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Home My WebLink AboutCouncil Actions 04-01-91 Bower s (30452) REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL April I, 1991 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. All Present. The invocation will be delivered by The Reverend Everett Kier, Pastor, Grace Church. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. Selection of persons to be accorded the public interview for the position of School Trustee, such interviews scheduled to be held on Thursday, April 25, 1991, at 7:00 p.m., in the City Council Chamber. The following persons have applied for appointment: 1 2 3 4 5 6 7. E. Hil Cassell, Jr. Marilyn C. Curtis Garry A. Fleming M. Wendy O'Neil Velma B. Self James M. Turner, Jr. Harry R. Yates, Jr. Pursuant to unanimous vote of Council, all seven Candidates will be interviewed on Thursday, April 25, 1991. C-1 CONSENT AGENDA (Approved 7-0) ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DIS- CUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. A list of items pending from July 10, 1978, through March 25, 1991. RECOMMENDED ACTION: Receive and file. (1) C-2 C-3 C-4 Qualification of Ms. Carolyn M. Johnson as a Commissioner of the Roanoke Redevelopment and Housing Authority Board of Commissioners to fill the unexpired term of Dr. Wendell Hutler, resigned, ending August 31, 1992. RECOMMENDED ACTION: Receive and file. Fair 1994. Qualification of Ms. Veron E. Holland as a member of the Housing Board for a term of three years ending March 31, RECOMMENDED ACTION: Receive and file. Qualification of Mr. Board of Trustees, City ending June 30, 1992. Ronald E. Carlisle as a member of the of Roanoke Pension Plan for a term RECOMMENDED ACTION: Receive and file. Request of Vice-Mayor Musser for an Executive Session, pur- suant to Section 2.1-344 (A) (1), Code of Virginia (1950), as amended; concurred in the request. REGULAR AGENDA 3. Hearing of Citizens Upon Public Matters: Request of Mr. Donald F. "Whitey" Taylor to address Council with regard to stock car racing in Victory Stadium. See Item 5.a.1. 4. Petitions and Communications: A communication from Council Member David A. Bowers, Council Liaison, Roanoke Redevelopment and Housing Authority Board of Commissioners, transmitting a request on behalf of the Housing Authority for approval of a plan to assist Michael G. Morgan in the acquisition, rehabilitation and equipping of certain apartment complexes located in the City of Roanoke and the City of Salem, by issuance of its revenue bonds, in an amount not to exceed $19,000,000. Adopted Resolution No. 30453-40191. (7-0) 5. Reports of Officers: a. City Manager: Briefings: None· Items Recommended for Action: 1. A report with regard to auto racing in Victory Stadium. Adopted Ordinance No. 30452 on first reading. (4-3, Council Members Bowles, Fitzpatrick, and Mayor Taylor voting no.) 2. A report requesting authorization to file the necessary applications on behalf of the City of Roanoke to per- manently vacate, discontinue and close a portion of Day Avenue between Franklin Road and Third Street, S. W. Concurred in the request. (Council Member Harvey abstained from voting.) A report recommending authorization to submit an appli- cation to the Department of Housing and Community Development for a grant under the Emergency Home Repair Program. Adopted Resolution No. 30454-40191. (7-0) A report recommending authorization to execute a contract with the State Department of Health relating to the operation of the local Health Department. Adopted Resolution No. 30455-40191. (7-0) A report recommending approval of Change Order No. 2, in the amount of $9,646.00, to the contract with Hayes, Seay, Mattern and Mattern, Inc., for engineering ser- vices in connection with the realignment and recon- struction of Thirlane Road, N. W. Adopted Ordinance No. 36456-40191. (7-0) A report concurring in a report of a bid committee recommending acceptance of the bids submitted by Fulton Trucks, Inc., to furnish one new refuse truck cab/chassis, and Cavalier Equipment Corporation, to furnish one new refuse body to be mounted on the new refuse truck cab/chassis, for the Refuse Collection Department; and transfer of funds therefor. Adopted Ordinance No. 30457-40191 and Resolution No. 30458-40191. (7-0) A report concurring in a report of a bid committee recommending acceptance of the bid submitted by Linear Dynamics, [nc., to furnish one new paint striping machine, for the Street Maintenance Department; and transfer of funds therefor. Adopted Ordinance No. 30459-40191 and Resolution No. 30460-40191. (7-0) (3) Director of Finance: 1. A joint report Treasurer with investments. of the Director of Finance and City regard to short-term cash management Adopted Ordinance No. 30461 on first reading. (7-0) The Director of Finance and the City Treasurer were authorized to issue a "Request for Proposal" for a short-term cash manager. 6. Reports of Committees: A report of the Water Resources Committee recommending appropriation of $75,000.00 to provide necessary funds for the purchase of water treatment chemicals through June 30, 1991. Council Member Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 30462-40191. (7-0) A report of the Water Resources Committee recommending establishment of new water service connection and meter rates, to be effective on and after May 1, 1991. Council Member Elizabeth T. Bowles, Chairman. Adopted Resolution No. 30463-40191. (7-0) A report of the Water Resources Committee recommending that Council declare the house located on the former Douthat Farm as surplus to the City's needs, and authorize its removal from the area of future expansion for the Roanoke Centre for Industry and Technology. Council Member Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 30464 on first reading. (7-0) 7. Unfinished Business: None. 8. Introduction and Consideration of Ordinances and Resolutions: Ordinance No. 30451, on second reading, accepting a bid for certain food and beverage concession services at the Roanoke Civic Center upon certain terms and conditions, and authorizing the execution of an appropriate concession agreement. bo Adopted Ordinance No. 30451-40191. (7-0) A Resolution appointing a Director of the Industrial Development Authority of the City of Roanoke, to fill an unexpired portion of a four year term on its Board of Directors. Adopted Resolution No. 30465-40191. (7-0) (4) 10. 9. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and Members of City Council. Council authorized the City Clerk to advertise a public hearing for Monday, April 15, 1991, at 2:00 p.m., to receive the views of citizens with regard to upcoming vacancies on the Roanoke City School Board. (The public hearing was previously scheduled for Monday, April 8, 1991, at 7:30 p.m.) The City Manager was requested to review the traffic situation along Campbell Avenue, S. W., in the vicinity of the City Market area and submit appropriate recommendations with regard to traffic control measures. bo Vacancies on various authorities, boards, commissions and cor~nittees appointed by Council. Other Hearings of Citizens: Certification of Executive Session. (?-0) Appointed Mr. Onzlee Ware as a member of the Mental Health Services Board of Directors. (5) Pending Items from July 10, 1978, Referral Date Referred To 7/10/78 City Manager 2/23/87 Regional Cable 6/20/88 Television Committee i/8/90 City Attorney 7/9/90 7/23/90 City Manager Director of Finance City Manager 7/23/90 City Manager 8/27/90 City Manager through March 25, 1991. Item Reco~endation No. 11 con~ tained in the Mayor's 1978 State of the City Message. (Development of a hotel on Mill Mountain.) Request of Cox Cable Roanoke for renewal of their fran- chise agreement in order to simplify and clarify langu- age, make certain additions and deletions, and extend the term. Request.~i to conduct a review of the City's Zoning Ordi- nance to determine if stronger regulations and management procedures are in order for certain zoning mat- ters. Matter with regard to the Pay Plan for Roanoke City employees. Request to provide a more conclusive report and recom- mendation with regard to an "Employee of the Year" Program as recommended by the Mayor. Request to submit a report and recommendation to Council in conjunction with the realignment of Second Street/ Gainsboro Road and Wells Avenue to provide for the burying of power and tele~ phone lines along Jefferson Street in the vicinity of the historic sanctuary of First Baptist Church to be known as "Old First." Request to investigate the feasibility of instituting a "Adopt~A~Program,"an arrange- ment whereby businesses could fund a specific City program for a certain period of time. Pending Items from July 10, 1978, Referral Date Referred To 9/17/90 City Manager 9/24/90 City Manager 1991-92 Budget Study 10/8/90 City Manager 10/22/90 1991-92 Budget Study 11/12/90 City Attorney City Manager 12/17/90 1/7/91 1991-92 Budget Study City Manager I/7/91 City Manager through March 25, 1991. Item Remarks of Mr. Barry L. Marsh, representing Roanoke Valley Swimming, Inc., with regard to the construction of an indoor swirr~ning facility to be located between Fishburn Park Elementary School and Madison Middle School. Request for a report with regard to parking for City employees who work in the downtown area. Request for report with regard to adoption of a measure regulating cats running at large in the City. Remarks of Mr. Edmund A. Damus, 1920 Deyerle Road, S.W., with regard to increasing the annual income limit for persons to be accorded the elderly and disabled real estate tax freeze. Issue of instituting a ward/ modified ward system for election of Roanoke City Council Members. Matter with regard to budget- ing for capital expenditures in the ~uture fiscal year budgets. Matter wlth regard to pro~ posed changes in the City Code and City Charter relating to duties and responsibilities of the Municipal Auditor. -2- Pending Items from July 10~ 1978, through March 25, 1991. Referral Date Referred To Item I/7/91 1/28/91 Director of Finance City Manager City Attorney General Manager Valley Metro Request of Mr. Gary Fleming~ Vice-President, Grandin Court Elementary School PTA, that Roanoke City Schools be exempt from the bingo and raffle ordinance recently adopted by Council or that the ordinance be modified. Request of Mr. David Henderson to install benches~ with advertising rights, on certain Valley Metro bus routes. 2/4/91 2/4/91 2/11/91 City Manager City Manager City Manager Matter with regard to place- ment of banners and flags in the downtown area of the City, as well as tourism signs for downtown Roanoke. Matter with regard to con- tinuing the salary of those City employees who are serving in the military and stationed in the Persian Gulf~ or funding the dif- ference between their mili- tary salary and their City salary, as well as support services for families of said City employees. Matter with regard to pro- viding a iong-range planning report pertaining to a building under option by the City located at 348 Campbell Avenue~ S. W., other proper- ties that potentially could be purchased by the City in the Campbell Avenue area, as well as the Jefferson High School building. Pending Items from July 10, 1978, through March 25, 1991. Referral Date Referred To Item 2/11/91 Architectural Review Board Request to review Section 36.1-345(b) of the City Code and after conducting a public hearing on the matter, to submit a report and recommen~ dation to Council with regard to clarification of the language contained therein. 2/25/91 City Manager Request for a briefing with regard to the City's program relating to Small and Minority Business Development. 2/25/91 City Manager Request to meet with repre- sentatives of the Southwestern Virginia Building and Construction Trades Council to discuss their concerns with regard to the City's procurement pro- cess involving construction services, and report to Council accordingly. 3/4/91 City Manager School Administration Request to submit a joint report to Council and the School Board relative to the three schools proposed to be renovated after Forest Park Elementary School renovations have been completed to deter- mine if there remains a need to renovate said facilities as elementary schools. 3/4/91 City Manager Request to provide detailed information as to events occurring in the northwest area of the City, specifi- cally Lansdowne Park, Hurt Park and Lincoln Terrace, along with an indication as to the feasibility of establishing a police pre- cinct in what is considered to be the highest crime area of the City, and whether or not such action would have an impact on existing problems. Pending Items Referral Date 3/11/91 3/18/91 3/25/91 3/25/91 from July 10~ 1978~ Referred To City Attorney William White~ Sr. William F. Clark Kit B. Kiser Director of Real Estate VaLuation City Manager through March 25~ 1991. Item Preparation of a measure expressing appreciation to the 1991 Metro Basketball Tournament officials, City employees, and others who participated in the Tourna~ ment. Bids for improvements to Peters Creek Channel from 1900 Meadowbrook Road to Peachtree Drive. Request to submit a report to Council with regard to an assessment of property located in the Shaffers Crossing area of the City. Request to brief Council with regard to the design/redesign of the Crestar Plaza Park and the Friendship Fountain prior to approval of the design and construction of the project. ~5~ MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W.Room 456 Roanoke, Virgmla 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy CiTy Clerk File #15-178 Mr. Robert W. Glenn, Chairman Roanoke Redevelopment and Housing Authority Board of Commissioners P. O. Box 13007 Roanoke, Virginia 24030 Dear Mr. Glenn: This is to advise you that ~4s. Carolyn M. Johnson as a Commissioner of the Roanoke Redevelopment and Authority Board of Commissioners to fill the unexpired Dr. Wendell H. Butler, resigned, ending August 31, 1992. Sincerely, ~C~/t~ ~4a ry F. Pa rko r, C"MC/AAE City Clerk has qualified Housing term of MFP:ra pc: Mr. Herbert D. McBride, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the eighteenth day of March, 1991, CAROLYN M. JOHNSON was elected as a Commissioner of the Roanoke Authority Board of Commissioners Dr. Wendell H. Butler, resigned, Given under my hand and the Seal twentieth day of March, 1991. Redevelopment and Housing to fill the unexpired term of ending August 31, 1992. of the City of Roanoke this City Clerk MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W. Room 456 Roa0oke, Virginia 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #15-178 Ms. Dolores C. Daniels, Fair Housing Board Roanoke. Virginia Dear Ms. Daniels: This is to advise you a member of the Fair ending March 31, 1994. Secretary that Ms. Veron E. Holland has qualified as Housing Board for a term of three years Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the eleventh day of ~arch. 1991, VERON E. HOLLAND was reelected as a member of the City of Roanoke Transportation Safety Corr~is- sion for a term of three years, ending March 31, 1994. Given under ~y hand and the Seal of the City of Roanoke this thirteenth day of ~arch, 1991. City Clerk MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 2 'l 5 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703) 987-2541 April 3, 1991 SANDRA H. EAKIN Depu'~y C~y Clerk File #15-429 Mr. F. Wiley Hubbell, Chairman Board of Trustees, City of Roanoke Pension Plan 3712 Peakwood Drive, S. W. Roanoke, Virginia 24014 Dear Mr. Hubbell: This is to advise you that Mr. Ronald E. Carlisle has qualified as a member of the Board of Trustees, City of Roanoke Pension Plan, for a term ending June 30, 1992. Sincerely, ~~ Mary F. Parker, C'~IC/AAE City Clerk MFP:ra pc: Mr. Joel Trustees, ~. Schlanger, Secretary/Treasurer, City of Roanoke Pension Plan Board of COMMONWEALTH OF CITY OF ROANOKE VIRGINIA To-wit: I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the eleventh day of March, 1991, RONALD E. CARLISLE was elected as a member of the Board of Trustees, City of Roanoke Pension Plan, for a term ending June 30, 1992. Given under my hand and the Seal of the City of Roanoke this thirteenth day of March, 1991. City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W ,Room 456 Roanoke, Virg~nta 24011 Telephone: (703)981-2541 MARY F. PARKER SANORA H. EAKIN City Clerk Deputy City Clerk April 3, 1991 File #53B-178 Mr. Alton L. Knighton, Jr. Attorney P. O. Box 720 Roanoke, Virginia 24004-0720 Dear Mr. Knighton: I am enclosing copy of Resolution No. 30453-40191 approving issuance of bonds, in an amount not to exceed $19,000,000.00, of the City of Roanoke Redevelopment and Housing Authority for the benefit of Michael G. Morgan, to the extent required by Section 147(f) of the Internal Revenue Code of 1986, as amended, and Section 15.1-1378.1 of the Code of Virginia, 1950, as amended, to be used for acquisition, rehabilitation and equipping of one or more of apartment complexes located at 1716 Hershberger Road, N. W. (Park Towne Apartments); 2755 Brandon Avenue, S. (Brandon Ridge Apartments); 2754 Brandon Avenue, S. W. (Brandon West Apartments); 2100 Southall Place, S. W. (Colonial Yorktown Homes) and 100 Kimball Avenue (Mount Regis Village Apartments). Resolution No. 30453-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely, Mary F. Parker, City Clerk CMC/AAE MFP : ra Enc. pC: Mr. Robert W. Glenn, Jr., Chairman, Roanoke Redevelopment and Housing Authority Board of Commissioners, P. O. Box 13007, Roanoke, Virginia 24030 Mr. Herbert D. McBride, Executive Director, Roanoke Redevelopment and Housing Authority, 2624 Salem Turnpike, N. W., Roanoke, Virginia 24017 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 1st Day of April, 1991. No. 30453-40191. A RESOLUTION approving the issuance of bonds of the City of Roanoke Redevelopment and Housing Authority (the "Authority") for the benefit of Michael G. Morgan (the "Developer,,), to the extent required by Section 147(f) of the Internal Revenue Code of 1986, as amended (the "Code") and Section 15.1-1378.1 of the Code of Virginia of 1950, as amended (the "Virginia Code"). WHEREAS, the Authority has considered the application of the Developer for the issuance of the Authority's revenue bonds or notes in an amount not to exceed $19,000,000 (the "Bonds") to assist the Developer (or a corporation of which he is the majori- ty stockholder or a limited partnership of which he or such a corporation is the general partner) in the acquisition, rehabili- tation and equipping of one or more of (1) an apartment complex located at 1716 Hershberger Road, N.W., in the City of Roanoke, Virginia (the "City"), known as Park Towne Apartments and having 216 units; (2) an apartment complex located at 2755 Brandon Avenue, S.W., in the City, known as Brandon Ridge Apartments and having 120 units; (3) an apartment complex located at 2754 Brandon Avenue, S.W., in the City, known as Brandon West Apart- ments and having 84 units; (4) an apartment complex, located at 2100 Southall Place, S.W. (near the intersectionof. Brandon Avenue, S.W., and Mudlick Road, S.W.) in the City, known as Colonial Yorktown Homes and having 104 units; and (5) an apart- ment complex located at 100 Kimball Avenue in the City of Salem, ~A2742 Virginia, known as Mount Regis Village Apartments and having 168 units (collectively, including all common areas and facilities comprising a part of such complexes, the "Facilities"), and has held a public hearing thereon on March 25, 1991; and WHEREAS, the Facilities will be owned and operated by the Developer (or such corporation or limited partnership), except that the Facilities might ultimately be managed by an unrelated entity employed for that purpose by the owner of the Facilities; and WHEREAS, the maximum amount of the proceeds from the sale of the Bonds expected to be expended with respect to each of such complexes is as follows: (1) Park Towne Apartments, $5,200,000, (2) Brandon Ridge Apartments, $2,800,000, (3) Brandon West Apartments, $2,800,000, (4) Colonial Yorktown Homes, $3,200,000, and (5) Mount Regis Village Apartments, $5,000,000; and WHEREAS, the Authority issues its bonds on behalf of the City, and the Council of the City (the "Council") constitutes the elected legislative body of the City; and WHEREAS, the Authority has requested that the Council approve the issuance of the Bonds to comply with Section 147(f) of the Code and Section 15.1-1378.1 of the Virginia Code; and WHEREAS, the Authority has recommended that the Council approve the issuance of the Bonds; THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA AS FOLLOWS: $A2742 --2-- 1. The Council hereby approves the financing of the Facilities and the issuance of the Bonds by the Authority for the benefit of the Developer (or such corporation or limited partner- ship), as required by Section 147(f) of the Code and Section 15.1-1378.1 of the Virginia Code, to permit the Authority to assist in the financing of the Facilities. 2. Approval of the issuance of the Bonds, as required by Section 147(f) of the Code and Section 15.1-1378.1 of the Virginia Code, does not constitute an endorsement of the Bonds, the creditworthiness of the Developer (or such corporation or limited partnership) or the financial viability of the Facili- ties. The Bonds shall provide that neither the Commonwealth of Virginia (the Commonwealth) nor any political subdivision there- of, including the City, the Authority and the City of Salem, shall be obligated to pay the Bonds or the interest thereon or other costs incident thereto except from the revenues and moneys pledged therefor and that neither the faith or credit nor the taxing power of the Commonwealth or any political subdivision thereof, including the City, the Authority and City of Salem, shall be pledged thereto. 3. For purposes of Section 36-19 (9) of the Virginia Code, the Council approves the loan of the proceeds of the Bonds by the Authority to the Developer (or such corporation or limited partnership) to finance the Facilities and thereby assist in planning, developing, acquiring, constructing, rehabilitating and equipping residential buildings. ~A2742 --3-- ® adoption. This resolution shall take effect immediately upon its ATTEST: City Clerk $A2742 --4-- Office of the Council April I, 1991 The Honorable Mayor and Members of the Roanoke City Council Roanoke~ Virginia Dear Mrs. Bowles and Gentlemen: I am pleased to present herewith for your consideration the following communication from the Roanoke Redevelopment and ltousing Authority. This item was approved by the Board of Commissioners of the Housing Authority on Monday, March 25, 1991. The Board respectfully requests your approval. Sincerely, David A. Bowers, Council Liaison Roanoke Redevelopment and Housing Authority Board of Congnissioners DAB: sw Room 456 Municipal Building 215 Church Avenue S W Roanoke. V~'g~nia 24011 (703) 981-2541 April Office of the Council 1991 The Ftonorable Mayor and Members of the Roanoke City Council Roanoke~ Virginia Dear Mrs. Dowles and Gentlemen: I am pleased to present herewith for your consideration the following corr~nunication from the Roanoke Redevelopment and Housing Authority. This item was approved by the Board of Commissioners of the Housing Authority on Monday, March 25, 1991. The Board respectfully requests your approval. Sincerely, David A. Dowers~ Council Liaison Roanoke Redevelopment and Housing Authority Board of Corr~nissioners DAB: sw E~IC · bce: Mr. Robert W. Glenn, Jr., Chairman, Roanoke Redevelopment and Housing Authority Board of Commissioners, c/o Roanoke Gas Company, 519 Kimball Avenue, N. E., Roanoke, Virginia 24012 Mr. Alton L. Knighton, Jr., Attorney, P. O. Box 720, Roanoke, Virginia 24004-0720 I:~:~om 456 Municipal Building 215 C~urch Avenue 5W Roclnoi~e ~rg~nio 24011 (703) 981-2541 WOODS, i~0GEttS & I-IAZLE~It0VE lo8 FltANKLIN ROAD, S.W. P. 0. Box ?20 i~0ANOKE~ VIRGINIA 24004-0720 (703) 982-4232 March 26, 1991 Ms. Mary F. Parker Clerk of City Counsel Municipal Building Roanoke, Virginia 24011 Re: City of Roanoke Redevelopment and Housing Authority; Financinq for Michael G. Morqan Dear Mary: On behalf of the Housing Authority, I am enclosing a proposed resolution for City Council. I would be most appreciative if you would place this on Council's agenda for April 1, 1990. It is my understanding that David Bowers, as Council's liaison to the Authority, will be providing you with an additional cover letter regarding this matter, in order that the resolution might be considered as a communication from one of the members of Council. The resolution would approve a financing by the Authority for the benefit of Michael G. Morgan. As required by state and federal law, the Authority has held a public hearing with respect to this financing. I am enclosing for your records a copy of the Authority's inducement resolution adopted on February 11, 1991, a copy of the Authority's resolution recommending approval of the financing by City Council adopted on March 25, 1991, a report of the public hearing and three versions of the required fiscal impact statement. Three versions of the fiscal impact statement are included because a part of the property to be financed is located in the City and a part in the City of Salem. One of the enclosed fiscal impact statements reflects the property located in the City, one reflects the property located in Salem, and the third reflects the property located in both jurisdictions. M#46205 Ms. Mary F. Parker March 26, 1991 Page 2 We are presently dealing with the Salem City Council to secure its approval of the financing (which is required by federal law), as well as to secure approval for the Authority to act in Salem. In order that Council might have some information concerning the projects to be financed prior to the meeting on April 1, I am enclosing multiple copies of some information prepared by Mr. Morgan. I would appreciate your circulating this to the members of Council, Bob Herbert and such other persons as you deem appropriate. The Authority proposes to finance a project located in Salem because Salem does not have a redevelopment and housing authority. It is anticipated that the Authority will derive an annual fee from participating in this financing, as well as recouping all of its out-of-pocket expenses. Thank you very much for your assistance. Please let me know if you should have any questions. Sincerely, WOODS, ROGERS & HAZLEGROVE Alton L. Knighton, Jr. ALKjr:mag Enclosures cc: Mr. H. Wesley White, Jr. (w/enc.) Mr. Wilburn C. Dibling, Jr. (w/enc.) Mr. Michael G. Morgan (w/o enc.) (via Federal Express) Mr. David A. Bowers (w/o enc.) M#46205 The undersigned Secretary-Treasurer of the City of Roanoke Redevelopment and Housing Authority (the Authority) hereby certifies that the attached resolution was duly adopted by the commissioners of the Authority on February 11, 1991, at a meeting duly called and held at which a quorum was present and acting throughout. Roanoke Redevelopment and Housing Authority (S~L) $A2757 DATE APPROVED ITEM NO. 3 RESOLUTION RESOLUTION PROVIDING FOR ASSISTANCE TO MICHAEL G. MORGAN IN THE FINANCING OF THE ACQUISITION AND REHABILITATION OF FIVE MULTI-F~ILY RESIDENTIAL RENTAL PROJECTS LOCATED IN THE CITIES OF ROANOKE AND SALEM, VIRGINIA. WHEREAS, there have been described to the City of Roanoke Redevelopment and Housinq Authority (the Authority) the plans of Michael G. Morgan (the Developer) to acquire and rehabilitate five multi-family apartment projects of 692 units in total located in the Cities of Roanoke and Salem, Virginia, known as Park Towne Apartments, Brandon Ridge Apartments, Brandon West Apartments, Colonial Yorktown Homes and Mt. Regis Village Apartments, or any thereof (collectively, the Project); and WHEREAS, the Virginia Housing Authorities Law (the Act) authorizes the Authority (1) to make loans for assistance in housing construction or rehabilitation by private sponsors within or without its area of operation and (2) to make loans for acquisition and rehabilitation of residential buildings within and, under certain circumstances, without its area of operation; and WHEREAS, there is no redevelopment and housing authority in the City of Salem, Virginia; and WHEREAS the Developer has requested that the Authority agree to issue its revenue bond or bonds in an amount not to exceed $19,000,000 (the Bonds) under the Act to finance costs incurred in the acquisition and rehabilitation of the Project subject to the approval of the issuance of the Bonds by the City Councils of the Cities of Roanoke and Salem, Virginia; NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF ROANOKE REDEVELOPMENT ARD HOUSING AUTHORITY: 1. The Authority hereby agrees to use its best efforts to assist the Developer in every reasonable way to finance the acquisition and rehabilitation of the Project and, in particular, to undertake the issuance of its Bonds in an amount not to exceed S19,000,000 upon terms and conditions to be mutually agreed upon between the Authority and the Developer, and to loan the proceeds of such Bonds (the Loan) to. the Developer or to a corporation of which he ls the majority stockholder.or, limited partnership of which he or such a corporation is the general partner (the Designee) pursuant to a loan agreement which will provide for the repayment of the Loan in amounts sufficient to pay the principal of and the premium, if any, and interest on the Bonds. The Bonds will be issued and secured pursuant to an indenture of trust, bond purchase agreement or similar document (the Indenture) which will provide for the precise principal amount of the Bonds, the maturity schedule therefor, the interest rate or rates the Bonds will bear and the denominations, forms and other terms of the Bonds and will secure the Bonds by an assignment of all the Authority's rights to the Loan, together with the proceeds thereof and the security therefor. The Bonds will be limited obligations of the Authority payable solely from the revenues pledged thereto pursuant to the Indenture. 2. It having been represented to the Authority by the Developer that it is necessary to proceed immediately with the acquisition and rehabilitation of the Project, the Authority hereby agrees that the Developer or the Designee may proceed with plans for the Project, enter into contracts for acquisition and rehabilitation of the Project and take such other steps as he or it deems appropriate in connection therewith, provided that nothing herein shall be deemed to authorize the Developer or the Designee to obligate the Authority to the payment of any moneys or the performance of any acts in connection with the Project or in any other manner whatsoever. The Developer and the Designee may be reimbursed from the proceeds of the Bonds for costs incurred after the effective date of this resolution in connection with the acquisition and rehabilitation of the Project to the extent permitted under Sections 103 and 141 through 150 of the Internal Revenue Code of 1986, as amended (the Code) and the regulations promulgated thereunder. 3. The Authority hereby agrees to accept the recommendation of the Developer with respect to the appointment of an agent or underwriter for the sale of the Bonds pursuant to terms to be mutually agreed upon. 4. The Chairman or Vice-Chairman of the Authority is hereby authorized to institute a proceeding on the Authority's behalf to provide for the Judicial validation of the Bonds pursuant to Artlcle 6, Chapter 5, Title 15.1 of the Code of Virginia of 1950, as amended, if counsel for the Authority or bond counsel shall deem such a proceeding to be necessar~ or desirable, and, in connection therewith, to take whatever further action, including the taking of an appeal, as is deemed necessary or desirable in order to provide for validation of the Bonds. Ail costs incurred by the Authority in connection with such proceeding shall be paid by the Developer or the Designee. MP39051 5. The Authority shall perform such other acts and adopt such further proceedings as may be required to implement £ts undertakings as herein set forth. 6. In adopting this ~esolutlon authorizing the t~suance'of the Bonds, the Authority intends to take "official action" toward the issuance of the Bonds within the meaning of regulations issued by the Internal Revenue Service pursuant to Sections 103 and 141 through 150 of the Code. 7. The Bonds shall not be issued until approvals required by applicable federal and state law have been obtained from the City Council of the City of Roanoke, Virginia and, if the proceeds of the Bonds are permitted to be used for the acquisition and/or rehabilitation of the Mt. Regis Village Apartments, the City Council of the City of Salem, Virginia. 8. Whether the Bonds are issued by the Authority or not, the Developer or the Designee shall pay or reimburse the costs and expenses incurred by the Authority with respect thereto, including the fees and expenses of its counsel. 9. This resolution shall take effect immediately upon its adoption. M93905~ 3 DATE APPROVE~ ITEM NO. RESOLUTION NUMBER RESOLUTION RECOMMENDING THAT THE CITY COUNCIL OF THE CITY OF ROANOKE, VIRGINIA APPROVE THE ISSUANCE OF REVENUE BONDS BY THE AUTHORITY WHEREAS, Michael G. Morgan (the Developer) has requested the City of Roanoke Redevelopment and Housing Authority (the Authori- ty) to assist the Developer {or a corporation of which he is the majority stockholder or a limited partnership of which he or such a corporation is the general partner) in the acquisition, reha- bilitation and equipping of one or more of five apartment com- plexes of 692 units in total located in the Cities of Roanoke and Salem, Virginia, known as Park Towne Apartments, Brandon Ridge Apartments, Erandon West Apartments, Colonial Yorktown Homes and Mount Regis Village Apartments (collectively, the Facilities), and the Authority has agreed to do so by the issuance of its revenue bonds or notes in an amount not to exceed $19,000,000 (the Eonds), upon terms and conditions to be mutually agreed upon between the Authority and the Developer; and WHEREAS, a public hearing has been held as required by Section 147(f) of the Internal Revenue Code of 1986, as amended, and by Section 15.1-1378.1 of the Code of Virginia of 1950, as amended (the Virginia Code); NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF ROANOKE REDEVELOPMENT AND HOUSING AUTHORITY: 1. The Authority hereby recommends that the City Council of the City of Roanoke, Virginia (the Council) approve the financing of the Facilities and the issuance of the Bonds and, for purposes of Section 36-19 (9) of the Virginia Code, the loan of the proceeds of the Bonds by the Authority to assist in planning, developing, acquiring, constructing, rehabilitating and equipping residential buildings. 2. The officers of the Authority are hereby authorized and directed to deliver to the Council (a) a reasonably detailed summary of the comments expressed at the aforesaid public hear- ing, (b) a fiscal impact statement concerning the Facilities in the form specified in Section 15.1-1378.2 of the Virginia Code, and (c) a copy of this resolution, which constitutes the ~A2744 recommendation of the Authority that the Council approve the financing of the Facilities and the issuance of the Bonds. 3. For purposes of the resolution relating to the Facili- ties which was adopted by the Authority on February 11, 1991, the term "rehabilitation,, shall be deemed to encompass equipping. 4. This resolution shall take effect immediately upon its adoption. $A2744 -2-- REPORT OF PUBLIC HEARING A public hearing was conducted by the City of Roanoke Redevelopment and Housing Authority (the Authority) at 12:30 p.m. on March 25, 1991 on the application of Michael G. Morgan (the Developer), requesting the Authority to issue up to $19,000,000 of its revenue bonds or notes (the Bonds) to assist the Developer (or a corporation of which he is the majority stockholder or a limited partnership of which he or such a corporation is the general partner) in the acquisition, rehabilitation and equipping of one or more of the apartment complexes described in Exhibit 1 attached hereto (collectively, the Facilities). Notice of such hearing was published on March 11, 1991 and March 18, 1991 in the Roanoke Times & World-News. The public hearing was held at the Authority's office, 2624 Salem Turnpike, N.W., Roanoke, Virginia. At the meeting those persons interested in the issuance of the Bonds or the location and nature of the Facilities were given the opportunity to present their views. The public comments, if any, received at the meeting are summarized in Exhibit 2 attached hereto. After such hearing, the Authority voted to recommend the approval of the Bonds to the City Council of the City of Roanoke, Virginia (the Council). Accordingly, the Authority hereby recommends to the Council that it approve the issuance of the Bonds, as required by Section 147(f) of the Internal Revenue Code of 1986, as amended. Dated March 25, 1991. CITY OF/~OANOKE REDEVELOPMENT AND #A2747 EXHIBIT 1 1. An apartment complex located at 1716 Hershberger Road, N.W., in the City of Roanoke, Virginia, known as Park Towne Apartments and having 216 units. 2. An apartment complex located at 2755 Brandon Avenue, S.W., in the City of Roanoke, Virginia, known as Brandon Ridge Apartments and having 120 units. 3. An apartment complex located at 2754 Brandon Avenue, S.W., in the City of Roanoke, Virginia, known as Brandon West Apartments and having 84 units. 4. An apartment complex located at 2100 Southall Place, S.W. (near the intersection of Brandon Avenue, S.W., and Mudlick Road, S.W.) in the City of Roanoke, Virginia, known as Colonial Yorktown Homes and having 104 units. 5. An apartment complex located at 100 Kimball Avenue in the city of Salem, Virginia, known as Mount Regis Village Apart- ments and having 168 units. ~A2747 EXHIBIT 2 The following public comments were received: None ~A2747 FISCAL IMPACT STATEMENT (Roanoke Facilities Only) Applicant: Facility: Date: Michael G. Morgan See Exhibit 1 attached hereto February 11, 1991 4. 5. 6. 7. 8. Maximum amount of financing sought $14t000~000 Estimated taxable value of the facility's real property to be constructed in the municipality $ 600~000 Estimated real property tax per year using present tax rates $ 154t642 Estimated personal property tax per year using present tax rates $ 1~000 Estimated merchants' capital tax per year using present tax rates $ N/A Estimated dollar value per year of goods and services that will be purchased locally $ 200~000- Estimated number of regular employees on year round basis 15 $ 16,160 Average annual salary per employee Signatur~ City of Roanoke Redevelopment and Housing Authority If one or more of the above questions do not apply to the facility, indicate by writing "N/A" on the appropriate line. * Plus additional $2,400,000 to be expended with respect to rehabilitation of facility M#40737 EXHIBIT 1 1. An apartment complex located at 1716 Hershberger Road, N.W., in the City of Roanoke, Virginia, known as Park Towne Apartments and having 216 units. 2. An apartment complex located at 2755 Brandon Avenue, S.W., in the City of Roanoke, Virginia, known as Brandon Ridge Apartments and having 120 units. 3. An apartment complex located at 2754 Brandon Avenue, S.W., in the City of Roanoke, Virginia, known as Brandon West Apartments and having 84 units. 4. An apartment complex located at 2100 Southall Place, $.W. (near the intersection of Brandon Avenue, S.W., and Mudlick Road, S.W.) in the City of Roanoke, Virginia, known as Colonial Yorktown Homes and having 104 units. M#40737 FISCAL IMPACT STATEMENT (Salem Facility Only) Applicant: Facility: 4. 5. 6. 7. 8. Date: February 11, 1991 Michael G. Morgan An apartment complex located at 100 Kimball Avenue in the City of Salem, Virginia, known as Mount Regis Village Apartments and having 168 units Maximum amount of financing sought Estimated taxable value of the facility's real property to be constructed in the municipality Estimated real property tax per year using present tax rates Estimated personal property tax per year using present tax rates Estimated merchants' capital tax per year using present tax rates Estimated dollar value per year of goods and services that will be purchased locally Estimated number of regular employees on year round basis $ 5~000~000 Average annual salary per employee $ 300~000 $ 40~282 $ 135 $ N/A $ 1007000. 5 $ 16~298 Signatu~ Authority C~airman' City of Roanoke Redevelopment and Housing Authority If one or more of the above questions do not apply to the facility, indicate by writing "N/A" on the appropriate line. * Plus additional $900,000 to be expended with respect to rehabilitation of facility M#40736 FISCAL IMPACT STATEMENT Applicant: Facility: Date: Michael G. Morgan See Exhibit 1 attached hereto February 11, 1991 4. 5. 6. 7. 8. Maximum amount of financing sought Estimated taxable value of the facility's real property to be constructed in the municipality Estimated real property tax per year using present tax rates Estimated personal property tax per year using present tax rates Estimated merchants' capital tax per year using present tax rates Estimated dollar value per year of goods and services that will be purchased locally Estimated number of regular employees on year round basis Average annual salary per employee $19tOOOeO00 $ 900tO00 $ 194~924 $ 1~135 $ $ N/A 300~000' 20 $ 16~195 Signature: City of Roanoke Redevelopment and Housing Authority If one or more of the above questions do not apply to the facility, indicate by writing "N/A" on the appropriate line. * Plus additional $3,300,000 to be expended with respect to rehabilitation of facility M#40738 EXHIBIT 1 1. An apartment complex located at 1716 Hershberger Road, N.W., in the City of Roanoke, Virginia, known as Park Towne Apartments and having 216 units. 2. An apartment complex located at 2755 Brandon Avenue, $.W., in the City of Roanoke, Virginia, known as Brandon Ridge Apartments and having 120 units. 3. An apartment complex located at 2754 Brandon Avenue, S.W., in the City of Roanoke, Virginia, known as Brandon West Apartments and having 84 units. 4. An apartment complex located at 2100 Southall Place, S.W. (near the intersection of Brandon Avenue, S.W., and Mudlick Road, $.W.) in the City of Roanoke, Virginia, known as Colonial Yorktown Homes and having 104 units. 5. An apartment complex located at 100 Kimball Avenue in the City of Salem, Virginia, known as Mount Regis Village Apartments and having 168 units. M#40738 STATEMENT With banks and other traditional real estate lenders out of the market, developers are obliged to be innovative in these difficult times. For exactly that reason, Michael G. Morgan has asked the City of Roanoke Redevelopment and Housing Authority to help in arranging financing for the acquisition and rehabilitation of four existing apartment complexes in Roanoke, containing 524 units and one complex in Salem containing 168 units. By issuing mortgage bonds through the Housing Authority, Mr. Morgan will be able to finance these complexes through an investment banking firm instead of the s&ls, commercial banks, and life insurance companies that have traditionally provided mortgage money for residential housing. The bond market on Wall Street continues to be strong while the more traditional lenders have been hurt by the recession and by a hostile regulatory climate. Although the city will have no ownership interest in these apartments, there will be some strings attached to the bonds. The most important of these is a provision to ensure affordable housing in Roanoke by requiring that at least 20% (or 105 units) of the apartments be offered at affordable rents to people of iow income. That means that both current and future tenants - young people just getting started, senior citizens on fixed incomes and others who are not eligible for public housing but who cannot yet afford to buy their first homes-- will be able to benefit from that requirement. [state] Accordingly, neither the Housing Authority nor Mr. Morgan expect anything more than normal turnover in occupancy will occur. The people who live in these apartments are expected to continue to live there. While no new construction is involved, approximately $2.5 million of the mortgage bond proceeds will be used to renovate these apartment complexes which are 18 - 26 years old. The specific rehabilitation needs of each complex will be addressed in a first class manner. For example, it is anticipated that rehabilitation work will include new roofs at Brandon West and an upgraded electrical system at Colonial Yorktown. So that tenants are not unduly inconvenienced, renovations will be stretched out over a two year period. Clearly, these renovations will have a positive impact upon Roanoke's tax base. This is a straight forward real estate deal that only requires Council's involvement because of the technical nature of bond offerings. Although the city is being asked to assist with this financing, ownership of the apartment complexes will continue to be strictly private. These complexes will not become public housing. They will not be managed by the city. What the city gets in exchange for its assistance with the financing is a guaranty of affordable housing in the stock of privately owned multi-family units, plus an increase in property values due to the renovation of the complexes. What the developer gets is attractive financing in the middle of a credit crunch when real estate loans are hard to come by. This is a good deal for everyone because it is one in which all parties will benefit. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy City Clerk File #514 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report requesting authorization to file the necessary appli- cations on behalf of the City of Roanoke to permanently vacate, discontinue and close a portion of Day Avenue between Franklin Road and Third Street, S. W., was before the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. On motion, duly seconded and adopted, Council concurred in the request. Sincerely, ~i~'~ Mary F. Parker, C~C/AAE City Clerk MFP : ra pc: Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Corrgnunity Planninq Mr. Charles M. Huffine, City Engineer Mr. George C. Snead, Jr., Director of Administration and ~ublic Safety Mr. M. David Hooper, Chief of Police Mr. Rawleigh W. Quarles, Fire Chief Ms. Y~anda B. Reed, Emergency Services Coordinator Roanoke, Virginia April 1, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Request from the City Manager for Authorization to file all necessary applications, on behalf of the City of Roanoke, to permanently close a portion of Day Avenue, between Franklin Road and Third Street, $.W. II. I. Background: Ae City Council, at its meeting on June 17, 1985, unanimously approved Resolution No. 27729 which requested that the Virginia Department of Transportation (VDOT) program a project to widen Franklin Road from Third Street, S.W. to Elm Avenue (see attached map). This project, which is consistent with the 1995 Roanoke Valley Transportation Plan, was subsequently included in VDOT's Six-Year Highway Improvement Program. Location and Design Public Hearin~ was held by VDOT on March 28, 1989, in City Council Chambers, having been preceeded by an informal project plan review session, for the same project. The public hearing, after due and proper notice was given for considering the proposed location and design of the project, included aerial photographs, drawings and other pertinent information available for public inspection in accor- dance with state and federal requirements. All persons and parties in attendance were afforded full opportunity to participate. City Council, at its meeting on May 22, 1989, unanimously approved Ordinance No. 29579 thereby approving the location and major design features of the Widening of Franklin Road from Third Street, S.W. to Elm Avenue as presented at the March 28, 1989 Public Hearing. Current Situation: A. Permanent closure of a fifty-foot long portion of Day Avenue (just east of Franklin Road) as part of the project design requires a public hearing and official action by both the Roanoke City Planning Commission and Roanoke City Council to put this closure into effect. VDOT's project designers had determined that the eight percent grade of this segment of Day Avenue would have been increased to approxima- tely 14 percent following the proposed widening of Franklin Road, which is not acceptable from a traffic safety perspective. Page 2 Project plans show that Day Avenue will terminate at a new guardrail to be installed as part of the project. A turnaround will also be constructed at Day Avenue's proposed terminus. New steps will be constructed as part of the project to retain pedestrian access between Franklin Road and Day Avenue. The two streets will be separated by a 150'-long stone wall ranging from 1.5 to 5.0 feet in height, with a handrail placed along the top of the wall. Project is presently out for bids for the third time. If an accept- able bid is received in April, 1991, construction is expected to begin as early as July, 1991. Construction bids had been received by VDOT on two occasions within the past six months and subsequently rejected both times due to bids exceeding VDOT cost estimate by approximately 33 percent. Based upon the recent bids, the cost esti- mate has been adjusted by VDOT. The project design has not been changed. All amenities that the City agreed to include, such as landscaping, stone retaining wall, underground utilities, and lighting, will remain in the project as planned. Cost will be shared by the VDOT and the City. VDOT will pay approxi- mately 98% and the City 2% for all project eligible expenses. III. A. Project plans B. Traffic safety IV. Alternatives: Approve the request thereby authorizing the City Manager to apply, on behalf of the City of Roanoke, to file all necessary applications to permanently close a portion of Day Avenue between Franklin Road and Third Street, S.W. 1. Project plans showing this closure are supported. Traffic safety is recognized by not allowing an undesirably steep grade to be created on Day Avenue at its intersection with Franklin Road. B. Deny the reqeust: 1. Project plans are mot supported. 2. Traffic safety is jeopardized. Page 3 V. Recommendation: Approve Alternative A thereby authorizing the City Manager to file all necessary applications on behalf of the City of Roanoke to permanently close a portion of Day Avenue between Franklin Road and Third Street, S.W., with said date of closure to commence later this year as it becomes necessary for the construction of the Franklin Road Widening Project. Sincerely, W. Robert Herbert City Manager WRH/RKB/fm Attachment: Map CC: City Attorney Director of Finance Director of Public Works Director of Administration & Public Works Chief of Community Planning Chief of Police Fire Chief Emergency Services Coordinator City Engineer Const ~. __ PT. :)5+06.10 Con.~t ¢. 8k \\ \\ \\ \\._/ 50 44Sur-SC°n! 35 ooC ~ , 55 +05.00 Const MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W. Room 456 Roanoke, Virgima 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy Cgy Clerk File #178-236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30454-40191 authorizing you, for and on behalf of the City, to file an application with the Virginia Department of Housing and Community Development for a grant of funds under the Emergency Home Repair Program; and authorizing you to accept such grant funds. Resolution No. 30454-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely, Mary F. Parker, City Clerk CMC /AAE MFP : ra Enc o pc: Mr. Theordore J. Edlich, III, Executive Director, Total Action Against Poverty, P. O. Box 2868, Roanoke, Virginia 24001 Mr. William F. Clark, Director of Public Works Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator Mr. H. Daniel Pollock, Housing Development Coordinator Ms. Marie T. Pontius, Grants Monitoring Administrator IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 1st Day of April, 1991. No. 30454-40191. A RESOLUTION authorizing the City Manager, for and on behalf of the City, to file an application with the Virginia Department of Housing and Community Development for a grant of funds under the Emergency Home Repair Program; and authorizing the City Manager to accept such grant funds BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The City Manager shall be authorized, for and on behalf of the City, to file a grant application, a copy of which is attached to the City Manager's report to City Council, dated April 1, 1991, with the Virginia Department of Housing and Community Development for a grant of State funds to be applied to the Emergency Home Repair Program. 2. The City Manager shall be authorized, for and on behalf of the City, to execute any grant agreements establishing the terms and conditions of the City's participation in such grant program. 3. The City Manager shall be authorized, for and on behalf of the City, to make such certifications and assurances and to execute such ancillary documents as may be required by such Department to permit the City's participation in such Program. 4. A local dollar for dollar match shall be provided by the City with respect to the Emergency Home Repair Program pursuant to the guidelines issued by the Department. ATTEST: City Clerk. Roanoke, Virginia April 1, 1991 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Endorsement of Application for State's Emergency Home Repair Program 1. Background Virginia General Assembly has appropriated $43.75 million for the current biennium for various housing programs, most to be designed and administered by the Virginia Department of Housing and Community Development (DHCD). Emergency Home Repair Program is one such program, providing grant funds to make emergency repairs to housing units occupied by low income families/individuals. DHCD guidelines for the Program include: 'Grant funds awarded by DHCD must be matched with at least an equal amount in cash, in-kind services, labor, etc, from other sources; 2. Each housing unit may receive a maximum of $500 in grant funds from DHCD, or $i,000 if the repairs or improvements make the unit handi- capped-accessible. City was awarded a $13~571 grant from DHCD in 1990 for the program. City Council approved $37,178.00 allocation of CDBG funds in 1990 in support of the program. Repairs and improvement to 11 substandard low-income housing units have been made through this year's program, which is administered by the City in cooperation with Total Action Against Poverty (TAP). II. Current Situation DHCD has notified the City that grant applications are being accepted for the upcoming year of funding under the Program~ of which $223,000 is available statewide. Expected awards to local administrators will range from $10,000 to $1#,000. Deadline for submission of the applica- tion is April 9~ 1991. City Council will be asked to consider allocating $195,000 in CDBG funds in support of various Limited Critical Repair Programs, one of which is the Emergency Home Repair Program, as part of the FY 1991- 92 CDBG program budget. April 1~ 1991 Page 2 Application to DHCD (attached) has been developed which requests $14,000 grant award for the Emergency Home Repair Program, and provides for the following: 1. Program operation will be in conjunction with Code Enforcement activities, and will be targeted to occupied property that: a. Is occupied by low to moderate income individuals and families; b. Is substandard and may be in danger of condemnation; c. Can be stabilized by limited repairs to avoid condemnation; d. The owner certifies that he/she cannot afford to make the needed repairs; e. The owner is willing to match the CDBG grant dollar for dollar (for repairs made to low-income rental property); and f. Is occupied by persons in need of handicapped-accessibility improvements or repairs and given special priority. Maximum grant on any unit will be $2~500. Of this, $500 would be from State funds ($1,000 if made handicapped-accessible) and $2,000 from CDBG funds ($1,500 if made handicapped-accessible). Property owners are expected to match CDBG grant funds dollar for dollar for repairs made to low-income rental property. Any repair costs exceeding the $2,500 grant would be solely the owner's responsibility. 3. Rental property owners commit that low-income tenant's rent will not be increased for a period of one year following repairs. D. Authorization by City Council is required by DHCD in order for the City to submit this application. Upon notification from DHCD that the City will be awarded grant funds, Council will be asked to authorize acceptance of the grant and to appropriate CDBG funds as a match. III. Issues A. Consistency with the recommendations of the Housing Development Strategic Plan Task Force. g. Impact on housing conditions as a result of program-funded repairs. C. Cost to the City. D. Timing. April 1, 1991 Page 3 IV. Alternatives Authorize the City Manager to submit the attached application for the Emergency Home Repair Program to the Department of Housing and Community Development (DHCD). 1. Consistency with the recommendations of the Housing Development Strategic Plan lask Force is met by: Eliminating blighting influences in neighborhoods through aggressive enforcement of Building Maintenance Codes and encouraging ongoing maintenance of property (Goal 2, Objective C); bo Preserving structurally sound residential property in an economi- cally feasible manner, and preventing housing units from becoming uninhabitable (Goal #, Objectives A & Increasing the supply of quality low-cost rental housing through targeting rehabilitation subsidies to substandard properties identified via code enforcement (Goal 7, Objective A, Activity do Enhancing public efforts to provide appropriate housing for groups with special needs, specifically the physically handicapped (Goal 8). o Impact on housing conditions will be positive as additional funding will be available to correct serious health and safety hazards in substandard housing units occupied by low-income citizens~ and to make needed improvements/repairs allowing enhanced accessibility to handicapped citizens. 3. Cost to the City will be approximately $20,000 in CDBG funds as part of the FY 1991-92 CDBG program budget. #. Timing is important since the application deadline is April 9, 1991. Do not authorize the City Manager to submit the attached application for the Emergency Home Repair Program to the Department of Housing and Community Development. 1. Consistency with the recommendations of the Housing Development Strategic Plan Task Force would not be met. Impact on housing conditions will be negative, as a potential tool for stabilizing seriously substandard occupied housing units will be lost. Many of these units may have to be condemned due to the owner's inability to make necessary repairs economically. Further improve- ments allowing enhanced handicapped-accessibility in low income housing may not be made. April 1~ 1991 Page /4 Cost to the City would be nothing initialiy, but the long-term effects of continued housing deterioration and abandonment will continue to accrue. #. Timing would not be an issue. V. Recommendation Adopt Alternative "A"~ thereby authorizing the City Manager to submit the attached application for the Emergency Home Repair Program to the Department of Housing and Community Development. Respectfully submitted, W. Robert Herbert City Manager WRH:BC:vs(CR.#7, CR.#7.1) Attachments CC: City Attorney Director of Finance Director of Public Works Building Commissioner Housing Development Coordinator Grants Monitoring Administrator Executive Director~ TAP Se Se e PLICATION ORM (FOR CURRENT ADMINISTRATO~ EMERGENCY HOME REPAIR TO BE INCLUDED AS APPLICATION COVER SHEET APPLICANT ORGANIZATION City of Roanoke. Vfrefnia MAILING ADDRESS 215 Church Avenue SW - Room Roanoke. Vir~in~ ZIP CODE 24011-1592 CONTACT PERSON Bud Chenev. Housinu Development Techn4cian PHONE # ¢703~ 981-1~Q~ NAME, ADDRESS OF CITY, OR COUNTY MANAGER(S)* W. Robert Herbert, City ManaKer 215 Church Avenue SW, Roanoke, VA 24011 STATE SENATE REPRESENTATIVE* MacFarlane. 3. Gran~er DISTRICT # 21 HOUSE OF DELEGATE REPRESENTATIVE* Woodrum· Clifton A. Thomas, A. Victor DISTRICT # 16. 17 CONGRESSIONAL DISTRICT REPRESENTATIVE* Olin· James DISTRICT # § GEOGRAPHIC AREA TO BE SERVED City of Roanoke. 10. 11. CHECK APPROPRIATE TYPE 12. GOVERNMENT X S I GNATURE DATE .... PLANNING DISTRICT # ~ REQUEST AMOUNT $14.000 MATCH AMOUNTs20.000 CDBG + $10,000-$20,000 owner funds NONPROFIT HOUSING AUTHORITY *Please list all representatives from your EHRP Service Area CA-1 Need A. Be Ce De Answer the following questions relating to the emergency home repairs in your target area(s). 1. Number of persons at or below 50% of area median 2. Number of households with safety/health related housing problems. (Estimate) need for income. 500 3. Number of persons who may need adaptations to their home due to physical handicaps. (Estimate) 500 Does your organization have a waiting list of eligible clients who need emergency home repair program services? ~ yes no If yes how many households are on the waiting list? 77 What is the source of your information? (1980 Census information will nos be accepted). 1. Based on 1990 Census population figures multiplied by percentage factor of historic level of- persons in City living at or below poverty level. 2. Based on 1990 }lousing Survey in preparation for 1990 Census. 3. Estimate provided by Center for Indepence for the Disabled based upon 1988 study by Roanoke Regional Social Security Administration of # persons on Social Security DisaBility. ~. Critical Home Repair unfunded Applicant list from August, 1990. Describe your proposed target area and population. The latest survey of external housing conditions in the City found more than 500 occupied houses in poor or fair condition. It is certain there are many other houses which could be found to be substandard upon inspection of interior conditions. These factors together indicate a substantial unmet need for "emergency". Low income tenants are the most likely to live in these substandard conditions and are to be the target population of the program. In addition, the special needs of the low income handicapped population are to be addressed in this year's program, so that handicapped accessibility to low income housing units can be improved. The 1988, 1989, and 1990 Emergency Home Repair Program made repairs of several common problems including deteriorating roofs, outdated and unsafe electrical services, inadequate heating systems, plumbing and other mechanical problems, and a variety of interior repairs to floors, walls and ceilings. In addition, handicapped accessibility improvements such as ramps and handicapped bath fixtures were installed. The program is to be available to low-income households City-wide. CA-2 P OJECT S DU In the space provided indicate the number of units per month that will receive EHRP services. Month July Aug Sept Oct Nov Dec Jan Feb Mar April May June Total Number of Units Receivina EHRP 0 0 1 3 3 3 3 2 1 0 0 18 This estimate is based upon # of requests for inspection of substandard housing units increasing during the winter months. CA-3 II GOVEP. NING BOA~/) I~ESOLUTION WHEREAS, the Commonwealth of Virginia, Department of Housing and Community Development has issued a Notice of Funding Availability and Request for Proposals under the EMERGENCY HOME REPAIR PROGRAM WHEREAS, assistance is needed to effectively and adequately address the emergency home repair needs of low-income persons to be served by City of Roanoke, Virginia III (Name of Organization or Government Unit) in our service area of City of Roanoke, Virginia (Service Area Localities) WHEREAS, an application for a grant under this program been prepared. has IV V WHEREAS, City of Roanoke, Virginia (Name of Organization or Government Unit) agrees to provide emergency home repair services to those in need in conformance with the regulations and guidelines of this State Program. WHEREAS, W. Robert Herbert, City Manager Name and Title of Person who can act on behalf of City of Roanoke, Virginia (Name of Organization or Government Unit) and will sign all necessary documents required to complete the grant transaction. VI WHEREAS, a local dollar for dollar match is required under the program and will be provided. VII Dated NOW, THEREFORE, BE IT RESOLVED THAT the Board of Directors (or other governing body) of City of Roanoke, Virginia (Name of Organization or Government Unit) hereby authorizes w. Robert. ~eroert (representative of organization or local government) to apply for and accept the grant and enter into a Grant Agreement with the Department of Housing and Community Development and undertake any and all actions and responsibilities in relation to such Agreement. (Name and title of Authorized Board Official) (Signature) CA-4 LOCAL ADMINISTRATORS (LA) VIRGINIA EMERGENCY HOME REPAIR GRANTS PROGP.%M CERTIFICATIONS/ASSURANCES BY THE AUTHORIZED REPRESENTATIVE I, W. Robert Herbert , Authorized Representative of City of Roanoke, Virginia , certify that the Local Administrator (LA) will oversee and monitor the use of funds received under this program as required by the Department of Housing and Co~uaunity Development and the laws of the Commonwealth of Virginia. I certify that the LA will comply 'with all program requirements set forth in the Proaram Manual FY 1992 and will: (1) Require that emergency home repair services be provided on a non-discriminatory and non-religious basis; (2) Require that a Home Repair Agreement be executed between the LA and property owner of each housing unit to be repaired; (3) Assure that the Emergency Home Repair program will operate on a not-for-profit basis; and (4) Assure that State Program Funds will be matched. (Signature and Title of Authorized Representative) Date CA-5 MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S w, Room 456 Roanoke, Virg~ma 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #22 ~r. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30455-40191 authorizing a certain contract to be entered into with the State Board of Health relating to operation of the local Health Department. Resolution No. 30455-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely,[~.~ ~ ~' ~~ ~4ary F. Parker, C'.:C/AAE City Clerk MFP:ra Enc. pc: Mr. Dr. James D. Ritchie, Director of Human Resources Donald R. Stern, Director, Roanoke City Health Department IN THE COUNCIL OF THE CITY OF ROANOKE, The 1st Day of April, 1991. No. 30455-40191. VIRGINIA, A RESOLUTION authorizing a certain contract to be entered with the State Board of Health relating to the operation of the local Health Department. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager is hereby authorized, for and on behalf of the City, to enter into a written contract with the State Board of Health pursuant to S32.1-31, Code of Virginia (1950), as amended, such contract establishing the financial contributions of the City Council and the Commonwealth to the local Health Department and the public health services to be rendered by such Department, a copy of such contract being attached to the report of the City Manager, dated April 1, 1991, and on file in the Office of the City Clerk, upon approval of Attorney and upon such other therein. the form of the contract by the City terms and conditions as are provided ATTEST: City Clerk. April 1, i991 Roanoke, Virginia Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: VIRGINIA STATE DEPART~4ENT OF HEALTU AND THE CITY OF ROANOKE CONTRACT FOR SERVICES I. BACKGROUND Local commitment statement was used in previous years to certify that City Council appropriated a given amount for the support of the Roanoke City Health Department. Bo Health Laws of Virginia, Chapter 1, Article 5, Paragraph 32.1-31, "Operation of local health department under contract with Board; district health departments," states (in part): A governing body of a City may enter into a contract with the Board for the operation of the local health department in such City. The contract between the City and the Board shall specify the services to be provided in addition to the services required by law and shall contain other provisions as the Board and the governing body may agree upon. II. CURRENT SITUATION Local commitment statement was declared obsolete July 1, 1987 and replaced by attached contract and services checklist. Contract and services checklist must be completed per instructions received by the State Health Department from Dr. Robert B. Stroube, Deputy Commissioner for Community Health Services, dated September 27, 1988. Contract between the Commonwealth of Virginia and City of Roanoke is necessary for proper billing to localities for health and environmental services. Contract establishes that legal defens~ with respect to services performed pursuant to local ordinance, services performed pursuant to State enabling legislation set out in Title 15.1 of the State Code, and other services set out in Attachment A(2) of the contract will be provided by the City Attorney. This may impose an additional burden on this office. COMMONWEALTH OF VIRGINIA DEPARTMENT OF H~TfI STATEMENT OF AGREEMENT WITH Roanoke City of County or City) Roanoke City Council (Board of Supervisors or City Council Under this agreement, which is created in satisfaction of the requirements of § 32.1-31 of the Code of Virginia (1950), as emended, the Virginia Department of Health, over the course of one fiscal year, will pay an emount not to exceed ~1~K1~97~ , in accordance with appropriations by the General Assembly, and in like timeframe, the Roanoke City Council (Board of Supervisors or City Council), will provide by appropriation a stun of $1,025,224 %~lese joint funds will be distributed in timely installments, as services are rendered in the operation of the Roanoke City Health Department, which shall perform public health services to the Commonwealth as indicated in Attachment A(1.), and will perform services required by local ordinances as indicated in Attachment A(2.). The term of this agreement is one year, beginning July, i, 1990 The parties agree that: i. Under this agreement, as set forth in paragraphs A, B, C, and D below, the Co~nonwealth of Virginia and the Virginia Department of Health shall be responsible for providinB liability insurance coverage and will provide legal defense for state employees of the local health department for acts or occurrences arising from performance of activities conducted purs~t to state statutes and regulations. A. The responsibility of the Con~onwealth and the Virginia Department of Health to provide liability insurance coverage shall be limited to and Boverned by the Self-Insured General Liability Plan for the Commonwealth of Virginia, established under § 2.1-526.8 of the Code of Virginia. Such insurance coverage shall extend to the services specified in Attachments A(I.) and A(2.), unless the locality has opted to provide coverage for the employee under the t~blic Officials Liability Self-Insurance Plan, established under § 2.1-526.8:1 of the Code, or under a policy procured by the locality. B. The Co---onwealth and the Virginia Department of Health will be responsible for providing legal defense for those acts or occurrences arising from the perfo~nance of those services listed in Attachment A(I.), conducted in the performance of this contract, as provided for under the Code of VirBinia and as provided for under the terms and conditions of the Self-Insured General Liability Plan for the Commonwealth of Virginia. C. Services listed in Attache~nt A(2.), any services performed pursuant to a local ordinance, and any services authorized solely by Title 15.1 of the Code of Virginia, when performed by a state STATEMENT OF AGREEMENT Page 2 employee, are herewith expressly excepted from any requirements of legal defense or representation by the Attorney General or the CommonwealtH. For purposes of assuring the eligibility of a state employee performing such services for liability coverage under the Self-Insured General Liability Plan of the Commonwealth of Virginia, the Attorney General has approved, pursuant to §2.1- 121 of the Code of Virginia and the Self-Insured General Liability Plan of the Commonwealth of Virginia, the legal representation of said employee by the city or county attorney, and the Poanoke City Council (Board of Supervisors or City Council) hereby expressly agrees to provide the legal defense or representation at its sole expense in such cases by its local attorney. D. In no event shall the Commonwealth or the Virginia Department of Health be responsible for providing legal defense or insurance coverage for local government employees. 2. Title to equipment purchased with funds appropriated by the local government and transferred to the state, either as match for state dollars or as a purchase under appropriated funds expressly allocated to support the activities of the local health department, will be retained by the Commonwealth and will be entered into the Virginia Fixed Asset Accounting and Control System. Local appropriations for equipment to be locally owned and controlled should not be remitted to the Commonwealth, and the local government's procurement procedures shall apply in the purchase. The locality assumes the responsibility to maintain the equipment and all records thereoe. 3. Amendments to or modifications of this contract must be agreed to in writing and signed by both parties. State Health Commissioner Virginia Department of Health Local authorizing officer Title Date Date Approved as to form: (Office of the Attorney General) Date Attachments: LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(I.) LOCAL GOVERNM~2~ AGREEM~2/T0 ATTACHMENT A(2.) H-DKs-2 ~ LOCAL GO~ AG~ ATTACI~,~Tr A(1.1 VIRGINIA DEPAP~3~2~ OF liEALTH COMITY ~ S~VICES ~I~ ~ S~VICES ~SIC P~LIC ~ S~VI~S TO BE PROVID~ BY ~ ~ DEP~S INC~ ~ A IS D~I~ BY ~ ~ OF ~ '~ BE ~I~Y I~IG~ (3~,~-11) For ~ch Se~ica Provided, ~eck Block for Hi~es~ Inco~ Level Sewed COI~gUNICABLE DISEASE SERVICES Childhood Imm~i~tio~ AS provided for in 32.1-46 A I B I C I o I E I F I I I x I x I x I x Sexually transmitted disease screening, diagnosis, treatment, & surveillance 32.1-57 Surveillance of reportable co~nunicable dise~ses~ food borr~ disease outbr-~-, 32.1-39 and Rules and Regulations diaEnosis, treatment, and surveillance 32.1-49 a~d 32.1-54 X X X X X I [ x x I I I x I x I I I X ChILD HEAL~ SERVICES I A I B I c I ~ I ~ Children Specialty services; diaguosis I I I I I treatment, follo~-up, ~nd parent [ [ I I I teac~inE I x I x I x I x I x 32.i-77, 32.1-s9 Nd 32.i-9o I I I I I Screening for genetic traits and inborn errors of metabolism, and provision of dietary supplements 32.1-65 and 32.169 I I I I I I I 1 x I x I x I x I x I I I I F I X Well child care up to a~e21(entar year)l I I I I I x w*c I x I x I x I x I I I REVISED AUGUST, 1989 PAGE 1 OF 8 PAGES OF AI'~AC~S LO~ GOV~ AGREe, ATTAC~ VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES MEDICAL CARE SERVICES CONTINUED BASIC PUBLIC HF. ALTH SERVICES TO BE PROVIDED BY LOCAL HEALTH DEPARTMENTS INCOME LEVEL A I$ DEFINED BY I~E BOARD OF HEALTH TO BE MEDICALLY INDIGENT (32.1-11) prenatal and post partu~ care for low risk and inte~dia~e risk wo~en [ [ [ [ { [ X 3~.~-77 I I I I I i wIc I x I x I x [ x I i PI.AliNING SERVICES I a I B I C [ D [ ]il [ F Clinic sarvices including drags and contracaptive supplies Pregnancy testing and counseling REVISED AUGUST, 1989 P^~ Z OF 8 pAGES OF LOCA~ GOVE~ AGRE~ A~ACI~IENT i(1,) VIRGINI~A DEPARTME2{~ OF HEALTH COMMUNITY I{EAL~I~ SERVICES E~VIEOMA~ f~ SE~VICF~ The followin~ services perfor~d in accordance wi~h ~he provisions of the Code of Virginia, the regulations of the[ Board of Health and/or VDH a2reements with o~her state or federal agencies. [ STATE Ice Cream/Frozen Dessert X Investigation of Coa~nicable Diseases X Marinas X Migrant Labor Campa X Milk X On Site Sewage Dfspos&l (SLUR) X P.~bies Control X Restaurants X Sanitary Sur~eya X Sewage Treatment Plant Inspections X Tourist Establishment Inspection X Water Supply ~i~tion ] X Wells [ X Hom~s For Adults [ X Dayc~re Centers ] X S"~r Ca.ps [ X PI~ISD AU~IST, 1989 PAGE 3 OF 8 PAGES OF A~TACi~2iTS OTHER PUBLIC HEAL2]{ SERVICES The following services performed in accordance with the provisions of the Code of Virginia, the reEulations of the[ Board of N~alth a~d/or ~o policies ~d proced~es of ~o S~te Dep~t of H~I~. Medicaid Nursing Home ScreeninE Medicaid Preau~hori~ttions Vital Records (Pe~th Cer~i£icates) Other (List) STATE X X X REVISED AU~JST, 1989 PAGE ~ OF 8 PAGES OF ATTA(~ENTS LOC.~ GOV~ AGRE~ ATT. AC~ A(1.) VXRe-XNTA DEPAR'XMENT O¥ HEAnTH COMITY HEAL~ SERVICES OPTIONAL PUBLIC For Each Servica Provided, (~eck Block for HiEhe~t Income Level Served Foreign Travel Im~uniza~ions ~I~ ~ S~Vl~S Sick ~ild ~e Medi~id Screen~ B~ood 1~ level School B~i~ Se~ices ~tr~h Co~ity Edition Funds for deliveries N/A Diagnosis, treatment, and referral X for 83mecololical problems Co,~nit¥ Education * F~IL~ P~I~G S~VI~S ~ B C D E F ~ X REVISED AUGUST, 1989 PAGg 5 OF 8 PAGES OF ATTA~ENTS * No income level restrictions ~L~,,AL GOWHZI'~{ER'~ A~ A-Tr. AC{R4EI4*I A(1.) VlRGIFr. A. DEI:AR~ OF ~3~J~ITYI~AL~H SERVICF-.S O~TIOHAL PUBLIC HEALTH SERVICES CONTINUED For Each Service Provided, Check Block for Hi~hest Income Level Served G~ALP~DICAL SERVICES Activities of Daily LivinE Com~nity Education General Clinic Services Home H~I~ Se~ices (skilled n~s~E ~d ~r~y) ~r~ch ~cupaCio~l ~1~ So.ices N/A Porso~l ~e ~cy So.ices H~erte~ion scre~g, roge~al, ~d co~el~ I Al n I c I u I ]~ I FI I I I I I I x I I I I I I I x I I I I I I I x I I I × I × I I x X X SPECIALITY CLINIC SERVICES (List) A B C D E F A E F DENTAL HEALTH SER¥I~ Preventive Clinic Services P~atorative Clinic Services Co,=,mity Education I I X I Dental Care Jail. Inmates x R~VIS~n AUGUST~ 1989 PAGE 6 OF 8 PAGES OF ATTAi~TS LOCAL GOVER~E~ VTRGIIfr_A DE~AR~NE~ ~ ~ S~V~S P~IC ~ 5~VI~S P~V~ U~ ~ 0~I~ A~ORI~ N~r ~e Code o~ V~rg~ia ~r TO PROVIDE Resulations of 'oho Board o£ Health requires the £ollow/n~ services to be provided by the local health department. Accident Prevention Air Pollution Bird Control Employee Physicals General Environmental tio~ng - BOKA & Loeal B~ildinE Codes Insect Control Noise Plu~binB Radiologieal H~lth Rodent Control Solid Wente Swt.,un f~tg Facilities Weeds SaokinE Ordanices Radon Other Enviroraaental Services (Identify) Grocery Store Dells Barber & Beauty Schops Service Stations REVISED AUG~S~s 1989 PAGE ? OF 8 PAGES OF SERVICE IS LOCAL ORDINANCE X X X X X X ~UBLIC HEAL~ SERVICES pROVIDED UNDER LOCAL ORDIt~NCES OB CONTRACT t~l~ LOCAL C~WF.~S For F~ch Service Provided, Check Block for Highest Income Level Served Employee Physicals Pr4~y Care for in~ates in local jails or correctional institutions O~her Medical Services (List) I I I i I I x I REVISED AUGUST, 1989 PAGE 8 OF 8 pAGES OF ATTAC$~4ENTS ~ GOVEP~ AGP~, ATrA~ A(1. ) VTRGINXA DEPA~ OF ~ C~I~ ~ S~VI~S ~I~ ~ S~VICES ~IC ~LIC ~ S~VI~S ~ BE PROVID~ BY ~ ~ DEP~S IN~ ~ A IS D~I~ BY ~ ~ OF ~ ~ BE ~I~Y I~IG~ (32.1-11) For ~ch So.ice Provided, ~eck Block for Hi.est Inco~ Level Sewed ~ICABLE DISEASE SERVICES ] A B [ C I [ F D E X X X X X Childhood Imsmnization~ As provided for in 32.1-~6 Sexually transmitted disease screening. diagnosis, treatment. & surveillance 32.1-57 Surveillance of reportable communicable diseases, food borne disease outbr~, and other unusual disease outbr~ 32.1-39 and Rules and Regulations Tuberculosis control screening. diagnosis, treatment, and surveillance ~,.~sERv~CEs I A I B I C I D I ~ I F Children Specialty services; diagnosis treatment, follow-up, and parent tuscbing 32.1-77, 32.1-89 and 32.1-90 I I I I x I x I x I Screening for genetic traits and inborn errors of metabolism, and provision of [ dietary supplements [ ~2.1-65 and 3z.169 Well child care up to nge 21(enter year)[ I I P~VISED AUGUST, 1989 PAGE 1 OF 8 PACES OF ATTAC~/~TS C,O~ AG~ ATT~ VIRGINIA DEP{ OF HEA.L~t CO~gfuqqlTY HEAl. IH SERVICES MEDIC.~ CAPJH SERVICES CONTINUED BASIC ~LIC flF-.~LTH SERVI~S ~3 BE pROVIDED BY ~ H3F.4J~ DEPARTS INCOME LEVEL A IS DEFIN~ BY THE BOARD OF HEALTH TO BE MEDICALLy INDIGENT (32.1=11) MATERNAL HEALTH SERVICES Prenatal and post partum care for iow risk a~d intermediate risk women 32.1-77 WIC [ A B C D { I I x x I x I x FAMILY PLANNING SERVICES I A I B I c I D I E I F I Clinic services including drugs and Pregnancy testin~ and counseling REVISED AUGUST, 1989 PAGE 2 OF 8 PAGES OF ATTAf~2qTS C,O{ AG{~ AI'I~A{ A(1.) VIRGINIA DEPAR~ OF HEALTH CO}iV~ITY HEALTH SERVICES ENVIRO~.~J~ HEALTH SERVICES The follow/nE services performed in { accordance with the provisions of the [ Code of Virginia, the regulations of the[ Board of Health &nd/or VDH agreements ~ with other state or federal agencies. { { STATE Ice Cream/Frozen Dessert X Investigation of Co~aunicable Diseases X ~arinas X Migrant Labor Ca~ps X Milk X On Site Sewage Disposal (SLUR) X Rabies Control X Sanitary Surveys X Sewage Treatment Plant Inspections X Tourist Establishment Inspection X Water Supply Sanitation X Wells X Homes For Adults X Daycare Centers X Summer c~. s X REVISED AUGUST, 1989 PAGE 3 OF 8 PAGES OF C.-OV~ AG~ A~TA(~J~'JT A(1,) VIRGINIA DEPAR~ OF HEALTH COMITY HEALTH SERVICES OTHER PUBLIC HEALTH SERVICES The following services performed in accordance with the provisions of the Code of Virginia, the regulations of the[ Board of Health and/or the policies and procedures of the State Department of Health. STATE Medicaid Nursing Home Screening X Medicaid Preauthorizat ions X Vital Records (Death Certificates) X Other (List) REVISED AUi~JST, 1989 PAGE 4 OF 8 PAGES OF A~.ACI~ENTS ~ GOV~ AGPd~MEI~s ATTA(~ VIRGINIA DEPARTME~ OF ~ ~ ~ S~VI~S O~I0~ ~LIC ~ S~VI~S For ~ Se~iee Provfded, ~e~ Block for Hi.est ~nco~ ~vel Se~ed CO~9~NICABLE DISEASE SERVICES Foreign Travel Ia~unizations CHILD ~ S~VI~S A B C D E F Sick ~ild ~e X Medi~id Scre~ X Blood 1~ level test~g X S~ool H~i~ Se~icas * ~i=y Edition * Funds for deliveries DiaEnosia, treat~ent~ and referral X for ~necolo~ical probla~ Co~a~nity Education * Outreach x FAMILY PLANNING SERVICES A B C D E F Co~mnity Education * REVISED AUGUST, 1989 PAGE 5 OF 8 PACES OF A~TA(]~iENTS * NO income level restrictions ~,LOCAL GOV~ AGP~, A-TT. ACI~4]~ A(1.) VIRGINIA DEPARtMEnT OF HEAltH CO~4UNITY HEALTH SERVICES OPTIONAL PUBLIC HEAL~{ SER¥ICES For Each Service Provided, Check Block for Hi~hest Income Level Served ~u~c~sERwCEs I A I '~ I C { D { ~ Activities of Daily Living Conmunity Education General C1/nic Services Home Health Services (skilled nursinS a~.d therapy) X Outreach X Occupational Health Services N/A Personal Caxe X Pharmacy Services X Hypertension screen/nE, referral, and counseling X Respite Care Services X SPECIALITY CLINIC SERVICES (List) A B C D DENTAL HEAI~HSERVI~ Preventive Clinic SerVices Restorative Clinic Services Core.miry Education A B C D I I E F Dental Care Jail. Inmates X REVIS~ AUGUST, 1989 PAGE 6 OF 8 PAGES OF ATTACI~i~TS X X X LOCAL GOVERI~2~ AGREf2'fl~IT, A_TZA<~21~ A(2.) VIRDI'NIA DEPARTMENT OF HEAL2]{ ~ HEAL~I SERVICES PUBLIC I'~ALTIt SERVICES PROVIDED UNDER LOCAL ORDINANCE Neither the Code of VirEinia nor Resulations of the Board of Health requires the followin~ services to be provided by the local health department. TO PROVIDE SERVICE IS LOCAL ORDINANCE Accident Prevention Air Pol lution Bird Control Employee Physicals General Environmen~al Hous~ - ~)CA & Local ~utldin~ Codes Insect Control Noise PlumbinE ~adiologic~l Health Rodent Control Solid Naste Sw~inE Facilities Needs S~okins Ordanices Radon O~her Environ~ental Serv/ces (Ideatify) Grocery Store Delis Barber & Beauty Schops Service Stations P~VISED AU~JST, 1989 PAGE 7 OF 8 PAGES OF A.TLi. C~iEI4TS X X X VIRGINIA DEPArtmeNT OF HEALTH COt~IUNITY HEALTH SERVICES PUBLIC HEALTH SERVICES PROVIDrn UND~ LOCAL ORDINANCES OR CONi~ WI~ LOC~ GOVE~S For Each Service Provided, Check Block for HiEhest Income Level Served I Al n I ct DJ B I F I Employee Physicals Pr{.~y Care for inmates in local jails or correctional institutions Other Medical Services (List) I I I I × I REVISED AUGUST, 1989 PAGE 8 OF 8 PAGES OF ATTACI~ENTS LOCAL GUV]~.I~}~ AGRE~OR~T, A~AC~d4ERT A(1.) V~RGIN3LA DEPARTMENT OF HEALTH CO{~4UNITY HEALTH SERVICES MEDICAL CAP~E SERVICES BASIC PUBLIC HEALTE SERVICES TO BE PROVIDED BY LOCAL flEALTH DEPARIMENTS INCOME LEVEL A IS DEFINED BY THE BOAP~ OF HEALTH TO BE MEDICALLy INDIGE~ (3~.1-11) For Each Service Provided, Check Block for Hi~hest Income Level Served COI~4UNICABLE DISEaSE SERVICES Al ~ I c I D diagnosis, treatment, and surveillance 32.1=49 and 32.1-§~ I E F ] I I I x x I I x x I I x x 1 Childhood Innunizations Aa provided for in 32.1=46 Sex~llly transmitted disease screening, diagnosis, treatment, & s~eill~ce S~eillaca of repor=bl~ co~$~bte dis~sea, food ~me dis~e outbr~% ~ o~er ~1 diane outbr~ 32.1-39 ~d ~lea ~d Re, la,ions I I I I x I x I I I I CHILD ItEALIIt SERVI~ Children Specialty services; diagnosis treatment, follo~-up, and parent teaching 32.1-77. 32.1-89 and 32.1-90 Screening for genetic traits and inborn errors of n~tzbolisn, and provision of dietary supplements 32.1-65 and 32.169 A I B X X X X [ C I I x I I o I El F I X X ~ell child c~, up to aSa2~(enear Yen~)l I I I I I X I mc I x I x I x I x I I I REVISED AUGUST. 1989 PAGE 1 OF 8 PAGES OF ATTAC~4ENTS LOCAL GUVERNMERT AGP~ AX'~A~m~NT A(1.) VIRGINIA DEPARTMENT OF HEALTH CO~4UNITY HEALTH SERVICES MEDICAL CAP~ SERVICES CONTINUED BASIC PUBLIC HEALTH SERVICES TO BE pROVIDED BY LOCAL HEALTH DEPArtMENTS INCOME LEVEL A IS DEFINED BY ~ ROARD OF HEALTH TO BE MEDICALLY INDIGENT (32.1-11) ~ ~TH sERvI~s Prenatal and post p~tum risk ~d inte~ediate risk Clinic services including drugs and contraceptive supplies Pregnancy testing and counseling REVISED AUGUST, 1989 PAGE 2 OF 8 PAGES OF ATTA(:-~{EN~S LOCAL GOVERNMENT AGREEMENT~ ATTAC~ A(1.) VIRGINIA DEPA~ OF HEALTH COMITY HEAL~I~{ SERVICES ENVIROnmeNtAL HEAL~ SERVICES ~he following services performed in accordmace wi~h the provision~ of the Code of Virg£nia, the re~ul&tions of ~d of H~i~ ~d/or ~H wi~ o~er s~te or federal agencies. STATE Investigation of Communicable Diseases X X Marinas X Migrant Lair C~nps X Milk X On Site Sewage Disposal (S~R) X Rabies Control X Restaurants X X S~nit~ry Surveys Sewage Treatment Pla~t Ir~pections Tourist Establishment Inspection X X Water Supply Sanitation X Wells X Homes For Adults X Daycare Centers X Summer Camps X REVISED AUGUST, 1989 PAGE 3 OF 8 pAGES OF A'X'rACI~O~iTS LOCAL GOVERNMENT AGREI'~IENT~ ATTACi~IEIIT A(1.) VIRGINIA DEPAR~ OF HEALTH COMMUNITY flEALTH SERVICES OTHER pUBLIC flEALI'H SERVICES The followin~ services performed in accordance with the provisions of the Code of Virginia, ~he regulations of Board of H~alth a~d/or the policies and procedures of the State Dep~ztment of Health o Medicaid Nursin~ Ho~e Scraenin~ Medicaid pr~au~horization~ Vital Records (D~ath Certificates) Other (List) S~A~E X X X REVISES) AUGUST~ 1989 PAGE 4 OF 8 pAGES OF ATT_A(X~IENTS LOCAL GOVERI~O~ AGP, E~EN~, V*[RGTNTA DEP~ OF HEAL'~{ CO4'~"~JN]I"~ HF-.AL~2~-I SERVI'"~'S OPTIONAL PUBLIC HF~L~H SERVICES For Each Service Provided, Check Block for HiEhest Income Level Seswed I co~an~xc~,~DXSF.~s~sERwcm =~ I A I B I C I D I ~ I F I Foreign Travel I CHILD HEAL~ SERVICES Sick child care Medicaid Screening Blood lead level testing School Heals Services Co~aity Education * A B C D E F I 2< X ~ATERNAL HEALI~/ SERVICES DSulds for deliveries N/A Funds for spec/al tests and d~uga REVISED AUGUST, 1989 PACE § OF 8 PAGES OF ATtArS * NO income level restrictions OPTIORAL PUBLIC ~ALTH SERVICE~ CONTINUED For Each Service Provided, Check Block for Hi~hest Inco~ Level Served G~{/l/~ ~I$I~ 8~R¥ICE$ Activities of ~aily LivinE Community Education General Clinic Services Home Health Services (skilled nursinS and therapy) Outreach Occupatior~l Health Services N/A Personal Care Pharmacy Services Hypertension screanln~, referral, and counseling Rsspite Care Services I I I I I I × I I I I I I I × I I I I I I I x X X X X X SPECIALITY CLINIC SERVICES (List) A B C D E F DE~AL HEALTH SERVICES Preventive Clinic Semites Rastoretive Clinic Services Co~,nity Education A B C F X X X Dental Care Jail Inmates X REVISED AUGUST, 1989 PAGE 6 OF 8 PAGES OF LOCAl. GOVEP, I~'~ AGR.E]~O~X~, A.%'~ VII~TNT. A DKPAR~O~2~ OF ~ C.~%~R~I~TY HEALTH SERVTCES P~BLIC H~ALTH S~VI~$ PROVID!m ~D~R ~ 0~I~ A~ORI~ Nailer ~e ~da of Vir$~ia ~r ~ PROVIDE ~latio~ of ~a ~d of H~I~ ~VI~ requires ~ follow~ se~icas ~o IS be provided by Accident Prevention Air Pollution Eird Control F~nployee Physicals General Znviro~mental Ho~aing - BOCA & Local Ihiildin~ Codes Plu~bi~ Radiological ieal~h Rodent Con~rol Solid ~a~to ~eeda ~k~ ~d~ices ~don O~er ~viro~l Grocery Store Delis Barber & Beauty Schops Service Stations ~IS~ A~, 1989 P~E 7 OF 8 P~S OF ~ X X X X VIRGINIA DEPAR~qEN'~ OF HEALq:H C(II,~UNI'fY lqF.~Ll~l SERVICIiS PUBLIC IIEAL~I SERVICES PROVIDED UNDER LOCAL ORDIHAHC~S OR CO~AC~ WI~1~ For F~ch Service Provided, Oleck Block for Hishea~ Income Level Served F.~ployee Physicals prt~y Ca~e for inmates in local jails or correctional institutions Other Medical Services (Lis~) P~VISED AUGtJST, 1989 PAGE 8 OF 8 pAGES OF ATT. A(~iiITIS MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke. Virg~ma 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN DeputyCITyClerk File #514-207 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 30456-40191 approving issuance of Change Order No. 2 to the City's contract with Hayes, Seay, Mattern & Mattern, Inc., for services provided in connec- tion with the realignment and reconstruction of Thirlane Road, N. W., in the amount of $9,646.00, for a total contract amount of $190,388.58. Ordinance No. 30456-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP:ra Eno. pc: Hayes, Seay, Mattern & Mattern, Inc., P. O. Roanoke, Virginia 24034 Mr. William F. Clark, Director of Public Works Mr. Charles ~. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Box 13446, IN THE COUNCIL OF THE CITY OF ROANOKE, The 1st Day of April, 1991. No. 30456-40191. VIRGINIA, AN ORDINANCE approving the City Manager's issuance of Change Order No. 2 to the City's contract with Hayes, Seay, Mattern & Mattern, Inc., for services provided in connection with the realignment and reconstruction of Thirlane Road, N.W.; and pro- viding for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or 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 Hayes, Seay, Mattern ~ Mattern, Inc., dated May 8, 1989, in order to provide additional services to be performed in connection with the realignment and reconstruction of Thirlane Road, N.W. 2. Such Change Order shall provide for the following in the work to be performed: ORIGINAL CONTRACT AMOUNT $ 176~000.00 CONTRACT AMOUNT WITH PREVIOUS CHANGE ORDER $ 180~742.58 CHANGE ORDER NO. 2 Provide for the additional design and coordination services as set forth in the City Manager's report to City Council dated April 1, 1991 changes $ 9~646.00 CONTRACT AMOUNT INCLUDING CHANGE ORDER NO. Additional calendar days resulting from Change Order No. 2 2 $ 190,388.58 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. Roanoke, Virginia April 1, 1991 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Change Order No. 2, Engineering Services Contract with Hayes, Seay, Mattern & Mattern, Inc. for Realignment and Reconstruction of Thirlane Road, N.W. II. I. Back~round: City Council authorized a contract with Hayes, Seay, Mattern & Mattern, Inc. on May 8, 1989, by Ordinance No. 29547, in the amount of $176~000.00. B. Chan~e Order No. 1 was executed in the amount of $4}742.58 for additional design services. Current situation is that Change Order No. 2 needs to be executed for additional design and coordination related to the project. The additional work is summarized as follows: Virginia Department of Transportation (VDOT) coordination and design of revised alignment "A" based on VDOT's request to shift the alignment away from their area headquarters. 2. Right of way coordination and presentation material presented to the Roanoke Regional Airport Commission. 3. Coordination, layout, and design of the VDOT material storage lot and the entrance grades to the existing lot. 4. Prepare and participate in the Citizen's Information Meeting. Project coordination between final design and advertisement (4 months, May - August, 1990) due to right-of-way acquisi- tion delays. 6. Additional APCO coordination required for underground line coordination on Airport property for the radar facility. 7. Length of construction extension to the U.P.S. grade change. (2 months) Page 2 WRH/JGB/mm CC: III. Issues: A. Need B. Cost C. Fundin~ IV. Alternatives: Authorize Chan~e Order No. 2 to the engineering service contract with Hayes, Seay, Mattern & Mattern, Inc. in the amount of $9~646.00. 1. Need has been established by the requested extra task. 2. Cost is based on original contract rates and are reason- able. 3. Fundin~ for change order exists within the project con- tingency, account number 008-052-9630-9003. Do not authorize Chan~e Order No. 2 to the engineering ser- vice contract with Hayes, Seay, Mattern & Mattern, Inc. 1. Need has been established. 2. Cost would not be an issue. 3. Fundin~ would remain in the project account. Recommendation is that City Council authorize Change Order No. 2 in the amount of $9~646.00 to the engineering services contract with Hayes, Seay, Mattern & Mattern, Inc. Respectfully submitted, W. Robert Herbert City Manager Director of Finance City Attorney Director of Public Works City Engineer Construction Cost Technician MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W ,Room 456 Roanoke. Virginia 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #144-472 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30458-40191 accepting the bid submitted by Fulton Trucks, Inc., to furnish one new refuse truck cab/chassis, in the total amount of $55, 700.00; and the bid of Cavalier Equipment Corporation to furnish one new refuse body to be mounted on the new refuse truck cab/chassis, in the amount of $19,800. 00, for use by the Refuse Collection Department. Resolution No. 30458-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. /~~ ~'Sincerely' Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pC: Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Donald E. Keaton, Manager, Refuse Collection Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. D. Darwin Roupe, Manager, General Services Mr. 8arty L. Key, Manager, Office of Management and Budget MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room 456 Roanoke, Virgm~a 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H, EAKIN Deputy City Clerk File #144-472 Mr. Roland L. Blake Vice President/General Manager Fulton Trucks, Inc. 1501 Shenandoah Avenue, N. W. Roanoke, Virginia 24017 Dear Mr. Blake: I am enclosing copy of Resolution No. 30458-40191 accepting the Did of Fulton Trucks, Inc., to supply one new refuse truck cab/chassis for use by the Cityts Refuse Collection Department, in the total amount of $55,700.00. Resolution No. 30458-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April I, 1991. Sincerely, ~~ Mary F. Parker, C~C/AAE City Clerk ~FP : ra Eno. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virg~ma 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy City Clerk File #144-472 Ms. Deborah M. Beck Corporate Secretary Cavalier Equipment Corporation P. 0. Box 12507 Roanoke, Virginia 24026 Dear Ms. Beck: I am enclosing copy of Resolution No. 30458-40191 accepting the bid of Cavalier Equipment Corporation for furnishing and deli- vering one new 20 cubic yard refuse body to be mounted on the new refuse truck cab/chassis which will be supplied by Fulton Trucks, Inc., in the total amount of $19,800.00. Resolution ~o. 30458-40191 was adopted by the Council of a regular meeting held on Monday, April 1, Sincerely, the City of Roanoke at 1991. Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room4S6 Roanoke, Virgima 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #144-472 Mr. Billy Meyer Sales Service Manager Dempster Company P. O. Box 1388 Toccoa, Georgia 30577 Dear ~r. Meyer: I am enclosing copy of Resolution No. 30458-40191 accepting the bid submitted by Fulton Trucks, Inc., to furnish one new refuse truck cab/chassis, in the total amount of $55,700.00; and the bid of Cavalier Equipment Corporation to furnish one new refuse body to be mounted on the new refuse truck cab/chassis, in the amount of $19,800.00, for use by the Refuse Collection Department. Resolution No. 30458-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, April 1, 1991. On behalf of the ~ayor and Members of City Council, I would like to express appreciation for submitting your bids on the above- described equipment. Sincerely, Mary F. Parker, City Clerk CMC /AAE MFP : ra Enc. MARY F. PARKER C~ty Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virgln,a 24011 Telephone: (703) g81-2541 April 3, 1991 SANDRA H. EAKIN DeputyC~tyClerk File #144-472 Mr. Edward Clay President First Piedmont Corporation P. 0. Box 1069 Chatham, Virginia 24531 Dear Mr. Clay: I am enclosing copy of Resolution No. 30458-40191 accepting the bid submitted by Fulton Trucks, Inc., to furnish one new refuse truck cab/chassis, in the total'amount of $55,700.00; and the bid of Cavalier Equipment Corporation to furnish one new refuse body to be mounted on the new refuse truck cab/chassis, in the amount of $19,800.00, for use by the Refuse Collection Department. Resolution No. 30458-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bids on the above- described equipment. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc. MARY F, PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~zy Clerk File #144-472 Mr. Robert A. Bankert Vice-President Mid-State Equipment Company P. O. Box 249 Buchanan, Virginia 24006 Dear Mr. Bankert: I am enclosing copy of Resolution No. 30458-40191 accepting the bid submitted by Fulton Trucks, Inc., to furnish one new refuse truck cab/chassis, in the total amount of $55,700.00; and the bid of Cavalier Equipment Corporation to furnish one new refuse body to be mounted on the new refuse truck cab/chassis, in the amount of $19,800.00, for use by the Refuse Collection Department. Resolution No. 30458-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bids on the above- described equipment. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP : ra Eno. MARY F. PARKER Cl'~y Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S w, Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #144-472 McCormick International Trucks, 1202 Orange Avenue, N. E. Roanoke, Virginia 24012 Inc. Ladies and Gentlemen: I am enclosing copy of Resolution No. 30458-40191 accepting the bid submitted by Fulton Trucks, Inc., to furnish one new refuse truck cab/chassis, in the total amount of $55,700.00; and the bid of Cavalier Equipment Corporation to furnish one new refuse body to be mounted on the new refuse truck cab/chassis, in the amount of $19,800.00, for use by the Refuse Collection Department. Resolution No. 30458-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bids on the above- described equipment. Sincerely, ~~ ~Iary F. Parker, CMC/AAE City Clerk MFP:ra Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #144-472 Mr. Paul Grim Truck Fleet Manager Magic City Motor Corporation P. O. Box 12807 Roanoke, Virginia 24028 Dear Mr. Grim: I am enclosing copy of Resolution No. 30458-40191 accepting the bid submitted by Fulton Trucks, Inc., to furnish one new refuse truck cab/chassis, in the total amount of $55,700.00; and the bid of Cavalier Equipment Corporation to furnish one new refuse body to be mounted on the new refuse truck cab/chassis, in the amount of $19,800.00, for use by the Refuse Collection Department. Resolution No. 30458-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bids on the above- described equipment. Sincerely, .Mary F. Parker, CMC/AAE City Clerk MFP : ra Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 1st Day of April, 1991. No. 30458-40191. A RESOLUTION accepting certain bids made to the City for furnishing and delivering one new 20 cubic yard refuse truck, rejecting all other bids made to the City. and BE IT RESOLVED by the Council of the City of Roanoke that: 1. The bid of Fulton Trucks, Inc., offering to supply one new refuse truck cab/chassis delivered to the body manufacturer, meeting all of the City's specifications and requirements there- for, for the total bid price of $55,700.00, which bid is on file in the Office of the City Clerk is hereby ACCEPTED. 2. The bid of Cavalier Equipment Corporation, offering to supply one new 20 cubic yard refuse body to be mounted on the new refuse truck cab/chassis supplied by Fulton Trucks, Inc., and delivered f.o.b. Roanoke, Virginia, meeting all of the City's specifications and requirements therefor, for the total bid price of $19,800.00, which bid is on file in the Office of the City Clerk is hereby ACCEPTED. 3. The City's Manager of General Services is hereby authorized and directed to issue the requisite purchase orders therefor, incorporating into said order the City's specifica- tions, the terms of said bidders' proposal and the terms and pro- visions of this resolution. 3. Any and all other bids made to the City for the afore- said procurement are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W,Room 456 Roanoke, V~rgm~a 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-144-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30457-40191 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for the transfer of $75,580.00 from General Fund Contingency Equipment Replacement to Refuse Collection, in connection with the purchase of one new refuse truck cab/chassis and one new refuse body to be mounted on the refuse truck cab/chassis. Ordinance No. 30457-40191 was adopted by the Council of the City of Roanoke at a regular'meeting held on Monday, April 1, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Donald E. Keaton, Manager, Refuse Collection Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. D. Darwin Roupe, Manager, General Services Mr. Barry L. Key, Manager, Office of Management and Budget AN ORDINANCE the 1990-91 General emergency. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 1st Day of April, 1991. No. 30457-40191. to amend and reordain Fund certain sections of Appropriations, and providing for an WHEREAS, Government of the exist. for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1990-91 General Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: Appropriations Public Works Refuse Collection (1) ............................. Non-departmental Contingency - General Fund (2) .................... $18,891,117 4,273,153 13,167,089 971,331 1) Vehicular Equip. (001-052-4210-9010) 2) Equipment Replace- ment Contingency (001-002-9410-2202) $ 75,580 ( 75,580) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia April 1, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bids to Purchase Refuse Truck, Bid Number 91-2-54 I concur with the recommendation of the bid committee relative to the above subject and recommend it to you for appropriate action. Respectfully Submitted, W. Robert Herbert City Manager cc: City Attorney Director of Finance Roanoke, Virginia April 1, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bids to Purchase Refuse Truck, Bid Number 91-2-54 I. Back,round December 17, 1991 City Council designated funds in the Capital Maintenance and Equipment Replacement Program to provide for the purchase of one (1) new 20 cu. yd. Refuse Truck. February 22, 1991 specifications were developed, and along with request for quotations, were sent to seventeen (17) truck and body suppliers currently shown on the City's bid list. A public advertisement was also published in the Roanoke Times and World News. Performance Bonds are requested on equipment purchases which are anticipated to exceed $25,000. Bids were received, after due and proper advertisement, until 2:00 p.m. on March 5, 1991, at which time all bids, so received, were publicly opened and read in the Office of the Manager of General Services. II. Current Situation A. Eiqht (8) bid responses were received. (4) for the truck cab/chassis and four for the refuse body. Bid tabulation is attached. Four (4) Refuse Truck Bid Number 91-2-54 Page 2 All bids received were evaluated, in a consistent manner, by representatives of the following departments: Motor Vehicle Maintenance Refuse Collection General Services Bid evaluations are as follows: Item Number I - One (1) new Refuse Truck Cab/Chassis. a~ The lowest bid which is the alternate bid submitted by McCormick International Trucks, Inc. took exception to the required engine size. This exception is substantial and cannot be waived as an informality. bi The second lowest bid submitted by Magic City Motor Corporation took exception to rear axle with single speed and performance bond. These exceptions are substantial and cannot be waived as informalities. c~ The third lowest bid, submitted by Fulton Trucks, Inc. meets all required specifications for the total cost including performance bond and delivery charge of $5§,700.00. Item Number 2 - One (1) new 20 cu. yd. Refuse Body to be mounted on item #1 and delivered F.O.B. Roanoke, Virginia. The lowest bid submitted by Cavalier Equipment Corporation meets all required specifications for the amount of $19,880.00. Refuse Truck Bid Number 91-2-54 Page 3 III. Issues IV. A. Need B. Compliance with Specification~ C. Fundinq Council accept the lowest responsible bids meeting specifications for Refuse Truck Cab/Chassis and Body as follows: Item #1 - One (1) new Refuse Truck Cab/Chassis delivered to the body manufacturer and including performance bond, as submitted by Fulton Trucks, Inc. for the total amount of $55,700.00. Item #2 - One (1) new 20 cu. yd. Refuse Body to be mounted on item #1 and delivered F.O.B. Roanoke, Virginia, as submitted by Cavalier Equipment Corporation for the amount of $19,880.00. ~eed - requested equipment is necessary to continue to provide efficient and effective refuse collection services. Compliance with sDecification~ - The bids recommended in this alternative meet all required City of Roanoke specifications. Fundinq - Funds are designated in the Capital Maintenance and Equipment Replacement Program in the Genera! Fund Contingency Equipment Replacement Account Number 001-004-9410-2202 to provide for this purchase. Refuse Truck Bid Number 91-2-54 Page 4 Vo B. Re_~ct all bids Need - The performance of the required refuse collection services would not be accomplished in the most efficient and effective manner. Compliance with specifications would not be a factor in this alternative. Funding - Designated funds would not be expended with this alternative. Recommendation Council concur with Alternative "A" - accept the lowest responsible bids meeting specifications for Refuse Truck Cab/Chassis and Body as follows: Item #1 - One (1) new Refuse Truck Cab/Chassis delivered to the body manufacturer and including performance bond, as submitted by Fulton Trucks, Inc. for the total amount of $55,700.00. Item #2 - One (11 new 20 cu. yd. Refuse Body to be mounted on item #1 and delivered F.O.B. Roanoke, Virginia, as submitted by Cavalier Equipment Corporation for the amount of $19,880.00. B. Reiect all other bids Refuse Truck Bid Number 91-2-54 Page 5 Transfer $75,580.00 from General Fund Contingency Equipment Replacement Account Number 001-002-9410-2202 to Refuse Collection Account Number 001-052-4210-9010 to provide for this purchase. Respectfully Submitted, Committee: William F. Clark cc: City Attorney Director of Finance Donald E. Keaton D. Darwin Roupe ~m ~J o o n. ~J ~-~ 0~ .,-I f.ll kkl~ O~C.) 0 0 0 0 0 0 o 0 0 0 0 o 0 0 ,X 0 · o ~ ~ 0 ~ 0 0 ~ 0 ~ 0 0 0 c~ I 0 o 0 m o MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue,$ W, Room 456 Roanoke, Virgmla 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #183-472 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 30460-40191 accepting the bid of Linear Dynamics, Inc., in the total amount of $123,375.00, for one new paint striping machine to be used by the City's Street Maintenance Department. Resolution No. 30460-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely, ~~ ~4ary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. William F. Stuart, Manager, Street Maintenance Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. D. Darwin Roupe, Manager, General Services Mr. Barry L. Key, .Manager, Office of Management and Budget MARY F. PARKER City Clerk CITY OF ROANOKE · OFFICE OF THE CITY CLERK 215 Church Avenue, $ W ,Room 456 Roanoke, Virg~ma 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy City Clerk File #183-472 Ms. Cynthia M. Beck Assistant Secretary Linear Dynamics, Inc. 400 Landax Plaza Parsippany, New Jersey 07054 Dear Ms. Beck: I am enclosing copy of Resolution No. 30460-40191 acceptinq the bid of Linear Dynamics, Inc., in the total amount of $123,375.00, for one new paint striping machine to be used by the City's Street Maintenance Department. Resolution No. 30460-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP : ra Eno. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke. Virgima 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy Ctty Clerk File #183-472 Mr. Gary Russell Sales Engineer M-B Company, Inc., of Wisconsin Pavement Marketing Division P. O. Box 148 Chilton, Wisconsin 53014-0148 Dear Mr. Russell: I am enclosing copy of Resolution No. 30460-40191 accepting the bid of Linear Dynamics, Inc., in the total amount of $123,375.00, for one new paint striping machine to be used by the City's Street Maintenance Department. Resolution No. 30460-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on .Monday, April 1, 1991. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described equipment. Mary arker, CMC/AAE City Clerk MFP:ra Enc. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roaooke, Virgm~a 24011 Telephone: (703)981-2541 April 3, 1991 SANORA H. EAKIN Deputy Oty Clerk File #183-472 Mr. Bruce Beebe Sales & Service Coordinator Morton International 1675 Cor~nercial Street, ~. E. Salem, Oregon 97303 Dear Mr. Beebe: I am enclosing copy of Resolution No. 30460-40191 accepting the bid of Linear Dynamics, Inc., in the total amount of $123,375.00, for one new paint striping machine to be used by the City's Street Maintenance Department. Resolution No. 30460-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described equipment. Sincerely, ~ ~lary F.~a e , CMC/AA City Clerk MFP : ra Eric. IN THE COUNCIL OF THE CITY OF ROANOKE, The 1st Day of April, 1991. No. 30460-40191. VIRGINIA, A RESOLUTION accepting the bid of Linear Dynamics, Inc., made to the City for furnishing and delivering one new paint striping machine; and rejecting all other bids made to the City. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The bid of Linear Dynamics, Inc., made to the City, offering to supply one new paint striping machine meeting all of the City's specifications and requirements therefor, for the total bid price of $123,375.00, which bid is on file in the Office of the City Clerk is hereby ACCEPTED. 2. The City's Manager of General Services is hereby authorized and directed to issue the requisite purchase order therefor, incorporating into said order the City's specifica- tions, the terms of said bidder's proposal and the terms and pro- visions of this resolution. 3. Any and all other bids made to the City for the afore- said procurement are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~zy Oerk File #183-60-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30459-40191 amending and reordaining certain sections of the 1990-91 General Fund Appropriations, providing for the transfer of $123,375.00 from Equipment Replacement Contingency to Vehicular Equipment, Street Maintenance, in connection with the purchase of one new paint striping machine for use by the Street Maintenance Department. Ordinance tqo. 30459-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely, ~ Mary F. Pa rkor, CMC/AAE City Clerk MFP : ra Eno. pc: ~4r. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. William F. Stuart, Manager, Street Maintenance Mr. George C. Snead, Jr., Director of Administration and Public Safety Mr. D. Oarwin Roupe, Manager, General Services ~r. Harry L. Key, Manager, Office of Management and Budget of IN THE COUNCIL OF THE CITY OF ROANOKe, VIRGINIA The 1st Day of April, 1991. No. 30459-40191. AN ORDINANCE to amend and reordain certain sections the 1990-91 General Fund Appropriations, and providing for emergency. WHEREAS, for the usual daily operation of the Municipal the City of Roanoke, an emergency is declared to Government of exist. THEREFORE, BE IT ORDAINED by Roanoke that certain sections of Appropriations, be, and the same reordained to read as follows, in part: the Council of the City of the 1990-91 General Fund are hereby, amended and Appropriations Public Works Street Maintenance (1) ............................ Non-departmental Contingency - General Fund (2) .................... $18,938,912 2,490,184 13,119,294 923,536 1) Vehicular Equip. (001-052-4110-9010) $ 123,375 2) Equipment Replace- ment Contingency (001-002-9410-2202) (123,375) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia April 1, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Mayor and Members of Council: SUBJECT: BIDS TO PURCHASE NEW PAINT STRIPING MACHINE BID NUMBER 91-3-14 I concur with the recommendation of the Bid Committee relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager pc: City Attorney Director of Finance Roanoke, Virginia April i, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BIDS TO PURCHASE NEW PAINT STRIPING MACHINE, BID NUMBER 91-3-14 BACKGROUND A. December 17, 1990, City Council designated funds in the Capital Maintenance and Equipment Replacement Program to provide for the purchase of a new "Highway Line Striper" machine. B. March 5, 1991, specifications were developed. Request for quotations were sent to eighteen (18) vendors currently shown on the City's bid list. A public advertisement was also published in the Roanoke Times and World News. C. Bids were received, after due and proper advertisement, until 2:00 p.m. on March 18, 1991, at which time all bids, so received, were publicly opened and read in the Office of the Manager of General Services. II. CURRENT SITUATION A. B. Three (3) bid responses were received. Bid tabulation is attached. Ail bids received were evaluated in a consistent manner by representatives of the following departments. Motor Vehicle Maintenance Street Maintenance General Services Honorable Mayor and City Council Page 2 C. The lowest bid submitted by Linear Dynamics, Inc. meets all specifications. III. ISSUES IV. A. Need B. Compliance with Specifications C. Fund Availability ALTERNATIVES A. Council accept the lowest bid for one (1) new Paint Striping Machine, as submitted by Linear Dynamics, Inc., for a total cost, including performance bond, of $123,375.00. 1. Need - requested equipment is necessary to replace an existing unit, which is fifteen (15) years of age and cannot meet the Environmental Protection Agency regulation requiring the use of latex traffic paints during street striping operations. 2. Compliance with Specifications - the unit as bid by Linear Dynamics, Inc. meets all required specifications. 3. Fund Availability - funds are designated in the Capital Main- tenance and Equipment Replacement account to provide for this purchase. B. Reject all Bids. 1. Need - required street marking duties of the Street Maintenance Department could not be accomplished in the most effective and efficient manner. Honorable Mayor and City Council Page 3 2. Compliance with specifications would not be a factor with this alternative. 3. Fund Availability - designated funds would not be expended. RECOMMENDATION A. Council concur in Alternative "A" - accept the lowest bid for one (1) new Paint Striping Machine as submitted by Linear Dynamics, Inc. for the total cost, including performance bond, of $123,375.00. B. Reject all other bids. C. Transfer $123,375.00 from General Fund Contingency Account No. 001-002-9410-2202 to Street Maintenance Account No. 001-052-4110-9010 to provide for this purchase. Respectfully submitted, Committee: m F. Clark Stuart ~ D. Darwin Roupe WFC:WLS:DDR:rla pc: City Attorney Director of Finance oo MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK April 3, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #1-34 The Honorable Gordon E. City Treasurer Roanoke, Virginia Peters Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Gentlemen: Your report with regard to ments, was before the Council meeting held on Monday, April short-term cash management invest- of the City of Roanoke at a regular 1, 1991. On motion, duly seconded and authorized to issue a "Request cash manager. unanimously adopted, you were for Proposal" for a short-term Sincerely, ~~ Mary F. Parker, C~C/AAE City Clerk MFP:ra April 1, 1991 5.b.1. Honorable Mayor and Members of City Council Joel M. Schlanger, Director of Finance Gordon E. Peters, Treasurer Cash Management Background The cash resources of all funds in excess of the City's requirements for immediate payments may be invested in securities of the United States, or in securities of agencies of the United States which are fully guaranteed by the United States, in bonds of the City and in interest bearing certificates of deposit in any bank qualified under the Virginia Security for Public Deposits Act (Section 2-179, Code of the City of Roanoke (1979), as amended). This section of the Code has not been amended since July 6, 1976. The investment vehicles provided by financial markets have been substantially expanded. The Code of Virginia (1950}, as amended, Chapter 18, "Investment of Public Funds" of Title 2.1 and Chapter 3, "Investments" of Title 26 have authorized expanded investment opportunities for political subdivisions of the Commonwealth. In our opinion, the Code of the City of Roanoke (1979), as amended, needs to be amended to authorize the City of Roanoke to participate in the investment opportunities that have been provided by the Code of Virginia (1950), as amended. "Short-term Cash Management Investment Policy Guidelines" were developed using the Code of Virginia (1950), as amended (Copy attached). Honorable Mayor and Members City Council April 1, 1991 Page 2 Current Situation The City Treasurer, Director of staffs invest idle cash for periods of 90 days and up to one year. Finance and their respective overnight, 30 days, 60 days, For the year ended June 30, 1990 total interest earned from short-term investments was $2,821,000. Total invested balances ranged from a low of $21,000,000 to a high of $44,000,000. Interest rates on short-term investments during the past two years have decreased more than 4 percent and the number of financial institutions qualified to accept investments of public deposits have declined with each merger or closing. The expertise and technology available to capitalize on falling and rising interest rates requires the flexibility of expanded investment vehicles, professional training and knowledge, and sole dedication to the art of investing. We have reviewed in detail the advantages and disadvantages of creating an internal position responsible for investment purchases or contracting with a third party. The initial start-up cost of providing equipment and software would prohibit the establishment of an internal position. The City of Roanoke's Pension Plan in 1982 began using professional money managers and has an excellent historical performance record. The use of professional money managers in our opinion would provide an opportunity to increase interest income from short-term investments. In order to maximize and be in a position to increase interest income, the investment vehicles available to the City should be expanded. Honorable Mayor and Members City Council April 1, 1991 Page 3 Recommendation Amend Section 2-179, Code of the City of Roanoke amended, to authorize the following investments for cash: (1979), as short-term Bonds, Notes and other evidence of indebtedness of the State of Virginia. Bonds, Notes and other direct obligations of the United States and securities unconditionally guaranteed as to the payment of principal and interest by the United States, or any agency thereof. Bonds, Notes and other evidence of indebtedness of any county, city, town, district, authority, or other public body of the State of Virginia. Bonds or other obligations issued, guaranteed, or assumed by the International Bank for Reconstruction and Development, and the Asian Development Bank. Savings accounts, or time deposits, in any bank or savings and loan association within the State of Virginia, provided such bank or savings and loan association is approved for the deposit of other funds of the State of Virginia or other political subdivision thereof. Domestic bankers' institutions rated Woods, Inc. ratings. acceptances from "prime quality,, B/C or better in the Keefe, Bruyette & "Prime Quality" commercial paper issued corporations. "Prime Quality" will be rated Standard and Poor's A-1 and Moody's P-1. by domestic no lower than Certificates of Deposit and Time Deposits of Virginia banks and savings and loan institutions federally insured to the maximum extent possible, and/or collateralized up to 100% for the amount of the deposit in excess of federal insurance coverage. Overnight, Term or Open Repurchase Agreements with Virginia banks acting as principal or agent, collateralized by U. S. Treasury Agency Securities. The collateral will, at all times, be no less than 110% of the value of the Open and Term Repurchase Agreements and no less than 102% of the Overnight Repurchase Agreements. Honorable Mayor and Members City Council April 1, 1991 Page 4 Investment in certificates representing ownership of treasury bond principal at maturity or its coupons for accrued periods. Note: This is the State Code's version of stating that zero coupon government securities are legal. Securities lending (Reverse Repurchase Agreements). Investment of certain public monies in money market funds that corresponds to these investment policies. Investment in Corporate notes and bonds. The City Attorney has reviewed and analyzed each of the investment options proposed for short-term cash, and concludes that each of the investment options are lawfully authorized for municipal corporations in Virginia. We also recommend that you concur in our request to issue a "Request for Proposal" (RFP) for short-term cash manager. (Copy of RFP attached). The proposals received will be reviewed and evaluated under the competitive negotiation procedure with final recommendation submitted to City Council for their approval. INVESTMENT POLICY GUIDELINES CITY OF ROANOKE, VIRGINIA SHORT-T~*M CASH MANAGEMEI~T INVESTMENT POLICY GUIDELINES TABLE OF CO~'~'~a~TS Page Introduction ................................................ 1 Fiduciary Duties ............................................ 2 Investment Policies and Objectives .......................... 3 Investment Performance Measurement .......................... 6 C~mmunications .............................................. 6 Acknowledgement ............................................. 6 Glossary .................................................... 8 State Code of Virginia ..................................... 10 Roanoke City Code .......................................... 18 INTRODUCTION The purpose of this statement is to outline a general framework within which an investment manager of the City of Roanoke is expected, and directed, to exercise investment judgment to structure a short-term portfolio mix. Specifically, this statement of investment policies and objectives is set forth in order to: 1. Provide a clear understanding, on the part of the City and the investment manager, of the investment policy and objectives for the funds under management. 2. Provide, for the investment manager, the guidance and limitations expressed by the City for the management of these funds. 3. Establish a basis for evaluation of the investment manager. e TO facilitate a proper analysis comparing performance of the investment manager with the competing alternatives in the industry, within the universe of investment managers employing similar investment methodologies and seeking similar investment objectives. It is intended that the philosophy and guidelines stated herein will be meaningful enough to guide the investment manager toward the performance desired, yet flexible enough to allow the achievement of the objectives outlined. INV~S, TNENT MANAGEMENT SOt~¢R The City is responsible for the investment of the assets of the short-term cash fund. To assist the City in this function, City Council has authorized appointment of an investment manager or managers, registered under the Investment Advisor Act of 1940, to manage (including the power to acguire and dispose of) any of the fund assets. The management of the fund assets and the ~esponsibility for investment decisions are delegated to the investment manager. The investment manager will have complete discretion within the framework established by this statement. Accordingly, the City requires adherence to all federal laws as now apply, or may apply in the future, with particular attention to the fiduciary duties established by the Code of Virginia and the Code of the City of Roanoke. As a result of the appointment of the investment manager, the city is relieved of certain liabilities for the acts or omissions of such investment manger, and of any obligation to II/V~~l~ S~mCE - contin,!e~ invest or otherwise manage any asset of the fund which is subject to the manaqement of the investment manager. FIDUCIARY D~TIES The City requires that the investment manager must acknowledge, in writing, acceptance of fiduciary responsibility for the management of fund assets. The investment manager is charged with using the care, skill, prudence and diligence under the circumstances prevailing that a prudent man would use in managing the fund under similar circumstances. An investment manager satisfies this "prudent man rule" when he gives appropriate consideration to those facts and c' lrcumstances that, given the scope of his investment duties, he knows or should know are relevant to the particular investment course of action. The investment manager must diversify the investments of the fund so as to minimize the risk of losses, unless under circumstances it is clearly prudent not to do so. Finally, the investment manager must discharge his duties in accordance with documents and instruments governing the fund. In addition to the fiduciary responsibilities listed above, the investment manager shall not: Deal with the assets of the fund in his own interest or for his own account. Act in any capacity in any transaction involving the fund on behalf of a party (or represent a party) whose interest are adverse to the interests of the fund. Receive any compensation for his own personal account from any party dealing with the fund in connection with a transaction involving the assets of the plan. Invest any assets of the fund outside the jurisdiction of the district courts of the United States. SA~N£~ OF PRINCIPAL It is believed that the criterion of safety for Principal should be imposed on each portfolio commitment. Also, the portfolio taken as a whole must be structured over the long-term with an intent first, to conserve principal, second, to provide liquidity, and third, to enhance capital value. Since requirements for cash withdrawals constantly change, no attempt is made herein to outline these conditions. However, the funds should be managed in such a manner to provide reasonable liquidity for unforeseen contingencies, or contingencies as shall be defined periodically by the City and cor~unicated in writing to the Investment Manager. INVESTMENT POLICIRR The assets of the portfolio will be allocated between cash equivalents and selected fixed income securities as authorized by the Code of Virginia and the Code of the City of Roanoke (see attached). Authorized investments are summarized as follows: ae Bonds, Notes and other evidence of indebtedness of the State of Virginia. Bonds, Notes and other direct obligations of the United States and securities unconditionally guaranteed as to the payment of principal and interest by the United States, or any agency thereof. Bonds, Notes and other evidence of indebtedness of any county, city, town, district, authority, or other public body of the State of Virginia. Bonds or other obligations issued, guaranteed, or assumed by the International Bank for Reconstruction and Development, and the Asian Development Bank. Savings accounts, or time deposits, in any bank or savings and loan association within the State of Virginia, provided such bank or savings and loan association is approved for the deposit of other funds of the State of Virginia or other political subdivision thereof. Domestic bankers' acceptances from "prime institutions rated B/C or better in the Keefe, & Woods, Inc. ratings. quality" Bruyette "Prime Quality" commercial paper issued by domestic corporations. "Prime Quality" will be rated no lower than Standard and Poor's A-1 and Moody's P-1. Certificates of Deposit and Time Deposits of Virginia banks and savings and loan institutions federally insured to the maximum extent possible, and/or collateralized up to 100% for the amount of the deposit in excess of federal insurance coverage. Overnight, Term or Open Repurchase Agreements with Virginia banks acting as principal, custodian, or agent collateralized by U. S. Treasury Agency Securities. The collateral will, at all times, be no less than 110% of the value of the Open and Term Repurchase Agreements and no less than 102% of the Overnight Repurchase Agreements. We Investment in certificates representing ownership of treasury bond principal at maturity or its coupons for accrued periods. Note: This is the State Code's version of stating that zero coupon government securities are legal. K. Securities lending (Reverse Repurchase Agreements). L. Investment of certain public monies in money market funds that corresponds to these investment policies. M. Investment in Corporate notes and bonds. The foregoing is a summary of legally authorized investment options only. The investment manager shall carefully review and comply with Section 2-179, Code of the City of Roanoke (1979), as amended, and the Code of Virginia as to investments for municipal corporations. Issues shall be evaluated, and shall be selected on the basis of sound financial conditions, liquidity, marketability, and reasonable prices. Volatility of market value and annual income shall be minimized through diversification of assets and through the selection of soundly valued marketable securities on a timely basis. ASSET ALLOCATION GUID~.?~r~ The investment manager of this short-term cash fund can allocate the funds as he chooses between the various types of investments as authorized by the State Code and the Code of the City of Roanoke to achieve the objectives of the fund, With respect to the asset allocation percentages adopted as guidelines by the City, a balance above the percentages shall not be a violation of the policy unless it is the direct and immediate result of voluntary action in the portfolio. Any excess resulting from involuntary action (such as price appreciation) may be adjusted as market conditions and the outlook for the securities dictate. CASH E~UIV~T.Rt~TS GUID~T.TN~.~ The cash equivalent portion of the portfolio may be invested in the cash equivalent investments listed in this document and by the Code of Virginia and the Code of the City of Roanoke (See attachment). Holdings are s~bject to the following credit limitations: 1. Domestic Bankers' Acceptances= Domestic banks will be rated no lower than: Keefe, Bruyette & Woods B/C. 2. Commercial Paper: Commercial paper notes of domestic corporations will be rated no lower than: Standard & Poor's A-1 and Moody's P-1. No more than 35% of the total fund can be in commercial paper. 3. International Bankers' Acceptances: International banks must be rated no lower than: Keefe, Bruyette & Woods Peer Group II/III; Keefe, Bruyette & Woods Dollar Access II/III. 4. No issue shall constitute more than 5 percent of the total value of the portfolio, except United States Treasury and Federal Agency obligations. 5. Certificates of Deposit; no issuers obligations shall exceed the maximum limit of FDIC insurance or other Federal insurance programs. FI~ INCOME GUIDRT,?~-~ The fixed income portion of the portfolio may be invested in the fixed income investments listed in this document, and by the Code of Virginia and authorized by the Code of the City of Roanoke (See attachment). Holdings are s~bject to the following credit limitations: 1. Corporate and Municipal bonds (excluding convertible debentures) shall be limited to publicly issued items, rated AA or better by Standard and Poor's and/or Aa by Moody's. The maximum maturity for any single Corporate issue may not exceed five years. 2. No single industry group, as defined by Standard and Poor's, shall constitute more than 20 percent of the bond portfolio; and, no single company shall constitute more than 5 percent of the total portfolio except direct or indirect obligations of the United States Government. 3. Bonds should be actively managed to take advantage of the changes in interest rate fluctuations, rather than simply purchased and allowed to mature. INVESTg~TTOBJECTIV~-~ In accepting the management of the short-term cash fund for the City of Roanoke the Primary investment objective of the City is the preservation of principal and the achievement of a minimum rate of return on the principal. This minimum rate of return should be comparable to that of the prevailing one year CD rate 5 and will be negotiated annually by the City and investment manager. Secondary objectives of the fund would be to outperform an index such as the Salomon Brothers and/or the Shearson Lehman 1-3 year treasury and agency index. INVESTMENT PERFOP~ANCE MEASUREMENT There is not a requirement for the manager to out perform his peer group given the objectives of the City's short-term cash fund. However, the manager will be compared to other short-term cash managers in the Wilshire Cooperative or other manager universe, and various short-term indexes for comparative analysis, including the Salomon Brothers and/or the Shearson Lehman 1-3 year treasury and agency index. CO~A~UNICATIONS AS OCCURRING The City shall be recognized as a party of interest and receive confirmation of transactions as occurring in the account. MONTHLY The City shall receive a monthly report from the Investment Manager. QUARTERLy The City may have performance evaluation services provided quarterly from an objective third party to evaluate and compare the Investment Manager's performance. ANNUALLY Both the Investment Manager and measurement services staff will meet, at least once a year with the City to review the investment policy, risk levels, investment outlook, and such other matters as maybe germane. ACKNOWLEDGEMENT We desire to meet with our Investment Manager when deemed necessary by either the manager or ourselves. In any case, we will meet with our consultant at least quarterly to evaluate the performance of our funds against the stated investment objectives and quidelines indicated in this document. Date: Director of Finance City of Roanoke, Virginia Date: ~reasurer City of Roanoke, Virginia I, the undersigned, accept the fiduciary responsibility of serving as the investment manager for these assets and will undertake to utilize my best efforts to achieve the stated investment objectives. Date: Investment Advisor Date: Investment Advisor 7 GLOSS~M~y 1. Bankers' Acceptances (Prime Q~lit¥) are typically created from a letter of credit in a foreign trade transaction. For example, a U. S. corporation planning to import goods from abroad requests that its bank issue a letter of credit on its behalf in favor of the foreign supplier. This letter allows the foreign vendor to draw a draft on the importer's U. S. Bank for payment of the merchandise. Upon receipt of this letter and draft, the supplier ships the goods and presents the draft at its bank for discounting, allowing the supplier to receive immediate payment for the shipment. The foreign bank then forwards the draft to its U. S. correspondent. At this point the draft is stamped "Accepted" with the U. S. bank incurring an obligation to pay the draft (now a bankers' acceptance) at maturity. The accepting domestic bank may buy the acceptance, earning the discount between the purchase price and face amount to be reimbursed by the U. S. importer. On the other hand, the acceptance may be sold to a third party, freeing the bank of all but the contingent liability, for which it collects a fee. In this case the acceptance secured by the bank, the goods themselves, and the importer - becomes a money market instrument, Maturities range from 30 to 180 days. 2. Certificates of Deposit (C.D.) - Certificate issued by bank against funds on deposit with a stated maturity and a stated rate of return. The certificate specifies the amount of the deposit, the date on which it matures, the interest rate, and the method of calculating the interest on the deposit. 3. Con~ercial Pa~er "Pr~m~ Quality" - A short term unsecured promissory note that is generally sold by large corporations. Present day investors in commercial paper include money center banks, non-financial firms, investment firms, state and local governments, private pension funds, foundations and individuals. Maturity ranges up to a maximum of 270 days. Obligations are sold at a discount. "Prime Quality" ratings shall be no lower than Standard & Poor's A-1 and Moody's P-1. 4. Corporate bond - debt created by a corporation to raise money. Municipal note or bona - debt created by a municipality to raise money. 5. Money Market - the market in which short-term debt 8 instruments (bills, commercial paper, bankers' acceptances, etc.) are issued and treated. 6. Money Market Fund - mutual fund that invests solely in money market instruments. 7. Overnight, Term or Open Repurchase Agree_-~eD~ - an agreement which represents the transfer of cash to a broker, dealer, or financial institution in return for an agreement which promises to repay the funds plus a certain rate of interest. The agreements shall be 110% fully collateralized by U. S. Treasury securities that are approved for direct investment. 8. Securities Lending (Reverse Repurchase Agr,ements) - a reverse repo is a matched sale-purchase agreement where securities are acquired with a simultaneous commitment to sell. Because each party to the transaction has the opposite perspective, the term Repo and Reverse Repo can be applied to the same transaction. In general, whether an agreement is termed a Repo or Reverse Repo depends largely on which party initiated the transaction. 9. Time Deposit - interest-bearing deposit at a savings institution that has a specific maturity. 10. Zero Coupon Government Securitiew - are significant discount, are book entry only and third party if maturity is over 31 days. purchased at a must be held by 9 ATTACHMENT OF STATE CODE § ~.1-3~7 Z~T3FML~ 01~ i'~BLIC FVNI~ ! ~1-327 CHAPTER 18. lO 11 § 2.1~28.3 l)rVF~i~r 01~ P~SldC ~ ~ ~.I~8.8 1.?~or..w~.'tt~.n approval i. obtained f~om t~o fovominf ho~d co,~-,i**-- ~ ~he ~ve~ng ~y for ~ C~mm~--~.t~z;~~ ~ ~ ~ 2. A ~n in~ ......... i~n~ co~on ~ ~ in ~v~ ~ t1973, c. 232; 1974, c ~; 1976, c ~; 1~, ~e ~of~e p~ file. · c. 170; 1~, c. 73; 1~, c. ~.) may mv#t any and &il mo~ belo · · · · The I~ Iil~t lub#ftutsd thl lan. ~ biUminl 'Y. Im O'"'"""v~lt~' sad endial."b.loalinl to thsm m, ~ttbln ~ conU'oi far "l'h~ SMIo ?rNmuls, .,..d iq, m? 12 2.1-3'28.9 AD~TIOIq O~ C.,OVER,'qldL~ GENZ~LLy ! 2.1-3~8.12 Tim uumb~ by ~e vi~u~ C~b Commmmo~ ~k- numb~ in dm 19~ § 2.1-329 ~ 01~ PUSLIC ~ J ~I-~.01 ~ithia ~ ~ommou~lth ~ad o~d~p~it ~' ~tio~i ~ l~ - uuwE~ ~ O~ ~ ~e Um~ S~ ~d ~ ~ · . ~ ~o 1~ ~ . ~or ~ p~ O~ this ~ ~ . ~n~on or o~r f~; ....... -] ~ r~ ~t ~, l~, e. ~7; 1~, ~ 6~- 1~ · -- ~' ' ~'~ l~, ~ 374; 1~, ~ 118; 1~,~ ~.) 4, c.~;1~8,~,1~G~1~,~ 14 CKAPTER 3. ~-44A. lnv~t in mutuM ~ ~g~iat~d ~n~o~H ~ u · · · 2 ~ v~ ~ ~onol~ I~ ~ ~ · - --. . ~on, ~ ~n ~ ~ U~ ~y ~H . . k. __~__~_ ~ m~ ~t~~m~ ~U ' Sm~; ~d ~ of ~d ~, hhn~ or ~ ~ ~p. ~ h hid ~ ~ m ~den~ ~~nt ~y or invent s~ mv~ent, ~ ~M ~ not ~ ' in ~ . . n o.~4) ~do~ ~ Y~· ~ ~f~. -- o~r ' · Y ~,. 16 meat. oy r. ne .-aura vevelopm.nt B~nk or by ~ A~i_ ~an !:~..lopmpnt .Bank:. 17 ATTACHMENT OF CITY CODE ~xb of the Clty of ilmmoke (1999)o See. ~-170, Investment orouq~iua funds. re(_a?_iW. ~he.n~,~ ver..the, director or finance shall determine end ~ ~ ~o ute c~ty Invoet~ent COmmittee thJt tko-- - send in the city tz~at..~, r...~ ..... L .... -~.-. ,- oft of the city's requirements for immodiat~ payment, .~,d,.~,~d. ~,, .~?o.,,, ,~y b h-,md i~ u~ ,~, or _m_e c,?y~n...s~_?ee or the Unitml Sram, or in secu~tJeo of ?~_u .n~., .m or uJo united Statm which are fuZZy rum,onf~.a me unitdd StaMe, in bo,~- ~ .~- -' ..... r -.-- ~ : ..... :~,--~.... Mm ~aLy ~n~ lib · ~ ..... y. o,~ kMpeet, .~ct (Code or Virlinh, mo..ri, lin c~ Ute state and or the citi tim_ ~ ..,d pOll[ICS] SUiMJIVIIIOne therein, or in an- oM -- _, afo~eatd aeeufltieo or :nveotmenta. (b) Tho city investment committee shall have the power rem~dinva~tho,t..M, o?1. m, end direct the in~unint ami .s~cun?ee 8o .i:~rclMaed, the lU,-Tender of i~ch eortiAc~tor d ,. ..... my ne.rmme ,; necum~ ~ IRmdaM such mveetment~ to meet the needs or the city. snml .ac _un?er tAe. cu~t, miy of the city treaaore#, eont&,oi of the city mv#tm.nt eommittem, and tho --'--- . -.. ~ ..~-~ uu*m~j wmen u~ey wet, o puf~ Tho .Lreaautor ,a hereby authorized to accent stub ..or ,.y ,orudta. p~hmd thro~h'ik (Code ZOM, Tit. V, C~. 3, I 2: Ord. Nt 22M4. 6-Z-?t Ord. Nt 23073, Sec. 2-1v9. Short.Term Cash Proposed Amendments for City Council Al~rovaA 18 CITY OF ROANOKE REQUEST FOR PROPOSAL (RFP) FOR SHORT-T~ CASH MANAGER General Condition~ Intent The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified investment advisors to manage approximately $5 $9 million dollars of short-term cash for the City of Roanoke ("City"). Currently these funds are managed in-house primarily with short-term certificates of deposits and repurchase agreements. The investment advisor selected to manage the aforementioned assets will have discretionary power of the portfolio subject to the limitation of the enclosed investment guidelines. Please note in the guidelines that the City requires a minimum rate of return with the option to cancel the minimum guaranteed rate of return provision with a thirty day notice. In addition the selection of the investment advisor will be partly based on the investment advisors' ability to provide suitable custodial services. Competitive Negotiation This procurement will be accomplished through the competitive negotiation procurement procedure required by City Code Section 23.1-4.1, a copy of which is attached. Submissions Three (3) copies of the submittal should be forwarded to: Joel M. Schlanger, Director of Finance Gordon E. Peters, Treasurer 215 Church Avenue, S. W. Room 461 Roanoke, Virginia 24011 The submission package should be in a sealed envelope properly identified as the proposal for "Short-Term Cash Management". Proposals shall be accepted by the Director of Finance until 5:00 p.m. EST on at the above address. Each offeror is responsible for having their own submission in on time. No proposals shall be accepted after that date and time. Questions Any question concerning this request for proposal should be directed to Joel M. Schlanger, Director of Finance at (703) 981-2821 or Gordon E. Peters, Treasurer at (703) 981-2561 from 9:00 a.m. to 4:30 p.m. EST. Terms and Conditions The terms and conditions of the contract between City and the selected short-term cash manager and the award of this contract shall be subject to final approval by the City Council. The City may issue addenda to this Request for Proposals. Any such addenda officially amends this Request for Proposals and may be used to modify, correct or add to the information contained herein. It is the responsibility of each offeror to assure that the City has the name and address of the persons to whom such addenda should be sent. The prospective offeror must affirm and shall certify by signing the proposal document that the company fully complies with the City Procurement Code (Chapter 23.1) and all provisions therein. During the performance of this contract, the offeror agrees as follows: A. The offeror shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the offeror. The offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. B. The offeror, in all solicitations or advertisements for employees placed by or on behalf of the offeror, will state that such offeror is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. The offerer will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of. over $10,000, so that the provisions will be binding upon each vendor. Proposals will be evaluated on the basis of the offeror~s ability to provide investment and related services for the City. Fee schedules will be considered, but shall not be the sole factor determining the contract award. 2 1. Clarification of Proposal Information. The City reserves the right to request validation or clarification of any contained in proposals submitted. verification, information 2. Reference to Other Data. Only information which is received in response to this RFP will be evaluated; reference to any information previously submitted will not be considered. Method of Award The award of a contract shall be determined in the sole discretion of the City based upon evaluation of all information the City may request. The City reserves the right to waive any informality in proposals submitted in response to this RFP when such waiver is in the best interest of the City. The City will select offerors which are deemed, in the sole opinion of the City, to be fully qualified and best suited a~ong those submitting proposals. Negotiations will be conducted with the offerors so selected, at the conclusion of which the City may select the proposal(s), as negotiated, which in the sole opinion of the City is (are) deemed to be in the best interests of the City. In such negotiations, the City reserves the right to request proposal amendments or modifications which it deems to be in the best interests of the City. If the City determines in writing, after evaluating all proposals submitted for the program, that only one offeror is fully qualified, or that one offeror is clearly more qualified than others, the City may negotiate and award a contract to such offeror. The City reserves the right to reject any or all proposals received and to interview any or all who have submitted proposals. The selected party shall comply with all applicable City, State and Federal Code provisions, regulations, and Investment Policy Guidelines. Any contractual agreement with the selected party shall meet the approval, in form, of the City Attorney. Proposal Requiremen~ I. General Information Please provide the proposal: following information in your 3 II. A. The date the firm began managing short-term cash portfolios. B. Please indicate if there is or has ther~ been any significant litigation to which the firm is a party in the past five years. If yes, please provide details. Please indicate the number of short-term cash accounts under management and total dollar amount. Personnel and Structur~ The proposal should specify the personnel who would be assigned to this account, the level of their expertise and experience each has with short-term cash management. Be List number of professional personnel assigned to this account by category. Do not double count. 1. Security Analysts 4. Marketing/Sales 2. Fixed Income Managers 5. Administration 3. Traders 6. Other What is the average number of accounts per manager. De Do you manage portfolios on a team basis? If so indicate the team organizational structure? Please indicate annual professional turnover for the last five years. Include both the professionals lost as well as those gained. III. Fees A. Be Please indicate annual fees excluding custody for the following size accounts - $5 million, $7 million, $10 million and above. Please indicate annual custodial fees for the following size accounts - $5 million, $7 million, $10 million and above. Are there any special set up charges? If there are, please explain. In the event of termination are there any special charges? If yes, please explain. If brokerage can be directed, are you willing to do so at the City's request? 4 IV. Methodolog~ ae Please explain your style and methodology of managing short-term cash. What effects if any do you anticipate in your management style and philosophy from the investment policy imposed by the City? Please indicate a minimum guaranteed rate of return you anticipate offering the City. Please using as indicate an index you feel comfortable a performance bench mark. Performance Data Please include quarterly performance data for the last ten years (time weighted calculations). Please explain the source of the quarterly performance data. C. Are these performance numbers audited? D. Are they gross or net of all fees? If not, fees are included? what What percent of accounts are in the composite? What percent of the assets are in the composite? What is the standard deviation between accounts for the last five years? VI. References Please list three references. Municipalities if possible, that the submitting firm services. Please provide address, client contact and phone number. Se~. 33.3~L~ P. eqGIz~men~ o./.COmpetl~ve negotiates. (al Excop~ as provided by section 23. X.6 of thia ~ any con. tract wAth a nongovernmental Contractor £or pro£esoion~ asrvicns which ia expected to enc~d fiRnsn thousand dollars ($15,000.00) shall be awarded pursuant to aha method et, procurement known as compstitiva negotiation. (bi "Comp~titiva nsgotiation" is a satired of contractor saisc- ties which includsa tile following alamanta: (I) Xssuance of a wrigten rsqusat for proposal indicating in gonaral terms that which is sought to be procured, sp4eify. · t-actors wlnich will be used itl evaluating the pro- ponsl and containing or incorporating by rsfsrance the ot~er applicable contractual terms and conditions, includ. lng any unique capabilities or qualifications which will be rsquired of tbs contractor. (2) Publlo notice of aha .quest for proposal at least ten (lOI days prior to aha date set t'or rsosipt of prop~als by lx~ting in a public eras normally ~ for pceting of publlo nottens or by publls:ation in a nawapaper of general circulation in the aras in which the contract is to be performed, or beth. In addition, prolx~ala may be solleitad dirsotiy from paten. rial contrnctors. {3) The city manager, other appropriate council-appointed ricer or other d~siEnns of council shall engage in Individual diaetmaians with all offerors de~med t,ully quailllod, napon- siblo and suitable on the basis of initial rsoponsns and with emphasis on ptofmional comp~tenro to provicis the r~quirmd serviesa, ftep4titivo informal interviews shall be p~rmissl. bis. Such offerors shall be encouraged to alshorate on their qualification~ and p~rformance date or staff axlmrtlso per- tinent to tho proposed projocL, sa wall as alternative con- cept& Thens disoumions may encompass nonbindinf ~a_.~s of _total. P~jsot cnste including, whece appropriate. oessgn, construct]on and lifo cycle cnsto. Methods to be utitind in arriving at price for 8ervJcsa may also be die. ~Li n~Pr~P~ ~.d~elt~Y,u.dinform'tion t-cam competin, offerom H mac]cost te the public or to comp~titoco. (4) Af~ the conclusion of discussion, outlined Jn tho paragraph ' on the basis of evaluation factors published in the .!l !u:.orm.tion __ ~.- .-~-- ~nm pome, t~a two (2) or more offeroce wA~e Pco&mional qualifications and propond surviens are -er, tar,an..Il.i, b. ran.. in ..er of ($) Negotiations shall then be conducted, beginning with tho offeror ranked first. It, a contract satisfactory and advante. geed to the ~ity can be negotiated at a price considered fair and rusonabla, the award shall be made to that offer. or. Otherwise, ongotiations with the offeror ranked flr~ shall be formally terminated and negotiations conducted with the offeror ranked ~cond, and so on until such a contre~ can be nsaotiated at a fair and reasonable price. (c) Should the city council determine in writing and in itc solo discretion tha~ only one offeror is folly qualified, or that one offeror is clearly moro highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that offeror. (Ord. No. 26~78, S 1, 6.27-83; Ord. No. 30085, § 2, 6-11-90} IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, AN ORDINANCE amending and reordaining subsection (a) of §2-179, Investment of surplus funds, Code of the City of Roanoke (1979), as amended, enumerating securities in which City funds in excess of those required for immediate payment may be lawfully invested. BE IT ORDAINED by the Council of the City of Roanoke that subsec- tion (a) of §2-179, Investment of surplus funds, Code of the City of Roanoke (1979), as amended, is amended and reordained as follows: §2-179. Investment of surplus funds. (a) Whenever the director of finance shall determine and report to the city investment committee that there is on hand in the city treasury funds or cash resources in excess of the city's requirements for immediate payment, such funds and cash resources, other than sinking funds, may be invested in the name of the city in the following securities which are and shall be considered lawful vestments: (1) Obligations of the Commonwealth. - Stocks, bonds, notes, and other evidences of in- debtedness of the Commonwealth of Virginia, and those unconditionally guaranteed as to the payment of principal and interest by the Commonwealth of Virginia. (2) Obligations of the United Statest etc. - Stocks, bonds, treasury notes and other evidences of indebtedness of the United States, includinE the guaranteed portion of any loan guaranteed by the Small Business Administration, an agency of the United States government, and those unconditionally guaranteed as to the payment of principal and interest by the United States; and bonds of the District of Columbia, and (3) bonds and notes of the Federal National Mort- gage Association and the Federal Home Loan Banks, and bonds, debentures or other simi- lar obligations of federal land banks, federal intermediate credit banks, or banks of cooperatives, issued pursuant to acts of Congress, and obligations issued by the United States Postal Service when the princi- pal and interest thereon is guaranteed by the government of the United States. The evi- dences of indebtedness enumerated by this paragraph may be held directly or in the form of securities of any open-end or closed-end management type investment company or investment trust registered under the Investment Company Act of 1940, provided that the portfolio of such invest- ment company or investment trust is limited to such evidences of indebtedness. Oblisations of Vir$inia counties~ cities~ etc.- Stocks, bonds, notes and other evidences of indebtedness of any county, city, town, dis- trict, authority or other public body in the Commonwealth of Virginia upon which there is no default; provided, that if the principal and interest be payable from revenues or tolls and the project has not been completed, or if completed, has not established an operating record of net earnings available for payment of principal and interest equal to estimated requirements for that purpose according to the terms of the issue, the standards of judgment and care required in ~26-45.1, Code of Virginia (1950), as amended, without reference to this section, shall apply. In any case in which an authority, having an established record of net earnings avail- able for payment of principal and interest equal to estimated requirements for that pur- pose according to the terms of the issue, issues additional evidences of indebtedness for the purposes of acquiring or constructing additional facilities of the same general character that it is then operating, such additional evidences of indebtedness shall be governed fully by the provisions of this sec- tion without limitation. (4) (5) Obligations of International Bank~ Asia,. .~evelopment Bank and African Development Bank. - Bonds and other obligations ~ssued, guaranteed or aSSumed by the International Bank for Reconstruction and Development, by the Asian Development Bank or by the African Development Bank. Savings accounts and certificates. - Savings accounts and certificates of savings institu- tions which are under Commonwealth supervi- sion, and of federal institutions located in this Commonwealth and organized under the laws of the United States and under federal supervision. Such deposits shall not ex- ceed the amount insured by the Federal Deposit Insurance Corporation or other federal insurance agency, unless such de- posits in excess of the amount insured shall be fully collateralized by eligible collateral as defined in S2.1-360(e), Code of Virginia (1950), as amended, by Government National Mortgage Association Pass-through Certifi- cates, by Federal National Mortgage Associa- tion Guaranteed Pass-through Certificates, by Federal Home Loan Mortgage Corporation Par- ticipation Certificates or secured as pro- vided by the Virginia Security for Public Deposits Act (S2.1-359, et. seq., Code of Virginia (1950), as amended). No such deposit shall be made for any one period in excess of five (5) years. (6) (7) Demand and time deposits and certificates of ~eposit. - Demand and time deposits and certificates of deposits of national banks located within this Commonealth and of state- chartered banks provided that such deposits are secured as provided by law, and further provided that no such deposit shall be made for any one period in excess of five (5) years. Such deposits shall not exceed the amount insured by the Federal Deposit Insur- ance Corporation or other federal insurance agency, unless such deposits in excess of the amount insured shall be fully collate- ralized as required by subsection (5) above for savings accounts and certificates. Bankers' acceptances. - Domestic bankers' acceptances from "prime quality" institu- tions. "Prime quality" shall mean a rating of B/C or better in the Keefe, Bruyette & Woods, Inc. ratings. (9) (lO) Commercial paper. - "Prime quality" commer- cial paper, with a maturity of 270 days or less, of issuing corporations organized under the laws of the United States, or of any state thereof including paper issued by banks and bank holding companies. "Prime quality" shall be as rated by the Moody's Investors Service, Inc., within its NCO/Moody's rating of prime 1 and by Standard & Poor's, Inc., within its rating of A-1 or by their corporate suc- cessors, provided that at the time of any such investment: i. The issuing corporation, or its guaran- tor, has a net worth of at least fifty million dollars; and ii. The net income of the issuing corpora- tion, or its guarantor, has averaged three million dollars per year for the previous five years; and iii. All existing senior bonded indebted- ness of the issuer, or its guarantor, is rated "A" or better by Moody's Investors Service, Inc., and Standard & Poor's, Inc. Not more than thirty-five percent of the total funds available for investment may be invested in commercial paper, and not more than five percent of the total funds available for investment may be invested in commercial paper of any one issuing corporation. Overnight~ term and open repurchase a~reement~. - Overnight, term and open repurchase agree- ments which are collateralized by United States Treasury agency securities. Such collateral shall, at all times, be no less than 1105 of the value of term and open repurchase agree- ments and 1025 of the value of overnight repurchase agreements. Certificates representing treasury bond ~rin qipal or coupons. - Certificates representing ownership of either treasury bond principal at maturity or its coupons for accrued periods. The underlying United States Treasury bonds or coupons shall be held by a third-party inde- pendent of the seller of such certificates. (11) (12) (13) Securities lending. - Securities lending from the portfolio of investments of which the city has custody and control. Such lending shall comply with guidelines promulgated by the State Treasury Board. Money market funds. - One or more open-end investment funds, provided that the funds are registered under the Securities Act ($13.1- 501 e_~t seQ.) of the Commonwealth of Virginia or the Federal Investment Co. Act of 1940, and that the investment of such funds is restric- ted to investments otherwise permitted by law as set forth in Chapter 18 (S2.1-327 et seQ.) of Title 2.1, Code of Virginia (1950), as amended. Corporate notes. - High quality corporate notes with a rating of at least Aa by Moody's Investors Service, Inc., and a rating of at least AA by Standard and Poors, Inc., and a maturity of no more than five (5) years. ATTEST: City Clerk. MARY F. PARKER CiTy Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W. Room z~56 Roanoke, Virginia 24011 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy City Clerk File #60-468B Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 30462-40191 amending and reordaining certain sections of the 1990-91 Water Fund Appropriations, providing for the transfer of $75,000.00 from Water Fund Retained Earnings to Water Fund, Chemicals, to provide funds for the purchase of water treatment chemicals through June 30, 1991. Ordinance No. 30462-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. Kit B. Kiser, Director of Utilities and Operations Mr. M. Craig Sluss, Manager, Water Department Mr. Barry L. Key, Manager, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 1st Day of April, 1991. No. 30462-40191. AN ORDINANCE to amend and reordain certain sections of the 1990-91 Water Fund Appropriations, and providing for an emergency. WHEREAS, Government of the exist. for the usual daily operation of the Municipal City of Roanoke, an emergency is declared to IT ORDAINED by THEREFORE, BE the Council of the City of 1990-91 Water Fund hereby, amended and Roanoke that certain sections of the Appropriations, be, and the same are reordained to read as follows, in part: Appropriations Purification Other Charges (1) .................................. Retained Earnings $ 918,945 297,376 Retained Earnings - Unrestricted (2) ............... $15,796,378 1) Chemicals (002-056-2170-2045) $ 75,000 2) Retained Earnings (002-3336) (75,000) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. Roanoke, Virginia April 1, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Water Fund Appropriation for Chemicals The attached staff report was considered by the Water Resources Committee at its meeting on March 25, 1991. The Cox~nittee recommends that Council authorize the appropriation of $75,000 from the Water Fund retained earnings to Water Fund Account 002-056-2170-2045, Chemicals. Respectfully submitted, Chairman Water Resources Committee ETB:KBK:afm Attachment CC: City Manager City Attorney Director of Finance Director of Utilities & Operations Manager, Water Department INTERDEPARTMENT COMMUNICATION DATE: TO: FROM: March 25, 1991 Mrs.Mr. Herbert~B°wles and~embers, Water Resources Committee thru K. B. Kiser Subject: Water Fund Appropriation for Chemicals II. Background: City Council approved funds in the FYg0-91 Budget in the amount of $156,066.00 for Water Fund Account 002-056-2170-2045, Chemicals. This was an estimate of funds needed to purchase water treatment chemicals for the three water treatment plants. Fishy taste and odor problem in the drinking water from Carvins Cove Filter Plant has occurred and is believed to be related to weather conditions of an unusually warm winter which caused an algae bloom in the Carvins Cove Reservoir. Accepted and effective treatment is to feed Powder Activated Carbon (PAC) that absorbs the taste and odor. PAC has been fed continuously since January 24, 1991 with rates as high as 2,160 lbs. per day at a cost of $.76 per pound or over $1,640 per day at high rate. Current Situation: Chemical appropriation budset is being depleted at an unanticipated rate. March 11, 1991 Water Fund Account, Chemicals shows expendi- tures of $102,172.90, encumbrances of $52,521 and an unobligated balance of $1,372.10. The large encumbrances resulted from five orders of PAC at a cost of $43,922.83. Appropriation of $75,000.00 from Water Fund retained earnings to Water Fund Account 002-056-2170-204~ Chemicals, is needed to cover two more orders of PAC and to provide necessary funding for normal treatment chemicals through June 30, 1991. III. Issues in order of priority are: A. Need. B. Funding. C. Timing. Page 2 IV. Alternatives: A. Council authorize the appropriation of $75,000.00 from the Water Fund retained earnings to Water Fund Account 002-056-2170-2045, Chemicals. 1. Need for the funding to cover purchase of water treatment chemicals will be met. 2. Funding is available in Water Fund retained earnings. 3. Timing of funds requirement through current fiscal year will be met. Council not authorize the appropriation of $75,000.00 from Water Fund retained earnings to Water Fund Account 002-056-2170-2045, Chemicals. 1. Need for funding would not be met. 2. Funding source would not matter. o Timing of funds requirement through the current fiscal year would not be met and Carvins Cove Filter Plant could not produce safe drinking water meeting Federal and State standards due to lack of funds necessary to purchase normal water treatment chemicals through June 30, 1991. V. Recommendation: Implement Alternative "A" by appropriating $75,000.00 from Water Fund retained earnings to Water Fund Account 002-056-2170-2045, Chemicals. KBK:MCS:je cc: City Attorney Director of Finance MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #468B Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Hr. Herbert: I am attaching copy of Resolution go. 30463-40191 establishing certain water service connection and meter rates for the City, effective May 1, 1991. Resolution go. 30463-40191 was adopted by the Council of the City of RoanoRe at a regular meeting held on Monday, April 1, 1991. Sincerely, Mary F. Pa ricer, CMC/AAE City Clerk MFP : ra Eno o pc: Mr. Joel M. Schlanger, Director of Finance Ms. Deborah J. Hoses, Chief of Billings and Collections Mr. Kit B. Kiser, Director of Utilities and Operations Mr. M. Craig Sluss, Manager, Water Department Mr. Jesse H. Perdue, Jr., Manager, Utility Line Services IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 1st Day of April, 1991. No. 30463-40191. A RESOLUTION establishing certain water service connection and meter rates for this City effective May 1, 1991. BE IT RESOLVED by the Council of the City of Roanoke that the water service connection and meter rates for the City of Roanoke shall be as set forth in Attachment A attached hereto, which is hereby incorporated by reference herein, such rates to be effective for all water and sewer statements rendered on or after May 1, 1991. ATTEST: City Clerk. "ATTACHMENT A" I:'RO~D WAI'mi S~IIVI~ ~ON ~ I,~i'rml TO ~ m,'m'~CTIV]E MAY I, 1991 Service Size 3/4" 3/4' 1 1/2" 8' 10" Connection Meter Meter Total Charge Size Charge Charge 890.00 5/8" 75.00 965.00 900.00 3/4" 115.00 1,015.00 932.00 1" 143.00 1,075.00 4,462.00 1 1/2" 238.00 4,700.00 4,547.00 2" 303.00 4,850.00 6,620.00 3" 975.00 7,595.00 6,960.00 4" 1,520.00 8,480.00 7,020.00 6" 2,980.00 10,000.00 8,015.00 8" 4,875.00 12,890.00 8,200.00 10" 6,000.00 14,200.00 Service Fire Hydrant PROPO~gD FII{K S~{V[~ COI~T~['J.O~ ~ hg~:.m~ ~*~x.g MAY 1, 1991 Connection Charge 5,140.00 5,390.00 5,750.00 9,500.00 9,700.00 Meter Size M~ter Charge 900.00 1,200.00 1,800.00 3,300.00 3,300.00 Total Charge 6,040.00 6,590.00 7,550.00 12,800.00 13,000.00 1,200.00 Roanoke, Virginia April 1, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Fees for New Water Service Installations The attached staff report was considered by the Water Resources Committee at its meeting on March 25, 1991. The Committee recommends that Council approve new water service connection and meter rates, in accordance with conditions in the attached report, to be effective with all new service applications on and after May 1, 1991. Respectfully submitted, Water Resources Committee ETB:KBK:afm Attachment cc: City Manager City Attorney Director of Finance Director of Utilities & Operations Billings & Collections Manager, Water Department Manager, Utility Line Services INTERDEPARTMENT COF~g3NICATION DATE: TO: FROM: March 25, 1991 . .t er Resources Kiser Committee thru Mr. erbert Subject: Fees for New Water Service Installations Background: The City has an established policy of assessing and collecting fees for special services, such as new water service connection and meter installation fees, suffi- cient to recover the cost of those special services. B. Fees for new water service connections and meter installations were last established by City Council on June 25~ 1990, effective on August 1, 1990, based on installation cost history. These fees were established with the intent of reimbursing the City for the actual cost of installing new water services and meters. These fees are included in Rule 7 of the Rules and Regulations for the Provision of Water Service, as adopted and approved by Council Resolution on October 22, 1984, No. 27274. Rule 7(b) and Ordinance 25527 authorize and empower the City Manager to recommend adjustments in the charges so as to effect recovery to the City of then current average costs of all such water service connec- tions and meter installations; provided, that all such adjustments or revisions be approved by the City Council. Costs for the period July 1, 1990, through March 1~ 1991~ have been monitored. A total of 115 new services have been installed. These costs reflect a need to increase the meter installation fees. Meter costs do not require adjustment at this time. Cost adjustment is required to recover: (1) employee fringe benefits, (2) non-productive time required by City policy for providing emergency standby. (P.O.P. #25 Compen- satory Time for Standby) These costs were not included in the fee schedule approved by Council June 25, 1990. Revenue to be generated by the suggested increase is approximately $76,740.00 based on estimated new service requests. Page 2 II. Issues in order of consideration are: III. A. Expenses for service installation. B. Revenue to Offset increased expenses. C. Comparable rates in other localities. Alternatives: ao The City raise rates for new water service installations to the amounts shown on the attached. 1. Expenses for service installations will be recovered by the new fee schedule. 2. Revenue increase will be approximately $76~740.00. 3. Comparable rates can be found in many Virginia localities. The City not raise rates for new water service installations. 1. Expenses will continue to be more than the fees charged. 2. Revenues will not be increased and the cost of new installations will continue to be subsidized by all City utility users. 3. Comparable rates is a moot issue. IV. Recommendation: Water Resources Committee and City Council concur in tha Administration imposing new water service connection and meter rates in accordance with Alternative "A" and to the amount shown in the attachment to be effective with all new service applications on and after May 1, 1991. KBK:de Attachment cc: Director of Finance City Attorney Billings & Collections Manager, Water Department Manager, Utility Line Services o 0 PROI~S~D WATI~II S~I~ffIC~ CO~I~'rlON tiD lt~r~l TO BK ~F~CTIV~ ~tY 1, 1991 Service Size 3/4" 3/4" 1 1/2" 3' 10" Connection Meter Meter Charge Size Charge 890.00 5/8" 75.00 900.00 3/4" 115.00 932.00 1" 143.00 4,462.00 1 1/2" 238.00 4,547.00 2" 303.00 6,620.00 3" 975.00 6,960.00 4" 1,520.00 7,020.00 6" 2,980.00 8,015.00 8" 4,875.00 8,200.00 10" 6,000.00 Total Charge 965.00 1,015.00 1,075.00 4,700.00 4,850.00 7,595.00 8,480.00 10,000.00 12,890.00 14,200.00 Service Size 12" Fire Hydrant PROPOSED FIRE S]~V~CR GOl~i~O~l AND ~1~ TO BE ~F~CTIVRHAY 1, 1991 Connection Charge 5,140.00 5,390.00 5,750.00 9,500.00 9,700.00 Meter Size 10" Meter Charge 900.00 1,200.00 1,800.00 3,300.00 3,300.00 Total Charge 6,040.00 6,590.00 7,550.00 12,800.00 13,000.00 1,200.00 MARY F. PARKER City CJerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, 5 W ,Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~ty C{erk File #192 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: 'I am attaching copy of Ordinance No. 30451-40191 accepting the bid of The Swanson Corporation for certain food and beverage con- cession privileges at the Roanoke Civic Center for an initial term of five years, including minimum total capital investment for specific food and beverage system improvements of $170,000.00 and minimum percentages of gross sales to be paid to the City for services. Ordinance No. 30451-40191 was adopted by the Council of the City of Roanoke on first reading on Monday, March 25, 1991, also adopted by the Council on second reading on Monday, April 1, 1991, and will take effect ten days following the date of its second reading. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP : ra pc: Mr. John S. Edwards, Chairman, Roanoke Civic Center Cor~nission, 3745 Forest Road, S. W., Roanoke, Virginia 24015 Mr. George C. Snead, Jr., Oirector of Administration and Public Safety Mr. Bob E. Chapman, Manager, Civic Facilities MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Aven ue,$ W, Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy Cgy Clerk File #192 Mr. Gary Sands Senior Vice President The Swanson Corporation 3200 South 60th Street Omaha, Nebraska 68106 Dear Mr. Sands: I am enclosing copy of Ordinance ~Io. 30451-40191 accepting the bid of The Swanson Corporation for certain food and beverage con- cession privileges at the Roanoke Civic Center for an initial term of five years, including minimum total capital investment for specific food and beverage system improvements of $170,000.00 and minimum percentages of gross sales to be paid to the City for services. Ordinance No. 30451-40191 was adopted by the Council of the City of Roanoke on first reading on Monday, March 25, 1991, also adopted by the Council on second reading on Monday, April 1, 1991, and will take effect ten days following the date of its second reading. Sincerely, ~l~(A~ ~Iary F. Pa rkor, CMC/AAE City Clerk MFP:ra Eno. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W ,Room 456 Roanoke, Virg~ma 24071 Telephone: (703)981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~:y Clerk File #192 Mr. Dan Bordett Senior Vice President Krisch Hotels, Inc. 1917 Franklin Road, S. W. Roanoke, Virginia 24014 Dear Mr. Bordett: I am enclosing copy of Ordinance No. 30451-40191 accepting the bid of The Swanson Corporation for certain food and beverage con- cession privileges at the Roanoke Civic Center for an initial term of five years, including minimum total capital investment for specific food and beverage system improvements of $170,000.00 and minimum percentages of gross sales to be paid to the City for services. Ordinance No. 30451-40191 was adopted by the Council of the City of Roanoke on first reading on Monday, March 25, 1991, also adopted by the Council on second reading on Monday, April 1, 1991, and will take effect ten days following the date of its second reading. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bid on the above- described services. Mary F. Parker, CMC/AAE City Clerk MFP : ra Eric. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The lst Day of April, 1991. No. 30451-40191. AN ORDINANCE accepting a bid for certain food and beverage concession services at the Roanoke Civic Center upon certain terms and conditions, and authorizing the execution of an appropriate concession agreement. RE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The bid of The Swanson Corporation which bid complies with all City specifications for food and beverage concession privileges at the Roanoke Civic Center for an initial term of five years including minimum total capital investment for speci- fic food and beverage system improvements of $170,000.00 and minimum percentages of gross sales to be paid to the City for services as more particularly set forth in the report to this Council from the Roanoke Civic Center Commission Chairman dated March 25, 1991, is hereby ACCEPTED. 2. The City Manager and the City Clerk are authorized to execute and attest respectively, on behalf of the City, in form approved by the City Attorney, the appropriate concession agreement with the aforesaid concessionaire. Such agreement shall contain all the terms, provisions, and conditions as set forth in City's form of request for bid. The other bid made is hereby rejected, cession notify such bidder and express the City's bid. to the City for the aforesaid con- and the City Clerk is directed to appreciation for such ATTEST: City Clerk. Roanoke, Virginia March 25, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Con~nittee Report on Food and Beverage Concession Services for the Roanoke Civic Center. Bid No. 90-10-17. I. Backgr our~: May 21, 1990, Council authorized the City Manager to enter into a contract withWilliamCaruso and Associates to assist with the development of specifications and evaluations of bids received for the operation of concession and catering services at the Roanoke Civic Center. Bo August 7, 1990 information was specifically sent to twenty-two (22) prospective bidders seeking interest in participating in the bid process for food and beverage concessions for the Civic Center. Co December 4, 1990 the extensive bid document was developed and sent to eleven (11) firms that had expressed interest in bidding. A public advertisement was also published in the Roanoke Times and World News. Do January 10, 1991, a pre-bid conference was held at the Civic Center to provide interested vendors with additional information and a showing of the facility. E. Bid Bond in the amount of $10,000 is to accompany each bid to be submitted. II. Current Situation February 15, 1991, two (2) bid responses were received for food and beverage concessions services for the Roanoke Civic Center. Bid tabulation is attached. B. All bids received, after proper advertisement were publicly opened and read in the office of the Manager of General Services. C. The bids received were evaluated by representatives of the Civic Center, General Services and William Caruso & Associates. That evaluation is supported by the communication from william Caruso & Associates, which has recomnended the acceptance of the bid submitted by The Swanson Corporation on the basis of higher investment and average cor~nissions to the City. Page 2 III. The above proposal, if accepted, will beto provide food and beverage service to the Roanoke Civic Center, in accordance with City of Roanoke specifications, for a period of five (5) years with the option to renew for an additional five (5) years. Issues A. Need B. Compliance with Specifications C. Revenue Alternatives Council accept the bid submitted by The Swanson Corporation to provide foodand beverage concession services to the Roanoke Civic Center. Need - Concession and catering services necessary at the Civic Center to address the food and beverage needs for the patrons attending events at the facility. 2. Compliance with Specifications - The bid submitted by the Swanson Corporation meets all required specifications. Revenues - Percentages proposed by The Swanson Corporation will allow for maximum revenues to be received from concession and catering services. B. Do Not Award Contract Need - Existing contract is expiring and the need to make available foods and beverages to Civic Center patrons will be greatly reduced. 2. Compliance with Specifications would not be a factor in this alternative. 3. Revenues to the City will be substantially reduced with the selection of this alternative. Recon~nendation Council concur with Alternative "A", authorize the City Manager to award a contract, in form approved the City Attorney, with The Swanson Corporation to provide food and beverage concession and catering services to the Roanoke Civic Center for a period of five (5) years with the option to renew for five (5) years, in accordance with all City of Roanoke specifications and reject other bid. Page 3 Respectfully submitted, 2; ~i~v ~cd~;ntCehraic~o~ s sion JSE:vn Attachments cc:: City Attorney Director of Finance Director of Adm. & Public Safety Civic Center Manager 0 © Roanoke, Virginia March 25, 1991 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Roanoke Civic Center Conmission Report on Food and Beverage Concession Services for the Roanoke Civic Center. Bid No. 90-10-17 I concur with the Roanoke Civic Center Con. mission's reconmendation relative to the above subject and submit it to you for appropriate action. Respectfully sulxnitted, W. Robert Herbert City Manager WRH:BEC:vn cc: City Attorney Director of Finance Office of the City Manage~ March 15, 1991 The Honorable Mayor and Members Roanoke City Council Roanoke, Virginia Re: Civic Center Caterin$ and Concession Services Dear Mrs. Bowles and Gentlemen: As you are aware, the City has requested and received bids for the provision of catering and concession services at the Roanoke Civic Center. The agreement with the current concessionaire, Blue Ridge Catering, expires April 1, 1991. In accordance with the requirements of the Roanoke City Code, the concession contract at the Civic Center was put out for bid on a com- petitive basis. In response to the City's bid request, there were two bidders for this contract: Blue Ridge Catering, the current operator, and the Swanson Corporation. Bids were requested for a five year contract on total capital investment for improvements to the Civic Center as well as percentages of gross sales to be paid to the City. The bid specifications also included a requirement of a minimum capi- tal improvement investment of $150,000.00 as well as a minimum dollar guarantee of $100,000.00 for the first two years and $125,000.00 each year thereafter. As you will note on the enclosed attachment A, the bid of the Swanson Corporation was superior to the bid of Blue Ridge Catering in every category. Utilizing FY-1989-90 sales figures, the Swanson Corporation bid would result in $27,004.00 in additional revenue to the City of Roanoke. The Civic Center Commission bid committee has recommended accep- tance of the bid by the Swanson Corporation. The bid committee report is scheduled to be presented to the Roanoke Civic Center Commission on March 18, 1991 and to Roanoke City Council at its meeting on March 25, 1991. Room 364 Munici~0ai Building 215 Church Avenue, 5.W Roanoke Virginia 24011 (703)981-2333 The Honorable Mayor and Members Roanoke City Council March 15, 1991 Page 2 Blue Ridge Catering has provided the City good service and met the City's needs in the past. Nevertheless, the Swanson Corporation has submitted a superior bid which meets all of the City's specifications including the provision of excellent references and the agreement to make a total capital investment of $170,000.00 as well as agreeing to the required minimum payment guarantee of $100,000.00 per year for the first two years and $125,000.00 each year thereafter. Therefore, my recommendation to City Council will be to award this contract to the Swanson Corporation. If you have comments or questions with regard to this matter, please contact George C. Snead, Jr., Director of Administration and Public Safety. Ve truly yours, W. Robert Herbert City Manager Enclosure cc: George C. Snead, Jr., Director of Administration and Public Safety bcc: Mark Williams, Assistant City Attorney U~fary Parker, City Clerk Attachment Comparison of Bids received for Concession/Catering Contract for the Roanoke Civic Center using FY '89-'90 Sales Figures. Concession Operation $228,482 The Swanson Corporation Blue Ridge Caterin~ $77,684 $70,829 Caterin~ $240,968 $48,194 $36,145 Alcoholic Beverage/ Vendins 14achine $ 12,682 $ 3,804 $ 3,551 Third-Party Sales (Concession/Novelties) $ 78,463 Total $39,232 $31,385 $168,914 $141,910 The Swanson Corporation will provide $27,004 more in revenue if sales are the same as in FY '89-'90. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W ,Room 456 Roanoke, Virg~ma 24011 Te~ep~,one: (703) 981-2541 April 3, 1991 SANDRA H, EAKIN Deputy C~ty Clerk File #15-207 Mr. J. Darryl Burks 1529 Grayson Avenue, N. W. Roanoke, Virginia 24017 Dear Mr. Burks: I am enclosing copy of Resolution No. 30465-40191 appointing you as a Director of the Industrial Development Authority of the City of Roanoke, to fill an unexpired term which commenced on October 21, 1990, and expires on October 20, 1994. Resolution No. 30465-40191 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, April 1, 1991. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP:ra Enc. pc: Mr. W. Bolling Izara, Chairman, Industrial Development Authority Board of Directors, P. O. Box 2470, Roanoke, Virginia 24010 Ms. Margaret C. Baker, Secretary, Industrial Development Authority Board of Directors, c/o Roanoke Regional Chamber of Commerce, 310 First Street, S. W., Roanoke, Virginia 24011 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 1st Day of April, 1991. No. 30465-40191. A RESOLUTION appointing a Director of the Industrial Development Authority of the City of Roanoke, to fill an unexpired portion of a four (4) year term on its Board of Directors. WHEREAS, Samuel J. Krisch, II, heretofore appointed by the Council as a Director of the Industrial Development Authority of the City of Roanoke, Virginia, for a term of four years commencing on October 21, 1986, and expiring on October 20, 1990, has continued to serve, put- suant to §15.1-1377, Code of Virginia (1950), as amended, because no successor to Mr. Krisch has been appointed and qualified; and WHEREAS, §15.1-1377 of the Code of Virginia (1950), as amended, provides that appointments made by the governing body of such Direc- tors shall, after initial appointment, be made for terms of four (4) years. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that J. Darryl Burks is hereby appointed as a Director on the Hoard of Directors of the Industrial Development Authority of the City of Roanoke, Virginia, to fill an unexpired term which commenced on October 21, 1990, and expires on October 20, 1994. ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, $ W, Room 456 Roanoke, Virgmla 24011 Telephone: (703) 981-2545 April 1, 1991 SANDRA H. EAKIN Deputy CiTy Clerk The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: The Council previously agreed to hold a public hearing on Monday, April 8, 1991, at 7:30 p.m., to receive the views of citizens with regard to the upcoming vacancies on the Roanoke City School Board. Section 9-20.1, Public Hearings Before Appointment of School Board Members of the Code of the City of Roanoke, 1979, as amended, requires that prior to the public interview of can- didates and prior to April 30, Council shall hold a public hearing to receive the views of citizens, with notice of such public hearing to be given in a newspaper of general circulation in the City at least ten days prior to the date of such public hearing. Due to an oversight, the public hearing was not duly advertised ten days prior to the April 8 scheduled date. Therefore, I would respectfully request that Council consider holding the public hearing at the regular meeting on Monday, April 15, 1991, at 2:00 p.m., in order to meet necessary advertising requirements. If approved by Council, I will take every precaution to insure that all interested persons are apprised of the revised public hearing date. With kindest persona l regards, I am Sincerely yours, ~L Mary F. Pa rkor, CMC/AAE City Clerk MFP: ra COUNCIL 17' MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S W, Room 456 Roanoke. Virgima 24011 Telephone: (703) 981-2541 April 3, 1991 SANDRA H. EAKIN Deputy C~ty Clerk File #20 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: At the regular meeting of the Council of the City of Roanoke on Monday, April 1, 1991, you were requested to review the fic situation along Campbell Avenue, S. W., in the vicinity the City Market area and submit appropriate recommendations Council with regard to traffic control measures. Sincerely, ~dary F. Parker, CMC/AAE City Clerk held traf - of to MFP:ra