia's Inner Cities and Rural Communities' 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 December 7, 1994 The Honorable Vice-Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: Please find enclosed correspondence dated November 16, 1994 from Kim Dae Jong, Mayor of our Sister City of Wonju, Korea. At the outset, it is interesting to note that the City of Wonju and the County of Wonju will be consolidated as of January 1, 1995. Isn't it interesting that our Sister City of Korea has taken such a progressive lead on that issue which, ultimately, must positively affect the interest of their community. According to the Mayor's letter, we may expect a delegation from Korea to visit Roanoke next October or November 1995. Best personal regards. Sincerely, David A. Bowers Mayor DAB: gd Enclosure 1o1 1 = ~onorable ,',~yor David. Bowers. RECEIVED NOV 2 9,.,-,'r~"'~', MAYOR'S OFFICE O~ ~ ~].~ 1.] 7/]- HOW are you I received your letter dat Oct~bd~,~99~,I uno. ers15ooe, vzsz15 Roanoke may require more time to prepare an~ sc]Sedule .... ~ -- - Poanoke and l,bn]u are tar apart geograpnlcally,. , ~-olO= ~Z~].q. o1 _ .. 30-1~-~ ~o1'3 ~o= ~ ~5~o1 ol.1 .].~_rdot ~X~no~e a~ o~ s~s~er~ forg~g ~e fri~d~i~ for ~e ~st 30 ye~s. I s~ceere~.y ~ ~ ' ' ' p~ will ~ succes - ~ - ' ..... I would like to inform you that the period you advised us to visit Roanoke ahd your visit to ~\~n3u _may na e City of Wonju and County of Wonju will be consolidated as of Janua...',mj' 1,1995. ~}~1 ~ 1995.6.2'/ There will be a general election on June 27,1995 for ,~.yor of Wonju. Therefore,it is difficult to plan the visits until the election is completed. oo~.,,.1~o4 ::,.].,:,11~ 3o~ :;,1~.,',1-.~. 1995~ ~_l ~-~ ~ .~1~_ I sincerely th~qnk you for planning the celebration ot 30th anniversary of our sister city relationship in 1995,and plans of visiting our city and. by inviting us formalized as soon aYter tne election VlSl ~at': on %'~ -- 15o l~oarloKe. / nope our in June 1995. FiD~lly, I pray for you and. your city,may God bless with ham_Diness and pros.Derity. 1994. 11. Ig Mayor of hDnju Kim Dae MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #132-175-200-217-450 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of a communication from Council Member William White, Sr., requesting that you be instructed to coordinate a financial planning session to address future financial planning for the City of Roanoke to be held in early February, 1995, which communication was before the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. On motion, duly seconded and adopted, the request was referred to you for appropriate response. ~'"~ ~ ~'Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. DAVID A. BOWERS Mayor CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-153({ Telephone: (703) 981-2541 December 12, 1994 Council Members: Elizabeth T. Bowles John S. Edwards Delvis O. "Mac" McCadden John H. Parrott William White, Sr. Linda F. Wyatt The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Members of Council: The Members of the Roanoke City Council will participate in a Team Building and Strategic Planning Workshop on January 5, 6 and 7, 1995. As a follow-up to our workshop, I believe it is fitting and proper to engage in a financial planning session which will be similar to the session that was held by Council on Saturday, January 23, 1993, at the Roanoke Regional Airport. As a part of the 1993 financial planning session, we reviewed such matters as trends in major revenue categories, trends in local tax categories, and trends in intergovernmental revenues, etc. Because City Council has not held a financial planning session since 1993, because of the complexity and importance of the financial condition of our City, because of the number of Council Members who have recently taken their seats on City Council, and because of the State and Federal budget impact on our City, I would like to formally request that the City Manager coordinate a financial planning workshop to address future financial planning for the City of Roanoke to be held in early February following our Team Building and Strategic Planning Workshop. The goal of the financial planning session will be to review current and previous financial data and trends in order to develop a better understanding of Roanoke City government's financial condition and to identify certain financial challenges to be faced by the City in the near future. I have requested that this matter be placed on the City Council's Consent Agenda for Monday, December 12, 1994, for referral to the City Manager for appropriate response. With kindest personal regards, I am William White, Sr. Council Member WWSr: sm pc: W. Robert Herbert, City Manager Office of the City Manager December 12, 1994 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia 24011 SUBJECT: Towne Square Boulevard/Rutgers Street Intersection Dear Mayor Bowers and Members of Council: In response to concerns expressed by Council Member Bowles at the October 24, 1994 meeting of City Council, our Traffic Engineering Division has investigated the Towne Square Boulevard/Rutgers Street intersection (near Lewes Home Center, Inc. and the new Kroger Superstore). A traffic count at this intersection was conducted on November 10, 1994 between the hours of 7:00 a.m. and 7:00 p.m., at which time the minimum criteria (also known as signal warrants) were met to justify a traffic signal. However, while such criteria were met, the recommendation for signalization is subject to engineering judgment. A rating system is used as a guide to help determine which intersections have a higher priority for signalization. This rating system evaluates items such as the extent to which signal warrants were exceeded, reported accident history, pedestrian volume and vehicle delay time. There are fourteen (14) intersections in Roanoke that meet the signal criteria. At this time, as many as five (5) of our higher-rated intersections will be signalized using funds from the recently-approved bond referendum. New traffic counts will be done in early 1995 to determine which intersections will be included in this group. The remaining nine (9) intersections with a lower rating for which funding is not available at this time, includes the Towne Square Boulevard/Rutgers Street intersection. Please let me know what questions, if any, you may have concerning this information. Sincerely, W. Robert Herbert City Manager WRH/dh cc: City Attorney Director of Finance Director of Public Works Manager, Office of Management and Budget Traffic Engineer Room 364 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (703) 981-2333 Office of the City Manager December 2, 1994 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: Pending Council Agenda Item On January 4, 1993, Mr. Walker Nelms appeared before City Council with several recommendations concerning domestic animals in Roanoke City. His appearance was as a board member of the Roanoke Valley Society for the Prevention of Cruelty to Animals, Inc. (SPCA) and chairman of the ad hoc task force on Roanoke Valley pet overpopulation. Council referred the item to the City Manager and the City Attorney. Since that time Mr. George Snead, Director of Public Safety, members of the Police Department and the Animal Control Unit have worked closely with the ad hoc task force regarding their concerns. The group included representatives from Roanoke County, City of Salem and the Town of Vinton. Both their administration and animal control functions were represented. One result has been a new contract, executed with the SPCA and approved by City Council, that addresses some concerns not only of the SPCA but of the ad hoc task force. Our current working relationship with the SPCA is positive and greatly improved over previous years. Mr. Nelms has written to George Snead and said that the task force has now been dissolved as the SPCA moves onto other pressing issues. Accordingly, I will ask the City Clerk to remove this item from the pending items list. If you have any questions or concerns, please don't hesitate to let me know. Sincerely, W. Robert Herbert City Manager WRH:afm cc: Mr. Walker Nelms 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #60 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report recommending approval of a proposed schedule for the fiscal year 1995-96 budget study process, was before the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. On motion, duly seconded and adopted, Council concurred in the proposed budget study schedule. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: The Reverend C. Nelson Harris, Chairperson, Roanoke City School Board, 2813 Edgewood Street, S. W., Roanoke, Virginia 24015 E. Wayne Harris, Superintendent of Roanoke City Public Schools Richard L. Kelley, Assistant Superintendent for Operations, Roanoke City Public Schools June S. Nolley, Clerk of the Roanoke City School Board Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Robert H. Bird, Municipal Auditor Wiliard N. Claytor, Director of Real Estate Valuation William F. Clark, Director, Public Works Kit B. Kiser, Director, Utilities and Operations Glenn D. Radcliffe, Director, Human Development George C. Snead, Jr., Director, Public Safety Diane S. Akers, Budget Administrator, Office of Management and Budget December 12, 1994 Honorable Mayor and Members of City Council Roanoke, Virginia Subject: Proposed Budget Study Schedule - Fiscal Year 1995-96 Dear Mayor and Members of Council: I am writing to advise you of the proposed budget study schedule for City Council for Fiscal Year 1995-96 as outlined in Attachment A. Based on this schedule, the operating budget can be adopted on May 8, 1995, which is a regularly scheduled meeting of City Council or may be extended if necessary to May 15, 1995. The May 1, 1995 public hearing on the budget will, however, require a special meeting, since City Council meetings are now held on the second and fourth Mondays of each month. Please review this attachment and contact my office if any of our suggested dates conflict with your schedules. I request that City Council consider the proposed budget study schedule and take action on Monday, January 9, 1995 to formally approve the schedule~ so that we may proceed with the budget preparation process in an expedient manner. WRH:DSA Respectfully Submitted, W. Robert Herbert City Manager Attachments CC~ Chairman, Roanoke City School Board Superintendent of Schools Assistant City Manager Budget Administrator City Attorney City Clerk Deputy Director of Finance Director of Finance Director of Human Development Director of Public Safety Director of Public Works Director of Utilities and Operations Manager, Management and Budget PROPOSED BUDGET STUDY SCHEDULE FOR CITY COUNCIL FISCAL YEAR 1995-96 Attachment A Date April 24, 1995 April 24, 1995 May 1, 1995 May 2 - 5, 1995 May 8, 1995 and/or May 9 - 12 May 15, 1995 Budget Preparation Activities Public presentation of Fiscal Year 1994- 95 recommended budget to City Council by City Manager. Advertisements of' public hearings on recommended budget and tax rates appear in newspapers. Public hearings on recommended budget and tax rates. City Council budget study work sessions. City Council adopts General Fund, Special Revenue Fund - Schools and Proprietary Fund budgets and approves an annual appropriation ordinance. * Additional City Council budget study work sessions. * City Council adopts General Fund, Special Revenue Fund - Schools and Proprietary Fund budgets and approves an annual appropriation ordinance. City Council has the option of extending the budget study work sessions to May 9 - 12, 1995 and adopting budgets on May 15, 1995, if necessary. Dear Mayor and Members of Council: The attached Calendar of Events for Budget Preparation Activities is provided as information to Council Members only. It is not part of the agenda package. CALENDAR OF EVENTS FOR BUDGET PREPARATION ACTIVITIES FISCAL YEAR 1995-96 Date November 30, 1994 December 12, 1994 December 14, 1994 December 19, 1994 January 9, 1995 January 18, 1995 January 20, 1995 Jan. 25-27,1995 February 15, 1995 February24, 1995 February27, 1995 March 1, 1995 March 10, 1995 Budeet Preparation Activities Preliminary revenue estimate for local taxes prepared by Director of Finance for School Administration. Proposed budget study schedule for Fiscal Year 1995-96 forwarded to City Council. Instructions for Phase I of the budget process (preparation of goals and objectives) distributed to program managers by the Office of Management and Budget. Governor presents State budget to General Assembly. City Council adopts budget study schedule for Fiscal Year 1995-96. Preliminary revenue estimates for major revenue categories prepared by Director of Finance. Phase I budget packages due in the Office of Management and Budget. Budget briefing sessions for program managers held; instructions for Phase II of budget preparation (budget instruction manual update, departmental budget planning figures, computerized budget forms and special budget instructions) distributed to program managers by the Office of Management and Budget. Phase II of program budget submittal packages due in Office of Management and Budget. Review of program budget submittal packages by the Office of Management and Budget staff for accuracy and completeness; packages returned to program managers for any necessary corrections. General Assembly completes work on State budget; impact on City budget determined. Budget sessions for program managers and School Administration with Budget Preparation Committee begin. Budget sessions for program managers and School Administration with Budget Preparation Committee end. March 15, 1995 March 15, 1995 March 15 - March 29, 1995 April 4, 1995 April17-19,1995 April 2O, 1995 April24,1995 April24,1995 April24, 1995 April24,1995 April24, 1995 April 24, 1995 May 1, 1995 May3- 5,1995 May8, 1995 and/or May 9- 12, 1995 May 15, 1995 Preliminary revenue estimates updated by Director of Finance. School Administration budget received by City Manager. Work sessions with City Manager, Budget Preparation Committee and Directors to balance Fiscal Year 1995-96 budget. Recommended budgets balanced, including .School Administration funding recommendation. Preliminary briefing of City Council on Fiscal Year 1995-96 recommended budget. Recommended budget document delivered to City Council members. Recommended budget computer printouts distributed to program managers. City Manager briefs department managers on recommended budget. Recommended budget documents distributed to program managers. City Manager's press conference to release recommended budget. Public presentation of Fiscal Year 1995-96 recommended budget to City Council by City Manager. Advertisements of public hearings on recommended budget and tax rates appear in newspapers. Public hearings on recommended budget and tax rates - Civic Center Exhibit Hall (7:00 p.m.). City Council budget study work sessions. City Council adopts General Fund, Special Revenue Fund - Schools and Proprietary Fund budgets and approves an annual appropriation ordinance. Additional City Council budget study work sessions. City Council adopts General Fund, Special Revenue Fund - Schools and Proprietary Fund budgets and approves' an annual appropriation ordinance. June 15, 1995 June 15, 1995 June 15, 1995 Adopted budget made available for public inspection. Adopted budget documents printed and distributed to program managers. Letters mailed to outside agencies advising them of status of funding requests. City Council has the option of extending the budget study work sessions to May 9 - 12, 1995 and adopting budgets on May 15, 1995, if necessary. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #110-314-335 Dr. Fred P. Roessel, Jr. Executive Director Blue Ridge Community Services 301 Elm Avenue, S. W. Roanoke, Virginia 24016-4026 Dear Dr. Roessel: Your communication addressed to the Honorable David A. Bowers, Mayor, under date of December 2, 1994, requesting Council's concurrence in the election of Rita J. Gliniecki to fill an existing vacancy as an at-large member of the Board of Directors of Blue Ridge Community Services for a term ending December 31, 1996, was before the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. On motion, duly seconded and adopted, the Members of Roanoke concurred in Ms. Gliniecki's appointment. Sincerely, Mary F. Parker, CMC/AAE City Clerk City Council MFP: sm pc: Onzlee Ware, Vice Chairperson, Blue Ridge Community Services Board of Directors, 104 W. Campbell Avenue, Roanoke, Virginia 24011 W. Robert Herbert, City Manager Glenn D. Radcliffe, Director, Human Development Sandra H. Eakin, Deputy City Clerk Blue Ridge Com nity · · mu Services '94 i~;-'i-5 Rita J. Gliniecki Chairman Onzlee Ware Vice Chairman Pamela K. Cox Treasurer Michael A. Grant Secretary Executive Director Fred P. Roessel, Jr., Ph.D. December 2, 1994 The Honorable David A. Bowers Mayor, City of Roanoke 215 Church Avenue, SW Roanoke, VA 24011 Dear Mayor Bowers: At the December 1, 1994 meeting of the Board of Directors of Blue Ridge Community Services a resolution was passed to recommend Mrs. Rita J. Gliniecki to fill an existing vacancy as an at-large member of the Board. The bylaws of the Board require that at-large members be recommended by the Board to the five participating localities. All five local governments must concur with the recommendation in order to confirm an appointment. Your attention to this matter will be very much appreciated. Sincerely, Executive Director Do FPRjr:cd C: Rita J. Gliniecki Onzlee Ware W. Robert Herbert Glenn Radcliffe Executive Offices - 301 Elm Avenue, SW Roanoke, Virginia~24016-4026 (703) 345-9841 Fax: (703) 342-3855 TDD: (703) 345-0690 Serving the Cities of Roanoke and Salem, and the Counties of Botetourt, Craig and Roanoke COUNTY ADMINISTRATOR ELMER C. HODGE (703) 772-2004 P.O. BOX 29~8b© 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 FAX (703) 772-2193 Dr. Fred 'p. Roessel, Jr. Executive Director Blue Ridge Community Services 301 Elm Avenue, SW Roanoke, VA 24016-4025 December 14, 1994 BOARD OF SUPERVISORS LEE B. EDDY, CHAIRMAN WINDSOR MILL~ MAGISTERIAL DISTRICT EDWARD G. KOHINKE, SR., VICE-CHAIRMAN CATAWBA MAGISTERIAL DISTRICT BOB L. JOHNSON HO/.LINS MAGISTERIAL DISTRICT H. ODELL 'FuzzY" MINNIX CAVE SPRING MAGISTERIAL DISTRICT HARRY C. NICKENS VlNTON MAGISTERIAL DISTRICT (703) 772-2005 Dear Dr. Roessel: This is to advise that at their meeting on Tuesday, December 13, 1994, the Board of Supervisors voted unanimously to ratify the appointment of Mrs. Rita J. Gliniecki as an at-large member of the Blue Ridge Community Services Board of Directors. Mrs. Gliniecki's term will expire December 31, 1997. On behalf of the supervisors and the citizens of Roanoke County, please convey to Mrs. Gliniecki our sincere thanks and appreciation on her willingness to accept this appointment. Sincerely, MHA/bj h CO' Mary H. Allen, CMC Clerk to the Board of Supervisors Mrs. Rita J. Gliniecki Clerk, Roanoke City Council Clerk, Salem City Council Clerk, Botetourt County Board of Supervisors Clerk, Vinton Town Council Clerk, Craig County Board of Supervisors MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #15-20-110 Robert K. Bengtson, Chairperson City of Roanoke Transportation Safety Commission Roanoke, Virginia Dear Mr. Bengtson: This is to advise you that Delvis O. McCadden has qualified as a member of the City of Roanoke Transportation Safety Commission for a term of four years ending October 31, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Delvis O. McCadden, do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the City of Roanoke Transportation Safety Commission for a term of four years ending October 31, 1998, according to the best of my ability. So help me God. Subscribed and sworn to before me this o~ day of)lO~ 1994. ARTHUR B. CRUSH, III, CLERK BY , DEPUTY CLERK MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 12, 1994 File #15-110-178 Dolores C. Daniels Assistant to the City Manager for Community Relations Roanoke, Virginia Dear Ms. Daniels: This is to advise you that G. David Nixon has qualified as a member of the Fair Housing Board for a term of three years ending March 31, 1997. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: Sandra H. Eakin, Deputy City Clerk Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, G. David Nixon ., do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member' of the Fair Housing Boar'd for' a ter'm of thr'ee ,year's ending March 31, 1997. according to the best of my ability. So help me God. Subscribed and sworn to before me, this ARTHUR B. CRUSH, III, CLERK MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #15-110-178 Willis M. Anderson, Chairperson City of Roanoke Redevelopment and Housing Authority Board of Commissioners 2535 Stephenson Avenue, S. W. Roanoke, Virginia 24014 Dear Mr. Anderson: This is to advise you that Thaddeus H. Hale, Jr., has qualified as a member of the City of Roanoke Redevelopment and Housing Authority Board of Commissioners to fill the unexpired term of M. Wendy O'Neil, resigned, ending August 31, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm pc.' Neva J. Smith, Executive Director, City of Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 H. Wesley White, Secretary, City of Roanoke Redevelopment and Housing Authority Board of Commissioners, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 Sandra H. Eakin, Deputy City Clerk '9,'t [!]-; -7 P 1:1 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, Thaddeus H. Hale, Jr., do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the City of Roanoke Redevelopment and Housing Authority Board of Commissioners to fill the unexpired term of M. Wendy O'Neii, resigned, ending August 31, 1998, according to the best of my ability. So help me God. Subscribed and sworn to before me this day of ~ 1994. ARTHUR B. CRUSH, III, CLERK , DEPUTY CLERK MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #15-72-110 The Reverend Frank W. Feather, Chairperson Advisory Board of Human Development 3858 Green Spring Avenue, N. W. Roanoke, Virginia 24017 Dear Reverend Feather: This is to advise you that George M. McMillan has qualified as a member of the Advisory Board of Human Development for a term of four years ending November 30, 1998. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: Glenn D. Radcliffe, Director, Human Development Glenna Ratcliffe, Secretary, Advisory Board of Human Development Sandra H. Eakin, Deputy City Clerk '94 Oath or Affirmation of Office Commonwealth of Virginia, City of Roanoke, to-wit: I, George M. McMillan, do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Advisory Board of Human Development for a term of four years ending November 30, 1998, according to the best of my ability. So help me God. Subscribed and sworn to before me this day of~/~r,,-,-,,~r,.-,,' 1994. ARTHUR B. CRUSH, III, CLERK DEPUTY CLERK Academy of Travel & Tourism 3MO F1E~I~IF'F' AVENUE /qOANC~E. Vt~N~ ~4017 (70~) ~4-3033 (70~ eel~te F~x. (70~) lel-~17 November 4, 1994 Ms. Mary Parker, Clerk Roanoke City Council 315 Church Ave., SW Roanoke, VA 24015 Dear Ms. Parker: On behalf of the staf£ of Academy of Travel & Tourism of the Fleming-Ruffner Magnet Center, we are requesting the opportunity speak at the December 12 meeting of Roanoke City Council. The Business and Marketing Department has been combined this year and offer a program of studies in Travel & Tourism, which we feel will be of interest to the Council. We have introduced our program to two council members, who suggested that we present It to the entlre council. Both Billie Wright and I wish to attend and minutes to address the group on December 12. soon as possible if this Is approved. be given about 10 Please advise me as Billie Wright, Teacher Business and Marketing Department NOU-0~-199~ 2~: 4~ P. 02 FLEMING-RUFI=NER MAGNET CENTER Academy of Travel & Tourism Business & Marketing Programs 3649 FERNCLIFF AVENUE NW ROANOKE, VIRGINIA 24017 (703) 224-3033 (703) 981-2819 Fax - (703) 981-2687 l{oanoke City Council Neeting December 12, 1994 Only site/school in Virginia which of National Academy Foundation is member Goals of Program · Prepare students for entry level careers in travel and tourism as well as business and industry · Involve local businesses in student training through partnerships, internships, mentorships, and guest speakers Features of Program Comprehensive overview of travel and tourism industry through: · simulated airline reservation software application geography destination studies English for travel and tourism · field (familiarization) trips · summer internships in local businesses for 1995-96 · mentorships/shadowing experiences with industry experts guest speakers · active Business Advisory Board Most unique feature located at Fleming Ruffner Magnet Center is the simulated travel agency, Fleming Travel ConnectiOns, through which students will have access to: · world view trip planner software system · American on-line Sabre Travel Power Macintosh computers client simulated projects · provide travel plans for entire staff and student body of the school Benefits to Employers and Partners - provides opportunity to train future employees - expands general public knowledge and appreciation of the travel and tourism industry - involves business with public school system MAYOP. 80WERS , CITY COUNCIL MEMBERS , AND OTHER DISTINGUISHED QUESTS, My name iS Loree Clark, I am a senior at FRMC and a member of the Academy oF Travel & Tourism, On behalf of the Academy of Travel & Tourism of Fleming Ruffner Magnet Center, we would like to thank you for giving us the opportunity to speak about ~ht~ new, outstanding program Iocated on the campus of FRMC. The AOTT ts a brand new program funded for the 1994-95 school year under federal magnet school grants. The sta-Ff of the Business and Marketing Programs identified the [ravel industry as the 3rd largest industry in VA, and the 1st largest industry in the world. With this fact in mlnd, the AOTT program was designed to provide Roanoke City School Students opportunities to access this growing and exciting industry. THE TWO MAIN GOALS OF' THE PROGRAM ARE: 1. PREPARE STUDENTS FOR ENTRY LEVEL AND CAREER POSITIONS IN THE TRAVEL AND TOURISM INDUSTRY AS WELL AS OTHER SERVICE INDUSTRIES, 2. INVOLVE LOCAL BUSINESSES IN STUOENT TRAINING THROUGH PARTNERSHIPS, INTERNSHIPS, MENTORSHIPS, AND GUEST SPEAKERS. The AOTT applied for and was accepted aa a member of the National Academy Foundation, a national, non-profit organization dedicated DEC-15-1994 01:45 P. 02 community. The National Academy Foundation had provided FRMC teacher tFa[ning. The most unique feature of this program is the on-site travel agency, FLEMING TRAVEL CONNE£T[ON$. En the travel agency students have access to software, T-esource materials, and the actual technolog~ used in travel agencies in the Roanoke Valley. students have already completed 18 t~'avel destination reports for the F'ieming faculty. FLEMING TRAVEL aGENCY gives us the opportunity to learn in an authentic bu~[ne~ ntm~t~phere which gives us a ?eaL[st[c outlook, and information about careers ranging from Travel Agent [o hotel / motel operations, and attract[on marketing. ~e are also pleased to have a foreign exchange student from · -~mm~ in our program this year, helping us to fully understand -~ customs and geography. In addition to on-site training we have contacted local agencies USAir at the Roanoke Regional Airport, and plan future trips to other [ocs1 destinations. An out of state familiarization trip wiil be planned yearly as a paYt of the From computer software to guest speakers ihs AOTT is an exciting and interesting program. P. 0~ For community involvement in the AOTT ./ THANK YOU VERY MUCH. Helio, m7 ,name is Oan,',? King, I am a junior in the AOTT. we know that the City of Roanoke IS concerned with the technology available [n the public school system, therefore, would like to take a moment to review the technology in the ~OTT. Carrently we have in place in FLEMZN~ TRAVEL CONNECTIONS, 2 486 - DOS computer systems, and one ~ower Macintosh system. We are fortunaEe to be exposed to both systems because different induet'ries use some of each type of computer. With these first rate systems we can run advanced software and CD Rom Programs. Our Software includes: WORLDVIEW TRIP PLANNER - (explain It), note that this software is currently used in local travel agents to serve customers, PCGLOeE, PCUSA - knowing that knowledge of geography is so important in this ~ndustry,.we use this soft,are to leaMn our travel destinations ail over ~he world, (EXPlain INTERNATIONAL AIR TRANSPORT ASSOCIATION TRAINING SOFTWARE; This software is used by the airline industry Lo train entry- employees in customer service skills, travel technology, and sales techniques. WORLD ATLAS - is a CD ROM Program that will Lake Us on a visual JOUrney around the DEC-15-1994 01:46 P. 04 SI~4ULATED AIRLINE RESERVATION SOFTWARE: this program helps to learn a£riine codes, flight coding, and t[,:k,~.~.[n~) procedures. BUT, the most exciting new addition [o our pro,9F.mm AMERiCAN_OH LIHE. This on-line ability will allow us access to current fki,;ht information through SABRE, and h,>tet/motel , and car rental information. wE ARE PROUD OF OUR TECHNOLOGY et AOTT. FinallY, I would like to cover the importance of involvement o* local businesses in this program for II'to be truly successful. The Roapoke valley Visitors and Convention Bureau has endorsed our ~rogram and made its member aware of it, and one of its member is on our advisory committee, usair has also agreed to provide a membe~ for our advisory committee, other partnerships are also be formed. Local business will be used to place student internships and mentors, provide shadowing experiences, guest speakers, and field experiences. Also, local business will be asked to provide constant guidance and advice to the academy staff about current industry trends, program standards, and program goals. It Is our hope that by speaking with you today we will have increased our exposure to the community. We would also like to extend to you, on behalf of the superintendent of Roanoke City Public Schools, an invitation to come to FRMC and visit our travel agency and facilities. Just let us know when you would like to come and we will give you a personal tour. DEC-15-1994 01:47 95~ P. 05 VIRGINIA'S EXPLORE PARK An outdoor classroom and living history museum enabling visitors to learn about the land wildlife, and early Amencan civilizations through a diversity of experiences at the · American Center for Rare and Endangered Species "The Environmental Education Center of Virginia · American Wildemess Park · Native American Indian Park · Blue Ridge Settlement at Milepost 115 on the Blue Ridge Parkway Administered by Virginia Recreational Facilities Authority Virginia Code §10.1-1600 et. seq. in parmersbip with The River Foundation I.R.C. §501 (c) (3) Post Office Box 8508 Roanoke, Virginia 24014-8508 (703) 427-1800 FAX (703) 427-1880 November 16, 1994 Ms. Sandy Eakin City Clerk's Office City of Roanoke 210 Church Avenue Roanoke, Virginia 2401 Dear Ms. Eakin: Now that Virginia's Explore Park has wrapped up its first open- to-the-public season, ! would like to provide a report on our accomplishments to the members of the Roanoke City Council who, as trustees for the citizens of Roanoke, have invested city resources in Explore Park. I would like to describe how the city receives a return on its investment in Explore. Would you please include me on the agenda of the Council's December 12 meeting and let me know approximately the time of day I should be prepared to make my presentation? Thank you very much. Sincerely, M. Rupert Cutler, Ph.D. Executive Director MRC/pkl C: The Hon. David Bowers Dr. Norman D. Fintel Trixie L. Averill Explore Park's First Season A Report to the Roanoke City Council By M. Rupert Cutler, Park Director December 12, 1994 Mayor Bowers, members of Council, Mr. Herbert, ! appreciate this opportunity to thank you all again for the City's--and the city school system's--past and anticipated future grants to Explore Park. ! am here to report to you "investors" in Explore Park how the park's first "open season" went and what our plans are for 1995. Our hands-on history and nature teaching program now has reached thousands of Roanoke City school children. ! have a few slides to show, of new park buildings and facilities, if there's time. First, I'd like to mention an idea we have had at Explore that fits with the mayor's and other council members' public references to the benefits of regional cooperation among our several local units of government. In that vein, we would like community leaders to imagine the city, the county and other local entities pooling their resources to help provide a state-of-the-art environmental education teaching facility at Explore Park. This facility could be as basic as a traditional nature center. It could be a second campus for the Roanoke Valley Governor's School for Science and Technology. Or it could take the form of a "charter school" on the Explore Park campus--perhaps a middle school specializing in environmental sciences, taking advantage of Explore Park's unique resources. If there is a need to build more science teaching classrooms in the Roanoke Valley, why not build them in Explore Park where students could study geology, chemistry, archeology, history, and all aspects of biology at the school's doorstep? They could see the real stuff, not just words in books, and possibly be turned on to careers in science as a result. Now to my report: After nine years of planning, land acquisition, and development, it was a joy finally to open Explore Park to the public this year. Our fi~'st season went well. Last-minute preparations for opening day were hectic, to say the least. Some of you remember how rough Explore Park looked just two months before our July I opening, on May 4th, Heritage Tourism Day. Mrs. Bowles will remember because she ruined a pair of shoes that day tramping through the mud to get to the Houtz Barn for Martha Mackey's tourism program! In difficult weather conditions, park staff and contractors worked practically around the clock for the next two months to finish roads, bridges, parking lots, trails, historic buildings, and interpretive signs, so that when July 1 st rolled around and the sun finally shone on Explore Park, we were ready to be open for business. And business did roll in! A year ago, in making our case to state legislators for state support, we estimated that Explore Park would draw about 25,000 visitors the first year it was open. The "year" we had in mind was the state's fiscal year, from July 1, 1994, to June 30, 1995. I expect we will beat that estimate by about 10,000. This year alone, in an abbreviated season that didn't begin until July 2 and ended October 31--and we were open only on weekends and Mondays--over 20,500 people came to Explore Park. There are three more months of park open season left in the fiscal year--April, May and June of 1995. if we attract the 1,000 visitors per weekend we averaged this year, we'll hit 33,500 by the end of June. I am sure we'll exceed that because the spring is a peak period for Blue Ridge Parkway travel, and parkway travelers constitute at least a third of Explore Park's ticket- buying visitors, if we look at the annual season rather than the fiscal year, we may host 50,000 visitors at Explore Park in 1995. Many of them will be school children coming to Explore by school bus with their teachers, to study American history or natural history. Ask any Roanoke Valley second, third or fourth grader which school field trip his or her class enjoyed. the most or is looking forward to the most. It's likely to be the trip to Explore to see the farm animals and the Native American Indian, to experience a class session in the one-room country school, and to hike in the woods with a trained naturalist. Over 15,000 youngsters have had this experience already. This past fall term alone, we served almost 3,000 schoolkids--735 of them from Roanoke City schools, including Crystal Spring, Fairview, Fishburn, Forest Park, Virginia Heights and Wasena Elementary, Addison, Breckenridge and Northside Middle or Junior High, and Patrick Henry High School. Some 40 of them were "special needs" students. Among our 20,000-plus visitors were thousands of Blue Ridge Parkway travelers, many of whom were lost in terms of where they were in Virginia and what other tourist attractions and accommodations existed in the Roanoke Valley. That's where our temporary regional information center at Explore Park played an important role. Because the budget of the Roanoke Valley Convention and Visitors' Bureau was insufficient this year to include any funds for building, equipping or staffing the visitor center at Explore Park, we provided that service to the region ourselves, thanks to the J. M. Turner Construction Company which loaned us the trailer, which we located near the ticket booth at the entrance to the park, and to the Kiwanis Club of Roanoke and other local groups which provided volunteers to staff the center. Visitors from 19 states and five foreign countries stopped by for information during the brief time we had the center up and running this year. It will be functioning the entire year of 1995. We hope to have a small permanent regional information building in place at this location by the end of next year and Roanoke Valley Convention and Visitors Bureau assistance in running it. Construction of a replica blacksmith shop on Explore Park's Settlers' Road is under way. Fundraising campaigns to move a church and an inn (to serve as a restaurant) from Botetourt County to the park's Blue Ridge Settlement and to reassemble a minister's house from Craig County there are coming along well. Completion of the entire Blue Ridge Settlement, with at least three homes with bed- and-breakfast overnight accommodations, is anticipated by the end of 1996. And when we open in 1997, visitors will enter the park via the new, limited-access Blue Ridge Parkway spur road across the old regional landfill. Construction of the long- planned federal parkway spur road into Explore should be under way next Spring. You know of Explore Park's financial difficulties. Unfortunately, we went into debt with construction work back in June to get the park ready to open and carried a $220,000 deficit into the current fiscal year. But through economies including reductions in staff and through the sale early next year of surplus real estate the park owns but doesn't need, we expect to be able to pay all our bills and end this fiscal year in the black. Currently, monthly income and expenses are in balance. Needless to say, the City's promised $25,000 grant to Explore next month will move quickly through the economy through payments to our patient vendors. Please continue your support of Explore Park in future fiscal years. Without your regular help we cannot hope to match and qualify for the $400,000 per year for this year and next generously appropriated for Explore by the Virginia General Assembly. When downtown Roanoke and Explore Park are directly connected by a greenway hike-bike trail along the Roanoke River and a regular free shuttle bus service, and when the Hotel Roanoke and Conference Center is regularly transporting its conferees and their families to Explore Park as part of their conference "package" of activities, the importance of the Roanoke City-Explore connection will be more evident than it is today. But you can see already how much Explore Park serves city residents, students, and businesses. We look forward to doing an even better job of serving the citizens of the City of Roanoke in the months and years ahead. Thank you for your attention. PRESENTATION to the OTY CoUNOL OTY of Ro~oKE Planning Document for Capital Projects and Annual operations at Virginia's E~plore Park Presented by M. P~pert Cutler, Ph.D. Executive Director Virginia's E~plore Park December 12, 1994 Virginia's E~Tplore Park is a natural and living history park dedicated to helping protect the environmental and cultural heritage of Western Virginia and to presenting that heritage in an entertaining and enjoyable way. The pork's , 1,300 acres of wildlands are bisected by the P~anok~ P~ver and bounded on the west by the Blue ~dge Parkway and on the east by Smith Mountain Lake. Through costumed historic interpreters and educational opportunities, E~plore provides a fascinating introduction to western Virginia's abundant ~atural resources, its rich history of human occupation, and the relationship between human beings and their environment through thousands of years. EXPLORE the VISION EXPLORE TODAy From its beginnings in 1985, Virginia's Explore Park has achieved many milestones, such as: The purchase of 1,300 acres of diverse terrain astride the Roanoke River, with access to the Blue Ridge Parkway and providing land enough for all facets of the Park's developed areas, as well as natural areas to remain undeveloped. Hear completion of the Blue Ridge Settlement, an 1800s frontier town with authentic buildings creating the backdrop for interpretation about the cultural history of our region. Costumed historic interpreters provide interactive learning and fun, and make the lifeways of the 1800s come alive. Miles of hiking trails that can be explored independently or with a naturalist, making Explore Park a natural haven just a few minutes from the bustle of the city. The American Center for Rare and Endangered Species (ACRES), a joint venture with Mill Mountain Zoo, which provides for the breeding of rare and endangered species. A family of rare red wolves is currently under the care of the staff at ACRES. Over 15,000 school children taking class field trips to Explore over the past four years. 20,500 guests in the Park's first four-month season. Explore is a unique public/private joint venture. Most of operating expense funding comes from state, county and city grants via the Virginia Recreational Facilities Authority. Private support is generated by The River Foundation, the fund raising partner of Explore. Over $6 million in private gifts have been made to Explore Park from individuals in the Roanoke Valley with the expectation that the Park will become a major tourist destination/economic development project as well as an important educational facility. EXPLORE the GOALS The Living History Museum ($3.5 million) Explore's goal as a Living History Museum is to be an "Education Park," where visitors develop a sense of place in history, a connection with the natural world, and a deeper appreciation of the vibrant traditions and lifeways of the major human cultures, native and immigrant, inhabiting western Virginia during the 17th, 18th and 19th centuries, The Education Campus ($3 million) The completion of the Education Campus will fulfill our goal to offer facilitated mediation, in-service training for professional continuing education, conference, and performing arts opportunities at a wooded, quiet "retreat" site near a metropolitan area with frequent airline service, where the interdependence of an ecologically healthy environment and a vibrant and productive economy can be highlighted and demonstrated. The North American Wilderness Park Zoo ($750,000 for planning) In keeping with our belief in the mutual sustainability of life, we have set for ourselves the goal to provide a safe home for indigenous plants and wildlife species by protecting their natural habitats, by displaying them in situations that relate them to regional history and culture in a nationally significant zoological park, and by providing a facility for the captive breeding of endangered species of native wildlife to contribute to the species' recovery in the wild. Sustaining O~ality Operati4ms ($300,000 per year) Explore Park needs about $300,000 per year in Private gifts and grants to maintain its high quality operations. The remainder of the nearly $1 million budget comes from an appropropration by the Commonwealth of Virginia, Roanoke County and the City of Roanoke. The State grant of $400,000 must be matched each year. ACTION I I The Living History Museum Completion Anticipated 199 7 ExPlore Park's Living History Museum is its current attraction. When completed, the Living History Museum will offer visitors "living lessons in history" from the period of Native American Indian occupation in and prior to the 1600s, the European settlers of the 1700s, and frontier settlement up to 1850. Visitors to the Living History Museum walk down a shady path, past an orchard of antique apple and pear varieties, into an old-time village with all the sights and sounds of rural pre-Civil War life. They can pick beans in season and cook them along with an interpreter in an authentic fireplace, or practice throwing tomahawks with the Ionghunter while a dulcimer is played nearby. A descendant of the Nanticoke-Choptank tribe demonstrates native skills such as fire-making and flint-knapping, and teaches about respect for Mother Earth. In keeping with the pre-Civil War theme, all of the animals in the village are varieties used exclusively during that time, but which now are rare minor breeds, such as Pilgrim Geese, Dominique chickens and Ossabaw Island pigs. Likewise, ali the garden vegetables are old-time varieties, and the pears and apples are antique orchard stock. Restored and rebuilt structures from the Roanoke area are period buildings that have been carefully dismantled and reassembled at the new site. With appro~mately l~lf of the buildings for the Blue P~dge Settlement already in place, the entire cost of the Living History Museum at E~plore is assessed at $3.5 million. Current Blue P~dge Settlement ($1.5 million) Completion of the Blue P~'dge Settlement $1.5 million 1750 's Fort $ .25 million 1600 "s Native American Indian Village $ .25 million PLaN AOTION II The Education Campus Construction to begin 1995 Explore's dedication to "hands-on" environmental education and facilitated mediation of natural resource use-issues is based on concern for the concept of Interdependence between an ecologically sustainable environment and a growing, productive economy, Our focus on developing solutions that protect both the environment and jobs is the heart of the program of the Education Campus, a place where learners of all ages can be exposed to ideas new and old and consider the roles that each may play in the future. The campus will consist of four units; a K-12 Learning Center, a Visitor Education Center, A Conference and Mediation Center, and a Great Hall Auditorium/Amphitheater. ~ complete cost of the Education Campus is anticipated at $3 million. The K-12 Learning Center The ~IPtsitor Education Center The Conference and Mediation Center $ .75 million $ .75 million $ .75 million rllte Great Hall Auditorium/Amphitheater $ . 75 million ACTION III NOrth American Wilderness Park Zoo Six natural areas of Explore land were designated in 1991, setting aside 1,000 acres of the Park as scientific natural area for research, education, wildlife viewing, hiking, and habitat protection for local flora and free-ranging wildlife. in that same year Explore took a first step in establishing a captive breeding facility for wolves and other rare animals, the American Center for Rare and Endangered Species ('ACRES). The project is endorsed by the C!.$. F'ish and Wildlife Service, and was created through a cooperative agreement with the Blue Ridge Zoological Society. Today the program is going strong, with a family of seven red wolves as the focus of ACRES. Still to be accomplished is the creation of a 500-acre North American Wilderness Park Zoo designed to replicate the regions visited by, and wildlife seen by, the Lewis and Clark Expedition. The bulk of this phase of E~plore, The North American Wilderness Park Zoo, is scheduled to open at the turn of the century. Funds needed now for planning and development are estimated at $750,000. ACTION IV Sustaining Quality Operations Every good operation is based on quality management and infrastructure. At Explore Park, a small but essential staff of 15 provide the management, networking, fund raising, marketing, education and historic interpretation so vital to the Park's vision. The administrative staff reports to the Virginia Recreational Facilities Authority, the 1:3 member governing board appointed by Governor AlLen. In partnership with The River Foundation, the staff directs and carries out fund-raising efforts, works with local and state governments in obtaining resources, initiates community related projects, and handles the 'business" of our almost $1 million annual budget. The Park's educators and interpreters demonstrate Expiore's mission every day as they assist and teach school children and Park visitors, maintain ] ,300 acres of Explore land and six miles of hiking trails, care for the historic buildings in the Living History h~useum, welcome the over 20,000 visitors received in the first four-month season, and offer outreach and workshop opportunities for the Roanoke community. The Commonwealth of Virginia provides $400,000 annually, an amount which E~plore must match. P~ganok¢ County and the City of P~ganol~ supply some of that match, but E:~plore still needs $300,000 each year to complete the match and provide for essential IN CoNoz oN Virginia's Explore Park has the staff, the know-how, and the community support to bring this multi-faceted project into reality. At Explore Parl~ we believe that natural environment-protection and economic development go hand in hand to provide jobs, raw materials, and a high quality of life for people. The EDUCATION CAMPUS Attachment Explore's dedication to "hands-on" environmental education and facilitated mediation of natural resource use- issues is based on concern for the concept of interdependence between an ecologically sustainable environment and a growing, productive economy. Our focus on developing solutions that protect both the environment and jobs is the heart of the program of the Education Campus, a place where learners of ali ages can be exposed to ideas new and old and consider the roles that each may play in the future. The Education Campus is designed to be the national focal point for environmental education, in-service training of teachers and other professionals and the preparation of environmental education materials. Rather than propose the construction of one large, multipurpose building, we have chosen to honor the environment by carefully placing smaller buildings into the natural setting. Each will have its own niche, but be built to provide multiple service if needed. The first priority is an education facility designed primarily to serve school children, yet flexible enough to enable some environmental conferencing and continuing education. Close by will 'be the second structure where visitors will enter the Park and study the literature and exhibits appropriate to the Park. This center must include essential services and a place for sales of arts and crafts produced either in the Settlement or by area artists and craftspeople. The third unit will house a center for mediation, continuing education and conferencing on environmental and related issues. A fourth unit will complete the complex, namely, a Great Hall Auditorium/Amphitheater. This unit will become essential as Explore continues to grow. UNIT ONE: The Learning Center At Explore Park's K-! 2 Learning Center, the highest quality environmental education programming will be provided for students of all ages, and from all schools, public and private. Programs for retired Eiderhostel participants and other older citizens will be offered there, as well. Students will learn about the natural world, environmental ethics and standards, and resource management, through a combination of hands-on experience in a semi-wilderness environment and access to a variety of technologies. Small groups of students will be taught by a team of specialist teachers. The center's staff of naturalists, foresters, resource managers, historians and education specialists will join with classroom teachers to design a learning experience in which students are engaged, active and productive. This team teaching/multi-media approach surrounds the participants and allows students to learn and to teach each other in an atmosphere that encourages cooperation and mutual respect while mastering a given subject. Along with providing quality education to students, the center plans to reach outside the local community with a program of in-service training to teachers and other professionals from around the country. Teachers will gain knowledge about curriculum, activities and the use of technologies in an atmosphere that promotes their learning and development. Teachers will return to their districts with the tools, not only to teach students, but other teachers, with support from the Explore Park Learning Center. The ~tional ~grogram Tod~y over 15,000 school children have enjoyed half-day guided field trips at the Explore site. Because it offers a unique diversity of hands-on learning experiences outdoors in a natural frontier settlement environment, a day at Explore has quickly become one of the most popular school field trips in the area. Teachers at Explore include carpenters, blacksmiths, musicians, gardeners, old-time cooks and farmers. The Park naturalist is available to lead half-day nature walks and discusses the ecosystem, hydrology, meteorology, zoology, botany, geology and the basic natural history of the park. A member of the Society of American Foresters leads a tour of the local forest, emphasizing the structure of the original forest, natural changes and those brought about by burning, clearing, logging and agriculture, and the effects of these changes on the whole ecosystem. Along with providing an outdoor learning experience, Explore publishes a series of educational materials for use in grades K-12. The first two publications are currently available. A Walk Throu.qh Time is a history of forestry in the Roanoke Valley. It begins with Native American forestry practices, describes logging techniques used in the 1800s by the settlers and explains current forest management programs and the effect of each on the natural environment. Impacts of indiRenous People and European Immiqrants on the Soils of Roanoke Valley provides a thorough explanation of soil science and a wide variety of hands-on experiments to make the learning real for high school students.. A self-guided version of the Society of American Foresters' Tour, A Trail Throu,qh Time at VirRinia's Explore Park, leads the visitors through a series of stations on a half-mile walk, and includes all information available on the guided tour. Explore Park's N-12 Learning Center plans a comprehensive age- appropriate program of biological, earth and environmental sciences, in a balance of indoor and outdoor activities, students will participate in a variety of practical hand-on experiments and experiences with the natural world under the guidance of professional naturalists. Students and teachers can participate in ongoing programs and workshops, and the Park staff will coordinate with teachers to provide materials and assistance to make the transition between the park and classroom. Explore's Learning Center will offer the full complement of scientific, audio/visual and electronic equipment to make a wide variety of experiences possible. The following subjects will be included. Soil Science Students will study soil structure and composition and learn soil testing. They will learn how topsoil is made, and study the soil's rich biotic life. Hydrology Students will learn about the movement, flow and physical parameters of surface and groundwater and their effects on the ecosystem. They will observe seasonal changes, and test water quality. ~Vater samples will be collected, and plankton and other life forms studied microscopically. We will discuss human water use and the need for conservation. Forestry Historical and modern forestry practices and their effects on the surrounding life will be studied. Students will use measuring devices such as the DBH (diameter at breast height) tape, increment borer, Abney level and prisms. Tree identification and the natural history of the local forest will be included. Students will understand the relationship between forest, forest soils and wildlife, and the role man has played in altering the forests in the Southern Appalachian Region. Geology Students will gather and study rock samples in order to understand the local geological structure and history, They will learn to read topographical and other maps. They will examine fossil evidence of early life forms that existed prior to the development of the Appalachian Mountains, Plate tectonics will also be studied, along with the impact of weathering and erosion on the formation of new soils and rocks, · Meteoro logy Local weather patterns will be studied at two weather stations at different locations--riverside and ridgetop--to measure the effects of microclimate on weather. Airflow patterns, cloud types, solar radiation, and rainfall distribution patterns will be studied, and data compared. Astronomy Botany Ecology Zoology Entomology Restoration Ecology Special programs will be presented at lunar and solar eclipses to study the movement of these bodies. We will use night vision goggles to study 5th, 6th, and 7th magnitude stars and meteor showers. Our program will complement that offered by the Science h~useum of Southwest Virginia. Haturallsts will lead walks through the woods in all four seasons to teach first-hand about local plant life. Students will learn to use the keying system to identify plants, and dissection and microscopy to study them, Plant life cycles and the effects of human intervention will be studied, Our greenhouse will be available for the study of shoot and root growth and plant life cycles. Students will learn about plant and animal communities and interacUons with an emphasis on our changing or non-static environment. We will use statistical information to study population dynamics. Special feeding environments and stations will draw animal life for observation and tracking, We will give special attention to threatened and endangered species. Clsing the catch-and-release concept, insects will be identified and their lifecycles and niches in the biotic community will be studied. Students will observe chrysalis development and other fascinating life processes. By participating in the restoration of degraded regions within Explore, students will learn the principles, problems and practicalities of land reclamation. UNIT rpI40 V'~itor Ed~ Center This building will give visitors a taste of what they will experience on their journey through Explore. it will serve as the starting point for all visitors, providing Park information, exhibits, restroom and simple dining facilities, ticket sales, and a museum store for the sale of period-appropriate items and hand- crafted gifts made on site. The Conference Center Explore Park's Conference Center will bring together a comfortable conference facility, a comprehensive environmental database, an educational center, and a uniquely qualified staff to facilitate solutions to local, national and international environmental problems. Thus the Conference Center will fulfill two important aspects of Explore's mission: !) to help public and private policy-makers consider the costs and benefits of alternative environmental futures and resolve difficult environmental-protection questions, and 2) to offer badly needed in-service training courses for the employees of industries who must respond to constantly changing governmental regulations. Explore has outstanding potential for providing a continuing series of professional meetings In a semi-wilderness setting. Explore can provide an ideal location for facilitated environmental policy dialogues, in-service training courses to help natural resource professionals, and teachers, to maintain their certification. Opportunities will be available for board of directors' retreats, staff strategic planning meetings and other conferences that pertain to the environmental dialogue. UNIT FoUR Great 9TalI Auditodu Amp r Explore Park's unique setting for lecture series, environmental mediation conferences, continuing adult education, and live performances forecasts the need for a Great Hail, where the views of the environmentalist, economic developer, artist, and student ali can be shared. The form of this building as now conceived is that of a rustic cathedral structure overi(~oking the Roanoke River and seaUng in comfort an audience of approximately 22.5 persons. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #80-336 Mr. J. H. Fulghum 112 Kirk Avenue, S. W. Roanoke, Virginia 24011 Dear Mr. Fulghum: On behalf of the Mayor and Members of the Roanoke City Council and Council Appointed Officers, please allow me to take this opportunity to thank you for providing each of us with a copy of your book entitled, There Is Nothing To Do In Roanoke, Virginia, which was presented at a regular meeting of the Council of the City of Roanoke held on Monday, December 12, 1994. With warmest regards, I am 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #58-202-301-472 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, December 12, 1994, Council Member White requested that you provide Council with a status report within six months from the date of implementation with regard to cost savings and improved management practices as a result of the new Risk Management Information System. Sincerely, ~.~ Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: The Honorable William White, Sr., Council Member MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #58-202-301-472 Roni J. Gossman Vice President Alexander and Alexander, Inc. d/b/a Anisties Two Piedmont Center Suite 710 3565 Piedmont Road, N. E. Atlanta, Georgia 30363 Dear Ms. Gossman: I am enclosing copy of Resolution No. 32278-121294 accepting the bid of Alexander & Alexander, Inc., d/b/a Anisties, for provision and installation of computer hardware for the Risk Management Information System, upon certain terms and conditions; authorizing the proper City officials to execute the requisite contract; and rejecting the other bids made to the City. Resolution No. 32278-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #58-202-301-472 Brian D. Adams Director of Operations David Corporation 580 California Street, 3rd Floor San Francisco, California 94118 George H. Cannon Vice President Insurance Software Products, Inc. 3625 Queen Palm Drive Tampa, Florida 33619 Edward G. Butterworth Vice President Johnson & Higgins P. O. Box 1137 Richmond, Virginia 23208-1137 Gentlemen: I am enclosing copy of Resolution No. 32278-121294 accepting the bid of Alexander & Alexander, Inc., d/b/a Anistics, for provision and installation of computer hardware for the Risk Management Information System, upon certain terms and conditions; authorizing the proper City officials to execute the requisite contract; and rejecting the other bids made to the City. Resolution No. 32278-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday December 12, 1994. , On behalf of the Mayor and Members of City Council, I would like to express ap. preciation for submitting your bid on the abovedescribed equipment. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eric. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32278-121294. A RESOLUTION accepting the bid of Alexander & Alexander Inc. d/b/a Anistics, for the provision and installation of computer hardware for the Risk Management Information System, upon certain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract; and rejecting the other bids made to the City. BE follows: 1. IT RESOLVED by the Council of the City of Roanoke as The bid of Alexander & Alexander Inc. d/b/a Anistics, in the amount of $25,500.00, plus reasonable out-of-pocket expenses for food and lodging during the training period, for the purchase, installation and training in the use of computer hardware for the Risk Management Information System, as more particularly set forth in the December 12, 1994, report of the City Manager to this Council, such bid being the most responsive bid made therefor, which bid is on file in the Office of the City Clerk, be and is Wereby 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 appropriated by Council. 3. The other bids made to the City for the aforesaid work is hereby REJECTED, and the City Clerk is directed to notify such bidders and to express the City's appreciation for such bids. ATTEST: City Clerk. Roanoke, Virginia December 12~ 1994 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Te SUBJECT: Risk Management Information Syste~ Purchase Proposal ~94-7-95 ~ on the subject in chronological order ' : ae The City of Roanok~ is self-insured regarding automobile liability and workers' compensation. The Office of Risk Management actively administers approximately 1000 new and ongoing workers' compensation and automobile liability claims annually. Be Ce The Office of Risk Manaqement procures bonds, general liability, flood and property insurance in excess of $120,000,000 annually. The Risk Manaqement Information System (RMIS) currently in use by the Office of Risk Management was purchased in February 1988. When purchased, this system (Riskmaster) was appropriate for the technology at that time. In comparison with existing systems it is very slow, inaccurate (computations do not follow industry standards), and not user friendly. This system will not track insurance or required OSHA and Bureau of Labor Statistics incidents. This system will make compliance with the Governmental Accounting Standards Board extremely difficult. This system does not produce meaningful reports. There are reportinq limitations of the Riskmaster RMIS that prevent the Office of Risk Management from providing meaningful actuarial type data to Finance and to insurers. Ee ~ modern RMIS system can help prevent claims mishandling and alert us to insurance coverage gaps, and it can assist in safety and loss control and medical cost containment efforts. The importance of this is as follows: 1. Mishandled claims or uninsured property losses can cost the City millions of dollars. 2. Safety and loss control efforts and medical cost containment protects the City's resources of money, personnel, citizens and property. RiekManage~ent Information Syete~ Proposal ~94-7-95 Page 2 II. III. Specifications were developed for a modern RMIS to be used in the Office of Risk Management. Request for proposals were sent to seven (7) vendors known to offer this type of system. A public advertisement was also published in the Roanoke Times and Roanoke Tribune. Current Situation in order of importance are: Four (4) proposals were received. Ail proposals were evaluated in a consistent manner and interviews conducted with all responding vendors, by representatives of the following Departments: Office of Risk Management City Information Systems Finance General Services purinq the interview of all respondents cost factors were identified. The costs for out-of-pocket expenses for training could not be estimated with certainty and are not included. The respondents and their proposed costs are as follows: Alexander & Alexander Inc. d/b/a Anistics $25,500.00 David Corporation $50,500.00 Insurance Software Products, Inc. $65,950.00 Johnson & Higgins $60,000.00 (3 year lincense) The vendors were rated by interviewers on critical factors of their respective systems. All interviewers gave Anistics the highest (best) number score. D. ~nistics provided the lowest proposal and meets all requirements and specifications of the City. Issue_____~s in order of importance are: A. Need. B. Compliance with specifications. Riek Manag~,ent Information System Proposal $94-7-95 Page 3 IV. Alternatives City Council authoriz~ the purchase of Risk Management Information System software from Anistics for a total cost of $25,500.00. Need for the requested system software will allow for the appropriate continued maintenance of insurance documents, records and claims, and also provide valuable statistical information which will be used to better control and/or eliminate potential risk of liability to the City. 2. Comgliance with specifications is met with proposal submitted by Anistics. Se Fundinq is available in Risk Management Account 001-002-1262-9015 to allow for the purchase of the requested system software. Be Do not authorize the purchase of the Risk Management Information System. Need for a more dependable system which will allow insurance accountability and maintenance of risk factors will not be addressed. 2. Compliance with specification will not be a factor in this alternative. Se Funding that is available in Risk Management Account Number 001-002-1262-9015 to purchase the requested software would not be expended. V. Recommendation Ae City Council concur with alternative "A" and authorize the purchase of a Risk Management Information System from Anistics for the total cost of $25,500.00 and reject all other proposals. Respectfully submitted, W. Robert Herbert City Manager Risk Management Information Syste~ Proposal ~94-7-95 Page 4 cc: City Attorney Director of Finance City Clerk Management and Budget Director of Utilities & Operations Director of Public Works Director of Public Safety Director of Human Resources Manager of Personnel Management Manager of City Information Systems Manager of General Services IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 12th day of December, 1994. No. 32279-121294. AN ORDINANCE to amend and reordain certain sections of the 1994-95 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 1994-95 Capital Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: AooroDriations Sanitation $ 4,010,156 Salem Avenue Storm Drain Replacement (1) .............................. 21,247 Capital Improvement ~~ 2,599,556 Public Improvement Bonds Series 1992A (2) ............ 2,337,859 1) Appropriated from Bond Funds (008-052-9643-9001) $ 5,287 2) Storm Drains (008-052-9700-9176) (5,287) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. December 12, 1994 Report No. 94-203 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: AMENDMENT NO. 1 AGREEMENT FOR ENGINEERING SERVICES WITH MATTERN & CRAIG, INC. FOR REPLACEMENT OF THE SALEM AVENUE STORM DRAIN Background in chronological order is as follows: Periodic flooding has been a problem in downtown Roanoke since the first settlement of Big Lick. Short duration storms (thunder storms) within the downtown area can result in flooded streets and basements. The downtown storm drain system has been visually inspected and evaluated by City staff to determine its capacity. There are potential structural deficiencies near Salem Avenue (from Salem Avenue to the Campbell Avenue/First Street intersection). Co Engineering Services Qualification Proposals were publicly advertised for the necessary evaluations and design of work to correct structural deficiencies. An engineering services contract was awarded to Mattern & Craig, Inc. on October 9, 1989 in the amount of 915,960 for necessary evaluations and design of work to replace approximately 300 lineal feet of storm drain. II. Current Situation is as follows: A preliminary report was completed by Mattern & Craig, Inc. February 15, 1990. Project was delayed until Fifth Street bridge was complete so that no traffic problems would occur on Salem Avenue and First Street. Honorable Mayor and Members of City Council AMENDMENT NO. 1 AGREEMENT FOR ENGINEERING SERVICES WITH MATTERN & CRAIG, INC. FOR REPLACEMENT OF THE SALEM AVENUE STORM DRAIN Page 2 December 12, 1994 Co Fifth Street bridge has been completed and is now open. City staff reviewed preliminary report and since observing another rain in April, 1994, recommended changes in the scope of work that would allow for additional inlets that would help reduce the street flooding. Changes resulted in a net increase in the contract amount of $4,287.00 for Amendment No. 1 and $1,000.00 for project advertising and contingencies. Original Contract Amount Cost-to-Date for Preliminary Design and Safety Inspections Amount Remaining in Contract Amendment No. 1 for Additional Design and Expenses Due to 5 Year Delay Advertising and Contingencies Total to Complete Engineering Current Contract/Contingencies 915,960.00 7,297.00 8,663.00 4,287.00 1,000.00 913,950.00 915,960.00 4,287.00 1,000.00 921,247.00 III. Issues in order of importance are as follows: Engineering concerns in providing the most efficient and cost-effective drainage system Reasonableness of engineering fee Funding IV. Alternatives in order of feasibility are as follows: Ao City Council authorize transfer of 95,287.00 from the 1992 Public Improvement Bonds for Storm Drains, account no. 008-052-9700-9176, to Salem Avenue Storm Drain Replacement, account no. 008-052-9643- 9001. Honorable Mayor and Members of City Council AMENDMENT NO. 1 AGREEMENT FOR ENGINEERING SERVICES WITH MATTERN & CRAIG, INC. FOR REPLACEMENT OF THE SALEM AVENUE STORM DRAIN Page 3 December 12, 1994 City Council also authorize the City Manager to execute Amendment No. 1 to the Engineering Services Agreement with Mattern & Craig, Inc., in the amount of $4,287.00 and provide for $1,000.00 for project advertisement and contingencies. Engineering concerns will be met in maintaining the most efficient and cost-effective drainage system. Reasonableness of engineering fee has been established through negotiation in the scope of work. Funding is available in 1992 Public Improvement Bonds for Storm Drains, account no. 008-052-9700-9176. Do not authorize the City Manager to execute Amendment No. 1 to the Engineering Services Agreement with Mattern & Craig, Inc. and do not provide for advertising and contingencies. Engineering concerns will not be met. Reasonableness of enqineering fee will not be an issue. Funding will not be an issue at this time. Recommendation is as follows: City Council concur in alternative "A" and take the following action: City Council authorize transfer of $5,287.00 from the 1992 Public Improvement Bonds for Storm Drains, account no. 008-052-9700-9176, to Salem Avenue Storm Drain Replacement, account no. 008-052-9643- 9001. City Council authorize the City Manager to execute Amendment No. 1 to the Engineering Services Agreement with Mattern & Craig, Inc., in the amount of $4,287.00 and provide for $1,000.00 for project advertisement and contingencies· Honorable Mayor and Members of City Council AMENDMENT NO. 1 AGREEMENT FOR ENGINEERING SERVICES WITH MATTERN & CRAIG, INC. FOR REPLACEMENT OF THE SALEM AVENUE STORM DRAIN Page 4 December 12, 1994 Respectfully submitted, W. Robert Herbert City Manager WRH/VRD/kh CC: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #102-183-405-514 David C. Hammond Vice-President Hayes, Seay, Mattern and Mattern, Inc. P. O. Box 13446 Roanoke, Virginia 24034 Dear Mr. Hammond: I am enclosing copy of Resolution No. 32281-121294 authorizing execution of Amendment No. 1 to the City's contract with Hayes, Seay, Mattern & Mattern, Inc., dated September 11, 1989, for additional engineering services to be performed in connection with the Hunter Viaduct/Williamson Road Over Railroad, S. W. Bridge, in the amount of $92,138.00, for a total contract amount of $187,138.00. Resolution No. 32281-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. IN THE COUNCIL OF ~ CITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32281-121294. A RESOLUTION authorizing the execution of an amendment to the City's contract with Hayes, Seay, Mattem & Mattern, Inc., for additional engineering services to be performed in connection with the Hunter ViaductYWilliamson Road Over Railroad, S.W. Bridge. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager is hereby authorized to execute for and on behalf of the City, upon form approved by the City Attorney, Amendment Number 1 to the City's contract with Hayes, Seay, Mattem & Mattem, Inc., dated September 11, 1989, in order to provide for additional engineering services related to the Hunter Viaduct/Williamson Road Over Railroad, S.W. Bridge. 2. Such amendment shall provide for services as set forth in the City Manager's report to this Council dated December 12, 1994 and the cost of these additional services is $92,138, with the total contract amount of $187,138.00. ATTEST: city C &k. 1994-95 emergency. WHEREAS, IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 12th day of December, 1994. No. 32280-121294. AN ORDINANCE to amend and reordain certain sections of the Capital 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 1994-95 Capital Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Other Infrastructure Hunter Viaduct (1) .................................. Revenue General Obligation Bond Receivable (2) ................................. 1) Appropriated from Bond Funds 2) General Obligation Bond Receivable (008-052-9636-9001) (008-1245) $ 102,138 102,138 $ 7,361,103 202,138 102,138 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. December 12, 1994 Report No. 94-205 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: Subject: AMENDMENT NO. 1 AGREEMENT FOR ENGINEERING SERVICES HUNTER VIADUCT/WlLLIAMSON ROAD OVER RAILROAD, S.W. BRIDGE #1829 Background on the subject in chronological order is as follows: The City awarded an Enclineering Services contract to Hayes, Seay, Mattern & Mattern, Inc. (HSMM) on September 11, 1989, in the amount of $95,000 with a $5,000 contingency. Bo Phase I of that contract was for preparing a plan for demolition of the Jefferson Street leg of the Hunter Viaduct's lower bridge abutment and four (4) lower bridge spans. Co Phase II was for preparing a plan for the demolition of the remainder of the Jefferson Street leg of the Hunter Viaduct. Phase I was complete and a stop order was issued November 26, 1990, to Hayes, Seay, Mattern & Mattern, Inc. on Phase II when it was realized the Second Street bridge construction would be delayed. Funds in the amount of $69,610 remain in the project account number 008-052-9636-9003 ($65,554 in Engineering Services and $4,056 in Contingency). II. Current situation is as follows: A. Second Street bridge construction is to start in the Spring of 1995 and be completed in the Fall of 1996. Honorable Mayor and Members of City Council AMENDMENT NO. 1 AGREEMENT FOR ENGINEERING SERVICES HUNTER VIADUCT/WlLLIAMSON ROAD OVER RAILROAD, S.W. BRIDGE //1829 Page 2 December 12, 1994 Bo Plans need to be developed for the demolition of the remaining spans of the Jefferson Street leg. In addition, Phase II will now include modification and rehabilitation of the Williamson Road leg and a right turn lane onto Salem Avenue. This will allow construction to begin in the Fall of 1996 upon completion of the new Second Street bridge. Ill. Issues in order of importance are as follows: Ability to meet time schedules Reasonableness of fee Availability of funding IV. Alternatives in order of feasibility are as follows: Ao City Council authorize the City Manager to execute Amendment No. 1 in the amount of $92,138 to the Agreement for Engineering Services with Hayes, Seay, Mattern & Mattern, Inc. dated September 11, 1989 (Ordinance No. 29764-91189) in a form suitable to the City Attorney. The new contract amount will be $187,138. Ability to meet time schedules will be met; project will be ready for advertisement when the Second Street bridge is completed. Reasonableness of fee has been established according to the task to be performed. Availability of funding will be provided by the anticipated bond proceeds of the 1996 bond issue. Internal Revenue Service regulations require that the City declare its intent to reimburse itself $92,138 from the proceeds of its general obligation bonds authorized to be issued pursuant to Ordinance No. 32131- 080894, adopted by City Council on August 8, 1994. Honorable Mayor and Members of City Council AMENDMENT NO. 1 AGREEMENT FOR ENGINEERING SERVICES HUNTER VIADUCT/WILLIAMSON ROAD OVER RAILROAD, S.W. BRIDGE #1829 Page 3 December 12, 1994 Do not authorize the City Manager to execute Amendment No. 1 and go out for new Request for Proposals (RFP). Ability to meet time schedules will not be met - Work to date on this project by HSMM has been satisfactory and they would probably be the most qualified due to background on this project. 2. Reasonableness of fee is unknown at this time. Availability of funding would remain in the 1996 Bond account until an engineering firm was found. Do not authorize the City Manager to execute Amendment No. 1 and do nothing. Ability to meet time schedules will not be met. Bridge will continue to deteriorate which may cause the weight limit to be reduced. 2. Reasonableness of fee would not be an issue. 3. Availability of funding would remain in the 1996 Bond account. Recommendation is as follows: City Council concur in alternative "A" and take the following actions: Appropriate $102,138 of 1996 anticipated bond proceeds to Capital Projects Fund account number 008-052-9636-9001, of which $92,138 is for Amendment No. 1 and $10,000 is for contingency. Phase III construction administration to be negotiated upon award of construction contract. Honorable Mayor and Members of City Council AMENDMENT NO. 1 AGREEMENT FOR ENGINEERING SERVICES HUNTER VIADUCT/WlLLIAMSON ROAD OVER RAILROAD, S.W. BRIDGE //1829 Page 4 December 12, 1994 Respectfully submitted, W. Robert Herbert City Manager WRH/JGB/kh CC: City Attorney City Clerk Director of Finance Director of Public Works Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, General Services MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #27-468-472 Allen M. Hamblen, President H. Hamner Gay & Co., Inc. P. O. Box 11908 Lynchburg, Virginia 24506 Dear Mr. Hamblen: I am enclosing copy of Ordinance No. 32282-121294 approving the City Manager's issuance of Change Order No. 2 to the City's contract with H. Hamner Gay and Co., Inc., in connection with Carvins Cove Filter Plant Improvements - Phase II, Contract C-2, providing for a credit amount of $11,250.00, for a total contract amount, including Change Order No. 2, of $2,330,258.18. Ordinance No. 32282-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32282-121294. AN ORDINANCE approving the City Manager's issuance of Change Order No. 2 to the City's contract with H. Hamner Gay & Company, Inc., in connection with Carvins Cove Filter Plant Improvements - Phase II, Contract C-2; and providing for an emergency. BE that : 1. IT ORDAINED by the Council of the City of Roanoke The City Manager or the Assistant City Manager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, Change Order No. 2 to the City's contract with H. Hamner Gay & Company, in connection with Carvin's Cove Filter Plant Improvements - Phase II, Contract C-2. 2. Such Change Order shall provide for the following changes in the work to be performed: ORIGINAL CONTRACT AMOUNT $ 2,334,535.00 CHANGE ORDER NO. 1: 6,973.18 CHANGE ORDER NO. 2: Eliminate the installation of . 50 PRV's by H. Hamner Gay & · Company, Inc. $ (11,250.00) CONTRACT AMOUNT INCLUDING CHANGE ORDER NO.2 $ 2,330,258.18 ADDITIONAL TIME REQUIRED FOR CHANGE ORDER NONE 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. December 12, 1994 Report No. 94-207 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council: SUBJECT: CARVINS COVE PHASE II CONTRACT C-2 CHANGE ORDER NO. 2 (A REDUCTION) I. BackRround on the subject in chronological order is as follows: Acceptance of a bid submitted by H. Hamner Gay & Company, Inc. for Carvins Cove Phase II, Contract C-2, was made by City Council on June 28, 1993. B. Work was started on the project as of August 12, 1993. II. Current Situation is as follows: The proiect extends a water main from 13th Street at the Roanoke River along Riverland Road to the general vicinity of Walnut Ave. The contract also includes two water storaqe tanks and a pump station. Water system pressure will be increased because of the proposed improvements. The Mount Pleasant Boulevard and Redwood Road area will have pressures that are potentially damaging to existing plumbing systems. This damage can be prevented by the installation of a pressure reducing valve (PRV). These valves need to be installed at each customer connection in the high pressure area. The original contract provided for H. Hamner Gay & Company, Inc. to install 50 PRV's at a unit price of 9225.00 for a total contract value of 911,250.00. H. Hamner Gay & Company, Inc. has asked that the City install the required PRV's. City staff discussed this issue with local plumbers and contracted with Kennard-Pace Company by purchase order to install the necessary PRV's at a unit cost of 9165.20. Only 22 PRV's are needed for a total cost of 93,634.40. Change Order No.2 will provide a credit to the City for the value of the PRV's in H. Hamner Gay & Company, Inc. contract. Honorable Mayor and Members of City Council CARVINS COVE PHASE II CONTRACT C-2 CHANGE ORDER NO. 2 (A REDUCTION) December 12, 1994 Page 2 III. IV. Current funds are encumbered in the amount of 2,334,535.00 for this contract. 2. 3. 4. Original Contract Amount Change Order No. 1 Change Order No. 2 New Contract Amount $2,334,535.00 6,973.18 (11,250.00) $2,330,258.18 Issues in order of importance are as follows: A. Funds B. Cost C. Project schedules Alternatives in order of feasibility are as follows: A. Approve Change Order No. 2 to the contract with H. Hamner Gay & Company, Inc., in the credit amount of $11,250.00. 1. Funds will be returned to the project contingency 2. Cost of the project will be reduced. 3. Project schedules will be improved. Do not approve Change Order No. 2 to the contract with H. Hamner Gay & Company, Inc., in the credit amount of $11,250.00. 1. Funds remain available in the project. Honorable Mayor and Members of City Council CARVINS COVE PHASE II CONTRACT C-2 CHANGE ORDER NO. 2 (A REDUCTION) December 12, 1994 Page 3 Cost of the project will be unchanged. Project schedules will be delayed while the original contractor completes the work. V. Recommendation is as follows: City Council concur in Alternative "A", and take the following specific action: Ao City Council approve Alternative "A" thereby authorizing the execution of Change Order No. 2 in the credit amount of $11,250.00 to the contract with H. Hamner Gay & Company, Inc. Respectfully Submitted, W. Robert Herbert City Manager WRH/PCS/tfk CC: City Attorney City Clerk Director of Finance Director of Public Works Director of Utilities and Operations Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 12th day of December, 1994. No. 32283-121294. AN ORDINANCE to amend and reordain certain sections of the 1994-95 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 1994-95 Grant Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Aooroori&~ions Public Works Litter Control Grant FY95 (1) ..................... $ 5,898 5,898 Public Works Litter Control Grant FY95 (2) ..................... 5,898 5,898 1) Fees for Professional Services (035-052-5119-2010) $ 5,898 2) Litter Control Grant (035-035-1234-7181) 5,898 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. December 12, 1994 Report No. 94-208 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Council Members: SUBJECT: APPROPRIATION OF LITTER CONTROL GRANT FUNDING Background on the subject in chronological order is as follows: ao City Council designated the Clean Valley Council (CVC) to develop a cooperative litter control program for the entire Roanoke Valley and authorized CVC to apply for certain grant funds from the Commonwealth for operation of such program. Bo Litter control grant was approved by the Department of Environmental Quality, Office of Litter Prevention and Recycling (DEQ). Grant funds in past years were sent directly to the coordinating agency, CVC, by the Department of Environmental Quality. Electronic funds transfer system is now in use by the DEQ, and due to program restrictions, funds must be wire transferred to the localities. II. Current Situation is as follows: City has received grant funds in the amount of $5,898.00 from the DEQ. III. Issues in order of importance are as follows: A. Legal. B. Financial. December 12, 1994 Report No. 94-208 IV. Alternatives in order of feasibility are as follows: City Council approDriate $5,898.00 to Grant Fund Account No. 035-052-5119-2010 and increase the revenue estimate in Account No. 035-035-1234-7181 for transfer to Clean Valley Council. 1. Leqal issues will be met. 2. Financial issues will be met. City Council accept grant funds of $5,898.00 from DEQ and establish a independent City operated litter control program. Legal issues will not be met since grant funds would not be used for a cooperative litter control program. Financial issues will not be met due to increased cost of operating an independent litter control program. City Council not accept litter control grant funding and return the $5,898.00 to the DEQ. Legal issues will be met; however, City will not be included in the litter control programs of the CVC. 2. Financial issues will be met. V. Recommendation: City Council concur in Alternative "A" and appropriate $5,898.00 to Grant Fund Account No. 035-052-5119-2010 and increase the revenue estimate in Account No. 035-035-1234-7181 for transfer to Clean Valley Council. Resp.ectfully submitted, City Manager WRH:WFC:pr cc: James D. Grisso, Director of Finance Wilburn C. Dibling, Jr., City Attorney William F. Clark, Director of Public Works Clean Valley Council, P.O. Box 523, Roanoke, VA 24015 Clean Valley Council September 2, 1994 Mr. James Grisso Director of Finance City of Roanoke 215 Church Ave., SW Room 461 Roanoke, VA 24011 Dear Mr. Grisso: I have just received word from Mary Clark German (DEQ Grant Coordinator) that the procedure for distributing the Litter Control grant funds has been changed. For the past two years, DEQ has sent the funds directly to the Coordinating Agency which files the grant application for cooperative programs. This year they are using an electronic funds transfer syste~, and due to program restrictions, the funds must be wire transferred to the localities. Roanoke City should be receiving funds in the amount of $5,898.00 from the DEQ. As the Coordinating Agency for the cooperative program for BOtetourt, Roanoke City, Roanoke County, Salem, and Vinton, Clean Valley Council is requesting that the $5,898.00 be forwarded to our office when received. I have enclosed copies of the grant application and the Performance & Accounting Report for 1993-94 for your records. If any further information or verification is required, please let me know. Thank you for the city's continued support of Clean Valley Council. Sincerely, Judy Palmer Administrative Assistant cc: Mr. W. Robert Herbert, City Manager P.O. Box 523 · RoanokeValley, Virginia 24003-0523 · Phon~ (703) 345-5523 IN THECOUNCILOFTHECITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32285-121294. A RESOLUTION mending the fees to be charged at the following parking facilities: 2. 3. 4. 5. Century Station Parking Garage Church Avenue Parking Garage Market Square Parking Garage Tower Parking Garage Williamson Road Parking Garage and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The parking fees authorized and approved by City Council by Resolution No. 31978- 050994, adopted May 9, 1994, for the above parking lots shall be amended in accordance with the following schedule effective January 1, 1995, to provide for free short term parking when an attendant is not on duty: Century Station Parkin~ Crara{m Attendant on dUty with paid short term parking: 7:30 a.m. - ]0:00 p.m. for Seven Special Events only Church Avenue Parkin~ Craraue Attendant on duty with paid short term parking: 7:30 a.m. - 6:00 p.m. Monday through Saturday Attendant absent with free short term parking: Aiter 6:00 p.m. Monday through Saturday and all day Sunday Market Square Parkin? Gara~_e Attendant on duty with paid short term parking: 7:30 a.m. - 10:00 p.m. Monday through Saturday Attendant absent with free short term parking: After 10:00 p.m. Monday through Saturday and all day Sunday Tower Parking Garage Attendant on duty with paid short term parking: 7:30 a.m. - 6:00 p.m. Monday through Friday Attendant absent with free short term parking: After 6:00 p.m. Monday through Friday and all day on Saturday and Sunday.. Williamson Road Parkine Garai~e Attendant on duty with paid short term parking: None Attendant absem with free short term parking: Special evems. 2. The Fee Compendium of the City, maintained by the Director of Finance and authorized and approved by City Council by Resolution No. 30789-111891, adopted November 18, 1991, effective as of that date shah be amended to reflect the amended fees established by this resolution. ATTEST: City Clerk. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #181-302-303-313-381-516 David R. Brown Vice President Republic Parking System 1120 The Healey Building 57 Forsyth Street, N. W. Atlanta, Georgia 30303 Dear Mr. Brown: I am enclosing copy of Resolution No. 32284-121294 authorizing the appropriate City officials to enter into an amendment to the agreement between the City and Republic Parking System, Inc., to provide for a change 'in the number of hours that attendants will be on duty at the following parking facilities: Century Station Parking Garage, Church Avenue Parking Garage, Market Square Parking Garage, Tower Parking Garage and Williamson Road Parking Garage. Resolution No. 32284- 121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Ene. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32284-121294. A RESOLUTION authorizing the appropriate City officials to enter into an amendment to the agreement between the City and Republic Parking System, Inc., relating to the operation of City parking facilities. BE IT RESOLVED by the Council of the City of Roanoke that the City Marker or the Assistant City Manager and City Clerk are hereby authorized to execute and attest, respectively, on behalf of the City, in form approved by the City Attorney, an amendment to the a~'eement between the City and Republic Parking System, Inc., relating to the operation of City parkin~ facilities, as more particularly set forth in the report to this Council dated December 12, 1994, such amendment to provide for a change in the number of hours attendants will be on duty. ATTEST: City Clerk. Roanoke, Virginia December 12, 1994 Report No. 94-338 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: Subject: Parking Garage Attendant Hours and Free Short-Term Parking I. Background on the subject in chronological order is: The parking garage attendant hours were formally established within the Agreement between the City of Roanoke and Republic Parking System, Inc. (RPS) that became effective on March 1, 1994. Please refer to Attachment One. Free short-term parking has been permitted in certain parking garages whenever the parking garage attendant is not on duty. A review of the attendant hours versus the short-term parking revenue collected during the months of July, August and September revealed that an overall reduction in the attendant hours and a corresponding increase in the time that free short-term parking is permitted would produce a net savings for the City of Roanoke. II. Current situation Amendment to the Agreement between the City and RPS reducing the parking garage attendant hours and increasing the time that free short-term parking is permitted requires authorization by City Council. III Issues in order of importance are: A. Net savings Availability of free short-term parking Timing IV. Alternatives in order of feasibility are: City Council authorize an amendment to the Agreement between the City and RPS providing for a reduction in the total parking garage attendant hours and a corresponding increase in the time that free short term parking is permitted, as denoted in Attachment One. Honorable Mayor and Members of City Council Page 2 Net Savings will approximate $13,223.00 annually. The annual management fee paid to Republic Parking System, Inc. will be reduced by $15,580.71. Republic Parking System, Inc. has already agreed to this reduction. The revenue foregone will approximate $2,358.00 annually. This projection is based on the revenue actually collected during the same hours for which an attendant would no longer be on duty. Availability of free short-term parking, overall, will increase. Those who have an interest in and/or frequent the downtown area are likely to be pleased. Only those who park in the Market Square Parking Garage between 9:00 P.M. and 10~00 P.M., Monday through Saturday, will pay ($1.50) for parking that is presently free. Timing will permit immediate preparation implementation on or about January 1, 1995. and City Council not authorize a reduction in the parking garage attendant hours. 1. Net savings will be zero. Availability of free short-term parking will not change. Timing will delay preparation and implementation until such time as City Council might choose otherwise. V. Recommendation: City Council authorize an amendment to the Agreement between the City of Roanoke and Republic Parking System, Inc., in form approved by the City Attorney, for the purpose of reducing the total parking garage attendant hours as specified in Attachment One. Amend the City's Fee Compendium as approved by City Council by Resolution No. 30789-111891 adopted November 18, 1991, to reflect the free parking changes as specified in Attachment One. Respectfully submigted, ~ · o ert Herbert City Manager cc: City Attorney City Clerk Director of Finance Director of Utilities and Operations MARKET SQUARE PARKING GARAGE Attendant on duty with PAID short term parking. Current 6:15 A.M.-9:O0 P.M. Monday through Friday 8:00 A.M.-9:00 P.M. Saturdays Only Attendant absent with FREE short term parking. Proposed 7:30 A.M.-10:00 P.M. Monday through Saturday Current Proposed After 9:00 P.M. Monday through Saturday & all day on Sunday After 10:OO P.M. Monday through Saturday & all day on Sunday TOWER PARKING GARAGE Attendant on duty with PAID short term parking. Proposed 7:30 A.M.-6:00 P.M. Monday through Friday Current 7:00 A.M.-9:00 P.M. Monday through Saturday Attendant absent with FREE short term parking. Current After 9:00 P.M. Monday through Saturday & all day on Sunday Proposed After 6~00 P.M. Monday through Friday & all day on Saturday and Sunday WILLIAMSON ROAD PARKING GARAGE Attendant on duty with PAID short term parking. Current Proposed NONE NONE Attendant absent with FREE short term parking. Current Special Events Proposed Special Events ATTACHMENT ONE Comparison of current attendant hours and availability of free short term parking with proposed attendant hours and availability of free short term parking. CENTURY STATION PARKING GARAGE Attendant on duty with PAID short term parking. Current Proposed 7:OO A.M.-9:00 P.M. 7:30 A.M.-10:00 P.M. Saturdays Only Seven Special Events Only * * Current first two hours of free parking will be made available at Tower Parking Garage and expanded to all day free parking on Saturday as denoted below. Attendant absent with FREE short term parking. Current Proposed NONE NONE CHURCH AVENUE PARKING GARAGE Attendant on duty with PAID short term parking. Current 7:00 A.M.-9:O0 P.M. Monday through Saturday Proposed 7:30 A.M.-6:00 P.M. Monday through Saturday Attendant absent with FREE short term parking. Current Proposed After 9:00 P.M. Monday through Saturday & all day on Sunday After 6:00 P.M. Monday through Saturday & all day on Sunday MARKET SQUARE PARKING GARAGE Attendant on duty with PAID short term parking. Current 6:15 A.M.-9:00 P.M. Monday through Friday 8:00 A.M.-9:00 P.M. Saturdays Only Attendant absent with FREE short term parking. Current After 9:00 P.M, Monday through Saturday & all day on Sunday TOWER PARKING GARAGE Proposed 7:30 A.M.-10:00 P.M. Monday through Saturday Proposed After 10:OO P.M. Monday through Saturday & all day on Sunday Attendant on duty with PAID short term parking. Proposed 7:30 A.M.-6:00 P.M. Monday through Friday Current 7:00 A.M.-9:00 P.M. Monday through Saturday Attendant absent with FREE short term parking. Current After 9:00 P.M. Monday through Saturday & all day on Sunday Proposed After 6:00 P.M. Monday through Friday & all day on Saturday and Sunday WILLIAMSON ROAD PARKING GARAGE Attendant on duty with PAID short term parking. Current Proposed NONE NONE Attendant absent with FREE short term parking. Current Special Events Proposed Special Events MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #5-45-70-183-270-268-361-468-472 Kenneth Spangier, Fleet Manager Berglund Chevrolet, Inc. 1824 Williamson Road, N. W. Roanoke, Virginia 24012 Stanley Mooney, Fleet Manager Pinkerton Chevrolet-GEO 925 N. Electric Road Salem, Virginia 24153 Jesse B. Sellers, Jr. Fleet Manager Farrell Ford, Inc. 834 E. Main Street Salem, Virginia 24153 Tony Webb Truck Fleet Manager Magic City Motor Corporation P. O. Box 12807 Roanoke, Virginia 24028 Gentlemen: I am enclosing copy of Resolution No. 32287-121294 accepting the following bids for purchase of new vehicles for use by the Police and Fire Departments; and rejecting all other bids made to the City: Successful Price Per Total Description Bidder Unit Price 23 new full size police/fire automobiles Pinkerton Chevrolet-GEO $16,044.65 $369,026.95 2 new interme- diate class auto- mobiles Berglund Chevrolet, Inc. 12,406.96 24,813.92 5 new mid-size 4-door 4-wheel drive utility type vehicles Berglund Chevrolet, Inc. 20,917.38 104,586.90 IN THECOUNCILOFTHECITY OF ROANOKE, VIRGINIA The 12th day of December, 1994. No. 32287-121294. A RESOLUTION accepting bids for the purchase of new vehicles for use by the Police and Fire Departments; and rejecting all other bids made to the City. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The bids in writing of the following named bidders to furnish to the City the items hereinaier set out and generally described, such items being more particularly described in the City's specifications and any alternates and in each bidder's proposal, are hereby ACCEPTED, at the purchase price set out with each item: Item Successful Price Per Number Description Bidder Unit 1 23 New full size Police/ Pinkerton $16,044.65 Fire Automobiles Chewolet- GEO 2 2 New intermediate Class Automobiles Berglund Chevrolet, Inc. Total Price $369,026.95 $12,406.96 $ 24,813.92 5 New mid size 4-door 4- wheel drive utility type vehicles Ber~lund Chevrolet, Inc. $20,917.38 $104,586.90 2. The City's Manager of General Services is hereby authorized and directed to issue any required purchase orders for the purchase of such vehicles, and the City Manager or the Assistant City Manager is authorized to execute, for and on behalf of the City, any required purchase agreemem with respect to the aforesaid vehicles, such agreements to be in such form as shall be approved by the City Attorney. 3. Any and all other bids made to the City for the aforesaid items are hereby RF_JEC~; and the City Clerk is directed to so notify each such bidder and to express the City's appreciation for each bid. ATTEST: City Clerk. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 12th day of December, 1994. No. 32286-121294. AN ORDINANCE to amend and reordain certain sections of the 1994-95 General, Fleet Management and Utility Line Service 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 bythe Council of the City of Roanoke that certain sections of the 1994-95 General, Fleet Management and Utility Line Service Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Gener&l Fun4 Appropriations Nondepartmental Transfers to Other Funds (1) ....................... $ 47,786,000 Fun4 Balance CMERP - City (2) ..................................... 1,875,228 Fleet Man&~eme~t Appropriations Capital Outlay (3) ................................... 2,666,784 Operating Supplement General Fund (4) ................ 264,644 Utility Line Service Appropriations Capital Outlay (5) ................................... Ret&ine~ Earnings Retained Earnings - Unrestricted (6) ................................... 368,079 1,625,205 1) Transfer to Fleet Management 2) CMERP - City 3) Vehicular Equipment 4) Operating Supplement 5) Vehicular Equipment 6) Retained Earnings - Unrestricted (001-004-9310-9506) (001-3323) (017-052-2642-9010) (017-020-1234-0951) (016-056-2625-9010) (016-3336) 264,644 (264,644) 264,644 264,644 41,835 (41,835) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. 94-417 Roanoke, Virginia December 12, 1994 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: SUBJECT: Bids to Purchase Automobiles Bid Number 94-10-102 I. Backqround on the subject in chronological order is: ao The General Fund Capital Maintenance and Equipment Replacement Proqram has identified vehicular equipment needs for various City departments. Bo The vehicles addressed in Bid Number 94-10-102 are listed on Attachment "A" of this report. Contacts were made with Roanoke City Schools and Roanoke Redevelopment and Housing Authority to determine if like units were needed by either. None are needed at this time. De Bid specifications were developed and along with Request for Quotations were sent to eleven (11) vendors. A public advertisement was also published in the Roanoke Times and Roanoke Tribune. II. Current Situation is: Four (4) bids were received, publicly opened and read at 2:00 p.m. on November 14, 1994 in the Office of General Services. Ail bids received were evaluated in a consistent manner by representatives of Fleet Management, Police and General Services. The bids received were also compared with like units available through the State Contract System. C. The results of the bid evaluations are as follows: Items #1 - 23 New Full Size Police/Fire Automobiles. The lowest responsible bid meeting specifications is submitted by Pinkerton Chevrolet-GEO at a cost of $16,044.65 each. Automobiles Bid Number 94-10-102 Page 2 III. IV. Item #2 - 2 Intermediate Class Automobiles. The lowest responsible bid meeting specifications is the alternate bid submitted by Berglund Chevrolet, Inc. at a cost of $12,406.96 each. Item #3 - 5 4-Door 4-Wheel Drive Utility Type Vehicles. The lowest responsible bid meeting specifications is submitted by Berglund Chevrolet, Inc. at a cost of $20,917.38 each. Issues in order of importance are: A. Timing B. Need C. Compliance with Specifications D. Funding Alternatives in order of Feasibility are: Council authorize the purchase of Automobiles as follows: 23 Full Size Police/Fire Automobiles from Pinkerton Chevrolet-GEO for the total cost of $369,026.95. 2. 2 - Intermediate Class Automobiles from Berglund Chevrolet, Inc. for a total cost of $24,813.92. 5 4-Door, 4-Wheel Drive Utility Type Vehicles from Berglund Chevrolet, Inc. at a total cost of $104,586.90. Timing of the purchase of the requested units is critical. General Motors has notified the City that Fleet orders for Police/Fire Automobiles will not be accepted after December 31, 1994. Need for requested unit is to allow for continued performance of duties in the Police Department, Fire Department, Public Works, Utility Line Services and Water Department. Automobiles Bid Number 94-10-102 Page 3 Ce de Compliance with Specifications has been determined in the units recommended in this report. Funding is available as follows: $264,644 in FY-94 General Fund Capital Maintenance and Equipment Replacement Program. · $150,114.25 in Fleet Management Account 017-052-2642-9010. $41,834.76 in Water Department Account 002-056-2178-9010. · $41,834.76 in Utility Line Service Prior Year Retained Earnings Account. B. Reject all Bids received Timing would prevent the readvertisement of the units requested in this bid. Need for vehicles to provide continued performance of duties would not be met. Compliance with Specifications would not be a factor in this alternative. Funding that has been designated for this purchase would not be expended. Recommendation City Council is requested to concur with Alternative "A" and authorize the purchase of automobiles as follows: 23 - Full Size Police/Fire Automobiles from Pinkerton Chevrolet-GEO for the total cost of $369,026.95. 2. 2 - Intermediate Class Automobiles from Berglund Chevrolet, Inc. for the total cost of $24,813.92. 5 - 4-Door, 4-Wheel Drive Utility TyDe Vehicles from Berglund Chevrolet, Inc. for the total cost of $104,586.90. Automobiles Bid Number 94-10-102 Page 4 cc: Appropriate $41,835 from Utility Line Services Prior Year Retained Earnings Account to Utility Line Service Account 016-056-2625-9010. Appropriate $264,644 from FY-94 General Fund Capital Maintenance and Equipment Replacement Program to be transferred to Fleet Management Account 017-052-2642-9010. D. Reject all other Bids Respectfully Submitted, W. ~r~erbert City Manager City Attorney Director of Finance City Clerk Management & Budget Director, Utilities & Operations Director, Public Works Director, Public Safety Manager, General Services Attachment "A" Police Department 22 - Full Size Automobiles (Patrol) 2 - Mid Size Automobiles (Investigation) Fire Department 1 - Full Size Automobile (Administration) Public Works 1 - Mid Size 4-Wheel Drive Utility Type Vehicle Utility Line Services 2 - Mid Size 4-Wheel Drive Utility Type Vehicles Water Department 2 - Mid Size 4-Wheel Drive Utility Type Vehicles Bid Tabulation Bids were received, publicly opened and read in the Office of General Services at 2:00 P.M. November 14, 1994 For Automobiles Bid N-tuber 94--10-102 Berglund Pinkerton Farrell Magic City Chevrolet, Chevrolet-GEO Ford, Inc. Motor Inc. Corporation State Contract Item It~ #i 23 - New Full Size Police/Fire Automobiles in accordance with City of Roanoke Specifications delivered F.O.B. Roanoke, Virginia Item #2 2 - New Intermediate Class Automobiles in accordance with City of Roanoke Specifications delivered F.O.B. Roanoke, Virginia Item ~3 5 - New Mid Size 4-Door, 4-Wheel Drive Utility Type Vehicles in accordance with City of Roanoke Specifications delivered F.O.B. Roanoke, Virginia $16,192.76 * $16,044.65 $17,699.00 $18,094.87 $13,367.47 $13,313.00 $14,096.50 $14,166,71 * $12,406.96 Alt. * $20,917.38 $21,248.65 No Bid $25,610.05 $17,787.95 $12,835.61 $21,532.20 Delivery 60-120 Days 90 Days 120 Days 60-120 Days 90 Days Committee: William F. Clark * Indicates Recommendation Price Quoted Each MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #72-145-318 Dan L. Delaney Commanding Officer The Salvation Army 724 Dale Avenue, S. E. Roanoke, Virginia 24013 Dear Mr. Delaney: I am enclosing copy of Resolution No. 32288-121294 authorizing the City Manager to enter into two contracts with The Salvation Army for payment of services delivered by the organization's Abused Women's Program, in the amount of $12,700.00, and the Homeless Program, in the amount of $10,000.00, to citizens of the City of Roanoke. Resolution No. 32288-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. ~-'~ ~ --~'Sincerely, Pta.~/a.(.~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eric. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32288-121294. A RESOLUTION authorizing the City Manager to enter into two contracts with the Salvation Army for payment of services delivered by the organization's Abused Women's Program and Homeless Program to citizens of the City of Roanoke. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute, seal and attest, respectively, the requisite contracts, in form approved by the City Attorney, with the Salvation Army for payment of services delivered by said organization's Abused Women's Program and Homeless Program to citizens of the City of Roanoke, such services being more particularly set forth in report of the City Manager dated December 12, 1994, and the attachments thereto. 2. The maximum compensation to the Salvation Army under the contracts authorized by this resolution shall be $22,700.00 divided as follows: (a) $12,700.00 for the Abused Women's Program, and (b) $10,000.00 for the Homeless Program. ATTEST: City Clerk. Honorable Mayor and City Council Roanoke, Virginia Members of Council: SUBJECT: CONTRACT WITH THE SALVATION ARMY Roanoke, Virginia December 12, 1994 94-523 I. BACKGROUND ae Salvation Army applied through the Citizens Committee for City funds as follows: Services 1. $16,500.00 to operate a program for the homeless. 2. $21,000.00 to operate a shelter for battered women. Be City Attorney, through a written opinion, dated April 23, 1986, stated that the City may contract with The Salvation Army, a church, or sectarian institution, as long as the contract is for the care of indigent sick or injured persons, and payment of City funds under any contract does not exceed the fair market value of services rendered. Citizens Services Committee recommended an appropriation of $22,700.00 for Fiscal Year 1994 - 1995 to be used for either program, and City Council concurred in the recommendation. De Salvation Army requests that the $22,700.00 be divided between the Abused Women's and Homeless Programs as follows: 1. $12,700.00 for the Abused Women's Program. 2. $10,000.00 for the Homeless Program. II. CURRENT SITUATION City Manager requests authorization from City Council to execute two contracts approved by the City Attorney with The Salvation Army for the payment of services provided to City citizens under the Abused Women's and Homeless Programs (see attached). III. ISSUES A. Services to City citizens. B. Legal. C. Funding. IV. ALTERNATIVES City Council authorize the City Manager or his designee to execute two contracts approved by the City Attorney with The Salvation Army for payment of services delivered by the Abused Women's Program and the Homeless Program. Services to City citizens. The Salvation Army will continue to provide services, including shelter, food, safety, counselling, and referrals to community resources to the homeless and abused women and children. Legal. Approval of the contracts will ensure compliance with the City Attorney's opinion that a contract is the only way the City can reimburse for the services. Fundinq. $22,700.00 has been appropriated by City Council June 6, 1994, Ordinance #32027-060694, and is available in account #001-054-5220-3752. Be City Council not authorize the execution of two contracts approved by the City Attorney with The Salvation Army for payment of services delivered by the Abused Women's and Homeless Programs for City citizens. Services to City citizens. The Salvation Army may have insufficient funds to provide needed services for the homeless and abused women and children. Legal. Services to the City's homeless and abused women and children could not be funded because, in the opinion of the City Attorney, the City is prohibited from appropriating a direct contribution. 3. Funding. Not an issue. We RECOMMENDATION City Council concur in the implementation of Alternative A and authorize the City Manager to execute two contracts approved by the City Attorney with The Salvation Army for the payment of services delivered by the Abused Women's and Homeless Programs. Respectfully submitted, W. Robert Herbert City Manager WRH/JDR/gr Attachment cc: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Glenn D. Radcliffe, Director of Human Development CITY OF ROANOKE DEPARTMENT OF HUMAN DEVELOPMENT Abused Women's Program Contract CONTRACTOR CITY AGENCY CONTRACT PERIOD The named parties hereby agreement, subject to the conditions stated herein. The Salvation Army P. O. Box 1631 Roanoke, Virginia 24008 City of Roanoke Department of Human Development 215 West Church Avenue, S.W. Roanoke, Virginia 24011 July 1, 1994 through June 30, 1995 enter into terms and COMPLETE DESCRIPTION OF SERVICES Contractor agrees to: ae Provide beds for battered women and their dependent children who are City residents during the period covered by this contract. Be Provide vocational guidance, individual counseling, and job placement assistance to a program monitored by the Department of Human Development to individuals placed in the program as a result of this contract. Co Provide requested reports to the Department of Human Development which will include: 1. Information on services given. 2. Number of City residents served. Assurance that verification is on file that residents for whom the City of Roanoke is billed were residents of the City of Roanoke prior to entering the shelter. Reports as required by the monitoring staff of the Citizens Services Committee. Provide written documentation that the physical facility is in compliance with all state and local fire, health, building, and other relevant codes. Provide cooperation and compliance with the direction of the Director of Human Development and other authorized City officials. Provide the Department of Human Development with specific and measurable program objectives to be accomplished during this contract period. II. COMPENSATION AND SCHEDULE OF PAYMENTS ae The City of Roanoke agrees during this contract period to pay the Contractor $25.00 per family per day for City residents up to a total not to exceed $12,700.00 in total for the year for services under the conditions set forth herein. Payments will be made upon receipt of a properly executed and approved invoice on a monthly schedule. Contractor shall submit such invoice at the end of each month. The City of Roanoke reserves the right to withhold funds for services if it is determined that the services identified in Section I of this contract are not being provided in a professional, acceptable manner. III. CITY LIABILITY The Contractor acknowledges that the City of Roanoke shall not be responsible for any actions of Contractor's employees or designated representatives of the program. In the event of any litigation which may arise as a result of the Contractor's operation of this program, the Contractor agrees to assume the risk and/or liability for the cost of any such litigation, including, but not limited to, payment of damages or attorney fees to the plaintiff and hold the City of Roanoke harmless therefrom. The Contractor also acknowledges and agrees that it will provide its own legal representation and bear the cost of the same. The Contractor also acknowledges and agrees that the City shall not be obligated to provide insurance coverage, either commercially or self supplied for the Contractor. Be Nothing contained herein shall be deemed an expressed or implied waiver of the sovereign immunity of the City of Roanoke. Neither the Contractor, its employees, assigns, or subcontractors shall be deemed employees of the City of Roanoke or of the Department of Human Development while performing under this agreement. IV. NON-DISCRIMINATION During the performance of this contract, the Contractor agrees as follows: The Contractor will not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, sex, disability, or national origin, except where religion, sex, disability, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places available to employees and applicants for employment notices setting forth the provisions of this non-discrimination clause. The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor will state that such Contractor is an equal employment opportunity employer. Ce Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of A and B above. V. GENERAL PROVISIONS ae Nothing in this contract shall be construed as authority for either party to make commitments which bind the other party beyond the scope of this contract. VI. CANCELLATION CLAUSE This contract shall remain in full force and effect until cancelled by either party giving the other party 30 days written notice of cancellation. Any such notice of cancellation shall be in writing and sent by certified mail (return receipt required) to the City of Roanoke, Director of Human Development, Room 356, 215 West Church Avenue, S.W., Roanoke, Virginia 24011 in the case of the City; and to the Captain, The Salvation Army, P. O. Box 1631, Roanoke, Virginia 24008 in the case of The Salvation Army. No payment will be made for expenses incurred or services rendered after receipt of notice except those expenses incurred prior to date of termination that are necessary to curtailment of operations under this contract. Be The Contractor is hereby informed that failure to comply with any of the above condition shall constitute grounds upon which the City of Roanoke may terminate this contract and/or discontinue payments after 30 days notice to the contractor. If this action is taken, the Director of Human Development will notify the program in writing by certified mail. VII. RELIGIOUS ORGANIZATION It is recognized that the Salvation Army is a religious organization· and as such· agrees that religious programs and orientation shall not be mandated for residents, but may be made available at the resident's request. No such program or orientation will be funded in whole or in part with funds provided pursuant to this contract. IN WITNESS WHEREOF by the following signatures and seals the City of Roanoke and The Salvation Army have executed this contract as of this day of · 1994. CITY OF ROANOKE City Manager THE SALVATION ARMY (Title) CITY OF ROANOKE DEPARTMENT OF HUMAN DEVELOPMENT Homeless Program Contract CONTRACTOR CITY AGENCY CONTRACT PERIOD The named parties hereby agreement, subject to the conditions stated herein. The Salvation Army P. O. Box 1631 Roanoke, Virginia 24008 City of Roanoke Department of Human Development 215 West Church Avenue, S.W. Roanoke, Virginia 24011 July 1, 1994 through June 30, 1995 enter into terms and I. COMPLETE DESCRIPTION OF SERVICES Contractor aqrees to: Provide beds for men, women, and their dependent children who are City residents during the period covered by this contract. Provide food, shelter, vocational guidance, individual counselling, and job placement assistance to a program monitored by the Department of Human Development to individuals placed in the program as a result of this contract. Ce Provide requested reports to the Department of Human Development, which will include: 1. Information on services given. 2. Number of City residents served. Assurance that verification is on file that residents for whom the City of Roanoke is billed were residents of the City of Roanoke prior to entering the shelter. Reports as required by the monitoring staff of the Citizens Services Committee. De Provide written documentation that the physical facility is in compliance with all state and local fire, health, building, and other relevant codes. Provide cooperation and compliance with the direction of the Director of Human Development and other authorized City officials. Fe Provide the Department of Human Development with specific and measurable program objectives to be accomplished during this contract period. II. COMPENSATION AND SCHEDULE OF PAYMENTS The City of Roanoke agrees during this contract period to pay the Contractor $20.00 per day per bed for City residents up to a total not to exceed $10,000.00 in total for the year for services under the conditions set forth herein. Payments will be made upon receipt of a properly executed and approved invoice on a monthly schedule. Contractor shall submit such invoice at the end of each month. B. The City of Roanoke reserves the right to withold funds for services if it is determined that the services identified in Section I of this contract are not being provided in a professional, acceptable manner. III. CITY LIABILITY ae The Contractor acknowledges that the City of Roanoke shall not be responsible for any actions of Contractor's employees or designated representatives of the program. In the event of any litigation which may arise as a result of the Contractor's operation of this program, the Contractor agrees to assume the risk and/or liability for the cost of any such litigation including, but not limited to, payment of damages or attorney fees to the plaintiff and hold the City of Roanoke harmless therefrom. The Contractor also acknowledges and agrees that it will provide its own legal representation and bear the cost of the same. The Contractor also acknowledges and agrees that the City shall not be obligated to provide insurance coverage, either commercially or self supplied for the Contractor. Nothing contained herein shall be deemed an expressed or implied waiver of the sovereign immunity of the City of Roanoke. Neither the Contractor, its employees, assigns, or subcontractors shall be deemed employees of the City of Roanoke or of the Department of Human Development while performing under this agreement. IV. NON-DISCRIMINATION During the performance of this contract, the Contractor agrees as follows: ae The Contractor will not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, sex, disability, or national origin, except where religion, sex, disability, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places available to employees and applicants for employment notices setting forth the provisions of this non-discrimination clause. Be The Contractor in all solicitations or advertisements for employees placed by or on behalf of the Contractor will state that such Contractor is an equal employment opportunity employer. Ce Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of A and B above. V. GENERAL PROVISIONS ae Nothing in this contract shall be construed as authority for either party to make commitments which bind the other party beyond the scope of this contract. VI. CANCELLATION CLAUSE ae This contract shall remain in full force and effect until cancelled by either party giving the other party 30 days written notice of cancellation. Any such notice of cancellation shall be in writing and sent by certified mail (return receipt required) to the City of Roanoke, Director of Human Development, Room 356, 215 West Church Avenue, S.W., Roanoke, Virginia 24011 in the case of the City; and to the Captain, The Salvation Army, P. O. Box 1631, Roanoke, Virginia 24008 in the case of The Salvation Army. No payment will be made for expenses incurred or services rendered after receipt of notice except those expenses incurred prior to date of termination that are necessary to curtailment of operations under this contract. Be The Contractor is hereby informed that failure to comply with any of the above conditions shall constitute grounds upon which the City of Roanoke may terminate this contract and/or discontinue payments after 30 days notice to the Contractor. Co If this action is taken, the Director of Human Development will notify the program in writing by certified mail. VII. RELIGIOUS ORGANIZATION ae It is recognized that the Salvation Army is a religious organization, and as such, agrees that religious programs and orientation shall not be mandated for residents, but may be made available at the resident's request. No such program or orientation will be funded in whole or in part with funds provided pursuant to this contract. IN WITNESS WHEREOF by the following signatures and seals the City of Roanoke and The Salvation Army have executed this contract as of this day of , 1994. CITY OF ROANOKE City Manager THE SALVATION ARMY (Title) 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-I 536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #45-183-270-382 J. W. Christenbury Vice President Acorn Construction, Ltd. P. O. Box 625 Troutville, Virginia 24179 Dear Mr. Christenbury: I am enclosing copy of Ordinance No. 32290-121294 accepting the bid of Acorn Construction, Ltd., to provide for renovation of the Juvenile and Domestic Relations District Court, in the lump sum amount of $31,200.00, upon certain terms and conditions; awarding a lump sum contract therefor; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids received by the City. Ordinance No. 32290-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, Mary F. Parker, CMC/AAE City Clerk M~P: 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #45-183-270-382 Lawrence D. Johnson, Jr. President Construction Services of Roanoke, Inc. 3812 Bunker Hill Drive, S. W. Roanoke, Virginia 24018 Earle H. Shumate Vice-President Building Specialist, Inc. P. O. Box 1174 Roanoke, Virginia 24006 George H. Williams, Jr. Vice-President Williams Painting and Remodeling, Inc. 2414 Ridgefield Street, N. E. Roanoke, Virginia 24012 Gentlemen: I am enclosing copy of Ordinance No. 32290-121294 accepting the bid of Acorn Construction, Ltd., to provide for renovation of the Juvenile and Domestic Relations District Court, in the lump sum amount of $31,200.00, upon certain terms and conditions; awarding a lump sum contract therefor; authorizing the proper City officials to execute the requisite contract for such work; and rejecting all other bids received by the City. Ordinance No. 32290-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. O~/ 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 COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32290-121294. AN ORDINANCE accepting the bid of Acorn Construction, Ltd., to provide for the renovation of the Juvenile and Domestic Relations District Court, upon certain terms and conditions; awarding a lump sum contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The bid of Acorn Construction, Ltd., being the lowest bid received for renovation of the Juvenile and Domestic Relations District Court, in the lump sum amount of $31,200.00, said work to be completed within forty-five (45) consecutive calendar days, as more particularly set forth in the December 12, 1994, report of the City Manager, 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 lump sum 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. 3. Any and all other bids made to the City for the aforesaid work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 12th day of December, 1994. No. 32289-121294. AN ORDINANCE to amend and reordain certain sections of the 1994-95 Capital Fund 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 1994-95 Capital Fund and General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Capital Project Fund Appropriation Judicial Administration Juvenile and Domestic RelatiOns Court Renovation (1) ............................... General Fund Appropriation Nondepartmental Transfer to Other Funds (2) ......................... Fund Balance C~pital Maintenance and Equipment Replacement Program - City - Unappropriated (3) ................................. 1) Appropriated from General Revenue 2) Transfer to Capital Project Fund 3) CMERP - City (008-052-9687-9003) $ 31,200 (001-004-9310-9508) (001-3323) 31,200 (31,200) 31,200 31,200 48,293,385 47,552,556 2,108,672 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. December 12, 1994 ' "CoUncil Report No. 94-206 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BID COMMITTEE REPORT RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT 315 WEST CHURCH AVENUE ROANOKE, VIRGINIA I concur with the Bid Committee recommendation relative to the above project and recommend it to you for appropriate action. Sincerely, W. Robert Herbert City Manager WRH/LBC/kh Attachment: Bid Committee Report CC: City Attorney Director of Finance Director of Public Works Director of Administration and Public Safety Assistant to City Manager for Community Relations City Engineer Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, Building Maintenance Tax Compliance Officer Roanoke, Virginia December t2, 1994 Council Report No. 94-206 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Mayor Bowers and Members of City Council' SUBJECT: BID COMMITTEE REPORT RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT 315 WEST CHURCH AVENUE ROANOKE, VIRGINIA We, the undersigned Bid Committee, hereby submit the attached report for your consideration. Respectfully submitted, William White, Sr~iCh~iirman z~n H. Parrott William F. Clark WW/LBC/fm December 12, 1994 Council Report No. 94-206 Honorable Mayor and Members of City Council Roanoke, Virginia SUBJECT: BID COMMITTEE REPORT RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT 31 5 WEST CHURCH AVENUE ROANOKE, VIRGINIA Background on the subject is as follows: Bids followinq proper advertisement, were publicly opened and read aloud by D. Darwin Roupe, Manager of General Services, on November 3, 1994. B. Four (4) bids were received with Acorn Construction Ltd., of Troutville, Virginia, submitting the Iow bid in the amount of $31,200.00 and 45 consecutive calendar days. C. Project consists of the following: 1. Demolition of two juvenile holding cells and remodel space into Conference Room. 2. Construct two new offices for mediators in area that was the lobby for the juvenile entrance area. 3. Construct an additional records storage area. 4. Provide doors for easier circulation within the clerk's area. II. Current situation is as follows: A. The items listed above have been bid and now need to be constructed. Honorable Mayor and Members of City Council BID COMMITTEE REPORT RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT December 12, 1994 Page 2 III. Issues in order of importance are: IV. A. Compliance of the bidders with the requirements of the contract documents for bidding. B. Amount of the Iow bid. C. Funding of the project. D. Time of completion. Alternatives in order of feasibility are as follows: A. Award a lump sum contract to Acorn Construction, Ltd., of Troutville, Virginia, in the amount of $31,200.00 and 45 consecutive calendar days construction time for the Renovation of the Juvenile and Domestic Relations Court in accordance with the contract documents as prepared by the Office of City Engineer. 1. Compliance of the bidders with the requirements of the contract documents for bidding was met. 2. Amount of the Iow bid is acceptable. 3. Funding for this project is in the prior year CMERP account for this work. 4. Time of completion as quoted is acceptable. B. Reject the bids and do not award a contract at this time. 1. Compliance of the bidders with the requirements of the contract documents for bidding would not be an issue. 2. Amount of the Iow bid would probably increase when rebid at a later date. Honorable Mayor and Members of City Council BID COMMITTEE REPORT RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT December 12, 1994 Page 3 3. Funding of the project would not be encumbered at this time. 4. Time of completion would be extended. V. Recommendation is as follows: A. City Council concur in Alternative "A" and take the following action' Co Authorize the City Manager to enter into a contractual agreement, in form approved by the City Attorney, with Acorn Construction, Ltd., of Troutville, Virginia, for the Renovation of the Juvenile and Domestic Relations Court in accordance with the contract documents as prepared by the Office of the City Engineer in the amount of $31,200.00 and 45 consecutive calendar days. WW/LBC/fm Appropriate $31,200.00 from prior year CMERP fund to be transferred to a new Capital Projects Fund account entitled Renovation of Juvenile and Domestic Relations Court. D. Reiect the other bids received. Respectfully submitted, W. Robert Herbert City Manager Attachment: Tabulation of Bids Honorable Mayor and Members of City Council BID COMMITTEE REPORT RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT December 12, 1994 Page 4 CC: City Attorney Director of Finance Director of Public Works Assistant to City Manager for Community Relations City Engineer Clerk, Juvenile and Domestic Relations Court Construction Cost Technician Accountant, Contracts and Fixed Assets Budget Administrator Manager, General Services Tax Compliance Officer TABULATION Of BID.<::; RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT 315 WEST CHURCH AVENUE ROANOKE, VIRGINIA Bids publicly opened by D. D. Roupe on November 3, 1994 at 2:00 p.m. r BIDDER LUMP SUM NUMBER OF BID BOND DAYS Acorn $31,200.00 45 yes Construction, Ltd. Construction 931,800.00 95 yes Services of Roanoke, Inc. Building 934,700.00 60 yes Specialist, Inc. Williams Painting 934,880.00 90 yes and Remodeling, Inc. Estimated Cost 920,000 to 922,000 OFFICE OF CITY ENGINEER ROANOKE, VIRGINIA December 12, 1994 DATE: TO: FROM: SUBJECT: October 19, 1994 Ms. Mary F. Parker, City Clerk CITY OF ROANOKE INTERDEPARTMENT COMMUNICATION MAYOi:¥S OFFICE D. D. Roupe, Manager, General Services RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT AREA Sealed bids will be received in the Office of General Services until 2:00 p.m., Thursday, November 3, 1994 at which time all such bids will be publicly opened and read for the following: RENOVATION OF JUVENILE AND DOMESTIC RELATIONS COURT AREA 315 W. CHURCH AVENUE ROANOKE, VIRGINIA JOB NUMBER 25-94A A copy of the advertisement is attached hereto. /dh INVITATION TO BID (Leqal Advertisement) CITY OF ROANOKE~ VIRGINIA Sealed Bids for: RENOVATION OF ~UVENILE AND DOMESTIC RELATIONS COURT AREA 315 W. CHURCH AVENUE ROANOKE~ VIRGINIA JOB NUMBER 25-94A will be received by D. Darwin Roupe, Manager of General Services, Room 353, Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia 24011, until 2:00 p.m., local time, on Thursday, November 3, 1994. Copies of plans and specification may be examined at the Office of the City Engineer, Room 350, Municipal Building, Roanoke, Virginia, during business hours. Copies of the documents may be obtained only from the Office of the City Engineer. A pre-bid conference will be conducted on Tuesday, October 25, 1994, at 3:00 p.m. local time, at the site starting in the Courthouse Main Entrance. The City of Roanoke expressly reserves the right to reject any or all Bids, to waive any informality or irregularity in the Bids received, and to accept a Bid which is deemed to be in the best interest of the City of Ro~_ _~ D. Darwin Roupe, CPP% CPPB, CPPO Manager, General Services City of Roanoke, Virginia MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue. S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #67-80-110 Mrs. M. Carl Andrews 2814 Crystal Spring Avenue, S. W. Roanoke, Virginia 24014 Dear Mrs. Andrews: I am enclosing copy of Resolution No. 32291-121294 naming the overlook at the foot of the Mill Mountain Star "The M. Carl Andrews Overlook", in honor of your late husband, M. Carl Andrews, Chairman of the Mill Mountain Development Committee for over twenty-four years. Resolution No. 32291-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #67-80-110 Carl H. Kopitzke, Chairperson Mill Mountain Development Committee 4581 Oakland Boulevard, N. W. Roanoke, Virginia 24012 Dear Mr. Kopitzke': I am enclosing copy of Resolution No. 32291-121294 naming the overlook at the foot of the Mill Mountain Star "The M. Carl Andrews Overlook", in honor of the late M. Carl Andrews, Chairman of the Mill Mountain Development Committee for over twenty-four years. Resolution No. 32291-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: Charles A. Price, Jr., Chairperson, City Planning Commission, 3101 Willow Road, N. W., Roanoke, Virginia 24017 John R. MarIles, Agent, City Planning Commission Martha P. Franklin, Secretary, City Planning Commission IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 12th day of December, 1994. No. 32291-121294. A RESOLUTION naming the overlook at the foot of the Mill Mountain Star "The M. Carl Andrews Overlook". WHEREAS, M. Carl Andrews, a noted community leader and former editorial page editor of The World-News, died on June 9, 1994; WHEREAS, Mr. Andrews served continuously as Chairman of City Council's Mill Mountain Development Committee from June 16, 1969, through November 29, 1993; WHEREAS, Mr. Andrews dedicated his entire adult life to the preservation of Mill Mountain as a natural park and as a place fo~ the recreational use of citizens of the City of Roanoke in accordance with the will of J. B. Fishburn, generous donor of the land comprising Mill Mountain Park; WHEREAS, in his capacity as Chairman of the Mill Mountain Development Committee, Mr. Andrews oversaw several development plans for Mill Mountain Park beginning with the Site Development Plan prepared by Stanley W. Abbott in 1965, and including the last plan, the Mill Mountain Parks Design Evaluation and Development Criteria, prepared by Rhodeside & Harwell in 1991; WHEREAS, under the able leadership of Mr. Andrews, the Mill Mountain Development Committee coordinated the extension of the Fishburn Parkway to connect with a Blue Ridge Parkway spur, expansion of parking facilities, construction of restroom facilities, reconstruction of overlook facilities, expansion of the Mill Mountain Zoo, creation of the lovely wildflower garden in conjunction with the Mill Mountain Garden Club and erection of a monument to honor J. B. Fishburn; and WHEREAS, the Mill Mountain Development Committee and the Planning Commission have recommended that the overlook at the foot of the Mill Mountain Star be named "The M. Carl Andrews Overlook"; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The overlook at the foot of the Mill Mountain Star shall hereafter be known and identified as "The M. Carl Andrews Overlook" in honor of M. Carl Andrews, Chairman of the Mill Mountain Development Committee for over twenty-four years. 2. An appropriate plaque shall be erected at "The M. Carl Andrews Overlook" in honor of Mr. Andrews. ATTEST: City Clerk. Roanoke City Planning Commission December 12, 1994 The Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Request from the Mill Mountain Development Committee to name the Mill Mountain Overlook at the Mill Mountain Star in honor of M. Carl Andrews The Mill Mountain Development Committee has requested that the Planning Commission consider a request to name the overlook at Mill Mountain at the foot of the Star, "The M. Carl Andrews Overlook" (see attached, letter from Mr. Carl H. Kopitzke, Chairman, dated 9/23/94). Mr. Lynn Vernon, Parks Planne~presented the Committee's request at the October 5, 1994, meeting of the Planning CommissiOn. After due consideration by the Planning Commission, the Commission voted 5-0 to recommend to City Council that the request be approved as a fitting tribute to Mr. Andrews, who, for over 25 years, made significant contributions to protecting and enhancing the natural beauty of Mill Mountain. CAP:JRM:mpf attachment cc: Assistant City Manager Assistant City Attorney Parks Planner Respectfully submitted, Charles A. Price, Jr., Chairman Roanoke City Planning Commission Room 162 Municipal Building 215Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2344 CITY OF ROANOKE MILL MOUNTAIN D~;ELOPMENT COMMITTEE September 23, 1994 Mr. Charles A. Price, Jr., Chairman and Members of Roanoke City Planning Commission SUBJECT: Request of Mill Mountain Development Committee to name the Mill Mountain Overlook at the Star in honor of Mr. M. Carl Andrews Dear Chairman and Commission Members: The Mill Mountain Development Committee has tried to find an appropriate way to acknowledge the many years that M. Carl Andrews has given to our fine City in carrying out the wishes set forth in the will of J. B. Fishburn. Mr. Andrews served continually as chairman of this City Council appointed Committee from June 16, 1969 until November 29, 1993. Mr. Fishburn requested that Mill Mountain be preserved as a natural park and used for recreational purposes by the citizens of Roanoke. M. Carl Andrews dedicated his entire adult life to see that those wishes were carried out. From the days of the Site Development Plan, prepared by Stanley W. Abbott in 1965, right up to the last Mill Mountain Park Design Evaluation and Development Criteria as set out in the Rhodeside & Harwell Study in 1991. For all the years M. Carl Andrews invested in preserving one of Roanoke's prize jewels, this Committee would like to make the following recommendations: A.) It would be a fine tribute by City Council to act on behalf of the citizens of Roanoke and name the current overlook at the foot of the Mill Mountain Star; "The M. CARL ANDREWS OVERLOOK" in his honor. B.) An appropriate plaque be placed on the overlook to indicate why this well deserved honor was bestowed on M. Carl Andrews. C.) Upon completion of A & B above, a date and time be set aside and announced to the public of the dedication that should be attended by every member of City Council and all interested citizens of THE ROANOKE VALLEY. Mr. Charles A. Price, Jr., Chairman and Members of Roanoke City Planning Commission September 23, 1994 Page 2 The Mill Mountain Development Committee stands ready to assist in any way necessary to accomplish this most deserved honor. Your favorable consideration with regard to this request will be appreciated. Respectfully Submitted, Chairman CC: Mayor David A. Bowers and Members of City Council Members of Mill Mountain Development Committee W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney William F. Clark, Director of Public Works John W. Coates, Manager, Parks and Recreation/Grounds Maintenance Lynnis B. Vernon, Parks Planner MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #24-184-429 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. 32271-121294 amending and reordaining Section 22.1-3, Membership generally, of Chapter 22.1, Pensions and Retirement, Code of the City of Roanoke (1979), as amended, by the addition of a new subsection (el) providing for a new window of opportunity during which members of the Employees' Retirement System may transfer to the Employees' Supplemental Retirement System. Ordinance No. 32271-121294 was adopted by the Council of the City of Roanoke on first reading on Monday, November 28, 1994, also adopted by the Council on second reading on Monday, .December 12, ~1994, and will take effect ten days following the date of its second reading. Please include Ordinance No. 32271-121294 in Supplement No. 33 to the Roanoke City Code. Sincerely, Pa~... 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clcrk December 15, 1994 File #24-184-429 Raymond F. Leven Public Defender Suite 4B Southwest Virginia Building Roanoke, Virginia 24011 Dear Mr. Leven: I am enclosing copy of Ordinance No. 32271-121294 amending and reordaining Section 22.1-3, Membership generally, of Chapter 22.1, Pensions and Retirement, Code of the City of Roanoke (1979), as amended, by the addition of a new subsection (cl) providing for a new window of opportunity during which members of the Employees' Retirement System may transfer to the Employeest Supplemental Retirement System. Ordinance No. 32271-121294 was adopted by the Council of the City of Roanoke on first reading on Monday, November 28, 1994, also adopted by the Council on second reading on Monday, December 12, 1994, and will take effect ten days following the date of its second reading. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #24-184-429 Kim M. Nicholl Consulting Actuary Buck Consultants, Inc. Xerox Centre 55 West Monroe Street Chicago, Illinois 60604 Dear Ms. Nicholl: I am enclosing copy of Ordinance No. 32271-121294 amending and reordaining Section 22.1-3, Membership generally, of Chapter 22.1, Pensions and Retirement, Code of the City of Roanoke (1979), as amended, by the addition of a new subsection (el) providing for a new window of opportunity during which members of the Employees' Retirement System may transfer to the Employees' Supplemental Retirement System. Ordinance No. 32271-121294 was adopted by the Council of the City of Roanoke on first reading on Monday, November 28, 1994, also adopted by the Council on second reading on Monday, December 12, 1994, and will take effect ten days following the date of its second reading. Sincerely, P~c~]~. Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32271-121294. AN ORDINANCE amending and reordaining §22.1-3, Membership generally, of Chapter 22.1, Pensions and Retirement, Code of the City of Roanoke (1979), as amended, by the addition of a new subsection (cl) providing for a new window of opportunity during which members of the Employees' Retirement System may transfer to the Employees' Supplemental Retirement System. BE IT ORDAINED by the Council of the City of Roanoke as follows: Section 22.1-3, Membership generally, Chapter 22.1, Pensions and Retirement, Code of the City of Roanoke (1979), as amended, is amended and reordained by the addition of a new subsection (cl) as follows: §22.1-3. Membership generally. (cl) Members of the ERS who are employees of the City on February 1, 1995, and who wish to transfer to the ESRS and cease participation in the ERS may do so by properly completing and filing a Letter of Intent to Transfer between February 1, 1995, and May 16, 1995. A member may revoke his Letter of Intent to Transfer within twenty-eight (28) days of its filing by making a written revocation request to the Board of Trustees. Each Letter of Intent to Transfer must be made in writing on forms supplied by the Board of Trustees and must be properly filed with the Board. Unless a member revokes his Letter of Intent to Transfer within twenty-eight (28) days after the date of its filing, the transfer shall be effective twenty-nine (29) days after the date it is received by the Board of Trustees. ATTEST: City Clerk. :CITY OF ROANOKE t,,:,.~-:~:~-:~:t~,.~~......,., _. , DEPARTMENT OF FINANCE * ~ ';~;¥~ * / '0~ :' '¢ '7)~ '!21'5 Church Avenue, S.W., Room 461 ~,~ ...... ' ~.o..ox ~ 220 Roanoke, Virginia 24006-1220 Telephone: (703) g~1-2021 Fax: (703) JAMES ~, ~1~O Director of Finance November 28, 1994 JESSE A. HALL Deputy Director TO: FROM: SUBJECT: Honorable Mayor and Members of City Council James D. Grisso, Director of Finance City of Roanoke Pension Plan Background The Council of the City of Roanoke adopted Ordinance No. 27061 establishing a new retirement system effective July 1, 1984. The new retirement system, Employees' Supplemental Retirement System (ESRS) is the only system available to employees hired or rehired on or after July 1, 1984. Employees who were members of the Employees' Retirement System (ERS) as of June 30, 1984 had an option of remaining a member of ERS (old system) or transferring their membership to ESRS (new system). From July 1, 1984 through December 31, 1984, 877 employees exercised their option to transfer to the new system. The following table provides you with an analysis of the employees who transferred to the ESRS system during that option period: General Employees School Employees Police Fire Total Total Number of Employees 1,219 309 219 242 1,98~9 Elected to Transfer 377 109 172 219 877 Percentage of Total 30.9% 35.3 78.5 90.5 44.1% Honorable Mayor and Members of City Council November 28, 1994 Page 2 Due to retirements and terminations only 565 employees remain in the old system of the 1,1 1 2 employees that elected not to transfer to ESRS 10 years ago. Below is a table that shows the current status of all members of the City of Roanoke Pension Plan. General Employees School Employees Police Fire ESRS ER~ 886 462 184 78 233 19 232 6 1,535 565 Total 1,348 262 252 238 2,100 Current Situation It has been 10 years since the ESRS was adopted. Employees in the ERS had a difficult decision choosing whether to become a member of a System that offered many new and different benefit options. Of the 565 employees still remaining in the ERS, approximately 60% have 20 or more years of service. Senior employees should be provided another opportunity to participate in the same retirement benefits that are granted to new employees. This will allow these career employees another opportunity to transfer to the ESRS if it is in their best interest. Additional factors to consider are: All 565 members are vested with the Pension Plan with 10 or more years of service, Over the last ten years, qualifying events such as marriage, divorce, or spousal death may affect a member's outlook on which System would be more beneficial to them, Honorable Mayor and Members of City Council November 28, 1994 Page 3 · The Pension Plan's actuary has estimated a minimal increase in the annual contribution rate if all 565 members transferred, · It was always the intention that the ERS (old system) would be gradually phased out, and my recommendation will decrease the time period for maintaining two different retirement systems, and, · All Council members and Council appointed officers are currently members of the ESRS (new system). In addition to the above factors, other changes that have taken place since adoption of the ESRS are: · Age 65 with 5 years of service became a floating age with 5 years of ' service and age 65 or over (If an employee was hired at age 62, they could retire at age 67 with 5 years of service), · Eliminated restriction on disability retirement after age 55, · Eliminated mandatory retirement age 70 for police officers and firefighters, · City adopted a new paid leave/extended illness plan effective July 1, 1992 that allows employees to convert 60% of unused extended illness leave into creditable service for retirement benefits. Recommendation The City should provide eligible employees another option to transfer to the ESRS. To provide adequate time to brief each eligible employee regarding the specific benefits related to the ERS and ESRS and to provide them the information to make an informed decision in their best interest, the following dates are recommended: Effective Date: Transfer option will be available to all employees of the City on February 1, 1995 Option Period: February 1, 1995 through May 16, 1995 Honorable Mayor and Members of City Council November 28, 1994 Page 4 All employees in the ERS completing applications for retirement shall be informed of the transfer option period and explained the advantages and/or disadvantages of delaying their effective retirement date. Exhibit A is a comparison of the primary benefits in the ERS and ESRS. Employees must have a general understanding of these benefits to make an informed decision. The attached ordinance provides employees in the Employees' Retirement System in the service of the City on February 1, 1995, an option to transfer to the Employees' Supplemental Retirement System from February 1, 1995 to May 16, 1995. Sincerely, Director of Finance JDG:s Attachments C.' W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Doris Peters, Retirement Administrator Exhibit A CITY OF ROANOKE PENSION PLAN COMPARATIVE SUMMARY OF THE EMPLOYEES' RETIREMENT SYSTEM (ERS) AND THE EMPLOYEES' SUPPLEMENTAL RETIREMENT SYSTEM (ESRS! 1. Effective date OLD SYSTEM {ERS) July 1, 1946 to June 30, 1984 NEW SYSTEM (ESRS) July 1, 1984 2. Eligibility 3. Normal Retirement Benefit A. Eligibility B. Benefit C. Survivor Benefit D. Average Final Compensation All employees enter immediately. (No age or service limitation.) At age 60 or if earlier, at completion of 30 veers service. 1.429% (1/70) of average final compensation multiplied by number of years. Automatic 50% of retirement allowance of member. If spouse is more than 5 years younger than employee, there is a reduction of 1/6% for each month in excess of 5 years. Benefit ia paid until the spouse's remarriage or death. Spouse is required to sign spousal election form. Annual earnable compensation (overtime excluded) during 12 consecutive months yielding the highest such average. Earnable compensation is all usual compensation. Mandatory for all regular employees hired or rehired on or after July 1, 1984. Any regular employee of the City aa of June 30, 1984, had an irrevocable election to be a member in the new plan on or before January 1, 1985. The normal retirement age for a member classified as a general employee shall be age 65 with 5 years creditable service or age 55 with 30 years creditable service. For a member classified as a police officer or fire fighter shell be age 65 with 5 years service or age 50 with 25 years as a police officer or fire fighter. Creditable service prior to date of election and no later than May 16, 1995, for current employees and for all new employees hired on or after July 1, 1984, shall be 2% per year. Maximum credit would be 60% of average final compensation. Each employee has an irrevocable option upon retirement to provide for a surviving spousal allowance to be paid until remarriage or death. The employee will receive an actuarially reduced benefit allowance based upon their spouse's age and a 50%, 75% or 100% allowance if they elect to provide for their spouse. (See tables on page 4) Spouse will be required to sign statement showing benefit provided by employee. The average annual normal compensation (overtime excluded) of a member during the preceding 36 months (3 years) from retirement date. 4. Early Retirement Benefit A. Eligibility 20 years of creditable service attained or would have been obtained, any age. 10 years of creditable service and minimum attained at age 55. B. Benefit OLD SYSTEM (ERS) Benefit calculated like normal retirement benefit (NRB) based on average final compensation and creditable service as of early retirement date. NEW SYSTEM (ESRS) Benefit calculated like normal retirement benefit (NRB) based on final compensation and creditable service as of early retirement date. C. Reduction Factor 5/9% for each month between early retirement date and normal retirement date up to 60 months and 5/18% for each additional month in excess of 60 months. 1/2% for each month between, early retirement date and normal retirement date up to 60 months and 1/4% for each additional month in excess of 60 months. Calculation will use creditable service years or age, whichever provides the least reduction. 5. Disability Retirement Benefit A. Non-Occupational (1) Eligibility (2) Date benefit begins (3) Benefit B. Occupational (1) Eligibility (2) Date benefit begine (3) Benefit 5 years of creditable service After all forms of leave are exhausted or upon approval by Board of Trustees 1.429% of average final compensation multiplied by creditable service, subject to a minimum of 25% of average final compensation provided such minimum does not exceed 1.429% of average final compensation multiplied by service which would be creditable if he remained in service to normal retirement age. However, if an employee has attained hie normal retirement age, his normal retirement benefit is payable. Accident in performance of duty After all forms of leave are exhausted or upon approval by Board of Trustees 66 2/3% of average final compensation. Benefits paid under Workmen's Compensation are offset from all disability benefits. 5 years of creditable service After all forms of leave are exhausted or upon approval by Board of Trustees 2% of average final compensation multiplied by creditable service years. Maximum credit would be 60%. No reduction factor for age or creditable service years is used. Accident in performance of duty After all forms of leave are exhausted or upon approval by Board of Trustees 66 2/3% of average final compensation. Benefits paid under Workmen'e Compensation are offset from all disability benefits. 6. Vesting 100% vesting of accrued pension after 10 1OO% vesting of accrued pension after 10 years years creditable service, creditable service. 7. Death Before Retirement OLD SYSTEM {ERS) NEW SYSTEM (ESRS) A. Non-Occupational (1) Eligibility (2) Benefit Must satisfy (a), (b), and (c): (a) Death after: (1) 20 years creditable service, or (2) age 60. (b) Married to spouse at date of death, and married for at least one year. (c) No optional election is in effect. 50% of retirement allowance of member. If spouse is more than 5 years younger than employee, there is a reduction of 1/6% for each month in excess of 5 years. Benefit is paid until the spouse's remarriage or death. Lump sum of 50% of compensation in year preceding death after I year of service is payable to beneficiary. Must satisfy (a), (b) and (c): (a) Death after 10 years creditable service (b) Married for at least one year to spouse at date of death. (c) Employed by City as current employee at date of death. 50% of retirement allowance member was entitled to at date of death under (NRB). If spouse is more than 5 years younger than member, there is a reduction of 1/6% for each month in excess of 5 years benefit is paid until the spouse's remarriage or death. B. Occupational (1) Eligibility Death from accident in performance of duty. Death from accident in performance of duty. (2) Beneficiary Spouse's benefit ceases upon spouse's Spouse's benefit ceases upon spouse's death or death or remarriage, or upon children remarriage, or, if no spouse, upon retiree's attaining age 18, or if no spouse or children children attaining age 18. under 18, benefit is paid to dependent parents. (3) Benefit 8. Lump Sum Payment in Lieu of Monthly Allowance Pension equal to 50% of average final compensation. Benefits paid under Workmen's Compensation are offset from all death benefits. Monthly benefit payments for $50 or less, effective July 1, 1984, will be paid by a lump sum. The lump sum payment will be actuariaily computed based on the retiree's age and benefit allowance due. Lump sum payment above 3,500 shall require member consent. It will not be possible to elect a lump sum payment if the computed benefit is to be more than $50 per month. Pension equal to 50% of average final compensation as defined under (NRB). Benefits paid under Workmen's Compensation are offset from all death benefits. Monthly benefit payments for $50 or less will be paid by lump sum. The lump sum payment will be actuariaily computed based on the retiree's age and benefit allowance due. Lump sum payment above $3,500 shall require member consent. It will not be possible to elect a lump sum payment if the computed benefit is to be more than $50 per month. The actual factors used to convert to an optional form of payment are as follows: Employee is Older Emolovee is YounRer Age Difference * Option I Option 2 OPtion 3 Between Ootion I Ootion 2 Ootion 3 100% 75% 50% Employee and 100% 75% 50% Ootion Ootion Ootion Joint Annuitant Option Option Option .810 .860 .910 Same Age .810 .860 .910 .794 .847 .900 1-2 .840 .882 ,925 .768 .827 .886 3-4 .880 .912 .945 .744 .808 .872 5-6 .920 .942 .965 .720 .789 .858 7-8 .955 .967 .980 .696 .770 .844 9-10 .960 .970 .980 .672 .751 .830 11-12 .960 .970 .980 .648 .732 .816 13-14 .960 .970 .980 .624 .713 .802 15-16 .960 .970 .980 -.006'' -.010'' -.012~ 17+ .960 .970 .980 Rounded to nearest whole year For each additional year after 16 Should such member die within 30 days after retirement, his optional election shall not be effective, he shall be considered a member in service at the time of his death, and the only benefit payable on his account shall be the non-occupational death benefit. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 Beverly T. Fitzpatrick, Jr., Director The New Century Council P. O. Box 18084 Roanoke, V~ma 24014 Dear M~k: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 Carolyn S. Ross, Clerk Town of Vinton P. O. Box 338 Vinton, Virginia 24179 Dear Ms. Ross: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generaliy following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, p~ 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 Forest G. Jones, Clerk City of Salem P. O. Box 869 Salem, Virginia 24153 Dear Mr. Jones: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 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 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 Mary H. Allen, Clerk Roanoke County Board of Supervisors P. O. Box 29800 Roanoke, Virginia 24018-0798 Dear Ms. Allen: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 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 24011-1536 Telephone: (703) 98 ! -2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 James W. Arend Vice-Chairman Roanoke Valley Business Council c/o Atlantic Mutual Companies P. O. Box 4657 Roanoke, Virginia 24015-0657 Dear Mr. Arend: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Ene. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 The Honorable Clifton A. Woodrum, III Member, House of Delegates P. O. Box 1371 Roanoke, Virginia 24007 Dear Delegate Woodrum: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Mary F. Parker, CMC/AAE City Clerk MFP: sm Ene. 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 I-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 The Honorable A. Victor Thomas Member, House of Delegates 1301 Orange Avenue, N. E. Roanoke, Virginia 24012 Dear Delegate Thomas: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then foliowing the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generaliy following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 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 2401 I-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 The Honorable J. Brandon Bell Member, Senate of Virginia 3721 Franklin Road, S. W. Apartment No. 1 Roanoke, Virginia 24014-2260 Dear Senator Bell: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia foliowing the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Erie. MARY F. PARKER, CMC/AAE City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011-1536 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk December 15, 1994 File #20-77-450 The Honorable Robert E. Martinez Secretary of Transportation Chairman of the Commonwealth Transportation Board 1401 E. Broad Street Room 414 Richmond, Virginia 23219 Dear Mr. Martinez: I am enclosing copy of Resolution No. 32292-121294 urging that the Commonwealth of Virginia Transportation Board support alignment of Interstate 73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line. Resolution No. 32292-121294 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, December 12, 1994. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 12th day of December, 1994. No. 32292-121294. A RESOLUTION urging that the Commonwealth of Virginia Transportation Board support a specific alignment of Interstate 73 in the Commonwealth of Virginia. WHEREAS, this Council has, by Resolution No. 31748-102593, adopted October 25, 1993, urged the construction of Interstate 73 ("I-73") and that 1-73 should generally follow U. S. Route 460 from the West Virginia line to Roanoke and U.S. Route 220 from Roanoke to the North Carolina Line; WHEREAS, City Council is now desirous of endorsing a more specific alignment for 1-73 in the Commonwealth, and the Council supports alignment of 1-73 following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights- of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line; ' WHEREAS, the foregoing alignment utilizes existing highway corridors for which significant improvement funds have already been designated, such as 1-581 and 1-81, along with funding already in place for the "Smart Highway"; WHEREAS, the specific alignment endorsed by City Council should reduce the cost of construction and expenses associated with land acquisition for 1-73; and WHEREAS, routing of 1-73 directly through the Roanoke Valley provides distinct travel and economic development advantages to the Valley as a whole; THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The Commonwealth Transportation Board and the Virginia Department of Transportation are urged to support alignment of 1-73 within the Commonwealth of Virginia following the right-of-way of U. S. Route 460 from the West Virginia line, then following the rights-of-way of the proposed "Smart Highway", Interstate 81 and Interstate 581 in the City of Roanoke, and then generally following the right-of-way of U. S. Route 220 from Roanoke to the North Carolina line~ 2. The City Clerk is directed to forward an attested copy of this Resolution to the Honorable J. Brandon Bell, Member, Senate of Virginia, the Honorable A. Victor Thomas, Member, House of Delegates, the Honorable Clifton A. Woodrum, III, Member House of Delegates, the Commonwealth Transportation Board, and the Clerk's of the governing bodies of Roanoke County, the City of Salem and the Town of Vinton. ATTEST: City Clerk. CITY OF ROANOKE INTERDEPARTMENT COMMUNICATION DATE: TO: FROM: SUBJECT: December 1, 1994 Wilburn C. Dibling, Jr., City Attorney Sandra H. Eakin, Deputy City Clerk Preparation of Resolution in support of a specific corridor for the routing of proposed 1-73 through the Roanoke Valley :se On behalf of Mayor Bowers, I am attaching copy of a communication and Resolution from the Roanoke Valley Business Council requesting the City's support of a specific corridor for the routing of proposed 1-73 through the Roanoke Valley. Mayor Bowers has requested that you prepare the appropriate resolution for Council's consideration at its meeting on Monday, December 12, 1994. Your usual prompt and courteous attention to this matter will be appreciated. Attachment Roanoke Valley BUSINESS COUNCIL F 0 Box 13727 I~oanoke, V~rginia 24036 (703) 981-7347 (703) 3444003 Fax November 17, 1994 RECEIVED N OV 1 8 199z · MAYOR'S OFFICE Mayor David A. Bowers 215 Church Avenue, SW Room 452 Municipal Building Roanoke, VA 24011 Dear David: The Roanoke Valley Business Council has recently approved the attached Resolution concerning a specific corridor for the routing of the proposed Interstate 73 through the Roanoke Valley. As indicated, the Business Council is supportive of a route that generally follows Route 220 into the City of Roanoke and overlaps Interstate 581, Interstate 81, the proposed "Smart Highway" and Route 460 to West Virginia. Our rationale for advocating this particular route is that it would use existing corridors for which significant improvement funds have already been designated such as the widening of both Interstate 581 and Interstate 81, along with funding that has been acquired for the "Smart Highway". This approach would hopefully reduce the cost of construction and expense associated with additional land expropriation for Interstate 73. From an economic perspective, the routing of Interstate 73 directly through the Roanoke Valley is seen to be a distinct advantage to the Valley as a whole. We are therefore requesting that the Roanoke City Council consider adopting a similar Resolution which would be forwarded to the Virginia Department of Transportation to show unified support for the highway being directed through our Valley and on the corridor which is indicated in the Resolution. Yours very truly, James W. Arend Vice Chairman cej Attachment 1NTHECOUNCILOFTHECITY OF ROANOKE, VIRGINIA The 12th day of December, 1994. No. 32293-121294. A RESOLUTION providing City Employees with one (1) additional holiday for this calendar year only. BE IT RESOLVED by the Council of the City of Roanoke that: 1. All City Offices shall be open for business Friday, December 23, 1994. 2. With the approval of the department manager, any city employee may, upon request, be permitted to take as a holiday Friday, December 23, 1994. 3. City personnel who work on Friday, December 23, 1994, shall be accorded equivalent time off during the current fiscal year in accordance with a schedule to be approved by the department manager. 4. of any emergency, Adherence to this resolution shall cause no disruption or cessation of the performance essential or necessary public service rendered or performed by the City. ATTEST: City Clerk.