HomeMy WebLinkAboutCouncil Actions 06-10-91White
(30553)
REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL
June 10, 1991
7:30 p.m.
AGENDA FOR THE COUNCIL
Call to Order -- Roll Call. Mayor Taylor and Vice Mayor
Musser were absent.
The invocation will be delivered by Chairman Pro Tem
Elizabeth T. Bowles.
The Pledge of Allegiance to the Flag of the United States
of America will be led by Chairman Pro Tem Elizabeth T. Bowles.
The Chairman Pro Tem welcomed members of Boy Scout Troop
No. 210 from South Roanoke Methodist Church.
C-1
C-2
CONSENT AGENDA (Approved 5-0)
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 ~ILL BE NO SEPARATE DIS-
CUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL
BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY.
Minutes of the regular meetings of Council held on Monday,
March 4, 1991; Monday, March 11, 1991; Monday, March 18, 1991;
and Monday, March 25, 1991.
RECOMMENDED ACTION: Dispense with the reading thereof and
approve as recorded.
A communication from Mr. Evans B. Jessee tendering his
resignation as a member of the Roanoke Public Library Board,
effective June 30, 1991.
RECOMMENDED ACTION: Accept the resignation with regret and
receive and file the communication.
REGULAR AGENDA
3. Hearing of Citizens Upon Public Matters:
4. Petitions and Communications: None.
None.
(1)
5. Reports of Officers:
a. City Manager:
Briefings:
A report with regard to recent events in the
during Festival~in-the-Park and Memorial Day.
Received and filed.
community
2. A report with regard to Thirlane Road, N. W., and new
facilities of United Parcel Service.
Received and filed.
Items Recommended for Action:
A report recommending acceptance of a grant award from
the U. S. Department of Agriculture, in the amount of
$91,150.00, for the 1991 Virginia Summer Food Service
Program; execution of appropriate agreements for deli-
very of services; and appropriation of funds therefor.
Adopted Ordinance No. 30553-61091 and Resolution No.
30554-61091. (5-0)
Council Member White raised the following points and
requested a response from the City Manager at a later
date:
1. Why did the school system discontinue the program
in 19857 Was it a policy decision or an adminis-
trative decision?
2. What is the most cost effective way to deliver the
service?
A report recommending execution of Change Order No. 4
to the contract with S. R. Draper Paving Company, in an
amount not to exceed $65,000.00, in connection with
realignment and reconstruction of Thirlane Road, N. W.;
and application for and execution of an amendment to
the City/State Agreement for additional industrial
access funds.
Adopted Ordinance No. 30555-61091. (5-0)
A report recommending authorization to execute an
agreement with Appalachian Power Company to allow the
City to install, maintain and remove signs, flags, and
holiday decorations on or from utility poles owned by
Appalachian Power Company.
Adopted Resolution No. 30556-01091. (5-0)
(2)
b. City Attorney:
A report recommending transfer of $25,000.00 to the
Self-Insurance Claim Account in order to permit the
Office of the City Attorney to settle claims for the
balance of fiscal year 1990-91.
Adopted Ordinance No. 3055?-61091. (5-0)
Reports of Committees: None.
Unfinished Business: None·
Introduction and Consideration of Ordinances and Resolutions:
Ordinance No. 30542, on second reading, amending and reor-
daining certain sections of the 1990-91 Water, Sewage, and
Capital Funds Appropriations.
Adopted Ordinance No. 30542-01091.
Harvey abstained from voting.)
(4-0, Council Member
Ordinance No. 30543, on second reading, approving an
agreement between the City and the Virginia Department of
Transportation for the improvement of a portion of Franklin
Road, S. W.; providing for the allocation of the City's
share of the project cost; and authorizing execution of
said agreement on behalf of the City.
Adopted Ordinance No. 30543-61091.
Harvey abstained from voting.)
(4-0, Council Member
Co
Ordinance No. 30548, on second
daining certain sections of the
Funds Appropriations.
reading, amending and reor-
1990-91 General and Capital
Adopted Ordinance No. 30548-61091. (5-0)
Ordinance No. 30549, on second
daining certain sections of
Appropriations.
reading, amending and reor-
the 1990-91 Capital Fund
Adopted Ordinance No. 30549-61091. (5-0)
Ordinance No. 30551, on second
daining certain sections of
Appropriations.
reading, amending and reor-
the 1990-91 ~ater Fund
Adopted Ordinance No. 30551-61091. (5-0)
Ordinance No. 30552, on second reading, approving the City
Manager's issuance of Change Order No. i to the City's
contract with Acorn Construction, Ltd., for additional work
(3)
10.
in connection with the Falling Creek Water
Renovations.
Adopted Ordinance No. 30552-61091. (5-0)
Motions and Miscellaneous Business:
a.
Other
Inquiries and/or comments by the
Members of City Council.
Vacancies on various authorities,
committees appointed by Council.
Hearings of Citizens:
Treatment Plant
Chairman Pro Tem and
boards, commissions and
(4)
MINUTES CONSIDERED AT THIS COUNCIL MEETING
MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER,
OR AT THE CITY CLERK'S OFFICE
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church ~,venue, S W , Room 456
Roanoke, Virginia 24011
Telephone: (703) 981-2541
June 12, 1991
SANDRA H. EAKIN
DeputyC~¥Clerk
Fi le #323
Mr. Evans B. Jessee
2621 Crystal Spring Avenue,
Roanoke, Virginia 24014
So
Dear Mr. Jessee:
Your communication tendering your.resignation as a member of the
Roanoke Public Library Board was before the Council of the City
of Roanoke at a regular meeting held on Monday, June 10, 1991.
On motion, duly seconded and adopted, the communication was
received and filed and your resignation was accepted with regret.
The Members of City Council requested that I express their sin-
cere appreciation for the many services you have rendered to the
City of Roanoke as a member of the Roanoke Public Library Board.
/"~' ~ -'~'Sincerely'
Mary F. Parker, CMC/AAE
City Clerk
MFP:ra
Enc.
pc: Ms.
Beverly A. Bury,
City Librarian
RECEIVED
CITY CLERKS OFFICE
'91 dUN-5 P4:17
Roanoke, Virginia
June 10, 1991
The Honorable Mayor Noel C. Taylor
and Members of City Council
Roanoke, Virginia
Dear Mayor and Members of Council:
Please reserve space on Monday's agenda for a briefing on the recent events
in the community during Festival-in-the-Park and Memorial Day.
Respectfully subm~t.~d,
Earl B. Reynolds, Jr.
Assistant City Manager
EBRJr/ga
RECE~EO
m' Y O.F CE
Roanoke, Virginia
June 10, 1991
The Honorable Mayor Noel C. Taylor
and Members of City Council
Roanoke, Virginia
Dear Mayor and Members of Council:
Please reserve space on Monday's agenda for a briefing on Thirlane Road,
N. W., and United Parcel Services' new facilities.
Respectfully submitted,
Earl B. Reynolds, Jr.
Assistant City Manager
EBRJr/ga
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S W, Room 4S6
Roanoke. Virg~ma 24011
Telephone; (703) 981-2541
June 12, 1991
SANDRA H. EAKIN
Deputy C~ty Clerk
File #246-72-467-226
Mr. Theodore J. Edlich, III
Executive Director
Total Action Against Poverty
in Roanoke Valley, Inc.
P. O. Box 2868
Roanoke, Virginia 24001
Dear Mr. Edlich:
I am enclosing copy of Resolution No. 30554-61091 accepting the
bid of Total Action Against Poverty in Roanoke Valley, Inc., to
prepare and deliver the Su~er Food Service Program daily meals
to designated sites in the City of Roanoke, for an average cost
per meal of $1.735 to $1.785 (lunch) and $0.9975 to $1.0275
(breakfast). Resolution No. 30554-61091 was adopted by the
Council of the City of Roanoke at a regular meeting held on
Monday, June 10, 1991.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP:ra
Enc.
MARY F. PARKER
C~t¥ Oerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S W ,Room 456
Roanoke, virg~n,a 24011
Teleplqone: (703) 981-2S41
June 12, 1991
SANDRA H. EAKIN
Deputy C~:y Clerk
File #246-72-467-226
Hr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 30554-61091 authorizing
execution of a grant application made on behalf of the City of
Roanoke for the United States Department of Agriculture 1991
Sunvner Food Service Program, and acceptance of the subsequent
grant award; authorizing acceptance of the bid of Total Action
Against Poverty in Roanoke Valley, Inc., and award of the
requisite contract to prepare and deliver the Sum~er Food Service
Program daily meals to designated sites in the City of Roanoke.
Resolution No. 30554-61091 was adopted by the Council of the City
of Roanoke at a regular meeting held on ~onday, June 10, 1991.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP:ra
Eno,
pc: Mr. Joel M. Schlanger, Director of Finance
Mr. James D. Ritchie, Director of Human Resources
Ms. Carolyn H. Barrett, Administrator, Fifth District
Employment and Training Consortium, 310 Campbell Avenue,
$. ~., Roanoke, Virginia 24016
Mr. Barry L. Key, Manager, Office of Management and Budget
IN THE COUNCIL OF THE CITY OF ROANOKE,
The tenth day of June, 1991.
No. 30554-61091.
VIRGINIA,
A RESOLUTION authorizing the execution of a grant application
made on behalf of the City of Roanoke for the United States
Department of Agriculture 1991 Summer Food Service Program, and
the acceptance of the subsequent grant award; and authorizing the
acceptance of the bid of Total Action Against Poverty in Roanoke
Valley, Inc., and award of the requisite contract to prepare and
deliver the Summer Food Service Program daily meals to designated
sites in the City of Roanoke.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City Manager, W. Robert Herbert, or the Assistant
City Manager, Earl B. Reynolds, Jr., is hereby authorized to exe-
cute for and on behalf of the City of Roanoke the grant applica-
tion for the United States Department of Agriculture 1991 Summer
Food Service Program, and accept the grant award in the amount of
$91,150.00 from the United States Department of Agriculture; and
the City's Director of Human Resources is authorized to execute
any grant conditions or assurances related thereto and to nego-
tiate and execute appropriate interagency cooperation agreements
in order to implement the program funded by the grant, as
requested in a report of the City Manager dated June 10, 1991;
all of said documents to be in form approved by the City Attorney.
2. The bid of Total Action Against Poverty in Roanoke Valley,
Inc., made to the City offering to prepare and deliver the Summer
Food Service Program daily meals to designated sites in the City
of Roanoke, for an average cost per meal of $1.735 to $1.785
(lunch) and $0.9975 to $1.0275 (breakfast), is hereby ACCEPTED.
3. The City Manager or the Assistant City Manager and the
City Clerk are hereby authorized, on behalf of the City, to exe-
cute and attest, respectively, the requisite contract with the
successful bidder, based on its proposal made therefor and the
City's specifications made therefor, the contract to be in such
form as approved by the City Attorney.
ATTEST:
City Clerk.
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
June 12, 1991
SANDRA H. EAKIN
Deputy City Clerk
File #60-72-246-467-226
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlanger:
I am attaching copy of Ordinance No. 30553-61091 amending and
reordaining certain sections of the 1990-91 Consortium Fund
Appropriations, providing for appropriation of $91,150.00 to an
account to be established in the Consortium Fund, in connection
with acceptance of a grant award from the U. S. Department of
Agriculture for the 1991 Virginia Summer Food Service Program.
Ordinance No. 30553-61091 was adopted by the Council of the City
of Roanoke at a regular meeting held on Monday, June 10, 1991.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP:ra
Enc.
pc: Mr. W. Robert Herbert, City ,Manager
Mr. James O. Ritchie, Director of Human Resources
Ms. Carolyn B. Barrett, Administrator, Fifth District
Employment and Training Consortium, 310 Campbell Avenue,
S. W., Roanoke, Virginia 24016
Mr. Barry L. Key, Manager, Office of Management and Budget
AN
the 1990-91
emergency.
IN THE COUNCIL OF '£~ CIT~ OF ROANOKE, VIRGINIA
The tenth day of June, 1991.
No. 30553-61091.
ORDINANCE to amend and reordain certain sections of
Consortium Fund Appropriations, and providing for an
WHEREAS, for the usual daily operation of the Municipal
Government of the City of Roanoke, an emergency is declared to
exist.
THEREFORE, BE IT ORDAINED by the Council of the City of
Roanoke that certain sections of the 1990-91 Consortium Fund
Appropriations, be, and the same are hereby, amended and
reordained to read as follows, in part:
APPropriations
Fifth District Employment & Training Consortium -
FY91 .........
Revenue
Fifth District Employment & Training Consortium -
FY91 ~.. .
1) Food Costs (034-054-9185-8403) $ 85,000
2) Administration (034-054-9185-8404) 6,150
3) 1991 Summer Food
Service Federal
Revenue (034-034-1234-9185) 91,150
$ 2,112,519
91,150
$ 2,112,519
91,150
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
RECEIVED
CITY CLERKS ~FF'ICE
Honorable Mayor and City Councdl
Roanoke, Virginia
June 10, 1991
Roanoke, Vir girda
Members of Council:
I. BACKGROUND
SUBJECT: Virginia Summer Food
Service Program Grant
App]icat~n to the U. S.
Department of AgzH~uzlture
ne
The U. S. Department of A~z~ulture has sm3~t~d applications from
mum~p~]~+~s to par~pate in the 1991 Virgirda Summer Food
Service Program.
Be
Ce
The purpose of the program is to provide nut~H~onally balanced,
he~l*hy meals to children, ages 1 through 18, of ]ow-income fam~]~s
(less than 185% of poverty) duzing the summer months of 1991.
Cost reimbursements are made to program sponsors (City of
Roanoke), by the U. S. Department of Agriculture, at a rate of
approximately $2.11 per meal consumed (lunch) by a parH~pa~ng
e/igible youth. (---~-. 17 per breakfast)
$7,385.00 has been alighted by City Council in the 1991-92 budget
to the Director of Human Resources to support the s~a~ng and
administra~Dn of this program.
Fe
The Virginia Summer Food Service Program is sim'ilar in concept to
the Na~nal School Lunch Program and the par~pants' e.ligib-il-i.I..y
is comparable to that used to determine e_]icj-ib-il-i~ for free, or
reduced price, m~mls during the school year.
Roanoke o~erated this program last year serving approximately 675
eligible youth daily at twelve feeding leca~Dns in the City. Over
33,000 meals were consumed during the entire summer.
Ge
Roanoke C~y Schools sponsored a sim~l~-," program in 1985 and has,
again, elected not to sponsor such a program this year, due to the
broad responsib~l~s of sponsorship and their present capab~l~H~s.
The need for th/s program and potent~l operatlenal ~lans were
originally explered and develeped by a task force of the City
Manager's Human Resources Steering Com~. Agencies
represented included the Department of So~1 Services, the Fifth
DJ~ict Empleyment and Training Consortium, with the assistance of
City Parks and Recreat~n, Roanoke Redevelopment and Housing
Authozity, and Total Act~n Against Poverty.
City Council Report
June 10, 1991
Page 2
Problems present, regarding lack of enough food, were projected
for ~fty-~ve (55) fam~l~s in the northwest neighborhoods of the
City. Problems present, regarding nutr~nn/attentJon for children,
were projected for ~ fatalisms throughout Roanoke, w~th 166
fam~l~s in northwest anal54 fam~]~s in southeast areas of the CF
(concentrated neighborhood. (Projections are based upon United
Way Needs Assessment Survey.)
The U. S. Department of Agriculture is supportive of efforts by
the City of Roanoke to expand this program and has expressed its
interest in providing whatever suppor~ve assistance necessary to
accomplish the program's objectives.
II. PRESENT SITUATION
A grant application for the Vir~irdm Summer Food Service Program
has been prepared by the Fifth District Employment and Training
Consortium, on behalf of the City of Roanoke, for considera~on by
the U. S. Department of Agriculture for funding this summer, for
the period June 17 through August 30, 1991.
950 daily meals, are proposed for youths parH~pating at these 15
sites~ .Jamestown Housing Project, Indian V~ge Housing Project,
Hurt Park Housing Project, Lincoln Terrace Housing Project,
Landsdowne Housing Project, Bluestone Housing Project, Y~MCA
Family Center, Salvation Army Day Camp, Hurt Park Head Start
Center, Lincoln Terrace Head Start Center, Rutherfoord Child
Dev--~pment Center, SVCDF Camp (Roanoke Academy of
.M. ath/Scisnce, Summer School Ru~fner Middle School, Alternative
Education - Addison, and Housing Authority Camp - Copper Hill.
V~gini~. It is estimated that over 50,000 meals will be serve~
through this expanded project.
C. The proposed expansion from twelve to fifteen feeding locations
reflects both the success of last-~--~ program and the broad need
existhng for such a program for needy youth in the City.
The Dep~'tment of Human Resources is proposed to administer the
project through interagency agreements with the Fifth District
Employment and Training Consortium (FDETC), Roanoke Redevelop-
ment and Housing Authority (RRHA), and Total Action Against
Poverty (TAP); an informal written agreement with the Department
of So~ Services, and a contract with a meal vendor to prepare
and deliver the meals, daily, to the project sites.
DSS -- Monitoring and daily project support.
FDETC -- Monitoring, administration, and daily project support.
RRHA -- Provision of site fs~l~s at six Housing Project sites.
City Council Report
June 10, 1991
Page 3
TAP --
Site supervision coordinated through the JTPA/FDETC
Summer Youth Employment Program, grant award from
USDA to the City, and other project resources including
"C~en's Request for Services."
Vendor -- Will prepare and deliver over 50,000 meals to fifteen
sites, vendor to be sp]~cted by compe~ve bid process.
There are approximately 950 meals, proposed to be provided on each
of the fifty-four (54) meal serwce days, between June 17 and
August 30, 1991 (Monday through Friday, excluding the July 4th
holiday).
F. All costs reimbursable by the U.S. Department of AgrictRture are
~upon the number of meals consumed by p]~gible youth
par~pants.
G. A grant applica~on has been submitted to the U.S. Depa~'tment of
Agriculture. Grant award is expected by June 14~ 1991.
A vendor must be selected to prepare and deliver the meals to the
]~ project sites. An "In~tion for Bid" process has been
developed and implemented, following the City's procurement guide
lines. One bid was received and, upon review by appropr/ate City
strafe, it has been determined that To~l Ac~on Against Poverty
has proposed a responsive program for meal prepara~on and
delivery.
An average rate range of $1.735 to $1.785 per lunch meal
served and .9975 to $1.0275 per breakfast meal served, has
been proposed by Total Ac~on Against Poverty which is
responsive to our target budget. The USDA ceiling rate
for food vendors is $1.9950 per lunch and $1.0875 per
breakfast. The City will make use of the bml~nce
per meal, to accommodate the minimum stmf-~ng needs to
supervise the feeding sites and administer the program.
Total Action Agsinst Poverty also agrees to request reimburse-
ment for only those meals for which the City is ~]~gible for
USDA reimbursement. This will enable the project to pay for
meal~de/ivery costs entirely from USDA grant funds.
I. Cost projections total$91,150.00
1. .O. pera~onal Costs: $85~000.00
Including approximately $75,000.00 for reimbursement to
vendor.
2. Administrative Costs: $6,150.00
(Program management an m~ring)
City Council Report
June 10, 1991
Page 4
ISSUES
A. Cost to the Cit~
B. Need for Food Serv/zes in the Community;
C. Effective and Ef~ent Delivery of Serv/ces
IV. ALTERNATIVES
A. Endorse the appl~at~n submitted, and
Accept the subsequent grant award from the U.S. Department
of Agriculture, /n the amount of $91~150.00;
e
Author/ze the Department of Human Resources, to negotia~m
and execute appropriate interagency agreements to
facilitate the success of the pro, ct;
Acce~t the responsive bid from Total Act/on Against Pover~ to
prepare and deliver meals at a rate responsive to our budget;
and
Authorize the negoth~don of a vendor contract between the
C~y and Total Action Against Poverty, and
Appropriate $91,150.00 with a corresponding revenue estimate,
to an account to be e~mblished in the Consortium Fund by the
Director cf Finance, for the Virginia Summer Food Service
Program.
Cost to the City $7,385.00 has been mllmcated by City
Council in the 1991-92 budget to the D/rector of Human
Resources to support the stafn~ng and administration of
this program. No add~nal cost to the City, as
remaining expenses are reimbursable through the U. S.
Department of Agldculture, budgeted through FDETC
funds, or are prc0ect funds designated by the City.
Need for Food Services-in the Community - Need is
wide-spread and project will accommodate targeted
efforts, to provide nutr4~nally balanced, daily meals
to 950 needy youths.
Effective and Ef~4~nt Deliver~; of Serv/ces - Inter-
agency agreements with DSS, FDETC, RRHA, and
TAP, will promote both the effective and ~f~nt
delivery of services, to Roanoke City residents, whom
the pro~c~ is designed to assist.
City Council Report
June 10, 1991
Page 5
B. Do nct endorse the grant applicat~n; and
1. Do not accept grant award from the U. S. Department of
Agriculture;
e
Do not acce~t the bid from Total Act/Dn Against Poverty.
a. Cost to the C~y - No direct cost impact to the City.
b. Need for Food Services in Communit~ Need will con~nue,
without program cf interventk)n for 950 youths.
Effective and E~nt Deliver~ of Serv/L~s - Poten+~m]
interagency services would not be uMl{~ed to address needs,
without U. S. Department cf Agriculture resources.
V. RECOMMENDATION
Approve Al+~rnat/ve A:
A. Endorse the app]ica~Dn subm~++~d, and
1. Acce~t the subsequent grant award from the U.S. Department
cf Agric~]~]re, in the amount of $91,150.00;
Authorize the Department cf Human Resources, to negoMa+~
and execute appropriate in~ragency agreements to
fa~l~t~ the success of the project;
Acce~t the responsive bid from Total Actk)n Against Poverty;
to prepare and deliver meals at an average rate range cf
$1.735 to $1.785 per lunch meal served and $.9975 to $1.0275
per breakfast meal served;
Authorize the negotiat/Dn cf a vendor contract between the
City and Total Ac~Dn Against Poverty, and
Appropriate $91,150.00 with a corresponding revenue estimate,
to an account to be established in the Consortfum Fund by the
D/rector of Finance, for the Virg/nJa Summer Food Serv/ce
Program.
Respectfully submitted,
City Manager
JDR:kdh
xc: D/rector of Finance
City Attorney
MARY F. PARKER
City C~erk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, S W,Room456
Roaooke, V~rgm~a 24011
Telephone: (703) g81-2541
REVISED
June 19, 1991
SANDRA H. EAKIN
Deputy CiTy Clerk
Vile #121-123
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
At the regular meeting of the Council of the City of Roanoke held
on Monday, June 10, 1991, Council Member White requested that you
respond to the following points with regard to the 1991 Virginia
Summer Food Service Program:
1. ~hy did the school system discontinue the. program in
19857 Was it a policy decision or an administrative
decision?
2. What is the most cost effective way to deliver the
service?
Sincerely,
Nary F. Parker, CMC/AAE
City Clerk
MFP:ra
pc: The Honorable William White, Sr., Council Member
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue. S W , Room 456
Roanoke. V~rgin~a 24011
Telephone: (703) 981-2541
June 12, 1991
SANDRA H, EAKIN
Deputy C~ty Clerk
File #514-207
Mr. Wo Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Ordinance No. 30555-61091 approving
issuance of Change Order No. 4 to the City's contract with S. R.
Draper Paving Company for additional work in connection with the
realignment and reconstruction of Thirlane Road, N. W., and
authorizing an appropriate amendment to the City/State Agreement
for industrial access funds. Ordinance No. 30555-61091 was
adopted by the Council of the City of Roanoke at a regular
meeting held on Monday, June 10, 1991.
Mary F. Parker, CMC/AAE
City Clerk
MFP:ra
Enc.
pC:
Mr. M. Wayne Hylton, Jr., Vice President, S. R. Draper Paving
Company, 4742 Old Rocky Mount Road, S. W., Roanoke, Virginia
24014
Mr. William F. Clark, Director of Public Works
Mr. Charles M. Huffine, City Engineer
Ms. Sarah E, Fitton, Construction Cost Technician
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The tenth day of June, 1991.
No. 30555-61091.
AN ORDINANCE approving the City ~anager's issuance of Change
Order No. 4 to the City's contract with S. R. Draper Paving
Company for additional work in connection with the realignment and
reconstruction of Thirlane Road, N.W.,
amendment to the City/State Agreement
and providing for an emergency.
authorizing an appropriate
for industrial access funds,
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. 4 to the City's
contract with S. R. Draper Paving Company, dated October 1, 1990,
authorized by Ordinance No. 30262-10190, to provide for additional
work in c~nnection with the realignment and reconstruction of
Thirlane Road, N.W., as set forth in the City Manager's report
dated June 10, 1991.
2. Such Change Order shall provide for the following changes
in the work to be performed:
CURRENT CONTRACT AMOUNT
CHANGE ORDER NO. 4
Removal of unsuitable material,
with surge stone and installing
pipes.
backfilling
underdrain
(NOT TO EXCEED $65,000.00)
$1~365~573.07
MAXIMUM CONTRACT AMOUNT
ORDER NO. 4
INCLUDING CHANGE
$ 65,000.00
$1,430,573.07
Additional calendar days resulting from
Change Order No. 4
3. The City Manager shall be authorized to execute an
appropriate application to amend the City/State Agreement for
additional industrial access funds and to execute such amendment
and any necessary occupanying documentation in form approved by
the City Attorney.
4. In order to provide for the usual daily operation of the
municipal government, an emergency is deemed to exist, and this
ordinance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
RECEt~ED
r} ~S ~FFI~an°ke, Virginia
~T¥ ........ June 10, 1991
Honorable Mayor and Members of City Counoil~l ~'5 ~9~31
Roanoke, Virginia
Dear Members of Council:
Subject:
Change Order No. 4
Realignment and Reconstruction
of Thirlane Road, N.W.
I. Baok~round:
A. Construction contract for the Realignment and Reconstruction
of Thirlane Road was authorized by City Council on October 1,
1990, in the amount of $1,261,160.07.
B. Three (3) ohan~e orders have been executed to date:
No. 1 - $99,617.00 - Paid for by UPS
No. 2 - $1,045.00
No. 3 - $3,751.00
C. Unsuitable material (mud) has been encountered in two (2)
locations along the route of the new road near the west end
of the east-west runway at Roanoke Regional Airport.
1. Area No. 1 is to finish grade and is approximately 400
feet long.
2. Area No. 2 is approximately 2 feet from finish grade and
is approximately 300 feet long.
D. Corrective work would consist of removal of unsuitable
material, backfilling with surge stone, and installing
underdrain pipes.
E. Estimate for corrective work is $65~000.00. Exact amount is
unknown at this time and will not be known until Area No. 2
is uncovered. It is the intent of the administration to
inform Council at the earliest date of the need for this
Change Order.
II. Current Situation:
Be
City Council needs to authorize Change Order No. 4 to the
construction contract with S. R. Draper Paving Company in an
amount not to exceed $65~000.00.
City Council needs to authorize the City Manager to apply for
an amendment to the City/State Agreement for additional
industrial access funds for this change order and to execute
the amendment on behalf of the City if these funds are made
available.
Page 2
III.
Issues:
B.
C.
D.
Cost
FundinE
Ability to meet time schedule
Roadway structure
IV. Alternatives:
Authorize
o Change Order No. 4 to the contract with S. R. Draper
Paving Company in an amount not to exceed $65,000.00.
o City Manager to seek additional state industrial access
funds and to execute an amendment to the City/State
Agreement if these funds are made available.
1. Cost for the additional work will be based on the
contractor's actual expenses plus overhead and profit.
2. Fundin~ is available from the project contingency
account number 008-052-96B0, even if State does not par-
ticipate.
B. Ability to meet time schedule will be unchanged.
4. Roadway structure is stabilized.
Do not authorize execution of Change Order No. 4.
1. Cost will be zero at this time, but the project will
remain incomplete.
2. Fundin~ would remain in the project account.
3. Ability to meet time schedule would not be met.
4. Roadway structure would be subject to considerable
deterioration if constructed on unsuitable material.
Page 3
WRH/JGB/mm
V. Recommendation is that City Council:
Authorize the execution of Change Order No. 4 in an amount
not to exceed $65~000.00 to the contract with S. R. Draper
Paving Company.
Authorize the City Manager to apply for an amendment to the
City/State Agreement for additional industrial access funds
and to execute such amendment if offered.
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. V~rg~ma 24011
Telephone: (703)981-2541
June 12, 1991
SANDRA H. EAKIN
Deputy CiTy Clerk
File #29
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Eerbert:
I am attaching copy of Resolution No. 30556-61091 authorizing you
to enter into an agreement with Appalachian Power Company to
allow the City to install, maintain and remove signs, flags, and
holiday decorations on or from utility poles owned by Appalachian
Power Company, as more particularly described in a report of the
City Manager under date of June 10, 1991. Resolution No.
30556-61091 was adopted by the Council of the City of Roanoke at
a regular meeting held on Monday, June 10, 1991.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP : ra
Eric.
pc: Mr. Davie Key, Energy Services Supervisor, Appalachian Power
Company, P. O. Box 1221, Roanoke, Virginia 24011
Mr. William F. Clark, Director of Public Works
Mr. William M. Mullins, Jr., Manager, Signals and Alarms
Mr. George C. Snead, Jr., Director of Administration and
Public Safety
IN THE COUNCIL OF THE CITY OF ROANOEE, VIRGINIA,
The tenth dsy of June, 1991.
No. 30556-61091.
A RESOLUTION authorizing the City Manager to enter into an
agreement with Appalachian Power Company to allow the City to
install, maintain and remove signs, flags, and holiday decorations
on or from utility poles owned by Appalachian Power Company.
WHEREAS, Ordinance No. 27799, adopted September 26, 1985,
authorized the City Manager to enter into an agreement with
Appalachian Power Company to allow the City to place signs on
utility poles; and
WHEREAS, this Council desires to supersede said agreement and
enter into a new agreement, allowing the City to install, main-
tain and remove signs, flags, and holiday decorations on or from
said poles.owned by Appalachian Power Company, in the area set
forth in said new agreement.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City Manager or Assistant City Manager is hereby
authorized to execute an agreement with Appalachian Power Company
to allow the City to install, maintain and remove signs, flags
and holiday decorations, on or from utility poles owned by
Appalachian Power Company, as more particularly described in the
City Manager's report of June 10, 1991.
forth
1991,
The form of the agreement shall be substantially as set
in the attachment to the City Manager's report of June 10,
and shall be approved as to form by the City Attorney.
ATTEST:
City Clerk.
RECEIVED
\ CITY CLEF:FS OFFICE
'9t ' A!O :20
,)J,,, -6
Roanoke, Virginia
June 10, 1991
Honorable Noel C. Taylor,
and Members of Council
Roanoke, Virginia
Mayor
Dear Members of Council:
SUBJECT: Revised Sign Agreement With Appalachian Power
Company
I. Background:
City Council, on September 25, 1985 in Ordinance
~27799 approved and authorized the City Manager to
enter into an agreement with Appalachian Power
Company (APCO), allowing the City to place certain
types of signs, (i.e., parking, loading zone,
etc.), on their poles throughout the City.
City Council, in the summer of 1990, requested the
City Manager to have the American flags placed on
APCO poles along Elm Avenue, S.E., on certain
holidays.
City has an agreement with the Vietnam Veterans
Association allowing them to display the American
Flag from City owned poles in the Central Business
District (CBD) on certain holidays. The agreement
also calls for the City to help the Vietnam
Veterans Association in installing and removing
these flags by furnishing a truck and driver.
Appalachian Power Company, along with the City,
looked at the present agreement and due to time
constraints, worked out a means of accomplishing
City Council's desires on a one-time basis.
II. Current Situation:
Amended Sign Agreement has been negotiated, per City
Council request, that recognizes flags and expands the
coverage area. (See attachments)
III. Issues:
A. Desire of City Council
B. Legal requirements
Members of City Council
Page 2
IV.
C. Patriotism
D. Indemnification
Alternatives:
City Council approve the proDosed revised sign
agreement, which will allow certain signs and
flags to be placed on APCO poles as specified; and
authorize the City Manager to execute it on behalf
of the City.
1. Desire of City Council would be accomplished.
2. Legality would be met by APCO giving their
approval as set out in the agreement.
Patriotism would be demonstrated by displaying
the American Flag at one of the gateways into
the CBD with possibility of adding another,
(Williamson Road across the William Pierce
Hunter Viaduct) on certain holidays.
Indemnification is required from City to APCO
by agreement with respect to attachments to
APCO poles.
B. City Council not approve the proposed revised sign
agreement as presented.
1. Desire of City Council would not be met.
2. Legality of flags being displayed by the City
from APCO poles would remain in question.
Patriotism would not be enhanced since the
displaying of American Flags on certain
holidays along Elm Avenue or other entrances
would not be accomplished.
4. Indemnification will not be required.
Recommendation:
City Council accept Alternative "A" and concur with
the proDosed amended agreement, and authorize the City
officers to execute the agreement in a form acceptable
to the City Attorney.
Members of City Council
Page 3
Respectfully submitted,
W .~Ro~be~
City Manager
WRH:WMMjr:jrm
copy: City Attorney
Director of Public Works
Director of Administration & Public Safety
Manager ofSignal & Alarms
Davie Key, Energy Services Supervisor,
Appalachian Power Company, P.O. Box 1221,
Roanoke, Virginia 24011
THIS AGREEMENT, made this __ day of , 19 ,
by and between the CITY OF ROANOKE, VIRGINIA, hereinafter some-
time referred to as "City," and APPALACHIAN POWER COMPANY, a
Virginia corporation, hereinafter sometimes referred to as
"Appalachian,"
WHEREAS, Appalachian is the owner of wood, concrete and/or
metal structures, hereinafter identified as "poles," the purpose
of which is the support of Appalachian's electric facilities; and
WHEREAS, the City wishes to install, maintain and remove
signs, flags, and holiday decorations, hereinafter collectively
referred to as "attachments," on or from Appalachian's poles; and
WHEREAS, the parties hereto agreed to the regulation of
attachments on or from Appalachian's poles by Agreements dated
February 10, 1985, and February 10, 1989; and
WHEREAS, the parties hereto wish to supersede the previous
Agreements by agreeing on the terms and conditions of the City's
installing, maintaining and removing such attachments from
Appalachian's poles.
NOW, THEREFORE, for and in consideration of the benefits to
be derived by each of the parties hereto, Appalachian Power
Company hereby grants to the City of Roanoke, the right and
privilege to attach to Appalachian's poles, certain attachments
as hereinafter identified.
It is understood and agreed between the parties hereto that
this Agreement is limited to Appalachian's poles located on
public rights-of-way within the City of Roanoke:
1. Signs to be attached to Appalachian's poles are
restricted to: (a) parking/no parking, (b) load-
ing zone (c) bus stop, (d) guide, (e) other such
signs as may be mutually agreed upon by the
parties hereto. No traffic control signs such
as "stop" or "yield" shall be attached under this
Agreement.
Attachments, excluding those identified in para-
graph 1 above, shall be secured to poles identified
in the exhibits attached to this Agreement. An
additional pole, outside of the area shown in the
exhibit, sought to be used for any attachment may
be identified in a sketch, accompanying a request to
secure attachments to any pole. Appalachian shall
review any request to secure any attachment to any
pole, or any request to secure any attachment to
any additional pole, within three weeks of receipt
of such request. Each such request shall include
anticipated dates of installation and removal.
Attachments to Appalachian's poles will be secured
with metal bands. Installation, maintenance,
repair and/or removal shall not be at the expense
of Appalachian except as set out below when such
attachments shall interfere with Appalachian's
access to its poles.
Attachments shall be installed no higher than thir-
teen (13) feet above ground except, on special orna-
mental poles used exclusively for street lighting,
the attachments may be located no closer than ten
(10) feet to any overhead conductor; however, all
attachment installations shall conform to appli-
cable provisions of the National Electrical Safety
Code.
Flag attachments will not be permitted on poles
which, in the opinion of Appalachian, cannot be
worked with an aerial lift device.
In the event that Appalachian's personnel require
access to its facilities on one of its poles, and
said pole has affixed to it one of the City's
attachments, Appalachian has the right to cut the
bands supporting said attachment on the pole, remove
the attachment and place it on the ground at the
base of the pole. Appalachian shall notify the City
within a reasonable time that the City's attachment
has been removed. When possible, this notification
will be made within two regular working days. This
notification is to be made by telephone to the
City's Public Works Dispatch Center.
The City shall and hereby agrees to indemnify and save
harmless Appalachian, its officers, employees and
agents, from and against any and all claims, demands,
suits, judgment, recoveries and liabilities for injury
- 2 -
e
e
to or death of any person or persons whomsoever and for
loss of, or damage to, any property whatsoever~ any and
all penalties, fines, prosecutions, statutory recoveries
(whether civil or criminal) and governmental actions
arising or in any manner growing out of the installa-
tion, maintenance or removal of such attachments on or
from Appalachian's poles by the City.
Either party hereto may cancel this Agreement by giving
ninety (90) days' written notice to the other party by
U. S. Mail or hand delivery.
Notifications given under this Agreement are to be as
follows (except under paragraph 5, above):
Appalachian - Appalachian Power Company
P. O. Box 2021
Roanoke, Virginia
Attention: Roanoke Division
Manager
City -
Office of the City Manager
City of Roanoke
215 Church Avenue, S.W.
Room 364 Municipal Building
Roanoke, Virginia 24011
IN WITNESS WHEREOF, the parties hereto have caused this
Agreement to be executed by their respective officers, the day
and year first above set out.
CITY OF ROANOKE, VIRGINIA
By
Title
APPALACHIAN POWER COMPANY
By
Title
- 3 -
STATE OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
The foregoing instrument was acknowledged before me the
day of , 19 , by
, on behalf of the City of
Roanoke.
My Commission expires:
Notary Public
STATE OF VIRGINIA
CITY OF ROANOKE
To-wit:
as
The foregoing instrument
__ day of
behalf of that corporation.
My Commission expires:
was acknowledged before me the
19 , by
of Appalachian Power Company,
on
Notary Public
- 4 -
CHRISTMAS
DECORATIONS
r2" Dia. -~'
(APPROX.)
SIDEWALK
HOL DER
30" 35'
NOT TO SCALE
EXHIBIT I
SKETCH
SHOWING FLAG HOLDER
,~ HOLIDAY DECORATIONS
ATTACHMENT
DRAWN: DRN. · ~.. ~.,
o /
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue, $ W, Room 456
Roanoke, Virgm*a 24011
Telephone: (70])981-2541
June 12, 1991
SANDRA H. EAKIN
Deputy C~ty Clerk
File #60-25-83
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlanger:
I am attaching copy of Ordinance No. 30557-61091 amending and
reordaining certain sections of the 1990-91 General Fund
Appropriations, providing for transfer of $25,000.00 from
Uninsured Claims, to Self-Insurance Claims, in order to permit
the Office of City Attorney to settle claims for the balance
of fiscal year 1990-91. Ordinance No. 30557-61091 was adopted by
the Council of the City of Roanoke at a regular meeting held on
Monday, June 10, 1991.
Sincerely, p~_...
Mary F. Parker, CMC/AAE
City Clerk
MFP:ra
Enc.
pc: Mr. ~. Robert Mr. Wilburn C.
Mr. Barry L.
Herbert, City Manager
Dibling, Jr., City Attorney
Key, Manager, Office of Management
and Budget
IN THECODNCILOF .~ CITY OF I~OANOKE, ¥~INIA
The tenth day of June, 1991.
No. 30557-61091.
AN ORDINANCE to amend and reordain certain sections of
the 1990-91 General Fund Appropriations, and providing for an
emergency.
WHEREAS, for the usual daily operation of the Municipal
Government of the City of Roanoke, an emergency is declared to
exist.
THEREFORE, BE IT ORDAINED by the Council of the City of
Roanoke that certain sections of the 1990-91 General Fund
Appropriations, be, and the same are hereby, amended and
reordained to reed as follows, in part:
r' tions
General Government
Risk Management (1) .................................
$8,631,435
390,750
Reserve for Insured Claims - City (2) ...............
1) Self-Insurance
Liability Claim
2) Reserve for Insured
Claims - City
(001-050-1262-2172)
(001-3327)
$ 25,000
(25,000)
$1,192,700
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
CITY OF ROANOKE
OFFICE OF THE CITY ATTORNEY
464 MUNICIPAL BUILDING
ROANOKE, VIRGIN~A 24011-1595
WILBURN C. DIBLING, JR.
C~A~rOa. EV June 10, 1991
RECEIVED
CITY CLERKS OFFfCE
WILLIAM X PARSONS
MARK ALLAN WILLIAMS
STEVEN J. TALEVI
KATHLEEN MARIE KRONAU
ASSISTANT CITY ATTORNEYS
The Honorable Chairperson Pro Tem and Members
of City Council
Roanoke, Virginia
Re: Claim settlements
Dear Mrs. Bowles and Gentlemen:
This is to request that City Council transfer $25,000.00 from
General Fund Balance Designated for Uninsured Claims to Self-Insurance
Claim Account, 001-050-1262-2172. This will permit the Office of City
Attorney to settle claims for the balance of the fiscal year. In this
regard, I recommend the attached budget ordinance to City Council.
With kindest personal regards, I am
Sincerely yours,
Wilburn C. Dibling, Jr.
City Attorney
WCD:ff
Attachment
CC:
W. Robert Herbert, City Manager
Joel M. Schlanger, Director of Finance
Barry L. Key, Manager, Office of Management and Budget
Lauren C. Eib, Risk Management Officer
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue. S W,Room456
Roanoke, Virg~ma 24011
Te[epl~one: (703) 981-2541
June 12, 1991
SANDRA H. EAKIN
Deputy C~ty Clerk
File #$14-77
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Ordinance No. 30543-61091 approving an
agreement between the City of Roanoke and the Virginia Department
of Transportation for improvement of a portion of Franklin Road,
S. W.; providing for allocation of the City's share of the pro-
ject cost, in the amount of $221,692.41 of the total estimated
project construction cost of $1,686,834.25. Ordinance No.
30543-61091 was adopted by the Council of the City of Roanoke on
first reading on Monday, June 3, 1991. also adopted by the
Council on second reading on Monday, June 10, 1991, and will take
effect ten days following the date of its second reading.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP:ra
En¢ .
pc: Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works
Mr. Charles M. Huffine, City Engineer
Ms. Sarah E. Fitton, Construction Cost Technician
Mr. Kit B. Kiser, Director of Utilities and Operations
Mr. Barry L. Key, Manager, Office of Management and Budget
IN THE COUNCIL OF THE CITY OF ROANOKE,
The tenth day of June, 1991.
No. 30543-61091.
VIRGINIA,
AN ORDINANCE approving an agreement between the City and the
Virginia Department of Transporation for the improvement of a portion
of Franklin Road, S. W.; providing for the allocation of the City's
share of the project cost; and authorizing execution of said agreement
on behalf of the City.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. The agreement between the City and the Virginia Department of
Transportation for the improvement of a portion of Franklin Road, S.W.,
between Third Street, S.W., and Elm Avenue, S.W., within the City
limits, and providing for the allocation of the City's estimated share
of the project cost in the amount of $221,692.41 of the total estir
mated project construction cost of $1,686,834.25, and providing cer-
tain terms and conditions as more specifically set forth in the report
to this Council dated May 28, 1991, is hereby ACCEPTED.
2. The City Manager, Assistant City Manager or Acting City Manager
is hereby authorized to execute, for and on behalf of the City, and
the City Clerk is authorized to attest, the agreement with the Virginia
Department of Transportation, in form approved by the City Attorney.
ATTEST:
City Clerk.
MARY E. 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
June 12, 1991
SANDRA H. EAKIN
Deputy C~ty C~erk
File #60-514-77
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Hr. Schlanger:
I am attaching copy of Ordinance No. 30542-61091 amending and
reordaining certain sections of the 1990-91 Water, Sewage, and
Capital Funds Appropriations, providing for transfer and
appropriation of certain funds, in connection with an agreement
between the City of Roanoke and the Virginia Department of
Transportation for improvement of a portion of Franklin Road,
S. W. Ordinance No. 30542-61091 was adopted by the Council of
the City of Roanoke on first reading on Monday, June 3, 1991,
also adopted by the Council on second reading on Monday, June 10,
1991, and will take effect ten days following the date of its
second reading.
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. Charles M. Huffine, City Engineer
Ms. Sarah E. Fitton, Construction Cost Technician
Mr. Kit B. Kiser, Director of Utilities and Operations
Mr. Barry L. Key, Manager, Office of Management and Budget
~N x~m COUNCIL OF xm~ CITY OF RO~OI~, V~3CI~
The tenth day of June, 1991.
No. 30542-61091.
AN ORDINANCE to amend and reordain certain sections
the 1990-91 Water, Sewage, and Capital Funds Appropriations.
of
THEREFORE, BE IT ORDAINED by the
Roanoke that certain sections of the 1990-91 Water,
Capital Funds Appropriations, be, and the same
amended and reordained to read as follows, in part:
Council of the City of
Sewage, and
are hereby,
Capital Outlay $
Capital Outlay (1) ................................
Capital Outlay from Revenue
Franklin Road Widening (2) ........................
1,002,781
1,002,781
1,744,291
1,294
Capital Outlay from Revenue $
Franklin Road Widening (3) ........................
Retained Earninq~
Retained Earnings - Unrestricted
2,173,394
79,247
(4) .............. $ 14,768,J20
ro riations
Streets and Bridges
Franklin Road Widening (5) ........................
Capital Improvement Reserve
Public Improvement Bonds - Series 1988 (6) ........
$ 8,558,085
169,323
( 6,849,516)
812,891
1) Unidentified Plant
Replacement
2) Approp. from
General Revenue
3) Approp. from
General Revenue
4) Retained Earnings
- Unrestricted
5) Approp. from Bonds
6) Streets & Bridges
(002-056-2178-9026) $( 1,294)
(002-056-8362-9003) 1,294
(003-056-8453-9003) 79,247
(003-3336) (79,247)
(008-052-9596-9001) 49,624
(008-052-9603-9181) (49,624)
ATTEST:
City Clerk.
CITY C,~E?~ ~FFICE
23 A8:18
Honorable Mayor and Nembers of City Coune11
Roanoke, V±rglnia
Roanoke, Virginia
May 28, 1991
Dear Members of Council:
Subject: City-State Agreement
Widening of Franklin Road from Third Street, S.W. to Elm Avenue
I. Back~round:
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 pro-
Ject to widen Franklin Road from Third Street, S.W. to Elm
Avenue (see Attachment I). This project, which is consistent
with the 1995 Roanoke Valley Transportation Plan, was sub-
sequently included for funding in VDOT's Six-Year Highway
Improvement Program.
City Council, at its meeting on May 22, 1989, approved the
location and major design features of the proposed project as
presented at the March 28, 1989 Public Hearing (Ordinance No.
29579).
Commonwealth Transportation Board approved the location and
major design features of the proposed project on July 20,
1989.
II. Current situation:
Ae
Bids for project construction were received by VDOT on April
23, 1991. The Commonwealth Transportation Board awarded a
contract to E. C. Pace Company, Inc., Roanoke, Virginia, on
May 16, 1991, in the amount of $1,686,834.25.
Be
Project plans do not include roadway improvements located on
the southwest corner of the Franklin Road/Elm Avenue inter-
section which is the location of the C-Mart convenience store
and filling station. The proper removal and disposal of the
contaminated soil found at this property needs to be
addressed prior to VDOT's purchase of this property. VDOT
has turned this matter over to the State Water Control Board
for appropriate action. If the contaminated soil issue is
resolved during project construction, VDOT plans to add the
remaining road work to the construction contract at addi-
tional project cost. If the issue is resolved after the
roadway contract is completed, VDOT will have the remaining
road work completed through a separate construction contract.
In either ease, the normal funding ratio of 98~ VDOT cost and
2~ City cost is expected to apply.
Page 2
City must execute the attached City-State Agreement
(Attachment II) before VDOT will allow E. C. Pace Company,
Inc. to begin construction.
City share of the cost for this project (preliminary engi-
neering, right-of-way, and eonstruction) is estimated at
$221~692.41. The third page of Attachment II shows the cost
sharing ratios to be used on this project for roadway items,
water line replacement, and sewer line replacement. As of
March 31, 1991, the City has already paid $105,527.89 toward
the above total for preliminary engineering and right-of-way
costs. This leaves a balance of $116~164.52 needed for the
City's share of the remaining estimated costs.
An additional $14,000.00 is needed for a new traffic signal
controller which will meet specialized City standards, the
cost of which is 100~ City responsibility.
III.
Issues:
A. Funding
B. Construction Plans
C. Timing
IV. Alternatives:
Authorize the City Manager, in a form acceptable to the City
Attorney, to execute the City-State Agreement on behalf of
the City; authorize the Director of Finance to transfer
$49~625.78 from the Streets and Bridges Category of the 1988
Bond Series into the Franklin Road Widening Account (No.
008-052-9596-9003); and appropriate $79,247.14 from the
Sewage Fund Retained Earnings and $1,293.60 from the Water
Fund Account (No. 002-056-2178-9026) to an account to be
established by the Director of Finance.
1. Funding, in the amount of $130,164.52, exists in the
sources identified on Attachment III (Part B).
2. Construction plans comply with City's needs for improved
traffic flow and safety.
3. Timing for project construction to begin is June, 1991.
Completion is scheduled for October 1, 1992.
Page
WRH/RKB/mm
Attachments:
cc:
Reject City-State A~reement and proceed to reimburse VDOT for
100% of all expenditures to date in accordance with City
Resolution No. 27729.
Fundin~ would be needed in the amount of the total pro-
ject expenditures to date, which is $2,110,557.87, less
the City share paid to date, which results in a balance
needed of $2,005,029.98.
2. Construction plans would not be built.
3. Timing is not an issue.
V. Recommendation is that City Council:
Authorize the City Manager, in a form acceptable to the City
Attorney, to execute the City-State Agreement on behalf of
the City.
Authorize the Director of Finance to transfer $49,623.78 from
the Streets and Bridges Category of the 1988 Bond Series into
the Franklin Road Widening Account (No. 008-052-9596-9003.)
Appropriate $79,247.14 from Sewage Fund Retained Earnings and
$1,293.60 from the Water Fund Account (No. 002-056-2178-9026)
to an account to be established by the Director of Finance.
Respectfully submitted,
W. Robert Herbert
City Manager
I - Map
II - City-State Agreement
III - Funding Summary
City Attorney
Director of Finance
Director of Public Works
Director of Utilities and Operations
City Engineer
Construction Cost Technician
~8
ATTACHMENT I
\
\
%
ATTACHMENT II
AGREEMENT BETWEEN THE CITY OF ROANOKE
AND THE VIRGINIA DEPARTMENT OF TRANSPORTATION
The City of Roanoke, Commonwealth of Virginia, hereinafter referred to as
Roanoke, and the Commonwealth of Virginia, Department of Transportation,
hereinafter referred to as the DEPARTMENT, hereby agree as follows:
1. The DEP~uRTMENT will prosecute a project for the improvement of 0.225
mile of Franklin Road within Roanoke from 0.018 mile east of
intersection of Third Street, Station 22+91.21 to 0.058 mile south
of intersection of Elm Avenue, Station 35+05.00 and designated as
Route 221, Project 0221-128-101, PEiO1, RW201, C501.
2. Roanoke approves the plans as designed and requests the DEPARTMENT
to submit the project with the recommendation that it be approved by
the Commonwealth Transportation Board and agrees that if such
project is approved and constructed by the DEPARTMENT, Roanoke,
thereafter, at its own expense, will maintain the project, or have
it maintained, in a manner satisfactory to the DEPARTMENT or its
authorized representatives and will make ample provision each year
for such maintenance.
3. Roanoke agrees that the location, form and character of
informational, regulatory and warning signs, curb and pavement or
other markings and traffic signals, installed or placed by any
public authority, or other agency, shall be subject to the approval
of the DEPARTMENT.
4. Parking will be prohibited at all times on both sides of this
project and appropriate NO PARKING signs shall be erected. The
signs shall conform to the standards as shown'in the current edition
of the Manual on Uniform Traffic Control Devices.
5. Roanoke agrees that after construction of the project, or any part
thereof, it will not permit any reduction in the number of or width
of traffic lanes, any additional median crossovers or enlargement of
existing median crossovers, or any alterations to channelization
islands, without the prior written approval of the DEPARTMENT.
6. Right of way for this project was acquired with rights of access
restricted to points designated on the plans. Roanoke agrees that
no additional access points will be permitted without prior written
approval of the DEPARTMENT.
7. Roanoke agrees to comply with Title VI of the Civil Rights Act of
1964 and the Virginia Fair Employment Contracting Act, Sections
2.1-374 through 2.1-376 of the Code of Virginia (1950), as amended.
8. Roanoke agrees that the location and installation of utility poles,
lighting standards, traffic signal poles or any other facilities
installed or placed within the right of way by any public authority,
or other agency, shall conform to VDOT Land Use Permit Manual or be
subject to the approval of the DEPARTMENT.
9. Roanoke agrees to comply with all applicable federal, state and
local rules, regulations and statutes when work is performed on this
project with municipal forces or its agent at project expense.
10. Roanoke agrees to participate in the actual cost of this project
which includes a special provision for price adjustment in
accordance with the following tabulation, understanding that the
costs shown are estimated and the percentages will be applied to
actual costs:
-2-
ITEM
Preliminary Engineering
Right of Way
C501 (including field office)
Water Facilities
Sewer (betterment)
Demolition of buildings
Trainees
Traffic Signs
TOTAL
PROJECT COST
ESTIMATED COST
$ 320,000.00
1,890,000.00
1,283,428.17
64,680.09
367,395.19
233,259.41
2,000.00
13,896.00
$4,174,658.86
ROANOKE'S SHARE
% AMOUNT
5 $ 16,000.00
5 94,500.00
2 25,668.56
2 1,293.60
21.57 79,247.14
2 4,665.19
2 40.00
2 277.92
$221,692.41
-3-
IN WITNESS WHEREOF, the parties have hereunto affixed their signatures, for
CITY OF ROANOKE on the __ day of , 19 , and the DEPARTMENT on
the __ day of , 19
ATTEST:
CITY OF ROANOKE
BY:
CITY CLERK
BY:
CITY MANAGER
NOTE:
The official signing for the
municipality must attach a
certified copy of the
authority under which this
agreement is executed. This
agreement is executed in
three originals.
APPROVED AS TO ~OR~
COMMONWEALTH OF VIRGINIA, DEPARTMENT
OF TRANSPORTATION
BY:
COMMISSIONER
-4-
ATTACHMENT III
FUNDING SUMMARY
ESTIMATED PROJECT COST
LESS VDOT SHARE
TOTAL CITY SHARE
LESS CITY SHARE PAID AS OF 3/31/91
ESTIMATED CITY SHARE REMAINING
ESTIMATED CITY COST (100~)
TOTAL CITY COST REI~AININO
$4,174,658.86
3.952.966.45
$221,692.41
105,527.89
$116,164.52
14,000.00
$130,164.52
SOURCES
1. STREETS AND BRIDGES CATEGORY
OF THE 1988 BOND SERIES
2. SEWAGE FUND RETAINED EARNINGS
3. WATER FUND - UNIDENTIFIED
REPLACEMENT, 002-056-2178-9026
$49,623.78
79,247.14
1,29~.60
$130,164.52
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
2 ~ 5 Church Avenue, S W, Room 456
Roanoke, V~rgm~a 24011
Telephone: (703)981-2541
June 12, 1991
SANDRA H. EAKIN
Deputy C~ty Clerk
File #60-55
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlanger:
I am attaching copy of Ordinance No. 30548-61091 amending and
reordaining certain sections of the 1990-91 General and Capital
Funds Appropriations, providing for transfer of certain Greater
Roanoke Transit Company Capital Project Subsidy funding obliga-
tions from the General Fund operating budget to the Capital
Fund. Ordinance No. 30548-61091 was adopted by the Council of
the City of Roanoke on first reading on Monday, June 3, 1991,
also adopted by the Council on second reading on Monday, June 10,
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. W. Robert Herbert, City Manager Mr. Kit B. Kiser, Director of Utilities and Operations
Mr. Stephen A. Mancuso, General Manager, Valley Metro
Mr. Barry L. Key, Manager, Office of Management and Budget
The tenth day of June, 1991.
No. 30548-61091.
AN ORDINANCE to amend and reordain certain sections of
the 1990-91 General and Capital Funds Appropriations.
THEREFORE, BE IT ORDAINED by the Council of the City of
Roanoke that certain sections of the 1990-91 General and Capital
Funds Appropriations, be, and the same are hereby, amended and
reordained to read as follows, in part:
Appropriations
Community Development
Greater Roanoke Transit Company (1) ................
Nondepartmental
Transfers to Other Funds (2) .......................
Revenue
$ 1,217,256
268,516
12,996,177
11,363,806
Accounts Receivable - GRTC (3)..................... 43,174
Sa e Property .......... 103,174
ro 'a ions
General Government $ 7,592,002
GRTC Capital Subsidy (5-6) ......................... 250,000
Revenue
Accounts Receivable - GRTC (7) $ 206 826
1) Subsidies (001-056-8150-3700) $(250,000)
2) Transfers to
Capital Fund (001-004-9310-9508) 43,174
3) GRTC (001-1046) (206,826)
4) Sale of Surplus
Property (001-020-1234-0861) (206,826)
5) Approp. from
General Revenue
6) Approp. from Third
Party
7) Accounts Receivable
- GRTC
(008-056-9638-9003) $ 43,174
(008-056-9638-9004) 206,826
(008-1272) 206,826
ATTEST:
City Clerk.
RECEtYED
~IT¥ CLER~,~ ~ ?tC~
I Y30 P :20
Roanoke, Virginia
June 3, 1991
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Transfer of GRTC Capital Project Subsidy Funding
Obligation from Operating Budget to Capital Fund
I. Background:
Council report of August 27~ 1990 reconnnended and Council
authorized the following to enable GRTC to make assurance of
local match funding for bus purchase grant application:
Establish an accounts receivable for the sale of City
owned property, formerly occupied by Valley Metro, for
$250,000 to be supplemented as needed from FY 90 net
parking receipts estimated at $50,000.
o
Increased GRTC subsidy in the operating budget by
$250~000.
3. Increased anticipated revenue by $250,000.
Bo
Final net parking receipts from the two GRTC operated garages
was $43,174.
Cash outlay for bus purchase grant will not occur prior to
June 30, 1991.
II. Current Situation:
Ao
Property in question has been shown several times, however, no
satisfactory offer has been received. Property has
contaminated soil caused by underground storage tank leak.
Tanks have been removed under contract authorized by Council
and final clean up of soil is being considered.
Fundin~ obligations and accounts receivable needs to be
transferred from the General Fund operating budget to the
Capital Projects Fund.
C. Exact amount of $43,174 of General Fund net parking receipts
needs to be transferred to the Capital Projects Fund.
Page 2
III. Budget ad.~ustments to properly transfer this project to the Capital
Projects Fund are:
Eliminate the accounts receivable balance in General Fund
Account No. 001-1046 in the amount of $206,826 ($250~000 less
$43,174 already received).
Reduce GRTC subsidy in the General Fund Operating Budget,
Account No. 001-05§-8150-3700, by $250,000.
Reduce revenue estimate for sale of property by $206~826 in
the General Fund Account No. 001-020-1234-0861.
D. Appropriate $206~826 to an account to be established by
Director of Finance, in the Capital Projects Fund entitled
"GRTC Capital Subsidy" and authorize the Director of Finance
to establish a new accounts receivable in the amount of
$206~826.
E. Appropriate $43t174 in the General Fund account, Transfers to
the Capital Projects Fund, 001-004-9310-9508, to be
transferred to the GRTC Capital Subsidy Account in the Capital
Projects Fund for a total appropriation of $250t000 in this
account.
Recommendation: Council authorize the budget ordinance which will
accomplish the budget adjustment outlined above.
Re~y submitted,
W. Robert Herbert
City Manager
WRH:KBK:afm
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
June 12, 1991
SANDRA H. EAKIN
Deputy C~ty Clerk
File #60-514-77-511
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlanger:
I am attaching copy of Ordinance No. 30549-61091 amending and
reordaining certain sections of the 1990-91 Capital Fund
Appropriations, in connection with A~endment No. 7 to the
contract with Mattern & Craig, Inc., for archaeological/archi-
tectural services for widening and realignment of Second
Street/Gainsboro Road and Wells Avenue. Ordinance No.
30549-61091 was adopted by the Council of the City of Roanoke on
first reading on Monday, June 3, 1991, also adopted by the
Council on second reading on Monday, June 10, 1991, and will take
effect ten days following the date of its second reading.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP : ra
Enc.
pc: Mattern & Craig Consulting Engineers, Inc., 701 First Street,
S. W., Roanoke, Virginia 24016
Mr. W. Robert Herbert, City Manager
Mr. William F. Clark, Director of Public Works
Mr. Charles M. Huffine, City Engineer
Mr. Barry L. Key, Manager, Office of Management and Budget
Z~H~ COI]NCZL O~ ~ CZ'l"/ O~ROANOI~,
The tenth day of June, 1991.
No. 30549-61091.
AN ORDINANCE to amend and reordain certain sections
the 1990-91 Capital Fund Appropriations.
THEREFORE, BE IT ORDAINED by the Council of the City of
Roanoke that certain sections of the 1990-91 Capital Fund
Appropriations, be, and the same are hereby, amended and
reordained to read as follows, in part:
of
Streets and Bridges
Second Street/Gainsboro/Wells (1-2) ...............
Capital Improvement Reserve
Public Improvement Bonds - Series 1988 (3) ........
8,564,859
3,069,752
(6,802,578)
859,829
Due from State - VDOT
(Second Street) (4) ......... $ 1,456,850
1) Approp. from Bonds (008-052-9547-9001)
2) Approp. from Third
Party (008-052-9547-9004)
3) Streets and Bridges (008-052-9603-9181)
4) VDOT - Second Street (008-1233)
$ 2,686
53,711
( 2,686)
53,711
ATTEST:
City Clerk.
CITY CLER $ OFFICE
'91 30 P2:19
Roanoke, Virginia
June 3, 1991
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Subject:
Request for authorization to execute Amendment 7 of the contract with
Mattern & Craig, Inc., for Archaeological/Architectural services
for "Widening and Realignment of Second Street/Gainsboro Road
and Wells Avenue" Projects
I. Background:
At
On April 13. 1987 City Council requested the Virginia
Department of Transportation (VDOT) to program projects for
roadway widening and realignment to include:
1. Wells Avenue, N.W. from Williamson Road to First St.,
N.W.
2e
First Street/Geinsboro Road from Madison Avenue, N.W.
to Salem Avenue, S.W. and Intersection of Orange
Avenue and Gainsboro Road.
Be
Redevelopment of the Henry Street Area and improved access
to downtown Roanoke required that a more expeditious method
be found to proceed with improvements on First Street/
Gainsboro Road and Wells Avenue.
Ce
On July 27, 1987 City Council authorized agreements with the
VDOT by which the City assumes responsibility for adminis-
tering all aspects of the First Street/Gainsboro Road and
Wells Avenue projects. Preliminary engineering phase would
be generally handled on the normal 95$-VDOT and 5~-City cost-
sharing basis.
On December 21t 1987 City Council awarded an engineering ser-
vices reimbursement with a cost ceiling contract to Mattern &
Craig, Inc., Consulting Engineers, in an amount not to exceed
$1,002,342.24 and appropriated $50t117.00 for payment of
invoices from the VDOT for the City's five percent share of
this contract.
Scope of Work to be performed by Mattern & Craig, Inc.,
Consulting Engineers, consists of the preparation of complete
surveys, right-of-way and construction plans and plats, uti-
lities, signs, signals, pavement markings, lighting and
landscaping plans, structures, traffic data, environmental
assessment, geological borings and testing, construction
administration, and inspection of construction.
Page 2
Downtown North Development Plan results were released
at May 11, 1989 press conference, and included a recom-
mendation to construct a four-lane Second Street bridge
instead of a four-lane First Street bridge. The Second
Street corridor provides a clearer and more well-defined west
circumferential route than First Street (see Attachment A -
map).
The study also suggests realigning Wells Avenue such that it
connects with Gilmer Avenue to provide better overall acces-
sibility (Alt. 2 on attached map). Existing Gilmer Avenue
continues to the west to major north-south crossings such as
5th Street and 10th Street while Wells Avenue currently ends
west of First Street.
On October 1, 1990 City Council approved the location and
major design features of the widening and realignment of
Second Street/Gainsboro Road from Salem Avenue to Orange
Avenue.
Amendments to this agreement are summarized on Attachment B.
Total costs invoiced by Mattern & Craig, Inc., for this pro-
Ject through March 30, 1991, include $1,292~815.28 for Second
Street/Gainsboro Road and $66,387.31 for Wells Avenue. Tasks
accomplished include aerial photography, base mapping, sur-
veying, traffic data, collection and analysis, roadway design
and intersection plan design for Gainsboro Road at Orange
Avenue. The City's five percent share of these costs is
$67,960.13.
II. Current Situation:
Phase I Cultural Resource Survey Report has been completed by
Mattern & Craig, Inc., in accordance with federal guidelines.
This task was the subject of Amendment Number 5 for this pro-
ject, which was approved by City Council on July 23, 1990.
When this project was initiated, federal guidelines did not
have to be met with respect to environmental reviews.
Subsequent to that time, the State has started following
federal guidelines on all of its projects, including this
project.
Page 3
Phase II Archaeolo$ieal Investigation and Report in accor-
dance with federal guidelines is also required for this pro-
Ject. A Phase II archaeological survey must be undertaken to
obtain and analyze sufficient background and field data to
make definitive statements concerning the cultural and
historical significance of all potential archaeological loca-
tions previously identified in the Phase I investigation and
report. Their eligibility for inclusion in the National
Register of Historic Places will be determined.
Amendment Number 7 is needed to address the federal guide-
lines for potential archaeological locations. Engineering
services will require an Archaeological Investigation and
Report.
III.
Issues:
A. Reasonableness of fee
B. Fundin$
C. Schedule
IV. Alternatives are:
Authorize Amendment Number 7 of the engineering contract with
Mattern & Craig, Inc., Consulting Engineers to prepare
a Phase II Archaeological Investigation and Report for
"Widening and Realignment of Second Street/Gainsboro Road and
Wells Avenue" to provide an increase of $5~,711.08 for a
total not to exceed $1,693,316.52.
Reasonableness of fee has been established through "cost
ceiling". Mattern & Craig, Inc., Consulting Engineers,
has reset a total cost ceiling in their amendment propo-
sal of $1,693,316.52. The additional $5~,711.08 (see
attachment C - fee proposal) includes the necessary
archaeological investigation and report.
Fundin$ for the City's share has been previously appro-
priated from the Streets and Bridges category of the
1988 Bond Series in account number 008-052-9547-9001.
City share is $2,685.55 (which is 5~ of the $55,711.08).
The billing procedures between Mattern & Craig, Inc.,
Consulting Engineers, VDOT, and the City require that
$56,396.65 be appropriated to this account and that
the receivable account be increased by $5~,711.08.
Page 4
Schedule for Mattern & Craig, Inc., Consulting
Engineers, to proceed with work on this item would take
effect immediately. Final Phase II report is estimated
to require 3~ months to complete.
Do not authorize the amendment for the archaeological/archi-
tectural services with Mattern & Craig, Inc., Consulting
Engineers.
1. Reasonableness of fee is not an issue. Existing
contract fee remains in effect.
2. Funding for existing contract has previously been
appropriated.
Schedule for beginning project construction in early
1992 would be jeopardized, inasmuch as VDOT has stated
that the Phase II study must be completed prior to con-
struction start date.
Recommendation is that City Council: (1) authorize Amendment
Number 7 of the engineering services contract with Mattern &
Craig, Inc., Consulting Engineers to prepare a Phase II
Archaeological Investigation and Report for "Widening and
Realignment of Second Street/Gainsboro Road and Wells Avenue" to
provide an increase of $55~711.08 for a total amount not to exceed
$1,693,316.52, and (2) appropriate $56,396.63 to account number
008-052-9547-9007, $2~685.55 of which is to be transferred from
the Streets and Bridges category of 1988 bonds and $55~711.08 to
be reimbursed by the Virginia Department of Transportation.
Respectfully submitted,
W. Robert Herbert
City Manager
WRH/RKB/fm
Attachments:
A - Map
B - Amendment Summary
C - Fee Proposal
ce:
Director of Finance
City Attorney
Director of Public Works
City Engineer
ORANGE AVENUE RTE. 460
AVENUE
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GAINSBORO RD
AVENUE
LEGEND
CHURCH
I~' SCHOOL
n LIBRARY
0 PARK
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AVENUE
AVENUE
FUTURE
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OONNEOTION
NORFOLK
NORFOi..K
wESTERN
AVENUE
RAILWAY
THE
PROPOSED
PROJECT
FIs.re I
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Church Avenue. S W , Room 456
Roanoke, Virg n a 24011
Telephone: (703)981-2541
June 12, 1991
SANORA H. EAKIN
Deputy C~:y Clerk
File #60-468B
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlanger:
I am attaching copy of Ordinance No. 30551-61091 amending and
reordaining certain sections of the 1990-91 Water Fund
Appropriations, providing for appropriation of $42,810.00 from
Retained Earnings, Unrestricted, to Falling Creek Plans and
Specifications, in connection with issuance of Change Order No. 1
to the engineering design contract with Hayes, Seay, Mattern and
Mattern, Inc., for the Falling Creek Filter Plant dam spillway.
Ordinance No. 30551-61091 was adopted by the Council of the City
of Roanoke on first reading on Monday, June 3, 1991, also adopted
by the Council on second reading on Monday, June 10, 1991, and
will take effect ten days following the date of its second
reading.
Sincerely,
Mary F. Parker, CMC/AAE
City Clerk
MFP : ra
Eno.
pc:
Hayes, Seay, Mattern & Mattern, Inc., P. O. Box 13446,
Roanoke, Virginia 24034
Mr. W. Robert Herbert, City Manager
~r. William F. Clark, Director of Public Works
Mr. Charles M. Huffine, City Engineer
Ms. Sarah E. Fitton, Construction Cost Technician
Mr. Kit B. Kiser, Director of Utilities and Operations
Mr. Barry L. Key, Manager, Office of Management and Budget
ATTACHMENT C
FEE PROPOSAL
MATTERN & CRAIG
Widening and Realignment of Second Street/Gainsboro Road and Wells
Avenue
Project U000-128-116, PE-iO1, RW-201, C-501, B-610
Project U000-128-117, PE-101, RW-201, C-501
COST PLUS FIXED FEE CONTRACT
(Computation of Fee)
DIRECT LABOR, ESTIMATED
PAYROLL BURDEN & GENERAL
ADMINISTRATIVE OVERHEAD 4,024.12 X 1.46 = $ 5,875.21
C. FEE BASE (A + B) = $ 9,899.33
D. NET FEE (0.1250) (C) = $ 1,237.42
E. NONSALARY DIRECT COSTS, ESTIMATED = $ 1,043.92
F. SUBCONSULTANT FEES = $ 40,983.25
G. TOTAL ESTIMATED COSTS (C + D + E + F) = $ 53,163.92
H. CONTINGENCY (C + E) 10,943.25 x 0.05 = $ 547.16
I. LIMITING FEE (MAXIMUM TOTAL COMPENSATION)
(G + H)
= $ 4,024.12
= $ 53,711.08
RECEt'~ED~ ~-
lilly CLERKS G'~FIC~
'91 30 P?-:49
Roanoke, Virginia
June 3, 1991
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Subject:
Funding of Change Order No. 1
Addition to Engineering Design Contract
Falling Creek Filter Plant with
Hayes, Seay, Mattern & Mattern, Inc.
Architects, Engineers, Planners
Roanoke, Virginia
I. Background:
Ae
City Council, at its July 25, 1988 meeting, approved the firm
of Hayes, Seay, Mattern & Mattern, Inc. to provide Design,
Contract Documents, and Supervision for the new Falling Creek
Filter Plant, which is to be completed August 13, 1991.
Be
State Dam Safety Department required an evaluation of all
three of the City owned dams which was completed and filed.
Carvins Cove and Beaver Creek Dam were both acceptable.
Falling Creek Dam Spillway was found to be deficient in
spillway capacity to handle the probable maximum flood and
the City of Roanoke was told to take corrective action.
Ce
City Council, on April 15, 1991, approved Change Order No. 1
authorizing Hayes, Seay, Mattern & Mattern, Inc. to complete
the design of the spillway to comply with the State Dam
Safety requirements and provide contract documents to the
extent the present Falling Creek Filter Plant could compile
an accurate cost and be able to complete this work in time to
fill the reservoir and have the plant in operation by August
13, 1991. This action was requested because of an emergency
requiring immediate action to get the Filter Plant on line.
The approved fee was not to exceed $42,810.00.
De
Report of April 15, 1991, was predicated on using the con-
tingency funding from the Filter Plant construction account.
The cost of removal of asbestos from the roof of the existing
building before demolition and the "Aid to Construction" for
APCo to provide three phase current to the new facility has
lowered the project contingency to less than the A/E fee for
design plus the remaining contingency will be required to
help pay for the new spillway construction.
Page 2
II. Current Situation:
Ae
En$ineerin~ firm of Hayes, Seay, Mattern & Mattern, Inc. is
designing the spillway to comply with State Dam Safety
requirements and contractor will submit quotation for work
once contract documents are complete. All work must be
completed by August 13, 1991.
III. Issues in order of importance are:
A. Engineering concerns
B. Fundin~
C. Time of completion
IV. Alternatives are:
Approve the appropriation of $42,810.00 from Prior Years
Retained Earnings in the Water Fund to fund Change Order No.
1 to the engineering contract with Hayes, Seay, Mattern &
Mattern, Inc., Architects, Engineers, Planners, for the
design, bid, and supervision of the Falling Creek Dam
Spillway expansion to meet State of Virginia Dam Safety
requirements in a timely manner.
En$ineerin$ concerns would be met in that a spillway
would be designed and built to meet the State of
Virginia Dam Safety requirements.
2. Fundin$ is from the Water Department's Prior Years
Retained Earnings.
Time of completion can be met if design work continues
from the Filter Plant design. The entire facility is to
be producing water for public use by August 13, 1991.
B. Reject the issuance of Change Order No. 1 and do not
authorize additional work.
En~ineerin~ concerns would not be met. The new spillway
would not be constructed and the State would not issue
an operations permit.
2. Fundin~ would remain in the present account·
3. Time of completion would be extended and the Plant would
not be permitted to operate by August 13, 1991.
Page 3
WRH/LBC/mm
Ve
Reco~endation is that City Council take the following action:
A. Concur with the implementation of Alternative "A".
B. Authorize the appropriation of $42~810.00 from Prior
Years' Retained Earnings account to Account No.
002-056-8325-9055 for additional Professional Services.
Respectfully submitted,
W. Robert Herbert
City Manager
Director of Finance
City Attorney
Director of Public Works
Director of Utilities & Operations
City Engineer
Construction Cost Technician
Roanoke, Virginia
June 3, 1991
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Please reserve space on Council's agenda for the report pertaining to
Change Order No. 1, Addition to Engineering Design Contract, Falling Creek
Filter Plant with Hayes, Seay, Mattern & Mattern, Inc., Architects, Engineers,
Planners, Roanoke, Virginia.
Respectfully submitted,
W. Robert Herbert
City Manager
WRH/LBC/mm
the
IN T~ COONCIL OF 'i~u~ CITY OF ROANOK~, VIRGINIA
The tenth day of June, 1991.
No. 30551-61091.
AN ORDINANCE to amend and reordain certain sections of
1990-91 Water Fund Appropriations.
THEREFORE, BE IT ORDAINED by the Council of the City of
Roanoke that certain sections of the 1990-91 Water Fund
Appropriations, be, and the same are hereby, amended and
reordained to read as follows, in part:
ADDrooriatlons
Capital Outlay from Revenue
Falling Creek Plans and Specifications (1) .........
$ 1,785,807
185,711
Retained Earninas
Retained Earnings - Unrestricted (2) ............... $15,828,568
1) Approp. from General
Revenue
2) Retained Earnings
- Unrestricted
(002-056-8325-9003)
(oo2-3~36)
$ 42,810
(42,810)
ATTEST:
City Clerk.
MARY F. PARKER
City Clerk
CITY OF ROANOKE
OFFICE OF THE CITY CLERK
215 Chu¢¢h Avenue, S W , Room 456
Roanoke, Virgm~a 24011
Telephone: (703)981-2541
June 12, 1991
SANDRA H. EAKIN
Deputy C~y Clerk
File #468B
Mr. ~. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr, Herbert:
I am attaching copy of Ordinance No. 30552-61091 approving
issuance of Change Order No. 1 to the City's contract with Acorn
Construction, Ltd., for additional work in connection with
Falling Creek Water Treatment Plant Renovations. Ordinance No.
30552-61091 was adopted by the Council of the City of Roanoke on
first reading on ~onday, June 3, 1991, also adopted by the
Council on second reading on Monday, June 10, 1991, and will take
effect ten days following the date of its second reading.
Sincerely, Pd~_
Mary F. Parker, C~C/AAE
City Clerk
MFP:ra
Enc.
pc:
Mr. J. W. Christenbury, Jr., President, Acorn Construction,
Ltd., P. O. Box 625, Troutville, Virginia 24175
Mr. William F. Clark, Director of Public Works
Mr. Charles M. Huffine, City Engineer
Ms. Sarah E. Fitton, Construction Cost Technician
Mr. Kit B. Kiser, Director of Utilities and. Operations
Mr. Barry L. Key, Manager, Office of Management and Budget
IN THE COUNCIL OF TRE CITY OF ROANO£E, VIRGINIA,
The tenth day of June, 1991.
~o. 30552-61091.
AN ORDINANCE approving the City Manager's issuance of Change Order
No. i to the City's contract with Acorn Construction, Ltd., for addi-
tional work in connection with the Falling Creek Water Treatment Plant
Renovations.
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. 1 to the City's contract with
Acorn Construction, Ltd., dated June 25, 1990, authorized by Ordinance
No. 30129-62590, to provide for additional work in connection with the
Falling Creek Water Treatment Plant Renovations, as set forth in the
City Managerls report dated June 3, 1991.
2. Such Change Order shall provide for the following change~ in
the work to be performed:
ORIGINAL CONTRACT A~OUNT
Purchase Order #2, Asbesto~ R~oval
Administrative Change Order
CHANGE ORDER NO. 1
Intake Structure modifications to allow for
the 3.3 feet elevation discrepancy reflected
in contract drawings.
CONTRACT ANDUNT INCLUDIh~ C~ANGE ORDER NO. 1
Additional calendar days resultir~ frcm
Change Order No. 1
.$ lt004~ 119.00
+ $ 9,320.00
AAA
.~, 6, .... oo
$ 1,022,327.22
ATTEST:
City Clerk.
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Change Order No. 1
Falling Creek Water Treatment
Plant Renovations
Roanoke, Virginia
June 3, 1991
Construction Phase 2 Contract for the renovation of Falling Creek
Water Treatment Plant was approved by City council on June 25, 1990
for t]~. This contract with Acornconstruction, Ltd. also
included ~ (5%) contingency.
Bo
Construction contract amount to date is
GO~ date is August 8, 1991.
Construction documents were issued prior to the draining of the
reservoir. The Intake Structure base elevations were therefore
based on available as-built drawings.
Actual Intake Structure base elevations, surveyed subsequent to the
draining of the reservoir, are 3.3 feet higher than shown on the
contract drawings.
Intake Structure shoo dra~in~ were approved prior to the survey of
actual elevations and based on elevations shown on the contract
drawings. The Intake Structure was fabricated based on the
elevations shown on the contract drawings.
Intake Structure modification~ to allow for the 3.3 feet elevation
discrepancy will cost $6.444.00 and ~ consecutive days to
perform this work.
$50,881.00
660.38
5,546.00
9,320.00
$32,910.40
Original Contingency Approved by Council
Advertising
Purcbase Order $1, APCO
Purchase Order $2, Asbestos Removal, Acorn Const.
Administrative Change Orders, Acorn Const.
$6.444.00
$26,466.40
Change Order $1, Acorn Const.
Remaining Contingency
III. Issues of Importance:
A. Availability of Funds
B. Cost
C. ~
Page 2
IV.
Am~rove Change Order ~1 in the amo~mt of $6.440.00 and fi~
consecutive calendar days.
F~ are available in the project contingency, Falling Creek
Plant Rehabilitation, Account ~002-056-8359-9065.
Cost is reasonable based on review by Hayes, Seay, Mattern &
Mattern, Inc., the consultant for the job.
Legal concerns would not exist.
Bw
~ Change Order ~1 in the amount of $6.444.00 and f~
consecutive calendar dav~.
F~ will remain available in the Project
Falling Creek Plant Rehabilitation, Accotmt
~002-056-8359-9065.
Contingency,
2. Cost is reasonable.
3. Le~gal problems may arise due to inaccuracy of contract
documents.
Page 3
CC:
with the implementation of Alternative A.
Authorize the City Manager to issue ChangeOrder ~1 to the contract
with Acorn Construction, Ltd. in the amount of ~6.444.00 and an
additional time of five [~ consecutive calendar working days. The
project completion date would then be ~ and the total
contract amount will be ~zl~.
lly submitted, __
W. Robert Herbert
City Manager
City Attorney
Director of Finance
Director of Public Works
City Engineer
Construction Cost Technician